Setting up Purchase Order - Lines Actions

  1. Select Purchase Order Entry (POE).
  2. To carry out one of the following actions for the current Purchase Order Line only, select it from the Action > Line menu within the Purchase Order Entry form.
  3. Specify this information:
    Delete Line
    Deletes the current line from the current purchase order. A warning message is displayed so you can confirm this action before it is carried out.
    Insert Line
    Inserts a new line on the current purchase order.
    Hold and Release Line
    Hold prevents further processing from being carried out until the Release option is selected.
    Confirm Line
    Confirms the line and changes the details in the Confirmation Date, Confirmation Period, and Confirmed By fields.
    Copy Line
    Copies the selected line and inserts the copy onto a new purchase order line.
    Characteristics
    You can use this option to select characteristics for the item being sold.
    Split Analysis
    A maximum of ten analysis codes may have been set up for your system so they can be selected against a Purchase Order Line. This option displays the Purchase Order Line Entry Split Analysis form which enables you to split the values of a line against different analysis codes. Enter the required value and select the relevant Analysis Code.
    Cancel Quantity
    This enables you to cancel part of the total quantity of a line and to specify a reason code against it. For example, out of stock. This option displays the Purchase Order Line Entry Cancel Quantity form. All fields on this form are automatically populated from the current Purchase Order Line apart from the following:
    Cancel Quantity
    The amount of the total quantity to be cancelled from the Purchase Order Line.
    Reason Code
    The reason for the cancellation.
    Note: 
    • You must use the Cancel Quantity option if you want to change the returned quantity and you are using Split Analysis.
    • When reversing postings and the posting period on Purchase Type (PTS) is set to current period, the reversal is posted to the current period.
    • When using Cancel Quantity, the cancel is performed even if the transaction date/period that the transaction was raised in are closed.
    • When reversing postings and raising new, replacement postings, the operators current date/period are used in the ledger postings, regardless of whether the original date/period is open or closed. For example: PO Jan 2005 - Quantity 10 - 100 -> Commitment posting 100 in Jan 2005 PO May 2005 - Cancel quantity 2 -> In May reverse quantity 10 and insert quantity 8 Commitment posting of 80 in May 2005.
    • The date/period information for the original transaction will not be the same as it was when the order was raised.
    • You must ensure that the cancel quantity closes off the line completely, that is the cancel quantity plus accepted quantity equals the total order quantity exactly. This ensures there are no subsequent postings that might be sourced from the original order period.
    • Do not change the Order Period after it is automatically set to the current period during the reversal.
    Landed Costs
    This enables you to obtain the Landed Costs for the purchase order line.
    Best Price

    This action works as an inquiry to show what prices are available, enabling you to change the line details to obtain a better price. For example, say there is a purchase discount on quantity as follows:

    • QTY range 0-10 price = BSP
    • QTY range 11-20 price = - 5%
    • QTY range 21-9,999,999,999,999.99 = BSP - 10%

    Then if you enter a line with a quantity of 10 and click Best Price, then these three possibilities are displayed, and you can adjust the quantity to 10 if required.

    If you enter a quantity of 15 then you will only see the last two lines.

    Temporary Address
    This enables you to create a temporary address if required for the Purchase Order Line.
    Inventory Inquiry
    This displays the Inventory Inquiry form which enables you to find out the inventory balance of an item.
    Generate Debit Lines
    Approve Line
    If Approvals are in use in your system this option enables you to approve or reject the Purchase Order.
    Embed Std Para on Line
    This option displays the Standard Text Language Variants form. This form enables you to attach a paragraph to the line to be printed.
    Print Line
    To use this function a document format must be associated with the current stage of the Purchase Order.
    Re-process Line
    This action enables you to perform all validation and processing that occurs when a line is entered. Some of the activities carried out are:
    • Recalculate formulae and value labels if the Recalculation field is set for the current stage on the Purchase Stage form.
    • Perform auto-allocations for issue, if not already allocated, and the allocation stage defined in the Purchase Type (PTS) has been passed.
    • Update inventory (that is, create receipts and issues) if the update failed at an earlier stage.
    • Set a line to Held if required (for example, if item characteristics have been removed).
    Show Matched Invoices
    Highlight a Purchase Order Line and select this action to display the invoice lines that have been matched to this Purchase Order.
  4. Save your changes.
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