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Purchase Orders: Purchase Order Maintenance

Purchase Order Maintenance

Purchase Order Maintenance - Supplier and Delivery pane

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.



Purchase Order or RFQ

To print the Purchase Order or RFQ when the order is processed.

Revert to Saved

To revert any changes to the previously saved version.

Save as Shown

To save the changes you have made to the data file.

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 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 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 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 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.

Customisation 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

The order supplier and delivery details.



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 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.


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.


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.


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.


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.

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Contact Details

Purchase Order Maintenance - Contact Details pane

Contact details of telephones etc.



Account Number

Suppliers. Supplier’s account number for the user. {SUPFILE.SUPACNO char 15}

Account Details

Suppliers. Account details with supplier. {SUPFILE.SUPACDE char 40}

Order Limit

Suppliers. On-order value limit (exclusive of tax) in local currency. {SUPFILE.SUPLIMT number 3dp}

Currently On-Order

Suppliers. Current on-order value (exclusive of tax) in local currency. {SUPFILE.SUPORDR number 3dp}

Account Balance

Suppliers. Current account balance in local currency. {SUPFILE.SUPCBAL number 2dp}


User Defined Fields

These fields are available for any use you wish to put them. They are passed to purchase history. They are not otherwise used or reported by the system and are provided for use with custom searches or reports or Ad Hoc reports. There are 4 character fields that are limited to 1, 4, 18, and 30 characters respectively. The field descriptions are set in File — System Manager — Company Details Maintenance window Descriptions tab pane.

Tip TIP: You can selectively get the system to inherit customer record user defined field data onto Purchase Orders. This is done by setting the following system option:

  • optPOInheritsUserFields

The option value is set to 1234, or any combination of those numbers. It will cause those Purchase Order user defined fields to be inherited from the supplier fields.

User 1

Purchase Order Headers. User character field 1 (single character). {POHFILE.POHUSE1 char 1}

User 2

Purchase Order Headers. User character field 2 (4 characters). {POHFILE.POHUSE2 char 4}

User 3

Purchase Order Headers. User character field 3 (18 characters). {POHFILE.POHUSE3 char 18}

User 4

Purchase Order Headers. User character field 4 (30 characters). {POHFILE.POHUSE4 char 30}

Source/Factoring address, etc

Shows the selected Order Address. Use the button to change to an alternative Address.

An order can use a supplier’s additional address to identify one of several supplier branches from which the order is being placed. Alternatively, you can use this to identify on the order a Factoring address.

Right-click on this field to obtain print functions for the currently selected address and contact:

Address and Contact additional context menu functions.

Print Standard Letter opens the Standard Letter Selection window and Print 4×4 Label opens the 4 by 4 Label Position window.

Default supplier address

Select this option to load the default supplier address.

Alternative address

Select this option to choose an alternative address.


To create or select an alternative address that would be applied to this Purchase Order.

An order can use a supplier’s alternative address to identify one of several supplier branches from which the order is being placed. Alternatively, you can use this to identify on the order a Factoring address. The Address Selection window is brought forward.


The full name of the supplier’s contact with the given name in brackets.


Purchase Order Headers. Incoterm code (Blank or IDXTYPE=9). {POHFILE.POHINCO char 4}

Incoterms are the internationally agreed method of designating trading transactions which cross national borders. They define the limits of commercial responsibility for the selling party and so clearly define the limits of cost of the delivery of the goods. In the system they are defined in File — System Manager — Index Codes. An Incoterm generally requires a parameter which is usually a place or port name. The default Goods-Inwards Delivery Details Incoterm becomes the default for purchase orders. A Purchase Order Incoterm will be copied to any resulting purchase history.

Incoterm description

Index and Other Codes. Index code, scrap reason, QA test or Incoterm description. {IDXFILE.IDXDESC char 255}


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.

Incoterm Place

Purchase Order Headers. Incoterm parameter (usually a named place or port). {POHFILE.POHINCP char 60}

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Line Item Details

Purchase Order Maintenance - Line Item Details pane

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

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See also: –

Compiled in Program Version 5.10. Help data last modified 4 Jun 2012 04:48:00.00. Class wPoMaint last modified 23 Sep 2017 10:51:00.

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