SmartFusion Modules > Accounting > Purchasing > Process > Edit Purchase Orders

Recent Changes:  

6.229 
- If 'Assign multiple purchase orders to single voucher' is set in AP System file, then the purchase order information will be obtained from the voucher detail, when showing the invoice information.    
- Updated PO Routing display to only show reviewer when "Allow single reviewer for each sequence with multiple reviewers" is selected in PO Approval Routing for the routing stream

6.188 -Enabled and made read-only Vendor Email Address on Edit Purchase Order screen. 

6.185 -Added Vendor Email Address on the Purchase Order Detail tab.

6.88 - changed the approval information box to not allow wrapping on the name and to limit the length of the approval name to 30 characters.

Refer to bottom of page for changes prior to version 6.80

Introduction

This screen allows the user to edit existing purchase order information.

Explanation

The screen allows the user to search existing purchase orders by various criteria. The detail pane will display the chosen purchase order information. There will be additional information relating to project reporting depending on the active license file.

Purchase Order Detail

Purchase requisition - the purchase requisition identification number
Purchase order - the purchase order identification number
Status - current status of purchase order
Total - total amount of the purchase order
Magnifying glass - clicking this will show the invoice information
Vendor Email Address - the vendor email address

Purchase Requisition

Date
Vendor
Vendor order
PO Template - choose a user defined purchase order template to auto populate the fields. Hotkey F11.
Cancel PO
Trade discount
Sales tax - choose state and set a rate.
Preferred freight
Expected ship date
Ship to - Select a location to ship to.
Bill to
Default account
Requested by
Print PO
Fax PO
Email PO
Bid info Note
Review/approve - type the name of the person reviewing and/or approving the purchase order.
New Req from PO - visible if user rights allow
Print PO Change History - preview any updates to existing entries after a PO number was assigned

Item Detail

Plus - add inventory item. inventory items can be set up in the operations > inventory module.
Inventory Item - id number of inventory item
Vendor Item Qty - quantity of item
U/M
Description
Note
Item Price - price per unit.
Tax Disc. - discount amount after calculating line item total.
Rec
Code - item code that denotes which account distribution detail it is related to. This code can be used to relate information between the tables and is a key factor in creating voucher detail records with line item and descriptions when applying purchase orders to account payable vouchers. This also is used to output the display for the detail item description on the account distribution grid.
Ext. Price - line item total. The calculation is based on the item price and quantity. Tax and discount are applied if set to true.
Remove tax - will set all items non-taxable.
Add tax - will set all items taxable.

Account Distribution Detail

Plus
Code - item code that denotes which item detail it is related to. This code can be used to relate information between the tables and is a key factor in creating voucher detail records with line item and descriptions when applying purchase orders to account payable vouchers. This also is used to output the display for the detail item description.
Account
Description
Detail Item Description - this will display all the items related to this account distribution record based on the code set between the item detail and account distribution grids. The only exception is when the code is set as zero for multiple account distribution lines which at that point, the system cannot relate which item matches to which account distribution.
Percent
Amount
Project Job - if project reporting is turned on, the user will be able to relate existing project jobs to the account distribution records. There's a button to set the project job and in the grid editing section above the grid.

Documents

Add, edit, delete or view attached documents relating to this purchase order. A file name and description will be displayed.

References

Changes Prior to Version 6.80

6.79 - Now, when making a warning note, an email is sent to the first user in the routing, or the user who created the PO if there is no routing assigned. When viewing the warnings, there is a checkbox that allows you to click complete. When this box is checked, clicking ok on the grid which lists the warnings will prompt for some completion notes. Put in the completion notes and click ok to mark all the current warnings as complete. There will be a "COMPLETE" label next to the view notes button when all notes are marked complete.

6.68 
- Updates to back end to use memory stream instead of saving a PDF to the hard drive when sending PO Emails  
- An option to preview the PO's change history for the Purchase Requisition, Items Detail and Account Distribution Detail tabs was added  

6.31 - Enhanced Approval Routing - Fixed bug which would break approval flow when a Non-Approver would edit a PO; PO will now go back through routing  

6.29 - New feature for including detailed item description between item detail and account distribution.