Work with purchase orders screen allows you to maintain existing purchase orders and create new purchase orders. The purchase orders can be approved, rejected and copied through this screen. The complete option has been added in Purchase Order completion to be able to complete the order details of an item for a selected warehouse and also to complete all order details for selected items in all logical warehouses on the purchase order. The Outstanding order link offers the outstanding order a link to the purchase orders.
- In the menu, expand Distribution > Inventory Management > Purchasing > Purchase Orders and double-click PO Work with Purchase Order. PUW600 Work with Purchase Orders selection panel appears.
- Enter the required selection details. For multi company environments, enter the company code to narrow down selected shipments. Click OK to confirm. Selected purchase orders are listed.
| Options | Description |
| O/S links | Access DSI102 O/S Order to P/O Link Inquiry to inquire outstanding order link to purchase order. |
| Text | Access PUW039 Work with Text in display mode to display any line detail text. |
| Complete | Access Work with Purchase Orders in Complete mode to complete the purchase order by the various options available. |
| Work with | Access DSE035 Purchase Order Entry/Maintenance displaying the purchase order along with Date Stamp and pending enquiry details. |
| Copy | Access DSE035 Purchase Order Entry/Maintenance to copy the order details. |
| Reject | Access Work with Purchase Orders in Reject mode to reject the order by giving appropriate reasons for rejection. |
| Approve | Access Work with Purchase Orders in Approve mode to approve the order. |
| Functions | Description |
| Add | Access DSE035 Purchase Order Entry/Maintenance to add new purchase orders for an item. |
| Trade/Base | To inquire Trade and base currency by using the Currency function. |
| Prev window | To view previous columns of the window. |
| Next window | To view next columns of the window. |
Create purchase orders
The Purchase order entry function is used for the creation of new purchase orders and the alteration, approval and deletion of existing information. Purchase order entry or maintenance is not allowed for digital items.
- In the menu, expand Distribution > Inventory Management > Purchasing > Purchase Orders and double-click PO Work with Purchase Order. PUW600 Work with Purchase Orders selection panel appears.
- Click OK.
- Click Add. DSE035 Purchase Order Entry/Maintenance panel appears in add mode.
| Field | Description |
| Company | The company for the purchase order. |
| Order type | The type of purchase order determines whether the purchase order number is generated manually or automatically. The combination of both the purchase order type and number uniquely identifies a purchase order. Manual allocation of Purchase order types and numbers can be used to identify a department or order clerk raising a purchase order. |
- Enter the above information, as required.
- For manual numbering, in the first entry field select a purchase order type. In the second entry field enter the purchase order number and click OK. If automatic numbering is in use, enter the order type and click OK. DSE035 Purchase Order Entry/Maintenance panel appears.
| Field | Description |
| Supplier |
The name of the company supplying the titles. When creating a purchase order, a preferred supplier is usually selected. Each title can have a number of preferred suppliers and when the supplier is selected here, the system checks this supplier is one of the preferred suppliers. If not a message displays. In certain instances when a supplier is entered, the country of origin and trade currency also displays. Whether or not duplicate supplier numbers can be entered for different ship IDs is controlled by TMSDS/PO-DUINV. 1=Duplicate invoice/supplier numbers cannot be entered for different Ship IDs. A warning message is displayed and you are required to either delete or change the duplicate number. 2=Duplicate invoice/supplier numbers can be entered for different Ship IDs. 3=Duplicate invoice/supplier numbers can be entered for different Ship IDs. A warning message is displayed; however you can still proceed with the order. |
| Name & address | The system automatically retrieves the supplier name and address, on entry of the supplier code, from the Supplier masterfile. The name and address is printed on the purchase order. |
| Warehouse | The main physical warehouse defaults from TMSDS/IM-WHDFT but may be overridden. This is the physical warehouse into which the goods are to be received. The company number is allocated with the Logical and Physical warehouse. |
| Port of embarkation | This field can default to N/A, and be overridden, by setting up a blank as a code in TMSDS/IM-PEMB. |
| Shipping method | Shipping Method is mandatory. This indicates the form of transport to be used to deliver the goods to the warehouse. Shipping methods affect the delivery lead time hence also affect the Estimated time of arrival (ETA). The order lead time is the other factor that affects ETA. The system calculates the ETA based on the lead time established for the selected supplier and shipping method to be used by the supplier. |
| Currency | The currency defaults from the Supplier masterfile and cannot be overridden. |
| Bond | |
| Confirmation flag | This flag indicates whether a purchase order has been confirmed and is only used with EDI orders. This flag is also used by the Purchase Order Listing to determine whether or not confirmed purchase orders are to be included in the report. |
| Confirmation date | When creating a purchase order this is the date on which the purchase order was confirmed. This is only used for EDI orders. |
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This flag determines what is to be printed and when: -Yes print immediately -No print in the next batch run -EDI -Amended purchase order The EDI flag is only applicable for those suppliers identified to the system as capable of electronic trading. A facility is available only to accept entry of EDI if it is mandatory for a supplier’s orders to be sent through EDI. This is set up on a system Control File which instructs the system to check whether EDI sent purchase orders are mandatory for a supplier. If this is the case the print flag field only accepts EDI. If not, then the warning message ‘Warning Print Flag should be E = EDI for this supplier’ displays notifying the user orders for this supplier are usually placed via EDI. However, any of the other print flag codes can be keyed in. |
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| Special instructions | This is free form text for special instructions or remarks. Unlimited special instructions, details, notes etc. can be defined in TMSPU/PO-TEXT to determine the maximum number of lines. These are initially set at 999 maximum records. |
- Enter the above information, as required.
