Purchase Orders: Purchase Order Line Item Maintenance

Part Number

Purchase Order Line Items. Our part number. {POLFILE.POLPTNO char 18}

The part number of the part on order. If this field is left blank no default details are provided and it is assumed to be a capital or service item that is not managed in the inventory system. If a part number is entered it must be a pre-defined part in the Parts section. If it has a Purchase Part record for the Supplier, these details are provided as default. Special provision is made for Job or Work Order Outwork Operations. These are Job or Process Route Operations assigned to an outwork type Work Centre. To order such an operation you construct a pseudo part number in the form of “WO-NNNNNN-000” where “JO-” indicates a Job and “WO=” a WO Operation item, “NNNNNN” is the full Job or Work Order number and “000” is the Job or Process Route operation number (prefixed with zeros if necessary).

TIP: You can setup the optPONoEngChange option in Settings Maintenance. If the value is 1, users will be prevented from adding a part which has Engineering-in-Progress set, rather than just being given a warning.

TIP: Normally you are prevented from constructing and outwork operation for a Job or WO unless the Work Center for that operation is an Outwork type. However, you can override this restriction with the option optPOOutOpAllWCs. If set to 1, an operation on a non-outwork work centre can be added to a PO. This enables you to outwork operations normally processed in-house. Such abnormal outwork operations are not subject to the normal updating of costs and are not shown in Capacity Planning WC Mate-To and WC Loading lists and reports.

Part Type

Parts Master. Part type (A,B,M,N,O,P). {PTMFILE.PTMTYPE char 1}

Supplier’s Part Number

Purchase Order Line Items. Supplier part number. {POLFILE.POLSPTN char 18}

Default data for this field is provided from the Purchase Parts record for this Part and this Supplier, if there is a record. It is a useful field for subsequent reviews and report selections.

NOTE: If a purchase-part record has been used to populate the PO line item, when you change the supplier’s part number not known in the purchase-part file, you will be presented with a message: “Are you changing the purchase part record supplier part number from XXX to YYY? If you click No a new purchase part record will result.” If you click Yes, when the PO line item is received the purchase-part record will be changed to have the supplier’s part number YYY. If you click No, a completely new purchase-part will be created for this new supplier’s part number.

Show List

Click this button to display a list of alternatives for the field alongside the button. Double-clicking on a list line will enter the value from the list.

TIP: You may have a number of alternative purchase-part records for the same supplier-part combination. Each should have a different supplier part number and can have a different rank value. When you enter a part into a PO the system seeks out any purchase-part records and chooses the one with the lowest rank value and where the rank is the same, the lowest cost. It ignores records where the minimum order quantity rule, if any, is contravened.

Issue

Purchase Order Line Items. Part issue reference when part entered on order. {POLFILE.POLISSU char 4}

This field defaults to the current Issue Reference for a Part. You can change it to reflect an alternative to the current issue. It is subject to update in the Masters — Parts — Update Issue function.

Description

Purchase Order Line Items. Line item description. {POLFILE.POLDESC char 32000}

Default data for this field is provided from the Purchase Parts record for this Part and this Supplier, if there is a record. Otherwise the Part description will be used from the Part file. Additional text can be added. For Job or Work Order Outwork Operations, the default description provides details of the Job or WO. For example, “Outwork operation 40 for Work Order 000007: 100.000 Each of assy. MET00002 End Bracket for Gb-SC – Zinc”.

NOTE: The printed descriptive text on the Purchase Order will, in many cases, be more than just the description entered in this field. The following will, if appropriate, be automatically added when the PO is printed:

• Part Items: Any Part individual purchase text.
• Part Items: Any Part standard purchase text.
• Part Items: A document in Engineering Data (text, graphic or both) if referenced with the appropriate code in the Part individual purchase text.
• Outwork Assembly type Part Items: Kit List of the parts to be sent to the supplier for processing.
• WO Outwork Operations: Any individual or standard instructions for the Process Route Operation of the assembly subject to the WO. Plus Engineering Data if the assembly Part individual purchase text is so coded with the document number.

