Purchase Order Entry - Purchase Order Settings overview

Purchase > Entry > Purchase Order

Use this page to view or change header information on a purchase order. All required vendor information from either Vendor Setup or Vendor Ship From Setup is included. Header information must be accurate and correct for the order to be processed properly.

The Purchase Order Settings page is usually optional, but you must access this view for these reasons:

  • When the order is for a miscellaneous vendor, number 999999, you must review the default vendor information. The Vendor Setup record for a miscellaneous vendor is set up with information that includes the defaults that would apply to the majority of your miscellaneous vendors. Override the defaults as required for the vendor in this view. The ship-to name and address are required for each order.
  • When the order type is a Direct Order (DO).
  • To override the approval status of an order. You must have the security to override this status.
  • To automatically reprice the line items on the purchase order, based on the automatic reprice percentage on the vendor's setup record. You can only reprice the order once, and you cannot revert to the original pricing after you repriced the order. If you add a line to the order after repricing is applied to the order, you must manually change the price at the line level.

    You can perform this action only if Allow Auto vendor Reprice is selected in SA Administrator Options-Documents-Purchase Orders-Entry Defaults.

All new purchase orders are assigned an entry date. This date is stored in an internal field, Entered Date, for each purchase order. The current date is assigned as the entry date, regardless of how the purchase order is created in Purchase Order Entry or Purchase Receipt of Inventory Entry. The current date is also used when converting a Quote (QU) purchase order. A Blanket Release (BR) purchase order is assigned the entry date set when the release is first created. This date is not overridden when the Blanket Release (BR) is converted. Back orders that are created in Purchase Receipt of Inventory Entry keep the same entry date as the purchase order that forced its creation.

The Entered Date field is not changed after it is assigned. It is included on the Purchase Master List Report and should not be confused with the order date or due date. This entry date is relevant at both the header and line item levels.

Special Pricing Agreements

Buyers must process cost recovery for all short-term special pricing agreements (SPAs) manually. Buyers can create a new purchase order for the contract cost/rebate amount or apply the contract cost/ rebate amount to an existing purchase order using, for example, an addon or discount.

In some situations you might be due money, or a credit, from the vendor for a one-time cost contract that is written for an amount not directly associated with an item. For example, for a VMI product the purchase order is generated by a vendor instead of a buyer. This amount can be reconciled manually and the credit cleared through Purchase Order Entry after the PD Pricing Setup Vendor Contract Pricing order record is updated in Sales Entry Invoice Processing Report. There are two methods for this reconciliation:

  • If a short-term special pricing agreement rebate amount exists in the system, the first time you access Purchase Order Entry, a message is displayed: Vendor Contract Amount Found, Want to Claim? Click Yes to access the Purchase Demand Center Entry-Vendor Credit window.
  • Click Contract Amount to access Purchase Demand Center Entry-Vendor Credit. You must have customized the layout in Purchase Order Entry to display the Contract Amount option.