Microsoft Dynamics GP

Purchase Order Processing

Copyright Copyright 2010 Microsoft. All rights reserved.

Limitation of liability This document is provided as-is. Information and views expressed in this document, including
URL and other Internet Web site references, may change without notice. You bear the risk of using
it.

Some examples depicted herein are provided for illustration only and are fictitious. No real
association or connection is intended or should be inferred.

Intellectual property This document does not provide you with any legal rights to any intellectual property in any
Microsoft product.

You may copy and use this document for your internal, reference purposes.

Trademarks Microsoft, Microsoft Dynamics, Outlook, SharePoint, SQL Server are trademarks of the Microsoft
group of companies. FairCom and c-tree Plus are trademarks of FairCom Corporation and are
registered in the United States and other countries.

All other trademarks are property of their respective owners.

Warranty disclaimer Microsoft Corporation disclaims any warranty regarding the sample code contained in this
documentation, including the warranties of merchantability and fitness for a particular purpose.

License agreement Use of this product is covered by a license agreement provided with the software product. If you
have any questions, please call the Microsoft Dynamics GP Customer Assistance Department at
800-456-0025 (in the U.S. or Canada) or +1-701-281-6500.

Publication date May 2010

Contents
Introduction ................................................................................................................................................. 2
Whats in this manual...................................................................................................................................2
Symbols and conventions ............................................................................................................................3
Resources available from the Help menu..................................................................................................4
Send us your documentation comments ...................................................................................................5

Part 1: Setup and cards ............................................................................................................... 8

Chapter 1: Module setup ............................................................................................................... 9
Purchase Order Processing document types ............................................................................................9
Purchase Order Processing history types................................................................................................10
Before you set up Purchase Order Processing ........................................................................................10
Setting up Purchase Order Processing preferences and default entries ............................................. 11
Setting up currency decimal places for non-inventoried items ...........................................................15
Setting up Purchase Order Processing tax options ................................................................................16
Setting up user-defined fields for receivings ..........................................................................................17
Setting up comments ..................................................................................................................................18

Chapter 2: Buyers .............................................................................................................................. 19

Adding buyer IDs .......................................................................................................................................19
Modifying buyer IDs ..................................................................................................................................19
Removing buyer IDs...................................................................................................................................20

Chapter 3: Purchase order generator setup .............................................................. 21

Sites and purchase order generator..........................................................................................................21
Setting up purchase order generator default entries .............................................................................21
Mapping inventory sites to addresses .....................................................................................................24

Chapter 4: Project setup for Purchase Order Processing ............................ 27

Projects in Purchase Order Processing.....................................................................................................27
Before you set up Purchase Order Processing for projects ...................................................................28
Setting up project preferences and default entries in Purchase Order Processing............................28

Part 2: Purchase orders............................................................................................................ 34

Chapter 5: Multicurrency transactions ......................................................................... 35
Viewing multiple currencies .....................................................................................................................35
Exchange rate and document date ...........................................................................................................35
Multicurrency account distributions........................................................................................................35

Chapter 6: Purchase order entry ......................................................................................... 37

Purchase order approval workflow .........................................................................................................37
Entering a standard purchase order.........................................................................................................38
Entering a drop-ship purchase order .......................................................................................................41
Entering a blanket purchase order ...........................................................................................................43
Entering a drop-ship blanket purchase order.........................................................................................47

PURCHASE ORDER PROCESSING i

C O N T E N T S

Copying a purchase order .........................................................................................................................51

Committing purchase orders to sales documents ..................................................................................52
Print options for purchase orders.............................................................................................................54
Requirements for sending purchase orders in e-mail............................................................................57
Printing and sending an individual purchase order in e-mail.............................................................58
Printing and sending multiple purchase orders in e-mail ....................................................................59
Printing an individual blanket purchase order delivery schedule......................................................61
Printing multiple blanket purchase order delivery schedules .............................................................62

Chapter 7: Purchase order entry for projects.......................................................... 65

Project numbers and cost categories in Purchase Order Processing ...................................................65
Entering a standard purchase order for projects....................................................................................65
Entering a drop-ship purchase order for projects ..................................................................................68

Chapter 8: Purchase order detail entry ......................................................................... 71

Entering vendor information ....................................................................................................................71
Updating a vendors e-mail information for a purchase order............................................................72
Entering line items with multiple release dates .....................................................................................74
Entering line item detail information.......................................................................................................74
Entering project line item detail information .........................................................................................77
Specifying the manufacturers item numbers to print on a purchase order ......................................79
Entering and releasing blanket line items ...............................................................................................80
Copying line items......................................................................................................................................81
Previewing line items .................................................................................................................................82
Adding a vendor item ................................................................................................................................83
Adding an item to inventory.....................................................................................................................84
Using non-inventoried items ....................................................................................................................85
Inventoried items and non-inventoried items for projects ...................................................................85
Adding comments to purchasing documents ........................................................................................86

Chapter 9: Purchase order generator .............................................................................. 89

Purchase order generator overview .........................................................................................................89
How the replenishment level is used for suggested purchase orders ................................................90
How the vendor is selected for suggested purchase orders .................................................................90
How the cost is selected for suggested purchase orders.......................................................................91
How quantities are calculated for suggested purchase orders ............................................................91
Generating suggested purchase orders ...................................................................................................93
Suggested purchase order errors and warnings.....................................................................................94
Generating purchase orders in Purchase Order Processing .................................................................94
Modifying suggested purchase order detail ...........................................................................................96
Viewing sources of demand ......................................................................................................................97

Chapter 10: Taxes for purchase orders .......................................................................... 99

Tax calculations in Purchase Order Processing ......................................................................................99
Default tax schedules for purchase orders ..............................................................................................99
Tax schedules for purchase order items.................................................................................................100
Calculating and distributing summary taxes for purchase orders....................................................101
Calculating and distributing detail taxes for purchase order items ..................................................102

ii P U R C H A S E O R DE R P R O C E S S I N G
 C O N T E N T S

Chapter 11: Purchase order maintenance ................................................................ 105

Deleting a purchase order........................................................................................................................105
Voiding a purchase order.........................................................................................................................106
Modifying a purchase order....................................................................................................................106
Placing or removing a purchase order hold..........................................................................................108
Editing a purchase order thats on hold ................................................................................................108
Status overview .........................................................................................................................................109
Editing purchase order or line item status ............................................................................................109
Removing completed purchase orders .................................................................................................. 111

Part 3: Receipts ................................................................................................................................ 116

Chapter 12: Receipt batches ................................................................................................. 117
Using batches to group receipts.............................................................................................................. 117
Creating a receipt batch ........................................................................................................................... 117
Modifying or deleting a batch................................................................................................................. 118

Chapter 13: Shipment and in-transit inventory receipt entry ................ 119
Receiving a shipment/invoice ................................................................................................................ 119
Receiving a shipment ...............................................................................................................................123
Receiving items without a purchase order............................................................................................126
Receiving items using the Select Purchase Order window ................................................................126
Using the Select Purchase Order Items window ..................................................................................127
Receiving items from multiple purchase orders ..................................................................................129
Receiving items from a purchase order ................................................................................................131
Entering an in-transit inventory receipt ................................................................................................132
Using the Select In-Transit Items window ............................................................................................134
Receiving items from in-transit transfers ..............................................................................................136

Chapter 14: Shipment receipt entry for projects .............................................. 139

Receiving a shipment/invoice for projects ...........................................................................................139
Receiving a shipment for projects ..........................................................................................................142
Receiving project items without a purchase order...............................................................................146
Receiving items for projects using the Select Purchase Order window............................................146
Receiving items for projects from multiple purchase orders..............................................................147
Receiving items for projects from a purchase order ...........................................................................149

Chapter 15: Shipment receipt detail entry ............................................................. 151

Entering detail information for a purchasing receipt ..........................................................................151
Entering detail information for an in-transit inventory receipt .........................................................154
Entering project item detail information for a purchasing receipt ....................................................155
Defining a lot number mask....................................................................................................................156
Generating lot numbers automatically ..................................................................................................158
Entering lot numbers manually for a purchasing receipt ...................................................................159
Entering lot numbers for an in-transit inventory receipt....................................................................160
Removing lot numbers for a purchasing receipt..................................................................................161
Defining a serial number mask...............................................................................................................162

PURCHASE ORDER PROCESSING iii

C O N T E N T S

Generating serial numbers automatically .............................................................................................163

Entering serial numbers manually .........................................................................................................165
Entering serial numbers for an in-transit inventory receipt ...............................................................165
Removing serial numbers ........................................................................................................................166
Multiple bins in Purchase Order Processing.........................................................................................167
Changing bins for a receipt .....................................................................................................................167
Merging trade discount and purchase distributions ...........................................................................169
Distributing transaction amounts for shipment receipts ....................................................................170
Entering Intrastat trade statistics............................................................................................................171

Chapter 16: Invoice receipt entry .................................................................................... 173

Entering an invoice receipt ......................................................................................................................173
Matching shipments to an invoice receipt.............................................................................................176
Invoicing items without a purchase order ............................................................................................178
Invoicing items using the Select Purchase Order window .................................................................179
Using the Select Purchase Order Items window ..................................................................................181
Invoicing items from multiple purchase orders ...................................................................................182
Invoicing items from a purchase order..................................................................................................184

Chapter 17: Invoice receipt entry for projects .................................................... 187

Entering an invoice receipt for projects .................................................................................................187
Matching shipments to an invoice receipt for projects........................................................................190
Invoicing items for projects without a purchase order .......................................................................192
Invoicing items for projects using the Select Purchase Order window ............................................193
Invoicing items for projects from multiple purchase orders ..............................................................194
Invoicing items for projects from a purchase order .............................................................................196

Chapter 18: Invoice receipt detail entry .................................................................... 199

Merging trade discount and purchase distributions ...........................................................................199
Distributing transaction amounts for invoice receipts ........................................................................199
Entering project item detail information for an invoice receipt.........................................................200
Entering Intrastat trade statistics............................................................................................................201

Chapter 19: Landed costs for receipts........................................................................ 203

Landed cost overview ..............................................................................................................................203
How landed costs are apportioned ........................................................................................................204
Invoice matching and distributions .......................................................................................................206
Entering landed costs for a shipment receipt .......................................................................................206
Entering landed costs for an in-transit inventory receipt ...................................................................208
Entering landed costs for a shipment item ...........................................................................................209
Entering landed costs for an in-transit inventory item .......................................................................210
Matching landed costs to shipment line items .....................................................................................210
Matching landed costs to in-transit inventory line items ...................................................................212

Chapter 20: Taxes for receipts ........................................................................................... 215

Default tax schedules for shipment/invoices.......................................................................................215
Tax schedules for shipment/invoice items ...........................................................................................216
Calculating and distributing summary taxes for shipment/invoice receipts..................................216

iv P U R C H A S E O R DE R P R O C E S S I N G
 C O N T E N T S

Calculating and distributing detail taxes for shipment/invoice line items .....................................218
Default tax schedules for invoices..........................................................................................................220
Tax schedules for invoice items ..............................................................................................................220
Calculating and distributing summary taxes for invoice receipts.....................................................221
Calculating and distributing detail taxes for invoice line items ........................................................223

Chapter 21: Receipt posting................................................................................................. 225

Posting a receipt ........................................................................................................................................225
Posting a purchasing batch......................................................................................................................226
Posting Purchasing series batches ..........................................................................................................226

Chapter 22: Receipt maintenance ................................................................................... 229

Correcting unposted shipment, shipment/invoice, and in-transit inventory receipts ..................229
Correcting unposted invoice receipts ....................................................................................................230
About deleting and voiding receipts .....................................................................................................230
Deleting shipment, shipment/invoice, or in-transit inventory receipts...........................................231
Voiding shipment, shipment/invoice, or in-transit inventory receipts ............................................231
Deleting invoice receipts..........................................................................................................................232
Voiding invoice receipts ...........................................................................................................................232

Part 4: Purchase order returns ................................................................................... 234

Chapter 23: Returns transactions ................................................................................... 235
About purchase order returns.................................................................................................................235
Purchase order returns and Project Accounting...................................................................................236
Return transaction document types .......................................................................................................236
Creating a purchasing returns batch......................................................................................................237
Processing purchasing return transactions ...........................................................................................238
Processing project return-from-inventory transactions.......................................................................243
Printing purchasing returns transactions ..............................................................................................247
Entering detail information for a return................................................................................................248
Entering Intrastat trade statistics for returns ........................................................................................249
Multiple bins in purchase order returns................................................................................................250
Changing bins for a return transaction..................................................................................................251
Assigning lot numbers to a return..........................................................................................................251
Assigning serial numbers to a return.....................................................................................................252
Distributing return transaction amounts...............................................................................................253
Return distribution accounts...................................................................................................................255
Processing manual adjustments for returns when closing purchase order lines ............................256

Chapter 24: Taxes for returns .............................................................................................. 257

Default tax schedules for return documents.........................................................................................257
Calculating and distributing summary taxes for returns ...................................................................258
Default item tax schedules.......................................................................................................................259
Default tax schedules for return items...................................................................................................259
Calculating and distributing detail taxes for return line items ..........................................................260
Returns for Australia/New Zealand .....................................................................................................261

PURCHASE ORDER PROCESSING v

C O N T E N T S

Part 5: Inquiries and reports ......................................................................................... 264

Chapter 25: Inquiries ................................................................................................................... 265
Viewing multiple currencies ...................................................................................................................265
About reporting currency ........................................................................................................................265
Viewing purchasing documents .............................................................................................................266
Viewing item information for purchasing documents ........................................................................267

Chapter 26: Reports ..................................................................................................................... 271

Purchase Order Processing standard reports summary......................................................................271
Specifying a Purchase Order Processing report option.......................................................................273
Microsoft SQL Server Reporting Services reports in Purchase Order Processing........................274

Part 6: Utilities ................................................................................................................................. 278

Chapter 27: Purchase order history removal ........................................................ 279
Purchase Order Processing history types..............................................................................................279
Removing purchasing history.................................................................................................................280
Removing tax history ...............................................................................................................................281
Removing Intrastat history......................................................................................................................282

Chapter 28: Purchase order reconciliation ............................................................. 283

Printing a reconcile report .......................................................................................................................283
Reconciling purchase orders ...................................................................................................................284

Glossary ..................................................................................................................................................... 287

Index ............................................................................................................................................................... 291

vi P U R C H A S E O R DE R P R O C E S S I N G
INTRODUCTION
Introduction
You can use Purchase Order Processing to enter standard, drop-ship, and blanket
purchase orders for items. When necessary, you can change the status of a purchase
order or the individual line items on the purchase order. For example, you might
cancel a line item on a purchase order if the item that youve ordered has been
discontinued or if you wont be receiving part of the quantity ordered for the
purchase order.

You also can use Purchase Order Processing to complete the following tasks:

Enter and post shipment receipts, in-transit inventory receipts, and invoice
receipts individually or in batches
Enter and post shipment/invoice receipts individually or in batches
Match shipments to invoices so that accurate costs are assigned to items
received into inventory
Apply landed costs, such as shipping costs and handling fees, to items
Use purchase order generator to automatically create purchase orders to
replenish inventory quantities
Process purchasing returns and offsets the original purchase order transaction
amount against inventory accounts and applicable general ledger accounts.
Returned items are matched to the original receipts.

If you are using Project Accounting, you can enter purchase orders and drop-ship
purchase orders for projects.

If you are using Sales Order Processing, you can commit purchase order line items
to Sales Order Processing line items to fill sales orders.

If you are using Purchase Order Enhancements, you can approve and commit
purchase orders and return items that have been received on a shipment or
shipment/invoice receipt. For more information, see the Purchase Order
Enhancements documentation.

This introduction is divided into the following sections:

Whats in this manual

Symbols and conventions
Resources available from the Help menu
Send us your documentation comments

Whats in this manual

This manual is designed to give you an understanding of how to use the features of
Purchase Order Processing, and how it integrates with the Microsoft Dynamics GP
system.

To make best use of Purchase Order Processing, you should be familiar with
systemwide features described in the System Users Guide, the System Setup
Guide, and the System Administrators Guide.

Some features described in the documentation are optional and can be purchased
through your Microsoft Dynamics GP partner.

2 P U R C H A S E O R DE R P R O C E S S I N G
 IN T RO D U C T IO N

To view information about the release of Microsoft Dynamics GP that youre using
and which modules or features you are registered to use, choose Help >> About
Microsoft Dynamics GP.

The manual is divided into the following parts:

Part 1, Setup and cards, introduces Purchase Order Processing and gives
detailed instructions on setting it up.

Part 2, Purchase orders, explains how to enter, print, issue, and manage
purchase orders.

Part 3, Receipts, explains how to enter and manage receipts.

Part 4, Purchase order returns, includes information about using purchase

order returns.

Part 5, Inquiries and reports, explains how to use inquiries and reports to
analyze your purchasing and receiving activity.

Part 6, Utilities, describes procedures you can use to reconcile purchase order
information or remove history.

Symbols and conventions

This manual uses the following symbols to make specific types of information stand
out.

Symbol Description
The light bulb symbol indicates helpful tips, shortcuts and
suggestions.

The warning symbol indicates situations you should be especially

aware of when completing tasks. Typically, this includes cautions
about performing steps in their proper order, or important
reminders about how other information in Microsoft Dynamics
GP may be affected.
The multicurrency symbol points out features or procedures that
apply if youre using Multicurrency Management.

This manual uses the following conventions to refer to sections, navigation and
other information.

Convention Description
Creating a batch Italicized type indicates the name of a section or procedure.
File >> Print or File > Print The (>>) or (>) symbol indicates a sequence of actions, such as
selecting items from a menu or toolbar, or pressing buttons in a
window. This example directs you to go to the File menu and
choose Print.
TAB or ENTER Small capital letters indicate a key or a key sequence.

PURCHASE ORDER PROCESSING 3

I N T R O D U C T I O N

Resources available from the Help menu

The Microsoft Dynamics GP Help menu gives you access to user assistance
resources on your computer, as well as on the Web.

Contents
Opens the Help file for the active Microsoft Dynamics GP component, and displays
the main contents topic. To browse a more detailed table of contents, click the
Contents tab above the Help navigation pane. Items in the contents topic and tab
are arranged by module. If the contents for the active component includes an
Additional Help files topic, click the links to view separate Help files that
describe additional components.

To find information in Help by using the index or full-text search, click the
appropriate tab above the navigation pane, and type the keyword to find.

To save the link to a topic in the Help, select a topic and then select the Favorites tab.
Click Add.

Index
Opens the Help file for the active Microsoft Dynamics GP component, with the
Index tab active. To find information about a window thats not currently displayed,
type the name of the window, and click Display.

About this window

Displays overview information about the current window. To view related topics
and descriptions of the fields, buttons, and menus for the window, choose the
appropriate link in the topic. You also can press F1 to display Help about the current
window.

Lookup
Opens a lookup window, if a window that you are viewing has a lookup window.
For example, if the Checkbook Maintenance window is open, you can choose this
item to open the Checkbooks lookup window.

Show Required Fields

Highlights fields that are required to have entries. Required fields must contain
information before you can save the record and close the window. You can change
the font color and style used to highlight required fields. On the Microsoft
Dynamics GP menu, choose User Preferences, and then choose Display.

Printable Manuals
Displays a list of manuals in Adobe Acrobat .pdf format, which you can print or
view.

Whats New
Provides information about enhancements that were added to Microsoft Dynamics
GP since the last major release.

Microsoft Dynamics GP Online

Opens a Web page that provides links to a variety of Web-based user assistance
resources. Access to some items requires registration for a paid support plan.

4 P U R C H A S E O R DE R P R O C E S S I N G
 IN T RO D U C T IO N

Customer Feedback Options

Provides information about how you can join the Customer Experience
Improvement Program to improve the quality, reliability, and performance of
Microsoft software and services.

Send us your documentation comments

We welcome comments regarding the usefulness of the Microsoft Dynamics GP
documentation. If you have specific suggestions or find any errors in this manual,
send your comments by e-mail to the following address: bizdoc@microsoft.com.

To send comments about specific topics from within Help, click the Documentation
Feedback link, which is located at the bottom of each Help topic.

Note: By offering any suggestions to Microsoft, you give Microsoft full permission to use
them freely.

PURCHASE ORDER PROCESSING 5

6 P U R C H A S E O R DE R P R O C E S S I N G
PART 1: SETUP AND CARDS
 Part 1: Setup and cards
Use the following information to set up Purchase Order Processing. Setup
procedures generally need to be completed once, but you can refer to the
information at other times for instructions on modifying or viewing existing entries.

The following topics are discussed:

Chapter 1, Module setup, provides instructions for setting up the Purchase

Order Processing module.

Chapter 2, Buyers, describes how to set up and manage buyer IDs.

Identifying a buyer on a purchase order makes it easier to track orders.

Chapter 3, Purchase order generator setup, provides instructions for setting

up the purchase order generator.

Chapter 4, Project setup for Purchase Order Processing, provides instructions

for setting up project information in the Purchase Order Processing module.

8 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 1: Module setup
Use this information to learn about and set up Purchase Order Processing. The
setup procedures are organized in an order that will ensure Purchase Order
Processing is set up properly.

When you set up Purchase Order Processing, you can open each setup window and
enter information, or you can use the Setup Checklist window (Microsoft Dynamics
GP menu >> Tools >> Setup >> Setup Checklist) to guide you through the setup
process. See your System Setup Guide (Help >> Contents >> select Setting up the
System) for more information about the Setup Checklist window.

This information is divided into the following sections:

Purchase Order Processing document types

Purchase Order Processing history types
Before you set up Purchase Order Processing
Setting up Purchase Order Processing preferences and default entries
Setting up currency decimal places for non-inventoried items
Setting up Purchase Order Processing tax options
Setting up user-defined fields for receivings
Setting up comments

Purchase Order Processing document types

Use Purchase Order Processing to track your companys purchasing activity. You
can enter and manage purchase orders, track shipments and invoices received, and
match shipments to invoices that were received separately. There are seven types of
documents in Purchase Order Processing.

Standard purchase orders list items that will be shipped to your business to be
received into your inventory. For more information, see Entering a standard
purchase order on page 38. If you are using Project Accounting, see Entering a
standard purchase order for projects on page 65 for more information.

Drop-ship purchase orders list items that will be shipped directly to the
customer. The vendor sends you an invoice and you, in turn, send an invoice to
the customer. For more information, see Entering a drop-ship purchase order on
page 41. If you are using Project Accounting, see Entering a drop-ship purchase
order for projects on page 68 for more information.

Blanket purchase orders list a single item and the quantities that will be
delivered in a series of shipments, usually on specific dates. The items will be
shipped to your business to be received into your inventory. For more
information, see Entering a blanket purchase order on page 43. If you are using
Project Accounting, you cant enter blanket purchase orders for projects.

Drop-Ship blanket purchase orders list a single item and the quantities that will
be delivered to the customer in a series of shipments, usually on specific dates.
The vendor sends you an invoice and you, in turn, send an invoice to the
customer. For more information, see Entering a drop-ship blanket purchase order on
page 47. If you are using Project Accounting, you cant enter drop-ship blanket
purchase orders for projects.

PURCHASE ORDER PROCESSING 9

PA RT 1 S E T U P A N D C A R D S

Shipment/invoice receipts record the receipt of goods and services

accompanied by an invoice. For more information, see Receiving a shipment/
invoice on page 119. If you are using Project Accounting, see Receiving a
shipment/invoice for projects on page 139 for more information.

Shipment receipts record the receipt of goods and services without an invoice.
For more information, see Receiving a shipment on page 123. If you are using
Project Accounting, see Receiving a shipment for projects on page 142 for more
information.

Invoice receipts record an invoice received for a shipment you received and
posted earlier, or an invoice received for a shipment that you have not yet
received. For more information, see Entering an invoice receipt on page 173. If
you are using Project Accounting, see Entering an invoice receipt for projects on
page 187 for more information.

Purchase Order Processing history types

When setting up Purchase Order Processing, youll have the option to maintain the
following types of history. If you are using Project Accounting, historical
information for project line items will be maintained in Project Accounting.

Purchase Order This option keeps a detailed copy of each purchase order in
history. When you transfer a purchase order to history using the Remove
Completed Purchase Orders window, or when you void a purchase order using the
Purchase Order Entry window, purchase order history will include line-by-line
detail of all information entered for each purchase order.

Account Distributions This option keeps a detailed record of transaction

distributions that are posted to General Ledger. Account distribution history will be
updated when each receipt is posted. Distribution history includes the audit trail
code, account, account description, debit or credit amount, and other information
about each transaction.

Receipt This option keeps a detailed copy of each receipt in history. When you
post or void a receipt using the Receivings Transaction Entry window or the
Purchasing Invoice Entry window, receipt history will include line-by-line detail of
all the information entered for each receipt, including serial numbers, lot numbers,
and bin information.

Keeping history will increase the amount of hard disk space needed. You should periodically
remove the historical records you no longer need. For more information, see Chapter 27,
Purchase order history removal.

Before you set up Purchase Order Processing

You should complete setup procedures in Payables Management and Inventory
Control before you set up Purchase Order Processing. If you havent completed all
of the following tasks, be sure to do so before continuing.

Set up Payables Management

Create vendor cards
Enter beginning inventory quantities
Set up item records (be sure to assign price lists and vendor items)

10 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 M O D U L E S E TU P

Set up item sites

Set up inventory and purchasing accounts in the Posting Accounts Setup
window

To view the Posting Accounts Setup window, choose Microsoft Dynamics GP menu >>
Tools >> Setup >> Posting >> Posting Accounts and then select to view Inventory or
Purchasing accounts.

Be sure youve also completed the setup procedures for your company, currency,
checkbooks, and posting options. Tax schedules and tax details also should be set
up. For more information about completing these procedures, refer your System
Setup instructions (Help >> Contents >> select Setting Up the System).

If youre using landed costs, be sure to set up landed cost records and groups before
you set up Purchase Order Processing. For details, see the Inventory Control
documentation.

If youre using Multicurrency Management, be sure to set up currencies, exchange

rate tables, and rate types before you set up Purchase Order Processing. For details,
see the Multicurrency Management documentation.

Setting up Purchase Order Processing preferences and

default entries
Use the Purchase Order Processing Setup window to set preferences and default
entries that appear throughout Purchase Order Processing.

To set up Purchase Order Processing preferences and

default entries:
1. Open the Purchase Order Processing Setup window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Purchasing >> Purchase
Order Processing)

2. Accept or change the default document code and enter the next document
number you want to use for purchase orders.

PURCHASE ORDER PROCESSING 11

PA RT 1 S E T U P A N D C A R D S

The document code can be used to identify the documents on reports and
inquiries. The next number will be the starting document number when receipts
are entered. You can reuse a document number if the document has been
deleted or removed from history (if youre keeping history).

By defining the next document number, you also are determining the number of
unique document numbers that will be available. For example, if you enter
PO001 as the next purchase order number, youll be able to enter up to 999
purchase orders; if you enter PO0001 as the next purchase order number, youll
be able to enter up to 9,999 purchase orders. Be sure to enter a next number that
will accommodate your business volume.

3. Select the format you want to use when purchase orders are printed. If you are
using Project Accounting, the default document format for a purchase order
with project information will be the document format specified for the vendor
record in the PA Vendor Options window.

To use purchase order forms other than the suggested forms, you may want to use
Report Writer to be sure the information is printed on your forms correctly. For more
information, refer to Report Writer help.

4. Accept or change the default document code that appears and enter the next
document number you want to use for receipts.

The document code can be used to identify the documents on reports and
inquiries. The next number will be the starting document number when receipts
are entered. You can reuse a document number if the document has been
deleted or removed from history (if youre keeping history).

5. Enter the number of decimal places to use when displaying and entering
quantity and currency amounts for non-inventoried items.

If youre using Multicurrency Management, choose the expansion button to

open the Purchasing Non-Inventoried Currency Decimals Setup window. Use
this window to define currency decimal places for each currency to which you
have access. For more information, see Setting up currency decimal places for
non-inventoried items on page 15.

6. Select which item numbers to use during transaction entrythe item numbers
your company uses or the item numbers used by your vendors.

If you are using Project Accounting and select Vendor Items, you cant enter a
project number and a cost category for purchase orders, shipment receipts,
shipment/invoice receipts, or invoice receipts.

7. Select which date to use as a default date each time that you open the Purchase
Order Entry window to work with purchase orders. You can use the date from
the last document you entered or the user date.

8. Select a default site ID for purchase order line items. You can select either the
default site ID set up for the item in Item Quantities Maintenance window or
the previous purchase order lines site ID.

12 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 M O D U L E S E TU P

9. Indicate whether you want New purchase orders generated in Sales Order
Processing to be placed on hold when they appear in the Purchase Order Entry
window. If you mark this option, committing a Sales Order Processing line item
to an existing purchase order line item will not cause the purchase order to be
placed on hold.

If you mark this option and youve assigned a password to the option Allow
Hold/Remove Hold of Purchase Orders, you will not need to enter the
password during the purchase order generation process in Sales Order
Processing. However, the password to remove holds will apply when a
purchase order is viewed in the Purchase Order Entry window.

If you are using Project Accounting, you cant create purchase orders for
projects from Sales Order Processing.

10. Indicate whether you want the system to search for uncommitted purchase
order quantities when you attempt to create a link between a sales line and a
purchase order. If you dont mark the option, youll be able to create a new
purchase order for the sales document, but you wont be able to link the sales
line to an existing purchase order. Refer to the Sales Order Processing
documentation for information about linking an item to an existing purchase
order.

If you are using Project Accounting, you cant commit purchase orders for
projects to sales documents.

11. Indicate whether you want to transfer line item comments from sales
documents to new purchase orders. If you mark this option, existing purchase
order line comments will not change if linked to sales line items with
comments.

If you are using Project Accounting, you cant transfer line comments from sales
line items to purchase order line items that are assigned to projects.

12. Indicate whether the release by date for a purchase order line item should be
calculated by subtracting the vendors planning lead time from the required
date. By marking this option, you can use the PO Line Items to Release Report
to identify purchase order line items that should be released to the vendor. If
you dont mark this option, the release by date isnt calculated automatically.

If you are using Project Accounting, the release by date isnt calculated for
purchase order line items that are assigned to projects.

13. Select the types of historical information you want to maintain for your
purchase transactions. If you are using Project Accounting, historical
information for project line items will be maintained in Project Accounting. For
information about history types, see Purchase Order Processing history types on
page 10.

If youve selected to reprint Purchase Order Processing posting journals in the Audit
Trail Codes Setup window, the system will maintain the history necessary to reprint
posting journals whether or not youve marked to maintain history in the Purchase
Order Processing Setup window.

PURCHASE ORDER PROCESSING 13

PA RT 1 S E T U P A N D C A R D S

14. In the Options scrolling window, mark the check boxes next to the options you
want to enable. You can assign passwords to the options to restrict who has
access to them. If an option is marked, but no password is entered, anyone with
access to the affected window can perform the action. You can select to allow
the following:

Receiving items without a purchase order Select this option to allow

line items not assigned to a purchase order to be entered on a shipment,
shipment/invoice or invoice receipt. If the option isnt selected, you wont be
able to receive or invoice line items not associated with a purchase order.

Changing the site ID in receiving Select this option to allow receiving

line items to different locations than indicated on the original purchase order.

Allowing/removing holds on purchase orders Select this option to

allow users to place and remove holds on New, Released or Change Order
purchase orders of either typestandard or drop-ship.

When you mark this option, you also can indicate whether you want to allow
editing of purchase orders on hold. If you dont allow editing on-hold purchase
orders, you will be able to view purchase orders that have been placed on hold,
but you wont be able to edit, delete or void them.

Editing costs in receiving Select this option to allow changing an items

Unit Cost and Extended Cost in the Receivings Transaction Entry window.

When deciding whether to allow the editing of costs in receiving, keep in mind that
purchase price variances are calculated by comparing the cost posted from receiving
with the standard cost for items with periodic valuation methods. For more information
about standard cost and valuation methods, see the Inventory Control documentation.

If you allow receiving without a purchase order, you should allow editing of
costs in receiving, or you wont be able to enter costs for items without purchase
orders. To restrict access, you can require a password.

15. If you are using Project Accounting, choose Project to open the PA Purchase
Order Processing Setup Options window, where you can select preferences and
default entries for purchase orders, shipment receipts, shipment/invoice
receipts, and invoice receipts for projects. See Setting up project preferences and
default entries in Purchase Order Processing on page 28 for more information.

16. Choose Options to open the Purchase Order Processing Setup Options window,
where you can set up tax calculations in Purchase Order Processing. See Setting
up Purchase Order Processing tax options on page 16 for more information. If you
are using purchase order generator, you can use the Purchase Order Processing
Setup Options window select options for generating purchase orders. See
Setting up purchase order generator default entries on page 21 for more information.

17. Choose Receivings User-Defined to enter labels for user-defined fields, lists,
and dates that will be used when entering shipments and shipment/invoices.
See Setting up user-defined fields for receivings on page 17 for more information.

18. Choose OK to save the entries youve made in the Purchase Order Processing
Setup window.

14 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 M O D U L E S E TU P

19. Print a Purchase Order Processing Setup List (optional).

Choose File >> Print while the Purchase Order Processing Setup window is
displayed to print a Purchase Order Processing Setup List to review the setup
options youve entered. If youve identified errors in the setup list, simply enter
or select the correct information.

This report also can be printed using the Purchasing Setup Reports window.

Setting up currency decimal places for

non-inventoried items
Use the Purchasing Non-Inventoried Currency Decimals Setup window to define
currency decimal places for non-inventoried items for each currency to which your
company has access. This window is available only if you are using Multicurrency
Management. If you arent using Multicurrency Management, use the Purchase
Order Processing Setup window to define the number of decimal places when
displaying currency amounts for non-inventoried items.

The default number of decimal places for each currency was determined when the
currencies were set up. Use this window to change the number of decimal places
used to display currency amounts for non-inventoried items. You can change the
non-inventoried currency decimal places for a currency at any time.

Changing the decimal place setting for a currency wont change the decimal place
settings of non-inventoried items already entered on existing documents. Only new
items added to existing transactions or new transactions will use the new settings.

To set up currency decimal places for non-inventoried

items:
1. Open the Purchasing Non-Inventoried Currency Decimals Setup window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Purchasing >> Purchase
Order Processing >> Currency expansion button)

2. In the Currency Decimals column, change the number of currency decimal

places to use for non-inventoried items. Amounts will appear in the format
defined in this window whenever a non-inventoried item is entered for a
specific currency.

3. Continue this process until you define the decimal places for all the currencies
displayed in the window.

PURCHASE ORDER PROCESSING 15

PA RT 1 S E T U P A N D C A R D S

4. Choose File >> Print to print the Non-Inventoried Currency Decimals Setup
List.

5. Choose OK to close the window.

Setting up Purchase Order Processing tax options

Use the Purchase Order Processing Setup Options window to set up the tax
calculations that will be used on documents. Depending on the tax calculation
selected, you can enter default tax schedules for non-inventoried items, freight, and
miscellaneous items. For information about setting up the purchase order generator,
see Chapter 3, Purchase order generator setup.

To set up Purchase Order Processing tax options:

1. Open the Purchase Order Processing Setup Options window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Purchasing >> Purchase
Order Processing >> Options button)

2. Mark the type of tax calculation to use on documents.

Advanced Mark Advanced to specify a tax schedule to use for non-

inventoried items, freight, and miscellaneous charges. For inventory items, the
tax schedule you chose for each item in the Item Maintenance window will be
used.

Single Schedule Mark Single Schedule to specify one tax schedule for all
items on all documents. Items on each document will be taxed using the tax
details in the schedule you specify here, even if the item is nontaxable or if the
vendor is tax exempt. Taxes wont be calculated on freight or miscellaneous
charges.

3. If you marked Advanced in step 2, enter or select tax options for

non-inventoried items, freight, and miscellaneous charges. You can change the
tax schedules used for a transaction in a tax schedule entry window during
transaction entry. The tax options are:

Taxable The tax details that are assigned to the vendor or site will be
compared to the tax details in the tax schedule you specify here.

16 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 M O D U L E S E TU P

Nontaxable No taxes will be calculated.

Base on vendor The tax schedule assigned to the vendors purchase address
will be used calculating taxes.

4. Choose OK.

To print the Purchase Order Processing Setup List, choose File >> Print in the
Purchase Order Processing Setup window.

Setting up user-defined fields for receivings

Use the Receivings User-Defined Fields Setup window to enter labels for up to 35
user-defined fields to further track additional information for shipment and
shipment/invoice receipts. Later, when you enter receivings transactions, the labels
will appear in the Receivings User-Defined Fields Entry window, where you can
enter information that is unique to the transaction. You can set up the following
types of user-defined fields.

List Use list fields to predefine options to track information that is specific to your
business. For example, to track the origin of orders, you could name a list Order
Origin and enter Fax, Phone, and Mail as values for the list. When you enter
transactions, Order Origin will appear as a title in the Receivings User-Defined
Fields Entry window and you can select where the order originated from the list
you created or include additional values.

Text Use text fields to record additional information about the transactions you
enter in the Receivings Transaction Entry window. For example, to track special ID
numbers for shipped equipment, you can enter Shipping ID in a text field.

Dates Use date fields to record additional dates that affect your documents. For
instance, if you want to track the date that an installation was complete, enter Install
Date in a date field.

To set up user-defined fields for receivings:

1. Open the Receivings User-Defined Fields Setup window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Purchasing >> Purchase
Order Processing >> Receivings User-Defined button)

PURCHASE ORDER PROCESSING 17

PA RT 1 S E T U P A N D C A R D S

2. Enter as many as five list fields. Choose the expansion button next to each list
name youve entered; the Receivings User-Defined List Setup window will
appear. Use this window to enter values for each list.

3. Enter as many as 10 text fields to track additional information about your

customers.

4. Enter as many as 20 date fields to record additional dates that affect your
documents.

5. Choose File >> Print to print the Receivings User-Defined Fields Setup List.

6. Choose OK to return to the Purchase Order Processing Setup window. Your

changes are saved when you choose OK in the Purchase Order Processing Setup
window.

Setting up comments
You can add comments to purchase orders or to individual line items on a purchase
order or receipt. Comments are printed automatically on the purchase order and
line item comments are printed below the item on the purchase order or receipt.

Use the Comment Setup window to define comments for each company. You can
use these comments on Sales Order Processing, Invoicing or Purchase Order
Processing documents. You also can modify standard comments for a particular
document or item, or create one-time comment.

To set up comments:
1. Open the Comment Setup window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Company >> Comments)

2. Enter a short identifier for the comment.

3. Select a series this comment will be associated with.

4. Enter the comment text.

You can enter up to 200 characters, which will appear on the purchase order or receipt
as four lines of 50 characters each. If you want longer comments to appear, use Report
Writer to modify the document layout.

5. Choose Save.

18 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 2: Buyers
Large companies typically have several buyers working in the purchasing
department, with each buyer assuming responsibility for certain items. A buyers
job may include vendor selection, negotiation, and purchase order placement and
follow-up.

Identifying a buyer on a purchase order makes it easier to track orders. For

example, if your company employs ten buyers who enter purchase orders in the
same system, the purchase order numbers are not an effective way of locating a
particular buyers documents. If buyers are assigned to purchase orders, you can
print a report sorted by Buyer ID.

This information is divided into the following sections:

Adding buyer IDs

Modifying buyer IDs
Removing buyer IDs

Adding buyer IDs

Use the Buyer Maintenance window to add new buyer IDs. For example, a buyer ID
can be based on a location, a group of items, or an existing user ID.

To add buyer IDs:

1. Open the Buyer Maintenance window.
(Cards >> Purchasing >> Buyers)

2. Enter a buyer ID in the Buyer ID field.

3. Enter a description.

4. Choose Insert to insert the buyer ID in the scrolling window and save the
record.

5. Choose OK when youre finished adding buyer IDs.

Modifying buyer IDs

Use the Buyer Maintenance window to modify existing buyer IDs.

PURCHASE ORDER PROCESSING 19

PA RT 1 S E T U P A N D C A R D S

To modify buyer IDs:

1. Open the Buyer Maintenance window.
(Cards >> Purchasing >> Buyers)

2. Select a buyer ID in the scrolling window.

3. Choose Modify. The buyer you selected will appear in the Buyer ID and
Description fields.

4. Edit the existing description.

5. Choose Insert to insert the buyer ID in the scrolling window and save the
record.

6. Choose OK when youre finished modifying a buyer ID.

Removing buyer IDs

Use the Buyer Maintenance window to delete buyer IDs you no longer want to use.

If you remove a buyer ID that is linked to an active purchase order (one that isnt in
history), the buyer ID will remain attached to that purchase order. If the
Manufacturing Series is registered and you delete a buyer ID that is linked to items
in Item Engineering, the buyer ID will be removed from those items.

To remove buyer IDs:

1. Open the Buyer Maintenance window.
(Cards >> Purchasing >> Buyers)

2. To remove a single buyer ID, select it in the scrolling window and choose
Remove. To remove all of your buyer IDs, choose Remove All.

20 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 3: Purchase order generator setup
If you are using the purchase order generator, you can automatically generate
purchase orders to replenish inventory based on a reorder point you specify. If you
are using Project Accounting, you cant generate purchase orders for projects.

Use the purchase order generator to analyze inventory levels and suggest purchase
order line items based on default settings and reorder levels; the suggested
purchase orders can be modified before they are created.

This information is divided into the following sections:

Sites and purchase order generator

Setting up purchase order generator default entries
Mapping inventory sites to addresses

Sites and purchase order generator

Youll use master sites, subordinate sites, and independent sites when generating
suggested purchase orders. How the demand is purchased, received, and
distributed depends on how you use these sites.

A master site is a central location where its requirements are consolidated with the
net demand from subordinate sites. A purchase order is placed from the total net
demand at the master site. You can have more than one master site. A subordinate
site is a location that passes its requirements to a central location, the master site, to
be purchased, received, and distributed. An independent site is a location that has
requirements that must be fulfilled by the items that are to be purchased. A master
site is an independent site.

The order method you select for an item decides which site will be used when
generating purchase orders. If you select Order to Master Site, suggested purchase
order quantities will be based on requirements for this site and other sites that have
the same master site. When you are ordering to a master site, youll need to set up
your master site before setting up your subordinate sites in the Purchase Order
Generator Item Maintenance window. The master site must have an order method
of Order To Independent Site. Assume that your default master site is Warehouse. If
you didnt set up Warehouse as an independent site, any subordinate site that
would have used Warehouse as their master site will use order to independent site
as their order method.

If you select Order to Independent, suggested purchase orders can be generated for
the site where the material is required or if the site is a master site for subordinate
sites as well as the master site. Requirements from subordinate sites will not be
required is the site isnt a master site.

