Article

Article Body

Overview

The Details button allows viewing and modifying details for a specific line using the Details pop-up window.

Navigation

Purchase Order Header > PO Line > Details button

IMPORTANT Some tabs and fields are visible or invisible, depending on the type of item (Direct, Indirect, or Service) on the chosen Purchase Order Line.

Accounting Tab

Fields

Project:  Displays the current project for this Purchase Order Line. If the Project needs to be changed, the new Project must be a valid project for the specified Inventory Division.

Organizational Department:  The Organizational Department is inherited from the Purchase Order Header or from the PO Control Record of the Inventory Division (if it is different from the Buying Division). It is used to default the Dimension, which can also be manually overridden on the Dimensions tab.

Expense Account:  Visible when the Purchase Order Line is not for a Direct Item. Default from Inventory Commodity Code, but may be overridden with a valid expense account from the drop-down.

Accrued AP Account: Defined when the Purchase Order Line is for a Direct Item, blank when Purchase Order Line is for an Indirect or Service item. Defaulted from the Commodity Code but may be overridden with a valid Accrued account from the drop-down.

IMPORTANT

When creating the Purchase Order Line, this 'Accrued AP Account' is initially set to the 'Account, Accrued AP' value on the Company Master by default.
In Rootstock Financials, the default value of 'Accrued AP Account' field is override based on Vendor Company as follows:

The system identifies the Vendor Company for the combination of the Vendor and the Company associated with the Division used in the Purchase Order Header.
Next, the system searches for a Sub-Ledger account with a 'GL Account ID' that matches the 'Accrued AP Account' value in the Vendor Company.
If a matching Sub-Ledger account is found, the system replaces the default 'Accrued AP Account' value in the Purchase Order Line with this identified account.

note25 (1).png   NOTE The user can change the Sub-Ledger account set on this 'Accrued AP Account' to any other Sub-Ledger account that belongs to the PO Line Division and 'GL Type' set as 'Accrued AP'. This change is allowed only when the 'Qty Received' on the PO Line is zero, indicating no receipt activity has been performed on the PO Line.

Sub WIP Account:  The Manufacturing Subledger Account when that PO Component issue costs will be debited to. Only visible for Subcontracted Purchase Order Lines.

Sub WIP Variance Account: The Manufacturing Subledger Account that subcontract WIP variances will be debited to upon PO Close (if any). Only visible for Subcontracted Purchase Order Lines.

Taxable: Indicates whether the Item (or Service), when bought, is considered Taxable or not. The value defaults from the Purchase Item Master record. Checked means the line is taxable.

Indirect Material/Service Requisition No:  Visible only for Indirect and Service Items.
This field is user-maintained and provides a holder for internal Requisition numbers for Indirect or Service Purchase Order Lines.

Override Exchange Rate button: When the Financial Company Master allows manual exchange rate overrides, use this button to select the new Rate Schedule that will be used to override the current Exchange Rate Schedule of this Purchase Order Line. When clicked, a popup window is opened with the following fields:

Type of Exchange Rate Schedule: Select the Exchange Rate Schedule Type. Options are:

Locked-In Commitment Rate
Override Rate

Override Rate Schedule: Select the Rate Schedule that will be used to override the current Exchange Rate Schedule for this Purchase Order Line.

Exchange Rate: A display of the exchange rate defined on the above selected 'Override Rate Schedule'.

Use Selected Override Schedule button: After selecting the Rate Schedule, click this button to override the Exchange Rate Schedule for this Purchase Order Line.

Revert to Current Spot Rate button: Click this button to reverse the Exchange Rate Schedule to the default Current Spot Rate.

note25 (1).png NOTE The button Override Payment Exchange Rate is displayed only when the value of the field 'Financial System Interface' on System Configuration (SYCONFIG) is 'Rootstock', the Purchase Order Header's 'Home Currency' value is different from the 'Maintenence Currency' value and the Purchase Order Line fields 'Qty Accepted' and 'Qty RTV' are zero.

Receiving/Inventory Tab (Direct Items Only)

Fields

Dock Date: The date the Purchase Order Line item must be on your dock to make the Due Date. It is the same as the Due Date unless the Inspection lead time has been built-in.

Due Date: This is the date Direct Material Items are required to be available in stock, or the date Indirect Material is delivered to the department. For Service Items, this is the date that the Service is to be completed. It will always be equal to or greater than the Dock Date, depending on any built-in lead times.

NOTE image.png NOTE This 'Due Date' is determined based on the 'Dock Date' and the 'Lead Time, Receiving Inspection' on the Inventory Item Master > Lead Times tab associated with the PO Line item. For example, if the 'Dock Date' is June 6th, the 'Lead Time, Receiving Inspection' is '3', then the 'Due Date' will be June 9th (i.e., June 6th + 3).

