Maintain Quick Purchase Order

This activity helps the end user to Maintain and authorize a Purchase Order with ease. Tell me more.

Select “Purchase Order” link from the left pane and click on “Maintain Quick Purchase Order”.

The “Maintain Quick Purchase Order” page appears.

The system displays the following:

Workflow Status

The status of the document as per Workflow Applicability. The Workflow status will be visible only if "Workflow Applicability" for the transaction is set to Yes in Company Parameter Setup component.

The System displays the status of the Purchase Order in top of the screen.

Enter the following fields in the “PO Details” group box to create a Direct Purchase Order.

PO No.	Unique identification number of the Purchase Order with which it is referred. (Alphanumeric, 18). Mandatory.
	Help facility available.

Enter the following:

Numbering Series	Use the drop down list box to select the numbering type for generating the Purchase Order number. Mandatory. If the Numbering series is manual, then the Purchase Order number should be “Mandatory”. If set as any other predefined series, the system would generate the unique Purchase Order number.
PO Date	The date of creation of the Purchase Order. (Date Format). Mandatory
Type	Use the drop-down list box to select the type of the Purchase Order. There are different types of Purchase Orders namely General and Capital.
Folder	Use the drop-down list box to select the folder name. The Folder name pertained to the Purchase Order can be selected from the drop-down list.
Approval Date	The date on which the purchase order was approved. (Date Format).
Supplier Code	Code/Identifier of the supplier who supplies goods for the Purchase Order. (Alphanumeric, 16).
	Help facility available.

The System displays the following:

Name	Name of the supplier associated with the supplier code is displayed. (Alphanumeric, 77).
	Zoom facility available.

Enter the following:

Contact Person	The Name of the person who can be contacted in case of any clarification regarding the procurement of Items in the PO on behalf of the Supplier. (Alphanumeric, 45).
	Zoom facility available.
Buyer	Use the drop-down list box to select the Buyer. Unique identification Code or name of the buyers are listed in the drop down-list, and a particular number/name can be selected from that list. Capturing the Buyer depends on the System Parameter value (‘Buyer Control Mandatory’ set as ‘YES’ or ‘NO’), if a Buyer is specified in a PO, then the items ordered are checked for the validity of the Buyer.
Proposal No	Unique identifier created for the capital items stating the cost assigned for it. When a purchase is made, the proposal id is specified thereby helping the purchase division to know the assigned amount for the capital item for that proposal ID. (Alphanumeric, 18).
	Help facility available.
Remarks	In this field the User can enter his comments or any information regarding the Purchase Order. (Alphanumeric, 255).
	Zoom facility available.

The “Amount Details” group box displays the information related to the payment for the items:

PO Value	The value of the item is given for which the purchase order is created (Numeric, 28).
Additional Charges	Additional taxes, charges, discounts incurred for the items during the transit of goods and based upon the terms and conditions with the supplier. (Numeric, 28).
Total Value	The Total Value comprise of the Purchase Order value and the Additional charges. (Numeric, 28).

Enter the following:

Currency	Use the drop down list box to select the currency specified for the Purchase Order. (Alphanumeric, 5).
Exchange Rate	The Exchange Rate in which the PO Value is calculated w.r.t. the Base Currency of the Company, if the currency specified for the PO is different from the base currency (Numeric, 15). If the PO is in base currency, then the exchange rate is 1(One).

The System displays the following fields:

Base Currency Value

The PO Value calculated in base currency.

Enter the following fields in the “Default Entries” group box to enter default entries that are related to the line item information.

Receipt At	Use the drop-down list box to select the receiving OU of the Line Item.
Need Date	The Date on which the Item is needed. . (Date, 18). Mandatory.
Warehouse Code	Code/Identifier of a warehouse where the Items will be received. (Alphanumeric, 10). This would help the supplier to know the place where the items are to be delivered.
	Help facility available.
Accounting Unit	Use the drop-down list box to select the Financial Book also called as Accounting Unit. There are various financial books that are mapped to the company and the user specifies a particular Financial Book for all the purchase payment related details.
CC Usage	Use the drop-down list box to select the user-defined name, which actually points to a Cost Center. The Cost Center for which the items in the Purchase Order has been ordered. In case of Service Item, Adhoc Item CC Usage needs to be specified.
AC Usage	Use the drop-down list box to specify the AC Usage which is used to get an account code from ARD component (Account Rule Definition) Specifying a AC Usage is mandatory in case the line item is a Non-Stockable item.
Analysis Code	Code/Identifier that is mapped to the Account Code that is used for analysis purposes. . (Alphanumeric, 5).
	Help facility available.
Sub Analysis Code	Code/Identifier that is mapped to the Analysis-Code that is used for analysis purpose. (Alphanumeric, 5).
Budget ID	Unique identifier for a particular Budget associated with the purchase of the Line-Item. (Alphanumeric, 6).
	Help facility available.
Matching Type	Use the drop-down list box to specify the type of matching to be done. The quantity ordered, the quantity received or the quantity accepted is matched with the quantity invoiced, to ensure that payment is made for the proper quantity and value of the items. The following are the various matching types available:
	Two Way – This is selected when the invoice quantity and value must be matched with the ordered quantity and value. When Two way matching is specified, Invoicing can be done referring the quantity in the Approved PO.
	Three way at PO – This is selected when the invoice tolerance is checked at the total purchase order quantity and amount, against all GRs and not on the individual GR received quantity and amount.
	Three way at GR – This is selected when the invoice tolerance is checked with the individual GR received quantity and amount, and not on the total PO quantity and amount.
	Four way at PO – This is selected when the invoice tolerance is checked at the total PO Accepted quantity and amount, and not on the individual GR Accepted quantity and amount.
	Four way at GR – This is when the tolerance is checked with the individual GR Accepted quantity and amount, and not on the total PO quantity and amount.
Inspection Type	Use the drop down list to select the type of the inspection. There are three types namely:
	Self – Indicates that the Item will be Inspected by the person who receives them
	By 3^rd Party - Indicates that the Item will be inspected by an external agency.
	None – Indicates that no inspection is required for the Items at the time of delivery.