Order Quantity

Purchase Order Line Items. Ordered quantity in stock units of measure. {POLFILE.POLQTY number 3dp}

The quantity ordered in Buy UoM. In the PO line item maintenance window an additional Stock UoM quantity is provided. Quantities entered in either will recalculate the other using the Buy UoM Multiplier. If the Ordered Quantity is reduced to the Undelivered Quantity the line item will be deleted.

Purchase Unit or Measure

Purchase Order Line Items. Purchase unit of measure. {POLFILE.POLPUUM char 6}

A descriptor for the Supplier’s Unit of Measure. Default data for this field is provided from the Purchase Parts record for this Part and this Supplier, if there is a record. If no purchase part record exists the Stock UoM is used. The Order quantity and cost relate to the Buy UoM.

Cost

Purchase Order Line Items. Cost per purchase unit of measure. {POLFILE.POLCOST number 4dp}

The price charged for the line item by the Supplier per Buy UoM in the currency of the order. Unlike other cost fields, this can be to 4 decimals. The maintenance window shows it in both unit cost and extended value for the entire quantity.

NOTE: The default provided for you is as follows:

• A normal Part without a Purchase Parts record: The part’s Current Material Cost multiplied by the Buy UoM Multiplier.
• An outwork assembly Part without a Purchase Part record: The part’s This-Level Outwork Cost multiplied by the Buy UoM Multiplier.
• Parts with a Purchase Parts record: The Last Price value from the Purchase Part record or the quantity price if those have been set up.
• Job or WO Outwork Operation: ((the operation setup time) times (the work centre setup labour rate plus overhead rate) divided by the work order quantity) plus ((the operation run time) times (the quantity) times (the work centre run labour rate plus overhead rate)).
• If the Purchase Order is set for a foreign currency, the above costs will be multiplied by the exchange rate saved for the order at the time of its creation or last currency update. The On-order value in the supplier record always normalises any foreign currency order items into local currency.

TIP: You can have a negative cost which provides for supplier bulk discount lines, for example. However, this is only permitted for Non-Part or Non-Stock Part items.

Reference

Purchase Order Line Items. User reference. {POLFILE.POLUSER char 15}

This 15 upper-case character reference can be used for selection in the order items details and purchase history reports. It defaults to the Order Reference. On receipt of the item this reference is saved against the purchase history record and can be used for accounting or other classification reasons.

Delivery Due Date

Purchase Order Line Items. Delivery date. {POLFILE.POLDATE date date1980}

The promised or required delivery date for the order line item. In the event of scheduled deliveries of an item. multiple lines must be used. The date is used by MRP to identify when the item will be coming into inventory. It is also used to judge delivery reliability in the analysis of supplier performance.

TIP: Besides individually setting the date of line items, there is a way to set all line items in one go to a particular date or even a date calculated in a custom algorithm. In this case all the above restriction and price calculations are by-passed. This is the process:

1. Right-click on the date field.
2. Select Date Calculator, or choose that from the ScratchPad main menu.
3. Calculate a date so it appears in the calculator result (below the Today button).
4. Click on that result date and drag-and-drop it onto the list of job line items.

CUSTOM CAPABILITY: The above date drag-and-drop can be intercepted by oCustom1.$PolDateDrop method which takes the date, document header row and item list as parameters. You could devise a sophisticated re-dating algorithm here to bypass the default behaviour of the drag-and-drop mechanism. There are other possible uses this feature could be put to.

Show Extra Part Text

To show the purchase extra text for part numbered line items. You will be able to change the texts. It opens the Part Purchase Texts window.

Supplier Parts Details

To open the Purchase Parts Maintenance window.

NOTE: If no part line is selected, a list of all purchase parts for the order supplier will be listed. Double-clicking on a subsequent part will add it to the Parts Scratchpad that can be used to drag and drop it back onto the order. This technique can be used before any items have been added to the order.