Effective Item Rev: The Item’s latest implemented revision number. The user can change this to another revision, provided it is a valid Item Revision associated with the Engineering Item Master.

Sched Vendor Ship Date: This field is initialized on the Purchase Order Line to support the Dock Date. If the Buyer wants to change the date the Vendor should ship the item, it is modified here. It represents the date the Vendor must ship to meet the required Dock Date. This field is hidden for Service Items and is set equal to 'Dock Date'.

NOTE image.png NOTE For direct material and indirect items, the system calculates the 'Sched Vendor Ship Date' as follows:

First, the system verifies the 'Use Item-Vendor vs. Vendor Lead Times' flag on the Item Vendor Master > Misc tab. If it is checked, the system subtracts the 'Vendor Shipment Lead Time' (on the same tab) from the 'Dock Date'.
If the 'Use Item-Vendor vs. Vendor Lead Times' flag is not checked, the system verifies the 'Vendor Shipment LT Override Ind' flag on the Vendor Master > Lead Times tab. If the 'Vendor Shipment LT Override Ind' flag is checked, the system subtracts the 'Vendor Shipment Lead Time' (on the same tab) from the 'Dock Date'.
If neither of the above flags is checked, the system subtracts the 'Lead Time, Vendor Ship' specified on the Inventory Item Master > Lead Times tab from the 'Dock Date'.

Responsible Planner: This field is initialized on the Purchase Order Line. If the Buyer wants to change the Planner, the new Planner must be a valid user from the user master file.

Purchase Item Type: This field is initialized with the value on the Purchased Item Master record. Note that the user can change the Purchase Item Type field but only for two item types (‘P’ and ‘S’). The following will occur on changing this value:

If changing from ‘P’ (Purchased) to ‘S’ (Subcontract), the system will explode the Bill of Material and the Purchase Order Demand records will be created.
If changing from ‘S’ to ‘P’, the Purchase Order Demand records will be deleted.

PO UOM Conv Factor:  This is the factor used to convert the Purchasing Unit of Measure to the Inventory Unit of Measure. A value of '1' indicates that both use the same Unit of Measure.

Receipt Site:  The Receipt Site for this Purchase Order Line. It defaults from the Division Master Settings/Defaults tab.

Receipt Location ID:  The Receipt Location ID defaults from the Inventory Item (or its Commodity Code) for all Direct Items. It may be overridden during the Receipt transaction. This is the Location where the Item will be held when received.

Receipt Location No:  The physical Location Number within the chosen Receipt Location ID where this Item will be received. Defaults from the Inventory Item Master (Commodity Code) but can be overridden during the receipt process.

NOTE image.png NOTE When a Purchase Order Line is created from an Inventory Requisition, the 'Receipt Site', 'Receipt Location ID', and 'Receipt Location No' will be derived as mentioned below:

If the location details (Location ID and Location Number) are blank on the Inventory Requisition,
- The 'Receipt Site' defaults to the Site associated with the Location ID specified in the respective Inventory Item Master.
- The 'Receipt Location ID' and 'Receipt Location No' defaults to the Location ID and Location Number specified in the respective Inventory Item Master.
Else, they default to the Site, Location ID, and Location Number specified in the Inventory Requisition.

Direct Sales Order Demand: This shows the lookup to the Sales Order Demand when the Purchase Order is created from a Direct Purchase Sales Order. See Direct Purchasing, Inter-Company / Inter-Division using Sales Orders and Purchase Orders.

Direct Sales Order Line: This field provides a lookup back to the Direct Purchase Sales Order Line that caused the creation of this Purchase Order Line.

Over Receipt Indicator:  If checked, over Receipts are permitted for this Line/Item, and the Line Quantity is automatically adjusted to match the Receipt Quantity. If not checked, the Line Quantity Required must be manually adjusted before an Over Receipt can be performed. Defaults from the Purchasing Commodity Code/Purchasing Item Master. Maybe overridden here.

Inspection Order Template:  When Inspection Orders are to be used for the PO Receipt of this Purchase Order Line, select the predefined Inspection Order Template to be used for subsequent Inspection Orders generated.

Intra-System Direct Purchase:  When checked, it indicates that this item can be used in an Intra-System (between Companies) Direct Purchase.

Intra-Company Direct Purchase:  When checked, it indicates that this item can be used in an Intra-Company (between Divisions) Direct Purchase.

Inter-System Sales Order Line: This field provides a lookup to the Sales Order Line that was created from this Purchase Order Line.

Work Order: The Work Order number when this Purchase Order Line is for an outside operation.

Work Order Operation:  The Work Order operation when this Purchase Order Line is for an outside operation.

Approved Manufacturers Tab

This tab displays the Manufacturer's details as defined at the Engineering Item level. It also provides the ability to add Approved Manufacturers along with their Item Numbers and Descriptions, but only if the flag 'Allow Approved Manufacturer Override' in the PO Control record is set to true. If desired, this information can be printed on the Purchase Order.

