Field Definitions: PM PO Change Orders Form

The following is a list of field descriptions for the PM PO Change 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 number or press F4 to select one from a list.

 

PM PO Change Orders

Purchase Order

Enter an existing purchase order or press F4 to select it from a list. You cannot use this form to create new purchase orders, but you can create new PO items using the PO Item field in the lower portion of the form. Click here for a basic overview on creating new purchase orders.

You can only select a purchase order that has been approved, or approved and interfaced using PM Interface. Purchase orders are approved using the Approved box on the Info tab of PM Purchase Orders.

PM PO Change Orders

PO Change Order

Create a new POCO

When you create a new PO change order(POCO), you are creating it for a selected project and PO.

There are several ways to create a new POCO:

  • Enter a '+' and then press TAB to exit the field. The system will assign the POCO the next available number.
  • Click the New Record icon () at the top of the form and then complete the Purchase Order field. The PO Change Order field will automatically populate with the next available number. Press TAB to accept the default and exit the field, which will create the new PO change order.
  • Enter a number that does not exist for the selected project and PO.
  • This field will automatically populate with the next available change order number on the selected PO. PO change orders created using the PO module (PO Change Order Entry) will also be taken into account.

    Select an existing POCO

Enter an existing POCO number, or press F4 to select a POCO from the list. You can also select an existing PO change order using the Grid tab.

PM PO Change Orders

Description

Enter a description of the PO change order. The value in this field can be up to 60 characters long.

PM PO Change Orders

Details

Use this field to enter a detailed description of the PO change order.

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.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

PM PO Change Orders

Document Type

Use this field to categorize the PO change order that you are creating. Press F4 to select a document type from a list.

Document types are created and maintained using the PM Document Types form. Click here for more information on document types.

Required when using 'Send with Transmittal'

If you select > Send with transmittal, a document type must be selected in this field.

Click here for an overview of the Create & Send feature.

PM PO Change Orders

Date

Use this field to enter the date of the PO change order.

When creating a new PO change order, this field will default to the current date.

 

PM PO Change Orders

Status

Use this field to assign a status to the PO change order. Enter a status or press F4 to select one from a list.

You can also use the Approve button at the bottom of the form to change the status of the PO change order. When you click the Approve button, this field will populate with the status entered in the Default Final Status field on the Info tab of PM Company Parameters .

Statuses are created and maintained using PM Status IDs. Press F5 in this field to open the form.

PM PO Change Orders

PM Status IDs

Reference

Use this field add an external reference number to the PO change order.

Change the Field Label

You can change a field label to match your own usage or terminology using the Field Properties form. Following the steps below will change how the field label appears for all users of the application.

  1. Click in the field and press F3 . This will open Field Properties.
  2. Open the System Overrides tab.
  3. Enter the new field label in the Form Label and Col Heading fields.
  4. Click the Apply button.
  5. A message window will appear. Click OK to reopen the form using the new field label.

    PM PO Change Orders

     

Ready For Accounting

Check this box if the PO change order is ready for accounting. Only POCOs with this box checked can be interfaced with the accounting modules using PM Interface.

Click here for a basic overview of the PO change order process.

 

PM PO Change Orders

Notes (tab)

Use this field to enter notes about the PO change order. There is a separate notes tab for entering notes on PO change order items.

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.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

PM PO Change Orders

Sent

Use this field to assign a sent date to the PO change order.

 

PM PO Change Orders

Due Back

Use this field to assign a due back date to the PO change order.

 

PM PO Change Orders

Received

Use this field to assign a received date to the PO change order.

 

PM PO Change Orders

Approved

Use this field to assign an approved date to the PO change order.

This field will populate with the current date when you click the Approve button.

PM PO Change Orders

Seq

The sequence number identifies each unique POCO item. Enter a '+'or 'N' to create a new sequence, or open the Grid tab in the lower portion of the form to select an existing POCO item.

Note:

The sequence number also identifies each unique material detail record on a project. You can view the material detail record created by a PO change order item using PM Material Detail. This is just another way of viewing the PO change order item, and this form is not required to process the PO change order. Click here for an overview of processing a PO change order.

 

PM PO Change Orders

PO Item

Use this field to change an existing PO line item or create a new item on the PO selected in the Purchase Order field.

  • Associate the POCO with an existing purchase order item - Press F4 to select a PO item from a list or enter an existing PO item number. You cannot change the phase, cost type, unit of measure, or unit cost when entering a change on an existing PO item. If you want to change one of these values, you need to create a new PO item.
    Note: You can only select PO items that are on the PO selected in the Purchase Order field in the upper portion of the form.
  • Create a new PO item - Enter + or a PO item number that does not already exist to create a new PO item. Creating a new PO item allows you to change the values in any of the fields in the lower portion of the form.
Note: If you select a PO item that is being changed in the PM Material Detail form using the error correction feature, a message displays indicating that the PO Item is marked for change in PM Material Detail and cannot be added.

Material

Use this field to associate the POCO item with a material. Press F4 to select a material from a list.

Materials are created and maintained using HQ Materials which can be opened from this form by pressing F5. Click here for more information on materials.

Note: If you select a material code in this field, the default purchase unit of measure, unit cost, and ECM value on that material will populate on the PO change order line item once a phase is selected in the Phase field. The material default values are created and maintained using HQ Materials .

PM PO Change Orders

Description

Use this field to enter a description of the POCO item. The value in this field can be up to 60 characters long.