Setting up purchase order generator default entries

Use the Purchase Order Processing Setup Options window to define default reorder
information that will appear in the Purchase Order Generator Item Maintenance
window and the Purchase Order Item Mass Update window.

You also can select how purchase orders should be created when you generate
suggested purchase order line items using the Suggested Purchase Orders Preview
window. You can select to create a purchase order for all items that have the same

PURCHASE ORDER PROCESSING 21

PA RT 1 S E T U P A N D C A R D S

vendor, buyer, and ship-to address or create a purchase order for all items that have
the same vendor and buyer.

You should set up general default information before you define preferences for a
specific item-site combination or a group of items and sites. You can change the
entries for individual item-site combinations, if necessary. Use the Purchase Order
Generator Item Maintenance window to set up reorder preferences for each item at
a specific site. Use the Purchase Order Item Mass Update window to set up or
change reorder preferences for a group of items. For more information, see the
Inventory Control documentation.

If you are using Project Accounting, you cant generate purchase orders for projects.

To set up purchase order generator default entries:

1. Open the Purchase Order Processing Setup Options window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Purchasing >> Purchase
Order Processing >> Options button)

2. Select a default order method for automatically generated purchase orders.

Order To Independent Site Use this option if you want to order to the site
where the material is required.

Order To Master Site Use this option if items are purchased to a central
location (a master site) and distributed to other sites (subordinate sites).

3. If the order method is Order To Master Site, enter or select a master site.
Demand from all subordinate sites will be combined with demand for the
master site you select when determining the order quantity.

4. Select a default replenishment level.

Order Point Quantity Select this level to order a quantity that will bring
available inventory up to the order point defined in the Item Resource Planning
Maintenance window.

Order-Up-To-Level Select this level to order a quantity that will bring

available inventory up to the order-up-to level defined in the Item Resource

22 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 3 P U R C H A S E O R D ER G E N E R AT O R S E T U P

Planning Maintenance window. The Order Point Quantity will be used if the
Order-Up-To Level is zero or less than the Order Point Quantity.

Vendor EOQ Select this level to order a quantity that is equal to the economic
order quantity defined in the Item Vendors Maintenance window for the
selected vendor. The vendor economic quantity is used when it is greater than
the required quantity otherwise, the required quantity is used.You wont be
able to select this option if the order method is Order To Master Site.

Refer to How quantities are calculated for suggested purchase orders on page 91 for
information about how replenishment levels affect required quantity.

5. If the order method is Order To Independent Site, indicate which vendor to use
for purchase orders.

Site Primary Vendor The primary vendor specified in the Item Quantities
Maintenance window for the item-site combination is used.

Vendor with Lowest Cost The vendor with the lowest cost will be selected
based on the functional equivalent of the Last Originating Invoice Cost field in
the Item Vendors Maintenance window.

Vendor with Shortest Lead Time The vendor with the shortest planning
lead time will be selected based on the Planning Lead Time field in the Item
Vendors Maintenance window.

You wont be able to select a vendor selection if the order method is Order To
Master Site. The master sites vendor selection will be used to determine the
vendor.

6. If the order method is Order To Independent Site, indicate which item cost to
use for purchase orders.

Vendor Last Originating Invoice Cost The last originating invoice cost
from the Item Vendors Maintenance window for the selected vendor will be
used.

Item Current Cost The current cost from the Item Maintenance window
will be used.

Item Standard Cost The standard cost from the Item Maintenance window
will be used.

Specified Cost (In Functional Currency) The cost specified in the

Purchase Order Generator Item Maintenance window will be used regardless of
the vendor.

You wont be able to select a cost selection if the order method is Order To
Master Site. The master sites cost selection will be used to determine the cost.

7. Mark Allocations to subtract the allocated quantity from the current supply
when the required quantity is calculated.

8. Mark Back Orders to subtract the back ordered quantity from the current
supply when the required quantity is calculated.

PURCHASE ORDER PROCESSING 23

PA RT 1 S E T U P A N D C A R D S

9. Mark Requisitions to subtract the requisitioned quantity from the current

supply when the required quantity is calculated.

10. Unmark Create One Purchase Order per Ship To Address to generate a
purchase order for all items that have the same vendor and buyer. If this option
is marked, you can generate a purchase order for all items that have the same
vendor, buyer, and ship-to address.

11. Choose OK to close the window and return to the Purchase Order Processing
Setup window.

Mapping inventory sites to addresses

Use the Purchase Order Generator Map Sites window to define the relationship
between inventory site IDs and company addresses. The company address you
assign to an inventory site is used as the ship-to address on suggested purchase
orders for that site. If there is no company address mapped to a site, the companys
primary address ID is used on purchase orders for that site.

When suggested purchase order line items are generated, all items for the same
vendor, buyer ID, and ship-to address will be grouped together on a single purchase
order. The ship-to address for a purchase order line is determined by the items site
ID.

For example, if an item needs to be replenished at three sites and all sites have the
same address ID, three lines for the item will be created on the same purchase
orderone line for each site.

If you are using Project Accounting, you cant generate purchase orders for projects.

To map inventory sites to addresses:

1. Open the Purchase Order Generator Map Sites window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Purchasing >> Purchase
Order Generator Map Sites)

All inventory site IDs defined for the current company will be displayed.

24 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 3 P U R C H A S E O R D ER G E N E R AT O R S E T U P

2. Enter or select an address ID (defined in the Company Addresses Setup

window) for each site ID.

Any site that is left unmapped will use the primary company address.
Suggested purchase order line items for these sites will be consolidated as lines
on a purchase order.

3. Choose OK to save changes and to close the window when youre finished
mapping sites.

PURCHASE ORDER PROCESSING 25

26 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 4: Project setup for Purchase Order
Processing
If you are using Project Accounting, you can enter project information on purchase
orders, shipment receipts, shipment/invoice receipts, and invoice receipts. Use the
following information to set up project preferences and default entries for Purchase
Order Processing.

This information is divided into the following sections:

Projects in Purchase Order Processing

Before you set up Purchase Order Processing for projects
Setting up project preferences and default entries in Purchase Order Processing

Projects in Purchase Order Processing

You can set up, enter and maintain project records and transactions using Project
Accounting. You also can budget resources, manage purchases, schedule tasks,
monitor costs, bill customers, and recognize revenue. For more information about
Project Accounting, projects, and cost categories, refer to the Project Accounting
documentation.

You can acquire goods and services to be used in projects or you can buy them on
behalf of customers. You can enter standard and drop-ship purchase orders for
projects. As you receive the goods and services that you purchase for projects, you
can enter the receipt of shipments and invoices. Items received from a standard
purchase order are stored in inventory. To transfer these items to a project to make
the items billable, youll use the Inventory Transfer Entry window in Projecting
Accounting. Items from a drop-ship purchase order are automatically invoiced and
transferred to a project.

You can complete the following tasks if you arent entering project information for
purchase orders, shipment receipts, shipment/invoice receipts, or invoice receipts.

Enter blanket and drop-ship blanket purchase orders

Commit purchase orders to sales documents
Enter manufacturers item numbers for purchase orders
Enter manufacturing job links for purchase orders, shipment, shipment/
invoice, and invoice receipts
Open the MRP Item Inquiry window to view Material Requirements Planning
information for an item if youre using the Manufacturing Series
Automatically generate purchase orders to replenish inventory, based on a
reorder point that you specify

PURCHASE ORDER PROCESSING 27

PA RT 1 S E T U P A N D C A R D S

Before you set up Purchase Order Processing for

projects
You should complete setup procedures in Project Accounting before you set up
Purchase Order Processing for projects. If you havent completed all of the
following tasks, be sure to do so before continuing. Refer to the Project Accounting
documentation for more information about setting up Project Accounting.

Task to complete Window used

Set up user options for purchase orders User Purchase Order Settings window
Set up user options for invoice receipts User Purchasing Invoice Settings
window
Set up user class options for purchase orders User Class Purchase Order Settings
window
Set up user class options for invoice receipts User Class Purchasing Invoice Settings
window
Set up project default entries Project Setup window
Set up project and contract status options Project Setup Status Options window
Create contract records Contract Maintenance window
Create a cost category record Cost Category Maintenance window
Create project records Project Maintenance window
Assign cost categories to a project Budget Maintenance window
Create cost category budgets Budget Detail Entry window
Assign inventoried items to cost categories Budget Detail IV Items window
Set up vendor default entries for profit, purchase order PA Vendor Options window
format, and unit cost

Setting up project preferences and default entries in

Purchase Order Processing
Use the PA Purchase Order Processing Setup window to set up preferences and
default entries that will be used when entering purchase orders, shipment receipts,
shipment/invoice receipts, and invoice receipts for projects.

28 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 4 P R O JE C T S ET U P F O R P U R C HA S E O R D E R P R O C ES S IN G

To set up project preferences and default entries in

Purchase Order Processing:
1. Open the PA Purchase Order Processing Setup Options window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> Purchasing >> Purchase
Order Processing >> Project button)

2. Enter purchase order label descriptions for three purchase order formats that
are available when you are using Project Accounting. These labels will be
displayed as options in the Purchase Order Format list in the Purchase Order
Print Options window and the Print Purchasing Documents window.

3. Enter and attach a default transaction billing note. This note is used only when
you select None in the Default Billing Note From field. The note will be
displayed when you enter an item in the Purchase Order Entry window, in the
Receivings Transaction Entry window, or in the Purchasing Invoice Entry
window.

4. Select the default billing note to be displayed when entering items in the
Purchase Order Entry window, in the Receivings Transaction Entry window, or
in the Purchasing Invoice Entry window.

Budget Select to use the billing note entered for the cost category in the
project budget.

Cost Category Select to use the billing note entered for the cost category
record.

None Select to use the billing note entered as the default transaction billing
note.

5. Enter the cost description that will be assigned to invoice receipts. The cost
description will be displayed as the collective name of invoice receipts in Project
Accounting windows such as the Project Billing Settings window, Contract
Settings window, and Budget Maintenance window.

6. Select to update periodic budget amounts for actual costs using the document
date or posting date of invoice receipts.

PURCHASE ORDER PROCESSING 29

PA RT 1 S E T U P A N D C A R D S

7. Select the unit cost to use for project line items when entering purchase orders
and receipts.

Budget Select to use the unit cost entered for the cost category in the project
budget.

Cost Category Select to use the unit cost entered for the cost category
record.

None Select if you dont want to use a default unit cost.

8. Enter a percentage of how much the unit cost of an invoice receipt can exceed
the unit cost of a purchase order that the invoice receipt is matched to. To vary
the unit cost by an unlimited amount, mark the Exceed PO Unit Cost option in
the scrolling window.

9. Select the default profit type when entering invoice receipts.

Budget Select to use the profit type entered for the cost category in the project
budget.

Cost Category Select to use the profit type entered for the cost category
record.

Vendor Select the profit type entered for the vendor record in the PA Vendor
Options window.

10. Select the default inventory item price level when entering invoice receipts.

Budget Select to use the default price level entered for the item in the cost
category in a project budget.

Cost Category Select to use the default price level entered for the item in the
Item Price List Maintenance window.

None Select if you want to enter the price level when entering invoice
receipts.

11. You can enter user-defined field labels to track information about invoice
receipts.

12. In the scrolling window, mark the Allow check boxes next to the options that
you want to use. You can assign passwords to the options to restrict who has
access to them. If an option is marked, but no password is entered, anyone with
access to the affected window can perform the action. You can select to allow
the following options.

Override Document Number PO Select this option to change the

purchase order number that appears as a default entry in the Purchase Order
Entry window. If you don't mark this option, the PO Number field in the
Purchase Order Entry window will display the next number available. The
number cant be changed.

Override Document Number PI Select this option to change the

document number that appears as a default entry in the Purchasing Invoice
Entry window. If you don't mark this option, the Document Number field in the

30 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 4 P R O JE C T S ET U P F O R P U R C HA S E O R D E R P R O C ES S IN G

Purchasing Invoice Entry window will display the next number available. The
number cant be changed.

Allow Zero Quantity Select this option to enter a zero quantity for
purchase orders and invoice receipts.

Allow Zero Unit Costs Select this option to enter a zero unit cost for
purchase orders and invoice receipts.

Exceed Total Budget Quantity PO Select this option to enter a quantity

for a purchase order that exceeds the Forecast quantity set in the Budget Detail
Entry window.

Exceed Total Budget Costs PO Select this option to use a total cost for a
purchase order that exceeds the Forecast total cost set in the Budget Detail Entry
window.

Exceed Total Budget Quantity PI Select this option to enter a quantity for
an invoice receipt that exceeds the Forecast quantity set in the Budget Detail
Entry window.

Exceed Total Budget Costs PI Select this option to use a total cost for an
invoice receipt that exceeds the Forecast total cost set in the Budget Detail Entry
window.

Exceed Total Budget Revenue/Profit Select this option to use a total cost
that exceeds the Forecast revenue set in the Budget Detail Entry window.

Exceed Total PO Quantity Select this option to enter invoice receipts that
exceed the total quantity specified in purchase orders.

Exceed Total PO Costs Select this option to enter invoice receipts that
exceed the total cost specified in purchase orders.

Exceed PO Unit Cost Select this option to enter invoice receipts that exceed
the unit costs specified in purchase orders.

Allow Receiving of Unprinted PO Select this option to receive against

unprinted purchase orders.

13. Choose OK.

PURCHASE ORDER PROCESSING 31

32 P U R C H A S E O R DE R P R O C E S S I N G
PART 2: PURCHASE ORDERS
 Part 2: Purchase orders
This part of the documentation explains how to enter, print, issue, and manage
purchase orders. The data entry windows were designed to resemble actual
purchase order documents, with vendor, line item, and totals information.

Following is a list of topics that are discussed:

Chapter 5, Multicurrency transactions, describes the effects of using

Multicurrency Management with Purchase Order Processing.

Chapter 6, Purchase order entry, describes how to enter and print purchase
order information.

Chapter 7, Purchase order entry for projects, describes how to enter purchase
order information for projects.

Chapter 8, Purchase order detail entry, describes how to enter detailed

information about a purchase order, vendor, line item, or other elements of a
transaction.

Chapter 9, Purchase order generator, explains how to automatically generate

purchase orders to replenish inventory based on a reorder point you specify.

Chapter 10, Taxes for purchase orders, explains how tax is calculated,
modified, and distributed for purchase orders.

Chapter 11, Purchase order maintenance, explains how to correct, delete, and
void purchase orders. It also explains purchase order statuses and holds.

34 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 5: Multicurrency transactions
If youre using Multicurrency Management with Purchase Order Processing, you
can choose the currency you want to enter on purchase orders and receipts.

This information is divided into the following sections:

Viewing multiple currencies

Exchange rate and document date
Multicurrency account distributions

Viewing multiple currencies

You can choose whether you want to view multicurrency transactions in the
originating or the functional currency. Choose View >> Currency >> Functional or
Originating while entering a purchase order or receipt. The option will be saved on
a per user, per window basis.

You also can use the currency list button in the windows that support changing the
currency view. The View >> Currency menu options and currency list button are
available in the following windows:

Purchase Order Entry

Receivings Transaction Entry
Purchasing Invoice Entry

The first time you open these windows after registering Multicurrency
Management, all the transactions will be displayed in the originating currency. If
you change the currency view, the option you last used will be the default view the
next time you open that window.

Exchange rate and document date

If a transactions currency ID is not in the functional currency, a rate type and
associated exchange rate table are assigned to the transaction. The rate type is based
on the rate type youve assigned to the selected vendor. If one isnt assigned to the
vendor, the default rate type for the Purchasing series specified in the Multicurrency
Setup window is used. You also can choose the currency expansion button to open
the Exchange Rate Entry window to view or modify the default exchange rate.

The document date (receipt or invoice date) assigned to a transaction determines

which exchange rate is used, based on the currency ID and associated rate type
thats entered for the transaction. Each time you change the document date on a
multicurrency transaction, the system searches for a valid exchange rate. If a valid
rate doesnt exist, you can enter an exchange rate using the Exchange Rate Entry
window. If youve entered a General Ledger posting date thats different from the
document date, the exchange rate expiration date must be after the posting date.

Multicurrency account distributions

For multicurrency transactions, distribution amounts are displayed in both the
functional and originating currencies. However, you can change only the
originating amounts.

PURCHASE ORDER PROCESSING 35

PA RT 2 P U R C H A S E O R D E R S

When youre entering a multicurrency transaction, the originating debit and credit
amounts must balance. If the functional equivalents dont balance, the difference is
posted automatically to a Rounding Difference account and a distribution type of
Round identifies the distribution amount in the Purchasing Distribution Entry
window.

For example, assume youve entered an invoice in the euro currency, with an
amount of 28,755.42 EUR, a trade discount of 586.84 EUR, a discount available of
1544.33 EUR and the exchange rate is 1.0922. The distributions would be calculated
as follows:

Account Euro debit Euro credit US Dollars US Dollars

debit credit
Accounts Payable 28,755.42 EUR $31,406.67
Trade Discount 586.84 EUR $640.95
Discount 1544.33 EUR $1686.72
Available
Accrued 30,886.59 EUR $33,734.33
Purchases
Totals 30,886.59 EUR 30,886.59 EUR $33,734.34 $33,734.33
Rounding $0.01
Difference
Totals 30,886.59 EUR 30,886.59 EUR $33,734.34 $33,734.34

36 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 6: Purchase order entry
Entering purchase orders is a common routine in many businesses. You can enter
four types of purchase orders. The following table describes the types of purchase
orders you can enter.

Purchase order type Description

Standard A document that lists items that will be shipped to your business
to be received into your inventory.
Drop-ship A document that lists items that will be shipped directly to the
customer. The vendor sends you an invoice and you, in turn,
send an invoice to the customer.
Blanket A document that lists a single item and the quantities that will be
delivered in a series of shipments, usually on specific dates. The
item will be shipped to your business to be received into your
inventory.
Blanket drop-ship A document that lists a single item and the quantities that will be
delivered to the customer in a series of shipments, usually on
specific dates. The vendor sends you an invoice and you, in turn,
send an invoice to the customer.

If you are using Project Accounting, see Chapter 7, Purchase order entry for
projects, to enter purchase orders for projects. You cant enter blanket purchase
orders or drop-ship blanket purchase orders for projects.

This information is divided into the following sections:

Purchase order approval workflow

Entering a standard purchase order
Entering a drop-ship purchase order
Entering a blanket purchase order
Entering a drop-ship blanket purchase order
Copying a purchase order
Committing purchase orders to sales documents
Print options for purchase orders
Requirements for sending purchase orders in e-mail
Printing and sending an individual purchase order in e-mail
Printing and sending multiple purchase orders in e-mail
Printing an individual blanket purchase order delivery schedule
Printing multiple blanket purchase order delivery schedules

Purchase order approval workflow

If your company uses the Workflow feature among its business controls, purchase
orders might have to be approved before receiving or invoicing items. The rules for
approving purchase orders can be defined to fit your organizations needs. Multiple
approvers might be required, or approval might not be required for purchase orders
with certain buyers or small currency amounts. When a purchase order is ready to
be approved, approvers can be notified and the purchase orders can be approved,
using Microsoft Office Outlook, Microsoft Dynamics GP, or SharePoint. After a
purchase order is approved, it can be printed, sent in e-mail, received, or invoiced
against. For more information about Workflow, see the System Setup Guide (Help
>> Printable Manuals >> select System >> select System Setup Guide) or the
Workflow Administrators Guide (Help >> Printable Manuals >> select System >>
select Workflow Administrators Guide).

PURCHASE ORDER PROCESSING 37

PA RT 2 P U R C H A S E O R D E R S

Before you can use the purchase order approval workflow for Purchase Order
Processing, you must unmark the Activate Approvals option in the PO
Enhancements Setup window (Microsoft Dynamics GP menu >> Tools >> Setup >>
Purchasing >> Purchase Order Enhancements).

Entering a standard purchase order

Use the Purchase Order Entry window to enter purchase orders. You can use this
window to modify purchase orders with New, Released, and Change Order
statuses. You also can enter detailed information for each purchase order and enter
non-inventoried items.

If you are using Project Accounting, see Chapter 7, Purchase order entry for projects to
enter purchase orders for projects.

From the Actions button, you can select Create and Copy New PO to create a new
purchase order record from an existing purchase order. You also can select Copy PO
Lines to Current PO from the Actions button to copy line items from one purchase
order to another. See Copying a purchase order on page 51 or Copying line items on
page 81 for more information.

You also can select options from the Actions button to open additional windows
where you can receive items, receive and invoice items, or invoice the items from
the purchase order. See Receiving items from a purchase order on page 131 or Invoicing
items from a purchase order on page 184 for more information.

Use the View >> Currency menu option or the currency list button to view amounts
in the Purchase Order Entry window in the originating or functional currency.

To enter a standard purchase order:

1. In the navigation pane, choose the Purchasing button, and then choose the
Purchase Order Transactions list.

2. In the New group or its overflow menu, choose Standard Purchase Order to
open the Purchase Order Entry window.

3. Enter a purchase order number or accept the default entry.

38 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 6 P U R C H A S E O R D E R E N T R Y

4. Enter or select a buyer ID.

5. Accept the default date or enter a date that will be used to update your
purchasing records.

In multicurrency transactions, the exchange rate used is based on the document

date, the currency ID, and associated rate type thats entered for the transaction.

6. Choose the Date expansion button to open the Purchasing Date Entry window,
where you can enter a contract expiration date for the purchase order. Choose
OK to return to the Purchase Order Entry window.

7. Mark the Allow Sales Document Commitments option to allow purchase order
line items to be committed to matching sales order line items.

The Link Purchase Order icon will be displayed in the Quantity Ordered field
for line items with sales commitments. Select the line item and choose the
button next to the Quantity Ordered heading to view, add, or delete
commitments in the Sales Commitments for Purchase Order window. For more
information, see Committing purchase orders to sales documents on page 52.

8. Enter or select the vendor that youre ordering the item from.

To enter a temporary vendora vendor with whom you have a short-term relationship
and want to keep minimal informationplace the pointer in the Vendor ID field and
choose Options >> Temporary Vendor. The Vendor Maintenance window will open,
where you can enter a vendor name and any other information.

9. Choose the Vendor E-mail Detail Entry expansion button to open the
Purchasing E-mail Detail Entry window to update a vendor's e-mail
information for a purchase order. See Updating a vendors e-mail information for a
purchase order on page 72 for more information.

The document type to send in e-mail must be available for the vendor before
you can open the Purchasing E-mail Detail Entry window.

10. Enter or select a currency ID, or change the default currency ID.

If the currency ID is not the companys functional currency, a rate type and
associated exchange rate table is assigned to the transaction.

11. Enter or select the number of the vendor item or item youre purchasing. If a
vendor item or an item hasnt been set up in your inventory, see Adding a vendor
item on page 83, Adding an item to inventory on page 84, or Using non-inventoried
items on page 85 for more information.

The item number will be displayed if Options >> Display Vendor Item is
unmarked. If Display Vendor Item is marked, the vendor item will be
displayed.

PURCHASE ORDER PROCESSING 39

PA RT 2 P U R C H A S E O R D E R S

To indicate that an item must be a specific manufacturers item, choose the

Manufacturers Item Number expansion button to open the Purchasing
Manufacturers Item Number Entry window. See Specifying the
manufacturers item numbers to print on a purchase order on page 79 for more
information.

To view or enter additional information for a vendor item, item, or non-

inventoried item, open the Purchasing Item Detail Entry window by
choosing Item or Vendor Item expansion button. For more information, see
Entering line item detail information on page 74.

12. Enter the item quantity.

13. If youve entered a non-inventoried item, enter the unit cost. If youve entered
an inventoried item, you can modify the default unit cost.

14. Enter a site ID, or accept the default site.

Sites are required for line items. You must enter a site ID before continuing to the next
line.

15. Continue to enter all the line items for the purchase order.

16. Enter a tax schedule ID or accept the default entry. This tax schedule ID will be
used to calculate tax on the amount of the document. See Default tax schedules for
purchase orders on page 99 for more information about default tax schedule IDs
for purchase orders.

17. Enter the trade discount, freight, miscellaneous, and tax amounts. The trade
discount is automatically calculated if youve assigned a trade discount
percentage to the vendor that youre purchasing the items from.

Taxes will be calculated automatically as you enter items. For more information
about tax calculations, see Chapter 10, Taxes for purchase orders. To change
the tax amounts for the document, see Calculating and distributing summary taxes
for purchase orders on page 101. To change the tax amounts for a line item, see
Calculating and distributing detail taxes for purchase order items on page 102.

18. Enter a comment ID (optional). For more information about comments, see
Adding comments to purchasing documents on page 86.

19. Choose File >> Print to open the Purchase Order Print Options window, where
you can print the purchase order, send the purchase order in e-mail, or both.
(optional).

You also can print the purchase order by choosing the printer button or send the
purchase order in e-mail by choosing the Send in e-mail button in the upper
right of the Purchase Order Entry window.

If you are using purchase order approval workflow, the purchase order must be approved
before you can print it. You also can print a purchase order that doesnt need approval. If
you are using vendor approval workflow, the vendors assigned to the purchase orders
must be approved or have the workflow status of No Approval Needed.

40 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 6 P U R C H A S E O R D E R E N T R Y

You can select to send a purchase order in e-mail or print purchase orders in the
functional or originating currency by using the currency list button. To send a
purchase order in e-mail or print a purchase order in your reporting currency,
you must use the Purchase Order Inquiry Zoom window. For more information
about reporting currency, see the Multicurrency Management documentation.

20. Save the purchase order or submit the purchase order for approval, if you are
using Workflow.

Entering a drop-ship purchase order

Use the Purchase Order Entry window to enter a drop-ship purchase order to
purchase items on behalf of a customer. A customer also can be a vendor. The items
on the purchase order are shipped directly to the customer without ever being
physically received in your inventory. The vendor will invoice your business and
you, in turn, will invoice the customer. The quantity on hand isnt updated in
Inventory Control, but the current cost for the drop-shipped items and the item
vendor information will be updated when the invoice is posted. If the item uses the
Average Perpetual valuation method, the current cost for the drop-shipped item
wont be updated.

If you are using Project Accounting, see Chapter 7, Purchase order entry for projects to
enter purchase orders for projects

From the Actions button, you can select Create and Copy New PO to create a new
purchase order record from an existing purchase order. You also can select Copy PO
Lines to Current PO from the Actions button to copy line items from one purchase
order to another. See Copying a purchase order on page 51 or Copying line items on
page 81 for more information.

You can select Invoice the PO Items from the Actions button to open additional
windows where you can invoice the items from the purchase order. See Invoicing
items from a purchase order on page 184 for more information.

To enter a drop-ship purchase order:

1. In the navigation pane, choose the Purchasing button, and then choose the
Purchase Order Transactions list.

2. In the New group or its overflow menu, choose Drop-Ship Purchase Order to
open the Purchase Order Entry window.

3. Enter a purchase order number or accept the default entry.

4. Enter or select a buyer ID.

5. Accept the default date or enter a date that will be used to update your
purchasing records.

In multicurrency transactions, the exchange rate used is based on the document

date, the currency ID and associated rate type thats entered for the transaction.

6. Choose the Date expansion button to open the Purchasing Date Entry window,
where you can enter a contract expiration date for the drop-ship purchase order.
Choose OK to return to the Purchase Order Entry window.

PURCHASE ORDER PROCESSING 41

PA RT 2 P U R C H A S E O R D E R S

7. Mark Allow Sales Document Commitments to allow purchase order line items
to be committed to matching sales order line items.

The Link Purchase Order icon will be displayed in the Quantity Ordered field
for line items with sales commitments. Select the line item and choose the
button next to the Quantity Ordered heading to view, add, or delete
commitments in the Sales Commitments for Purchase Order window. For more
information, see Committing purchase orders to sales documents on page 52.

8. Enter or select the vendor that youre ordering the item from.

To enter a temporary vendora vendor with whom you have a short-term relationship
and want to keep minimal informationplace the pointer in the Vendor ID field and
choose Options >> Temporary Vendor. The Vendor Maintenance window will open,
where you can enter a vendor name and any other information.

9. Moving from the Vendor ID field opens the Enter Drop-Ship Customer window.

In the Enter Drop-Ship Customer window, enter or select the customer ID and
ship-to address ID where the vendor is shipping the items. Choose OK to return
to the Purchase Order Entry window.

10. Choose the Vendor E-mail Detail Entry expansion button to open the
Purchasing E-mail Detail Entry window to update a vendor's e-mail
information for a purchase order. See Updating a vendors e-mail information for a
purchase order on page 72 for more information.

The document type to send in e-mail must be available for the vendor before
you can open the Purchasing E-mail Detail Entry window.

11. Enter or select the number of the vendor item or item youre purchasing. If a
vendor item or an item hasnt been set up in your inventory, see Adding a vendor
item on page 83, Adding an item to inventory on page 84, or Using non-inventoried
items on page 85 for more information.

The item number will be displayed if Options >> Display Vendor Item is
unmarked. If Display Vendor Item is marked, the vendor item will be
displayed.

To indicate that an item must be a specific manufacturers item, choose the

Manufacturers Item Number expansion button to open the Purchasing
Manufacturers Item Number Entry window. See Specifying the
manufacturers item numbers to print on a purchase order on page 79 for more
information.

12. Enter the item quantity.

13. If youve entered a non-inventoried item, enter the unit cost. If youve entered
an inventoried item, you can modify the default unit cost.

42 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 6 P U R C H A S E O R D E R E N T R Y

14. Enter a site ID, or accept the default site.

Sites are required for line items. You must enter a site ID before continuing to the next
line.

15. Continue to enter all the line items for the purchase order.

16. Enter a tax schedule ID or accept the default entry. This tax schedule ID will be
used to calculate tax on the amount of the document. See Default tax schedules for
purchase orders on page 99 for more information about default tax schedule IDs
for purchase orders.

17. Enter the trade discount, freight, miscellaneous, and tax amounts for this
purchase order. The trade discount is automatically calculated if youve
assigned a trade discount percentage to the vendor that youre purchasing the
items from.

Taxes will be calculated automatically as you enter items. For more information
about tax calculations, see Tax calculations in Purchase Order Processing on
page 99. To change the tax amounts for the document, see Calculating and
distributing summary taxes for purchase orders on page 101. To change the tax
amounts for a line item, see Calculating and distributing detail taxes for purchase
order items on page 102.

18. Enter a comment ID (optional). For more information about comments, see
Adding comments to purchasing documents on page 86.

19. Choose File >> Print to open the Purchase Order Print Options window, where
you can print the purchase order, send the purchase order in e-mail, or both
(optional).

You also can print the purchase order by choosing the printer button or send the
purchase order in e-mail by choosing the Send in e-mail button in the upper
right of the Purchase Order Entry window.

You can select to send purchase orders in e-mail or print purchase orders in the
functional or originating currency by using the currency list button.

If you are using purchase order approval workflow, the purchase order must be approved
before you can print it. You also can print a purchase order that doesnt need approval. If
you are using vendor approval workflow, the vendors assigned to the purchase orders
must be approved or have the workflow status of No Approval Needed.

20. Save the purchase order or submit the purchase order for approval, if you are
using Workflow.

Entering a blanket purchase order

Use the Purchase Order Entry window to enter blanket purchase orders. A blanket
purchase order lists a single item and its quantities that will be delivered in a series
of shipments, usually on specific dates. The line items you enter for a blanket
purchase order must be the same item number. The item will be shipped to your
business to be received into your inventory.

Blanket purchase orders allow you to make long-term agreements with vendors to
purchase the same itemusually to receive a volume discount or to be sure of

PURCHASE ORDER PROCESSING 43

PA RT 2 P U R C H A S E O R D E R S

obtaining items that are hard to get. The agreement you make with the vendor can
be based on the total cost of the item or on the total quantity of the item. Youll use
the Purchasing Blanket Detail Entry window to enter line items for the blanket
purchase order.

The first line item entered for a blanket purchase order is called the control blanket
line item and has the line number 0. This is the line item that the blanket line items
are based on. For example, you might enter a quantity of 5,000 for the control
blanket line item and then enter five blanket line items with a quantity of 1,000 each.
The control blanket line item isnt included in tax amounts, in the purchase orders
subtotal, or printed on purchase orders. If you delete the control blanket line item,
all blanket line items are deleted. A control blanket line item cant be deleted if a
blanket line item has been received against. Unlike blanket line items, the control
blanket line item cant be received or invoiced against.

If you are using Project Accounting, the Project Number field and the Cost Cat. ID
field will be displayed in the Purchase Order Entry window, but you cant enter
project information.

From the Actions button, you can select Create and Copy New PO to create a new
purchase order record from an existing purchase order. See Copying a purchase order
on page 51 for more information.

You also can select options from the Actions button to open additional windows
where you can receive items, receive and invoice items, or invoice the items from
the purchase order. See Receiving items from a purchase order on page 131 or Invoicing
items from a purchase order on page 184 for more information.

Use the View >> Currency menu option or the currency list button to view amounts
in the Purchase Order Entry window in the originating or functional currency.

To enter a blanket purchase order:

1. In the navigation pane, choose the Purchasing button, and then choose the
Purchase Order Transactions list.

2. In the New group or its overflow menu, choose Blanket Purchase Order to open
the Purchase Order Entry window.

3. Enter a purchase order number or accept the default entry.

4. Enter or select a buyer ID.

5. Accept the default date or enter a date that will be used to update your
purchasing records.

In multicurrency transactions, the exchange rate used is based on the document

date, the currency ID, and associated rate type thats entered for the transaction.

6. Choose the Date expansion button to open the Purchasing Date Entry window,
where you can enter a contract expiration date for the blanket purchase order.
Choose OK to return to the Purchase Order Entry window.

44 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 6 P U R C H A S E O R D E R E N T R Y

7. Enter or select the vendor that youre purchasing items from.

To enter a temporary vendora vendor with whom you have a short-term relationship
and want to keep minimal informationplace the pointer in the Vendor ID field and
choose Options >> Temporary Vendor. The Vendor Maintenance window will open,
where you can enter a vendor name and any other information.

8. Choose the Vendor E-mail Detail Entry expansion button to open the
Purchasing E-mail Detail Entry window to update a vendor's e-mail
information for a purchase order. See Updating a vendors e-mail information for a
purchase order on page 72 for more information.

The document type to send in e-mail must be available for the vendor before
you can open the Purchasing E-mail Detail Entry window.

9. Enter or select a currency ID, or change the default currency ID.

If the currency ID is not the companys functional currency, a rate type and
associated exchange rate table is assigned to the transaction.

10. Mark the Allow Sales Document Commitments option to allow blanket
purchase order line items to be committed to matching sales order line items.

The Link Purchase Order icon will be displayed in the Quantity Ordered field
for blanket line items with sales commitments. Select the blanket line item and
choose the button next to the Quantity Ordered heading to view, add, or delete
commitments in the Sales Commitments for Purchase Order window. You cant
add commitments to the control blanket line item. For more information, see
Committing purchase orders to sales documents on page 52.

11. Enter or select the number of the vendor item or item youre purchasing that
will be the control blanket line item. If a vendor item or an item hasnt been set
up in your inventory, see Adding a vendor item on page 83, Adding an item to
inventory on page 84, or Using non-inventoried items on page 85 for more
information.

The item number will be displayed if Options >> Display Vendor Item is
unmarked. If Display Vendor Item is marked, the vendor item will be
displayed.

To indicate that an item must be a specific manufacturers item, choose the

Manufacturers Item Number expansion button to open the Purchasing
Manufacturers Item Number Entry window. See Specifying the
manufacturers item numbers to print on a purchase order on page 79 for more
information.

12. Enter the maximum quantity of the item to order.

13. If youve entered a non-inventoried item, enter the unit cost. If youve entered
an inventoried item, you can edit the default unit cost.

14. Enter a site ID, or accept the default.

Sites are required for line items. You must enter a site ID before continuing to the next
line.

PURCHASE ORDER PROCESSING 45

PA RT 2 P U R C H A S E O R D E R S

15. If the agreement you made with the vendor is based on the total cost of the item,
modify the extended cost to match the agreed cost.

16. Choose Blanket to open the Purchasing Blanket Detail Entry window to enter
line items for the blanket purchase order and to select which line items will be
released to the vendor when the blanket purchase order is printed.

17. If the agreement you made with the vendor is based on the total quantity, mark
Quantity to control the blanket by. If the agreement you made with the vendor
is based on the total cost of the item, mark Value to control the blanket by. If you
are managing the blanket by value, you still must enter quantities for the
blanket purchase orders delivery schedule.

18. Enter line items using different required dates and quantities, as necessary. You
also can mark each line item to be released to the vendor when the purchase
order is printed.

When youve finished entering line items, choose OK to return to the Purchase
Order Entry window.

19. Enter a tax schedule ID or accept the default entry. This tax schedule ID will be
used to calculate tax on the amount of the document. See Default tax schedules for
purchase orders on page 99 for more information about default tax schedule IDs
for purchase orders.

20. Enter the trade discount, freight, miscellaneous, and tax amounts. The trade
discount is automatically calculated if youve assigned a trade discount
percentage to the vendor that youre purchasing the items from.

Taxes will be calculated automatically as you enter items. The control blanket
line item isnt included when calculating taxes. For more information about tax
calculations, see Chapter 10, Taxes for purchase orders. To change the tax
amounts for the document, see Calculating and distributing summary taxes for
purchase orders on page 101. To change the tax amounts for a line item, see
Calculating and distributing detail taxes for purchase order items on page 102.

21. Enter a comment ID (optional). For more information about comments, see
Adding comments to purchasing documents on page 86.

46 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 6 P U R C H A S E O R D E R E N T R Y

22. Choose File >> Print to open the Purchase Order Print Options window, where
you can print the purchase order or a blanket purchase order delivery schedule.
You also can send the purchase order in e-mail (optional).

You also can print the purchase order by choosing the printer button or send the
purchase order in e-mail by choosing the Send in e-mail button in the upper
right of the Purchase Order Entry window.

If you are using purchase order approval workflow, you can print the purchase order
delivery schedule, but the purchase order must be approved before you can print it or
send it in e-mail. You also can print a purchase order or send a purchase order in e-mail
that doesnt need approval. If you are using vendor approval workflow, the vendors
assigned to the purchase orders must be approved or have the workflow status of No
Approval Needed.

You can select to send purchase orders in e-mail or print purchase orders in the
functional or originating currency using the currency list button in the Purchase
Order Entry window. To send a purchase order in e-mail or print a purchase
order in your reporting currency, you must use the Purchase Order Inquiry
Zoom window. For more information about reporting currency, see the
Multicurrency Management documentation.

You also can select to print blanket purchase order delivery schedules in the
functional or originating currency using the currency list button. To print
blanket purchase order delivery schedule in your reporting currency, you must
use the Purchase Order Inquiry Zoom window.

23. Save the purchase order or submit the purchase order for approval, if you are
using Workflow.

Entering a drop-ship blanket purchase order

Use the Purchase Order Entry window to enter a drop-ship blanket purchase order
to purchase items on behalf of a customer. A customer also can be a vendor. A drop-
ship blanket purchase order lists a single item and the quantities that will be
delivered to the customer in a series of shipments, usually on specific dates. The
items on the drop-ship blanket purchase order are shipped directly to the customer
without ever being physically received in your inventory. The vendor will send an
invoice to your business and you, in turn, will send an invoice to the customer.

Blanket purchase orders allow you to make long-term agreements with vendors to
purchase the same itemusually to receive a volume discount or to be sure of
obtaining hard to get items. The agreement you make with the vendor can be based
on the total cost of the item or for the total quantity of the item.

The quantity on hand isnt updated in Inventory Control, but the current cost for
the drop-shipped item and the item vendor information will be updated when the
invoice is posted. If the item uses the Average Perpetual valuation method, the
current cost for the drop-shipped item wont be updated.

The first line item entered for a drop-ship blanket purchase order is called the
control blanket line item and it has the line number of 0. This is the line item that the
blanket line items are based on. For example, you might enter a quantity of 5,000 for
the control blanket line item and then enter five blanket line items with a quantity of
1,000 each. The control blanket line item isnt included in tax amounts, in the
purchase orders subtotal, or printed on purchase orders. If you delete the control

PURCHASE ORDER PROCESSING 47

PA RT 2 P U R C H A S E O R D E R S

blanket line item, all blanket line items are deleted. A control blanket line item cant
be deleted if a blanket line item has been received against. Unlike blanket line items,
the control blanket line item cant be received or invoiced against.

If you are using Project Accounting, the Project Number field and the Cost Cat. ID
field will be displayed in the Purchase Order Entry window, but you cant enter
project information.

From the Actions button, you can select Create and Copy New PO to create a new
purchase order record from an existing purchase order. See Copying a purchase order
on page 51 for more information.

You also can select Invoice the PO Items from the Actions button to open additional
windows where you can invoice the items from the purchase order. See Invoicing
items from a purchase order on page 184 for more information.

To enter a drop-ship blanket purchase order:

1. In the navigation pane, choose the Purchasing button, and then choose the
Purchase Order Transactions list.

2. In the New group or its overflow menu, choose Drop-Ship Blanket Purchase
Order to open the Purchase Order Entry window.

3. Enter a purchase order number or accept the default entry.

4. Enter or select a buyer ID.

5. Accept the default date or enter a date that will be used to update your
purchasing records.

In multicurrency transactions, the exchange rate used is based on the document

date, the currency ID, and associated rate type thats entered for the transaction.

6. Choose the Date expansion button to open the Purchasing Date Entry window,
where you can enter a contract expiration date for the drop-ship blanket
purchase order. Choose OK to return to the Purchase Order Entry window.

7. Enter or select the vendor that youre ordering the item from.

To enter a temporary vendora vendor with whom you have a short-term relationship
and want to keep minimal informationplace the pointer in the Vendor ID field and
choose Options >> Temporary Vendor. The Vendor Maintenance window will open,
where you can enter a vendor name and any other information.

8. Moving from the Vendor ID field opens the Enter Drop-Ship Customer window.

In the Enter Drop-Ship Customer window, enter or select the customer ID and
ship-to address ID where the vendor is shipping the items to. Choose OK to
return to the Purchase Order Entry window.

48 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 6 P U R C H A S E O R D E R E N T R Y

9. Choose the Vendor E-mail Detail Entry expansion button to open the
Purchasing E-mail Detail Entry window to update a vendor's e-mail
information for a purchase order. See Updating a vendors e-mail information for a
purchase order on page 72 for more information.

The document type to send in e-mail must be available for the vendor before
you can open the Purchasing E-mail Detail Entry window.

10. Mark Allow Sales Document Commitments to allow purchase order line items
to be committed to matching sales order line items.

