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Purchase Orders - Items

This is the list of items that are to be ordered. The sequence the items are displayed can be controlled by using the Screen/Report Sequence on the Ordering tab of Suppliers

The grid shows the actual items that are to be ordered on the purchase order. You can enter the items one by one into the grid. Alternatively, you can press the Items button to view the Available Items window. Some users may find this an easier way to quickly add lots of items to the purchase order.

If the Fashion Items option in System Settings is checked on, the system will ask for slightly different information in order to speed up entry of fashion items.

Figure: Example Purchase Orders Screen

The details for each item include:

Order Code

The supplier's order number for the item.

IPN

The IPN of the item to be ordered. If you don't know this number then you can move to the next field and enter the supplier's order code or you can click the to search for the item.

The system will check the Purchase flag on the item. If the flag has been checked off, the item cannot be ordered.

If you are doing a return transaction, the system will check to see if the item has a 'Cannot Return To Supplier After This Date' special date in Items. If there is a date defined for the location and the purchase order Required By date is after date, the item will not be allowed to be added to the transaction.

If the user raising the purchase order is assigned to a Buyer Code and that code has the Own Items Only option checked on, only items belonging to that buyer code can be added to the order.

Units

The number of units required. When this is entered the system will automatically calculate the Cartons.

Cartons

The number of cartons required. When this is entered the system will automatically calculate the Units.

Bonus Expect

The number of bonus units expected. Some suppliers may offer bonus stock as an incentive. You can record the expected bonus stock here and keep track of it as stock is received.

Return Reason

This column is only visible when doing a return to supplier. It is the reason for returning the item. The codes for this function are creating using the Reasons function and creating records with an Adjustment Type of PO Return.

Description

Our description for the item. This is automatically set by the system.

Carton Size

The carton size of the item. This is automatically set by the system.

Min Order

The minimum number of units that can be ordered at one time. This is automatically set by the system.

Carton Cost

The expected carton cost of the item. This is the cost as the supplier expects to see it, which in turn depends on whether the supplier includes fees and taxes in their costs. By recording the cost this way we can perform cost checking when the supplier's invoice is received. See Invoice Matching Costs for an explanation on how this cost is calculated.

Line Cost

The total expected cost of the item. This is calculated by the system.

Last Ctn Cost

The last carton cost you were invoiced for by this supplier. You can use this to compare to the cost you are about to pay. This is automatically set by the system.

SOH

The current stock on hand for the item. This is displayed for informational purposes only.

On Order

The current quantity on order for the item. This is displayed for informational purposes only.

Allocated Qty

The current quantity of stock which has already been allocated for customer orders. This is displayed for informational purposes only.

Min Stock

The minimum number of units allowed before the item can be ordered. This is displayed for informational purposes only.

Max Stock

Enough stock should be ordered to bring the stock on hand up to this number. This is displayed for informational purposes only.

Recv Units

The units received so far. This is set as goods are received in either Goods Receipt or Invoice Matching.

Recv Bonus

The bonus units received so far. This is set as goods are received in either Goods Receipt or Invoice Matching.

Recv Status

The status of the ordered line. This starts off as Ordered, but will be changed as goods are received in either Goods Receipt or Invoice Matching. Other status include:

Received	Goods have been fully received.
Out Of Stock, Not Stocked, Cancelled	Goods were not fully received but we will not be getting any more.
More To Come	Goods were not fully received but we expect more later on.

Invoiced Units

The units invoiced so far. This is set as goods are invoiced in Invoice Matching. This is similar to Recv Units. The reason for having two separate sets of numbers is that the quantity received and invoiced may be different. For example, you might order five units, receive four and get invoiced for six. Alternatively, you might receive goods at one time and then get the invoice a week later.

Invoice Status

The status of the ordered line. This starts off as Ordered, but will be changed as goods are invoiced in Invoice Matching. Other status include:

Received	Goods have been fully received.
Out Of Stock, Not Stocked, Cancelled	Goods were not fully received but we will not be getting any more.
More To Come	Goods were not fully received but we expect more later on.

Comment

A general comment to the supplier about this item, for example 'please use special packaging'.

Line Who

The user who entered the item on the purchase order.

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