Overview
This reflects information regarding the header section of the Purchase Order Header page, which contains information that applies to all the lines of the given Purchase Order.
Fields
Division: The Division where the Purchase Order is placed, known as the ‘Buying Division’.
IMPORTANT In a single-division installation, the Buying Division and the Inventory Division on the Purchase Order line are one and the same. In a multi-division installation, the Buying Division may be different from the Inventory Division, provided that the Centralized Buying Division option is selected on the Company Control record.
Order Number: The Purchase Order unique identifier. This number defaults to the next order number based on the value on the Order Number Assign record.
The Purchase Order number can be manually assigned. Still, it must have an alpha character as the first character to not conflict with the numeric Purchase Order numbers that are automatically assigned.
NOTE The value defined on the custom label with Name 'PONamePrefix' is used by the system to assign a prefix to the entered Order Number and conform the Name field for the Purchase Order Header record. To use a prefix other than the packaged prefix value defined on said label, Local Translations / Overrides may be added for English and/or other supported languages. The Purchase Order Number prefix will be assigned based on the running user’s default language.
Responsible Buyer: Initially set to the user entering the Purchase Order.
NOTE This field can be overridden to another User, provided that the other user’s default division value is the same as the Purchase Order header division and the 'Responsible Buyer' indicator field is set on their Manufacturing Users record.
Select All Vendors Checkbox: This checkbox is used to filter the values in the ‘Vendor Drop Down” and is only enabled when entering new Purchase Orders. If unchecked, then only those Vendors whose Responsible Buyer Value is the same as the Responsible Buyer Value on the Purchase Order header are displayed in the drop-down.
NOTE Only vendors with one or more supply-type indicators set are available to be selected on a Purchase Order (indicators exist for Direct Material, Indirect Material, and Services). Said indicators are set on the Vendor Master.
Vendor: This field is only enabled during the initial Purchase Order Entry. If the Vendor is Inactive, the user will not be able to create a Purchase Order.
Order Status: This field is not enabled for user maintenance but is automatically set by the system.
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When the Purchase Order is ready to submit to the vendor, the user can click on the ‘Submit PO to Vendor’ button. The Order Status will then be set to ‘Vendor Notified’.
NOTE If the user clicks on the 'Submit PO to Vendor' button for Purchase Order carrying an Inactive Vendor, then the process will fail.
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Adding new PO lines or changing the quantity or date of existing Purchase Order Lines will create a new PO Revision and roll the Purchase Order status back. The vendor will need to be notified again (which will 'Implement' the PO Revision).
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When one (or more) lines have receipts processed, the displayed status changes to ‘Vendor Notified – Some Lines Received’. Once all lines are received complete, the displayed status changes to ‘Vendor Notified – All Lines Fully Received’. The ‘Close PO’ button also appears once all the lines are received complete, and the Purchase Order can be ‘Closed’ using the ‘Close PO’ button.
Approval Status: The current approval status of the Purchase Order, in its approval process.
Requesting Organizational Dept: This is the organizational department requesting the Purchase Order. If all of the Purchase Order line items are converted from direct material requisitions, this is the organization associated with the Requisition, if one was specified. If this is a Purchase Order for indirect material or a service, one of a number of various departments within the organization may be involved.
NOTE If a Purchase Order Line's Item/Vendor record has Approved Manufacturers defined, they may be printed on Purchase Order Review (Approved Manufacturers manually added to the Purchase Order line, will also be printed).
Subcontract Component Ship-To Address: This field provides a link to the Vendor Address to be used as the Ship-To Address for the Subcontract Component documents (Subcontract PO Picklist and Packing Slip) created for this order. By default it will be set to the Vendor's Address marked as 'Default Mail-To Address
'.
NOTE In classic mode, this field 'Subcontract Component Ship-To Address' is not available on the Visualforce UI and will only be visible in List Views for edits. In Lightning mode, the users can add it to the Lightning UI as desired.
Buttons
Order Review: Click this button to print the Purchase Order.
NOTE When the Order Review is clicked, a pop-up will be displayed with a drop-down field for selecting a template based on the 'Override Form Tool - Purchase Order' field value on the System Defaults record as mentioned below:
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When it is set to 'Email Template', the drop-down field in the pop-up will display the Email Templates and the user can select a template for printing.
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When it is set to 'RootForms', the drop-down field in the pop-up will display the Rootform Templates and the user can select a template for printing.
NOTE When the Purchase Order is printed using the 'Email Template', the selected Revision will be considered. However, the revision is not supported when printing using 'RootForms'.
IMPORTANT When a European (EU) Locale user is printing the Purchase Order with the field '
Override Form Tool - Purchase Order' set as 'RootForms' on the System Defaults record, it is recommended to use the packaged Rootforms Template 'Purchase Order Template (EU)'.
Submit PO to Vendor: Click this button to submit the Purchase Order to Vendor. This changes the status to 'Vendor Notified'.
NOTE If any changes are made to the Purchase Order after clicking this
Submit PO to Vendor button, the
Submit Change to Vendor button will be displayed to notify the Vendor about the new changes.
Close PO: Click this button to close the Purchase Order; this changes its status to 'Closed.'
NOTE This button will be displayed when all the Purchase Order Lines are fully received.
NOTE Once the Purchase Order is closed, the user can reopen using the
Reverse PO Close button.
SEE ALSO
Purchasing Overview
Standard Purchase Orders
Purchase Order Advanced Information
Vendor Master
Purchase Order Line