The Link Purchase Order icon will be displayed in the Quantity Ordered field
for blanket line items with sales commitments. Select the blanket line item and
choose the button next to the Quantity Ordered heading to view, add, or delete
commitments in the Sales Commitments for Purchase Order window. You cant
add a sales commitment to the control blanket line item. For more information,
see Committing purchase orders to sales documents on page 52.

11. Enter or select the number of the vendor item or item youre purchasing that
will be the control blanket line item. If a vendor item or an item that hasnt been
set up in your inventory, see Adding a vendor item on page 83, Adding an item to
inventory on page 84, or Using non-inventoried items on page 85 for more
information.

The item number will be displayed if Options >> Display Vendor Item is
unmarked. If Display Vendor Item is marked, the vendor item will be
displayed.

To indicate that an item must be a specific manufacturers item, choose the

Manufacturers Item Number expansion button to open the Purchasing
Manufacturers Item Number Entry window. See Specifying the
manufacturers item numbers to print on a purchase order on page 79 for more
information.

12. Enter the maximum quantity of the item to order.

13. If youve entered a non-inventoried item, enter the unit cost. If youve entered
an inventoried item, you can modify the default unit cost.

14. Enter a site ID, or accept the default site.

Sites are required for line items. You must enter a site ID before continuing to the next
line.

15. If the agreement you made with the vendor is based on the total cost of the item,
modify the extended cost to match the agreed cost.

16. Choose Blanket to open the Purchasing Blanket Detail Entry window to enter
line items for the drop-ship blanket purchase order and to select which line
items will be released to the vendor when the drop-ship blanket purchase order
is printed.

PURCHASE ORDER PROCESSING 49

PA RT 2 P U R C H A S E O R D E R S

17. If the agreement you made with the vendor is based on the total quantity, mark
Quantity to control the blanket by. If the agreement you made with the vendor
is based on the total cost of the item, mark Value to control the blanket by. If you
are managing the blanket by value, you still must enter quantities for the
blanket purchase orders delivery schedule.

18. Enter line items using different required dates and quantities, as necessary. You
also can mark each line item to be released to the vendor when the purchase
order is printed.

When youve finished entering line items, choose OK to return to the Purchase
Order Entry window.

19. Enter a tax schedule ID or accept the default entry. This tax schedule ID will be
used to calculate tax on the amount of the document. See Default tax schedules for
purchase orders on page 99 for more information about default tax schedule IDs
for purchase orders.

20. Enter the trade discount, freight, miscellaneous, and tax amounts for this
purchase order. The trade discount is automatically calculated if youve
assigned a trade discount percentage to the vendor that youre purchasing the
items from.

Taxes will be calculated automatically as you enter items. The control blanket
line item isnt included when calculating taxes. For more information about tax
calculations, see Tax calculations in Purchase Order Processing on page 99. To
change the tax amounts for the document, see Calculating and distributing
summary taxes for purchase orders on page 101. To change the tax amounts for a
line item, see Calculating and distributing detail taxes for purchase order items on
page 102.

21. Enter a comment ID (optional). For more information about comments, see
Adding comments to purchasing documents on page 86.

22. Choose File >> Print to open the Purchase Order Print Options window, where
you can print the purchase order or a blanket purchase order delivery schedule,
You also can send the purchase order in e-mail (optional).

You also can print the purchase order by choosing the printer button or send the
purchase order in e-mail by choosing the Send in e-mail button in the upper
right of the Purchase Order Entry window.

If you are using purchase order approval workflow, you can print the purchase order
delivery schedule, but the purchase order must be approved before you can print it or
send it in e-mail. You also can print a purchase order or send a purchase order in e-mail
that doesnt need approval. If you are using vendor approval workflow, the vendors
assigned to the purchase orders must be approved or have the workflow status of No
Approval Needed.

You can select to send purchase orders in e-mail or print purchase orders in the
functional or originating currency using the currency list button in the Purchase
Order Entry window. To send a purchase order in e-mail or print a purchase
order in your reporting currency, you must use the Purchase Order Inquiry
Zoom window. For more information about reporting currency, see the
Multicurrency Management documentation.

50 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 6 P U R C H A S E O R D E R E N T R Y

You also can select to print blanket purchase order delivery schedules in the
functional or originating currency using the currency list button. To print
blanket purchase order delivery schedule in your reporting currency, you must
use the Purchase Order Inquiry Zoom window.

23. Save the purchase order or submit the purchase order for approval, if you are
using Workflow.

Copying a purchase order

Use the Copy a Purchase Order window to create a new purchase order from an
existing purchase order. You can copy a blanket purchase order or drop-ship
blanket purchase order to another purchase order of the same type.

If the new and existing orders have different currencies and neither is the functional
currency, amounts are converted from the currency of the existing order to the
functional currency and then to the currency for the new order.

You can copy a purchase order if you are using Workflow. The new purchase order
is assigned a status of Not Submitted.

To copy a purchase order:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Choose Actions and select Create and Copy New PO to open the Copy a
Purchase Order window.

3. Enter or select a purchase order with a status of New, Released, or Change

Order to copy. You cant create a new purchase order from a purchase order that
has project information.

4. You can change the vendor, currency, and document date for the new order.

5. For drop-ship purchase orders, enter or select a customer ID and a ship-to

address ID.

6. Select a site option. If you select Use Site, enter or select a site.

PURCHASE ORDER PROCESSING 51

PA RT 2 P U R C H A S E O R D E R S

7. Enter the required, promise, and promise ship dates.

8. Select a cost option.

9. Mark the desired copy options.

10. You can choose Preview to open the Preview Line Items window, where you
can mark and modify line items before you copy them. See Previewing line items
on page 82 for more information.

11. Choose Copy.

Committing purchase orders to sales documents

Use the Sales Commitments for Purchase Order window to fill sales orders by
committing (linking) purchase order line items to Sales Order Processing line items.
You can link Sales Order Processing orders or back orders to existing New,
Released, or Change Order purchase orders. For more information about linking
sales documents to purchase orders, see the Sales Order Processing documentation.

If you are using Project Accounting, you cant commit purchase order line items for
projects to Sales Order Processing line items.

If you are using Workflow, you can commit purchase orders to sales documents,
except for rejected purchase orders. To commit a purchase order that is pending
approval, you must be the current approver of the purchase orders.

The purchase order must allow sales document commitments, and sales and
purchasing line items must meet the following requirements:

The purchase order line item that has an uncommitted quantity isnt the control
blanket line item for a blanket purchase order or a drop-ship blanket purchase
order.

The uncommitted quantity on the purchase order is equal to or more than the
quantity required by the sales document.

The item numbers match.

For inventoried items, the U of M matches if you selected to use the U of M from
the sales order line in the Sales Order Processing Setup Options window. The U
of M doesnt have to match if you selected to use the items default purchasing
U of M.

The site ID on the purchase order matches the site ID in the Sales Order
Processing Setup Options window, if you selected the option Use a Single Site
for All POs.

The site ID on the purchase order matches the site ID on the sales line, if you did
not select to use a single site for purchase orders in the Sales Order Processing
Setup Options window.

For non-inventoried line items, the item number and U of M match.

For drop-ship line items, the customer ID, shipping method, and ship-to
address match.

52 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 6 P U R C H A S E O R D E R E N T R Y

If a purchase order line item is committed to more than one sales order line item,
you can use the Sales Commitments for Purchase Order window to specify the
sequence in which the sales line items will be received. You must commit the full
quantity of the sales line item to the purchase order line item. Linking a purchase
order line item to a sales document will not change purchase order information.

To commit purchase orders to sales documents:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter or select a purchase order. Be sure the Allow Sales Document

Commitments option is marked.

3. Select a purchase order line item with an uncommitted quantity. Choose the
Link Purchase Order button on the Quantity Ordered field to open the Sales
Commitments for Purchase Order window.

The item number, description, available quantity, and other information for the
item will be displayed. If you selected a line item with existing commitments,
sales item information will be displayed in the scrolling window.

4. In the Sales Commitments for Purchase Order window, choose the Add Sales
Doc button to open the Sales Assignments for Purchase Order window, where
you can select sales line items.

PURCHASE ORDER PROCESSING 53

PA RT 2 P U R C H A S E O R D E R S

5. In the Sales Assignments for Purchase Order window, select a sales line item
and choose the Select button to create a link between the purchase order and the
line item. The window will close, and information for the sales line item you
chose will appear in the Sales Commitments for Purchase Order window.

A sales line item can be linked to only one purchase order line item, but a purchase order
line item can have multiple sales commitments. A drop-ship purchase order or a drop-
ship blanket purchase order can be committed only to drop-ship sales order line items.

6. If a line item has more than one Sales Order Processing commitment, you can
use the arrow buttons in the Sales Commitments for Purchase Order window to
specify the order in which committed quantities will be received.

To view document information for a Sales Order Processing line item, click on the Sales
Document Number link.

7. Choose the OK button to save the commitments and return to the Purchase
Order Entry window.

Print options for purchase orders

In the Purchase Order Print Options window and the Print Purchasing Documents
window, you can select the type of information you want to print on purchase
orders. When you send purchase orders to your vendors in e-mail, you use the same
options you use as when you are printing purchase orders. The print options that
are available depend on the document you are printing or sending in e-mail.

Print Canceled Items All line items that exist on each purchase order will be
printed including line items with a Canceled status, if they were released to the
vendor. Line items that changed from New to Canceled (and were never released)
will not be printed or sent. Items with a partially canceled quantity are always
printed or sent, regardless of whether you mark this option. If you dont print
canceled items, line items that have a Canceled status wont be printed on the
purchase order and the quantity ordered will be reduced by the canceled quantity.

For example, assume that youve entered a purchase order that has two line items in
the Purchase Order Entry window.

Item Quantity Quantity Unit Cost Extended Status

Ordered Canceled Cost
Item 1 10 1 $1.00 $10.00 Released
Item 2 5 5 $1.00 $5.00 Canceled

The Subtotal amount is $15.00. The Remaining PO Subtotal amount is $9.00.

If you marked the Print Canceled Items option, the following information would be
printed on the purchase order:

Item Quantity Ordered Unit Price Extended Price

Item 1 9 $1.00 $9.00

Include In Totals Amounts from canceled items will be included in the purchase
order total. If you print both canceled line items and their amounts, the quantity
ordered for the purchase order is taken from the Quantity Ordered field in the
Purchase Order Entry window.

54 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 6 P U R C H A S E O R D E R E N T R Y

Using the information from the previous example, the following information would
be printed on the purchase order if you marked the Print Canceled Items and the
Include In Totals options:

Item Quantity Ordered Unit Price Extended Price

Item 1 10 $1.00 $10.00
Item 2 5 $1.00 $5.00

The Subtotal amount is $15.00.

If you print canceled line items but not their amounts, the quantity ordered is
reduced by the canceled quantity. The following information would be printed:

Item Quantity Ordered Unit Price Extended Price

Item 1 9 $1.00 $9.00
Item 2 0 $1.00 $0.00

The Subtotal amount is $9.00.

Include POs On Hold Mark this option to print purchase orders that are on
hold. Printing a purchase order that is on hold will not change its status.

Print Reference Number and FOB The reference number and Free on Board
designation are printed in addition to the vendor item number. (The vendor item
number is printed on the purchase order regardless of whether you selected to print
the reference number.) The reference number is the item number as it was entered in
the Item Maintenance window.

Combine Similar Items Similar items are combined into a single line item
when printing a purchase order.

Line items on blanket purchase orders and drop-ship blanket purchase orders will
not be combined when this option is marked.

Similar inventoried items can be combined when the item number, unit of measure,
originating unit cost, required date, shipping method, and address information are
the same. Similar non-inventoried items can be combined if the item number,
vendor item number, unit of measure, originating unit cost, required date, shipping
method, and address information are the same. The address information includes
name, contact, address, city, state, ZIP code or postal code, and country/region.

For example, assume that two different departments submitted requests for a fax
machine. Each request was entered as a separate line item on one standard purchase
order.

Line Item Number Vendor U of M Site Quantity Unit Cost Extended Requested
Item Cost by
1 FAX001 FAX Each North 1 $450.75 $450.75 Support
2 PHONE001 TELEPHONE Each North 1 $ 75.87 $ 75.87 Support
3 FAX001 FAX Each North 1 $450.75 $450.75 Admin
4 DESK001 COMPUTER Each South 1 $750.99 $750.99 Admin
DESK

PURCHASE ORDER PROCESSING 55

PA RT 2 P U R C H A S E O R D E R S

If you choose to combine similar items on a purchase order and the shipping
method and address information are the same for both line items, the following line
items would be printed on the purchase order as.

Line Item Number Vendor Item U of M Site Quantity Unit Cost Extended Cost
1 FAX001 FAX Each North 2 $450.75 $901.50
2 PHONE001 TELEPHONE Each North 1 $ 75.87 $ 75.87
4 DESK001 COMPUTER Each South 1 $750.99 $750.99
DESK

When printing a standard or drop-ship purchase order and similar items are
combined into a single line item, the purchase order will display the first line
number for the combined line items. In the above example, line 1 and line 3 are
combined and line 1 will display the combined items.

Reprint Previously Printed POs Reprint purchase orders that youve already
printed. When you print a purchase order with a Change Order status, the status of
the purchase order changes to Released. This option is available only in the Print
Purchasing Documents window.

Print One Purchase Order per Address Line items that have the same
address and shipping method can be included on the same purchase order. For
example, assume that youve marked the Print One Purchase Order per Address
option and have entered the following line item information for PO001, a standard
purchase order.

Item Shipping method Address

Item A NEXT DAY 1234 Allen Street East
Chicago, IL
Item B PICKUP 123 West Boardwalk
New York, NY
Item C NEXT DAY 12345 Market Drive
Chicago, IL
Item D PICKUP 123 West Boardwalk
New York, NY

When you print PO001, three separate purchase orders will be printed.

A purchase order PO001 for Item A.

A purchase order PO001 for Item B and D.
A purchase order PO001 for Item C.

However, if the Print One Purchase Order per Address option isnt marked, only
one purchase order for PO0001 will be printed. The address and shipping method
for each purchase order item will be printed on the purchase order.

If you are using Project Accounting, this option will not apply to the purchase order
formats that you entered in the PA Purchase Order Processing Setup Options
window.

Include Tax Details The tax details that were used to calculate the tax will be
printed directly beneath the item on the document. Each tax detail must have the
Print on Documents option in the Tax Detail Maintenance window marked before
the tax detail can be printed on documents. Mark Print Dual Currencies to print
summary tax information in both the originating and functional currencies on

56 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 6 P U R C H A S E O R D E R E N T R Y

purchase orders that include tax details. Mark Line Item and Summary if you want
to include details for line items as well as summary tax information. Mark
Summary Taxes Only if you want to include only the summary of tax detail
information for each printed document. Summary taxes are printed at the bottom of
the document.

Requirements for sending purchase orders in e-mail

You can send purchase orders, drop-ship purchase orders, blanket purchase orders,
drop-ship blanket purchases orders in e-mail if the following conditions are met.

The document type to send in e-mail must be available for the vendor to send in
e-mail.

At least one e-mail address, To, Cc, or Bcc, must be assigned to the vendor using
the Internet Information window or the Purchasing E-mail Detail Entry
window.

Word templates for Microsoft Dynamics GP for the vendor and document type
must be enabled in the Template Configuration Manager window before you
can send documents as DOCX, PDF, or XPS attachments.

The Microsoft Save as PDF or XPS Add-in for 2007 Microsoft Office is required
if you are sending XPS or PDF documents in e-mail.

Depending on the document type, Microsoft Word 2007 or greater and Word
templates for Microsoft Dynamics GP are required.

File format Word 2007 Word templates

XPS Required Enabled
PDF Required Enabled
DOCX Not required Enabled
HTML Not required Not required

You can send documents by e-mail only if you're using a MAPI-compliant e-

mail service.

The file size of the document must not be greater than the maximum file size set
in the Vendor E-mail Options window.

Depending on the file format you choose to send your documents in e-mail,
your customers and vendors must be using the following components to view
their documents.

File format Component

XPS Microsoft XPS Viewer
PDF Adobe Reader
DOCX Microsoft Word Viewer
HTML Internet Explorer 7
Internet Explorer 8

PURCHASE ORDER PROCESSING 57

PA RT 2 P U R C H A S E O R D E R S

Printing and sending an individual purchase order in

e-mail
Use the Purchase Order Print Options window to print an individual purchase
order when youve finished entering it and are satisfied there are no mistakes on it.
You also can send the purchase order in e-mail using the Purchase Order Print
Options window or by you choosing the Send in e-mail button in the upper right of
the Purchase Order Entry window. See Printing and sending multiple purchase orders
in e-mail on page 59 for information about printing and sending several purchase
orders at once.

If you are using purchase order approval workflow, the purchase order must be approved
before you can print or send it. You can print or send a purchase order that doesnt need
approval. If you are using vendor approval workflow, you can print or send a purchase order
only if the vendor assigned to the purchase order has been approved or has a workflow status
of No Approval Needed.

You also can print and send a historical purchase order in e-mail, which is a closed
or canceled purchase order that has been moved to history. To print or send an
historical purchase order, you must use the Purchase Order Inquiry Zoom window
to open the Purchase Order Print Options window. See Viewing purchasing documents
on page 266 for more information.

To print and send an individual purchase order in e-mail:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter or select a purchase order.

3. Choose File >> Print to open the Purchase Order Print Options window.

If youre using preprinted purchase order forms, we recommend that you print an
alignment form. Xs will be printed in the place of the actual purchase order information.
Verify that the purchase order forms are aligned correctly.

4. Select to print, send the purchase order in e-mail, or both.

5. Select a format for the purchase order.

To send a purchase order in e-mail, the document format must be Blank Paper.

58 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 6 P U R C H A S E O R D E R E N T R Y

6. From the currency list button, select whether to print or send the purchase order
in the functional or originating currency.

To print or send a purchase order in the reporting currency, you must use the Purchase
Order Inquiry Zoom window. For more information, see Viewing purchasing
documents on page 266.

7. Select the print options when printing or sending the purchase order. For
example, you can print canceled items and the totals from the canceled items on
the purchase orders.

8. Select whether to include tax details on the document.

9. Print the purchase order, send the purchase order in e-mail, or both.

The status of New purchase orders will be changed to Released when at least
one line item on the purchase order changes from New to Released. A Change
Order purchase order also changes to Released when printing it or sending it in
e-mail results in at least one Released purchase order line item and no
remaining Change Order purchase order line items.

If you are printing or sending blanket and drop-ship blanket purchase orders,
the status of New line items will be changed to Released, if line items have been
marked to release in the Purchasing Blanket Detail Entry window. For more
information, see Entering line items with multiple release dates on page 74. For
more information about statuses, see Status overview on page 109.

The control blanket line item isnt printed on the blanket purchase order or the
blanket drop-ship purchase order.

Printing and sending multiple purchase orders in

e-mail
Use the Print Purchasing Documents window to print a range of purchase orders
when youve finished entering them and are satisfied there are no mistakes on
them. You also can send a range of purchase orders in e-mail. See Printing and
sending an individual purchase order in e-mail on page 58 for information about
printing and sending individual purchase orders in e-mail.

If you are using purchase order approval workflow, the purchase order must be approved
before you can print or send it. You also can print or send a purchase order that doesnt need
approval. If you are using vendor approval workflow, the vendors assigned to the purchase
orders must be approved or have the workflow status of No Approval Needed.

You also can print or send a range of historical purchase orders. A historical
purchase order is a closed or canceled purchase order that has been moved to
history.

PURCHASE ORDER PROCESSING 59

PA RT 2 P U R C H A S E O R D E R S

To print and send multiple purchase orders in e-mail:

1. Open the Print Purchasing Documents window.
(Transactions >> Purchasing >> Print Purchasing Documents)

If youre using preprinted purchase order forms, we recommend that you print an
alignment form. Xs will be printed in the place of the actual purchase order
information. Verify that the purchase order forms are aligned correctly.

2. Select to print or send purchase orders or historical purchase orders.

3. Select a format for purchase orders.

To send a purchase order in e-mail, the document format must be Blank Paper.

4. Select whether to sort purchase orders by purchase order number or by vendor

ID.

5. From the currency list button, select whether to print the purchase orders in
functional, originating, or reporting currency.

6. Select the print options when printing purchase orders, sending purchase
orders in e-mail, or both. For example, you can print canceled items and the
totals from the canceled items on the purchase orders.

7. Select which purchase order statuses you want to include.

The status of New purchase orders will be changed to Released when at least
one purchase order line item changes from New to Released. A Change Order
purchase order also changes to Released when printing it or sending it in e-mail
results in at least one Released purchase order line and no remaining Change
Order purchase order line items.

If you are printing or sending blanket and drop-ship blanket purchase orders,
the status of New line items will be changed to Released, if line items have been
marked to release in the Purchasing Blanket Detail Entry window.

60 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 6 P U R C H A S E O R D E R E N T R Y

8. Select a range type and enter starting and ending values for the range.

9. Choose Insert to move the range restriction youve defined into the Restrictions
list.

You can define additional range restrictions, but you can define only one range
restriction per range type. For example, you can specify a range of purchase
orders and a range of item numbers, but you cant specify two purchase order
ranges.

10. Print the purchase orders, send the purchase orders in e-mail, or both.

The control blanket line item isnt printed on a blanket purchase order or a
blanket drop-ship purchase order.

Printing an individual blanket purchase order delivery

schedule
Use the Purchase Order Print Options window to print an individual estimated
delivery schedule after youve finished entering a blanket purchase order or a drop-
ship blanket purchase order. See Printing multiple blanket purchase order delivery
schedules on page 62 for information about printing several delivery schedules at
once.

Printing the delivery schedule wont release the items to the vendor. To release
items to the vendor, print a purchase order.

To print an individual blanket purchase order delivery

schedule:
1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter or select a blanket purchase order or drop-ship blanket purchase order.

3. Choose File >> Print to open the Purchase Order Print Options window.

4. Select to print a delivery schedule.

PURCHASE ORDER PROCESSING 61

PA RT 2 P U R C H A S E O R D E R S

5. From the currency list button, select whether to print in the functional or
originating currency.

To print a blanket purchase order delivery schedule in the reporting currency, you must
use the Purchase Order Inquiry Zoom window. For more information, see Viewing
purchasing documents on page 266.

6. Choose Print to print the delivery schedule.

Printing multiple blanket purchase order delivery

schedules
Use the Print Purchasing Documents window to print a range of estimated delivery
schedules for blanket and drop-ship blanket purchase orders. See Printing an
individual blanket purchase order delivery schedule on page 61 for information about
printing individual delivery schedule.

Printing the delivery schedule wont release the items to the vendor. To release
items to the vendor, print a purchase order.

To print multiple blanket purchase order delivery

schedules:
1. Open the Print Purchasing Documents window.
(Transactions >> Purchasing >> Print Purchasing Documents)

2. Select to print delivery schedules.

3. From the currency list button, select whether to print the delivery schedules in
functional, originating, or reporting currency.

4. Select whether or not to include purchase orders that are on hold.

5. Select a range type and enter starting and ending values for the range.

62 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 6 P U R C H A S E O R D E R E N T R Y

6. Choose Insert to move the range restriction youve defined into the Restrictions
list.

You can define additional range restrictions, but you can define only one range
restriction per range type. For example, you can specify a range of purchase
orders and a range of item numbers, but you cant specify two purchase order
ranges.

7. Choose Print to print the delivery schedules.

PURCHASE ORDER PROCESSING 63

64 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 7: Purchase order entry for projects
If you are using Project Accounting, you can enter standard and drop-ship purchase
orders for projects. You can enter blanket and drop-ship blanket purchase orders,
but you cant enter a project number or a cost category for items assigned to those
purchase order types. For more information about blanket purchase orders, see
Entering a blanket purchase order on page 43. For more information about drop-ship
blanket purchase orders, see Entering a drop-ship blanket purchase order on page 47.

This information is divided into the following sections:

Project numbers and cost categories in Purchase Order Processing

Entering a standard purchase order for projects
Entering a drop-ship purchase order for projects

Project numbers and cost categories in Purchase

Order Processing
A project number identifies the project where the item in the purchase order,
shipment receipt, shipment/invoice receipt or invoice receipt will be used. Each
project has its own budget and is made up of cost categories. If an item isnt
assigned to a project, you can enter <None> or leave the project number blank. If an
item isnt assigned to a project, the item isnt assigned to a budget.

A cost category is a name given to a project expense, such as, labor, building rental,
and materials. When a cost category is used in a project, it is usually called a budget
item. Each cost category that is assigned to a project has its own budget. If an item
doesnt have a project number, you dont have to enter a cost category. You can
leave the cost category blank. You must enter a cost category ID if the item youre
entering is part of a project.

Entering a standard purchase order for projects

Use the Purchase Order Entry window to enter purchase orders. A purchase order
can involve various projects, cost categories, and itemsall of them to be acquired
from a single vendor only. You can use this window to modify purchase orders with
New, Released, and Change Order statuses. You also can enter detailed information
for each purchase order and enter inventoried and non-inventoried items. See
Inventoried items and non-inventoried items for projects on page 85 for more
information.

From the Actions button, you can select Create and Copy New PO to create a new
purchase order record from an existing purchase order. You also can select Copy PO
Lines to Current PO from the Actions button to copy line items from one purchase
order to another. You wont be able to copy purchase orders or line items that have
project numbers and cost categories assigned to them. See Copying a purchase order
on page 51 or Copying line items on page 81 for more information.

You also can select options from the Actions button to open additional windows
where you can receive items, receive and invoice items, or invoice the items from
the purchase order. See Receiving items from a purchase order on page 131 or Invoicing
items from a purchase order on page 184 for more information.

Use the View >> Currency menu option or the currency list button to view amounts
in the Purchase Order Entry window in the originating or functional currency.

PURCHASE ORDER PROCESSING 65

PA RT 2 P U R C H A S E O R D E R S

To enter a standard purchase order for projects:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Select Standard as the document type.

3. Enter a purchase order number or accept the default entry.

4. Enter or select a buyer ID.

5. Accept the default date or enter a date that will be used to update your
purchasing records.

In multicurrency transactions, the exchange rate used is based on the document

date, the currency ID, and associated rate type thats entered for the transaction.

6. Enter or select the vendor that youre ordering the item from.

To enter a temporary vendora vendor with whom you have a short-term relationship
and want to keep minimal informationplace the pointer in the Vendor ID field and
choose Options >> Temporary Vendor. The Vendor Maintenance window will open,
where you can enter a vendor name and any other information.

7. Enter or select a currency ID, or change the default currency ID.

If the currency ID is not the companys functional currency, a rate type and
associated exchange rate table is assigned to the transaction.

8. Enter or select the project where an item will be used. If the item that youre
purchasing isnt assigned to a project, enter <NONE> or leave the Project No.
field blank.

You cannot enter a project number that belongs to a contract with a status of On
Hold, Closed, or Estimate. In addition, you cannot enter a project number for a
project, contract, or customer that doesnt allow you to enter or post cost
transactions.

66 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 7 P U R C H A S E O R D E R E N T R Y F O R P R O J E C T S

You cant enter a project number and a cost category if the Options >> Display
Vendor Item is marked to display the vendor items.

9. Enter or select the cost category where an item will be used. You must enter a
cost category ID if the item youre entering is part of a project. If the item isnt a
part of a project, leave the Cost Category field blank.

10. Enter or select the number of the item youre purchasing. If an item hasnt been
set up in your inventory, see Adding an item to inventory on page 84 or Using non-
inventoried items on page 85 for more information.

Inventoried items entered for a project must be assigned to a cost category in

the Budget Detail IV Items window. If the item isnt assigned to a budget, you
must add the item to the budget. You cannot add a new inventoried item if the
Allow Entry of New Budgets/Materials option is not marked in the User
Purchase Order Settings window. See Inventoried items and non-inventoried items
for projects on page 85 for more information.

11. Enter the item quantity.

12. If youve entered a non-inventoried item, enter the unit cost. If youve entered
an inventoried item, you can modify the default unit cost.

13. Enter a site ID, or accept the default site.

Sites are required for line items. You must enter a site ID before continuing to the next
line.

14. Continue to enter all the line items for the purchase order.

15. Enter a tax schedule ID or accept the default entry. This tax schedule ID will be
used to calculate tax on the amount of the document. See Default tax schedules for
purchase orders on page 99 for more information about default tax schedule IDs
for purchase orders.

16. Enter the trade discount, freight, miscellaneous, and tax amounts. The trade
discount is automatically calculated if youve assigned a trade discount
percentage to the vendor that youre purchasing the items from.

Taxes will be calculated automatically as you enter items. For more information
about tax calculations, see Chapter 10, Taxes for purchase orders. You cant
change the Tax amount in the Purchase Order Entry window even if your
system is set up to allow editing summary-level taxes in the Company Setup
Options window. To change the tax amounts for a line item, see Calculating and
distributing detail taxes for purchase order items on page 102.

17. Enter a comment ID (optional). For more information about comments, see
Adding comments to purchasing documents on page 86.

18. Choose File >> Print to open the Purchase Order Print Options window, where
you can print the purchase order (optional). See Printing and sending an
individual purchase order in e-mail on page 58 for more information. For
information about printing several purchase orders at once, see Printing and
sending multiple purchase orders in e-mail on page 59.

PURCHASE ORDER PROCESSING 67

PA RT 2 P U R C H A S E O R D E R S

If you are using purchase order approval workflow, the purchase order must be approved
before you can print it. You also can print a purchase order that doesnt need approval. If
you are using vendor approval workflow, the vendors assigned to the purchase orders
must be approved or have the workflow status of No Approval Needed.

You can select to print purchase orders in the functional or originating currency
using the currency list button. To print a purchase order in your reporting
currency, you must use the Purchase Order Inquiry Zoom window. For more
information about reporting currency, see the Multicurrency Management
documentation.

19. Save the purchase order or submit the purchase order for approval, if you are
using Workflow.

Entering a drop-ship purchase order for projects

Use the Purchase Order Entry window to enter a drop-ship purchase order to
purchase items on behalf of a customer. A customer also can be a vendor. The items
on the purchase order are shipped directly to the customer without ever being
physically received in your inventory. The vendor will invoice your business and
you, in turn, will invoice the customer. The quantity on hand isnt updated in
Inventory Control, but the current cost for the drop-shipped items and the item
vendor information will be updated when the invoice is posted. If the item uses the
Average Perpetual valuation method, the current cost for the drop-shipped item
wont be updated.

You also can enter detailed information for each purchase order and enter
inventoried and non-inventoried items. See Inventoried items and non-inventoried
items for projects on page 85 for more information.

From the Actions button, you can select Create and Copy New PO to create a new
purchase order record from an existing purchase order. You also can select Copy PO
Lines to Current PO from the Actions button to copy line items from one purchase
order to another. You wont be able to copy purchase orders or line items that have
project numbers and cost categories assigned to them. See Copying a purchase order
on page 51 or Copying line items on page 81 for more information.

You can select Invoice the PO Items from the Actions button to open additional
windows where you can invoice the items from the purchase order. See Invoicing
items from a purchase order on page 184 for more information.

To enter a drop-ship purchase order for projects:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Select Drop-Ship as the document type.

3. Enter a purchase order number or accept the default entry.

4. Enter or select a buyer ID.

68 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 7 P U R C H A S E O R D E R E N T R Y F O R P R O J E C T S

5. Accept the default date or enter a date that will be used to update your
purchasing records.

In multicurrency transactions, the exchange rate used is based on the document

date, the currency ID and associated rate type thats entered for the transaction.

6. Enter or select the vendor that youre ordering the item from.

To enter a temporary vendora vendor with whom you have a short-term relationship
and want to keep minimal informationplace the pointer in the Vendor ID field and
choose Options >> Temporary Vendor. The Vendor Maintenance window will open,
where you can enter a vendor name and any other information.

7. Moving from the Vendor ID field opens the Enter Drop-Ship Customer window.

In the Enter Drop-Ship Customer window, enter or select the customer ID and
ship-to address ID where the vendor is shipping the items. Choose OK to return
to the Purchase Order Entry window.

8. Enter or select the project where an item will be used. If the item that youre
purchasing isnt assigned to a project because the item isnt assigned to a
budget, leave the Project No. field blank.

You cannot enter a project number that belongs to a contract with a status of On
Hold, Closed, or Estimate. In addition, you cannot enter a project number for a
project, contract, or customer that doesnt allow you to enter or post cost
transactions.

You cant enter a project number or a cost category if the Options >> Display
Vendor Item is marked to display the vendor items.

9. Enter or select the cost category. You must enter a cost category ID if the item
youre entering is part of a project. If the item isnt part of a project, you can
leave the Cost Category ID field blank.

10. Enter or select the number of the item youre purchasing. If an item hasnt been
set up in your inventory, see Adding an item to inventory on page 84 or Using non-
inventoried items on page 85 for more information.

Inventoried items entered for a project must be assigned to a cost category in

the Budget Detail IV Items window. If the item isnt assigned to a budget, you
must add the item to the budget. You cannot add a new inventoried item if the
Allow Entry of New Budgets/Materials option is not marked in the User
Purchase Order Settings window. See Inventoried items and non-inventoried items
for projects on page 85 for more information.

11. Enter the item quantity.

12. If youve entered a non-inventoried item, enter the unit cost. If youve entered
an inventoried item, you can modify the default unit cost.

PURCHASE ORDER PROCESSING 69

PA RT 2 P U R C H A S E O R D E R S

13. Enter a site ID, or accept the default site.

Sites are required for line items. You must enter a site ID before continuing to the next
line.

14. Continue to enter all the line items for the purchase order.

15. Enter a tax schedule ID or accept the default entry. This tax schedule ID will be
used to calculate tax on the amount of the document. See Default tax schedules for
purchase orders on page 99 for more information about default tax schedule IDs
for purchase orders.

16. Enter the trade discount, freight, miscellaneous, and tax amounts for this
purchase order. The trade discount is automatically calculated if youve
assigned a trade discount percentage to the vendor that youre purchasing the
items from.

Taxes will be calculated automatically as you enter items. For more information
about tax calculations, see Tax calculations in Purchase Order Processing on
page 99. You cant change the Tax amount in the Purchase Order Entry window
even if your system is set up to allow editing summary-level taxes in the
Company Setup Options window. To change the tax amounts for a line item, see
Calculating and distributing detail taxes for purchase order items on page 102.

17. Enter a comment ID (optional). For more information about comments, see
Adding comments to purchasing documents on page 86.

18. Choose File >> Print to open the Purchase Order Print Options window, where
you can print the purchase order (optional). See Printing and sending an
individual purchase order in e-mail on page 58 for more information. For
information about printing several purchase orders at once, see Printing and
sending multiple purchase orders in e-mail on page 59.

If you are using purchase order approval workflow, the purchase order must be approved
before you can print it. You also can print a purchase order that doesnt need approval. If
you are using vendor approval workflow, the vendors assigned to the purchase orders
must be approved or have the workflow status of No Approval Needed.

You can select to print purchase orders in the functional or originating currency
using the currency list button.

19. Save the purchase order or submit the purchase order for approval, if you are
using Workflow.

70 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 8: Purchase order detail entry
The Purchase Order Entry window is designed to resemble a physical purchase
order document and includes vendor, line item, and total information. Use the
expansion buttons in the Purchase Order Entry window to open windows where
you can enter detailed information about a document, vendor, line item, or other
elements of a purchase order.

This information is divided into the following sections:

Entering vendor information

Updating a vendors e-mail information for a purchase order
Entering line items with multiple release dates
Entering line item detail information
Entering project line item detail information
Specifying the manufacturers item numbers to print on a purchase order
Entering and releasing blanket line items
Copying line items
Previewing line items
Adding a vendor item
Adding an item to inventory
Using non-inventoried items
Inventoried items and non-inventoried items for projects
Adding comments to purchasing documents

Entering vendor information

Use the Purchasing Vendor Detail Entry window to display or enter additional
information about a vendor for a purchase order. You can change information such
as the name, address, and shipping method. If you select a vendor ID in the
Purchase Order Entry window before opening this window, that vendor will be
displayed.

Any changes you make in the Purchasing Vendor Detail Entry window will be
applied to the purchase order youre working with, but wont affect the vendors
permanent record.

To enter vendor information:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter or select a purchase order.

PURCHASE ORDER PROCESSING 71

PA RT 2 P U R C H A S E O R D E R S

3. Choose the Vendor ID expansion button to open the Purchasing Vendor Detail
Entry window.

Currency amounts in this window appear in the functional or originating

currency, depending on the view selected in the Purchase Order Entry window.

4. Enter the information or highlight the fields to change, such as vendor name,
customer ID (if youre entering a drop-ship purchase order or drop-ship blanket
purchase order), the address IDs, contract number, payment terms, or shipping
method. You also can enter the name or initials of the person who should
approve the order, and a tax registration number if applicable.

If you change the purchase address ID, ship-to address ID, or shipping method,
the line items assigned to the purchase order arent updated automatically. You
should review address and shipping information for each item.

5. To make changes to the purchase address information or ship-to address

information for the document, choose the expansion button next to the
Purchase Address ID field or the Ship To Address ID field to open the
Purchasing Ship To Address Entry window.

6. Choose OK to close the window and continue entering the purchase order.

Updating a vendors e-mail information for a purchase

order
Use the Purchasing E-mail Detail Entry window to update a vendor's e-mail
information for a transaction. The changes you enter in this window will affect only
the current transaction. To make permanent changes to the vendor record for e-mail
settings, make them using the Vendor E-mail Options window.

You can change the subject, message ID, and message if the Allow Update of E-mail
at Entry option in the Purchasing E-mail Setup window is marked. You can update
the reply to address if the ChangingReply to' Address option in the Purchasing E-
mail Setup window is marked.

72 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 8 P U R C H A S E O R D E R D E T A I L E N T R Y

To update vendors e-mail information for a purchase

order:
1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter or select a purchase order.

3. Select a vendor ID.

4. Choose the E-mail Detail Entry expansion button to open the Purchasing E-mail
Detail Entry window.

5. Enter a To, Cc, or Bcc address to send the transaction in e-mail. You must enter
at least one e-mail address to send transactions in e-mail. The default e-mail
addresses entered in the Internet Information window are displayed for the
vendor. You can update the To, Cc, and Bcc e-mail addresses, if applicable.

6. Enter or select a message ID if you want to use a predefined message.

7. Enter a subject line for the message. If you don't enter a subject for the message,
the document number of the transaction you are sending is used.

8. Edit the message that will appear in the e-mail when sending the purchase
order.

9. Update the address that a vendor can use to send a reply e-mail. For example,
assume that you have entered purchasing@fabrikam.com as the reply to
address. If you send a document in e-mail to a vendor, the vendor receives e-
mail from someone@fabrikam.com. When the vendor replies to the e-mail,
purchasing@fabrikam.com is used in the To field.

10. Choose Save to save your changes.

Choose Default to restore the default e-mail settings entered for the vendor in
Vendor E-mail Options window.

PURCHASE ORDER PROCESSING 73

PA RT 2 P U R C H A S E O R D E R S

Entering line items with multiple release dates

Use the Release By Date field in the Purchasing Item Detail Entry window to specify
the date youd like to order an item. You can enter release by dates to create a
purchase order with multiple line items that will be released to the vendor at
different times.

The release by date is calculated if the Calculate Line Items Release By Date Based
on Vendor Lead Time option in the Purchase Order Processing Setup window is
marked. The release by date is calculated by subtracting the number of planning
lead time days from the required date entered for the line item. The Release By Date
is not recalculated when you modify the Required Date. If the Calculate Line Items
Release By Date based on Vendor Lead Time option isnt marked, the release by
date isnt calculated.

If you are using Project Accounting, you cant use the Calculate Line Items Release
By Date Based on Vendor Lead Time option to calculate the release by date.

You can monitor the release by dates of purchase order lines by printing a PO Line
Items to Release report.

You also can set up a business alert to notify you when a purchase order lines
release by date equals the user date, if you are using business alerts.

If a purchase order is generated from Material Requirements Planning (in the

Manufacturing Series), the release by date will be calculated and filled based on the
required date and the item/vendors planning lead time.

If you are using Project Accounting, you cant generate purchase orders for projects
from Material Requirements Planning.

Entering line item detail information

Use the Purchasing Item Detail Entry window to view or enter additional
information for a vendor item, item, or non-inventoried item. You can enter more
specific information, such as the required and promised shipping dates, and a
comment ID. You also can use the Release By Date field to specify the date youd
like to order an item. For more information about release dates, see Entering line
items with multiple release dates on page 74. If you select an item in the Purchase
Order Entry window before opening this window, that item will be displayed.

If you are using Project Accounting, you can enter blanket purchase order line
items. The Project Number field and the Cost Cat. ID field will be displayed in the
Purchasing Item Detail Entry window, but you cant enter project information. To
enter additional information for a line item assigned to a project, see Entering project
line item detail information on page 77.

To enter line item detail information:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

74 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 8 P U R C H A S E O R D E R D E T A I L E N T R Y

2. Enter or select a purchase order number, select a line item, and choose the
Vendor Item or Item expansion button to open the Purchasing Item Detail Entry
window.

Currency amounts in this window appear in the functional or originating

currency, depending on the view selected in the Purchase Order Entry window.

3. Enter the item using either the vendors item number or your companys item
number. You also can enter a vendor item or an item that hasnt been set up in
your inventory.

You can display the vendors item number by marking Options >> Display
Vendor Item. If the option is not marked, your companys item number will be
displayed. You can change this at any time.

If you are entering line items for a blanket purchase order or a drop-ship
blanket purchase order, all line items must have the same item number. The first
item entered for a blanket purchase order or a drop-ship blanket purchase order
is the control blanket line item and it has the line number of 0.

To specify that an item must be a specific manufacturers item, choose the

Manufacturers Item Number expansion button to open the Purchasing
Manufacturers Item Number Entry window. See Specifying the manufacturers
item numbers to print on a purchase order on page 79 for more information.

4. Enter or modify the quantity ordered. If you are entering the quantity ordered
for a control blanket line item for a blanket or drop-ship blanket purchase order,
enter the maximum quantity amount to order.

The Link Purchase Order icon will be displayed in the Quantity Ordered field
for line items with sales commitments. Choose the Link Purchase Order button
next to the Quantity Ordered heading to view, add, or delete commitments in
the Sales Commitments for Purchase Order window. The control blanket line
item for a blanket purchase order or a drop-ship blanket purchase order cant be
added to a commitment. For more information, see Committing purchase orders to
sales documents on page 52.

PURCHASE ORDER PROCESSING 75

PA RT 2 P U R C H A S E O R D E R S

5. If youve entered a non-inventoried item, enter the unit cost. If youve entered
an inventoried item, you can edit the default unit cost.

