Purchase Order Line Item Selection

Reference Contents > Purchase Orders > Purchase Order Line Item Selection

This subwindow is used to define the range criteria for a selection of purchase order line items. It is displayed on windows requiring their selection.

Parent Windows

Purchase Order Line Item Report Selection
Link System Maintenance
Graphical Analysis Maintenance – Graphs Tab

Operation

Enter data in the data entry boxes to restrict the range of parts. Records must meet all criteria entered to be selected. If the left and/or right data entry boxes are left blank for a particular criteria, parts will be selected between the first and/or last otherwise qualifying part record. Data entry boxes can be populated by finding a single item using Keyword Search, drag and drop from the Parts ScratchPad the Suppliers ScratchPad or the Accounts ScratchPad, or by double-clicking a list item from the Keyword Result window.

Data records can be obtained using one of the following methods or a combination of them (see Tip below):

1. Enter values into the selection ranges and use the Standard Search. The context menu provides a Clear Selection function.
2. Define or use a Custom Search.
3. Create an Ad Hoc Search Calculation using the context menu function.
4. Drag-and-drop one or more lines from a ScratchPad (or BoM and Where-Used Listing) onto the general window area.
5. Use the ScratchPad Transfer Selected function
6. Use the KeyWord Search Transfer Selected function

TIP: Using an Ad Hoc Search Calculation (3) overrides any Custom Search (2) and a Custom Search overrides the Standard Search (1). In any of the search cases (1, 2 or 3), ScratchPad Transfer and Drag-and-Drop or KeyWord Search Transfer (4, 5 or 6) is combinational, so that records found using any of these methods must also conform to the search criteria adopted.

NOTE: This window contains fields introduced with version 5 that enable additional search (and sometimes sort controls), such as Adhoc extra where. For more help on their use and examples see the Client-Server SQL Introduction help.

Button	Action
Custom Search	Opens the Custom Search Selection window and checks the Use custom checkbox.

See also: –

Search Options Menu Purchase Order Line Item Report Selection Parts ScratchPad Supplier ScratchPad Accounts ScratchPad Keyword Result

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Reference Contents > Purchase Orders > Purchase Order Line Item Selection

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Purchase Order Maintenance

Reference Contents > Purchase Orders > Purchase Order Maintenance

For an Introduction to Purchase Orders see the Purchase Orders Menu topic.

Two files contain the Purchase Order data. Each Purchase Order has a header that contains all information that is general for the PO document as a whole. Associated with a PO are multiple Line Item records that contain details of the specific items under order. The system is self-cleansing in that when items are received from the supplier the associated line items are converted into history records. Hence, PO information on the system only relates to material yet to be received from suppliers.

Create New PO or RFQ

When you operate the New Order or RFQ Purchase Order menu function, you are first prompted for a supplier with the Supplier Selection window.

The PO maintenance window will be brought forward with no PO Number assigned. When you save the PO, the next available PO number will be assigned to it. The default delivery details, order date and your Transaction ID will be pre-entered. You can change the Delivery Point Code and standard delivery instructions text code. Both must be pre-defined.

You can change the supplier’s default currency for the order then enter any Special PO Header Text and Entry Comments.

TIP: If you are operating under an MRP environment, you can create Purchase Orders directly from MRP result order recommendations. See the MRP Purchase Order Recommendations window for details.

If a Supplier has the Do not use flag set, you will not be able to use the Supplier.

TIP: If a supplier has a minimum order value, you can enter this in supplier maintenance and accompany the value with a minimum order rule. If you do this you will be warned when you select the customer and on saving an order that has a value below the supplier’s minimum order value.

TIP: You can individually limit a user’s ability to order using a system option optPOUserValueLimits. Enter a comma separated list made up of UserID, local currency value pairs. E.G. SYS,1000,CR,500 means user SYS is limited to 1000 and CR is limited to 500. Users not listed have no limit. These limits apply to an whole PO and if exceeded the user cannot save the PO and is given a warning message.

