Field Definitions: PM Purchase Orders Form
The following is a list of field descriptions for the PM Purchase Orders form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.
Project
Enter a project or press F4 to select a project from a list.
Purchase Order
The Purchase Order field on the PM Purchase Order form.
Press F4 to select an existing purchase order or enter a new purchase order using one of the following methods:
- Enter + or N and tab off the field or select New Record (
) from the toolbar. The system automatically creates a new purchase order and assigns it the next available PO number based on the Purchase Order Number setup in PM Company Parameters (Material Parameters tab).
- Enter a PO number that has not already been used (for any project/job in the current company). The PO number can be up to 30 characters long and can be in any format, but we recommend that you use the Purchase Order Number format defined in PM Company Parameters.Note: If you enter a purchase order number that is associated with another project/job, a message displays indicating that the PO already exists for another JC/Job.
Description
Enter a description for this purchase order. The value in this field can be up to 30 characters long.
Vendor
Enter the vendor that the materials are being purchased from or press F4 to select a vendor from a list. If the vendor is not on the list, press F5 to open AP Vendors and create a new vendor.
Document Type
Use this field to categorize the purchase order that you are creating. Press F4 to select a document type from a list.
If you select > Send with
transmittal, a document type must be selected in this field.
Date Ordered
Enter the date the material was ordered.
Prevent Auto Close of PO
Prevent Auto Close of PO checkbox on the Info tab of the PM Purchase Orders form.
Select this checkbox to prevent the purchase order from being auto-closed on final invoice.
Ordered By
Enter the person who ordered this material. The value in this field can be up 10 characters long.
Expected Date
Enter the date you expect to receive the material.
Date field shortcuts
| T or t | Set the date to the current date. |
MMDD Four digit month and day | Enter a four digit month and date (MMDD) and the system will automatically add the current year. |
| + | The system will automatically set the date to tomorrow. |
| +5 | The system will automatically set the date to 5 days in the future. You can actually enter any value after the +, for example you can enter +7 to set the date to next week. |
| - | The system will automatically set the date to the previous day. |
| -5 | The system will automatically set the date to 5 days in the past. Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week. |
Pay Terms
Enter the payment terms (from HQ Payment Terms) that will apply when posting invoices to this purchase order. Initially defaults the payment terms specified for the selected vendor in AP Vendors. Accept the default, or enter the payment terms.
Hold Code
Enter the hold code that applies to this purchase order. Leave this field blank if no hold code applies.
Hold codes are created and maintained using HQ Hold Codes .
Comp Group
The Comp Group field on the PM Purchase Orders form, Info tab.
If tracking compliance for this purchase order, enter the compliance group that will be used to initialize compliance codes for this purchase order in PO.
If you change the compliance group, you must first delete the current compliance group and save the purchase order. Then add the new compliance group and save. All previously assigned compliance codes are left intact, and compliance codes not already existing for the purchase order are added.
To delete unwanted compliance codes, select . This will bring up the PO Compliance form, allowing you to delete, modify, or add compliance codes as necessary.
Approved
The Approved checkbox in the PM Purchase Orders form, Info tab.
This checkbox is enabled:
- If you are not using the Process Workflow feature.
- If you are using the Process Workflow feature and the PO is fully approved (Workflow Status of Approved) or if the PO does not require approval (Workflow Status is Approval Not Required).
Select this checkbox to approve this PO. When selected, the By field displays the approver's username.
Leave this checkbox unselected if the purchase order has not been approved or should not be interfaced with the accounting modules using PM Interface.
Review/Approval Process
If you are using the Process Workflow feature, this checkbox is disabled for purchase orders with a Workflow Status of Approval Required, Submitted for Approval,Partial Approval, or Rejected. You can see the progress of a purchase order's review/approval process by selecting the Workflow button.
Once the purchase order is fully approved (all assigned reviewers have reviewed and approved it), the system sets the Approved checkbox to selected, populates the Approved By field with the username of the final approver, and sets the Workflow Status to Approved.
For more information about the review/approval process, see Review/Approval Process Workflow
Unapprove a PO
You can unapprove a PO, as long as it is not associated with a PO change order (POCO). If you attempt to unapprove a PO that is linked to a POCO, the system displays an error and prevents you from saving the record.
If you are using the Process Workflow feature, you can unapprove a PO in one of two ways:
- You can change, delete, or add non-interfaced items. Once you make changes, the system automatically deselects the Approved checkbox and changes the Workflow Status to Approval Required.
- Reviewers can unapprove a PO via the PM Work Center by selecting the purchase order from the Purchase Order query (in the Procurement folder) and then selecting . When a purchase order is unapproved with this method, the system deselects the Approved checkbox and sets the Workflow Status to Submitted for Approval.
