PO Enter Purchase Orders window: Detail Information

PurchaseOrderCS > Purchase Order > Purchasing Tasks menu > PO Enter Purchase Orders window > PO Enter Purchase Orders window: Detail Information

There are many fields you can select from the Detail tab of the PO Set Up Purchasing/Receiving Layout window to appear in the Detail section here. You can also configure them with titles that you choose. Depending on the number of fields you set up, you might see horizontal scroll bars.

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 This most likely means that the selected stock item has a superseded or alias stock item associated with it. 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 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 open 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 purchase order, 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 location of this item. If you enter a location that is not in the system for the stock item, the PO No Information Detected in System window appears.

Quantity

Enter the quantity of the selected item you want to order.

If a buy conversion was set up, 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 delete this 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 edit it.

Cost Center

This field is only available if you have a Cost Center license and is only enabled for direct expense lines. Enter the Cost Center for your direct expense. You can leave this field blank if you don’t want to post to a Cost Center.

Description

Enter a meaningful description for this line item. Stock items default to the description entered in the IN Stock window.

If you use stock item variants, this field is required and must allow input. When you select a stock item that has variants, open the Lookup in this field to select the variant you want to purchase.

Ordered Date

This field autofills with the Denali date, but you can change it. If you are generating a recurring order, this date autofills with the date saved on the original recurring order.

Expected Date

This field autofills with the expected date n the header section of this window, but you can change it. 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. If you are generating a recurring order, this date autofills with the date saved on the original recurring order.

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 unit cost multiplied by the quantity.

Land Item

This field only appears if Items to Land in PO Module Preferences 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

For stock items, if the Sales Tax % field in the header section of the window contains a non-zero amount, this check box will be checked by default. Otherwise, it will be unchecked. When checked, the item is included in the tax calculation.

Discount

For stock items, if the Discount Amt field in the header section of the window contains a non-zero amount, this check box will be checked by default. Otherwise, it will be unchecked. Select this check box to include the item in the discount calculation.

Also, if you are returning an item (negative quantity), this field is unchecked and disabled.

Apply Freight

Select this check box to include the item in distributing freight landing costs. This will be checked by default.

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. The amount includes the last unit cost along with the last cost for landed discount, tax, and freight.

References

Use this field to enter any additional information for the line item. You can select to show this on the purchase order when you print it.

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.

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 this buyer. The default encumbrance account for this field is based on the Department Code associated with the user login, but you can edit it.

Clear Grid

This button is only active after you enter a line item. Click this button to clear all line items in the detail grid.