6. Enter a site ID, or accept the default.

7. If the agreement you made with the vendor is based on the total cost of the item
for a blanket purchase order or a drop-ship blanket purchase order, modify the
extended cost to match the agreed cost.

8. Enter or select a default posting account that will be used when receipts are
posted (optional).

9. Enter or change in-house datesrequired date, release by dateif necessary.

10. Enter or change vendor datescurrent promised date, promised ship dateif
necessary.

Date information is used for reports, such as the Expected Shipments Report
and the Purchase Order Analysis Report, and also in the Purchase Order
Processing Item Inquiry window.

11. Enter a landed cost group ID, or accept the default if youre using landed cost.
The landed cost IDs that are part of the group will be assigned automatically
when the shipment is received.

12. Select an FOB (Free on Board) designation of None, Origin, or Destination, or

accept the default.

13. Enter the name of the person who requested the item and a comment ID
(optional). For more information about comments, see Adding comments to
purchasing documents on page 86.

14. Enter a shipping method and ship-to address or accept the default entries.

You cant modify a ship-to address for an item assigned to a standard purchase
order or blanket purchase order that has a Delivery shipping method type.

You cant modify the ship-to address or shipping method if a drop-ship sales
order line item is linked to a drop-ship purchase order or drop-ship blanket
purchase order.

15. Select the tax status of the line item thats displayed. You can define the item as
taxable or non-taxable, or base the tax on the tax schedule assigned to the
vendor.

This field isnt available if the Single Schedule tax option is marked in the
Purchase Order Processing Setup Options window.

16. Enter the ID for the tax schedules that will be used to calculate tax on the item
thats displayed.

76 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 8 P U R C H A S E O R D E R D E T A I L E N T R Y

17. Enter the tax amount. Taxes will be calculated automatically as you enter items.
Taxes arent calculated for the control blanket line item of a blanket purchase
order or a drop-ship blanket purchase order. For more information about tax
calculations, see Tax calculations in Purchase Order Processing on page 99. If you
want to change the tax distribution thats calculated automatically for the item,
see Calculating and distributing detail taxes for purchase order items on page 102.

18. Choose Save to save the item.

19. Close the window when you are finished entering item information.

Entering project line item detail information

If you are using Project Accounting, you can use the Purchasing Item Detail Entry
window to view or enter additional information for an inventoried item or non-
inventoried item. See Inventoried items and non-inventoried items for projects on
page 85 for more information.

You can enter more specific information, such as the required and promised
shipping dates, and a comment ID. You also can use the Release By Date field to
specify the date youd like to order an item. For more information about release
dates, see Entering line items with multiple release dates on page 74.

To enter project line item detail information:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter or select a purchase order number, select a line item, and choose the Item
expansion button to open the Purchasing Item Detail Entry window.

Currency amounts in this window appear in the functional or originating

currency, depending on the view selected in the Purchase Order Entry window.

3. Enter or select the project where an item will be used. If the item that youre
purchasing isnt assigned to a project, leave the Project No. field blank.

PURCHASE ORDER PROCESSING 77

PA RT 2 P U R C H A S E O R D E R S

You cannot enter a project number that belongs to a contract with a status of On
Hold, Closed, or Estimate. In addition, you cannot enter a project number for a
project, contract, or customer that doesnt allow you to enter or post cost
transactions.

You cant enter a project number or a cost category if the Options >> Display
Vendor Item is marked to display the vendor items.

4. Enter or select the cost category where an item will be used. You must enter a
cost category ID if the item that youre entering is part of a project. If the item
isnt part of a project, leave the Cost Cat. ID field blank.

To view additional project information, choose the Cost Cat. ID expansion

button to open the PA Purchasing Item Detail Entry window.

5. Enter or select the number of the item youre purchasing. If an item hasnt been
set up in your inventory, see Adding an item to inventory on page 84 or Using non-
inventoried items on page 85 for more information.

Inventoried items entered for a project must be assigned to a cost category in

the Budget Detail IV Items window. If the item isnt assigned to a budget, you
must add the item to the budget. You cannot add a new inventoried item if the
Allow Entry of New Budgets/Materials option is not marked in the User
Purchase Order Settings window. See Inventoried items and non-inventoried items
for projects on page 85 for more information.

You can choose the Cost Cat. ID expansion button to open the PA Purchasing
Item Detail Entry window, where you can enter a billing note.

6. Enter or modify the quantity ordered.

7. If youve entered a non-inventoried item, enter the unit cost. If youve entered
an inventoried item, you can edit the default unit cost.

8. Enter a site ID, or accept the default.

9. Enter or select a default posting account that will be used when receipts are
posted (optional).

10. Enter or change in-house datesrequired date, release by dateif necessary.

11. Enter or change vendor datescurrent promised date, promised ship dateif
necessary.

Date information is used for reports, such as the Expected Shipments Report
and the Purchase Order Analysis Report, and also in the Purchase Order
Processing Item Inquiry window.

12. Enter a landed cost group ID, or accept the default if youre using landed cost.
The landed cost IDs that are part of the group will be assigned automatically
when the shipment is received.

13. Select an FOB (Free on Board) designation of None, Origin, or Destination, or

accept the default.

78 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 8 P U R C H A S E O R D E R D E T A I L E N T R Y

14. Enter the name of the person who requested the item and a comment ID
(optional). For more information about comments, see Adding comments to
purchasing documents on page 86.

15. Enter a shipping method and ship-to address or accept the default entries.

You cant modify a ship-to address for an item assigned to a standard purchase
order that has a Delivery shipping method type.

16. Select the tax status of the line item thats displayed. You can define the item as
taxable or non-taxable, or base the tax on the tax schedule assigned to the
vendor.

This field isnt available if the Single Schedule tax option is marked in the
Purchase Order Processing Setup Options window.

17. Enter the ID for the tax schedules that will be used to calculate tax on the item
thats displayed.

18. Enter the tax amount. Taxes will be calculated automatically as you enter items.
Taxes arent calculated for the control blanket line item of a blanket purchase
order or a drop-ship blanket purchase order. For more information about tax
calculations, see Tax calculations in Purchase Order Processing on page 99. If you
want to change the tax distribution thats calculated automatically for the item,
see Calculating and distributing detail taxes for purchase order items on page 102.

19. Choose Save to save the item.

20. Close the window when you are finished entering item information.

Specifying the manufacturers item numbers to print

on a purchase order
Use the Purchasing Manufacturers Item Number Entry window to specify that a
sales inventory item or a discontinued item must be a specific manufacturers item
and to have the manufacturers item number printed on the purchase order. You
can include up to five manufacturer item numbers to be printed on the purchase
order for an item. You also can modify manufacturer item number information.

If you entered manufacturer item number information for an item using the
Manufacturers Item Number Maintenance window, that information will appear
as default values in the Purchasing Manufacturers Item Number Entry window.

You also can open the Purchasing Manufacturers Item Number Entry window
from the Purchasing Item Detail Entry window.

If you are using Project Accounting, you cant use manufacturers item numbers for
purchase order line items that have project information.

PURCHASE ORDER PROCESSING 79

PA RT 2 P U R C H A S E O R D E R S

To specify the manufacturers item numbers to print on a

purchase order:
1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter or select a purchase order number, select a line item, and choose the
Manufacturers Item Number expansion button to open the Purchasing
Manufacturers Item Number Entry window.

3. Enter or modify the name of the manufacturer, manufacturers item number,

and description of the item.

4. Mark Include to have the manufacturers item number printed on the purchase
order.

5. Choose OK to save your changes.

Entering and releasing blanket line items

Use the Purchasing Blanket Detail Entry window to enter all of the blanket line
items at once, or to enter additional blanket lines later when you know more about
the quantities, required date, and costs of the item. You also can select which
blanket line items should be released when the purchase order is printed.

You must enter the control blanket line item for a blanket purchase order or a drop-
ship blanket purchase order in the Purchase Order Entry window before you can
enter or modify blanket line items in the Purchasing Blanket Detail Entry window.

If you are using Project Accounting, you cant enter blanket purchase orders or
drop-ship blanket purchase orders for projects.

To enter and release blanket line items:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter or select a blanket purchase order or a drop-ship blanket purchase order.

3. For a new blanket purchase order or a drop-ship purchase order, enter the
control blanket line item.

80 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 8 P U R C H A S E O R D E R D E T A I L E N T R Y

If the agreement you made with the vendor is based on the total cost of the item,
modify the extended cost to match the agreed cost.

4. Choose Blanket to open the Purchasing Blanket Detail Entry window.

Currency amounts in this window appear in the functional or originating

currency, depending on the view selected in the Purchase Order Entry window.

5. Enter the information or highlight the fields to change.

You can change the Control Blanket By option until one of the blanket line
items has a status other than New or Canceled. If you change the Control
Blanket By option to Value, be sure that the extended cost amount for the
control blanket line item in the Purchase Order Entry window is correct.
You also must enter quantities for the blanket purchase orders delivery
schedule if you are managing the blanket by value.

You can enter additional blanket line items for the purchase order and
modify the quantities, required dates, and costs for the existing blanket line
items.

You can select which line items will be released to the vendor when the
purchase order is printed.

6. When youve finished entering blanket line items, choose OK to return to the
Purchase Order Entry window.

Copying line items

Use the Copy a Purchase Order window to copy line items from one purchase order
to another. Copied line items are assigned line numbers based on the number of
existing line items in the new purchase order. If you are using Project Accounting,
you wont be able to copy line items that have project information assigned to them.
You cannot copy line items to or from an existing blanket purchase order.

If the new and existing orders have different currencies and neither is the functional
currency, amounts will be converted from the currency of the existing order to the
functional currency and then to the currency for the new order.

PURCHASE ORDER PROCESSING 81

PA RT 2 P U R C H A S E O R D E R S

If you are using Workflow and youve copied line items to a purchase order that
isnt pending changes or pending approval, you have to resubmit the purchase
order.

To copy line items:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter or select a standard or drop-ship purchase order to add line items to. To
create a new purchase order, select a type, then enter a new purchase order
number and vendor ID.

3. Choose Actions and select Copy PO Lines to Current PO to open the Copy a
Purchase Order window.

You also can press ALT + P to copy purchase order line items.

4. Enter or select an existing purchase order to copy from.

5. Select a site option. If you select Use Site, enter or select a site.

6. Select a cost option.

7. Mark the desired copy options.

You can choose Preview to open the Preview Line Items window, where you
can mark and modify line items before you copy them. See Previewing line items
on page 82 for more information.

8. Choose Copy.

Previewing line items

Use the Preview Line Items window to mark and modify purchase order line items
before you copy them. You also can view warnings and correct error messages. You
cant mark a line item that contains an error (red symbol) until you correct the error.
You can mark a line item that contains a warning (yellow symbol).

82 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 8 P U R C H A S E O R D E R D E T A I L E N T R Y

If the line items are assigned to project, the line items will be copied except for the
project numbers and cost categories assigned to them. These fields will be blank.

To preview line items:

1. Open the Copy a Purchase Order window.
(Transactions >> Purchasing >> Purchase Order Entry >>Actions >> Create
And Copy New PO)
(Transactions >> Purchasing >> Purchase Order Entry >> select a standard or
drop-ship purchase order >> Actions >> Copy PO Lines to Current PO)

2. Enter an order number.

3. Mark the desired copy options.

4. Choose Preview.

5. If you selected the Mark All Line Items for Copy option, all line items will be
marked. You can unmark any line item that shouldnt be copied.

6. If a line item contains an error, select the line item and click the expansion
button to view the error. Then you can correct the error and mark the line item.

7. You can change the order quantity of any line item. You can change the unit cost
of any purchase order line item.

8. Choose OK to save your changes and close the Preview Line Items window.

Adding a vendor item

You can add vendor items as you enter purchase orders, shipment receipts,
shipment/invoice receipts, and invoice receipts. If you mark Options >> Add Item,
youll get a message each time you enter a vendor item number that doesnt exist in
your records. (To enter vendor items, Options >> Display Vendor Item also must be
marked.) Youll have the option to add the vendor item to inventory, or enter a non-
inventoried item.

To add a vendor item:

1. Be sure Add Item and Display Vendor Item are marked in the Options menu.
(Choose Options >> Add Item and Options >> Display Vendor Item.)

2. When entering line items for a purchase order, enter a new vendor item
number. Youll get a message asking whether you want to assign an item
number to the vendor item.

PURCHASE ORDER PROCESSING 83

PA RT 2 P U R C H A S E O R D E R S

3. Choose Yes; the Item Vendors Maintenance window will open. The vendor ID
and vendor item will be default entries in this window.

4. Enter or select an item. If you select an item, the item description appears as the
description for the vendor item.

If you enter a new item, youll get a message asking whether you want to add
the item. Choose to add the item; the Item Maintenance window will open and
you can enter item information. Be sure that you assign a price list and a site.

5. Enter the default purchasing U of M.

6. Choose Save and close the Item Maintenance window. Continue entering the
purchase order.

Adding an item to inventory

You can add inventoried items as you enter transactions. If you mark Options >>
Add Item, youll get a message each time you enter an item number that doesnt
exist in your records. Youll have the option to add the item to inventory, or enter a
non-inventoried item. To add inventoried items, Options >> Display Vendor Item
must be unmarked.

To add an item to inventory:

1. Be sure that Add Item is marked and Display Vendor Item is not marked in the
Options menu. (Choose Options >> Add Item and Options >>Display Vendor
Item.)

2. When entering line items for a purchase order, enter an item that hasnt been set
up in your inventory. Youll get a message asking whether you want to add the
item.

3. Choose Yes; the Item Maintenance window will open. Use this window to enter
item information.

When entering information for a new item, be sure that you assign a price list,
vendor item and a site, using the appropriate buttons in the Item Maintenance
window. Choose Save and close the Item Maintenance window.

If you are using Project Accounting, you must assign a new inventoried item to be used
for a project to a cost category in the Budget Detail IV Items window.

4. If you add the item and do not assign a vendor item, another message appears
asking if you want to assign a vendor item to the item. Choose Yes; the Item
Vendors Maintenance window will open.

The item and vendor ID entered for the purchase order are displayed in the
Item Vendors Maintenance window. The item description entered in the Item
Maintenance window is a default entry for the vendor item description. You can
either accept the item description as the vendor item description or enter a new
vendor item description.

5. Choose Save and close the Item Vendors Maintenance window. Continue
entering the purchase order.

84 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 8 P U R C H A S E O R D E R D E T A I L E N T R Y

Using non-inventoried items

If you mark Options >> Add Item, each time you enter a new vendor item or item
youll have the option of adding the item or vendor item to your inventory records.
If you choose not to add the item to inventory, it will be recorded as a non-
inventoried item.

If you dont mark Options >> Add Item, no message appears when you enter a new
item, and all new items you enter will be recorded as non-inventoried items.

To use non-inventoried items:

1. When entering line items for a purchase order, enter a vendor item or item that
hasnt been set up in your inventory.

2. If Options >> Add Item is marked, a message appears. Choose not to assign an
item to the vendor item or add the item to your inventory.

If Options >> Add Item isnt marked, all new items you enter will be recorded
as non-inventoried items.

3. Enter the unit cost of the non-inventoried item, the item description, and the
site ID.

Transaction information for non-inventoried items is maintained in Purchase

Order Processing history, but doesnt affect Inventory records.

When you enter a non-inventoried item, the default vendor item number and
vendor description are the same as the item number and description. You can
change this information.

Inventoried items and non-inventoried items for

projects
If you are entering a purchase order or a receipt that is part of a project, you can use
the inventoried items that have been assigned to cost categories in the Budget Detail
IV Items window. In the Budget Detail IV Items window, you can specify the
inventory items that comprise a single cost category. You also use the Budget Detail
IV Items window to view or modify inventory item budgets.

If you are entering a purchase order or a receipt that youre entering is not part of a
project, you can use an inventoried item that has been entered in the Item
Maintenance window.

You also can enter non-inventoried items for project or non-project purchase orders
and receipts. These items arent tracked in your inventory.

PURCHASE ORDER PROCESSING 85

PA RT 2 P U R C H A S E O R D E R S

The following table shows the situations where you can use inventoried and non-
inventoried items for projects and cost categories.

Project Cost category Item to use

Yes Yes An inventoried item assigned to the cost category in
the Budget Detail IV Items window
No Yes Non-inventoried
No No Non-inventoried
Yes Yes Non-inventoried
No No An inventoried item entered in the Item Maintenance
window

Adding comments to purchasing documents

You can add comments to purchase orders or to individual line items on a purchase
order or receipt. Comments can be predefined on a company-wide basis, and used
on Sales Order Processing, Invoicing or Purchase Order Processing documents. You
can enter the ID of a predefined comment in the Purchase Order Entry or
Purchasing Item Detail Entry windows.

You can enter up to 200 characters, which will appear on the purchase order or receipt as
four lines of 50 characters each. If you want longer comments to appear, use Report Writer to
modify the document layout.

You can create new comments while you are entering transactions. You also can
create custom comments for a particular document or line item, or modify existing
comments. One-time comments or modified comments wont be available for other
documents or line items. To modify a comment for new documents and line items,
choose Microsoft Dynamics GP menu >> Tools >> Setup >> Company >>
Comments to open the Comment Setup window and make your changes. If the
modified comment should appear on existing documents or line items, you must
reassign the comment ID.

To create a new comment:

1. In the Purchase Order Entry window, the Purchasing Item Detail Entry window
or the Recevings Item Detail Entry window, enter a new value in the Comment
ID field, then press TAB.

2. A message will ask if you want to add this comment ID. Choose Add to display
the Comment Setup window.

3. Select a series this comment will be associated with.

4. Enter the comment text.

5. Choose Save, then close the Comment Setup window.

86 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 8 P U R C H A S E O R D E R D E T A I L E N T R Y

To create a one-time comment:

1. In the Purchase Order Entry window, the Purchasing Item Detail Entry window
or the Receivings Item Detail Entry window, choose the Comment ID expansion
button to open the Purchasing Comment Entry window.

If the Comment ID field contained a value, youll be able to modify the existing
comment. If the Comment ID field was blank, youll be able to create a new,
one-time comment.

2. Enter the comment text.

3. Choose OK.

PURCHASE ORDER PROCESSING 87

88 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 9: Purchase order generator
If you are using the purchase order generator, you can automatically generate
purchase orders to replenish inventory based on a reorder point you specify. If you
are using Project Accounting, you cant generate purchase orders for projects.

Use the purchase order generator to analyze inventory levels and suggest purchase
order line items based on default settings and reorder levels. You can modify the
suggested purchase order line items before generating them into purchase orders in
Purchase Order Processing.

This information is divided into the following sections:

Purchase order generator overview

How the replenishment level is used for suggested purchase orders
How the vendor is selected for suggested purchase orders
How the cost is selected for suggested purchase orders
How quantities are calculated for suggested purchase orders
Generating suggested purchase orders
Suggested purchase order errors and warnings
Generating purchase orders in Purchase Order Processing
Modifying suggested purchase order detail
Viewing sources of demand

Purchase order generator overview

If youre using the purchase order generator, you need to choose an order policy of
Use PO Gen in the Item Resource Planning Maintenance window so suggested
purchase orders will be created. To generate suggested purchase orders, you must
define default reorder information in the Purchase Order Processing Setup Options
window. You can modify the item options for each item at a specific site using the
Purchase Order Generator Item Maintenance window or modify item options for a
group of items using the Purchase Order Item Mass Update window. These options
are as follows:

Order method This option indicates whether you are ordering to an Order to
Independent Siteso that suggested purchase orders can be generated for each
item-site combinationor to an Order to Master Siteso that suggested purchase
order quantities from subordinate sites will be added to the requirements of the
master site. The master site will receive and then disperse the purchased items to
the sites that required them.

Replenishment level This allows you to specify which inventory level to order
to. For more information about replenishment level, see How the replenishment level is
used for suggested purchase orders on page 90.

Vendor selection An option that specifies how you want to select which vendor
will be used for suggested purchase orders. For more information about vendor
selection, see How the vendor is selected for suggested purchase orders on page 90.

Cost selection An option that specifies where the default cost for the suggested
purchase order should come from. For more information about cost selection, see
How the cost is selected for suggested purchase orders on page 91.

PURCHASE ORDER PROCESSING 89

PA RT 2 P U R C H A S E O R D E R S

How the replenishment level is used for suggested

purchase orders
The specified replenishment level for the item controls the calculations of the order
quantity. Refer to How quantities are calculated for suggested purchase orders on page 91
for information about how replenishment levels affect required quantity.

If you selected Order Point Quantity as the replenishment level, the available
inventory will be brought up to the order point defined in the Item Resource
Planning Maintenance window.

If you selected Order-Up-To Level as the replenishment level, the available

inventory will be brought up to the order-up-to level defined in the Item Resource
Planning Maintenance window. The Order Point Quantity will be used if the Order-
Up-To Level is zero or less than the Order Point Quantity.

If you selected Vendor EOQ as the replenishment level, the vendor economic
quantity is used when it is greater than the required quantity. Otherwise, the
required quantity is used. You wont be able to select this option if the order method
is Order To Master Site.

How the vendor is selected for suggested purchase

orders
The vendor selection you selected in the Purchase Order Generator Item
Maintenance window allows you to indicate which vendor will be used for
suggested purchase order line items. The vendor selection is dependent on the
order method you selected. If the order method is Order To Master Site, the master
sites vendor selection will be used to determine the vendor. If the order method is
Order To Independent Site, the default vendor can be selected from one of the
following options: Site Primary Vendor, Vendor with Lowest Cost, or Vendor with
Shortest Lead Time.

If you selected Site Primary Vendor as the vendor selection, the primary vendor
specified in the Item Quantities Maintenance window for the item-site combination
is used.

If you selected Vendor with Lowest Cost as the vendor selection, the vendor with
the lowest cost will be selected based on the functional equivalent of the Last
Originating Invoice Cost field in the Item Vendors Maintenance window. If the last
originating invoice cost couldnt be converted to its functional equivalent, the
vendor wont be selected. If a vendors cost is zero, that vendor wont be selected.

If you selected Vendor with Shortest Lead Time as the vendor selection, the vendor
with the shortest planning lead time will be selected based on the Planning Lead
Time field in the Item Vendors Maintenance window. If a vendors lead time is zero,
that vendor wont be selected.

90 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 9 P U R C H A S E O R D E R G E N ER AT O R

How the cost is selected for suggested purchase

orders
The cost selection you selected in the Purchase Order Generator Item Maintenance
window allows you to indicate where the default cost for the suggested purchase
order should come from. The cost selection is dependent on the order method you
selected. If the order method is Order To Master Site, the master sites cost selection
will be used to determine the cost. If the order method is Order To Independent Site,
the default cost can be selected from one of the following options: Vendor Last
Originating Invoice Cost, Item Current Cost, Item Standard Cost, or Specified Cost
(In Functional Currency).

If you selected Vendor Last Originating Invoice Cost as the cost selection, the last
originating invoice cost from the Item Vendors Maintenance window for the
selected vendor will be used.

If you selected Item Current Cost as the cost selection, the current cost from the Item
Maintenance window will be used.

If you selected Item Standard Cost as the cost selection, the standard cost from the
Item Maintenance window will be used.

If you selected Specified Cost (In Functional Currency) as the cost selection, the cost
specified in the Purchase Order Generator Item Maintenance window will be used
regardless of the vendor.

How quantities are calculated for suggested purchase

orders
The suggested quantity for an item on a purchase order is based on the quantity
available for the item at a site and on which demands are to be included in the
calculation indicated by how you set up items using the Purchase Order Generator
Item Maintenance window. In addition, if you are using Use PO Gen as the order
policy of an item, the suggested quantity can be calculated as a multiple of the
number entered as the order multiple in the Item Vendors Maintenance window.
For example, assume that you need 50 widgets and the order multiple for widgets is
8. The suggested order quantity for the purchase order would be 56.

Available quantity
The available quantity is the amount of the item that is on hand nowor that is
already on order less the demand for the item at that site. The quantity is calculated
using the following formula.

(Quantity On Hand + Quantity On Order + Quantity On Order from purchase order

lines with New status) - (Quantity Allocated + Quantity Requisitioned + Quantity
Back Ordered + Quantity required by subordinate sites)

The quantity allocated, quantity requisitioned, and quantity back ordered will be
included in the available quantity calculation only if you mark those options in the
Purchase Order Generator Item Maintenance window. If you are using
eRequisition, the quantity requisitioned doesnt include requisitions from
eRequisition.

PURCHASE ORDER PROCESSING 91

PA RT 2 P U R C H A S E O R D E R S

Refer to the table for information about when the quantities are included in the
calculation.

Quantity: Is included:
Quantity On Hand from Item Quantity Maintenance Always
window
Quantity On Order from Item Quantity Maintenance Always
window
Quantity On Order from New purchase order lines, Always
less any cancelled quantities
Quantity Allocated from Item Quantity Maintenance If Allocated is marked in the Purchase
window Order Generator Item Maintenance
window
Quantity Requisitioned from the Item Quantity If Requisitioned is marked in the
Maintenance window Purchase Order Generator Item
Maintenance window
Quantity Back Ordered from the Item Quantity If Back Orders is marked in the Purchase
Maintenance window Order Generator Item Maintenance
window
Required quantities for subordinate sites If the site is a master site

Required quantity
If youre using master sites with the purchase order generator, quantities for
subordinate sites are reflected in quantities for the master site.

Basically, the required quantity of an item for each subordinate site is the difference
between whats needed and whats available. Calculating the required quantity
depends on the replenishment level selected for the item-site combination.

Refer to the table for information about how required quantities are calculated for
each type of replenishment level.

Replenishment level Availability Required quantity calculation

Order Point Quantity Available for Order Point Quantity (from Item Resource
either order Planning Maintenance window) - Available
method Quantity = Required Quantity
Order-Up-To Level Order-Up-To Level (from Item Resource
Planning Maintenance window) - Available
Quantity = Required Quantity, unless the Order-
Up-To Level is zero or less than the Order Point
Quantity. If thats the case, then the calculation
is Order Point Quantity (from Item Resource
Planning Maintenance window) - Available
Quantity = Required Quantity
Vendor EOQ Only available First, calculate the requirement for the item:
for Order To Order Point Quantity (from Item Resource
Independent Planning Maintenance window) - Available
Site order Quantity = Required Quantity. Then compare
method that quantity to the economic order quantity
(EOQ) for the vendor. The suggested order
quantity will be the greater of the two values.

92 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 9 P U R C H A S E O R D E R G E N ER AT O R

Generating suggested purchase orders

Use the Generate Suggested Purchase Orders window to generate suggested
purchase order line items to replenish inventory levels. If you are using Project
Accounting, you cant generate purchase orders for projects.

To generate suggested purchase orders:

1. Open the Generate Suggested Purchase Orders window.
(Transactions >> Purchasing >> Purchase Order Generator)

2. Select all item numbers or enter a range of item numbers for which you want to
generate suggested purchase order line items.

3. Select all sites or enter a range of sites for which you want to generate suggested
purchase orders.

4. Select all buyers or enter a range of buyers for which you want to generate
suggested purchase orders. Suggested purchase orders will be generated for
item/site combinations that are associated with the buyer IDs in the range. If
you want to specify the buyer ID that should be on the suggested purchase
order, use the Buyer ID Selection field.

5. Select all vendors or enter a range of vendors for which you want to generate
suggested purchase orders.

6. Select all item classes or enter a range of item classes for which you want to
generate suggested purchase orders.

7. Unmark the Include Orders with No Vendor ID if you dont want to generate
suggested orders for which a vendor couldnt be identified.

8. Unmark the Include Demand from Subordinate Sites if you dont want to
include demand at subordinate sites when determing order quantity. Keep this
option marked if you are using master sites and you want to include demand
from subordinate sites.

9. Select whether or not you want to assign a buyer ID to suggested purchase

orders. If you select to specify a buyer ID, enter a buyer ID.

10. Enter the purchase order date to appear on purchase orders.

PURCHASE ORDER PROCESSING 93

PA RT 2 P U R C H A S E O R D E R S

11. Select whether you want the promised date set to the purchase order date, the
purchase order date plus the vendor planning lead time, or a specified date.

If you choose to use a specified date, enter a date.

12. Specify the number of shipping days.

The number of shipping days helps determine the promised ship date. For
example, if the vendor promise date is 10/08/07 and you specify 3 as the
number of shipping days, the promised ship date will be set to 10/05/07.

13. Choose Suggest Purchase Orders. When processing is complete, the Suggested
Purchase Orders Preview window will be displayed. For more information
about on using window to complete the process of creating purchase orders, see
Generating purchase orders in Purchase Order Processing on page 94.

Suggested purchase order errors and warnings

If a problem is detected on a suggested purchase order line item, an error or
warning icon will appear next to the item in the Suggested Purchase Orders
Preview scrolling window and in the Suggested Purchase Order Detail window.
These icons are listed in the following table.

Icon Description
ErrorA suggested purchase order that contains an error wont be created. You
must correct the error before generating the purchase order for that item-site.
Examples of errors include an inactive vendor or no purchasing unit of measure.
Warning You can create a purchase order even if it contains a warning.
Examples of warnings include a vendor is on hold or the unit cost is zero.

Information about the error or warning will appear at the bottom of the Suggested
Purchase Order Detail window.

Generating purchase orders in Purchase Order

Processing
Use the Suggested Purchase Orders Preview window to modify or view suggested
purchase order line items and then generate them into purchase orders. Before
generating purchase orders, you can print the Suggested Purchase Orders Report by
choosing File >> Print.

An icon will appear next to the item in the Suggested Purchase Orders Preview
scrolling window if an error or warning is detected. See Suggested purchase order
errors and warnings on page 94 for more information.

If you are using Project Accounting, you cant generate purchase orders for projects.

94 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 9 P U R C H A S E O R D E R G E N ER AT O R

To generate purchase orders in Purchase Order

Processing:
1. Open the Suggested Purchase Orders Preview window.
(Transactions >> Purchasing >> Purchase Order Generator >> Suggest Purchase
Orders)

2. In the Display field, select how you want to view the suggested purchase
orders.

If a long list of purchase order line items is displayed, you can type in the find field, then
press TAB to go to the first occurrence of that item. The label of the find field is associated
with the view menu and how you select to sort the purchase order line items in the
scrolling window.

3. Mark the Include option next to lines you want to create, after you have
resolved any errors. If you dont want to generate a purchase order line for a
particular item, unmark the Include option. If a line doesnt have any errors, the
Include option will be marked.

Choose Unmark All to unmark all lines. The Mark All option will mark only
lines with no errors.

4. Make any necessary changes.

If you change the vendor ID, the quantities, promised dates, FOB, U of M,
and the unit cost may be recalculated.

If you change the U of M, the quantity ordered will remain the same, but
the unit cost will be recalculated.

PURCHASE ORDER PROCESSING 95

PA RT 2 P U R C H A S E O R D E R S

5. To get more information about an item, select the row and choose the Item
expansion button to open the Suggested Purchase Order Detail window. When
youre finished viewing information and resolving errors, choose Save or
Cancel to return to the Suggested Purchase Orders Preview window. For more
information, see Modifying suggested purchase order detail on page 96.

If you selected to view a suggested purchase order line item in the Suggested Purchase
Order Detail window and returned to the Suggested Purchase Orders Preview window,
the purchase order line that you viewed information for will be the first item in the
scrolling window.

6. Choose Generate Purchase Orders to create the purchase orders in Purchase

Order Processing. When processing is complete, a report will be generated
listing the purchase orders that were created. Errors will be listed in an error log
that prints after the Purchase Order Generated report.

Unmarked items and items with errors will remain in the scrolling window.

7. The purchase orders that were created have a status of New; use the Print
Purchasing Documents window (Transactions >> Purchasing >> Print
Purchasing Documents) to print and release the orders. See Printing and sending
multiple purchase orders in e-mail on page 59 for information about printing
purchase orders.

Modifying suggested purchase order detail

The Suggested Purchase Order Detail window provides additional information
about a suggested order. You can use this window to view and resolve errors or
warnings on suggested orders. See Suggested purchase order errors and warnings on
page 94 for more information.

To modify suggested purchase order detail:

1. Open the Suggested Purchase Order Detail window.
(Transactions >> Purchasing >> Purchase Order Generator >> Suggest Purchase
Orders >> select an item and choose the Item Number expansion button)

96 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 9 P U R C H A S E O R D E R G E N ER AT O R

2. In the Suggested Purchase Order Detail window, make any necessary changes.

If you change the vendor ID, the quantities, promised dates, FOB,
purchasing unit of measure, and the unit cost may be recalculated.

If you change the purchasing unit of measure, the quantity ordered will
remain the same, but the unit cost will be recalculated.

If you dont want to generate a purchase order line for an item, unmark the
Include option.

If you want to include a suggested purchase order line item that has errors,
you must fix those errors before you can include the item.

3. Choose Save. If errors or warnings exist, the window will not close. Use the
close box if you want to close the window without resolving all errors.

Viewing sources of demand

Use the Subordinate Required Quantity Detail window or the Required Quantity
Detail window to view sources of demand for an item.

The Subordinate Required Quantity Detail window shows the sources of demand
from subordinate sites if ordering by master site. In the Suggested Purchase Order
Detail window, you can choose the Required Qty in Base U of M expansion button
to open the Subordinate Required Quantity Detail window. The Subordinate
Required Quantity Detail window will open if a master site is used for the item-site
combination.

PURCHASE ORDER PROCESSING 97

PA RT 2 P U R C H A S E O R D E R S

The Required Quantity Detail window shows the details of the required quantity
calculation for a site. The quantities that are displayed in this window were saved at
the time the suggested purchase order line item was generated. In the Suggested
Purchase Order Detail window, you can choose the Required Qty in Base U of M
expansion button to open the Required Quantity Detail window if a master site isnt
used for the item-site combination. This window also can be opened by choosing
the Required Quantity field expansion button for the subordinate site ID in the
Subordinate Required Quantity Detail window.

98 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 10: Taxes for purchase orders
Purchases tax can be calculated, modified, and distributed for purchase orders. Use
the Purchase Order Tax Summary Entry window to view tax distributions and to
change tax distributions, if your system is set up to allow editing summary-level
taxes. To change tax details or the amounts distributed to tax details for individual
line items, use the Purchase Order Line Item Tax Detail Entry window.

This information is divided into the following sections:

Tax calculations in Purchase Order Processing

Default tax schedules for purchase orders
Tax schedules for purchase order items
Calculating and distributing summary taxes for purchase orders
Calculating and distributing detail taxes for purchase order items

Tax calculations in Purchase Order Processing

You can use advanced tax calculations or a single tax schedule for all documents in
Purchase Order Processing. If you want to use a single tax schedule for all
documents, select Single Schedule and enter the tax schedule you want to use in the
Purchase Order Processing Setup window. All items will be taxed using all the
details on the schedule that you assign; however, taxes wont be calculated for
freight and miscellaneous charges.

If you decided not to use the shipping method to determine the default tax schedule and
decided to use advanced tax calculations method, the tax schedule assigned to the vendors
purchase address will be the default tax schedule.

When Advanced is selected in the Purchase Order Processing Setup window, you
can specify a default tax schedule for non-inventoried items, freight, and
miscellaneous charges that will appear on the document. You can select tax options
for non-inventoried items, freight, and miscellaneous charges. You can make the
item taxable, nontaxable, or base taxes on vendor.

When using advanced tax calculations, the tax details included in the tax schedules
that are assigned to the vendor, item, site, freight, and miscellaneous charges are
compared, depending on the shipping method selected on the document. Tax is
calculated only for the details that match between the tax schedules that are being
used.

Calculations for taxes on freight are based on comparisons between the tax schedule
for the document and the freight tax schedule. Calculations for taxes on
miscellaneous charges are based on comparisons between the tax schedule for the
document and the miscellaneous tax schedule.

Keep in mind that each time the shipping method, payment terms, site ID, or purchase
address for the document is changed, the tax schedule may be changed and taxes may be
recalculated.

Default tax schedules for purchase orders

The shipping method for a purchase order is used to determine where the exchange
of goods takes place. The shipping method will determine which tax schedule
appears as a default schedule for the purchase order and the default schedule to

PURCHASE ORDER PROCESSING 99

P A R T 2 P U R C H A S E O R D ER S

compare against the item. Refer to the following table for the default tax schedule
for a purchase order.

Tax calculation Purchase order Shipping method Default tax schedule Label name
option type
Advanced Drop-ship and Drop-ship Not applicable Blank Tax Schedule
Blanket
Advanced Standard and Blanket Pickup Tax schedule assigned to the Purch Addr Tax Sched
vendors purchase address
Advanced Standard and Blanket No shipping method Tax schedule assigned to the Purch Addr Tax Sched
vendors purchase address
Advanced Standard and Blanket Delivery Purchases tax schedule Company Tax Sched
assigned in the Company
Setup window
Single schedule Not applicable Not applicable Tax schedule that is assigned Single Tax Schedule ID
as the single tax schedule in
the Purchase Order
Processing Setup Options
window

If you decided not to use the shipping method to determine the default tax schedule and
decided to use the advanced tax calculations method, the tax schedule assigned to the
vendors purchase address will be the default tax schedule.

Tax schedules for purchase order items

To calculate tax for an item, the tax schedule for the item is compared with another
tax schedule assigned to the item. Taxes arent calculated for the control blanket line
item of a blanket purchase order or a drop-ship blanket purchase order. The default
tax schedule for the item is as follows.

Item Default tax schedule

Inventoried item Purchase tax schedule assigned to the item in the Item
Maintenance window
Non-inventoried item Tax schedule assigned to non-inventoried items in the Purchase
Order Processing Setup Options window

The default tax schedule to compare against the items tax schedule is as follows.

Tax calculation Document Inventory Shipping Default tax schedule Label name
option type Control method
Advanced All document Not applicable No shipping method No tax schedule Tax Schedule ID
types
Advanced All document Not applicable Pickup Tax schedule assigned Purch Addr Tax
types purchase address in the Sched
Purchasing Vendor Detail
Entry window
Advanced Standard and Registered Delivery Purchase tax schedule Site Tax Schedule
Blanket assigned to the site ID
Advanced Standard and Not registered Delivery Purchases tax schedule Company Tax
Blanket assigned in the Company Sched
Setup window
Single schedule All document Not applicable Not applicable Tax schedule that is assigned Single Tax
types as the single tax schedule in Schedule ID
the Purchase Order
Processing Setup Options
window

100 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 0 T A X E S F O R P U R C H A S E O R D E R S

Calculating and distributing summary taxes for

purchase orders
Use the Purchase Order Tax Summary Entry window to edit or view summarized
tax amounts for a purchase order. Taxes are calculated automatically as you enter
each tax detail or edit the Total Purchases amount. Summary tax edits wont change
the taxes calculated for each line item in the Purchase Order Line Item Tax Detail
Entry window. You wont be able to edit tax included in item price tax at the
summary level. Tax edits made for each line item will change the summary tax
amounts in the Purchase Order Tax Summary Entry window.

You cant change the Tax amount in the Purchase Order Entry window or the tax
information in the Purchase Order Tax Summary Entry window if your system isnt
set up to allow editing summary-level taxes. If you want to change tax information,
use the Purchase Order Line Item Tax Detail Entry window. For more information
about the setup option to make summary edits to taxes, see the System Setup
documentation.

If you are using Project Accounting, you cant change the Tax amount in the
Purchase Order Entry window or the tax information in the Purchase Order Tax
Summary Entry window for standard and drop-ship purchase orders even if your
system is set up to allow editing summary-level taxes. If you want to change tax
information, use the Purchase Order Line Item Tax Detail Entry window.

To calculate and distribute summary taxes for purchase

orders:
1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter document information, including the document type, purchase order

number, buyer ID, and the document date.

Choose the Date expansion button to open the Purchasing Date Entry window,
where you can enter a tax date and posting date that differ from the document
date. The tax date you enter is the date your tax records are updated. To enter a
tax date, the Enable Tax Date option the Company Setup Options window must
be marked.

3. Enter or select a vendor ID. Choose the Vendor ID expansion button to view
address, and shipping method information.

4. Enter line item information. To change the tax status, tax schedules, or tax
amount for an item, choose the Item or Vendor Item expansion button to open
the Purchasing Item Detail Entry window.

5. Enter total information. Taxes will be calculated automatically as you enter

items. If you change the tax amount, youll need to edit the tax distribution
amounts for your change.

PURCHASE ORDER PROCESSING 101

P A R T 2 P U R C H A S E O R D ER S

6. Choose the Tax expansion button in the Purchase Order Entry window to open
the Purchase Order Tax Summary Entry window, where you can view or edit
the tax distribution amounts.

Currency amounts in this window may be displayed in the functional or

originating currency, depending on the view selected in the Purchase Order
Entry window.

7. To edit tax information, enter or select a tax detail ID and enter a tax amount.
Continue entering tax details until your tax is fully distributed.

8. To distribute tax to multiple tax details, change the amount in the scrolling
window and enter or select another tax detail and tax amount in the next
available line.

To delete a single tax detail, select the row containing it and choose Edit >>
Delete Row.

9. Choose OK to save your entries and return to the Purchase Order Entry
window.

Choose Delete to delete all the tax details for the purchase order.

Choose Default to restore the default tax information.

Calculating and distributing detail taxes for purchase

order items
Use the Purchase Order Line Item Tax Detail Entry window to add, change, delete,
or view tax amounts calculated on an individual line item. Taxes are calculated
automatically as you enter each tax detail or edit the Total Purchases amount.

Summary tax edits wont change the taxes calculated for each line item in the
Purchase Order Line Item Tax Detail Entry window. You will be able to edit tax
included in item price taxes. Tax edits made for each line item will change the
summary tax amounts in the Purchase Order Tax Summary Entry window.

102 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 0 T A X E S F O R P U R C H A S E O R D E R S

To calculate and distribute detail taxes for purchase order

items:
1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter document information, including the document type, purchase order

number, buyer ID, document date, and vendor ID.

3. Enter or select a line item and choose the Vendor Item or Item expansion button
to open the Purchasing Item Detail Entry window. You can change the tax
status, tax schedules, or tax amount for an item.

Taxes will be calculated automatically as you enter items. If you change the tax
amount, youll need to edit the tax distribution amounts for your change.

4. Choose the Calculated Tax expansion button to open the Purchase Order Line
Item Tax Detail Entry window, where you can view or edit tax distribution
amounts.

5. To edit tax distributions, enter or select a tax detail ID. Continue entering tax
details until your tax is fully distributed.

6. To distribute tax to multiple tax details, change the default amount in the
scrolling window and enter or select another tax detail and tax amount in the
next available line.

To delete a single tax detail, select the row containing it and choose Edit >>
Delete Row.