NOTE Approved Manufacturers for any given Item are established on the Engineering Item Master. Those relationships may be applied to specific Vendors here, but only if the links already have been established in Engineering.

Fields

Manufacturer Name:  The name of the Approved Manufacturer.

Manufacturer Item:  The Item is defined as a valid Manufacturer's Item for this Vendor.

Manufacturer Description:  Manufacturer's Item Description.

VAT Tab

NOTE This is visible only if VAT Active is True on the System Defaults record.

Fields

VAT Class: This defaults from the Purchase Item Master and can be overridden. All Value Added Tax (VAT) Class records are available for selection.

VAT Percent: This value is set to the VAT Class value but can be overridden as desired.

PO Price Excludes VAT: This indicator is set to the VAT Class value but can be overridden as desired. It simply tells if the PO price is inclusive of the VAT amount or not.

VAT Recovery Percent: This value is set to the VAT Class value but can be overridden as desired.

Dimensions Tab

Dimension fields can be updated here. Dimensions can be designated on a Purchase Order Line for Division, Project, Organizational Department, and Item Number if the underlying setup has been done on the Company master record. Each Dimension is optional and is available only if the setup is in place. Dimensions on the Purchase Order Line are defaults and can be overridden here.

NOTE Rootstock Financials uses all eight dimensions, whereas Financial Force only uses the first four dimensions; the remaining four are just for information.

Notes Tab

Free form notes are entered here for the Purchase Order Line.

Fields

Print Notes on PO Form: When checked, these Purchase Order Line Notes will print on the Purchase Order form under the line they are attached to.

Notes: Purchase Order Line Notes are optionally printable on the printed PO Form. The associated 'Print Notes' checkbox controls whether they print or not.

Subcontract Tab (For Direct and Subcontract Material Items only)

This tab appears when the Purchase Order Line is for a Subcontract Item. The user can override several date fields to adjust when Subcontract components will be picked and received by the vendor, which BOM revision is to be used, the actual date components are shipped to the Vendor, and the finished item shipped back to your location.

Fields

Effective Item Rev: When adding a Purchase Order Line, this field is set to the latest implemented revision whose effective date is less than or equal to the Purchase Order Line effective date.

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.

NOTE image.png NOTE The system calculates the 'Scheduled Pick Date' as follows:

First, the system verifies the 'Use Item-Vendor vs. Vendor Lead Times' flag on the Item Vendor Master > Misc tab. If it is checked, the system subtracts the 'Vendor Lead Time' (on the same tab) from the 'Sched Vendor Ship Date'.
If the 'Use Item-Vendor vs. Vendor Lead Times' flag is not checked, the system verifies the 'Vendor LT Override Ind' flag on the Vendor Master > Lead Times tab. If the 'Vendor LT Override Ind' flag is checked, the system subtracts the 'Vendor Lead Time' (on the same tab) from the 'Sched Vendor Ship Date'.
If neither of the above flags is checked, the system subtracts the 'Lead Time, Vendor' specified on the Purchase Item Master > Defaults tab from the 'Sched Vendor Ship Date'.

Sched Vendor Ship Date: This field represents the date the Vendor must ship to meet the required Dock Date.

Dock Date:  The date the Purchase Order Line item must be on your dock to make the Due Date. Same as the due date unless there is inspection lead time built-in.

Due Date:  The date this Purchase Order Line item must be available for use. It is the same as the Dock Date unless an inspection lead time is built into the part.

Date of First Receipt:  This is the date of the first receipt transaction for this Purchase Order Line.

Subcontract Comp Act Receipt Date:  This is the Subcontracted Components Actual Receipt Date. This only applies to Subcontracted Purchase Order Lines.

Subcontract BOM Effective Date:  This is the Effective Date on the BOM associated with the Subcontract items. This only applies to Subcontracted Purchase Order Line.

Subcontract Comp Act Ship Date:  This is the Subcontracted Components Actual Ship Date to the Vendor. This only applies to Subcontracted Purchase Order Lines.

Subcontract Comp Act Receipt Date:  This is the Subcontracted Components Actual Receipt Date to the Vendor. This only applies to Subcontracted Purchase Order Lines.

Vendor Actual Ship Date:  The date the Vendor actually ships the Purchase Order Line.

Generate Pick List button:  Creates Pick List records for Purchase Order Demands of a Subcontract Purchase Order Line. This only applies to Subcontract Purchase Order Lines.

Subcontract Components button: Displays the Purchase Order Line detail along with its components. This only applies to Subcontract Purchase Order Lines.

Title	Purchase Order Line Details Button

URL Name	Purchase-Order-Line-Details-Button

Purchase Order Line Details Button