TIP: You can impose a PO authorisation procedure using menu security and default settings. Some users can prepare RFQs with only a manager with privileges able to convert them to POs. The option optPORfqToPoInitFix can be set to 1 to prevent the created-by id (POHINIT) being updated to the PO converters ID.

CUSTOM CAPABILITY: You can use the oCustom1.$OnCreatePo method in the OpenVision library to pre-load Purchase Order header fields, such as the reference or texts.

The window has 3 tab panes.

Supplier and Delivery 
Contact Details 
Line Item Details 

Supplier and Delivery

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Contact Details

Contact details of telephones etc.

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Line Item Details

Line Items of the order. This pane consists entirely of the Purchase Order Line Item Maintenance subwindow.

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Reference Contents > Purchase Orders > Purchase Order Maintenance

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Purchase Order Outwork Kit Review and Processing

Reference Contents > Purchase Orders > Purchase Order Outwork Kit Review and Processing

This window provides for a review of Purchase Order Outwork Assembly kit status and Kit Issue and Return processing. Choose the appropriate tab pane for your purpose.

Outwork Kitting

Outwork processing provides for circumstances where components are sent to a supplier for processing. This could be a simple one for one processing such as electroplating of a pressed steal bracket, or it could be multiple component assembly process such as sub-contracting the assembly of an electronic circuit board. In all these circumstances, a component, or a kit of components must be given to the supplier before they can carry out their work, and maybe add further material and components of their own. When the supplier has completed the work, the completed article is received as though it were any normal purchased item.

NOTE: Work Order Outwork Operations are completely different from Outwork Assemblies. There is no processing within Caliach Vision to control the dispatch of Outwork Operation material to suppliers. These PO Line Items are, in effect, treated like normal purchased items. They are only ordered and received from the supplier.

Outwork processing has a special impact on an MRP manufacturing environment. Before an outwork processed item can be supplied by a supplier, the components needed by the supplier must be available from stock. This is the same requirement as a Work Order. Although outwork items are processed as Purchase Order items, the planning and kit processing operates like a Work Order.

An outwork assembly should have a bill of material that includes all items to be issued to the supplier. When kitted, all items on the BoM are included including any bulk issue parts. When the PO is printed, the BoM kit is listed against the PO line item.

NOTE: Outwork kit processing will operate to blow-through phantom assemblies that are in the kit. An outwork kit can therefore be multi-level. This may be useful when assemblies are to be switched from in-house production to sub-contract.

Any number of different outwork items and normal items can be included in an order. Kit items are allocated when the line item is created, and de-allocated when the outwork kit is issued. The kit items must be specifically issued to the supplier. The system provides for return of kit components from a supplier, however, only if the entire issued quantity is returned can the line item be subsequently amended or deleted on the PO. Receipt of the completed assembly is as if it were a normal purchased item.

The window has 2 tab panes.

Issue Kits To Supplier 
Return Kit From Supplier 

Issue Kits To Supplier

This pane provides a review and print window with a list of all Outwork items on a specific PO. You can select a PO with either the Select PO or View All POs With Outwork Items buttons. You can select one or more PO Line items from the upper list and drag them down to the Component Grid. The Component list or a Picking list can be printed using the buttons provided. Dragging more than one line provides a consolidated kit list.

To issue a kit, you must incorporate the issued quantities into the list. Use the Full Issue button if all items have been picked. Enter an individual quantity in the grid if need be.

NOTE: Any shortages will be recorded in the Shortage file.

TIP: You can setup the optWOKitEngChange option in Settings Maintenance. If set to 1 or 2, users will be warned = 1 or prevented = 2 from issuing component parts which have the Engineering-in-Progress set. Operates in WO kitting and backflush and PO Outwork kitting.

When satisfied with the list of issue quantities, click on the Process button. All inventory files and history records are updated automatically.

If any parts in the kit being issued are multi-stock or tracked, you will be presented with the Location and Batch Assignment window in which you must identify where the items have been picked from.