By default this field will populate with the description of the POCO, which was entered in the Description field in the upper portion of the form.

PM PO Change Orders

Phase

Use this field to associate a POCO item with a phase. Enter a phase number or press F4 to select one from a list. If you select a phase that is not associated with the project, the phase will be added to the project when the POCO item is saved.

Note:

Phases are associated with projects using the Phases tab of PM Projects.

This field is disabled when you are changing an existing PO line item - you selected an existing item using the PO Item field.

PM PO Change Orders

Cost Type

Use this field to associate a cost type with the POCO item. Enter a cost type or press F4 to select a cost type from a list.

This field is disabled when you are changing an existing PO line item - you selected an existing item using the PO Item field.

PM PO Change Orders

UM

Use this field to select a unit of measure for the POCO item. Enter a unit of measure or press F4 to select one from a list.

This field is disabled when you are changing an existing PO line item - you selected an existing item using the PO Item field.

Units of measure are created and maintained using HQ Units of Measure . Press F5 to open this form.

Note: If you selected a material code in the Material field, this field will populate with the default purchase unit of measure on that material code. A default purchase unit of measure is set up on a material code using HQ Materials .

PM PO Change Orders

Units

Use this field to enter the number of units on the POCO item based on the unit of measure selected in the UM field - for example based on each or dozen.

Note: This field is only enabled when a units based unit of measure is selected in the UM field.

PM PO Change Orders

Unit Cost

Use this field to enter the cost of each unit based on the unit of measure selected in the UM field - for example the unit cost based on per dozen or per each.

This field is only enabled when a units based unit of measure is selected in the UM field, and you are creating a new PO line item. You are creating a new PO item if you entered a new PO item number in the PO Item field instead of selecting an existing one.

Note: If you selected a material code in the Material field, this field will populate with the default unit cost of that material code. A default unit cost is set up on a material code using HQ Materials .

PM PO Change Orders

ECM

Use this field to select which quantity the unit cost represents.

E = Unit cost is per 1.

C = Unit cost is per 100.

M = Unit cost is per 1000.

This field is only enabled when you are creating a new unit-based PO line item. This field is disabled when changing an existing PO line item, or creating a new PO line item that is lump sum. You are changing an existing PO item if you selected an existing item using the PO Item field.

Note:

You are creating a new PO line item if you did not select an existing PO item in the PO Item field, and a PO item is lump sum if LS is selected in the UM field.

PM PO Change Orders

Amount

Lump Sum

If you entered a lump sum unit of measure in the UM field, enter the lump sum amount of the POCO item in this field.

Units Based

If you selected a units-based unit of measure in the UM field, this field will calculate based on the values in the Units, Unit Cost, and ECM fields.

PM PO Change Orders

Required Date

Use this field to enter a required date for the POCO item.

Change the Field Label

You can change a field label to match your own usage or terminology using the Field Properties form. Following the steps below will change how the field label appears for all users of the application.

  1. Click in the field and press F3. This will open Field Properties.
  2. Open the System Overrides tab.
  3. Enter the new field label in the Form Label and Col Heading fields.
  4. Click the Apply button.
  5. A message window will appear. Click OK to reopen the form using the new field label.

    PM PO Change Orders

Receiving

Check this box if you will be receiving this item in the PO module using PO Initialize Receipts or PO Receipts Entry . This will receive purchased items and update the Backordered, Received, and Invoiced quantities, allowing you to track Received not Invoiced units and costs.

Leave this box unchecked if you will be using AP Transaction Entry to receive this item. Received and Backordered quantities are updated as they are invoiced.

 

PM PO Change Orders

Interface

Check this box if the POCO item is ready to be interfaced with the accounting modules.

When using PM Interface to send data to the accounting modules, only POCO items that have the Interface box checked and are associated with a POCO that has the Ready for Accounting box checked will be interfaced with the accounting modules.

Note:

You can also approve a POCO, including all of the items on a POCO using the Approve button. Click here for more information.

PM PO Change Orders

Interface Date

The Interface Date field on the PM PO Change Orders form, Items Grid and Info tabs.

Display only, the date the selected purchase order/item was interfaced.

Note: This date is populated by the system when an interface occurs for the selected item and cannot be edited, even when using the Correct Item option (Tasks > Correct Item).

Interface Month

The Interface Month field on the PM PO Change Orders form, Items Grid and Info tabs.

Display only, the original interface month for the selected purchase order/item.

If you make corrections to a purchase order/item (via Tasks > Correct Item), you must interface the changes in this month.

Note: This date is populated by the system when you first interface the selected item and cannot be edited, even when using the Correct Item option (Tasks > Correct Item).

Tax Type

Use this drop down to associate the POCO item with a tax type.

  • 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.

     

PM PO Change Orders

Tax Code

Use this field to associate the POCO item with a tax code. Enter a tax code or press F4 to select one from a list. Tax codes are created and maintained using HQ Tax Codes .

Default Value

The tax code default is determined by the Base Tax On drop-down on the Info tab of PM Projects.

  • If this field is set to J-Job, the tax code defaults to the value entered in the Tax Code field on the Info tab of PM Projects.
  • If the field is set to V-Vendor, the tax code defaults to the value entered in the Tax Code field on AP Vendors.
  • 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.

PM PO Change Orders

Notes (Item)

Use this field to enter notes about the PO change order detail item. There is a separate Notes tab for entering notes on the PO change order.

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.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

PM PO Change Orders