PO Set Up Purchasing / Receiving Layout window: Header tab
Use this tab to define fields that appear in the
Header Information/Receiving Information section of the transaction windows. These fields apply to the entire transaction and appear in the top portion of the
PO Enter Purchase Orders,
PO Set Up Recurring Purchase Orders, or
PO Receive Items window.
Minimize Header / Receiving Information section by default
If you select this check box, the header/receiving information sections of the entering or receiving windows are minimized when you first open them.
If you select this check box, the buyer will have to click the Maximize button to see the fields and options available in this section.
Header Row
Choose if you want this section of the window to have one or two rows. You can choose which fields appear on each row to customize the layout.
Available fields
The available fields vary depending on the type of layout you define (purchasing or receiving). Select a field in this section (e.g., Vendor Contact) and then click the Add > button to include it in the layout. When you highlight a field, an explanation appears in the Field Description area that helps you to decide if you want to include the field or not.
Purchasing Fields
• Buyer: Use this field to show or edit the Buyer Code of the buyer currently logged into Purchase Order.
• Buyer Name: Use this field to show the name of the buyer associated with the selected Buyer Code.
• Cutoff Date: Use this field to enter the cutoff date for the purchase order; once the date expires you cannot edit the order.
• Department: This field shows the Department Code set up for the buyer currently logged in.
• Department Description: This field shows the description of the selected Department Code.
• Discount Amt: Use this field to enter either the discount percentage or discount dollar amount for the purchase order.
• Discount Type: Use this field to enter the type of discount to apply for the purchase order, either a percentage or dollar amount.
• Expected Date: Use this field to enter the date you expect to receive the items in the purchase order.
• F.O.B.: Use this field to enter the geographic location at which your organization assumes responsibility for the freight and shipping charges.
• Freight Amount: Use this field to enter the freight charges for the purchase order.
• Freight Type: Use this field to enter the type of freight; it defaults to the type set in Module Preferences.
• Open PO: Use this field to determine whether or not a purchase order can be edited.
• Payment Discount: This field will show the early payment discount you entered in the AP Vendors window for the selected vendor; you will not be able to edit it.
• PO Date: Use this field to enter the date of the purchase order.
• Remarks: Use this field to note any additional information you want to print on the order header.
• Sales Tax %: Use this field to enter the percentage of sales tax applicable to the purchase order. You can enter up to four decimal places, but the default uses two when calculating.
• Ship Via: Use this field to enter the Ship Via Code for the purchase order.
• Ship Via Description: This field shows the description of the Ship Via Code selected for the purchase order.
• Terms: Use this field to enter the terms for the purchase order.
• User-Defined Fields and Descriptions: These fields and their descriptions are used to track custom information and are only available if previously set up in Module Preferences.
• Vendor Contact: This field shows the contact information that you entered in the AP Vendors window for the vendor selected for the purchase order.
Receiving Fields
These fields are only available for use in the
PO Receive Items window.
• Buyer: Use this field to show the Buyer Code that was entered when you created the purchase order in the PO Enter Purchase Orders window.
• Buyer Name: This read-only field shows the name associated with the selected Buyer Code.
• Complete: Use this field to mark the entire transaction as complete; when the receiving batch is posted, you can no longer retrieve this receiving transaction.
• Department: This field shows the Department Code that was entered when you created the purchase order in the PO Enter Purchase Orders window.
• PO Date: This field shows the original order date.
• Receive/GL Date: Use this field to enter the receiving date (or date used when posting to General Ledger).
• Received By: Use this field to display the name of the buyer currently logged into the receiving window.
• Remarks: Use this field to note any additional information you want to print on the receiving transaction.
• Transaction Description: Use this field to enter a meaningful description up to 50 alphanumeric characters.
• Vendor Name: This field displays the vendor’s name based on the vendor selected when the purchase order was created.
• Vendor Number: This field shows the vendor number for the vendor selected when you created the purchase order in the PO Enter Purchase Orders window.
• User-Defined Fields and Descriptions: These fields and their descriptions only appear when pre-defined in module preferences and according to the receiving layout.
Add >
Highlight an available field and click this button to add it to the Show these fields in this order list box.
< Remove
Highlight an added field and click this button to remove it from the Show these fields in this order list box.
Show these fields in this order
Use this list box to set the order you want the fields to appear in the header/receiving information section of the window for this layout.
Move Up
Highlight an added field and click this button to move it up in the list order in the Show these fields in this order list box.
Move Down
Highlight an added field and click this button to move it down in the list order in the Show these fields in this order list box.
Field Description
When you highlight a field in the Available list box, a brief description of the field appears in this area of the window.
Field Display Information
The options in this section of the window are disabled until you select an Available field and add it to the Show list box.
Field Name
This label reflects the name of the selected field and cannot be changed.
Allow input
Select this check box to allow this field to be edited in the entry/receiving window provided other settings and security rights allow it.
Skip this column
Select this check box to bypass this field when you tab through the entry/receiving window.
Text for heading
The heading you enter here is what your buyers will see in the entry/receiving window. It might be helpful to change the headings to match preprinted forms. Enter a heading name for this field of up to 30 characters.
Column width
Enter the width you want this field to be. You can set this width between 0 and 99 characters. As you determine the width you need for each column remember to also consider the width you need for the heading.
For example, if you have the heading CUSTOMER PO #, you should set the column width to a minimum of 13 so that the heading is not cut off. If you want extra space on either side of the heading, you could increase the width to 17. If the total-column width exceeds the entry/receiving window width, a horizontal scroll bar will appear.
Related Topics
Published date: 03/16/2021