Field	Description
Selected Order Number	Purchase Order Headers. Purchase order number. {POHFILE.POHPONO char 6}
Supplier Code	Purchase Order Headers. Supplier code. {POHFILE.POHSUPC char 6}
Supplier Name	Suppliers. Supplier company name. {SUPFILE.SUPNAME char 40}
Order Date	Purchase Order Headers. Date of issue of purchase order. {POHFILE.POHDATE date date1980}
Order Item List	Lists all items on the PO that are outwork type parts. Drag lines to the list below to process or review.
Component Grid	A list of component parts to issue or return. Sorting the list will reset all editable values to the default.
Order Line	Purchase Order Line Items. Line number if purchase order. {POLFILE.POLLINE number 0dpShortnum}
Part Number	BoM Structure. Component part number. {BOMFILE.BOMCPNO char 18}
Stock UoM	Parts Master. Standard stock unit of measure. {PTMFILE.PTMSTUM char 6}
Required Quantity	The kit quantity required for issue.
Available Quantity	The available stock. Calculated from the current part physical less any other issues. With multiple entries of the same part, this will change depending on the sort order. NOTE: The field is provided with emphasis for un-available stock lines and double-clicking on Available cells will drill down to show the Part Process Analysis List window.
Issued Quantity	The quantity actually being issued.
Shortage Quantity	Any quantity that will be posted as a shortage.
Comment	The inventory comment that will be used when recording the part movement.
Part Description	Parts Master. Part description. {PTMFILE.PTMDESC char 30}

Button	Action
Select PO	To select a specific Purchase Order. You will be able to make your selection in the Select Purchase Order window.
View All POs With Outwork Items	To view a list of all POs that have outwork items and choose a specific Purchase Order. The Outwork Purchase Order Items window will open.
Column Sort	Click on a heading button to sort the grid on that column. Click again to reverse sort.
Full Issue	To issue all items to the extent that the available permits.
Print List	To print the list of components. Right-click to set report destination.
Print Picking List	To print a storeroom Picking List component set. Right-click to set report destination. You are offered a number of options in the Purchase Order Outwork Picking List Options window.
Process	To process the Issue or Return

Outwork kit shortages

After kitting an outwork item on a Purchase Order any quantities of kit components not dispatched are recorded in the Shortages file. When parts are received into stock this list is checked, and the user notified. The logging of shortages is automatic. The Purchase Order item can not be received into stores until all shortages have been issues for it. Shortage issues are recorded using the Kit Issue function.

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Return Kit From Supplier

This function is used for two purposes. Firstly, it can be used to receive back from a supplier odd items that may be found to be surplus to the suppliers need. Secondly, it provides for the entire issued kit for an item to be returned in the event of order cancellation or quantity change. The function works in a similar manner to the kit issue function.

If the ordered quantity has changed or the order item is being cancelled you must return the entire kit. You can then amend the order item, or delete it. If amended, kit issue must then be processed again.

Process the transaction in exactly the same way as a Kit Issue as explained earlier.

Where parts are Multi-location or Tracked are returned you will be asked to identify the Location/Batch that they are to be returned to.

TIP: You can force the automatic creation of a Non-Conformance Report (NCR) even when the return is not quarantined using the system option optNCRAutoMovements. Set this option to contain the uppercase character H.