Ship To Job
Check this box to ship the materials on this purchase order to the shipping address specified for the project. Uncheck this box if the materials should be shipped to a different location.
Note: Checking this box will disable the Shipping Location field.
Shipping Location
This field is only accessible if the ‘Ship to Job’ option is unchecked.
Enter the location (from PO Shipping Locations) to which the materials on this purchase order will be shipped.
Address/City/State/Zip Code
If the Ship to Job option is checked, these fields default the shipping address, city, state, and zip code specified for the project in PM Projects.
If a Shipping Location is entered, these fields default the address, city, state, and zip code specified for the shipping location in PO Shipping Locations.
If overriding the defaulted address, enter the shipping address, city, state, and zip code to use for this purchase order. This address will print in the Ship To section of the purchase order.
Ship Country
If the ‘Ship to Job’ option is checked, this field defaults the ship country specified for the project in PM Projects.
If you enter a Shipping Location, this field defaults the ship country specified for the shipping location in PO Shipping Locations.
If overriding the default address, enter the 2-character country code. Initially defaults country code from the import data file if specified; otherwise, defaults as null.
Add'l Address
The Add'l Address field on the PM Purchase Orders form, Shipping tab.
If the Ship to Job checkbox is selected, this field defaults the additional shipping address specified for the project in PM Projects.
If you entered a Shipping Location, this field defaults the additional address specified for the shipping location in PO Shipping Locations.
If overriding the defaulted address, enter the additional shipping address to use for this purchase order. This address will print in the Ship To section of the purchase order.
Shipping Instructions
Enter shipping instructions for this purchase order, up to 60 characters. These instructions will print on the purchase order form.
Attention
Enter the person or department to whose attention this PO should be addressed. Up to 30 characters allowed. May be used when creating reports or PO's in Crystal Reports.
PO Address Seq#
The PO Address Seq#field on the PO Purchase Order Entry form, Address Overrides tab.
If needed, you can use this field to override the vendor's standard purchasing address using an additional address set up on the vendor using AP Vendors. Press F4 to select an additional address from a list.
Additional addresses are set up on vendor records using the Additional Addresses tab of AP Vendors. Only additional addresses set up as purchase addresses, or both purchase and payment addresses, can be assigned using this field.
For more information about assigning additional addresses to vendors, see About Additional Vendor Addresses.
Payment Address Seq
The Payment Address Seq field on the PM Purchase Orders form, Address Overrides tab.
This field is used to override the vendor's standard payment address using an additional address set up on the vendor using AP Vendors. Press F4 to select an additional address from a list.
Additional addresses are set up on vendor records using the Additional Addresses tab of AP Vendors. Only additional addresses set up as payment addresses, or both purchase and payment addresses can be assigned using this field.
For more information about assigning additional addresses to a vendor, see About Additional Vendor Addresses.
This address sequence will only be used if no override address or address sequence is specified in the invoice header (AP) and it is the first PO line for the invoice.
Item
This is the PO item number assigned to the PO item when the PO was created using PM Material Details.
If you are creating a new PO item, enter a purchase order item (1-9999) number or enter N or + to assign the next available sequential number.
Project
Display only, the project to which this purchase order item applies. This will typically be the same as the project specified in the PO header; however, it may differ if multiple projects share the same purchase order.
Material
Enter the material for this purchase order item or press F4 to select a material from a list.
Materials are created and maintained using HQ Materials . Press F5 in this field to access this form.
Item Description
Initially defaults the description of the selected material, as defined in HQ Materials. May be overridden, up to 60 characters.
Receiving
Check this box to receive this item using PO Initialize Receipts or PO Receipts Entry. Using either of these programs to receive purchased items updates the Backordered, Received, and Invoiced quantities, allowing you to track Received not Invoiced units and costs.
Leave this box unchecked to receive this item using AP Transaction Entry to receive this item. Received and Backordered quantities are updated as Invoiced.
Phase
Enter the phase to which the specified material applies. Initially defaults the material phase specified in HQ Materials or as null if no material phase specified.
Cost Type
Enter the cost type for the selected phase or press F4 to select a cost type from a list.
If you did not select a material in the Material field, the cost type will default based on the default material cost type. This is defined using the Material Cost Type 1 field on the Material Parameters tab of PM Company Parameters .
If you selected a material in the Material field, this field will default with the cost type associated with the material using HQ Materials .
Ticket
The Ticket field on the PM Purchase Orders form, Non-Interfaced Items tab.
Enter the field ticket number for this purchase order item or press F4 to select from a list of valid open field tickets for the associated contract.
For more information about field tickets, see JC Field Ticket Form.
