Overview
Many of these fields are not visible to the user but may prove valuable when writing reports.
Other Date Fields:
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First Receipt Date: This is the date of the first Purchase Order Receipt for direct material Items. This is the date of the first authorization for indirect and service items.
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Last Booking Date / Time: This is the date/time of the last receipt or last receipt reversal.
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Effective Date: The date used to determine what components need to be shipped to the vendor for subcontract items. This date is used to extract the bill of material to create the effective Purchase Order demands. It is initialized to the Scheduled Pick Date. Also, the Effective Item Revision is set to the last implemented item revision that is less than or equal to the Effective Date.
IMPORTANT While this date is set for all direct material item Purchase Order lines, it applies specifically to subcontract Purchase Orders.
The following 4 fields will be operational at a future date:
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Scheduled Pick Date: Used for Subcontract items requiring material to be shipped to the Vendor; this field indicates the date the items must be picked to meet the scheduled due date on the Purchase Order Line. This field is hidden and disabled unless this is a subcontracted item.
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Component Actual Ship Date: The date when the subcontract components are actually shipped to the vendor.
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Component Actual Receipt Date: The date when the subcontract components are actually received by the vendor.
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Actual Vendor Ship Date: The date when the purchased goods are actually shipped by the vendor.
Other additional Fields
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Exchange Rate: If the Purchase Order is maintained in the vendor’s currency and the vendor’s currency is not equal to the company’s currency, the exchange rate is retrieved on the entry of the Purchase Order Line. If the Home Currency and Vendor Currency are the same, then the exchange rate is 1.00
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Unit Price in the Vendor Currency: This is equal to Unit Price in the Home Currency / Exchange Rate.
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Amount Required in the Vendor Currency: This is equal to the Amount Required in the Home Currency / Exchange Rate.
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Responsible Inventory Planner: For Direct and Subcontract Material Items only. This field is initialized to the Responsible Planner on the Misc CC Overrides tab of the Inventory Item Master.
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AP Clearing Account: The Accrued Accounts Payable account, which is initialized to the Company Record’s value for the Account, Accrued AP. This field cannot be maintained by the user, as this will be the ‘debit account’ that is passed to the Accounts PO-AP Match Payable process – and it is the ‘credit account’ that is used in PO Receiving or Indirect Material or Service Authorization.
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PO Line Expense Account: The Expense Account used for Indirect Material or Service Items. The Expense Account is located on the Item Vendor Record and is the debit account on an indirect material receipt or a service authorization. If this is a direct material item, this field is disabled and set to null.
NOTE
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If the Item Vendor Expense Account Override Indicator on the Misc. tab of the Item/Vendor record is set, the Vendor’s Expense account from this Item Vendor record is used to initialize the Purchase Order line expense account.
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If the Override indicator is NOT set, the Organization’s General Expense Account is used to initialize the Purchase Order line expense account. The Organizational record that is used is the Requesting Organization indicated on the Purchase Order Header.
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Regardless of how this field is initially set, it can be overridden by the user.
Receipt Location ID: The location ID where the direct material is to be received. When entering the Purchase Order line, this field, as well as the Receipt Location Number, is initialized as follows:
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If the item vendor record’s receipt location ID and receipt location number are not null, the Purchase Order line values are initialized to these item vendor record values
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If the item vendor record’s receipt location ID and receipt location number ARE null, the user will enter a valid receipt location id and number at the time of receipt.
Close Short Indicator: Indicates the line can be closed to further receipts even though the received quantity is less than the ordered quantity. It is not used (and it is hidden) if the Purchase Order line is for a service item. The indicator is displayed and updated in a window that is visible when the ‘Revisions’ button to the right of the PO line is clicked. The Dates & Indicators tab contains a Close Short Indicator checkbox inside that window.
When the box under the column marked ‘New Value’ is checked, the following will occur:
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The system will reduce the Purchase Order quantity required to the Quantity Received.
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The Quantity Outstanding will be set to zero, and the line status will be changed to ‘8-All Line Items Received’
IMPORTANT User must first click ‘OK’ in the Revisions window, then ‘Save’ the changes to the PO record.
Over Receipt Indicator: Indicates whether or not the receipt quantity for this PO line may be greater than the Qty Req.
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On the Purchase Order Line entry, this is set to the value of the Purchase Item Master Over-Receipt Indicator field.
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That field defaults from the corresponding value on the Purchasing Commodity Code Field.
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Regardless of how the value is set, the user can override this indicator on the Purchase Order line by clicking the Details button, going to the Receiving/Inventory tab, and checking (or unchecking) the ‘Over Receipt Indicator’ checkbox. Checked indicates the line MAY be over-received.
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Save changes by clicking ‘Save’ after making any changes in the Details window.
NOTE This field is not enabled (and is hidden) if this is a service item whose service type value is ‘Amount’.
Receiving a Quantity greater than the quantity required is not allowed unless the Over Receipt Indicator is set. When this occurs, the Purchase Order line quantity required will increase automatically to match the newly authorized amount.
Authorization ID is not a user-enabled input field; it is set programmatically. It is set to null for direct material purchases. It represents the authorization id for the user who is required to authorize payment for indirect material and service item purchases.
NOTE
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If a Purchase Order Line is created for an Indirect Material Item, this field is set to the Organization’s Indirect Material Authorization ID field for the requesting group ORG on the Purchase Order Header (Advanced section, Line Update Values tab).
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If a Purchase Order Line is put up for a Service Item, this field is set to the Organization’s Service Authorization ID field for the requesting group ORG on the Purchase Order Header (Advanced section, Line Update Values tab).
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This field is set to null if a Purchase Order Line is put up for a Direct Material Item.
SEE ALSO
Purchasing Overview
Purchase Order Line Information
Purchase Order Advanced Information
Vendor Master