Field	Description
Selected Order Number	Purchase Order Headers. Purchase order number. {POHFILE.POHPONO char 6}
Supplier Code	Purchase Order Headers. Supplier code. {POHFILE.POHSUPC char 6}
Supplier Name	Suppliers. Supplier company name. {SUPFILE.SUPNAME char 40}
Order Date	Purchase Order Headers. Date of issue of purchase order. {POHFILE.POHDATE date date1980}
Order Item List	Lists all items on the PO that are outwork type parts. Drag lines to the list below to process or review.
Component Grid	A list of component parts to issue or return. Sorting the list will reset all editable values to the default.
Order Line	Purchase Order Line Items. Line number if purchase order. {POLFILE.POLLINE number 0dpShortnum}
Part Number	BoM Structure. Component part number. {BOMFILE.BOMCPNO char 18}
Stock UoM	Parts Master. Standard stock unit of measure. {PTMFILE.PTMSTUM char 6}
Issued Quantity	The kit quantity currently issue to the supplier.
Available Quantity	The available stock. Calculated from the current part physical less any other issues. With multiple entries of the same part, this will change depending on the sort order. NOTE: Double-clicking on Available cells will drill down to show the Part Process Analysis List window.
Returned Quantity	The quantity actually being returned.
Remains Quantity	Any quantity that will remain with the supplier.
Comment	The inventory comment that will be used when recording the part movement.
Part Description	Parts Master. Part description. {PTMFILE.PTMDESC char 30}

Button	Action
Select PO	To select a specific Purchase Order. You will be able to make your selection in the Select Purchase Order window.
View All POs With Outwork Items	To view a list of all POs that have outwork items and choose a specific Purchase Order. The Outwork Purchase Order Items window will open.
Column Sort	Click on a heading button to sort the grid on that column. Click again to reverse sort.
Full Return	To return all items in full.
Print List	To print the list of components. Right-click to set report destination.
Print Picking List	To print a storeroom Picking List component set. Right-click to set report destination.You are offered a number of options in the Purchase Order Outwork Picking List Options window.
Process	To process the Issue or Return

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Purchase Order Outwork Picking List Options

Reference Contents > Purchase Orders > Purchase Order Outwork Picking List Options

This window is opened from the PO Outwork Kit Review and Processing window when you click on the Print Picking List button. Within it you can select a number of options for the Picking List.

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
Print	Will cause a report to be printed of the subject matter. Right-click to change the report destination.

See also: –

Purchase Order Outwork Kit Review and Processing

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Purchase Order or RFQ Details

Reference Contents > Purchase Orders > Purchase Order or RFQ Details

This window is a general purpose review window for Purchase Orders or Requests for Quotation. It is opened if you drill down on a reference to a purchase order and if you click on the Show button on the Select Purchase Order window. This is simply a review window and no changes can be made. However, right-clicking on the Purchase Order Number will provide access to the Purchase menu for maintenance functions.

Because the window provides both received and on-order lines, you can also select a fully received order that will not be selectable in the normal Purchase Order selection dialogue window. To do this use the Select Received Order button which will open the Purchase History PO Selection dialog.

The window has 3 tab panes.

Document 
Line Items 
Order Preparation 

Document

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Line Items

This pane shows the document line item details. The upper list gives outstanding lines to be received. The lower list those that have been received.

Button	Action
Print Listing	To print a report of the listed items. Right-click to change the report destination.

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Order Preparation

This pane contains the Order Preparation Listing subwindow.

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Purchase Order Listing

Reference Contents > Purchase Orders > Purchase Order Listing

This window lists a selection of Purchase Orders and Request for Quotation. It opens from the Select Purchase Order window after choosing from the selection options dropdown list. You can use the list to print a number of documents at the same time.

TIP: If you have privileges to delete orders, right-click on the list to Delete Selected Documents. This function can save a great deal of time when cleaning the system of unwanted documents.

See also: –

Select Purchase Order

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Reference Contents > Purchase Orders > Purchase Order Listing

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Select Purchase Order

Reference Contents > Purchase Orders > Select Purchase Order

This window enables you to select an existing Purchase Order or Request for Quotation.

You can enter a PO number, Order Date, Order Reference or Supplier Code to find the desired document. When passing out of each of the fields the system will find the closest matching PO record to the data entered. You can click on the Show Listing button to build a list of all POs in the system controlled by the selection you make in the dropdown list below the button. You can also use the Show button to view the Purchase Order or RFQ Details window.

TIP: Normally, when the same part is applied to consecutive line items any part extra texts (individual or standard) are suppressed so the first line only contains them. This is to reduce unnecessary duplication. However, this normal behaviour can be prevented with the user Option optPOPartTextDupl set to 1. Extra texts are then repetitively printed.

