Entering a Purchase Order manually

You can enter a purchase order manually to have flexibility over the information associated with the purchase order. For instance, when you enter a purchase order manually, you can order any item type (inventory, non-stock, service, or special). This procedure shows you how to manually enter a purchase order.

To enter a purchase order manually

  1. Access Purchase Order Entry (PO20.1).

    If a cross-reference vendor exists for the purchase order, the Xref Vendor field displays.

    Note: To apply account information to all lines on a purchase order, click the Default button option before adding any purchase order lines. Lines added previously will not contain the account defaults.
  2. Click the Header button to define purchase order header information. Consider the following tabs.
    Terms

    Use to define the terms for the purchase order, such as process level, terms code, ship to arrive date, and invoice method.

    You can also indicate whether this is a P-Card purchase order, and give the P-Card number for the purchase order. For more information, see the Procurement Card chapter.

    Currency

    Use to change the currency or currency valuation of the purchase order.

    Shipping

    Use to enter special shipping and receiving terms or methods.

    Drop Ship

    Use to make a purchase order a drop shipment.

    Issue

    Use to create and update issue options.

    Comment Code

    Use to add a comment code to the purchase order header.

    User

    Use to create user-defined fields.

    Template

    Use to add a procurement template and accounting unit to the purchase order header.

    The template lets you select items from an existing template. Those items selected become lines on the purchase order.

    Intrastat

    Use to add a Nature of Transaction Code (NOTC).

    Grant Management

    Use to create a subcontractor purchase order.

    You must have completed setup in the Grant Management application to be able to create subcontractor purchase orders.

    Note: Requisitions do not create subcontractor purchase orders.
    Contact/Bill To

    Select a contact code to attach to the purchase order header, or enter information about the billing address, contact person, and other billing details

    If you do not specify billing details, the information entered in the ship-to location or company becomes the default value.

  3. To apply specific account information to all lines on the purchase order, click the Default button on PO20.1. The Line Defaults form appears.

    You can add a default asset template and asset number to the purchase order line. Assets are defined using Quick Addition (AM20.1). For more information, see the Asset Management User Guide.

  4. Add items to purchase order lines from PO20.1.

    With the Replace Item line action, you can select a different item for the line (that came from Requisitions or Purchase Order). The link to the source information for the item remains intact. The Replace Item line action cannot be used if:

    • any quantity on the purchase order line was received

    • the purchase order line was invoiced (in part or in full)

    With the Multiples line action, the application transfers you to Multiple Lines (PO20.9). Use this form to create as many PO lines as there are quantity/ship to/delivery date entries for a given starting PO line.

  5. To add item detail to a specific item, click the More button on the PO line on PO20.1.
  6. To add line detail for the line that you are currently on, use the detail tabs on the bottom of PO20.1. Consider the following tabs.
    Line Detail

    Add an item to a purchase order. You must enter the item description, type, and account information. You can also enter the vendor item. If you leave the vendor item blank, it defaults to the default vendor item of the Lawson item and vendor.

    To view the details of the substitute vendor item, click the Substitute button and the Substitute Vendor Item Detail window (PO20.7) displays. This window contains the details about the substitute vendor item, such as conversion factor, order quantity, and line number the substitute vendor is associated with.

    Activity, Asset

    Assign an activity or billing category to a purchase order.

    To define asset defaults for the purchase order line, click the Asset Defaults button. You are transferred to PO Line Asset Defaults (AM17.1). For more information, see the Asset Management User Guide.

    Note: The Asset Defaults button does not display unless an asset template is attached to all of the Account Distributions records for the purchase order line.
    Tax

    Define tax information for the purchase order line.

    Pricing

    Type the unit cost for the unit of measure in which the item is listed.

    Cancel

    View the cancelled quantity of the item. If you want to cancel the remaining amount of a partially invoiced amount type service PO line, enter the new cancel quantity and new service line cancel amount.

    Misc Details

    Select a user analysis value to associate with the transaction. A GTIN number can also be selected. GTIN is a numerical value used to uniquely identify a trade item

    Mult button

    This option is only available for N, X, and S type items.

    You can define multiple distributions by percent, amount, or quantity. All distributions must be the same type and be in balance with the PO line. For example, multiple distributions by percent must equal 100%, distributions by amount must equal the PO line amount. Distributions by quantity must equal the PO line quantity. By default, a single distribution will be defined as 100%

    Substitute button

    This option is only available when the PO line has substitute vendor items for the vendor item on the PO line or when the PO line itself is a substitute vendor item PO line.

    Clicking this button displays the Substitute Vendor Item Detail (PO20.7), which shows details about the original vendor item and all the substituted vendor items for the PO line.

    Note: Select Total to view the order value which includes the subtotal, add-on charges, discounts, taxes, freight charges, and the final order total. The total number of lines also displays.
  7. Select the Add form action to save purchase order information.
  8. Release the purchase order.
    Release Method Options
    Immediate Release Select the Release form action on Purchase Order Entry (PO20.1)
    Authorized Release Use Authorization, Release (PO22.1) to display unreleased purchase orders for a specific buyer. Once you display the unreleased purchase orders, you can review and release them.
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