Click the “Default” pushbutton to transfer all the values given in the default entries information tab to the line details information tab. The Field values from the default entry tabs are transferred to the respective fields names in the line detail’s tab. The buyer to reduce the data entry operation using the “Default Entry” push button.
Click the “Line Details” tab, in the “Maintain Quick Purchase Order” page where item related information is present. Each Line refers to a particular item and its related information. The Information pertaining to particular line item is listed in this section.

Item Code	Unique code/identifier of the item for which the purchase order is created. (Alphanumeric, 32).
	Help facility available.
Variant Code	Variant code is associated with the Item code present in the activity. (Alphanumeric, 4). An item may or may not have a variant.
Desc.	Description stating the name of the Item Code or the Item Code & Variant. In case of Adhoc Item only Description is specified without Item Code & Variant.
Quantity	The Quantity ordered for the Line Item is entered in this field.
UOM	The Unit of measure in which the purchase is made for the Ordered Items from the supplier.
	Help facility available.
Cost	The Actual cost of the item for making a purchase.
Per	The number of units of the Items for which the cost is specified.
Receipt At	Use the drop-down list box to select the receiving OU where the goods are to be received. This field can be defaulted in the multilane form the “default entries” section. .
Need Date	The Date in which the buyer needs the items The Need date is filled with a date only when the Schedule type is “Single”. This field will be filled automatically if the “default entries” task is executed. .
Warehouse Code	Unique code/identifier of the Warehouse where the items are stored before consumption. This field will be filled automatically if the “default entries” task is executed. .
	Help facility available.
Accounting Unit	Use the drop-down list box to select the Financial Book also known as Accounting Unit. This field will be filled automatically if the “default entries” push button is executed. .

The System displays the following:

Basic Value	The Basic value of the purchased product based on the Quantity, cost and Per ratio.
	Basic Value = (Quantity * Cost/Per)
Total Value	The actual amount to be paid to the supplier for the items.

Enter the following:

Adhoc Item Class	Use the drop-down list box to select the Adhoc Item Class from the list. The value are defined in the Type SetUp component and defaulted.
CC Usage	Use the drop-down list box to select the user-defined name, which actually points to a Cost Center.
AC Usage	Accounting Unit also referred as a financial book where all the entries pertained to the purchase of the goods are maintained.
Analysis Code	Code/Identifier of the Analysis details which is mapped to the Account code. (Alphanumeric, 5).
	Help facility available.
Sub Analysis Code	Code/Identifier of the Sub Analysis, which is a part of the Analysis code. (Alphanumeric, 5).
Budget ID	Unique identifier for a particular Budget associated with the purchase of the Line-Item. (Alphanumeric, 6).
	Help facility available.
Matching Type	Use the drop-down list box to select the matching type of the line item. The options available are “Two Way in PO”, “Three way in PO”, “Three way in GR”, “Four way in PO”, “Four way in GR” and “None”.
Inspection Type	Use the drop-down list box to select the type of the inspection in the line item. The options available are “None”, “SPC_SQC”, “Self” and “Third Party”.
Comments	The user can key in his comments through which he can convey certain information that are related to him or to the purchase. Additional information can be provided in this field.

The system displays the following:

Drawing No	The number identifying the document containing the drawing reference.
Drawing Revision No	The revision number of the drawing document.

Enter the following in the “Line Details” multiline:

Project Code

A unique code identifying the project for creating the direct purchase order.

Help facility available.

Project OU

Use the drop-down list box to select the project OU (Organization Unit) for the direct purchase order. The combo is loaded with all organization units in which the project definition component is defined. The system displays “RSOU1” by default on launch of the page.

The system displays the following:

Project Description

The detailed description of the project.