7. Choose OK to save your entries and return to the Purchasing Item Detail Entry
window.

Choose Delete to delete all the tax details for the line item.

Choose Default to restore the default tax information.

PURCHASE ORDER PROCESSING 103

104 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 11: Purchase order maintenance
Throughout the purchasing process, you can print a variety of reports that allow
you to double-check the documents youve entered. If you identify errors on these
reports, the errors must be corrected to ensure accurate reporting of your
purchasing activity. You may want to delete and void purchase orders that are no
longer valid.

You may also want to change the status of your purchase orders or the status of the
line items after youve entered a purchase order in the Purchase Order Entry
window. When your purchase orders are complete, you can remove them from the
system or move them to history.

This information is divided into the following sections:

Deleting a purchase order

Voiding a purchase order
Modifying a purchase order
Placing or removing a purchase order hold
Editing a purchase order thats on hold
Status overview
Editing purchase order or line item status
Removing completed purchase orders

Deleting a purchase order

Use the Purchase Order Entry window to delete purchase orders with a New status
(purchase orders that have never been printed or sent to the vendor). You cant
delete purchase orders that have a status of Released or Change Order, or when the
status is New and there are unposted receipts or invoices. To delete a purchase
order when you are using Workflow, the purchase order must have a Workflow
status of Not Submitted or Submitted. Deleting removes purchase order
information from the system and makes purchase order numbers available for
reuse.

If youre using Manufacturing and the job is linked to a job, you must have
authority to unlink items from jobs to be able to delete the purchase order. Refer to
Manufacturing documentation for more information. If you are using Project
Accounting, job links arent available for transactions that have project information
assigned to them.

To delete a purchase order:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter or select the number of the purchase order (with a New status) you want
to delete.

You cannot delete a purchase order that is linked to a sales line item with a Quantity on
Purchase Order.

3. Choose Actions and then select Delete.

PURCHASE ORDER PROCESSING 105

PA RT 2 P U R C H A S E O R D E R S

To delete a purchase order using the action pane:

1. In the navigation pane, choose the Purchasing button, and then choose the
Purchase Order Transactions list.

2. Mark the purchase orders (with a New status) you want to delete.

You cannot delete a purchase order that is linked to a sales line item with a Quantity on
Purchase Order.

3. Delete the purchase orders.

Voiding a purchase order

Use the Purchase Order Entry window to void purchase orders with a New status
(purchase orders that have never been printed). To void a purchase order when you
are using Workflow, the purchase order must not be pending changes or pending
approval. Voiding moves purchase order information to history and doesnt make
purchase order numbers available for reuse until history is removed, if youre
keeping history. If youre not keeping history, voiding removes purchase order
information.

If you track voided purchase orders, youll know why a purchase order number is
missing or out of sequence. If youre tracking purchase order history, you can view
information about voided purchase orders using the purchasing inquiry windows
or by printing the Purchasing Voided Journal or the Purchase Order History Report.

To void purchase orders or lines linked to jobs, you must have authority to unlink
line items from a job. Security is set in the Job Costing Preference Defaults window.
If you are using Project Accounting, job links arent available for transactions that
have project information assigned to them.

To void a purchase order:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter or select the number of the purchase order (with a New status) you want
to void.

You cannot void a purchase order that is linked to a sales line item with a Quantity on
Purchase Order.

3. Choose Actions and then select Void. Depending on if youre keeping purchase
order history, the purchase orders will be removed from the system, or moved
to history.

The Purchasing Voided Journal is printed when you close the Purchase Order
Entry window after voiding, if you marked the option to print it in the Posting
Setup window.

Modifying a purchase order

Use the Purchase Order Entry window to add an additional item to a purchase
order after its been printed, to delete a line item if you havent released it to the
vendor, or to make other changes.

106 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 1 P U R C H AS E O R D ER M A IN T E N AN C E

You cant edit purchase orders with a Received, Closed, or Canceled status using the
Purchase Order Entry window. To edit a closed or canceled purchase order, use the
Edit Purchase Order Status window. See Editing purchase order or line item status on
page 109 for more information.

If you are using Workflow, review the following information about modifying a
purchase order.

You can modify a purchase order that is pending approval if you are the current
approver of the purchase order.

You must resubmit a purchase order if you modify a standard or drop-ship

purchase order that is approved or that doesnt need approval.

You can modify the control line item of a blanket or drop-ship blanket purchase
order, but you must resubmit the purchase order.

You can modify blanket line items without having to resubmit the blanket or
drop-ship blanket purchase order.

To modify a purchase order:

1. In the navigation pane, choose the Purchasing button, and then choose the
Purchase Order Transactions list.

2. Mark the purchase order you want to edit. In the Modify group, choose Edit to
open the Purchase Order Entry window.

If Edit isnt available in the Modify group, the purchase order you have selected has a
Received, Closed, or Canceled status.

3. Highlight the fields to change and enter the correct information. If you wont be
receiving part of the quantity ordered for the purchase order that you are
modifying, enter a canceled quantity. You can change line items that have
quantities received or invoiced against them, but you cant delete the line items.
To add an additional item, enter or select an item.

You cant change certain item information if the purchase order already has
items received or invoiced against it. (For example, you cant change the U of M
or Site ID fields. You can change the Unit Cost and Extended Cost fields if the
line item isnt Received or Closed.)

If you are using Project Accounting and the purchase order was entered for a
project, you can enter an inventoried item if the item was previously assigned to
a budget. Otherwise, you must add the item to a budget. You cannot add a new
inventoried item if the Allow Entry of New Budgets/Materials option is not
marked in the User Purchase Order Settings window.

4. Choose File >> Print to print or reprint the purchase order (optional).

If you are using Workflow, the purchase order must be approved before you can print it.

5. Save the purchase order or submit the purchase order, if you are using
Workflow.

PURCHASE ORDER PROCESSING 107

PA RT 2 P U R C H A S E O R D E R S

Placing or removing a purchase order hold

You can place a purchase order on hold by marking the Hold check box in the
Purchase Order Entry window, if you have the option set up in the Purchase Order
Processing Setup window. See Setting up Purchase Order Processing preferences and
default entries on page 11 for more information.

Occasionally a situation will arise that requires you to temporarily place a purchase
order on hold to stop further processing. For example, a buyer may want to use a
hold if he or she has a purchasing amount limit, and needs a supervisors approval
before sending a purchase order to the vendor. The buyer could enter a purchase
order and place it on hold, then print a copy to send to the supervisor for approval.
The printed purchase order will clearly indicate that it is on hold. The buyer could
later remove the hold with the supervisors approval, and then print the purchase
order and send it to the vendor. The supervisor could also review the purchase
order online and remove the hold. The purchase order note field could be used for
entering comments. You cant place a purchase order on hold if you are using
Workflow and the purchase order is pending approval.

Placing a hold on a purchase order youve already sent will prevent shipment and
shipment/invoice receipts from being entered or posted. You may want to do this if
problems arise with a vendor, and you dont want to accept shipments. You will be
able to enter and save, but not post, invoice receipts for purchase orders on hold.

Once a purchase order is on hold, you cannot edit it, unless you have selected the
option to Allow Editing of Purchase Orders on Hold in Purchase Order Processing
Setup. Printing a purchase order that is on hold will not change its status.

To place or remove a purchase order hold:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Select the purchase order you want to place on or release from hold.

3. Mark or unmark the Hold check box and choose Save.

To place or remove a purchase order hold using the action

pane:
1. In the navigation pane, choose the Purchasing button, and then choose the
Purchase Order Transactions list.

2. Mark the purchase order you want to place on or release from hold.

3. In the Modify group, choose Apply Hold or Remove Hold.

Editing a purchase order thats on hold

The option to Allow Editing of Purchase Orders on Hold in the Purchase Order
Processing Setup window must be selected before you can edit a purchase order
thats on hold.

If a purchase order with a Released status is on hold and you edit the purchase
order, the purchase orders status will be changed to Change Order.

108 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 1 P U R C H AS E O R D ER M A IN T E N AN C E

Status overview
Purchase order and line item status indicates whether the line items and the
purchase order have been released to the vendor, received, changed, or closed. A
purchase order or line item can have one of six statuses:

Status How its assigned

New The purchase order or line item is saved for the first time,
and has not yet been released to the vendor. You can change
a New line item or purchase order without affecting its
status.
Released Line itemThe standard or drop-ship purchase order is
printed or sent in e-mail. The blanket line item is marked to
release in the Purchasing Blanket Detail Entry window and
the blanket purchase order or drop-ship blanket purchase
order is printed. A New line is partially received against.
Purchase orderAt least one purchase order line has a
status of Released, and there are no lines with a status of
Change Order. Released status indicates that the purchase
order has been sent to the vendor, and typically occurs when
you send a New purchase order in e-mail or print a New
purchase order.
Change Order A purchase order or line item with a Released status has
been edited. The purchase order could also have been
manually changed from Closed or Received to Change
Order.
Received The entire quantity ordered has been received, but not
matched to an invoice. There may be a canceled quantity, as
well.
Closed Line itemThe entire quantity ordered has been received
and invoiced, and the line will not be processed any further.
There may be a canceled quantity, as well.
Purchase orderAll of the line items have been received
and invoiced, and the purchase order will not be processed
any further. There may be canceled lines, as well.
Canceled Line itemThe line item has not been received or invoiced
against, and it is no longer valid. The line will not be
processed any further.
Purchase orderAll of the line items have been canceled
and havent been received or invoiced against.

For information about changing purchase order or line item status, see Editing
purchase order or line item status on page 109.

Editing purchase order or line item status

Use the Edit Purchase Order Status window to change the status of a purchase
order or the status of the line items on a purchase order. You may want to cancel a
line item on a purchase order, for example, if the item youve ordered has been
discontinued or if you wont be receiving part of the quantity ordered for the
purchase order. You wont be able to edit a purchase order in the Edit Purchase
Order Status window if you are using Workflow and the purchase order is pending
approval.

You can change the status of an on-hold purchase order or its line items, if you
marked the option to allow editing of on-hold purchase orders in Purchase Order
Processing Setup. However, you cannot make changes that make the status of an
on-hold purchase order Received, Canceled, or Closed, unless you remove the hold.

PURCHASE ORDER PROCESSING 109

PA RT 2 P U R C H A S E O R D E R S

To remove a purchase order with a Released, Received, or Change Order status,

close the purchase order, transfer it to history (if youre keeping history) using the
Remove Completed Purchase Orders window, and then remove it using the
Remove Purchasing History window.

You can close purchase orders with landed costs that havent been matched to an
invoice; however, if you close a purchase order line item with landed costs that
havent been matched to an invoice, the shipments for that line item wont be
available for matching. You may need to manually adjust General Ledger accruals
for landed costs.

The control blanket line item for a blanket purchase order or a drop-ship blanket
purchase order wont be displayed in the Edit Purchase Order Status window. You
can view the status of the control blanket line item in the Purchasing Item Detail
Entry window. The status of the control blanket line item is the same as the blanket
or drop-ship blanket purchase orders status.

If you are using Project Accounting, the Project Number field and the Cost Category
field will be displayed by the Description field in the Edit Purchase Order Status
scrolling window.

For more information about a specific status, see Status overview on page 109.

To edit purchase order or line item status:

1. In the navigation pane, choose the Purchasing button, and then choose the
Purchase Order Transactions list.

2. Mark the purchase order that you want to edit the status of.

3. In the Modify group, choose Edit Purchase Order Status to open the Edit
Purchase Order Status window.

4. Change the purchase order status.

Only statuses that are available for the purchase order will be displayed in
the list.

If a purchase order is on hold, you cannot change its status to Received,

Closed, or Canceled unless you remove the hold.

110 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 1 P U R C H AS E O R D ER M A IN T E N AN C E

If a purchase order has sales commitments, you cannot change its status to
Received, Closed, or Canceled.

If the status of a blanket purchase order or a drop-ship blanket purchase

order is changed from New to Released and not all of the blanket lines have
been marked to be released in the Purchasing Blanket Detail Entry window,
youll have the option to release all of the line items or release the line items
marked to be released.

If the contract expiration date for the purchase order has passed when
changing the status from New to Released, you can release the line items.

5. Change the purchase order line item status.

You can change a status of a line item to Closed, if a receipt has been posted
for the line, but you cant reopen the item. If a line item has sales
commitments, you cannot change its status to Received, Closed, or
Canceled.

You can change the quantity canceled; your changes may affect the status of
the line item and the status of the purchase order. Use the line item
information button to open the Purchasing Quantity Status window, where
you can view quantity information for the line item, including the quantity
ordered, the quantity remaining to be shipped, and remaining posted
shipments to be matched.

You can release a blanket line item if it hasnt been marked to be released in
the Purchasing Blanket Detail Entry window when you change the line
item status from New to Released.

You can release line items even if the contract expiration date has passed.

6. Choose Process to process changes youve made.

The Release option in the Purchasing Blanket Detail Entry window will be
marked for those items that were released when changing statuses.

If you are using Workflow, you might have to resubmit the purchase order,
depending on the changes youve made

Amounts may be posted to General Ledger when you close purchase orders or line items
that have an item with a shipped quantity that is greater than the invoiced quantity.
Purchase receipts in Inventory Control may be adjusted, as well.

One or more posting journals and distribution breakdown registers may be

printed when you close the Edit Purchase Order Status window, depending on
the options selected in the Posting Setup window.

Removing completed purchase orders

Use the Remove Completed Purchase Orders window to remove any closed or
canceled documents from the Purchase Order Work table that havent yet been
removed or moved to history. You should remove your completed purchase orders
periodically.

PURCHASE ORDER PROCESSING 111

PA RT 2 P U R C H A S E O R D E R S

If youre keeping purchase order history and you remove completed purchase
orders, the purchase orders will be moved to history. If you arent keeping history,
completed purchase orders will be deleted from your records. For more
information, see Chapter 27, Purchase order history removal.

After youve transferred the completed purchase orders to history, you can use the
Remove Purchasing History window to delete purchase order history or print the
Purchase Order Trx History Removal Report before removing history.

Before removing purchase orders, back up your companys accounting data. For more
information about making backups, refer your System Administrators Guide (Help >>
Contents >> select System Administration).

To remove completed purchase orders:

1. Open the Remove Completed Purchase Orders window.
(Microsoft Dynamics GP menu >> Tools >> Routines >> Purchasing >> Remove
Completed Purchase Orders)

2. Select a type of range to remove information for purchase orders, then enter the
first and last records in the selected range.

3. Choose Insert to insert the range youve chosen to remove in the Restrictions
List.

You can insert only one restriction for each document range. For example, you
can insert one purchase order number restriction (PO001 to PO099) and one
vendor ID restriction (ADVANCED0001 to BEAUMONT0001).

4. Choose Restrictions to open the Restrict Purchasing Documents window to

select documents you want to remove from the range youve entered (optional).

For example, assume that you entered a range restriction to include purchase
order numbers PO0990 through PO1010. Purchase order PO1000 was canceled
because the vendor was out of stock of the items, but now the vendor can fill the

112 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 1 P U R C H AS E O R D ER M A IN T E N AN C E

order. You can remove the mark from the Process box for PO1000 so that
purchase order wont be removed, as in the following example.

5. Choose the Process button to remove purchase orders.

When processing is complete, the Completed PO Removal Report is printed,

listing the purchase orders that were removed from the Purchase Order Work
Table.

PURCHASE ORDER PROCESSING 113

114 P U R C H A S E O R DE R P R O C E S S I N G
PART 3: RECEIPTS
 Part 3: Receipts
This part of the documentation explains how to enter and manage receipts. The data
entry windows were designed to resemble actual receipt documents, with vendor,
line item, and totals information. Receipts can be saved, edited if necessary, and
then posted so that they become part of your permanent accounting records.
Posting receipts also updates inventory quantities. If your system includes General
Ledger, you can update the balances of your posting accounts, as well.

Following is a list of topics that are discussed:

Chapter 12, Receipt batches, explains how to use batches to group purchasing
documents for posting.

Chapter 13, Shipment and in-transit inventory receipt entry, describes how to
enter shipment, shipment/invoice, and in-transit inventory receipts.

Chapter 14, Shipment receipt entry for projects, describes how to enter
shipment and shipment/invoice receipts for projects.

Chapter 15, Shipment receipt detail entry, describes how to enter detailed
information about a document, line item, or other elements of a transaction.

Chapter 16, Invoice receipt entry, explains how to enter invoice receipts and
match them to shipment receipts.

Chapter 17, Invoice receipt entry for projects, explains how to enter invoice
receipts and match them to shipment receipts for projects.

Chapter 18, Invoice receipt detail entry, describes how to enter detailed
information about a document, or other elements of a transaction.

Chapter 19, Landed costs for receipts, describes how to enter, apportion, and
match landed costs.

Chapter 20, Taxes for receipts, explains how tax is calculated, modified, and
distributed for receipts.

Chapter 21, Receipt posting, describes the methods of posting transactions in

Purchase Order Processing.

Chapter 22, Receipt maintenance, includes procedures for correcting,

deleting, and voiding shipment, in-transit inventory, and invoice receipts.

116 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 12: Receipt batches
All receipt document types can be entered in a batch. Batches are groups of
transactions, identified by a name or a number, that are used for identification
purposes and to make the posting process easier. You can enter receipts in batches
to group similar transactions during data entry and review them before posting at a
later time. Batches can be identified as a group of transactions entered by a specific
employee, or a group of transactions entered on a particular date.

To post invoice receipts in a batch if you are using vendor approval workflow, the
vendors assigned to invoice receipts must have the workflow status of Approved or
No Approval Needed. If you post a batch and a vendor isnt approved, invoice
receipts for that vendor arent posted and remain in the batch. For more information
about vendor approval workflow, see Vendor approval workflow on page 24.

This information is divided into the following sections:

Using batches to group receipts

Creating a receipt batch
Modifying or deleting a batch

Using batches to group receipts

Receipts can be entered individually or in batches. Individual transactions are
entered and posted immediately, so your records are always up to date. You cant
print edit lists for transactions that arent entered in a batch. Batches can be used to
group and save transactions, which allows you to review the transactions and make
corrections before theyre posted. More than one person can enter transactions in
the same batch; however, a batch cant be posted if anyone is making changes to it.

Purchase Order Processing batches originate in either the Receivings Transaction

Entry window or the Purchasing Invoice Entry window. A batch with a Receivings
Transaction Entry origin can contain a mix of different receipt document types. A
batch with a Purchasing Invoice Entry origin can contain only invoice receipt
documents. Since batches can have only one origin, you can have batches with the
same name, but different origins.

For information about entering transactions with the Receivings Transaction

Entry origin, see Chapter 13, Shipment and in-transit inventory receipt entry.

For information about entering transactions with the Purchasing Invoice Entry
origin, see Chapter 16, Invoice receipt entry.

Creating a receipt batch

Use the Purchasing Batch Entry window to create a receipt batch. Each transaction
in the batch must have the same origin.

PURCHASE ORDER PROCESSING 117

PA RT 3 R E C E I P T S

To create a receipt batch:

1. Open the Purchasing Batch Entry window.
(Transactions >> Purchasing >> Purchasing Batches)

2. Enter a batch ID to identify the batch.

3. Select a batch origin.

4. Enter a batch comment.

5. Enter a posting date.

This field is available only if, in the Posting Setup window, Batch is selected in the
Posting Date From field.

The posting date you enter here is the date that General Ledger files are
updated. Your records in Purchase Order Processing are updated using the
receipt date you enter in the Receivings Transaction Entry window or the
invoice date you enter in the Purchasing Invoice Entry window.

If the batch contains multicurrency transactions whose exchange rates expired

before the batch posting date, you will be able to save but not post those
transactions.

6. When you have entered and saved all transactions for a batch, choose File >>
Print to verify your entries with a Receivings Edit List or a Purchasing Invoice
Edit List.

Modifying or deleting a batch

Use the Purchasing Batch Entry window to change or delete an unposted batch. See
Chapter 22, Receipt maintenance, for information about changing the
transactions in a batch.

To modify or delete a batch:

1. Open the Purchasing Batch Entry window.
(Transactions >> Purchasing >> Purchasing Batches)

2. Enter or select a batch ID. If you enter a batch, you also must enter the batch
origin before information about the batch will be displayed.

3. If you select a batch that has been marked for posting, you wont be able to edit
it.

4. To correct the batch, replace the incorrect information with correct information.
Choose Save to save your changes. To delete the batch, choose Delete.

118 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 13: Shipment and in-transit inventory
receipt entry
A shipment receipt is a document used to record shipments received for purchase
orders. You can enter two types of shipment receipts in Purchase Order Processing:
shipment/invoice and shipment. Enter a shipment/invoice receipt to record the
receipt of goods and services accompanied by an invoice. Enter a shipment receipt
to record the receipt of goods and services without an invoice. You can enter receipt
transactions in a batch or enter and post them individually. Receipts cant be saved
unless theyre in a batch.

If you are transferring material from one site to another and want to use a via site,
you can enter in-transit transfers in Inventory Control. A via site is an interim
location to prevent the material from being sold while the material is in-transit.
After you post the in-transit transfer, you can use the Receivings Transaction Entry
window to enter an in-transit inventory receipt. An in-transit inventory receipt is a
document used to record the receipt of the material into the final destination site.

If you are using Project Accounting and want to enter shipment/invoice receipts or
shipment receipts for projects, see Chapter 14, Shipment receipt entry for projects.

This information is divided into the following sections:

Receiving a shipment/invoice
Receiving a shipment
Receiving items without a purchase order
Receiving items using the Select Purchase Order window
Using the Select Purchase Order Items window
Receiving items from multiple purchase orders
Receiving items from a purchase order
Entering an in-transit inventory receipt
Using the Select In-Transit Items window
Receiving items from in-transit transfers

Receiving a shipment/invoice
Use the Receivings Transaction Entry window to record a shipment/invoice if
youve received an invoice and merchandise at the same time. The inventory
quantity on hand will be updated for the items received and the vendors account
will be increased. You can include items from multiple purchase orders (from a
single vendor) on a shipment/invoice receipt.

You can receive against line items with New, Released, Change Order, or Received
statuses.

If you are using Workflow, the purchase order must be approved before you can
receive against the purchase order. You can receive against purchase orders that
dont need approval.

You cant enter a shipment/invoice receipt for a purchase order that is on hold. If a
purchase order is placed on hold after its shipment/invoice receipt is saved to a
batch, the receipt for that purchase order will not be posted and will remain in the
batch.

PURCHASE ORDER PROCESSING 119

PA RT 3 R E C E I P T S

If you are using Project Accounting, you can enter a shipment/invoice for blanket
purchase orders. The Project Number field and the Cost Category ID field will be
displayed in the Receivings Transaction Entry window, but you cant enter project
information. To enter a shipment/invoice for a purchase order with project
information, see Chapter 14, Shipment receipt entry for projects.

You can use the View >> Currency menu option or the currency list button to view
currency amounts in the Receivings Transaction Entry window in the originating or
functional currency.

To receive a shipment/invoice:
1. In the navigation pane, choose the Purchasing button, and then choose the
Purchase Order Transactions list.

2. In the New group or its overflow menu, choose Shipment and Invoice Receipt
to open the Receivings Transaction Entry window.

3. Enter a vendor document number.

4. Enter the receipt date.

To enter a General Ledger posting date that is different from the transaction date, choose
the Date expansion button; the Receivings Date Entry window will open, where you
can enter date information.

For multicurrency transactions, the document date determines which exchange

rate is used, based on the currency ID and the associated rate type entered for
the transaction.

5. Enter or select a batch ID (optional).

In multicurrency transactions, if the batch posting date does not fall on or

before the exchange rates expiration date, you will receive a message. Choose
Yes to open the Batch Entry window and change the batch posting date. If you
choose No, you will be able to save but not post the receipt.

See Creating a receipt batch on page 117 for more information.

120 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 1 3 S H I P M E N T A N D I N - TR AN S I T I N V EN T O R Y R E C E I P T E N T R Y

6. Enter or select a vendor ID.

7. Enter or select a currency ID. If a currency ID is assigned to the vendor you

select, it will appear in the Currency ID field. The currency ID assigned to the
shipment/invoice must match the currency ID of the purchase orders being
received against.

8. Enter or select the purchase order number for which youre receiving a
shipment/invoice. You can receive items from multiple purchase orders by
entering or selecting a different purchase order number in a new row. See
Receiving items from multiple purchase orders on page 129 for more information.

If the Allow Receiving Without a Purchase Order option is marked in Purchase

Order Processing Setup, you can leave the PO Number field blank.

9. Enter items using either the vendors item number or your companys item
number. You also can enter a non-inventoried item.

You can display the vendors item number by marking Options >> Display
Vendor Item. If the option is not marked, your companys item number will be
displayed. You can change this selection at any time.

10. Enter the quantity shipped.

The Purchasing Lot Number Entry window or the Purchasing Serial Number Entry
window will open if the item requires that you assign lot or serial numbers. If you are
using multiple bins, you also can enter a bin number for the serial or lot number. The
Bin Quantity Entry window will open if an item that isnt tracked by lot or serial
numbers requires that you enter bin information.

An icon will be displayed in the Qty Shipped field for purchase order line items
with sales commitments. Select a line item and choose the button next to the
Qty Shipped heading to view or prioritize commitments in the Sales
Commitments for Purchase Order window. For more information, see
Committing purchase orders to sales documents on page 52.

If youre using multiple bins and you change the quantity shipped or the unit of
measure after selecting bins for an item, you might have to modify the bin
information.

11. You can change the site ID to receive line items to a location other than the
location specified on the purchase order, if the option is marked in Purchase
Order Processing Setup. Changing the site on the receipt will not change the site
on the purchase order.

If you are using multiple bins and you change the site ID, the default purchase
receipts bin assigned to the new site ID will replace your previous bin
selections. If the item is tracked by serial or lot numbers, your previous lot
number or serial number selections are removed. The Purchasing Lot Number
Entry window or the Purchasing Serial Number Entry window will open for
you to assign lot numbers or serial numbers. You can change the bin.

12. You can edit the unit cost or extended cost, if the Allow Editing of Costs in
Receiving option is marked in the Purchase Order Processing Setup window.

PURCHASE ORDER PROCESSING 121

PA RT 3 R E C E I P T S

13. Enter the quantity invoiced, which is the number of items on the vendors
invoice.

14. Enter trade discount, freight, miscellaneous, and tax amounts.

Taxes will be calculated automatically as you enter items. For more information
about tax calculations, see Chapter 20, Taxes for receipts. If you want to
change the tax amounts for the document, see Calculating and distributing
summary taxes for shipment/invoice receipts on page 216. If you want to change the
tax amounts for a line item, see Calculating and distributing detail taxes for
shipment/invoice line items on page 218.

15. Enter or accept the 1099 amount, if applicable.

16. Enter or accept the payment terms and tax schedule ID.

17. If you are using Project Accounting, choose the Amount Received expansion
button to open the PA Receivings Amount Received Entry window, where you
can enter an amount received. You can enter the amount youre paying by cash,
check, or credit card.

18. If you are using landed costs, choose Landed Cost to open the Receivings
Landed Cost Apportionment Entry window, where you can add landed costs to
all line items on a receipt. See Entering landed costs for a shipment receipt on
page 206 for more information. If you want to enter landed costs for an item, see
Entering landed costs for a shipment item on page 209.

19. Choose Distributions to open the Purchasing Distribution Entry window, where
you can make changes to account distributions.

To add additional accounts, select the account and enter an amount.

To remove an account in the scrolling window, select the row containing the
account and choose Edit >> Delete Row.

To restore the original distributions, choose Default.

If you are using landed costs, the distributions for a landed cost wont be
displayed in the Purchasing Distribution Entry window. To view landed cost
distributions, print the Receivings Edit List.

See Distributing transaction amounts for shipment receipts on page 170 for more
information.

20. Choose User-Defined to open the Receivings User-Defined Fields Entry

window, where you can enter user-defined information for this receipt.

21. Choose Save or Post. If you post the receipt, one or more posting journals and
distribution breakdown registers may be printed, depending on the options
selected in the Posting Setup window.

If youve entered a batch ID, you cant post the transaction individually; you
must use batch posting, series posting, or master posting. For more information,
see Chapter 12, Receipt batches.

122 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 1 3 S H I P M E N T A N D I N - TR AN S I T I N V EN T O R Y R E C E I P T E N T R Y

Receiving a shipment
Use the Receivings Transaction Entry window to record a shipment if youve
received merchandise but havent received the invoice for the merchandise. A
shipment transaction will increase the quantity on hand for the items received for
sales and discontinued item types. You can include items from multiple purchase
orders (from a single vendor) on a shipment receipt.

You can receive against line items with New, Released, Change Order, or Received
statuses.

If you are using Workflow, the purchase order must be approved before you can
receive against the purchase order. You can receive against purchase orders that
dont need approval.

You cant enter a shipment receipt for a purchase order that is on hold. If a purchase
order is placed on hold after its shipment receipt is saved to a batch, the receipt for
that purchase order will not be posted and will remain in the batch.

If you are using Project Accounting, you can enter a shipment for blanket purchase
orders. The Project Number field and the Cost Category ID field will be displayed in
the Receivings Transaction Entry window, but you cant enter project information.
To enter a shipment for a purchase order with project information, see Chapter 14,
Shipment receipt entry for projects.

You can use the View >> Currency menu option or the currency list button to view
amounts in the Receivings Transaction Entry window in originating or functional
currency.

To receive a shipment:
1. In the navigation pane, choose the Purchasing button, and then choose the
Purchase Order Transactions list.

2. In the New group or its overflow menu, choose Shipment Receipt to open the
Receivings Transaction Entry window.

3. Enter a vendor document number (optional).

PURCHASE ORDER PROCESSING 123

PA RT 3 R E C E I P T S

4. Enter the receipt date.

To enter a General Ledger posting date that is different from the transaction date, choose
the Date expansion button; the Receivings Date Entry window will open, where you
can enter date information.

For multicurrency transactions, the document date determines which exchange

rate is used, based on the currency ID and associated rate type thats entered for
the transaction.

5. Enter or select a batch ID (optional). See Creating a receipt batch on page 117 for
more information.

In multicurrency transactions, if the batch posting date does not fall on or

before the exchange rates expiration date, you will receive a message. Choose
Yes to open the Batch Entry window and change the batch posting date. If you
choose No, you will be able to save but not post the receipt.

6. Enter or select the vendor ID.

7. Enter or select a currency ID. If a currency ID is assigned to the vendor you

select, it will appear in the Currency ID field. The currency ID assigned to the
invoice must match the currency ID of the purchase order being received
against.

8. Enter the purchase order number for which youre receiving a shipment. You
can receive items from multiple purchase orders by entering or selecting a
different purchase order number in a new row. See Receiving items from multiple
purchase orders on page 129 for more information.

If the Allow Receiving Without a Purchase Order option is marked in Purchase

Order Processing Setup, you can leave the PO Number field blank.

9. Enter items using either the vendors item number or your companys item
number. You also can enter a non-inventoried item.

You can display the vendors item number by marking Options >> Display
Vendor Item. If the option is not marked, your companys item number will be
displayed. You can change this selection at any time.

10. You can change the site ID to receive line items to a location other than the
location specified on the purchase order, if the option is marked in Purchase
Order Processing Setup. Changing the site on the receipt will not change the site
on the purchase order.

If you are using multiple bins and you change the site ID, the default purchase
receipts bin assigned to the new site ID will replace your previous bin
selections. If the item is tracked by serial or lot numbers, your previous lot
number or serial number selections are removed. The Purchasing Lot Number
Entry window or the Purchasing Serial Number Entry window will open for
you to assign lot numbers or serial numbers. You can change the bin.

124 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 1 3 S H I P M E N T A N D I N - TR AN S I T I N V EN T O R Y R E C E I P T E N T R Y

11. Enter the quantity shipped.

The Purchasing Lot Number Entry window or the Purchasing Serial Number Entry
window will open if the item requires that you assign lot or serial numbers. If you are
using multiple bins, you also can enter a bin number for the serial or lot number. The
Bin Quantity Entry window will open if an item that isnt tracked by lot or serial
numbers requires that you enter bin information.

An icon will be displayed in the Qty Shipped field for purchase order line items
with sales commitments. Select a line item and choose the button next to the
Qty Shipped heading to view or prioritize commitments in the Sales
Commitments for Purchase Order window. For more information, see
Committing purchase orders to sales documents on page 52.

If you're using multiple bins and you change the quantity shipped or the unit of
measure after selecting bins for an item, you might have to modify the bin
information.

12. You can edit the unit cost or extended cost, if the Allow Editing of Costs in
Receiving option is marked in Purchase Order Processing Setup.

13. If you are using landed costs, choose Landed Cost to open the Receivings
Landed Cost Apportionment Entry window, where you can add landed costs to
all line items on a receipt. See Entering landed costs for a shipment receipt on
page 206 for more information. If you want to enter landed costs for an item, see
Entering landed costs for a shipment item on page 209.

14. Choose Distributions to open the Purchasing Distribution Entry window, where
you can make changes to account distributions.

To add additional accounts, select the account and enter an amount.

To remove an account in the scrolling window, select the row containing the
account and choose Edit >> Delete Row.

To restore the original distributions, choose Default.

If you are using landed costs, the distributions for a landed cost wont be
displayed in the Purchasing Distribution Entry window. To view landed cost
distributions, print the Receivings Edit List.

See Distributing transaction amounts for shipment receipts on page 170 for more
information.

15. Choose User-Defined to open the Receivings User-Defined Fields Entry

window, where you can enter user-defined information for this receipt.

16. Choose Save or Post. If you post the receipt, one or more posting journals and
distribution breakdown registers may be printed, depending on the options
selected in the Posting Setup window.

If youve entered a batch ID, you cant post the transaction individually; you
must use batch posting, series posting, or master posting. For more information,
see Chapter 12, Receipt batches.

PURCHASE ORDER PROCESSING 125

PA RT 3 R E C E I P T S

Receiving items without a purchase order

In the Receivings Transaction Entry window, you have the option to receive items
that werent included on the original purchase order or receive items without a
purchase order.

To set up this option, you must select to allow receiving items without a purchase
order in the Purchase Order Processing Setup window. You may assign a password
that must be entered before entering a line item not assigned to a purchase order.

If you are using Project Accounting, you can receive items without project
information. The Project Number field and the Cost Category ID field will be
displayed in the Receivings Transaction Entry window. To enter a shipment/invoice
or shipment with project information, see Chapter 14, Shipment receipt entry for
projects.

To receive items without a purchase order:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Select the appropriate document type for the transaction.

3. Enter the receipt number, vendor document number, date, and vendor ID.

4. To add vendor items or items that werent included on the original purchase
order, simply leave the PO number field blank. You dont have to enter a
purchase order if youve set up the system to allow receiving items without a
purchase order.

5. Continue entering the receipt.

You must enter the unit cost of non-inventoried items.

6. In the Receivings Transaction Entry window, save or post the transaction.

Receiving items using the Select Purchase Order

window
Use the Select Purchase Order window to select a purchase order to quickly enter
line items on a shipment or shipment/invoice. See Receiving a shipment on page 123
or Receiving a shipment/invoice on page 119 for more information.

If you are using Workflow, the purchase order must be approved before you can
receive against the purchase order. You can receive against purchase orders that
dont need approval.

If you are using Project Accounting, you can receive items for blanket purchase
orders. The Project Number field and the Cost Category ID field will be displayed in
the Receivings Transaction Entry window, but you cant enter project information.
To receive items for purchase orders with project information, see Chapter 14,
Shipment receipt entry for projects.

126 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 1 3 S H I P M E N T A N D I N - TR AN S I T I N V EN T O R Y R E C E I P T E N T R Y

To receive items using the Select Purchase Order window:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Select the appropriate document type for the transaction.

3. Enter the receipt number, vendor document number, and date. (A vendor
document number is required for a shipment/invoice.)

4. Choose Auto-Rcv to automatically receive items. The Select Purchase Order

window will open.

If you entered a vendor ID, the Select Purchase Order Items window will open instead
of the Select Purchase Order window.

5. Enter or select a purchase order for which you want to receive line items.

6. Choose Receive All in the Select Purchase Order window to automatically

receive all items on the selected purchase order.

The control blanket line item for a blanket purchase order or a drop-ship
blanket purchase order isnt included when you automatically receive items.
Blanket line items with a New status wont be included, either. You can use the
Receivings Transaction Entry window to enter blanket line items with a New
status.

If you choose to view details in the Select Purchase Order window, the Select
Purchase Order Items window will open, and the purchase order line items will
be marked to receive. Choose Receive to automatically receive items on the
selected purchase order.

Blanket line items with a New status or line items with a New status for a
standard purchase order with an expired contract date wont be marked. To
receive these items, you must mark the items individually.

7. In the Receivings Transaction Entry window, continue entering receipt

information, if necessary, and save or post the transaction.

Using the Select Purchase Order Items window

Use the Select Purchase Order Items window to receive line items on multiple
purchase orders. In the Select Purchase Order Items window, the tree view and the
Sort By option control the information that is displayed. When you change the focus
in the tree view, or when you choose a different sorting option, the information in
the window is refreshed.

PURCHASE ORDER PROCESSING 127

PA RT 3 R E C E I P T S

The scrolling window shows detail about the object selected in the tree view. When
you highlight a different object in the tree view, such as a purchase order or a site,
only the information about that object is displayed in the scrolling window. To
display all information for a vendor, you must select the vendor ID in the tree view.

If you are using Project Accounting, the Project Number field and the Cost Category
ID field will be displayed in the Select Purchase Order Items scrolling window.

The sorting option you select determines the order in which objects appear in the
tree view and the scrolling window. You can sort objects in four ways:

PO/Items Objects in the tree view and scrolling window are sorted first by
purchase order number, then by the order items were entered on the purchase
orders.

Item Number/PO Objects in the tree view and scrolling window are sorted first
by item number, then by purchase order number under each item.

Site/PO/Item Number Objects in the tree view and scrolling window are sorted
first by site, then by purchase order number under each site, then by item number
under each purchase order.

128 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 1 3 S H I P M E N T A N D I N - TR AN S I T I N V EN T O R Y R E C E I P T E N T R Y

Site/Item Number/PO Objects in the tree view and scrolling window are sorted
first by site, then by item number under each site, then by purchase order number
under each item.

Receiving items from multiple purchase orders

Use the Select Purchase Order Items window to receive line items on multiple
purchase orders. New, Released, or Change Order purchase orders that have one or
more items with a quantity remaining to receive will be displayed. See Receiving a
shipment on page 123 or Receiving a shipment/invoice on page 119 for more
information.

If you are using Workflow, purchase orders must be approved before you can
receive against them. You can receive against purchase orders that dont need
approval.

If you are using Project Accounting, the Project Number field and the Cost Category
ID field will be displayed in the Select Purchase Order Items window. To receive
items from purchase orders with project information, see Chapter 14, Shipment
receipt entry for projects.

To receive items from multiple purchase orders:

1. In the navigation pane, choose the Purchasing button, and then choose the
Purchase Order Transactions list.

2. In the New group or its overflow menu, choose the appropriate document type
for the transaction to open the Receivables Transaction Entry window.

3. Enter the vendor document number, and date. (A vendor document number is
required for a shipment/invoice.)

4. Enter or select a vendor ID. The currency ID assigned to the vendor will be the
default currency ID for the receipt.

5. Choose the Auto-Rcv button. The Select Purchase Order Items window will
open.

New, Released, or Change Order purchase orders that have one or more items
with a quantity remaining to receive will be displayed. The control blanket line
item for a blanket purchase order or a drop-ship blanket purchase order isnt
included when you automatically receive items.

PURCHASE ORDER PROCESSING 129

PA RT 3 R E C E I P T S

If only a Vendor ID is displayed, the selected vendor does not have any New,
Released, or Change Order purchase orders with items to receive. Only
purchase orders with currency IDs that match the receipt will be displayed.

If you know the purchase order number but not the vendor ID, you can choose Auto-
Rcv without entering a vendor ID. The Select Purchase Order window will open. The
vendor and currency ID for the receipt will come from the purchase order you select.

6. Select a sorting option.

7. Mark the check boxes next to the items you want to receive. To select all items
displayed in the scrolling window, choose Mark All.

Blanket line items with a New status or line items with a New status for a
standard purchase order with an expired contract date wont be marked. To
receive these items, you must mark the items individually.

When you choose Mark All or Unmark All in the Select Purchase Order Items window,
only items displayed in the scrolling window will be marked or unmarked. For example,
if a purchase order is selected in the tree view, only items from that purchase order will
be displayed in the scrolling window, and only those items will be marked when you
choose Mark All. To mark or unmark all items for a vendor, the vendor ID must be
selected in the tree view.

8. Select whether to display all items or only items marked to receive.

9. Edit Quantity Shipped, Quantity Invoiced (for shipment/invoice receipts) and

Unit Cost amounts, if necessary. If you edit an item in the scrolling window, it
will be marked to receive.

10. Choose the Receive button to add the items to your receipt. The Select Purchase
Order Items window will close, and the items will appear in the Receivings
Transaction Entry window. Taxes are calculated at this time.

To cancel your selections, choose Cancel. To revert all displayed items to

unmarked, choose Unmark All.

11. In the Receivings Transaction Entry window, save or post the receipt.

130 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 1 3 S H I P M E N T A N D I N - TR AN S I T I N V EN T O R Y R E C E I P T E N T R Y

Receiving items from a purchase order

Use the Select Purchase Order Items window and the Receivings Transaction Entry
window to receive items. After you enter or select a standard or blanket purchase
order with a New, Released, or Change Order status in the Purchase Order Entry
window, you can select to receive items or receive and invoice items. From the
Actions button, you can select the Receive the PO Items option to enter a shipment
receipt. You can select the Receive and Invoice the PO Items option to enter a
shipment/invoice receipt for a purchase order. If you are using Workflow, the
purchase order must be approved before you can receive against it. You can receive
against a purchase order that doesnt need approval.

For more information about a shipment receipt or a shipment/invoice receipt, see

Receiving a shipment on page 123 or Receiving a shipment/invoice on page 119. For
more information about the Select Purchase Order Items window, see Using the
Select Purchase Order Items window on page 127.

If you are using Project Accounting, the Project Number field and the Cost Category
ID field will be displayed in the Select Purchase Order Items window and the
Receivings Transaction Entry window. To receive items with project information,
see Chapter 14, Shipment receipt entry for projects.

To receive items from a purchase order:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter or select a standard or blanket purchase order that has one or more items
with a quantity to receive.

3. Choose Actions, and then select one of the following options.

If you are receiving goods and services without an invoice, select Receive
the PO Items.

If you are receiving goods and services accompanied by an invoice, select

Receive and Invoice the PO Items.

