Vendor Invoice Center Entry - Invoice Detail - Purchase Orders overview

Vendor > Entry > Invoice Center

Use this window to enter the purchase order numbers to process in reconciliation.

The Purchase Orders view is available for these invoice transaction types:

  • Invoice (trade and third party addons)
  • Miscellaneous Credit (trade – PO RMs only)
  • Manual Payment
  • Trade – manual allocations

When you drill down on an invoice in the grid on the Purchase Orders view, and the View the Purchase Order Create Screen When no POs Exist on the Invoice option is cleared on the Entry Defaults window, you are taken to the PO Entry - Create window instead of the Invoice Detail window if no purchase orders exist on the invoice.

The information that is displayed in the grid depends upon your selections on the Vendor Invoice Center-Entry Defaults window. If you select Purchase Order Headers in the Purchase Order Results field, only the PO header information is displayed in the grid. If you select Purchase Order Headers and Lines, both the PO header and line item information is displayed. The current title above the grid is either "Purchase Order Headers (n)" or "Purchase Order Header and Lines (n)," depending upon your selection. Toggle between these views by selecting View Results and then choose a different view.
Note: The View Results setting, if changed, applies only to the current invoice being viewed. When you exist this window, the default display setting on the Entry Defaults window is applied.

Purchase orders with or without lines are displayed in the grid for the Purchase Order Headers and Lines view. If a purchase order is listed without a Type or Stage, or with a Line # of 0, you cannot reconcile the PO to the invoice. You must research the purchase order to determine if a PO line must be manually entered in the Purchase Order Line Detail window, or if the PO is invalid and should be deleted. These invalid POs may be received if you are processing vendor invoices using EDI.

Click Delete to quickly delete a selected PO header and/or line. If you delete all of the lines of a PO, the header record remains with a line number of 0. You can add new lines to the purchase order or delete the header record.

Use one of these methods to maintain a purchase order:

  • Drill down on a purchase order or purchase order line.
  • Click the Edit Header cell button to access the purchase order header and maintain it in the Vendor Invoice Center Entry-PO Header Update window.
  • If you are displaying PO headers and lines, click the Edit Lines cell button to access the purchase order line item and maintain it in Vendor Invoice Center Entry-Purchase Order Line Detail.
  • Select a line in the grid and click Edit.
  • Select a line in the grid and click Delete.

These fields can be edited directly in the grid:

  • Invoice Cost Qty
  • Invoice Unit Cost

The Line Net Amount and Cost Difference are recalculated automatically if the values in the Invoice Cost Qty or Invoice Line Cost are changed.

Use the Uncost option to reverse any costing work done on the select line. The Invoice Cost Qty and Invoice Unit Cost amounts are reset to their original values, as is the Cost Difference.

These fields are not shown in the grid by default. Use the Personalization feature to add them to the grid:

  • Header:
    • Purchase Order #
    • Purchase Order Suffix
    • Vendor Number
    • Warehouse
    • Receiver Number
    • Purchase Order Addons
    • Close When Costed
    • Division
    • Supplier Warranty Allowance Amount
  • Line:
    • Supplier Warranty Allowance Amount
    • Supplier Warranty Allowance Net
    • Net Amount With Supplier Warranty Allowance
    • Other Suffix Qty Received
    • Other Suffix Net Amount
    • Next Suffix
    • Next Suffix Qty Received
    • Next Suffix Net Amount