- Click Page down to access the next panel. Customer information is only required for Drop shipments so leave these fields blank when creating a normal purchase order.
- Click OK. DSE035 Purchase Order Entry/Maintenance panel appears for purchase order detail entry.
| Field | Description |
| ISBN | The title to be ordered must be entered. A title can be entered more than once on a purchase order if TMSDS/PO-DUPCH has been setup accordingly. Pack types Assortment, Mixture, System and Variety cannot be entered as products to be ordered. |
| Order quantity | This is the quantity of the title to be ordered. If the message Warning: Order Qty is different from Supplier Pack qty or less than Min Ord Qty displays, correct the entry. |
| Unit of measure | The ordered quantity is calculated based on the unit of measure (UOM) entered. To default the UOM from the Title masterfile, TMSDS/PO-COST must be setup for the Purchase order entry program and flagged as I for Title masterfile. |
| Buying Price | |
| Discount | This is the amount of discount to be taken off the Buying Price. The Title masterfile must have the same currency as the Buying price file otherwise the .price does not display. |
| Complete invoice flag | When creating a purchase order the default is No at time of entry. This Complete invoice flag indicates whether or not an invoice for this purchase order has been received and if it has been completed. This defaults to Yes at time of invoice. |
| Complete receipt flag | When creating a purchase order the default is No at time of Entry. Complete receipt flag indicates whether or not stock has been received against this invoice. This defaults to Yes at the time of receipt. |
| Estimated time of arrival |
This is computed as order date + order lead time + delivery lead time. The order lead time will be from the buying price file while the delivery lead time will be from the supplier item file. Another way of handling ETA dates is as follows: Set TMSDS/PO-COST to B for the system to use the Buying price definition which has the Title/Supplier link and stores the Buying method. The Purchasing parameters then need to be set up with a Delivery lead time and Receipt day code for the Title/Supplier combination established in the Buying price definition. Receipt day codes (RDC) are established in TMSDS/PSI-RDC and these determine on which day of the week the warehouse prefers to receive goods and whether the calculation should compute the receipt period as this month or next month. If the ETA works out to be equal to or greater than the day stipulated by the RDC and the flag is set to next month (2) the receipt period is considered as next month. Purchase orders with ETA’s towards the end of the month can be considered as next month’s receipts for planning purposes. An ETA can be updated if necessary by selecting function ETA Update. If the ETA date changes the Publication Date of a title is automatically updated. |
| Buying method | The column heading displays as Stock report code or Buying method depending on the setup in TMSDS/DSE035. The most needed column can be setup to display on the first detail screen, for example Buying method, in which case Stock report code displays on the second detail screen which is accessed via function Right. |
- Enter the above information, as required.
| Options | Description |
| Line text | Access PUW039 Work with Text in Add mode to select a text type highlight the PO detail lines that have associated text. |
| Allocation | Access DSE035 Purchase Order Entry/Maintenance to link selected item to logical warehouse. |
| View | Access ********/SPY-TMS TMS document imaging. |
| Functions | Description |
| Detail | Access Work with Shipments in Add mode to add a shipment. |
| Release order | Release a purchase order. Release order routine can also be called for purchase orders with status ‘R’. |
| Header | Access the Purchase order header to change purchase order header details. |
| Complete order | Completes items in purchase order. |
| ETA update | This will maintain or update ETA’s. |
| Delete order | Deletes selected purchase order. |
| Pre window | Access DSE035 Purchase Order Entry/Maintenance to go back to the left hand side of the screen. |
| Next window | Access DSE035 Purchase Order Entry/Maintenance to go to the right hand side of the screen. |
- Click Next window.
| Field | Description |
| System/Pack item 1 | System/pack item 1 If the title being ordered is a component of a system or pack, the System Item Code displays. This will allow the system to link components to system/pack when the stocks are receipted and stop the components from being sold individually prior to the system stock being built from the components. |
| System/Pack item 2 | System/pack item 2. If the title being ordered is a component of a system or pack, the System Item Code displays. |
| Stock report code |
Whether or not the column heading on this screen displays as Stock Report Code or Buying Method depends on the setup in TMSDS/DSE035. The most needed column can be setup to display on the first details screen, for example Buying Method in which case Stock Report Code displays on the second detail screen which is accessed via the Function Right. If the Buying Method was used on the header screen, enter the stock report code which identifies the reason why stock has not been supplied by the supplier. |
| Supplier item | The Supplier item displays when detail is selected. The Supplier item can be defined in the Buying price file (PUBP00P). If it does not exist in the Buying price file then it is retrieved from the Title masterfile. |
- Enter the above information, as required.
- Click OK to save the purchase order.