4. The Select Purchase Order Items window and the Receivings Transaction Entry
window will open.

In the Select Purchase Order Items window, New, Released, or Change Order
purchase orders that have one or more items with a quantity remaining to
receive will be displayed. The purchase order that you entered in the Purchase
Order Entry window will be selected in the tree view. Each item on the
purchase order that is available to be received in the scrolling window is
marked, except for blanket line items that have a status of New. The control
blanket line item for a blanket purchase order isnt included when you receive
items.

5. Select a sorting option.

6. Mark the check boxes next to the items to receive. To select all items displayed
in the scrolling window, choose Mark All.

PURCHASE ORDER PROCESSING 131

PA RT 3 R E C E I P T S

Blanket line items with a New status or line items with a New status for a
standard purchase order with an expired contract date wont be marked. To
receive these items, you must mark the items individually.

When you choose Mark All or Unmark All, only items displayed in the scrolling
window will be marked or unmarked. For example, if a purchase order is selected in the
tree view, only items from that purchase order will be displayed in the scrolling window,
and only those items will be marked when you choose Mark All. To mark or unmark all
items for a vendor, the vendor ID must be selected in the tree view.

7. Select whether to display all items or only items marked to receive.

8. Modify the quantity shipped, quantity invoiced (for shipment/invoice receipts)

and unit cost amounts, if necessary. If you edit an item in the scrolling window,
it will be marked to receive.

9. Choose Receive to add the items to your receipt. The Select Purchase Order
Items window will close, and the items will appear in the Receivings
Transaction Entry window. Taxes are calculated at this time.

To cancel your selections, choose Cancel. To revert all displayed items to

unmarked, choose Unmark All.

10. In the Receivings Transaction Entry window, continue entering receipt

information, if necessary, and save or post the transaction. For a shipment/
invoice, you must enter the vendor document number.

Entering an in-transit inventory receipt

If youve entered an in-transit transfer transaction in Inventory Control, you can
record the receipt of the material into the final destination site using an in-transit
inventory receipt type in the Receivings Transaction Entry window. Any landed
costs incurred as a result of the in-transit transfer can be recorded on the in-transit
inventory receipt, as well. After you post the in-transit inventory receipt, the goods
are removed from the via site and placed in the final destination site. Landed costs
from in-transit transfer receipts can be invoiced just like landed costs incurred on
shipments or shipment invoices in the Purchasing Invoice Entry window.

If you are using Project Accounting, the Project Number field and the Cost Category
ID field are displayed in the Receivings Transaction Entry window, but you cant
enter project information for an in-transit inventory receipt.

To enter an in-transit inventory receipt:

1. In the navigation pane, choose the Purchasing button, and then choose the
Purchase Order Transactions list.

132 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 1 3 S H I P M E N T A N D I N - TR AN S I T I N V EN T O R Y R E C E I P T E N T R Y

2. In the New group or its overflow menu, choose In-Transit Inventory to open the
Receivings Transaction Entry window.

3. Enter the receipt date.

To enter a General Ledger posting date that is different from the transaction date, choose
the Date expansion button; the Receivings Date Entry window will open, where you
can enter date information.

4. Enter or select a batch ID (optional).

See Creating a receipt batch on page 117 for more information.

5. Enter or select the transfer number for which youre entering a receipt. You can
receive items from multiple transfer numbers by entering or selecting a
different transfer number in a new row.

6. Enter items using either the vendors item number or your companys item
number. You also can enter a non-inventoried item.

7. Enter the quantity shipped.

The In-Transit Lot Number Entry window or the In-Transit Serial Number Entry
window opens if the item requires that you assign lot or serial numbers. If you are using
multiple bins, you also can enter a bin number for the serial or lot number. The Bin
Quantity Entry window opens if an item that isnt tracked by lot or serial numbers
requires that you enter bin information.

If youre using multiple bins and you change the quantity shipped or the unit of
measure after selecting bins for an item, you might have to modify the bin
information.

8. You can change the site ID to receive line items to a location other than the
location specified on the in-transit transfer, if the Change Site ID in Receiving
option is marked in Purchase Order Processing Setup window. Changing the
site on the receipt will not change the site on the in-transit transfer.

PURCHASE ORDER PROCESSING 133

PA RT 3 R E C E I P T S

If you are using multiple bins and you change the site ID, the default purchase
receipts bin assigned to the new site ID will replace your previous bin
selections. If the item is tracked by serial or lot numbers, your previous lot
number or serial number selections are removed. The In-Transit Lot Number
Entry window or the In-Transit Serial Number Entry window will open for you
to assign lot numbers or serial numbers. You can change the bin.

9. If you are using landed costs, choose Landed Cost to open the Receivings
Landed Cost Apportionment window, where you can add landed costs to all
line items on a receipt. See Entering landed costs for a shipment receipt on page 206
for more information. If you want to enter landed costs for an item, see Entering
landed costs for a shipment item on page 209.

10. Choose User-Defined to open the Receivings User-Defined Fields Entry

window, where you can enter user-defined information for this receipt.

11. Choose Save or Post. If you post the receipt, one or more posting journals and
distribution breakdown registers may be printed, depending on the options
selected in the Posting Setup window.

If youve entered a batch ID, you cant post the transaction individually; you
must use batch posting, series posting, or master posting. For more information,
see Chapter 12, Receipt batches.

Using the Select In-Transit Items window

Use the Select In-Transit Items window to receive line items on in-transit transfer
transactions. In the Select In-Transit Items window, the tree view and the Sort By
option control the information that is displayed. When you change the focus in the
tree view, or when you choose a different sorting option, the information in the
window is refreshed.

The scrolling window shows detail about the object selected in the tree view. When
you highlight a different object in the tree view, such as an in-transit item or a site,
only the information about that object is displayed in the scrolling window. To
display all information for an in-transit transfer, you must select the in-transit
transfer in the tree view.

The sorting option you select determines the order in which objects appear in the
tree view and the scrolling window. You can sort objects in four ways:

134 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 1 3 S H I P M E N T A N D I N - TR AN S I T I N V EN T O R Y R E C E I P T E N T R Y

Transfer/Items Objects in the tree view and scrolling window are sorted first by
transfer number, then by the order items were entered on the transfers.

Item Number/Transfer Objects in the tree view and scrolling window are
sorted first by item number, then by transfer number under each item.

Site/Transfer/Item Number Objects in the tree view and scrolling window are
sorted first by site, then by transfer number under each site, then by item number
under each transfer.

PURCHASE ORDER PROCESSING 135

PA RT 3 R E C E I P T S

Site/Item Number/Transfer Objects in the tree view and scrolling window are
sorted first by site, then by item number under each site, then by transfer number
under each item.

Receiving items from in-transit transfers

Use the Select In-Transit Items window to receive line items on multiple in-transit
transfers. In-transit transfers that have one or more items with a quantity remaining
to receive will be displayed. See Entering an in-transit inventory receipt on page 132
for more information.

To receive items from an in-transit transfer:

1. In the navigation pane, choose the Inventory button, and then choose the In-
Transit Transfers list.

2. Mark the in-transit transfers you want to receive against.

3. In the Actions group, choose Receive Items.

4. The Select In-Transit Items window and the Receivings Transaction Entry
window will open.

In the Select In-Transit Items window, in-transit transfers that have one or more
items with a quantity remaining to receive will be displayed. Each item on the
in-transit transfer that is available to be received in the scrolling window is
marked.

136 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 1 3 S H I P M E N T A N D I N - TR AN S I T I N V EN T O R Y R E C E I P T E N T R Y

5. Select a sorting option.

6. Mark the check boxes next to the items you want to receive. To select all items
displayed in the scrolling window, choose Mark All.

When you choose Mark All or Unmark All in the Select In-Transit Items window, only
items displayed in the scrolling window will be marked or unmarked. For example, if an
in-transit transfer is selected in the tree view, only items from that in-transit transfer
will be displayed in the scrolling window, and only those items will be marked when you
choose Mark All. To mark or unmark all items, the In-Transit Items must be selected in
the tree view.

7. Select whether to display all items or only items marked to receive.

8. Edit Quantity Shipped, if necessary. You cant enter a quantity shipped that is
greater than the quantity remaining to be received. If you edit an item in the
scrolling window, it will be marked to receive.

9. Choose the Receive button to add the items to your receipt. The Select In-Transit
Items window will close, and the items will appear in the Receivings
Transaction Entry window.

To cancel your selections, choose Cancel. To revert all displayed items to

unmarked, choose Unmark All.

10. In the Receivings Transaction Entry window, save or post the receipt.

PURCHASE ORDER PROCESSING 137

138 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 14: Shipment receipt entry for projects
If you are using Project Accounting, you can enter a shipment receipt to record
shipments received for purchase orders entered for projects. You can enter shipment
receipts and shipment/invoice receipts in Purchase Order Processing. Enter a
shipment/invoice receipt to record the receipt of goods and services accompanied
by an invoice. Enter a shipment receipt to record the receipt of goods and services
without an invoice. You can enter receipt transactions in a batch or enter and post
them individually. Receipts cant be saved unless theyre in a batch.

To enter a shipment/invoice receipt or a shipment receipt for a blanket purchase

order, refer to Chapter 13, Shipment and in-transit inventory receipt entry.

This information is divided into the following sections:

Receiving a shipment/invoice for projects

Receiving a shipment for projects
Receiving project items without a purchase order
Receiving items for projects using the Select Purchase Order window
Receiving items for projects from multiple purchase orders
Receiving items for projects from a purchase order

Receiving a shipment/invoice for projects

Use the Receivings Transaction Entry window to record a shipment/invoice if
youve received an invoice and merchandise at the same time. The inventory
quantity on hand will be updated for the items received and the vendors account
will be increased. You can include items from multiple purchase orders (from a
single vendor) on a shipment/invoice receipt. To enter a shipment/invoice receipt
for a blanket purchase order, refer to Chapter 13, Shipment and in-transit
inventory receipt entry.

When you enter a shipment/invoice receipt for a non-inventoried item and then
save or post the transaction, the project costs will be updated automatically. For an
inventoried item, the actual costs for the item will be updated automatically. You
can receive against line items with New, Released, Change Order, or Received
statuses.

If you are using Workflow, the purchase order must be approved before you can
receive against the purchase order. You can receive against purchase orders that
dont need approval.

You cant enter a shipment/invoice receipt for a purchase order that is on hold. If a
purchase order is placed on hold after its shipment/invoice receipt is saved to a
batch, the receipt for that purchase order will not be posted and will remain in the
batch.

You can use the View >> Currency menu option or the currency list button to view
currency amounts in the Receivings Transaction Entry window in the originating or
functional currency.

PURCHASE ORDER PROCESSING 139

P A R T 3 R E C E I P T S

To receive a shipment/invoice for projects:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Select Shipment/Invoice as the document type for the transaction.

3. Enter or select the receipt number.

4. Enter a vendor document number.

5. Enter the receipt date.

To enter a General Ledger posting date that is different from the transaction date, choose
the Date expansion button; the Receivings Date Entry window will open, where you
can enter date information.

For multicurrency transactions, the document date determines which exchange

rate is used, based on the currency ID and the associated rate type entered for
the transaction.

6. Enter or select a batch ID (optional).

In multicurrency transactions, if the batch posting date does not fall on or

before the exchange rates expiration date, you will receive a message. Choose
Yes to open the Batch Entry window and change the batch posting date. If you
choose No, you will be able to save but not post the receipt.

See Creating a receipt batch on page 117 for more information.

7. Enter or select a vendor ID.

8. Enter or select a currency ID. If a currency ID is assigned to the vendor you

select, it will appear in the Currency ID field. The currency ID assigned to the
shipment/invoice must match the currency ID of the purchase orders being
received against.

140 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 1 4 S H IP M E N T R E C E IP T E N T R Y FO R P R O JE C T S

9. Enter or select the purchase order number for which youre receiving a
shipment/invoice. You can receive items from multiple purchase orders by
entering or selecting a different purchase order number in a new row. See
Receiving items for projects from multiple purchase orders on page 147 for more
information.

If the Allow Receiving Without a Purchase Order option is marked in the

Purchase Order Processing Setup window, you can leave the PO Number field
blank.

You can enter a purchase order that hasnt been printed if the Allow Receiving
of Unprinted PO option is marked in the PA Purchase Order Processing Setup
Options window.

10. Enter a project number and cost category ID.

You cant enter a project number or a cost category if the Options >> Display
Vendor Item is marked to display the vendor items.

11. Enter one or more items using your companys item number.s You also can
enter non-inventoried items.

Inventoried items entered for a project must be assigned to a cost category in

the Budget Detail IV Items window. If the item isnt assigned to a budget, you
must add the item to the budget.

12. Enter the quantity shipped.

The Purchasing Lot Number Entry window or the Purchasing Serial Number Entry
window will open if the item requires that you assign lot or serial numbers. If you are
using multiple bins, you also can enter a bin number for the serial or lot number. The
Bin Quantity Entry window will open if an item that isnt tracked by lot or serial
numbers requires you to enter bin information.

If youre using multiple bins and you change the quantity shipped or the unit of
measure after selecting bins for an item, you might have to modify the bin
information.

13. You can edit the unit cost or extended cost, if the Allow Editing of Costs in
Receiving option is marked in the Purchase Order Processing Setup window.

14. You can change the site ID to receive line items to a location other than the
location specified on the purchase order, if the option is marked in Purchase
Order Processing Setup. Changing the site on the receipt will not change the site
on the purchase order.

If you are using multiple bins and you change the site ID, the default purchase
receipts bin assigned to the new site ID will replace your previous bin
selections. If the item is tracked by serial or lot numbers, your previous lot
number or serial number selections are removed. The Purchasing Lot Number
Entry window or the Purchasing Serial Number Entry window will open for
you to assign lot numbers or serial numbers. You can change the bin.

15. Enter the quantity invoiced, which is the number of items on the vendors
invoice.

PURCHASE ORDER PROCESSING 141

P A R T 3 R E C E I P T S

16. Enter trade discount, freight, miscellaneous, and tax amounts.

Taxes will be calculated automatically as you enter items. For more information
about tax calculations, see Chapter 20, Taxes for receipts. You can't change the
Tax amount in the Receivings Transaction Entry window even if your system is
set up to allow editing summary-level taxes. If you want to change the tax
amounts for a line item, see Calculating and distributing detail taxes for shipment/
invoice line items on page 218.

17. Enter or accept the 1099 amount, if applicable.

18. Enter or accept the payment terms and tax schedule ID.

19. To enter an amount received, choose the Amount Received expansion button to
open the PA Receivings Amount Received Entry window. You can enter the
amount youre paying by cash, check, or credit card.

20. If you are using landed costs, choose Landed Cost to open the Receivings
Landed Cost Apportionment Entry window, where you can add landed costs to
all line items on a receipt. See Entering landed costs for a shipment receipt on
page 206 for more information. If you want to enter landed costs for an item, see
Entering landed costs for a shipment item on page 209.

21. Choose Distributions to open the Purchasing Distribution Entry window, where
you can make changes to account distributions.

To add additional accounts, select the account and enter an amount.

To remove an account in the scrolling window, select the row containing the
account and choose Edit >> Delete Row.

To restore the original distributions, choose Default.

If you are using landed costs, the distributions for a landed cost wont be
displayed in the Purchasing Distribution Entry window. To view landed cost
distributions, print the Receivings Edit List.

See Distributing transaction amounts for shipment receipts on page 170 for more
information.

22. Choose User-Defined to open the Receivings User-Defined Fields Entry

window, where you can enter user-defined information for this receipt.

23. Choose Save or Post. If you post the receipt, one or more posting journals and
distribution breakdown registers may be printed, depending on the options
selected in the Posting Setup window.

If youve entered a batch ID, you cant post the transaction individually; you
must use batch posting, series posting, or master posting. For more information,
see Chapter 12, Receipt batches.

Receiving a shipment for projects

Use the Receivings Transaction Entry window to record a shipment if youve
received merchandise but havent received the invoice for the merchandise. A
shipment receipt will increase the quantity on hand for the items received for sales

142 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 1 4 S H IP M E N T R E C E IP T E N T R Y FO R P R O JE C T S

and discontinued item types. You can include items from multiple purchase orders
(from a single vendor) on a shipment receipt. To enter a shipment receipt for a
blanket purchase order, refer to Chapter 13, Shipment and in-transit inventory
receipt entry.

When you enter a shipment receipt for a non-inventoried item and then save or post
the transaction, the project costs will be updated automatically. For an inventoried
item, the actual costs for the item will be updated automatically.

You can receive against line items with New, Released, Change Order, or Received
statuses.

If you are using Workflow, the purchase order must be approved before you can
receive against the purchase order. You can receive against purchase orders that
dont need approval.

You cant enter a shipment receipt for a purchase order that is on hold. If a purchase
order is placed on hold after its shipment receipt is saved to a batch, the receipt for
that purchase order will not be posted and will remain in the batch.

You can use the View >> Currency menu option or the currency list button to view
amounts in the Receivings Transaction Entry window in originating or functional
currency.

To receive a shipment for projects:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Select Shipment as the document type for the transaction.

3. Enter or select the receipt number.

4. Enter a vendor document number (optional).

5. Enter the receipt date.

PURCHASE ORDER PROCESSING 143

P A R T 3 R E C E I P T S

To enter a General Ledger posting date that is different from the transaction date, choose
the Date expansion button; the Receivings Date Entry window will open, where you
can enter date information.

For multicurrency transactions, the document date determines which exchange

rate is used, based on the currency ID and associated rate type thats entered for
the transaction.

6. Enter or select a batch ID (optional). See Creating a receipt batch on page 117 for
more information.

In multicurrency transactions, if the batch posting date does not fall on or

before the exchange rates expiration date, you will receive a message. Choose
Yes to open the Batch Entry window and change the batch posting date. If you
choose No, you will be able to save but not post the receipt.

7. Enter or select the vendor ID.

8. Enter or select a currency ID. If a currency ID is assigned to the vendor you

select, it will appear in the Currency ID field. The currency ID assigned to the
invoice must match the currency ID of the purchase order being received
against.

9. Enter the purchase order number for which youre receiving a shipment. You
can receive items from multiple purchase orders by entering or selecting a
different purchase order number in a new row. See Receiving items for projects
from multiple purchase orders on page 147 for more information.

If the Allow Receiving Without a Purchase Order option is marked in the

Purchase Order Processing Setup window, you can leave the PO Number field
blank.

You can enter a purchase order that hasnt been printed if the Allow Receiving
of Unprinted PO option is marked in the PA Purchase Order Processing Setup
Options window.

10. Enter a project number and cost category ID.

You cant enter a project number or a cost category if the Options >> Display
Vendor Item is marked to display the vendor items.

11. Enter one or more items using your companys item numbers. You also can
enter non-inventoried items.

Inventoried items entered for a project must be assigned to a cost category in

the Budget Detail IV Items window. If the item isnt assigned to a budget, you
must add the item to the budget.

12. You can change the site ID to receive line items to a location other than the
location specified on the purchase order, if the option is marked in Purchase
Order Processing Setup. Changing the site on the receipt will not change the site
on the purchase order.

If you are using multiple bins and you change the site ID, the default purchase
receipts bin assigned to the new site ID will replace your previous bin
selections. If the item is tracked by serial or lot numbers, your previous lot

144 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 1 4 S H IP M E N T R E C E IP T E N T R Y FO R P R O JE C T S

number or serial number selections are removed. The Purchasing Lot Number
Entry window or the Purchasing Serial Number Entry window will open for
you to assign lot numbers or serial numbers. You can change the bin.

13. Enter the quantity shipped.

The Purchasing Lot Number Entry window or the Purchasing Serial Number Entry
window will open if the item requires that you assign lot or serial numbers. If you are
using multiple bins, you also can enter a bin number for the serial or lot number. The
Bin Quantity Entry window will open if an item that isnt tracked by lot or serial
numbers requires you to enter bin information.

If you're using multiple bins and you change the quantity shipped or the unit of
measure after selecting bins for an item, you might have to modify the bin
information.

14. You can edit the unit cost or extended cost, if the Allow Editing of Costs in
Receiving option is marked in Purchase Order Processing Setup.

15. If you are using landed costs, choose Landed Cost to open the Receivings
Landed Cost Apportionment Entry window, where you can add landed costs to
all line items on a receipt. See Entering landed costs for a shipment receipt on
page 206 for more information. If you want to enter landed costs for an item, see
Entering landed costs for a shipment item on page 209.

16. Choose Distributions to open the Purchasing Distribution Entry window, where
you can make changes to account distributions.

To add additional accounts, select the account and enter an amount.

To remove an account in the scrolling window, select the row containing the
account and choose Edit >> Delete Row.

To restore the original distributions, choose Default.

If you are using landed costs, the distributions for a landed cost wont be
displayed in the Purchasing Distribution Entry window. To view landed cost
distributions, print the Receivings Edit List.

See Distributing transaction amounts for shipment receipts on page 170 for more
information.

17. Choose User-Defined to open the Receivings User-Defined Fields Entry

window, where you can enter user-defined information for this receipt.

18. Choose Save or Post. If you post the receipt, one or more posting journals and
distribution breakdown registers may be printed, depending on the options
selected in the Posting Setup window.

If youve entered a batch ID, you cant post the transaction individually; you
must use batch posting, series posting, or master posting. For more information,
see Chapter 12, Receipt batches.

PURCHASE ORDER PROCESSING 145

P A R T 3 R E C E I P T S

Receiving project items without a purchase order

In the Receivings Transaction Entry window, you have the option to receive items
that werent included on the original purchase order or receive items without a
purchase order.

To set up this option, you must select to allow receiving items without a purchase
order in the Purchase Order Processing Setup window. You may assign a password
that must be entered before entering a line item not assigned to a purchase order.

To receive project items without a purchase order:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Select the appropriate document type for the transaction.

3. Enter the receipt number, vendor document number, date, and vendor ID.

4. Enter a project number and cost category ID. If the item that youre receiving
isnt assigned to a project because the item isnt assigned to a budget, enter
<NONE> or leave the Project No. field blank. If there isnt a project number,
you can leave the Cost Category field blank. If the item is assigned to a project,
you must enter a cost category.

You cant enter a project number or a cost category if the Options >> Display
Vendor Item is marked to display vendor items.

5. To add items that werent included on the original purchase order, leave the PO
number field blank. You dont have to enter a purchase order if youve set up
the system to allow receiving items without a purchase order.

Inventoried items entered for a project must be assigned to a cost category in

the Budget Detail IV Items window. If the item isnt assigned to a budget, you
must add the item to the budget. You cannot add a new inventoried item if the
Allow Entry of New Budgets/Materials option is not marked in the User
Purchase Order Settings window. See Inventoried items and non-inventoried items
for projects on page 85 for more information.

6. Continue entering the receipt.

You must enter the unit cost of non-inventoried items.

7. In the Receivings Transaction Entry window, save or post the transaction.

Receiving items for projects using the Select Purchase

Order window
Use the Select Purchase Order window to select a purchase order to quickly enter
line items on a shipment or shipment/invoice. See Receiving a shipment for projects on
page 142 or Receiving a shipment/invoice for projects on page 139 for more information.
To receive items on a blanket purchase order, refer to Chapter 13, Shipment and in-
transit inventory receipt entry.

146 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 4 S H IP M E N T R E C E IP T E N T R Y FO R P R O JE C T S

If you are using Workflow, the purchase order must be approved before you can
receive against the purchase order. You can receive against purchase orders that
dont need approval.

To receive items for projects using the Select Purchase

Order window:
1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Select the appropriate document type for the transaction.

3. Enter the receipt number, vendor document number, and date. (A vendor
document number is required for a shipment/invoice.)

4. Choose Auto-Rcv to automatically receive items. The Select Purchase Order

window will open.

If you entered a vendor ID, the Select Purchase Order Items window will open instead
of the Select Purchase Order window.

5. Enter or select a purchase order for which you want to receive line items.

6. Choose Receive All in the Select Purchase Order window to automatically

receive all items on the selected purchase order.

If you choose to view details in the Select Purchase Order window, the Select
Purchase Order Items window will open, and the purchase order line items will
be marked to receive. Choose Receive to automatically receive items on the
selected purchase order.

7. In the Receivings Transaction Entry window, continue entering receipt

information, if necessary, and save or post the transaction.

Receiving items for projects from multiple purchase

orders
Use the Select Purchase Order Items window to receive line items for projects on
multiple purchase orders. New, Released, or Change Order purchase orders that
have one or more items with a quantity remaining to receive will be displayed. See
Receiving a shipment for projects on page 142 or Receiving a shipment/invoice for projects
on page 139 for more information.

To receive items from multiple blanket purchase orders, refer to Chapter 13,
Shipment and in-transit inventory receipt entry.

If you are using Workflow, the purchase orders must be approved before you can
receive against them. You can receive against purchase orders that dont need
approval.

PURCHASE ORDER PROCESSING 147

P A R T 3 R E C E I P T S

To receive items for projects from multiple purchase

orders for projects:
1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Select the appropriate document type for the transaction.

3. Enter the receipt number, vendor document number, and date. (A vendor
document number is required for a shipment/invoice.)

4. Enter or select a vendor ID. The currency ID assigned to the vendor will be the
default currency ID for the receipt.

5. Choose the Auto-Rcv button. The Select Purchase Order Items window will
open.

New, Released, or Change Order purchase orders that have one or more items
with a quantity remaining to receive will be displayed.

If only a Vendor ID is displayed, the selected vendor does not have any New,
Released, or Change Order purchase orders with items to receive. Only
purchase orders with currency IDs that match the receipt will be displayed.

If you know the purchase order number but not the vendor ID, you can choose Auto-
Rcv without entering a vendor ID. The Select Purchase Order window will open. The
vendor and currency ID for the receipt will come from the purchase order you select.

6. Select a sorting option.

7. Mark the check boxes next to the items you want to receive. To select all items
displayed in the scrolling window, choose Mark All.

When you choose Mark All or Unmark All in the Select Purchase Order Items window,
only items displayed in the scrolling window will be marked or unmarked. For example,
if a purchase order is selected in the tree view, only items from that purchase order will
be displayed in the scrolling window, and only those items will be marked when you
choose Mark All. To mark or unmark all items for a vendor, the vendor ID must be
selected in the tree view.

148 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 4 S H IP M E N T R E C E IP T E N T R Y FO R P R O JE C T S

8. Select whether to display all items or only items marked to receive.

9. Modify the quantity shipped, quantity invoiced (for shipment/invoice receipts)

and unit cost amounts, if necessary. If you edit an item in the scrolling window,
it will be marked to receive.

10. Choose the Receive button to add the items to your receipt. The Select Purchase
Order Items window will close, and the items will appear in the Receivings
Transaction Entry window. Taxes are calculated at this time.

To cancel your selections, choose Cancel. To revert all displayed items to

unmarked, choose Unmark All.

11. In the Receivings Transaction Entry window, save or post the receipt.

Receiving items for projects from a purchase order

Use the Select Purchase Order Items window and the Receivings Transaction Entry
window to receive items. After you enter or select a standard order with New,
Released, or Change Order statuses in the Purchase Order Entry window, you can
select to receive items or receive and invoice items. From the Actions button, you
can select the Receive the PO Items option from the Actions button to enter a
shipment receipt. You can select the Receive and Invoice the PO Items option to
enter a shipment/invoice receipt for a purchase order.

If you are using Workflow, the purchase order must be approved before you can
receive against the purchase order. You can receive against purchase orders that
dont need approval.

For more information about a shipment receipt or a shipment/invoice receipt, see

Receiving a shipment for projects on page 142 or Receiving a shipment/invoice for projects
on page 139. For more information about the Select Purchase Order Items window,
see Using the Select Purchase Order Items window on page 127.

To receive items from a blanket purchase order, refer to Chapter 13, Shipment and
in-transit inventory receipt entry.

To receive items for projects from a purchase order:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter or select a standard purchase order that has one or more items with a
quantity to receive.

3. Choose Actions, and then select one of the following options.

If you are receiving goods and services without an invoice, select Receive
the PO Items.

If you are receiving goods and services accompanied by an invoice, select

Receive and Invoice the PO Items.

PURCHASE ORDER PROCESSING 149

P A R T 3 R E C E I P T S

4. The Select Purchase Order Items window and the Receivings Transaction Entry
window will open.

In the Select Purchase Order Items window, New, Released, or Change Order
purchase orders that have one or more items with a quantity remaining to
receive will be displayed. The purchase order that you entered in the Purchase
Order Entry window will be selected in the tree view. Each item on the
purchase order that is available to be received in the scrolling window is
marked.

5. Select a sorting option.

6. Mark the check boxes next to the items to receive. To select all items displayed
in the scrolling window, choose Mark All.

When you choose Mark All or Unmark All, only items displayed in the scrolling
window will be marked or unmarked. For example, if a purchase order is selected in the
tree view, only items from that purchase order will be displayed in the scrolling window,
and only those items will be marked when you choose Mark All. To mark or unmark all
items for a vendor, the vendor ID must be selected in the tree view.

7. Select whether to display all items or only items marked to receive.

8. Modify the quantity shipped, quantity invoiced (for shipment/invoice receipts)

and unit cost amounts, if necessary. If you modify an item in the scrolling
window, it will be marked to receive.

9. Choose Receive to add the items to your receipt. The Select Purchase Order
Items window will close, and the items will appear in the Receivings
Transaction Entry window. Taxes are calculated at this time.

To cancel your selections, choose Cancel. To revert all displayed items to

unmarked, choose Unmark All.

10. In the Receivings Transaction Entry window, continue entering receipt

information, if necessary, and save or post the transaction. For a shipment/
invoice, you must enter the vendor document number.

150 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 15: Shipment receipt detail entry
The Receivings Transaction Entry window is designed to resemble a physical
shipment document and includes vendor, line item, and total information. Use the
expansion buttons in the Receivings Transaction Entry window to open windows
where you can enter detailed information about a line item, lot number, serial
number mask, or other elements of a transaction.

This information is divided into the following sections:

Entering detail information for a purchasing receipt

Entering detail information for an in-transit inventory receipt
Entering project item detail information for a purchasing receipt
Defining a lot number mask
Generating lot numbers automatically
Entering lot numbers manually for a purchasing receipt
Entering lot numbers for an in-transit inventory receipt
Removing lot numbers for a purchasing receipt
Defining a serial number mask
Generating serial numbers automatically
Entering serial numbers manually
Entering serial numbers for an in-transit inventory receipt
Removing serial numbers
Multiple bins in Purchase Order Processing
Changing bins for a receipt
Merging trade discount and purchase distributions
Distributing transaction amounts for shipment receipts
Entering Intrastat trade statistics

Entering detail information for a purchasing receipt

Use the Receivings Item Detail Entry window to add or modify line item
information such as rejected quantities, or to change a line items posting accounts.
If you select an item in the Receivings Transaction Entry window before opening
this window, information for that item will be displayed.

If you are using Project Accounting, the Project Number field and the Cost Category
ID field will be displayed in the Receivings Item Detail Entry window, but you cant
enter project information for blanket purchase order line items. To enter additional
information for a line item assigned to a project, see Entering project item detail
information for a purchasing receipt on page 155.

To enter detail information for a purchasing receipt:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

PURCHASE ORDER PROCESSING 151

PA RT 3 R E C E I P T S

2. Enter or select a receipt number and vendor and open the Receivings Item
Detail Entry window by choosing the Vendor Item or Item expansion button.

Currency amounts in this window may be displayed in the functional or

originating currency, depending on the view selected in the Receivings
Transaction Entry window.

3. Enter the purchase order number for which youre receiving a shipment. You
can receive items from multiple purchase orders by entering or selecting a
different purchase order number in a new row. See Receiving items from multiple
purchase orders on page 129 for more information.

If the Allow Receiving Without a Purchase Order option is marked in Purchase

Order Processing Setup, you can leave the PO Number field blank.

If you are using Workflow, the purchase order must be approved before you can
receive against the purchase order. You can receive against purchase orders that
dont need approval.

4. If you are entering an item for a project, assign a project number and cost
category ID.

You cant enter a project number or a cost category if the Options >> Display
Vendor Item is marked to display the vendor items.

5. Enter or select the number of the vendor item or item youre receiving. You also
can enter a non-inventoried item.

Inventoried items entered for a project must be assigned to a cost category in

the Budget Detail IV Items window. If the item isnt assigned to a budget, you
must add the item to the budget. See Inventoried items and non-inventoried items
for projects on page 85 for more information.

6. Enter the quantity shipped.

The Purchasing Lot Number Entry window or the Purchasing Serial Number Entry
window will open if the item requires that you assign lot or serial numbers. If you are
using multiple bins, you also can enter a bin number for the serial or lot number. The

152 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 5 S H I P M E N T R E C E I P T D E T A I L E N T R Y

Bin Quantity Entry window will open if an item that isnt tracked by lot or serial
numbers requires you to enter bin information. You can't assign serial or lot numbers to
a non-inventoried item.

An icon will be displayed in the Qty Shipped field for purchase order line items
with sales commitments. Select a line item and choose the button next to the
Qty Shipped heading to view or prioritize commitments in the Sales
Commitments for Purchase Order window. For more information, see
Committing purchase orders to sales documents on page 52. If you are using Project
Accounting, you cant commit purchase order line items for projects to Sales
Order Processing line items.

If you're using multiple bins and you change the quantity shipped or the unit of
measure after selecting bins for an item, you might have to modify the bin
information.

7. If you want to enter landed costs for an item, choose the Unit Cost expansion
button to open the Receivings Landed Cost Entry window. See Entering landed
costs for a shipment item on page 209 for more information.

8. You can change the site ID to receive line items to a location other than the
location specified on the purchase order, if the option is marked in Purchase
Order Processing Setup. Changing the site on the receipt will not change the site
on the purchase order.

If you are using multiple bins and you change the site ID, the default purchase
receipts bin assigned to the new site ID will replace your previous bin
selections. If the item is tracked by serial or lot numbers, your previous lot
number or serial number selections are removed. The Purchasing Lot Number
Entry window or the Purchasing Serial Number Entry window will open for
you to assign lot numbers or serial numbers. You can change the bin.

If youre using landed costs and change the site ID, the landed cost group ID
will change to the landed cost group ID assigned to the item at the new site. You
can specify a landed cost group for each item-site combination in the Item
Quantities Maintenance window.

9. Enter the quantity invoiced, which is the number of items on the vendors
invoice.

10. The default accounts for posting the receipt and for posting purchase price
variances will be displayed. If no accounts are displayed, you can enter them.

Default accounts come from the purchase order. If youre receiving without a
purchase order, the default accounts will come from the item. If there are no
accounts associated with an inventoried item, the accounts will come from
Posting Accounts Setup. If there are no accounts associated with a non-
inventoried item, the accounts will come from the vendor or Posting Accounts
Setup.

11. Enter the quantity rejected, if any, and a rejected comment ID. You also can
enter a comment explaining the reason for rejecting the goods. For more
information about comments, see Adding comments to purchasing documents on
page 86.

PURCHASE ORDER PROCESSING 153

PA RT 3 R E C E I P T S

Rejecting an item assumes that the vendor will be replacing the goods. If the goods
wont be replaced, you should enter a quantity canceled instead.

12. In the BOL/Pro No. field, enter the bill of lading or progressive number
assigned to the shipment by the carrier.

13. If you are using landed costs, enter a landed cost group ID or accept the default
ID.

14. Enter or accept the item tax option and the tax schedule IDs. The tax
information is available only for shipment/invoices.

Taxes will be calculated automatically as you enter items. For more information
about tax calculations, see Chapter 20, Taxes for receipts. If you want to
change the tax amounts for the document, see Calculating and distributing
summary taxes for shipment/invoice receipts on page 216. If you want to change the
tax amounts for a line item, see Calculating and distributing detail taxes for
shipment/invoice line items on page 218.

15. Enter the actual date the vendor shipped the order (optional).

16. Choose Save to save the item information.

Entering detail information for an in-transit inventory

receipt
Use the Receivings Item Detail Entry window to modify line item information such
as rejected quantities, or to change a line items posting account. If you select an
item in the Receivings Transaction Entry window before opening this window,
information for that item will be displayed.

To enter detail information for an in-transit inventory

receipt:
1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select a receipt number and open the Receivings Item Detail Entry
window by choosing the Item expansion button.

3. Enter the transfer number for which youre entering a receipt. You can receive
items from multiple in-transit transfers by entering or selecting a different
transfer number in a new row.

4. Enter or select the number of the item.

5. Enter the quantity shipped.

The In-Transit Lot Number Entry window or the In-Transit Serial Number Entry
window opens if the item requires that you assign lot or serial numbers. If you are using
multiple bins, you also can enter a bin number for the serial or lot number. The Bin
Quantity Entry window opens if an item that isnt tracked by lot or serial numbers
requires you to enter bin information.

If youre using multiple bins and you change the quantity shipped after
selecting bins for an item, you might have to modify the bin information.

154 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 5 S H I P M E N T R E C E I P T D E T A I L E N T R Y

6. If you want to enter landed costs for an item, choose the Unit Cost expansion
button to open the Receivings Landed Cost Entry window. See Entering landed
costs for a shipment item on page 209 for more information.

7. You can change the site ID to receive line items to a location other than the
location specified on the purchase order, if the Change Site ID in Receiving
option is marked in Purchase Order Processing Setup window. Changing the
site on the receipt will not change the site on the in-transit transfer.

If you are using multiple bins and you change the site ID, the default purchase
receipts bin assigned to the new site ID will replace your previous bin
selections. If the item is tracked by serial or lot numbers, your previous lot
number or serial number selections are removed. The In-Transit Lot Number
Entry window or the In-Transit Serial Number Entry window opens for you to
assign lot numbers or serial numbers. You can change the bin.

If youre using landed costs and change the site ID, the landed cost group ID
changes to the landed cost group ID assigned to the item at the new site. You
can specify a landed cost group for each item-site combination in the Item
Quantities Maintenance window.

8. The default account for posting the receipt is displayed. If no account is

displayed, you can enter it.

The inventory account assigned to the item in the Item Account Maintenance
window is the default posting account. If you didnt enter posting accounts in
the Item Account Maintenance window, the inventory account entered in the
Posting Setup window is used as the default entry.

9. Enter the quantity rejected, if any, and a rejected comment ID. You also can
enter a comment explaining the reason for rejecting the goods. For more
information about comments, see Adding comments to purchasing documents on
page 86.

Rejecting an item assumes that the item will be replaced. If the item wont be replaced,
you should enter a quantity canceled instead.

10. In the BOL/Pro No. field, enter the bill of lading or progressive number
assigned to the shipment by the carrier.

11. If you are using landed costs, enter a landed cost group ID or accept the default
ID.

12. Enter the actual date the vendor shipped the order (optional).

13. Choose Save to save the item information.

Entering project item detail information for a

purchasing receipt
You can use the PA Receivings Item Detail Entry window to add a billing note or
modify the billing type. If the item is for a time and materials project, you can enter
a billing rate or a markup percentage and view the accrued revenue.

PURCHASE ORDER PROCESSING 155

PA RT 3 R E C E I P T S

To enter project item detail information for a purchasing

receipt:
1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select a receipt number, vendor ID, project number, cost category, and
item.

3. Choose the Cost Category expansion button to open the PA Receivings Item
Detail Entry window.

4. Enter or modify a billing note.

5. Modify the billing type, if applicable. The item must be a non-inventoried item
to modify the billing type.

6. If the non-inventoried item is for a time and materials project, you can enter a
billing rate or markup percentage.

7. Choose OK to close the window and return to the Receivings Transaction Entry
window.

Defining a lot number mask

Use the Item Serial/Lot Number Definition window to set up lot number masks for
lot-tracked items. A lot number mask is a pre-defined lot number format used to
generate lot numbers automatically. With a lot number mask, you can specify
starting and ending lot numbers for an item, create incrementing segments, and
control the character type. You must create a lot number mask before you can
automatically generate lot numbers in Purchase Order Processing.

You also can enter a lot split quantity, which is the breakpoint for creating separate
lots for a lot-tracked item. For example, assume that you enter a lot split quantity of
50. If you receive 120 units for a lot -tracked item, two lots of 50 and one lot of 20 are
created. If the starting value for the mask is AA-001, the first lot is AA-001, the
second lot is AA-002, and the third lot for the remainder is AA-003. If the lot split
quantity is zero, the total quantity is treated as a single lot.

156 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 5 S H I P M E N T R E C E I P T D E T A I L E N T R Y

To define a lot number mask:

1. Open the Item Maintenance window.
(Cards >> Inventory >> Item)

2. Select an item, then choose Options to open the Item Maintenance Options
window.

3. Choose Lot Numbers from the Track drop-down list, then choose the Track
expansion button to open the Item Serial/Lot Number Definition window.

Information for the item you selected, including the last lot number that was
generated and any current mask information, will appear.

4. Enter a lot split quantity, if applicable.

5. Select a character type for the first segment: Numeric, Alpha, Symbol, User
Date, or Space. The character type will determine which of the remaining fields
are editable.

6. Enter a size, if you selected a character type of Alpha or Numeric.

Symbol and Space character types must have a size of 1. The size of a User Date
segment depends on the date format you select.

7. Mark Increment if you want this segment to increase each time a lot number is
generated. You must have at least one segment marked to increment in order to
automatically generate lot numbers for an item.

You can use the Increment option only if the character type is Alpha or
Numeric. Symbol and space characters do not change. User date segments
automatically increment when the user date changes.

If more than one segment is marked to increment, the segments increment from
right to left. For example, assume you have incrementing segments 0001-0001.
The next lot number contains the segments 0001-0002. The first segment
increments when the second reaches its maximum value (from 0001-9999 to
0002-0000). If the mask contains a date segment, other incrementing segments
will reset when the date segment increments.

PURCHASE ORDER PROCESSING 157

PA RT 3 R E C E I P T S

8. Enter starting and ending values.

If you selected a type of User Date or Space, you wont be able to set starting
and ending values. If you selected a type of Symbol, you will be able to enter a
single character in the starting value field.

9. If you selected a character type of User Date, select a date format.

10. Choose the Insert button to add the segment to the lot number mask. The
segments starting value appears in the Lot Number Mask field.

11. Define and insert the remaining segments. lot number masks can be a
maximum of 20 characters long.

12. To move a segment to a different position in the lot number mask, select the
segment, then choose Up or Down.

Choose Remove to delete the selected segment or choose Modify to change the
selected segments information.

Generating lot numbers automatically

Use the Purchasing Lot Number Entry window to assign lot numbers for lot-
tracked line items. You can assign lot numbers automatically, manually, or a
combination of the two. In order to automatically generate lot numbers, you must
first set up the item and its lot number mask. For more information, see Defining a
lot number mask on page 156.

If youre using multiple bins and are generating lot numbers automatically, the bin
number entered in the Purchasing Lot Number Entry window will be used with
each generated lot number.