Click the “Order Terms” tab in the “Maintain Quick Purchase Order” page where order related information is present.
Enter the following details in the “Order Terms” groupbox:

Invoice At	Use the drop down list box to select the Organizational unit in which invoice is created.
GR Option	Use the drop down list box to select the “Yes” or “No” option. This specifies whether a GR has to be generated with this document or not.
Invoice Before GR	Use the drop down list box to select whether the Invoice can be generated before Goods Receipt or not. In such case the Invoice refers to the Pre-GR acknowledged qty and not the GR Received or Accepted qty.
Payterm	The Terms and conditions pertained to the payment made for the items. (Alphanumeric, 15).
	Help facility available.
Paymode	Use the drop down list box to select the mode in which the payment is made. The combo is loaded with Letter of Credit and the values defined in the “Bank Cash Definition” business component.
Insurance Liability	Use the drop down list to select the whether the buyer or the supplier pays the insurance amount. There are four kinds of liability, which are None, Us (Company), Supplier, Supplier-charged to Us (Company).
Insurance Amount	The total amount insured for the items is specified in this field. (Numeric).
Insurance Term	Use the drop down list box to select the type of the insurance, which will be handled for the items.
Inco Term	Use the drop down list box to select the corresponding International Commercial terms to be associated with the items.
Inco Place	The Place in which the International commercial terms are incorporated. (Alphanumeric, 40).
	Zoom facility available.
Mode Of Transportation	Use the drop down list to select the mode in which the items are delivered to the buyer.
Carrier	Use the drop down list to select a carrier to carry the goods from the Supplier’s place. The options in the drop-down list box are populated from the "Carrier “business component.

Click the “Supplier Creation Details” tab in the “Maintain Quick Purchase Order” page where supplier related information is present.
Enter the following details in the “Supplier Creation Details” groupbox:

Supplier Code	Code/Identifier of the supplier who supplies goods for the purchase order.
Name	Name of the Supplier who supplies the goods for the purchase order.
Numbering Type	Use the drop-down list box to specify the numbering type for the supplier code.
Template Supplier	Code/Identifier of the template supplier who supplies goods for the Purchase Order. (Alphanumeric, 16).
	Help facility available.

The system displays the following:

Name

Name of the template supplier who supplies the goods for the purchase order.

Enter the following details:

Supplier Type	Use the drop-down list box to select the type of the supplier. The value are defined in the Type SetUp component and defaulted.
Currency	Use the drop down list box to select the currency specified for the Purchase Order. (Alphanumeric, 5).
Payterm	The code identifying the pay terms applicable to the purchase order (Alphanumeric, 18) Mandatory. The system checks for the validity of the pay term code entered from “Pay Term” business component.
	Help facility available.
Paymode	Use the drop down list box to select the mode in which the payment is made. E.g. Cash, Cheques, Demand Draft, Electronic Money Transfer.
Language	Use the drop-down list box to select the language of the purchase order. The system displays “ENGLISH” by default.
Address ID	The code identifying the address of the supplier (Alphanumeric, 6).
Address 1	The first line of the address of the supplier (Alphanumeric, 40).
Address 2	The second line of the address of the supplier (Alphanumeric, 40).
Address 3	The third line of the address of the supplier (Alphanumeric, 40).
City	The name of the city (Alphanumeric, 40).
State	The name of the state (Alphanumeric, 40).
Country	The code identifying the name of the country (Alphanumeric, 5).
	Help facility available.
Phone	The phone number of the supplier (Alphanumeric, 20).
Fax	The fax number of the supplier (Alphanumeric, 20).
Mail	The email address of the supplier (Alphanumeric, 60).
Zip	The zip code of the above address (Alphanumeric, 20).
Mobile No	The mobile number of the supplier (Alphanumeric, 20).

Click the “Create Supplier” pushbutton to create the supplier details.

To proceed, carry out the following

Select the “Specify Tax Details” link at the bottom of the supplier creation details groupbox to specify the tax details.
Click the “Save” pushbutton to save the purchase order details.
Click the “Authorize” pushbutton to authorize the purchase order details.
Click the “Delete” pushbutton to delete the purchase order details.

To proceed, carry out the following

Select the “Specify Tax/Charge/Discount” link at the bottom of the page to specify the information regarding Taxes, Charges, and Discounts.
Select the “Tax Calculation Summary” link at the bottom of the page to specify the tax details of the Purchase order.
Select the “Specify PO-PR Coverage” link at the bottom of the page to state the coverage details of the Purchase order and the Purchase Request.
Select the “Attach Notes” link at the bottom of the page to attach a small note stating some additional information for particular line information or the business document.
Select the "Specify Checklist" link to record the check list required for the purchase order.
Select the "Specify Order - LC Mapping" link at the bottom of the page to specify the mapping details of Purchase Order and LC.

The system displays the following in the “Data History” groupbox:

Created By	The login user ID of the person who has created the purchase order. The system displays the “Login User” by default on launch of the page.
Created Date	The date on which the purchase order was created. The system populates the “System Date” by default on launch of the page.
Last Modified By	The login user id of the person who last modified the purchase order. The system displays the “Login User” by default on launch of the page.
Last Modified Date	The date on which the purchase order was last modified. The system populates the “System Date” by default on launch of the page.