Setting up Puchase Order - Header

Select Purchase Order Entry (POE).
Specify this information in the Header section:
Purchase Transaction Type

The required purchase type for the order. This is a mandatory field for every purchase order. It defines how the purchase order is processed.

Your system may be set up so that a default purchase type is automatically displayed - either set up against the supplier record or as a default on the purchase order form itself.

If you want to view an existing order, leave this field blank, and select the order from selection list in the Purchase Order Reference field below.

Purchase Order Reference

The unique reference for the purchase order. This reference is used throughout SunSystems Order Fulfilment to identify this purchase order.

Supplier Code

The supplier who the order is placed with. This is a mandatory field for every purchase order.

Supplier Details

Fields such as Supplier Name, Remittance Supplier Code and Primary Order Address are automatically populated once the Supplier Code field has been entered.

Order by Address Code

The address from where the order was placed. This may be relevant if your organization has several ordering locations. The default code is the address code specified in Business Unit Name (BUN).

Invoice Address Code

The address where the supplier is to send their invoice. The default code is the invoice address code specified in Business Unit Name (BUN).

Supplier Address Code

This field is used together with the Supplier Order Address Code field. If a supplier has multiple sites, these are set up on the supplier record as Supplier Ordering Addresses. This field specifies which set of Supplier Order Address Codes to use. This is usually the same as the supplier code for the purchase order.

Supplier Order Address Code

This field is used together with the Supplier Address Code field. If a supplier has multiple sites, these are set up on the supplier record as Supplier Ordering Addresses. This field specifies the supplier address on which the order is being placed. If this is left blank, the Primary Order Address on the supplier record is used.

For example, a supplier has three sites, A, B, and C, and the addresses for these sites are set up on the supplier record as ordering addresses. When placing the order, you can specify which supplier address to use. If address B is set as the Primary Order Address, then this is the default.

Comments

Any additional comments relevant to the purchase order.

Second Reference

This is used to hold another reference required on the order, such as the suppliers reference, or a purchase requisition reference.

Status
The status of the whole purchase order. This is updated as the purchase order is processed.
- Open - one or more lines on the purchase order either have the status of Held or Open.
- Closed - all the lines on the purchase order have been closed. A line is closed when it has completed the last mandatory stage on the Purchase Type (PTS).
- Deleted - if you select Action > Delete All, all lines are deleted, and the header status is set to Deleted. There is a flag on the Purchase Business Setup (PBS) which specifies whether order headers are retained for audit purposes after deletion.
Completion Date

The date the purchase order was completed and the date when the status on the purchase order header was set to Closed.
Save your changes.