To generate lot numbers automatically:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select a shipment or shipment/invoice that includes at least one lot-

numbered item.

3. Enter the quantity shipped for the line items that contain a lot number.

158 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 5 S H I P M E N T R E C E I P T D E T A I L E N T R Y

4. Enter a site ID. Press TAB or choose the Quantity Shipped expansion button to
open the Purchasing Lot Number Entry window. (This window will
automatically open when you choose the Auto-Rcv button in the Receivings
Transaction Entry window and lot-numbered items are entered for the receipt.)

5. If you are using multiple bins, enter a bin number or accept the default bin
number.

To set up a lot number mask for the item, click the Lot Number Mask link in the
Purchasing Lot Number Entry window to open the Item Serial/Lot Number Definition
window.

6. Enter the lot(s) to generate (optional). The default lot(s) to generate is the
Remaining to Select quantity divided by the Lot Split Quantity rounded to the
next whole number.

7. Edit the starting lot number, if necessary.

If you modify the starting lot number, it must conform to the lot number mask.
If you delete the starting lot number, you will not be able to automatically
generate lot numbers for the item.

8. Choose Auto-Generate. Lot numbers for the items are inserted in the scrolling
window. Numbers that already exist will be skipped.

The Total Quantity Selected must equal the items extended quantity before you
can move to the next line item in the Receivings Transaction Entry window or
the Receivings Item Detail Entry window.

9. Choose OK to save the lot numbers that were automatically generated.

Entering lot numbers manually for a purchasing

receipt
Use the Purchasing Lot Number Entry window to assign lot numbers for shipment
or shipment/invoice receipt line items.

PURCHASE ORDER PROCESSING 159

PA RT 3 R E C E I P T S

To enter lot numbers manually for a purchasing receipt:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select a shipment or shipment/invoice that includes a lot-numbered

item.

3. Enter the quantity shipped on the line item containing a lot number.

4. Enter a site ID. Press TAB or choose the Quantity Shipped expansion button to
open the Purchasing Lot Number Entry window. (This window will
automatically open when you choose the Auto-Rcv button in the Receivings
Transaction Entry window and lot-numbered items are entered for the receipt.)

5. If you are using multiple bins, enter a bin number or accept the default bin
number.

6. Enter a lot number and a quantity selected.

7. Choose Insert to add the lot number to the scrolling window.

8. To assign values to the lot attributes for the item, choose the Lot expansion
button to open the Lot Attribute Entry window.

If you are using sales workflow and are tracking the minimum shelf life for the
lot item, the dates that you enter in this window and the number of days
entered in the Item Maintenance Options window are used to determine
whether or not the item meets the minimum shelf life when you receive the
item. If you are using Project Accounting, you cant use sales workflow with
project items.

9. Continue entering lot numbers for the item. The Total Quantity Selected must
equal the items extended quantity before you can move to the next line item in
the Receivings Transaction Entry window or the Receivings Item Detail Entry
window.

10. Choose OK to save the lot numbers youve added.

Entering lot numbers for an in-transit inventory

receipt
Use the In-Transit Lot Number Entry window to assign lot numbers for in-transit
inventory receipt line items.

To enter lot numbers for an in-transit inventory receipt:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select an in-transit inventory receipt that includes a lot-numbered item.

3. Enter the quantity shipped on the line item containing a lot number.

160 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 5 S H I P M E N T R E C E I P T D E T A I L E N T R Y

4. Press TAB or choose the Quantity Shipped expansion button to open the In-
Transit Lot Number Entry window.

5. If you are using multiple bins, enter a bin number or accept the default bin
number.

6. In the Available list, enter a quantity selected for a lot number.

7. Choose Insert to add the lot number to the Lot Numbers Selected list.

8. To assign values to the lot attributes for the item, choose the Available
expansion button or the Lot Numbers Selected expansion button to open the
Lot Attribute Entry window.

If you are using the sales fulfillment workflow and are tracking the minimum
shelf life for the lot item, the dates that you enter in this window and the
number of days entered in the Item Maintenance Options window are used to
determine whether or not the item meets the minimum shelf life when you
receive the item.

9. Continue entering lot numbers for the item. The Quantity Selected must equal
the items extended quantity before you can move to the next line item in the
Receivings Transaction Entry window or the Receivings Item Detail Entry
window.

10. Choose OK to save the lot numbers youve added.

Removing lot numbers for a purchasing receipt

Use the Purchasing Lot Number Entry window to remove lot numbers for shipment
or shipment/invoice receipt line items.

To remove lot numbers for a purchasing receipt:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select a shipment or shipment/invoice that includes a lot-numbered

item.

PURCHASE ORDER PROCESSING 161

PA RT 3 R E C E I P T S

3. Select a line item that contains a lot number.

4. Choose the Quantity Shipped expansion button to open the Purchasing Lot
Number Entry window.

5. Select the lot number from the Lot list and choose Remove. To remove all the lot
numbers from the Lot list, choose Remove All.

6. Enter new lot numbers for the item.

7. Choose OK to save your changes.

Defining a serial number mask

Use the Item Serial/Lot Number Definition window to set up serial number masks
for serial-tracked items. A serial number mask is a pre-defined serial number format
used to generate serial numbers automatically. With a serial number mask, you can
specify starting and ending serial numbers for an item, create incrementing
segments, and control the character type. You must create a serial number mask
before you can automatically generate serial numbers in Purchase Order Processing.

To define a serial number mask:

1. Open the Item Maintenance window.
(Cards >> Inventory >> Item)

2. Select an item, then choose Options to open the Item Maintenance Options
window.

3. Choose Serial Numbers from the Track drop-down list, then choose the Track
expansion button to open the Item Serial/Lot Number Definition window.

Information for the item you selected, including the last serial number that was
generated and any current mask information, will appear.

4. Select a character type for the first segment: Numeric, Alpha, Symbol, User
Date, or Space. The character type will determine which of the remaining fields
are editable.

162 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 5 S H I P M E N T R E C E I P T D E T A I L E N T R Y

5. Enter a size, if you selected a character type of Alpha or Numeric.

Symbol and Space character types must have a size of 1. The size of a User Date
segment depends on the date format you select.

6. Mark Increment if you want this segment to increase each time a serial number
is generated. You must have at least one segment marked to increment in order
to automatically generate serial numbers for an item.

You can use the Increment option only if the character type is Alpha or
Numeric. Symbol and space characters do not change. User date segments
automatically increment when the user date changes.

If more than one segment is marked to increment, the segments increment from
right to left. For example, assume you have incrementing segments 0001-0001.
The next serial number contains the segments 0001-0002. The first segment
increments when the second reaches its maximum value (from 0001-9999 to
0002-0000). If the mask contains a date segment, other incrementing segments
will reset when the date segment increments.

7. Enter starting and ending values.

If you selected a type of User Date or Space, you wont be able to set starting
and ending values. If you selected a type of Symbol, you will be able to enter a
single character in the starting value field.

8. If you selected a character type of User Date, select a date format.

9. Choose the Insert button to add the segment to the serial number mask. The
segments starting value appears in the Serial Number Mask field.

10. Define and insert the remaining segments. Serial number masks can be a
maximum of 20 characters long.

11. To move a segment to a different position in the serial number mask, select the
segment, then choose Up or Down.

Choose Remove to delete the selected segment or choose Modify to change the
selected segments information.

Generating serial numbers automatically

Use the Purchasing Serial Number Entry window to assign serial numbers for
serial-tracked line items. You can assign serial numbers automatically, manually, or
a combination of the two. In order to automatically generate serial numbers, you
must first set up the item and its serial number mask. For more information, see
Defining a serial number mask on page 162.

If youre using multiple bins and are generating serial numbers automatically, the
bin number entered in the Purchasing Serial Number Entry window will be used
with each generated serial number.

PURCHASE ORDER PROCESSING 163

PA RT 3 R E C E I P T S

To generate serial numbers automatically:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select a shipment or shipment/invoice that includes at least one serial-

numbered item.

3. Enter the quantity shipped for the line items that contain a serial number.

4. Enter a site ID. Press TAB or choose the Qty Shipped expansion button to open
the Purchasing Serial Number Entry window. (This window automatically
opens when you choose the Auto-Rcv. button in the Receivings Transaction
Entry window and serial-numbered items are entered for the receipt.)

5. If you are using multiple bins, enter a bin number or accept the default bin
number.

To set up a serial number mask for the item, click the Serial Number Mask link in the
Purchasing Serial Number Entry window to open the Item Serial/Lot Number
Definition window.

6. Enter the Quantity to Generate (optional). The default Quantity to Generate is

the Remaining to Select quantity.

7. Edit the starting serial number, if necessary.

If you modify the starting serial number, it must conform to the serial number
mask. If you delete the starting serial number, you will not be able to
automatically generate serial numbers for the item.

8. Choose Auto-Generate. Serial numbers for the items are inserted in the scrolling
window. Numbers that already exist will be skipped.

The number of serial numbers must equal the items extended quantity before
you can return to the Receivings Transaction Entry window or the Receivings
Item Detail Entry window.

9. Choose OK to save the serial numbers that were automatically generated.

164 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 5 S H I P M E N T R E C E I P T D E T A I L E N T R Y

Entering serial numbers manually

Use the Purchasing Serial Number Entry window to assign serial numbers
manually for shipment or shipment/invoice receipt line items.

To enter serial numbers manually:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select a shipment or shipment/invoice that includes at least one serial-

numbered item.

3. Enter the quantity shipped for the line items that contain a serial number.

4. Enter a site ID. Press TAB or choose the Quantity Shipped expansion button to
open the Purchasing Serial Number Entry window.

(This window automatically opens when you choose the Auto-Rcv. button in
the Receivings Transaction Entry window and serial-numbered items are
entered for the receipt.)

5. If you are using multiple bins, enter a default bin number or accept the default
bin number.

6. Enter a serial number.

7. Choose Insert to add the serial number to the scrolling window.

8. Continue entering serial numbers for the item.

The number of serial numbers entered must equal the items extended quantity
before you can move to the next line item in the Receivings Transaction Entry
window or the Receivings Item Detail Entry window.

9. Choose OK to save the serial numbers youve added.

Entering serial numbers for an in-transit inventory

receipt
Use the In-Transit Serial Number Entry window to assign serial numbers for in-
transit inventory receipt line items.

To enter serial numbers for an in-transit inventory receipt:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select an in-transit inventory receipt that includes at least one serial-
numbered item.

3. Enter the quantity shipped for the line items that contain a serial number.

PURCHASE ORDER PROCESSING 165

PA RT 3 R E C E I P T S

4. Press TAB or choose the Qty Shipped expansion button to open the In-Transit
Serial Number Entry window.

5. If you are using multiple bins, enter a default bin number or accept the default
bin number.

6. Select an available serial number and choose Insert to add the serial number to
the Selected scrolling window.

7. Continue entering serial numbers for the item.

The number of serial numbers entered must equal the items extended quantity
before you can move to the next line item in the Receivings Transaction Entry
window or the Receivings Item Detail Entry window.

8. Choose OK to save the serial numbers youve added.

Removing serial numbers

Use the Purchasing Serial Number Entry window to remove serial numbers for
shipment or shipment/invoice receipt line items. Whether you have auto-generated
or manually entered serial numbers, you can always choose to remove an incorrect
number from the scrolling window, correct or modify it and reinsert it. You cannot
modify serial numbers once they are saved.

To remove serial numbers:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select a shipment or shipment/invoice that includes a serial-numbered

item.

3. Select a line item that contains a serial number.

4. From the Quantity Shipped column, choose the Quantity Shipped expansion
button to open the Purchasing Serial Number Entry window.

166 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 5 S H I P M E N T R E C E I P T D E T A I L E N T R Y

5. Select the serial number from the serial number selected list and choose
Remove. To remove all the serial numbers from the serial number selected list,
choose Remove All.

6. Enter new serial numbers for the item. The number of serial numbers entered
must equal the items extended quantity before you can move to the next line
item in the Receivings Transaction Entry window or the Receivings Item Detail
Entry window.

7. Choose OK to save your changes.

Multiple bins in Purchase Order Processing

Use multiple bins to add another level of detail to item quantity tracking. Besides
tracking items within inventory sites, with multiple bins you can track item
quantities in bins that reside within each site. Bin quantities are processed and
displayed in the items base unit of measure.

You can set up bin information when multiple bins functionality has been installed and
registered. However, you must also enable this feature in Inventory Control before you can
use bins to track items. For more information about enabling multiple bins, see the
Inventory Control documentation.

Default bins for transaction types at each site can be identified for use in
transactions. For example, a default bin could be created for purchasing
transactions at your warehouse site. Default bins can also be identified for a
particular item and transaction type at a site. If you always use Bin A when
purchasing a certain item from your main site, for example, you can set up Bin A as
the default purchase receipts bin for the item at the main site. Microsoft Dynamics
GP automatically creates item-site-bin relationships the first time a bin is used for a
transaction.

When you enter a transaction, the default bin for the transaction type at the item-
site or the site is used automatically. If there isnt a default bin at the item-site or at
the site, you will be required to enter a bin. If the sites default bin is used, an item-
site-bin record is created automatically. If you delete the line or document after the
item-site-bin record is automatically created, that item-site-bin record is not deleted.
The on-hand quantity of the item increases at the bin within the site when you post
a shipment or shipment/invoice.

For more information about setting up and using multiple bins, see the Inventory
Control documentation.

Changing bins for a receipt

If youre using multiple bins, use the Bin Quantity Entry window to verify or
change bin allocations for items that are not tracked by serial or lot numbers.

For items that are tracked by serial or lot numbers, you can verify or change bins in
the Purchasing Serial Number Entry window or the Purchasing Lot Number Entry
window for shipment receipts and shipment/invoice receipts. You can use the In-
Transit Serial Number Entry window or the In-Transit Lot Number Entry window
to verify or change bins for items that tracked serials or lot numbers for in-transit
inventory receipt.

PURCHASE ORDER PROCESSING 167

PA RT 3 R E C E I P T S

You can distribute a line item quantity to multiple bins. For example, if the quantity
shipped is 20, you can receive 15 items into Bin 1, and five into Bin 2 at site A. You
might need to change bin selections manually if you change quantities, the unit of
measure, or the site after you already selected bins.

To change bins for a receipt item that isnt tracked by

serial or lot numbers:
1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select a shipment receipt, a shipment/invoice receipt, or an in-transit

inventory receipt.

3. Select an item that isnt tracked by serial or lot numbers and choose the Qty
Shipped expansion button to open the Bin Quantity Entry window.

You also can select an item that isnt tracked by serial or lot numbers and choose
the item expansion button to open the Receivings Item Detail Entry window.
Choose Bins.

4. Select the bin to change and choose Remove.

5. Select a bin to use from the list of available bins. You also can enter a new bin.

6. Enter a quantity for the bin.

7. Choose Insert.

8. Choose OK to save your changes and close the window.

9. In the Receivings Item Detail Entry window or the Receivings Transaction Entry
window and choose Save and close the window.

To change bins for a shipment receipt item that is tracked

by serial or lot numbers:
1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select a shipment or shipment/invoice.

3. Select an item that is tracked by serial or lot numbers and choose the Qty
Shipped expansion button to open the Purchasing Serial Number Entry
window or Purchasing Lot Number Entry window.

You also can select an item that is tracked by serial or lot numbers and choose
the item expansion button to open the Purchasing Item Detail Entry window.
Choose Serial/Lot.

4. Select the serial number or lot number to change and choose Remove.

5. For an item that is tracked by serial numbers, select a bin number and serial
number. You can select a bin to use from the list of available bins. You also can
enter a new bin.

168 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 5 S H I P M E N T R E C E I P T D E T A I L E N T R Y

6. For an item that is tracked by lot numbers, enter a lot number, a quantity, and
select a bin number. You can select a bin to use from the list of available bins.
You also can enter a new bin.

7. Choose Insert.

8. Choose OK to save your changes and close the window.

9. In the Receivings Item Detail Entry window or the Receivings Transaction Entry
window and choose Save and close the window.

To change bins for an in-transit inventory receipt item

that is tracked by serial or lot numbers:
1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select an in-transit inventory receipt.

3. Select an item that is tracked by serial or lot numbers and choose the Qty
Shipped expansion button to open the In-Transit Serial Number Entry window
or In-Transit Lot Number Entry window.

You also can select an item that is tracked by serial or lot numbers and choose
the item expansion button to open the Purchasing Item Detail Entry window.
Choose Serial/Lot.

4. Select the serial number or lot number to change and choose Remove.

5. For an item that is tracked by serial numbers, select a to bin number and serial
number. You also can enter a new bin.

6. For an item that is tracked by lot numbers, select a to bin and enter a quantity
selected. You also can enter a new bin.

7. Choose Insert.

8. Choose OK to save your changes and close the In-Transit Serial Number Entry
window or In-Transit Lot Number Entry window.

9. Choose Save and close the Receivings Item Detail Entry window or the
Receivings Transaction Entry window.

Merging trade discount and purchase distributions

If youve marked the Merge Trade Discount Distributions in Purchasing option in
the Company Setup Options window, the trade discount distributions will be
merged with the purchases distribution for shipment/invoice receipts. If you are
using Project Accounting, the trade discount distributions wont be merged with
the purchases distributions for shipment/invoice receipts.

For example, assume that youve entered a purchase transaction of $100.00 with a
trade discount of $15.00. If youve marked the Merge Trade Discount Distributions

PURCHASE ORDER PROCESSING 169

PA RT 3 R E C E I P T S

in Purchasing option, the trade discount distributions will be merged as in the

following example.

Account Debit Credit

Account A PURCH $85
Account C PAY $85

If you didnt mark the Merge Trade Discount Distributions in Purchasing option,
the trade discount distributions are separated from the purchase distribution.

Account Debit Credit

Account A PURCH $100
Account B TRADE $15
Account C PAY $85

Distributing transaction amounts for shipment

receipts
Use the Purchasing Distribution Entry window to redistribute transaction amounts
to posting accounts. Transactions will be distributed automatically to the posting
accounts assigned in the Vendor Account Maintenance window or the Item Account
Maintenance window. If accounts arent assigned to vendor or item records, the
accounts assigned in the Posting Accounts Setup window will be used instead.

If you are using landed costs, the distributions are calculated for a landed cost but
wont be displayed in the Purchasing Distribution Entry window. To view landed
cost distributions, print the Receivings Edit List.

Currency amounts in the Purchasing Distribution Entry window are displayed in

both the functional and originating currencies.

To distribute transaction amounts for shipment receipts:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select a shipment or shipment/invoice.

3. Choose Distributions to open the Purchasing Distribution Entry window.

170 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 5 S H I P M E N T R E C E I P T D E T A I L E N T R Y

4. Enter a reference for the receipt, or accept the default. The reference entered will
be posted to General Ledger.

5. Change the amounts for the default accounts. To distribute the transaction to
multiple posting accounts, change the default amount in the scrolling window.

6. In the next available line, enter or select another purchasing distribution

account, choose the distribution type and enter the next amount.

If you want to remove a distribution, select it and choose Edit >> Delete Row. If
you changed distribution accounts and amounts and decide you want to use
the original distributions, choose Default.

7. Continue entering distribution accounts until your transaction is fully

distributed.

8. Enter a distribution reference (optional).

This is the reference that will post as the General Ledger distribution reference
for the account. If you leave this field blank, the reference information entered
in the Reference field will post to General Ledger.

9. Choose OK to save your entries. Continue entering the transaction. You can
save the transaction if its not fully distributed, but you wont be able to post
until the full amount is distributed and debits equal credits.

Entering Intrastat trade statistics

Use the Purchasing Intrastat Entry window to enter the information required to
create the Intrastat Trade Report you submit to your government. You can enter
Intrastat statistics for each line item. For information about setting up Intrastat
codes, refer to your System Setup instructions (Help >> Contents >> select Setting
Up the System).

Intrastat is the system for collecting statistics on the trade of goods between
European Union (EU) countries. Intrastat data is required for all items either bought
from EU vendors or sold to EU customers, and must be provided on a monthly
basis. Requirements for Intrastat are similar in all EU countries. The government
uses these statistics as an economic indicator.

If Intrastat information was entered for the vendors ship from address ID, that
information appears in this window. Each time you enter a new line item, the
Intrastat statistics from the previous line item will be the default Intrastat entry for
the new line item. You can use the Purchasing Intrastat Entry window to change
Intrastat information for an individual transaction, or to enter Intrastat information
if none was entered for the vendor.

You can enter Intrastat statistics only if you have marked to enable Intrastat tracking in the
Company Setup Options window.

To enter Intrastat trade statistics:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter the shipment/invoice receipt and mark the EU transaction option.

PURCHASE ORDER PROCESSING 171

PA RT 3 R E C E I P T S

Choose the EU button to open the Purchasing Intrastat Entry window. You can also
open the Purchasing Intrastat Entry window by choosing the EU button in the
Receivings Item Detail Entry window.

3. Enter Intrastat information, or change the default entries, if necessary.

4. In the Net Unit Mass field, enter the weight of the goods in kilograms or accept
the default.

5. Enter the quantity of the goods being purchased.

The line mass displays the total mass per item and is calculated automatically
when you press TAB on the Quantity field. The line mass total is equal to the
amount entered in the Unit Mass field multiplied by the amount entered in the
Quantity field.

6. Enter a supplementary units amount, if applicable. The supplementary units

amount is simply a second quantity. Supplementary unit amounts are required
by the EU Combined Nomenclature for certain goods.

7. In the Traders Reference field, enter a reference code, such as an invoice or

dispatch number, or any other information that will identify the transaction.

8. Enter a goods value and statistical value, if applicable.

9. Choose OK to save the record.

172 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 16: Invoice receipt entry
Enter an invoice receipt to record an invoice received for a shipment receipt entered
and posted earlier, or to record an invoice received for a shipment that you have not
yet received. You also can enter an invoice for drop-ship purchase order line items
and blanket drop-ship purchase order line items. You can enter invoice receipt
transactions in a batch or enter and post them individually. Invoice receipts cant be
saved unless theyre in a batch.

If you are using vendor approval workflow, the vendor must have the workflow status of
Approved or No Approval Needed before you can post the invoice receipt.

If you are using Project Accounting, see Chapter 17, Invoice receipt entry for
projects to enter invoice receipts for projects.

This information is divided into the following sections:

Entering an invoice receipt

Matching shipments to an invoice receipt
Invoicing items without a purchase order
Invoicing items using the Select Purchase Order window
Using the Select Purchase Order Items window
Invoicing items from multiple purchase orders
Invoicing items from a purchase order

Entering an invoice receipt

Use the Purchasing Invoice Entry window to enter, save, and post invoice receipts.
You can enter detailed information for each invoice. You can include items from
multiple purchase orders (from a single vendor) on an invoice receipt. If you are
using landed costs, you can enter a landed cost as a line item.

If you are using Workflow, a drop-ship purchase order or a drop-ship blanket

purchase order must be approved before you can invoice against the purchase
order. You can invoice against purchase orders that dont need approval.

You can enter and save, but not post, invoice receipts for purchase orders that are on
hold. If an invoice for an on hold purchase order is saved to a batch, the batch can be
posted, but the invoice for the on hold purchase order will remain in the batch.

If you expect to receive multiple invoices for a single shipment, we recommend that
you post the shipment receipt and invoice receipts separately instead of entering a
shipment/invoice receipt document. If you enter a single shipment/invoice receipt
document (with Quantity Shipped greater than Quantity Invoiced) in the
Receivings Transaction Entry window and later enter additional invoice
documents, amounts in General Ledger and Inventory wont match.

If you are using Project Accounting, the Project Number field and the Cost Category
ID field will be displayed in the Purchasing Invoice Entry window, but you cant
enter project information for blanket purchase orders. To enter an invoice for a
purchase order with project information, see Chapter 17, Invoice receipt entry for
projects.

PURCHASE ORDER PROCESSING 173

PA RT 3 R E C E I P T S

You can use the View >> Currency menu option or the currency list button to view
amounts in the Purchasing Invoice Entry window in originating or functional
currency.

To enter an invoice receipt:

1. In the navigation pane, choose the Purchasing button, and then choose the
Purchase Order Transactions list.

2. In the New group or its overflow menu, choose Invoice Receipt to open the
Purchasing Invoice Entry window.

3. Enter a vendor document number.

4. Enter the invoice date.

To enter a General Ledger posting date that is different from the invoice date, choose the
Invoice Date expansion button; the Purchasing Invoice Date Entry window will open,
where you can enter date information.

For multicurrency transactions, the document date determines which exchange

rate is used, based on the currency ID thats entered for the transaction and the
associated rate type.

5. Enter or select a batch ID (optional).

If youve received the invoice, but not the shipment, youll need to save the
invoice receipt in a batch until you receive and post the shipment. Then you can
match the invoice to the shipment and post the invoice.

Invoices entered for drop-ship purchase orders and drop-ship blanket purchase
orders wont be matched because you cant enter a shipment receipt for a drop-
ship purchase order or a drop-ship blanket purchase order.

In multicurrency transactions, if the batch posting date does not fall on or

before the exchange rates expiration date, you will receive a message. Choose
Yes to open the Batch Entry window and change the batch posting date. If you
choose No, you will be able to save but not post the receipt.

174 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 6 IN V O I C E R E C E IP T E N T R Y

See Creating a receipt batch on page 117 for more information.

6. Enter or select a vendor ID.

7. Enter or select a currency ID, or change the currency ID that appears as a

default entry.

If the currency ID is not the companys functional currency, a rate type and
associated exchange rate table are assigned to the transaction. The currency ID
assigned to the invoice must match the currency ID of the purchase order being
received against.

8. Mark the LC option if you want to enter a landed cost.

9. Enter the purchase order number.

You can leave this field blank if youre entering an invoice for a shipment
received without a purchase order. You can receive invoices for multiple
purchase orders by entering or selecting a different purchase order number in a
new row.

You wont be able to enter a purchase order number if you are invoicing a
landed cost. You will specify the purchase order you are matching the to the
landed cost in the Match Options window.

10. Enter items using either the vendors item number or your companys item
number. If you marked the LC option, you can enter a landed cost as an item.

You can display the vendors item number by marking Options >> Display
Vendor Item. If the option is not marked, your companys item number will be
displayed. You can change this selection at any time.

11. Enter the quantity invoiced, which is the number of items on the vendors
invoice.

If multiple shipments exist for the line item, youll get a message asking if you
want to match the invoice line items to items on a shipment or shipment/
invoice before you move to the next line item.

Choose Yes and the Match Shipments to Invoice window will open, where
you can choose which line items can be matched.

Choose No and the line items automatically will be matched in shipment

receipt number order.

For more information, see Matching shipments to an invoice receipt on page 176.

An icon will be displayed in the Quantity Invoiced field for drop-ship purchase
order line items with sales commitments. Select a line item and choose the
button next to the Quantity Invoiced heading to view commitments in the Sales
Commitments for Purchase Order window. If the purchase order line item is
committed to more than one sales order line item, you can use the Sales
Commitments for Purchase Order window to specify the sequence in which the
sales line items will be received. For more information, see Committing purchase
orders to sales documents on page 52.

PURCHASE ORDER PROCESSING 175

PA RT 3 R E C E I P T S

12. Enter trade discount, freight, miscellaneous, and tax amounts.

Taxes will be calculated automatically as you enter items. For more information
about tax calculations, see Chapter 20, Taxes for receipts. If you want to
change the tax amounts for the document, see Calculating and distributing
summary taxes for invoice receipts on page 221. If you want to change the tax
amounts for a line item, see Calculating and distributing detail taxes for invoice line
items on page 223.

13. Enter or accept the 1099 amount, if applicable.

14. If you are using Project Accounting, choose the Amount Received expansion
button to open the PA Purchasing Invoice Amount Received Entry window,
where you can enter an amount received. You can enter the amount youre
paying by cash, check, or credit card.

15. Choose Distributions to open the Purchasing Invoice Distribution Entry

window, where you can make changes to account distributions. See Distributing
transaction amounts for invoice receipts on page 199 for more information.

16. Choose Save or Post. If you post, the invoiced quantities for each item on the
receipt must be fully matched to shipment quantities.

One or more posting journals and distribution breakdown registers may be

printed, depending on the options selected in the Posting Setup window. If you
saved the transaction to a batch, you can print an edit list.

Matching shipments to an invoice receipt

Use the Match Shipments to Invoice window if youve entered shipments in the
Receivings Transaction Entry window and want to match the line items on the
shipments to an invoice youre entering in the Purchasing Invoice Entry window.
Invoices entered for drop-ship purchase orders or drop-ship blanket purchase
orders wont be matched because you cant enter a shipment receipt for a drop-ship
purchase order or a drop-ship blanket purchase order. For information about
matching shipment line items to landed costs, see Matching landed costs to shipment
line items on page 210. Landed costs arent automatically matched.

If you are using Project Accounting, the Project Number field and the Cost Category
ID field will be displayed in the Match Shipments to Invoice window. To match
shipments to an invoice receipt with project information, see Chapter 17, Invoice
receipt entry for projects.

To match shipments to an invoice receipt:

1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter the receipt number, vendor document number, invoice date, and vendor
ID.

3. Enter the PO number and line items.

If you are using Workflow, a drop-ship purchase order or a drop-ship blanket

purchase order must be approved before you can invoice against the purchase
order. You can invoice against purchase orders that dont need approval.

176 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 6 IN V O I C E R E C E IP T E N T R Y

4. Enter the quantity invoiced. If multiple shipments exist for the line item, youll
get a message asking whether you want to automatically match the invoice line
items to items on a shipment or shipment/invoice when you move to the next
line.

5. Choose Yes and the Match Shipments to Invoice window will open, where you
can choose which line items can be matched. (If you choose No, the line items
will be matched in shipment receipt number order.)

Currency amounts in this window may be displayed in functional or

originating currency, depending on the view selected in the Purchasing Invoice
Entry window.

6. Select the shipment line items you want to match to the invoice.

7. Verify or change the default price variance posting account (optional). The
difference between the shipment unit cost and the invoice cost, if any, will be
posted to this account. Any unrealized purchase price variance associated with
the shipment lines will also be posted to this account.

8. Choose OK to save your changes and to close the Match Shipments to Invoice
window.

9. In the Purchasing Invoice Entry window, enter trade discount, freight,

miscellaneous, and tax amounts. Also enter a 1099 amount, if applicable.

10. If you are using Project Accounting, choose the Amount Received expansion
button to open the PA Purchasing Invoice Amount Received Entry window,
where you can enter an amount received. You can enter the amount youre
paying by cash, check, or credit card.

11. Choose Distributions to open the Purchasing Invoice Distribution Entry

window, where you can make changes to account distributions.

To add additional accounts, select the account and enter an amount.

To remove an account, select the row containing the account and choose
Edit >> Delete Row.

To restore the original distributions, choose Default.

PURCHASE ORDER PROCESSING 177

PA RT 3 R E C E I P T S

If you are using landed costs, the distributions are calculated for a landed cost
but wont be displayed in the Purchasing Invoice Distribution Entry window.
To view landed cost distributions, print the Purchasing Invoice Edit List.

See Distributing transaction amounts for invoice receipts on page 199 for more
information.

12. Save or post the transaction. If you post, the invoiced quantities for each item on
the receipt must be fully matched to shipment quantities.

One or more posting journals and distribution breakdown registers may be

printed, depending on the options selected in the Posting Setup window. If you
saved the transaction to a batch, you can print an edit list.

Invoicing items without a purchase order

In the Purchasing Invoice Entry window, you can enter invoice receipts for items
not included on the original purchase order or items not associated with a purchase
order.

To set up this option, you must select Allow Receiving Without a Purchase Order in
the Purchase Order Processing Setup window. You may assign a password that
must be entered before entering a line item not assigned to a purchase order. See
Setting up Purchase Order Processing preferences and default entries on page 11 for more
information.

If receiving items without a purchase order is allowed, you can enter items, non-
inventoried items or vendor items that dont exist on the purchase order on an
invoice receipt as long as those items or vendor items are on a shipment that has
been posted.

If you are using Project Accounting, the Project Number field and the Cost Category
ID field will be displayed in the Purchasing Invoice Entry window. To invoice items
with project information, see Chapter 17, Invoice receipt entry for projects.

To invoice items without a purchase order:

1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter the receipt number, vendor document number, invoice date, and vendor
ID.

3. To add vendor items or items that werent included on the original purchase
order, simply leave the PO number field blank. You dont have to enter a
purchase order if youve set up the system to allow receiving items without a
purchase order.

To enter a landed cost, mark the LC option and enter a landed cost as an item.

4. Continue entering the invoice.

If you enter a non-inventoried item that isnt assigned to a purchase order,

youll need to enter a unit cost. If you enter a non-inventoried item thats
assigned to a purchase order, the unit cost from the purchase order will be
displayed and you can change the cost.

178 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 6 IN V O I C E R E C E IP T E N T R Y

5. Save or post the transaction. If you post, the invoiced quantities for each item on
the receipt must be fully matched to shipment quantities.

One or more posting journals and distribution breakdown registers may be

printed, depending on the options selected in the Posting Setup window. If
youve saved the transaction to a batch, you can print an edit list.

Invoicing items using the Select Purchase Order

window
Use the Select Purchase Order window to select a purchase order to quickly enter
line items on a invoice receipt.

If you are using Workflow, a drop-ship purchase order or a drop-ship blanket

purchase order must be approved before you can invoice against the purchase
order. You can invoice against purchase orders that dont need approval.

If you are using Project Accounting, the Project Number field and the Cost Category
ID field will be displayed in the Purchasing Invoice window, but you cant enter
project information for blanket purchase orders.To receive items for purchase orders
with project information, see Chapter 14, Shipment receipt entry for projects.

To invoice items using the Select Purchase Order window:

1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter the receipt number, vendor document number, and invoice date.

3. Choose the Auto-Invoice button. The Select Purchase Order window will open.

If you entered a vendor ID, the Select Purchase Order Items window will open instead
of the Select Purchase Order window.

4. Enter or select the purchase order for which you want to invoice all line items.

5. Choose Invoice All in the Select Purchase Order window to automatically

invoice all items on the selected purchase order. Landed costs arent included
when you automatically invoice items. You must enter the landed costs on the
invoice.

The control blanket line item for a blanket purchase order or a drop-ship
blanket purchase order isnt included when you automatically invoice items.
Blanket line items with a New status wont be included, either. You can use the
Purchasing Invoice Entry window to enter blanket line items with a New status.

If you choose to view details in the Select Purchase Order window, the Select
Purchase Order Items window will open, and the purchase order line items will

PURCHASE ORDER PROCESSING 179

PA RT 3 R E C E I P T S

be marked to receive. Landed costs wont appear in the Select Purchase Order
Items window.

Drop-ship blanket line items with a New status and line items with a New
status for a drop-ship purchase order with an expired contract date wont be
marked when you choose Mark All. To invoice these items, you must mark the
items individually.

6. Choose OK to save information and to close the Select Purchase Order window.

7. If the Allow Receiving Without a Purchase Order option is marked in Purchase

Order Processing Setup, you can enter items or vendor items that dont exist on
the purchase order.

8. You can enter blanket line items with a New status if you are invoicing items
from a blanket purchase order or a drop-ship blanket purchase order.

9. To enter a landed cost, mark the LC option and enter a landed cost as an item.

10. Edit trade discount, freight, miscellaneous, and tax amounts. Also enter a 1099
amount, if applicable.

Taxes will be calculated automatically as you enter items. For more information
about tax calculations, see Chapter 20, Taxes for receipts. If you want to
change the tax amounts for the document, see Calculating and distributing
summary taxes for shipment/invoice receipts on page 216. If you want to change the
tax amounts for a line item, see Calculating and distributing detail taxes for
shipment/invoice line items on page 218.

11. Choose Distributions to open the Purchasing Invoice Distribution Entry

window, where you can make changes to account distributions.

To add additional accounts, select the account and enter an amount.

To remove an account in the scrolling window, select the row containing the
account and choose Edit >> Delete Row.

To restore the original distributions, choose Default.

If you are using landed costs, the distributions are calculated for a landed cost
but wont be displayed in the Purchasing Invoice Distribution Entry window.
To view landed cost distributions, print the Purchasing Invoice Edit List.

See Distributing transaction amounts for invoice receipts on page 199 for more
information.

12. Save or post the transaction. If you post, the invoiced quantities for each item on
the receipt must be fully matched to shipment quantities.

One or more posting journals and distribution breakdown registers may be

printed, depending on the options selected in the Posting Setup window. If
youve saved the transaction to a batch, you can print an edit list.

180 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 6 IN V O I C E R E C E IP T E N T R Y

Using the Select Purchase Order Items window

Use the Select Purchase Order Items window to invoice line items that have been
received from multiple purchase orders. In the Select Purchase Order Items
window, the tree view and the Sort By option control the information that is
displayed. When you change the focus in the tree view, or when you choose a
different sorting option, the information in the window is refreshed.

The scrolling window shows detail about the object selected in the tree view. When
you highlight a different object in the tree view, such as a purchase order or a site,
only the information about that object is displayed in the scrolling window. To
display all information for a vendor, you must select the vendor ID in the tree view.

If you are using Project Accounting, the Project Number field and the Cost Category
ID field will be displayed in the Select Purchase Order Items scrolling window.

The sorting option you select determines the order in which objects appear in the
tree view and the scrolling window. You can sort objects in four ways:

PO/Items Objects in the tree view and scrolling window are sorted first by
purchase order number, then by the order items were entered on the purchase
orders.

Item Number/PO Objects in the tree view and scrolling window are sorted first
by item number, then by purchase order number under each item.

PURCHASE ORDER PROCESSING 181

PA RT 3 R E C E I P T S

Site/PO/Item Number Objects in the tree view and scrolling window are sorted
first by site, then by purchase order number under each site, then by item number
under each purchase order.

Site/Item Number/PO Objects in the tree view and scrolling window are sorted
first by site, then by item number under each site, then by purchase order number
under each item.

Invoicing items from multiple purchase orders

Use the Select Purchase Order Items window to invoice line items that have been
received from multiple purchase orders. Only items with posted shipments and
quantities remaining to be invoiced will be displayed. See Entering an invoice receipt
on page 173 for more information. Landed costs wont appear in the Select Purchase
Order Items window.

If you are using Workflow, drop-ship purchase orders or a drop-ship blanket

purchase orders must be approved before you can invoice against them. You can
invoice against purchase orders that dont need approval.

If you are using Project Accounting, the Project Number field and the Cost Category
ID field will be displayed in the Select Purchase Order Items window. To receive
items from purchase orders with project information, see Chapter 17, Invoice
receipt entry for projects.

To invoice items from multiple purchase orders:

1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter the receipt number, vendor document number, and invoice date.

3. Enter or select a vendor ID. The currency ID assigned to the vendor will be the
default currency ID for the receipt.

182 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 6 IN V O I C E R E C E IP T E N T R Y

4. Choose the Auto-Invoice button. The Select Purchase Order Items window will
open.

Items with posted shipments and quantities remaining to be invoiced will be

displayed. The control blanket line item for a blanket purchase order or a drop-
ship blanket purchase order isnt included when you automatically invoice
items.

If only a Vendor ID is displayed, the selected vendor does not have any
purchase orders with items that have been received, but not invoiced. Only
purchase orders with currency IDs that match the invoice will be displayed.

If you know the purchase order number but not the vendor ID, you can choose Auto-
Invoice without entering a vendor ID. The Select Purchase Order window will open.
The vendor and currency ID for the invoice will come from the purchase order you
select.

5. Select a sorting option.

6. Mark the check boxes next to the items you want to invoice. To select all items
displayed in the scrolling window, choose Mark All.

Drop-ship blanket line items with a New status and line items with a New
status for a drop-ship purchase order with an expired contract date wont be
marked when you choose Mark All. To invoice these items, you must mark the
items individually.

When you choose Mark All or Unmark All in the Select Purchase Order Items window,
only items displayed in the scrolling window will be marked or unmarked. For example,
if a purchase order is selected in the tree view, only items from that purchase order will
be displayed in the scrolling window, and only those items will be marked when you
choose Mark All. To mark or unmark all items for a vendor, the vendor ID must be
selected in the tree view.

7. Select whether to display all items or only items marked to invoice.

8. Edit Quantity Invoiced and Unit Cost amounts, if necessary. If you edit an item
in the scrolling window, it will be marked to invoice.

PURCHASE ORDER PROCESSING 183

PA RT 3 R E C E I P T S

9. Choose the Invoice button to add the items to your invoice. The Select Purchase
Order Items window will close, and the items you marked will appear in the
Purchasing Invoice Entry window.

To cancel your selections, choose Cancel. To revert all displayed items to

unmarked, choose Unmark All.

10. In the Purchasing Invoice Entry window, save or post the transaction. If you
post, the invoiced quantities for each item on the receipt must be fully matched
to shipment quantities.

Invoicing items from a purchase order

Use the Select Purchase Order Items window and the Purchasing Invoice Entry
window to invoice items. After you select a purchase order that has at least one
posted shipment received against it in the Purchase Order Entry window, you can
select the Invoice the PO Items option from the Actions button. You also can enter or
select a drop-ship purchase order or a blanket drop-ship purchase order and select
the Invoice the PO Items option from the Actions button to invoice against those
items.

For more information about invoice receipts, see Entering an invoice receipt on
page 173. For more information about the Select Purchase Order Items window, see
Using the Select Purchase Order Items window on page 181. Landed costs wont appear
in the Select Purchase Order Items window.

If you are using Project Accounting, the Project Number field and the Cost Cat. ID
field will be displayed in the Select Purchase Order Items window and the
Purchasing Invoice Entry window. If you want to receive items with project
information, see Chapter 17, Invoice receipt entry for projects.

To invoice items from a purchase order:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter or select a purchase order that has one or more items with a quantity to
invoice.

3. Select Invoice the PO Items from the Actions button.

4. The Select Purchase Order Items window and the Purchasing Invoice Entry
window will open.

Items with posted shipments and quantities remaining to be invoiced will be

displayed. The purchase order that you entered in the Purchase Order Entry
window will be selected in the tree view. Each item on the purchase order that is
available to be invoiced in the scrolling window is marked. The control blanket
line item for a blanket purchase order or a drop-ship blanket purchase order
isnt included when you automatically invoice items.

5. Select a sorting option.

6. Mark the check boxes next to the items to invoice. To select all items displayed
in the scrolling window, choose Mark All.

184 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 6 IN V O I C E R E C E IP T E N T R Y

Drop-ship blanket line items with a New status and line items with a New
status for a drop-ship purchase order with an expired contract date wont be
marked when you choose Mark All. To invoice these items, you must mark the
items individually.