Button	Action
Show	Click to open the Purchase Order or RFQ Details window.
Show Listing	Click to show a list of requests for quotation and orders based on the selection below.
Selection Options Dropdown List	Choose a selection for the listing.
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
OK	The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.
Print	Will cause a report to be printed of the subject matter. Right-click to change the report destination.

Printing Request for Quotations (RFQ)

Normally with a Purchase Order marked as a RFQ, when printed, a single document is printed. However, there is an optional document design that you can set up in the Custom Reports table of settings window which will give you multiple supplier RFQ documents.

With the multiple-supplier RFQ report design, a single RFQ is selected but multiple RFQs are printed, one for each supplier that has purchase part records for any of the part items in the created RFQ. This is useful if you want to get quotations from all suppliers of a part or group of parts. All RFQs printed will contain any non-part or outwork line items and the RFQ for the supplier you chose for the original document will contain all items regardless of whether there are purchase part records.

WARNING: The multiple supplier RFQ prints as a single document of multiple pages so it should not be used with the Email report destination as it will only be sent to the single supplier. It is designed for printing.

To set this up, go to either the System, Group or User settings, either the File — System Manager — Privileges and Settings window or the File — Preferences — User Settings window. You then add two entries in the Custom Report list, both should be given a type of RFQ. The standard single supplier design class name is rPurchRFQ and the multiple supplier design class name is rPurchRFQmulti. With these two entries made, on printing a RFQ the user will be presented with a choice of the standard or multiple-supplier document.

See also: –

Purchase Order Maintenance

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Please Note!

Reference Contents > Purchase Orders > Please Note!

This window opens to show the user any comments that are found in a supplier or customer record when selected for a new PO or SO/Job document, if the optPOShowSupComment or optSOShowCusComment options are set up.

The option can be set to a user level to provide for appropriately targeted messaging. If the option is set to 1, any comments are shown when creating a new document. If set to START,END where START and END are alphanumeric string markers, anything contained between the markers in the comments are shown. START and END are both optional. So you could have START which would pick all comment text following the text START. If you use ,END the text extracted would be from the beginning up to the text END.

See also: –

Purchase Order Maintenance Sales Order Maintenance

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Supplier Selection

Reference Contents > Purchase Orders > Supplier Selection

This window enables you to select a supplier for a new purchase order or otherwise. Type in the supplier code, use the navigation buttons, use KeyWord Search or the Supplier ScratchPad to select the desired Supplier and confirm with an OK.

TIP: You can apply the optPOShowSupComment user option. This provides a pop-up window that will display the selected supplier’s comments text. If set to 1, all supplier comments are displayed. If set to START,END the program will search for a text contained within the START and END markers (which can be any alphanumeric strings. If only ,END is specified, all text up to the END marker is displayed, if only START is specified, all test from the START marker is displayed. Being a user-level option, multiple aide-memoires can be provided for different users or groups.

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
OK	The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

See also: –

Please Note! Purchase Order Maintenance

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Purchase Order Duplication Options

Reference Contents > Purchase Orders > Purchase Order Duplication Options

Having selected a Purchase Order in the Purchase Order Maintenance window, you can duplicate it and create a new PO with all line items reproduced with due dates changed to reflect your new requirements. This options window is brought forward. In it you can also choose an historic, already received, purchase order.

If you select the Old received Order option, you must click on the Select button to choose the order you wish to duplicate in the Purchase History PO Selection window. The earliest and latest receipt dates for items will be shown.

You can choose to move the selected order’s due dates by a number of days, which can optionally be in working days from the Buy Calendar. Alternatively, you can set all items to have a due date on a particular date. The earliest and latest dates will be shown.

Once you confirm with an OK or by pressing the Enter key, a duplicate order will be created.

NOTE: Line Items which are for Job or Work Order Outwork Operations will not be duplicated.

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
OK	The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

See also: –

– Purchase Orders Menu Purchase Order Maintenance

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