PO Enter Requisitions window: Detail Information
There are many prompts that you can select to appear in the detail portion of the PO Enter Requisitions window. You can also customize them with meaningful titles. Depending on the number of fields you set up, you might see horizontal scrolling bars that you can use to access all of the detail fields.
Because of the amount of options available, they are listed below with their default titles as shown on the
Detail tab of the
PO Set Up Purchasing/Receiving Layout window. Use the SHIFT+F4 key combination to quickly move to this section of the window without using the mouse.
Stock Number / GL Account / Comment
The label for this column depends on the line type you select from the right-click menu in the item row and your integration settings.
• If you select an Inventory line type, the column label is
Stock Number. Type or use the Lookup to enter a stock item. Depending on your inventory set up, you might notice a different stock item, or several items, than the one you selected appears in this field. This means that the selected stock item has a superseded or alias stock item associated with it, or perhaps an extended description or is part of a kit. Refer to
Adding Stock Items or
Creating Kits for more information on these Inventory features.
• If you select a Direct Expense line type, the column label is GL Account. Type or use the Lookup to enter a general ledger account. The default value for this field is the GL Expense Account that was defined for the selected vendor.
• If you select a Comment line type, the column label is
Comment. Type to enter a Comment Code. You can also press ALT+F5 on your keyboard or use your mouse to access the right-click menu and select
Insert Comment Code to open the
PO Comment Codes Lookup window. If you want to enter a one-time comment for only this requisition, press ALT+F6 on your keyboard or use the right-click menu and select
Insert Comment to open the
Enter Purchase Order Comments window.
Location
You can only access this column if Multi-Location Inventory is installed. Type or use the Lookup to enter the desired location for this item. If you enter a location that is not in the system for the specified stock item, the
PO No Information Detected in System window appears.
Quantity
Enter the quantity of the selected item you want to order in this field.
If a buy conversion was set up for the selected stock item, the quantity you enter in this field is adjusted and the amount is added to the on-order quantity in the IN Stock window. If you later delete the purchase order before receiving the items, the amount in this field is subtracted from the on-order quantity.
Vendor Stock #
This field autofills with the vendor stock number attached to the selected stock item. You can change this information or keep the default entry.
Description
Enter a meaningful description for this line item. Stock items default to the description entered in the IN Stock window.
Ordered Date
By default, this field autofills with the Denali date. You can change this date or keep the default entry.
Expected Date
By default, this field autofills with the expected date entered in the header section of this window. You can change this date or keep the default entry. If you change the date in the header section of the window, all existing detail lines will remain unchanged, but the next detail line you add will reflect the new expected date.
Unit Cost
If you selected an Inventory line type, this field autofills with the unit cost of the item that was set up in Inventory. If you previously ordered from the selected vendor, then the cost is based on the last time you purchased the item. If you selected a Direct Expense line type, this field defaults to $0.00.
Extended
This field autofills with the cost derived from multiplying the unit cost by the quantity.
Land Item
This field only appears if the
Items to Land field in the
PO Module Preferences window is set to either
Inventory or
All Lines and the
Landing Method is set to
Select Line Items to Land. Select this check box if this item will be landed when received. If you have automatic distribution set up for your landing method, this check box is checked and hidden by default.
Also, if you are returning an item (negative quantity), this field is unchecked and disabled.
Taxable
This check box is unchecked until you select a line item, unless one of the following are true, then it’s checked by default:
• If the inventory item selected was set up to be taxable.
• If the Sales Tax % field in the header section of the window contains a non-zero amount.
• If you set up your landing method to select items to land and the Taxable check box is selected in Module Preferences.
You can change the default setting. When checked, the item is included in calculating the tax for the order.
Discount
This check box only appears when the Discount Amt field in the window has an amount or percentage entered in it. The check box is unchecked by default, unless a non-zero amount is entered in the Discount Amt field. Select this check box to include the item when calculating the discount for the order. If you have automatic distribution set up for your landing method and the Discount check box selected in Module Preferences, this check box is checked and hidden by default.
Also, if you are returning an item (negative quantity), this field is unchecked and disabled.
Apply Freight
This check box only appears when the Freight Amt field in the window has an amount or percentage entered in it and if the Items to Land field in the PO Module Preferences window is set to either Inventory or All Lines. The check box is unchecked by default unless a non-zero amount is entered in the Freight Amt field. Select this check box to include the item when distributing freight costs for the order when landing.
If you have automatic distribution set up for your landing method and the Freight check box selected in Module Preferences, this check box is checked and hidden by default.
Also, if you are returning an item (negative quantity), this field is unchecked and disabled.
Last Cost
This field shows the unit cost of the item the last time it was purchased from the selected vendor. This figure includes the last unit cost along with the last cost for landed discount, tax, and freight. Select the button in this field to open the IN Alternate Vendor window and view the information broken out in detail.
References
Use this field to enter additional information for the line item, which you can select to show on the requisition when printed.
User-Defined Field(s) and Description
These fields and their descriptions only appear when pre-defined in Module Preferences and according to the purchasing/receiving layout. Enter the appropriate information in these fields.
Encumbrance (Fund product only)
This field is only available if the
Enable encumbering check box is checked in
Module Preferences and the
layout is set to show it for the user logged in. The default encumbrance account for this field is based on the Department Code associated with your user login, but you can edit it.
Clear Grid
This button is only active after you enter at least one line item for this order. Select this button to clear all line items in the detail grid.
Related Topics
Published date: 03/16/2021