When you choose Mark All or Unmark All, only items displayed in the scrolling
window will be marked or unmarked. For example, if a purchase order is selected in the
tree view, only items from that purchase order will be displayed in the scrolling window,
and only those items will be marked when you choose Mark All. To mark or unmark all
items for a vendor, the vendor ID must be selected in the tree view.

7. Select whether to display all items or only items marked to invoice.

8. Modify the quantity invoiced and unit cost amounts, if necessary. If you modify
an item in the scrolling window, it will be marked to invoice.

9. Choose the Invoice button to add the items to your invoice. The Select Purchase
Order Items window will close, and the items you marked will appear in the
Purchasing Invoice Entry window.

To cancel your selections, choose Cancel. To revert all displayed items to

unmarked, choose Unmark All.

10. In the Purchasing Invoice Entry window, continue entering invoice

information, if necessary, and save or post the transaction. For an invoice, you
must enter the vendor document number.

If you post, the invoiced quantities for each item on the receipt must be fully
matched to shipment quantities.

PURCHASE ORDER PROCESSING 185

186 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 17: Invoice receipt entry for projects
If you are using Project Accounting, you can enter an invoice receipt to record an
invoice received for a shipment receipt entered and posted earlier, or to record an
invoice received for a shipment that you have not yet received. You also can enter
an invoice for drop-ship purchase order line items. You can enter invoice receipt
transactions in a batch and save them to post later, or enter and post them
individually.

If you are using vendor approval workflow, the vendor must have the workflow status of
Approved or No Approval Needed before you can post the invoice receipts.

To enter an invoice receipt for a blanket purchase order or a drop-ship blanket

purchase order, refer to Chapter 16, Invoice receipt entry.

This information is divided into the following sections:

Entering an invoice receipt for projects

Matching shipments to an invoice receipt for projects
Invoicing items for projects without a purchase order
Invoicing items for projects using the Select Purchase Order window
Invoicing items for projects from multiple purchase orders
Invoicing items for projects from a purchase order

Entering an invoice receipt for projects

Use the Purchasing Invoice Entry window to enter, save, and post invoice receipts
for projects. You can enter detailed information for each invoice. You can include
items from multiple purchase orders (from a single vendor) on an invoice receipt. If
you are using landed costs, you can enter a landed cost as a line item.

To enter an invoice receipt for a blanket purchase order, refer to Chapter 16,
Invoice receipt entry.

You can enter and save, but not post, invoice receipts for purchase orders that are on
hold. If an invoice for a purchase order that is on hold is saved to a batch, the batch
can be posted, but the invoice for the purchase order that is on hold will remain in
the batch.

If you expect to receive multiple invoices for a single shipment, we recommend that
you post the shipment receipt and invoice receipts separately instead of entering a
shipment/invoice receipt document. If you enter a single shipment/invoice receipt
document (with quantity shipped greater than quantity invoiced) in the Receivings
Transaction Entry window and later enter additional invoice documents, amounts
in General Ledger and Inventory wont match.

You can use the View >> Currency menu option or the currency list button to view
amounts in the Purchasing Invoice Entry window in originating or functional
currency.

PURCHASE ORDER PROCESSING 187

PA RT 3 R E C E I P T S

To enter an invoice receipt for projects:

1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter or select the receipt number.

3. Enter a vendor document number.

4. Enter the invoice date.

To enter a General Ledger posting date that is different from the invoice date, choose the
Invoice Date expansion button; the Purchasing Invoice Date Entry window will open,
where you can enter date information.

For multicurrency transactions, the document date determines which exchange

rate is used, based on the currency ID thats entered for the transaction and the
associated rate type.

5. Enter or select a batch ID (optional).

If youve received the invoice, but not the shipment, youll need to save the
invoice receipt in a batch until you receive and post the shipment. Then you can
match the invoice to the shipment and post the invoice.

Invoices entered for drop-ship purchase orders wont be matched because you
cant enter a shipment receipt for a drop-ship purchase order.

In multicurrency transactions, if the batch posting date does not fall on or

before the exchange rates expiration date, you will receive a message. Choose
Yes to open the Batch Entry window and change the batch posting date. If you
choose No, you will be able to save but not post the receipt.

See Creating a receipt batch on page 117 for more information.

6. Enter or select a vendor ID.

7. Enter or select a currency ID, or change the currency ID that appears as a

default entry.

188 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 1 7 IN V O I C E R E C E IP T E N T R Y F O R P R O J E C T S

If the currency ID is not the companys functional currency, a rate type and
associated exchange rate table are assigned to the transaction. The currency ID
assigned to the invoice must match the currency ID of the purchase order being
received against.

8. Mark the LC option if you want to enter a landed cost.

9. Enter the purchase order number.

You can leave this field blank if youre entering an invoice for a shipment
received without a purchase order. You can receive invoices for multiple
purchase orders by entering or selecting a different purchase order number in a
new row.

You cant enter a purchase order number if you are invoicing a landed cost. You
will specify the purchase order you are matching the to the landed cost in the
Match Options window.

You can enter a purchase order that hasnt been printed if Allow Receiving of
Unprinted PO option is marked in the PA Purchase Order Processing Setup
Options window.

10. Enter a project number and cost category ID.

You cant enter a project number or a cost category if the Options >> Display
Vendor Item is marked to display the vendor items.

11. Enter one or more items using your companys item numbers. You also can
enter non-inventoried items. If you marked the LC option, you can enter a
landed cost as an item.

Inventoried items entered for a project must be assigned to a cost category in

the Budget Detail IV Items window. If the item isnt assigned to a budget, you
must add the item to the budget.

12. Enter the quantity invoiced, which is the number of items on the vendors
invoice.

If multiple shipments exist for the line item, youll get a message asking if you
want to match the invoice line items to items on a shipment or shipment/
invoice before you move to the next line item.

Choose Yes and the Match Shipments to Invoice window will open, where
you can choose which line items can be matched.

Choose No and the line items automatically will be matched in shipment

receipt number order.

For more information, see Matching shipments to an invoice receipt for projects on
page 190.

13. Enter trade discount, freight, miscellaneous, and tax amounts.

Taxes will be calculated automatically as you enter items. For more information
about tax calculations, see Chapter 20, Taxes for receipts. You can't change the
Tax amount in the Purchasing Invoice Entry window even if your system is set

PURCHASE ORDER PROCESSING 189

PA RT 3 R E C E I P T S

up to allow editing summary-level taxes. If you want to change the tax amounts
for a line item, see Calculating and distributing detail taxes for invoice line items on
page 223.

14. Enter or accept the 1099 amount, if applicable.

15. To enter an amount received, choose the Amount Received expansion button to
open the PA Receivings Amount Received Entry window. You can enter the
amount youre paying by cash, check, or credit card.

16. Choose Distributions to open the Purchasing Invoice Distribution Entry

window, where you can make changes to account distributions. See Distributing
transaction amounts for invoice receipts on page 199 for more information.

17. Choose Save or Post. If you post, the invoiced quantities for each item on the
receipt must be fully matched to shipment quantities.

One or more posting journals and distribution breakdown registers may be

printed, depending on the options selected in the Posting Setup window. If you
saved the transaction to a batch, you can print an edit list.

Matching shipments to an invoice receipt for projects

Use the Match Shipments to Invoice window if youve entered shipments in the
Receivings Transaction Entry window and want to match the line items on the
shipments to an invoice youre entering in the Purchasing Invoice Entry window.
Invoices entered for drop-ship purchase orders wont be matched because you cant
enter a shipment receipt for a drop-ship purchase order. For information about
matching shipment line items to landed costs, see Matching landed costs to shipment
line items on page 210. Landed costs arent automatically matched.

If you want match shipments for blanket purchase orders to an invoice receipt, see
Chapter 16, Invoice receipt entry.

To match shipments to an invoice receipt for projects:

1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter the receipt number, vendor document number, invoice date, and vendor
ID.

3. Enter the PO number, project number, cost category ID, and line items.

4. Enter the quantity invoiced. If multiple shipments exist for the line item, youll
get a message asking whether you want to automatically match the invoice line
items to items on a shipment or shipment/invoice when you move to the next
line.

190 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 1 7 IN V O I C E R E C E IP T E N T R Y F O R P R O J E C T S

5. Choose Yes and the Match Shipments to Invoice window will open, where you
can choose which line items can be matched. (If you choose No, the line items
will be matched in shipment receipt number order.)

Currency amounts in this window may be displayed in functional or

originating currency, depending on the view selected in the Purchasing Invoice
Entry window.

6. Select the shipment line items you want to match to the invoice.

7. Verify or change the default price variance posting account (optional). The
difference between the shipment unit cost and the invoice cost, if any, will be
posted to this account. Any unrealized purchase price variance associated with
the shipment lines will also be posted to this account.

8. Choose OK to save your changes and to close the Match Shipments to Invoice
window.

9. In the Purchasing Invoice Entry window, enter trade discount, freight,

miscellaneous, and tax amounts. Also enter a 1099 amount, if applicable.

10. Choose Distributions to open the Purchasing Invoice Distribution Entry

window, where you can make changes to account distributions.

To add additional accounts, select the account and enter an amount.

To remove an account, select the row containing the account and choose
Edit >> Delete Row.

To restore the original distributions, choose Default.

If you are using landed costs, the distributions are calculated for a landed cost
but wont be displayed in the Purchasing Invoice Distribution Entry window.
To view landed cost distributions, print the Purchasing Invoice Edit List.

See Distributing transaction amounts for invoice receipts on page 199 for more
information.

PURCHASE ORDER PROCESSING 191

PA RT 3 R E C E I P T S

11. Save or post the transaction. If you post, the invoiced quantities for each item on
the receipt must be fully matched to shipment quantities.

One or more posting journals and distribution breakdown registers may be

printed, depending on the options selected in the Posting Setup window. If you
saved the transaction to a batch, you can print an edit list.

Invoicing items for projects without a purchase order

In the Purchasing Invoice Entry window, you can enter invoice receipts for items
not included on the original purchase order or items not associated with a purchase
order.

To set up this option, you must select Allow Receiving Without a Purchase Order in
the Purchase Order Processing Setup window. You may assign a password that
must be entered before entering a line item not assigned to a purchase order. See
Setting up Purchase Order Processing preferences and default entries on page 11 for more
information.

If receiving items without a purchase order is allowed, you can enter items or non-
inventoried items that dont exist on the purchase order on an invoice receipt as
long as those items are on a shipment that has been posted.

To invoice items for projects without a purchase order:

1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter the receipt number, vendor document number, invoice date, and vendor
ID.

3. Enter a project number and cost category ID. If the item that youre receiving
isnt assigned to a project because the item isnt assigned to a budget, enter
<NONE> or leave the Project Number field blank. If there isnt a project
number, you can leave the Cost Category field blank. If the item is assigned to a
project, you must enter a cost category.

You cant enter a project number or a cost category if the Options >> Display
Vendor Item is marked to display vendor items.

4. To add items that werent included on the original purchase order, simply leave
the PO number field blank. You dont have to enter a purchase order if youve
set up the system to allow receiving items without a purchase order.

Inventoried items entered for a project must be assigned to a cost category in

the Budget Detail IV Items window. If the item isnt assigned to a budget, you
must add the item to the budget. You cannot add a new inventoried item if the
Allow Entry of New Budgets/Materials option is not marked in the User
Purchase Order Settings window. See Inventoried items and non-inventoried items
for projects on page 85 for more information.

To enter a landed cost, mark the LC option and enter a landed cost as an item.

5. Continue entering the invoice.

192 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 7 IN V O I C E R E C E IP T E N T R Y F O R P R O J E C T S

If you enter a non-inventoried item that isnt assigned to a purchase order,

youll need to enter a unit cost. If you enter a non-inventoried item thats
assigned to a purchase order, the unit cost from the purchase order will be
displayed and you can change the cost.

6. Save or post the transaction. If you post, the invoiced quantities for each item on
the receipt must be fully matched to shipment quantities.

One or more posting journals and distribution breakdown registers may be

printed, depending on the options selected in the Posting Setup window. If
youve saved the transaction to a batch, you can print an edit list.

Invoicing items for projects using the Select Purchase

Order window
Use the Select Purchase Order window to select a purchase order to quickly enter
line items on a invoice receipt.

To invoice items for projects using the Select Purchase

Order window:
1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter the receipt number, vendor document number, and invoice date.

3. Choose the Auto-Invoice button. The Select Purchase Order window will open.

If you entered a vendor ID, the Select Purchase Order Items window will open instead
of the Select Purchase Order window.

4. Enter or select the purchase order for which you want to invoice all line items.

5. Choose Invoice All in the Select Purchase Order window to automatically

invoice all items on the selected purchase order. Landed costs arent included
when you automatically invoice items. You must enter the landed costs on the
invoice.

If you choose to view details in the Select Purchase Order window, the Select
Purchase Order Items window will open, and the purchase order line items will
be marked to receive. Landed costs wont appear in the Select Purchase Order
Items window.

6. Choose OK to save information and to close the Select Purchase Order window.

7. If the Allow Receiving Without a Purchase Order option is marked in Purchase

Order Processing Setup, you can enter items or vendor items that dont exist on
the purchase order.

PURCHASE ORDER PROCESSING 193

PA RT 3 R E C E I P T S

8. To enter a landed cost, mark the LC option and enter a landed cost as an item.

9. Edit trade discount, freight, miscellaneous, and tax amounts. Also enter a 1099
amount, if applicable.

Taxes will be calculated automatically as you enter items. For more information
about tax calculations, see Chapter 20, Taxes for receipts. If you want to
change the tax amounts for the document, see Calculating and distributing
summary taxes for shipment/invoice receipts on page 216. If you want to change the
tax amounts for a line item, see Calculating and distributing detail taxes for
shipment/invoice line items on page 218.

10. Choose Distributions to open the Purchasing Invoice Distribution Entry

window, where you can make changes to account distributions.

To add additional accounts, select the account and enter an amount.

To remove an account in the scrolling window, select the row containing the
account and choose Edit >> Delete Row.

To restore the original distributions, choose Default.

If you are using landed costs, the distributions are calculated for a landed cost
but wont be displayed in the Purchasing Invoice Distribution Entry window.
To view landed cost distributions, print the Purchasing Invoice Edit List.

See Distributing transaction amounts for invoice receipts on page 199 for more
information.

11. Save or post the transaction. If you post, the invoiced quantities for each item on
the receipt must be fully matched to shipment quantities.

One or more posting journals and distribution breakdown registers may be

printed, depending on the options selected in the Posting Setup window. If
youve saved the transaction to a batch, you can print an edit list.

Invoicing items for projects from multiple purchase

orders
Use the Select Purchase Order Items window to invoice line items that have been
received from multiple purchase orders. Only items with posted shipments and
quantities remaining to be invoiced will be displayed. See Entering an invoice receipt
for projects on page 187 for more information. Landed costs wont appear in the
Select Purchase Order Items window.

To invoice items for projects from multiple purchase

orders:
1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter the receipt number, vendor document number, and invoice date.

3. Enter or select a vendor ID. The currency ID assigned to the vendor will be the
default currency ID for the receipt.

194 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 1 7 IN V O I C E R E C E IP T E N T R Y F O R P R O J E C T S

4. Choose the Auto-Invoice button. The Select Purchase Order Items window will
open.

Items with posted shipments and quantities remaining to be invoiced will be

displayed.

If only a Vendor ID is displayed, the selected vendor does not have any
purchase orders with items that have been received, but not invoiced. Only
purchase orders with currency IDs that match the invoice will be displayed.

If you know the purchase order number but not the vendor ID, you can choose Auto-
Invoice without entering a vendor ID. The Select Purchase Order window will open.
The vendor and currency ID for the invoice will come from the purchase order you
select.

5. Select a sorting option.

6. Mark the check boxes next to the items you want to invoice. To select all items
displayed in the scrolling window, choose Mark All.

When you choose Mark All or Unmark All in the Select Purchase Order Items window,
only items displayed in the scrolling window will be marked or unmarked. For example,
if a purchase order is selected in the tree view, only items from that purchase order will
be displayed in the scrolling window, and only those items will be marked when you
choose Mark All. To mark or unmark all items for a vendor, the vendor ID must be
selected in the tree view.

7. Select whether to display all items or only items marked to invoice.

8. Modify the quantity invoiced and unit cost amounts, if necessary. If you edit an
item in the scrolling window, it will be marked to invoice.

9. Choose the Invoice button to add the items to your invoice. The Select Purchase
Order Items window will close, and the items you marked will appear in the
Purchasing Invoice Entry window.

To cancel your selections, choose Cancel. To revert all displayed items to

unmarked, choose Unmark All.

PURCHASE ORDER PROCESSING 195

PA RT 3 R E C E I P T S

10. In the Purchasing Invoice Entry window, save or post the transaction. If you
post, the invoiced quantities for each item on the receipt must be fully matched
to shipment quantities.

Invoicing items for projects from a purchase order

Use the Select Purchase Order Items window and the Purchasing Invoice Entry
window to invoice items. After you select a purchase order that has at least one
posted shipment received against it in the Purchase Order Entry window, you can
select the Invoice the PO Items option from the Actions button. You also can enter or
select a drop-ship purchase order and select the Invoice the PO Items option from
the Actions button to invoice against those items.

For more information about invoice receipts, see Entering an invoice receipt for projects
on page 187. For more information about the Select Purchase Order Items window,
see Using the Select Purchase Order Items window on page 181. Landed costs wont
appear in the Select Purchase Order Items window.

To receive items from multiple blanket purchase orders, refer to Chapter 16,
Invoice receipt entry.

To invoice items for projects from a purchase order:

1. Open the Purchase Order Entry window.
(Transactions >> Purchasing >> Purchase Order Entry)

2. Enter or select a purchase order that has one or more items with a quantity to
invoice.

3. Select Invoice the PO Items from the Actions button.

4. The Select Purchase Order Items window and the Purchasing Invoice Entry
window will open.

Items with posted shipments and quantities remaining to be invoiced will be

displayed. The purchase order that you entered in the Purchase Order Entry
window will be selected in the tree view. Each item on the purchase order that is
available to be invoiced in the scrolling window is marked.

5. Select a sorting option.

6. Mark the check boxes next to the items to invoice. To select all items displayed
in the scrolling window, choose Mark All.

When you choose Mark All or Unmark All, only items displayed in the scrolling
window will be marked or unmarked. For example, if a purchase order is selected in the
tree view, only items from that purchase order will be displayed in the scrolling window,
and only those items will be marked when you choose Mark All. To mark or unmark all
items for a vendor, the vendor ID must be selected in the tree view.

7. Select whether to display all items or only items marked to invoice.

8. Modify the quantity invoiced and unit cost amounts, if necessary. If you modify
an item in the scrolling window, it will be marked to invoice.

196 P U R C H A S E O R DE R P R O C E S S I N G
C H A P T E R 1 7 IN V O I C E R E C E IP T E N T R Y F O R P R O J E C T S

9. Choose the Invoice button to add the items to your invoice. The Select Purchase
Order Items window will close, and the items you marked will appear in the
Purchasing Invoice Entry window.

To cancel your selections, choose Cancel. To revert all displayed items to

unmarked, choose Unmark All.

10. In the Purchasing Invoice Entry window, continue entering invoice

information, if necessary, and save or post the transaction. For an invoice, you
must enter the vendor document number.

If you post, the invoiced quantities for each item on the receipt must be fully
matched to shipment quantities.

PURCHASE ORDER PROCESSING 197

198 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 18: Invoice receipt detail entry
The Purchasing Invoice Entry window is designed to resemble a physical invoice
document and includes vendor, line item, and total information. Use the buttons in
the Purchasing Invoice Entry window to open windows where you can enter
detailed information about distributions and Intrastat trade statistics.

This information is divided into the following sections:

Merging trade discount and purchase distributions

Distributing transaction amounts for invoice receipts
Entering project item detail information for an invoice receipt
Entering Intrastat trade statistics

Merging trade discount and purchase distributions

If youve marked the Merge Trade Discount Distributions in Purchasing option in
the Company Setup Options window, the trade discount distributions will be
merged with the purchases distribution for invoice receipts. If you are using Project
Accounting, the trade discount distributions wont be merged with the purchases
distributions for invoice receipts.

For example, assume that youve entered a purchase transaction of $100.00 with a
trade discount of $15.00. If youve marked the Merge Trade Discount Distributions
in Purchasing option, the trade discount distributions will be merged as in the
following example.

Account Debit Credit

Account A PURCH $85
Account C PAY $85

If you didnt mark the Merge Trade Discount Distributions in Purchasing option,
the trade discount distributions are separated from the purchase distribution.

Account Debit Credit

Account A PURCH $100
Account B TRADE $15
Account C PAY $85

Distributing transaction amounts for invoice receipts

Use the Purchasing Invoice Distribution window to distribute transaction amounts
for invoices. Transactions will be distributed automatically to posting accounts;
however, those distributions can be edited.

To distribute transaction amounts for invoice receipts:

1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter or select an invoice.

PURCHASE ORDER PROCESSING 199

PA RT 3 R E C E I P T S

3. Choose Distributions to open the Purchasing Invoice Distribution Entry

window.

4. In the Reference field, change the reference displayed (optional). The reference
entered will post to General Ledger as the reference for the receipt.

5. Change the amounts for the default accounts.

6. You can distribute a transaction to multiple posting accounts. Change the

default amount in the scrolling window.

7. In the next available line, enter or select another purchasing distribution

account, choose the distribution type and enter the next amount.

If you want to delete an account, select the row containing it and choose Edit >>
Delete Row. If you changed distribution accounts and amounts and want to use
the original distributions, choose Default.

8. Continue entering distribution accounts until your transaction is fully

distributed.

9. Enter a reference or accept the default. This is the reference that will be posted
as the General Ledger distribution reference for the account.

10. Choose OK to save your entries and continue entering the transaction. You can
save the transaction if its not fully distributed, but you wont be able to post
until the full amount is distributed and debits equal credits.

Entering project item detail information for an invoice

receipt
If you are using Project Accounting, you can use the PA Purchasing Invoice Item
Detail Entry window to add a billing note or modify the billing type. If the item is
for a time and materials project, you can enter a billing rate or markup percentage
and view the accrued revenue.

200 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 8 IN V O I C E R E C E IP T D E TA IL E N T R Y

To enter project item detail information for an invoice

receipt:
1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Purchasing Invoice Entry)

2. Enter or select a receipt number, vendor ID, project number, cost category, and
item.

3. Choose the Cost Category expansion button to open the PA Purchasing Invoice
Item Detail Entry window.

4. Enter or modify a billing note.

5. Modify the billing type, if applicable. The item must be a non-inventoried item
to modify the billing type.

6. If the non-inventoried item is for a time and materials project, you can enter a
billing rate or markup percentage.

Choose OK to close the window and return to the Purchasing Invoice Entry
window.

Entering Intrastat trade statistics

Use the Purchasing Intrastat Entry window to enter the information required to
create the Intrastat Trade Report you submit to your government. You can enter
Intrastat statistics for each line item. For information about setting up Intrastat
codes, refer to your System Setup instructions (Help >> Contents >> select Setting
Up the System).

Intrastat is the system for collecting statistics on the trade of goods between
European Union (EU) countries. Intrastat data is required for all items either bought
from EU vendors or sold to EU customers, and must be provided on a monthly
basis. Requirements for Intrastat are similar in all EU countries. The government
uses these statistics as an economic indicator.

If Intrastat information was entered for the vendors ship from address ID, that
information appears in this window. Each time you enter a new line item, the
Intrastat statistics from the previous line item will be the default Intrastat entry for
the new line item.You can use the Purchasing Intrastat Entry window to change

PURCHASE ORDER PROCESSING 201

PA RT 3 R E C E I P T S

Intrastat information for an individual transaction, or to enter Intrastat information

if none was entered for the vendor.

You can enter Intrastat statistics only if you have marked to enable Intrastat tracking in the
Company Setup Options window.

To enter Intrastat trade statistics:

1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter the EU transaction, including the vendor ID and the goods value.

3. Choose the EU button to open the Purchasing Intrastat Entry window. You can
also open the Purchasing Intrastat Entry window by choosing the EU button in
the Receivings Item Detail Entry window.

4. Enter Intrastat information, or change the default entries, if necessary.

5. In the Net Unit Mass field, enter the weight of the goods in kilograms.

6. Enter the quantity of the goods being purchased.

The line mass displays the total mass per item and is calculated automatically
when you press TAB on the Quantity field. The line mass total is equal to the
amount entered in the Unit Mass field multiplied by the amount entered in the
Quantity field.

7. Enter a supplementary units amount, if applicable. The supplementary units

amount is simply a second quantity. Supplementary unit amounts are required
by the EU Combined Nomenclature for certain goods.

8. In the Traders Reference field, enter a reference code, such as an invoice or

dispatch number, or any other information that will identify the transaction.

9. Enter a goods value and statistical value, if applicable.

10. Choose OK to save the record.

202 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 19: Landed costs for receipts
Landed costs are the additional costs that might be associated with purchasing a
product. For example, if you purchase items from another country/region, the
amount you must pay also might include freight costs, or duties.

To assign a landed cost to all the items on a receipt, use the Receivings Landed Cost
Apportionment window. To assign a landed cost to an item on a receipt, use the
Receivings Landed Cost Entry window.

This information is divided into the following sections:

Landed cost overview

How landed costs are apportioned
Invoice matching and distributions
Entering landed costs for a shipment receipt
Entering landed costs for an in-transit inventory receipt
Entering landed costs for a shipment item
Entering landed costs for an in-transit inventory item
Matching landed costs to shipment line items
Matching landed costs to in-transit inventory line items

Landed cost overview

Landed costs are the additional costs that might be associated with purchasing
a product, such as freight costs, insurance, or duties. To use landed costs, you
must set up landed cost records and groups in Inventory Control. You can
define different landed costs in the Landed Cost Maintenance window,
including information such as the vendor the landed cost is for, the cost
calculation method used, and whether invoices must be matched. You can
create as many landed cost records as you like.

Once youve created landed cost records, you can create landed cost groups
using the Landed Cost Group Maintenance window. A landed cost group is a
collection of several landed cost records. Each landed cost record can exist in
multiple landed cost groups. Each landed cost group can include as many
landed cost records as you like. By creating a landed cost group and assigning it
to item-site combinations, you can associate many different landed cost records
with an item-site combination. For more information about landed cost records
and groups, refer to the Inventory Control documentation.

When the item-site combination is entered on a purchase order or in-transit

transfer, the landed cost group information automatically is reflected in the
transaction. You can enter a landed cost group or accept the default landed cost
group ID for the purchase order or in-transit transfer. You can use the Item
Quantities Maintenance window to enter information for each item-site
combination.

As you enter a receipt in Purchase Order Processing, you can assign landed
costs. To assign a landed cost to all the items on a receipt, use the Receivings
Landed Cost Apportionment window. To assign a landed cost to an item on a
receipt, use the Receivings Landed Cost Entry window.

You can use the Match Shipments to Invoice window to match the landed costs
that youve entered in the Purchasing Invoice Entry window to one or more

PURCHASE ORDER PROCESSING 203

PA RT 3 R E C E I P T S

shipment items or in-transit inventory items. Landed costs arent automatically

matched. To match the landed costs to shipment items or in-transit inventory
items, the landed costs must be set up to invoice match. You can mark the
landed costs to match when entering landed costs using the Receivings Landed
Cost Apportionment window or the Receivings Landed Cost Entry window.
More information about landed costs is included in the Inventory Control
documentation.

How landed costs are apportioned

In the Receivings Landed Cost Apportionment window, you can select how to
apportion or distribute the landed cost amounts among line items.You can
apportion a calculation method of Flat Amount by Value, Quantity, or Weight. If the
calculation method is Flat Amount per Unit or Percent of Extended Cost, the landed
costs will be created for all line items.

During the apportionment calculation, a remaining amount for the flat amount is
tracked. The calculated apportionment amount for each line item is subtracted from
the remaining amount. If a remaining amount cant be distributed across items due
to rounding, it will be distributed to the last line item.

Quantity apportionment calculation

If you selected to apportion landed costs by quantity, the calculation for
apportionment is a line items quantity shipped - the quantity rejected / the sum of
all line items quantity shipped - quantity rejected x the Flat Amount.

For example, assume that you have the following receipt line items entered. The
calculation amount for the landed cost is Flat Amount and the Flat Amount is
$50.00.

Item Qty shipped Qty rejected Unit cost Extended cost

Item1 10 2 10.00 80.00
Item2 2 0 20.00 40.00
Item3 6.5467 0.000 2 13.09

The landed cost would be apportioned as follows:

Item Qty Qty Net qty Landed cost calculation Remaining Landed cost
shipped rejected shipped amt amt
Item1 10 2 8 (8/16.5467) x 50 = 24.17 50.00 - 24.17 24.17
=26.83
Item2 2 0 2 (2/16.5467) x 50 = 6.04 26.83 - 6.04 = 6.04
19.79
Item3 6.5467 0.000 6.5467 (6.5467/16.5467) x 50 = 19.78 19.79 - 19.78 = 19.79
.01
Total 18.5467 2 16.5467 50.00 50.00

Note that the last item received the remaining $.01.

204 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 9 LA N DE D C O S TS FO R R E C E IP T S

Value apportionment calculation

If you selected to apportion landed costs by Value, the calculation for
apportionment is the percent of the line items value to the total of all the line items
value x the Flat Amount.

The percent is calculated as [(Individual Line Items Qty Shipped - Individual Line
Items Qty Rejected) x Originating Unit Cost]/ Sum of all line items [Qty Shipped-
Qty Rejected) x Originating Unit Cost)].

For example, assume that you have the following receipt line items entered. The
calculation amount for the landed cost is Flat Amount and the Flat Amount is
$50.00.

Item Qty shipped Qty rejected Unit cost Extended cost

Item1 10 2 10.00 80.00
Item2 5 0 20.00 100.00
Item3 6.5467 0.000 2 13.09

The landed cost would be apportioned as follows

Item Landed cost calculation Remaining amt Landed cost amt

Item1 [[(10-2) x 10.00)]/[(10-2) x 10.00]+ [(5-0) x 20.00]+[(6.5467-0.0000) 50.00 - 20.72 = 29.28 20.72
x 2.00]]x 50.00 = 20.72
Item2 [[(5-0) x 20.00)]/[(10-2) x 10.00]+ [(5-0) x 20.00]+[(6.5467-0.0000) x 29.28 - 25.89 = 3.39 25.89
2.00]] x 50.00 = 25.89
Item3 [[(6.5467-0) x 2.00)]/[(10-2) x 10.00]+ [(5-0) x 20.00]+[(6.5467- 3.39 - 3.39 = 0.00 3.39
0.0000) x 2.00]] x 50.00 = 3.39

Total 50.00 50.00

Weight apportionment calculation

If you selected to apportion landed costs by Weight, the calculation for
apportionment is the (Individual Line Items Extended Shipping Weight / Sum of
all line items Extended Shipping Weight} x the Flat Amount.

The Extended Shipping Weight is calculated as the Individual Line Items Shipping
Weight x (quantity shipped - quantity rejected).

For example, assume that you have the following receipt line items entered. The
calculation amount for the landed cost is Flat Amount and the Flat Amount is
$50.00.

Item Shipping Qty Qty Extended shipping weight Unit cost Extended
weight shipped rejected cost
Item1 5.00 10 2 5.00 x (10 - 2) = 40 10.00 80.00
Item2 1.23 5 0 1.23 x (5 - 0) = 6.15 20.00 100.00
Item3 .99 6.5467 0.0000 0.99 x (6.5467 - 0.0000) = 6.4812 2.00 13.09
Total 52.6312

PURCHASE ORDER PROCESSING 205

PA RT 3 R E C E I P T S

The landed cost would be apportioned as follows

Item Shipping Landed cost calculation Remaining amt Landed cost

weight amt
Item1 5.00 (40.00/52.6312) x 50.00 = 38.00 50.00 - 38.00 = 12.00 38.00
Item2 1.23 (6.15/52.6312) x 50.00 = 5.84 12.00 - 5.84 = 6.16 5.84
Item3 0.99 (6.4812/52.6312) x 50.00 = 6.16 6.16 - 6.16 = 0.00 6.16
Total 50.00 50.00

Invoice matching and distributions

Matching items assigned to a shipment or shipment/invoice to the landed costs
entered on the invoice will affect account distributions. If you decide not to match,
you will be responsible for making entries of the accrual account into an adjusting
expense account for cost variances. For example, suppose that a shipment is
recorded for 10 items at $1 each. The landed cost uses the Flat Amount cost
calculation method on an amount of $0.50.

The distributions for the shipment would look as follows:

Account Debit amount Credit amount

Inventory $10.50
Accrued Purchases - Landed Cost $0.50
Accrued Purchases - Inventory $10

Suppose that when the invoice is received, the cost of the goods is unchanged, but
the landed cost has increased to $0.75. If Match is not marked, the account
distributions would be as follows:

Account Debit amount Credit amount

Accrued Purchases - Landed Cost $0.75
Accrued Purchases - Inventory $10
Accounts Payable $10.75

If Match and Revalue IV is marked, the account distributions would be as follows:

Account Debit amount Credit amount

Accrued Purchases - Landed Cost $0.50
Accrued Purchases - Inventory $10
Inventory $0.25
Accounts Payable $10.75

Entering landed costs for a shipment receipt

Use the Receivings Landed Cost Apportionment window to distribute landed costs
to all receivings line items assigned to a document. The landed cost is distributed
based on its calculation method. You also can change or delete landed costs that
have been assigned to receivings line items. If you want to remove a landed cost,
select the landed cost ID and choose Edit >> Delete Row. If you want to remove all
the apportioned landed costs from all associated receiving line items, choose Delete.

206 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 9 LA N DE D C O S TS FO R R E C E IP T S

If you want to enter a landed cost for an individual receivings line item, see Entering
landed costs for a shipment item on page 209.

To enter landed costs for a shipment receipt:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Select a shipment or shipment/invoice as the receipt type.

3. Enter document information, including receipt number, vendor document

number, and receipt date.

4. Receive items.

Choose Auto-Rcv to open the Select Purchase Order window, where you
can select a purchase order to receive items from.

Enter or select a vendor ID and choose Auto-Rcv to open the Select

Purchase Order Items window, where you can receive line items on
multiple purchase orders.

Enter or select a vendor ID and enter line item information.

If you are using Workflow, purchase orders must be approved before you can receive
against them. You can receive against purchase orders that dont need approval.

5. Enter total information in the Receivings Transaction Entry window.

6. Choose the Landed Cost button to open the Receivings Landed Cost
Apportionment window.

7. Enter or select a landed cost ID.

8. Select how to apportion the landed costs for the items.

9. Mark the Match option if you want the landed cost assigned to the shipment
item to be matched to an invoice.

10. Enter the reference that you want to post as the General Ledger distribution
reference for the accrued purchases account (optional).

PURCHASE ORDER PROCESSING 207

PA RT 3 R E C E I P T S

11. Enter a purchase price variance account. A purchase price variance account is
required if the landed cost is set up to invoice match in the Landed Cost
Maintenance window.

12. Choose Apply to apply the apportioned landed costs to the line item.

If you are done working in this window, use the close box to return to the
Receivings Transaction Entry window.

Entering landed costs for an in-transit inventory

receipt
Use the Receivings Landed Cost Apportionment window to distribute landed costs
to all in-transit inventory line items assigned to a receipt. The landed cost is
distributed based on its calculation method. You also can change or delete landed
costs that have been assigned to in-transit inventory line items. If you want to
remove a landed cost, select the landed cost ID and choose Edit >> Delete Row. If
you want to remove all the apportioned landed costs from all associated in-transit
inventory line items, choose Delete.

If you want to enter a landed cost for an individual in-transit inventory line item,
see Entering landed costs for a shipment item on page 209.

To enter landed costs for an in-transit inventory receipt:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Select In-Transit Inventory as the receipt type.

3. Enter receipt number and receipt date.

4. Enter line item information.

5. Choose the Landed Cost button to open the Receivings Landed Cost
Apportionment window.

6. Enter or select a landed cost ID.

7. Select how to apportion the landed costs for the items.

8. Mark the Match option if you want the landed cost assigned to the in-transit
inventory item to be matched to an invoice.

9. Enter the reference that you want to post as the General Ledger distribution
reference for the accrued purchases account (optional).

10. Enter a purchase price variance account. A purchase price variance account is
required if the landed cost is set up to invoice match in the Landed Cost
Maintenance window.

11. Choose Apply to apply the apportioned landed costs to the line item.

If you are done working in this window, use the close box to return to the
Receivings Transaction Entry window.

208 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 9 LA N DE D C O S TS FO R R E C E IP T S

Entering landed costs for a shipment item

Use the Receivings Landed Cost Entry window to view, edit, add, or delete landed
costs that are assigned to a selected receiving line item. If you assigned a landed cost
group ID to a purchase order item, the landed costs assigned to that group will be
displayed in this window when you receive against the purchase order item. You
also can view the landed costs assigned to the item using the Receivings Landed
Cost Apportionment window. For more information about entering landed costs to
all receivings line items assigned to a document, see Entering landed costs for a
shipment receipt on page 206.

If you want to remove a landed cost, select the landed cost ID and choose Edit >>
Delete Row. If you want to remove all the landed costs from the item, choose Delete.

To enter landed costs for a shipment item:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Select a document type and enter document information, including receipt

number, vendor document number, receipt date, vendor ID, and currency ID.

3. Enter the item or vendor item.

4. Choose the Unit Cost button to open the Receivings Landed Cost Entry
window.

5. Enter or select a landed cost ID.

If a landed cost group ID was assigned to the item youre receiving against, the
landed costs assigned to that group ID will be displayed.

6. Mark the Match option if you want the landed cost assigned to the shipment
item to be matched to an invoice.

7. Enter the reference that you want to post as the General Ledger distribution
reference for the accrued purchases account (optional).

PURCHASE ORDER PROCESSING 209

PA RT 3 R E C E I P T S

8. Enter a purchase price variance account. A purchase price variance account is

required if the landed cost is set to invoice match in the Receivings Landed Cost
Entry window.

9. Choose OK to save your changes and close the window.

Entering landed costs for an in-transit inventory item

Use the Receivings Landed Cost Entry window to view, edit, add, or delete landed
costs that are assigned to a selected in-transit inventory line item. If you assigned a
landed cost group ID to an in-transit transfer item, the landed costs assigned to that
group will be displayed in this window when you enter an in-transit inventory
receipt for an in-transit transfer. You also can view the landed costs assigned to the
item using the Receivings Landed Cost Apportionment window. For more
information about entering landed costs to all in-transit inventory line items
assigned to a document, see Entering landed costs for a shipment receipt on page 206.

If you want to remove a landed cost, select the landed cost ID and choose Edit >>
Delete Row. If you want to remove all the landed costs from the item, choose Delete.

To enter landed costs for an in-transit inventory item:

1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Select In-Transit Inventory as the document type.

3. Enter the receipt number and receipt date.

4. Enter the transfer number and item.

5. Choose the Unit Cost expansion button to open the Receivings Landed Cost
Entry window.

6. Enter or select a landed cost ID.

If a landed cost group ID was assigned to the item youre entering an in-transit
inventory receipt for, the landed costs assigned to that group ID will be
displayed.

7. Mark the Match option if you want the landed cost assigned to the in-transit
inventory item to be matched to an invoice.

8. Enter the reference that you want to post as the General Ledger distribution
reference for the accrued purchases account (optional).

9. Enter a purchase price variance account. A purchase price variance account is

required if the landed cost is set to invoice match in the Receivings Landed Cost
Entry window.

10. Choose OK to save your changes and close the window.

Matching landed costs to shipment line items

If you are using landed costs, you can use the Match Shipments to Invoice window
to match the landed costs that youve entered in the Purchasing Invoice Entry

210 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 9 LA N DE D C O S TS FO R R E C E IP T S

window to one or more shipment items. All the shipment items that are available to
match to the landed cost IDs are displayed in the Match Shipments to Invoice
window. Landed costs arent automatically matched. To match the landed costs to
shipment items, the landed costs must be set up to invoice match. You can mark the
landed costs to match when entering landed costs using the Receivings Landed
Cost Apportionment window or the Receivings Landed Cost Entry window. You
must be keeping receipt history to match landed costs.

To match landed costs to shipment line items:

1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter the receipt number, vendor document number, invoice date, and vendor
ID assigned to the landed cost ID.

The currency ID of the invoice must be the same as the shipment receipt that the landed
cost was entered on.

3. Invoice items (optional).

Choose Auto-Invoice to open the Select Purchase Order window, where

you can automatically invoice all shipment line items available for an
invoice.

Enter or select a vendor ID and choose Auto-Invoice to open the Select

Purchase Order Items window, where you can invoice line items that have
been received from multiple purchase orders.

Enter or select a vendor ID and enter line item information.

If you are using Workflow, drop-ship purchase orders and drop-ship blanket purchase
orders must be approved before you can invoice against them. You can invoice against
purchase orders that dont need approval.

4. Mark the LC option and enter a landed cost ID.

1. Choose the Match Shipments to Invoice expansion button to open the Match
Shipments to Invoice window.

PURCHASE ORDER PROCESSING 211

PA RT 3 R E C E I P T S

Currency amounts in this window may be displayed in functional or

originating currency, depending on the view selected in the Purchasing Invoice
Entry window.

2. Mark the Match option for the shipment line items you want to match to the
landed cost item entered on the invoice.

3. To quickly match all line items for a shipment or shipment/invoice to the

landed cost entered on the invoice, choose the Match Options button to open
the Match Options window. You can match the selected landed cost to the items
on the shipment or shipment/invoice by either receipt number or PO number.

4. Mark Revalue IV if you want to have purchase receipts revalued if the cost
variance for a matched invoice is greater than the tolerance percentage.

5. Verify or change the default price variance posting account (optional).

6. Choose OK to save your changes and to close the Match Shipments to Invoice
window.

Matching landed costs to in-transit inventory line

items
If you are using landed costs, you can use the Match Shipments to Invoice window
to match the landed costs that youve entered in the Purchasing Invoice Entry
window to one or more in-transit inventory items. All the in-transit inventory items
that are available to match to the landed cost IDs are displayed in the Match
Shipments to Invoice window. Landed costs arent automatically matched. To
match the landed costs to in-transit inventory items, the landed costs must be set up
to invoice match. You can mark the landed costs to match when entering landed
costs using the Receivings Landed Cost Apportionment window or the Receivings
Landed Cost Entry window. You must be keeping receipt history to match landed
costs.

To match landed costs to in-transit inventory line items:

1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter the receipt number, vendor document number, invoice date, and vendor
ID assigned to the landed cost ID.

212 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 1 9 LA N DE D C O S TS FO R R E C E IP T S

3. Mark the LC option and enter a landed cost ID as an item.

4. