Purchase Orders: Purchase Order Maintenance

Supplier Code

Purchase Order Headers. Supplier code. {POHFILE.POHSUPC char 6}

The Supplier must be pre-defined in the Suppliers section. Before the order is created you are required to identify the supplier it is destined for. You can change the supplier after you have created an order, however, not if any line items have been received from it. To do this, either drag and drop a supplier from the Suppliers ScratchPad or use the Change Order or RFQ Supplier Purchase Order menu function.

Supplier Company Name

Suppliers. Supplier company name. {SUPFILE.SUPNAME char 40}

Purchase Order Number

Purchase Order Headers. Purchase order number. {POHFILE.POHPONO char 6}

By default, the next Purchase Order Number is gained from the System Manager Serial Number Log when you save a newly created PO. This number can not be changed or deleted unless the entire order is deleted.

Request for Quotation

Purchase Order Headers. Request for Quotation (if set to Yes). {POHFILE.POHRELF boolean}

Purchase Orders can be created as Request For Quotation (RFQ) documents. RFQs can be used as documents for supplier bidding purposes. Check the box to make a new Purchase Order a RFQ. An RFQ can be converted into a Purchase Order using the Convert RFQ into Order function on the Purchase Order menu, or you can un-check the checkbox.

With an RFQ the rest of the system effectively ignores line items entered onto it. In other words, part number line items are not recorded in the part’s Due from P/WO quantity and do not have PO Preparation inventory history records created. Further, the supplier On order value does not include RFQ items. RFQ will not be seen in Stock History or Processing Analysis listings.

WARNING: There is an important exception to the general rule that RFQ items are ignored by the rest of the system: MRP Processing WILL see RFQ items as though they were regular Purchase Order items (this can be avoided in the normal way by marking the items as MRP to ignore). This is necessary to ensure that double ordering does not take place and in the normal course of events this is appropriate. If RFQ items were to be ignored as supply, MRP would repeatedly recommend placing new orders, whereas what is required is the conversion of the RFQ into a Purchase Order. RFQ items are distinguished in MRP results with a reference of “Rnnnnnn”, as opposed to a Purchase Order that has a reference “Pnnnnnn”.

However, there is a circumstance where this approach has to be treated with care:

If an RFQ item is an outwork assembly, MRP will schedule dependant demand for any components needed for it WITHOUT regard for the item’s MRP to ignore setting. This is fine when you only have one RFQ created for the item (and have not created a number of RFQs to different suppliers as part of a bidding process) and have every intention of converting the RFQ into a Purchase Order. If these conditions are not met, MRP will calculate excess dependant demand for the components.

Reference

Purchase Order Headers. User reference. {POHFILE.POHUSER char 15}

This 15 upper-case character reference can be used to additionally identify the order in the selection dialogue and order summary reports. It also acts as the default for each order line Item Reference.

Currency

Purchase Order Headers. Currency code (blank = default). {POHFILE.POHCUR char 3}

The currency of values in the PO is set by the currency symbol assigned to the order. If it is a foreign currency, the exchange rate at the time the order was created, or subsequently re-valued, is also stored in the PO header record. When first created, the default currency held against the supplier is applied which you can change if you wish.

Exchange Rate

Purchase Order Headers. Currency rate applicable when order created. {POHFILE.POHRATE number float}

Order Date

Purchase Order Headers. Date of issue of purchase order. {POHFILE.POHDATE date date1980}

This is automatically entered as the current active Buy Calendar date when the order was created. It is used to subsequently calculate ordered lead times.

Creator’s User Id

Purchase Order Headers. PO creator’s initials. {POHFILE.POHINIT char 3}

Delivery Point Code

Purchase Order Headers. Delivery details code. {POHFILE.POHDPC char 2}

A two character code that defines the Delivery address and instructions printed on the Purchase Order. The default code is set in the System Manager Company Details Maintenance window. Associated with the DPC is the delivery address and instructions, however, this text is not editable by you while entering a PO. See the Goods-Inwards Delivery Details Maintenance window for details.

Show

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.

Delivery Point List

Lists all delivery point codes. Double-click on a line to enter it.

Delivery Address

Delivery Details for POs. Delivery name and address. {DELFILE.DELADR char 200}

Delivery Instructions

Delivery Details for POs. Purchase Order delivery instructions text. {DELFILE.DELDETX char 500}

Standard Delivery Text Code

Purchase Order Headers. Delivery instructions std text. {POHFILE.POHTXCD char 4}

Associated with the DPC is a Standard delivery instructions text. This can be changed for a specific order to another Standard Purchasing Text. See the Standard Text Maintenance window for details.

Show

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.

Standard Text List

Lists all purchase standard texts. Double-click on a line to enter it for this delivery details record.

Standard Text

Standard Texts (E,P,S,W). Text. {TXTFILE.TXTTEXT char 10000000}

Header Text

Purchase Order Headers. Special PO header text. {POHFILE.POHPOTX char 10000000}

This field provides for special text that is appended to the header of the PO. This text is printed in addition to any text recorded in the supplier record for the purpose. It can be used for special instructions, for example.

P.O. Entry Comments

Purchase Order Headers. Order processing office notes and comments. {POHFILE.POHOPCO char 10000000}

This field provides for comment text that is not printed on the PO document. It can be used for special comments such as tracking details or quotation information. The information is available during reviews and is optionally printed on PO reports.