Units
Enter the number of units of the specified material being purchased.
U/M
Enter the unit of measure by which this material is being purchased (must be a valid unit of measure defined for the material in HQ Materials or HQ Material Units of Measure). Initially defaults the Purchase UM specified for this material in HQ Materials.
Unit Cost
Enter the unit cost for this material. Initially defaults the unit cost specified for the purchase UM (in HQ Materials) unless overrides exist in PO Category Discounts or PO Vendor Materials. In which case, the unit cost will default as indicated below:
PO Category Discounts - If a discount exists for the vendor/material category or the vendor/material category/job in PO Category Discounts, it will apply the discount to the standard unit price in HQMT to determine the default unit cost.
PO Vendor Materials - If an override exists for the material and vendor in PO Vendor Materials, it will default a unit cost based on the cost option (std unit cost, vendor unit cost, std book price less discount, or vendor book price less discount) or the job override (if one exists).
ECM
The ECM field on the PM Purchase Orders form, Non-Interfaced tab.
Indicate which quantity the unit cost represents.
- E = Unit cost is per each
- C = Unit cost is per 100
- M = Unit cost is per 1000
Amount
The Amount field on the PM Purchase Orders form, Non-Interfaced tab.
This field defaults a calculated amount based on the Units and Unit Cost fields.
If you change the value in this field the value in the Unit Cost field will be recalculated.
POCO Number
You can use this field to create a new PO change order (POCO) or associate the PO item with an existing POCO. If the PO item is already associated with a POCO, it will display in this field.
Enter a new PO change order(POCO) number to create a new POCO and associate the PO with it. You can press F4 to see the POCOs that have already been created for the selected purchase order.
Once the record is saved, you can view the new POCO using PM PO Change Orders . Click here for an overview on PO change orders.
To select an existing PO change order, press F4 and select the desired POCO from the list.
Required Date
Enter the date the material is required.
Send
Select this checkbox if this purchase order item should be interfaced with the accounting modules using PM Interface. Only PO items on an approved purchase order and with this box checked will be included in the interface.
Leave this box unchecked if this purchase order item is not ready to be interfaced and the PO item will be skipped when the purchase order is interfaced.
Tax Code
If the specified material is flagged as taxable, the default for this field is determined by the setting of the Base Tax On drop-down field in PM Projects. If the field is set to J-Job, the tax code defaults from PM Projects (Tax Code field). If the field is set to V-Vendor, the tax code defaults from AP Vendor Master (Tax Code field). If the field is set to O-Vendor Override, the tax cod defaults from AP Vendors. If a tax code is not specified there, the tax code will default from PM Projects. You can override the default as necessary.
If this material is not flagged as taxable, default is null. Tax code may still be entered.
Tax Type
Specify the tax type for this purchase order item.
1-Sales – Select this option for tax amounts that are payable to the vendor.
2-Use – Select this option for tax amounts that are accrued and paid later to the appropriate State or Local taxing authority.
3-VAT (Value Added Tax) – Select this option for taxes paid on goods and services.
Tax Type will default as follows:
If the ‘Default Country’ defined for this company (in HQ Company Setup) is ‘US’, tax type defaults as ‘Sales’.
If ‘Default Country’ is other than US(e.g. Canada, Australia, etc.), tax type defaults as ‘VAT’.
Requisition #
This is an optional field.
Enter the requisition number of this purchase order item. The value in this field can be up to 20 characters long.
ACO
This field displays the approved change order that applies to the purchase order item.
This field only applies to items that have not been interfaced.
ACO Item
This field displays the approved change order item that applies to the purchase order item.
This field only applies to items that have not been interfaced.
Supplier
The Supplier field on the PM Purchase Orders form, Non-Interfaced tab.
Enter the supplier for this purchase order, if applicable.
You will typically only enter a value in this field if a second party other than the vendor is involved.
If a supplier is specified here, a two-party check will be printed when paying this purchase order in AP Payment Posting.
Notes
Use this tab to enter any miscellaneous notes about this item. The space allowance is virtually unlimited.
- Add a Standard Note
-
Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.
You can insert a standard note into the field using either of the following methods:-
Right-click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Std Note Copy window. Then enter the standard note to copy (or choose from F4 lookup) and select OK to insert the note.
- If the Standard Notes option is not available from the shortcut menu, double-click in the Notes field to open the Grid Notes form. Then select Standard Notes from the shortcut menu or select the Standard Notes button in the toolbar.
which opens the Std Note Copy window. Then enter the standard note to copy (or choose from F4 lookup) and select OK to insert the note.
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- Spelling Check
-
Select the Spelling icon on the toolbar or select to spell check the text in this field.
