Purchase Order Entry - Select Products - Advanced Line Entry field descriptions

Fields are listed in alphabetical order in the respective sections.

Line Details

Description
Description of the specified product. This value is defaulted based on the value the Line Type field is set to. This field is enabled when you set the Line Type field to Non-Stock or Not for Resale.
Line #
The line number of a purchase order.
Line Type
The type of line item to be added to a purchase order. Possible options:
  • Stock
  • Non-Stock
  • Not for Resale
Note: When you select the Non-Stock or Not for Resale options, the related screens are displayed.
Net Amount
The net amount of the product. This value is defaulted based on the contract selected on the Contract List screen.
Price

This value is from the Product Warehouse Product Setup for the product. It is always calculated by the unit. For example, if the unit is each, the price is for each of the product ordered. If the unit is box, the price is for each box of product ordered.

This field is displayed only is Yes is selected for Allow User to View Costs in SA Operator Setup-Controls.

The price should be greater than zero. If the price is zero, this message is displayed:

Warning: The Price is 0; Is this a Free Product?

The price on the line is included is on inquiries and reports until the order is received. During receiving, the cost replaces the original price. During AP transaction entry, the received cost is replaced by the cost on the vendor’s invoice.

You cannot change the price for a finished goods product on a VA purchase order.

If you use an alternate vendor, the price is from PD Pricing Setup. If a valid pricing record is not found, the Product Extended Product Cross Reference Setup record are searched. If a valid cross-reference record is not found, the price is based on the replacement cost or last cost, based on the Cost field in SA Administrator Options-Documents-Purchase Orders-Entry Defaults.

This hierarchy is used to determine the correct price:

  1. Line type in Purchase Order Entry

    If you select Non-Stock or Not for Resale in the Line Type field, specify a price or leave zero in the field. The hierarchy is not checked. If you change the product, quantity, or unit, the price is recalculated.

  2. Pricing and Discounting records

    If you use the Pricing and Discounting module, the price is determined by those records.

    If one of these conditions exists, the pricing and discounting records might not result in a valid price:

    • The record is inactive.
    • The current date is greater than the ending date on the record.
    • The beginning date on the record is greater than the current date.

    If a special price is indicated in Product Setup when the price is determined from pricing and discounting records, it is multiplied using the special price unit conversion to yield the correct price for the unit ordered.

  3. Product Cost

    If a pricing and discounting record does not exist, the replacement or last cost from the Product Warehouse Product Setup record is used. The cost that is used is based on the Cost field in SA Administrator Options-Documents-Purchase Orders-Entry Defaults. If vendor is a foreign vendor, the value in the Last Foreign Cost field in Product Warehouse Product Setup is used.

    If you change the price on a Return Merchandise purchase order, the cost type assignment in the Post to G/L By field in SA Administrator Options-Products-Costs is used for General Ledger purposes. Adjustments are posted if Post Cost of Goods Adjustments in Costing in SA Administrator Options-Products-Costs is selected. This cost includes the addon cost from Product Warehouse Product Setup if Include Addons is selected in SA Administrator Options-Products-Costs.

  4. Manual Price Override

    No matter what method is used to calculate the price, you can override it. If you change the Line Type field after you manually change the price, the price is automatically recalculated. You must then manually re-enter the price again.

If auto vendor repricing is applied to the order, the default price is automatically recalculated based on the auto reprice percentage on the Purchase Order Settings page. It is not applied to certain types or products, such as labor products or not for resale products.

This value changes when you modify or apply the contract on the Contract List screen.

Product
The product that is added to the purchase order as a line item. You can use the drill down option to view the product details on the Product Inquiry screen. Based on the product specified, you can access these screens:
  • Bundles
  • Comments
  • Contract List
  • Core Return Allocations
  • Lots
  • Nonstock
  • Nonstock Defaults
  • Not for Resale
  • Pricing
  • Serials
  • Tallies
  • Ties
  • Alternate Vendors
Quantity
The quantity of the product. You can use the drill down option to view the product availability information on the Product Availability Inquiry screen.
Unavailable Reason
The reason for the unavailability of the products.
Unit
The unit in which the pricing is displayed.

Extended Fields

Acknowledge Date
The acknowledgment date for the product line item.
Acknowledge Reason
The acknowledgment reason for the product line item.
Contract
The contract number applicable for the product. The Price and Net Amount fields are updated based on the contract you select. The Contract Lookup option can be used to search and select the contract. The search results are based on:
  • Contract # - Specify the contract number to filter the results for that number.
  • Warehouse - Specify or lookup the warehouse to filter the results for that warehouse.
  • Vendor # - Select the vendor number to filter the results for that vendor.
  • Level - Select the vendor contract level to filter the results for that level. Possible options:
    • Contract # / Product
    • Contract # / Price Type
    • Contract # / Rebate Type
    • Contract # / Product Line
    • All
  • Product - Select the product to filter the results for that product. This field is enabled only if the Level field is set to Contract # / Product.
  • Price Type - Select the price type to filter the results for that price type. This field is enabled only if the Level field is set to Contract # / Price Type.
  • Rebate Type - Select the type of rebate to filter the results for that rebate type. This field is enabled only if the Level field is set to Contract # / Rebate Type.
  • Rebate Sub Type - Select the sub type of rebate to filter the results for that rebate sub type. This field is enabled only if the Level field is set to Contract # / Rebate Type.
  • Product Line - Select the product line to filter the results for that product line. This field is enabled only if the Level field is set to Contract # / Product Line.
  • Status - Select the status of the vendor contract number to filter the results with that status. Possible options:
    • Active
    • Inactive
    • All
Note: The contract details in the Vendor Contracts grid are displayed based on the specified search criteria.
Country of Origin
The country of origin for the product. The countries are defined on the Table Code Value Setup screen.
Due Date
The due date for the product line item.
Expected Ship Date
The expected ship date for the product line item.
HS Code
The HS code assigned to the product. A harmonized tariff code is part of the Harmonized Commodity Description and Coding System created by the World Customs Organization (WCO).
Ignore Lead Time
Select this check box to indicate that the lead time specified for the product must not be considered.
NCNR
Select this check box to indicate that the product is a non-cancellable - non-returnable product.
Requested Date
The date on which the product is requested.
Unavailable Reason
The reason for the unavailability of the product.
Vendor Return Authorization #

The unique vendor return authorization number used to track the return process. On Return Merchandise (RM) orders, you can specify the return authorization number for the vendor.

If the PO RM is tied to an Return Merchandise Sales Order (OE RM) and the return reason on the OE RM is vendor, the Vendor Return Authorization # from the OE RM line is copied to the PO RM line. You can override the value.

If the Vendor Return Authorization # on either document is changed, the values are not synchronized.

A vendor return authorization is a non-posting record of the item that is returned to the vendor.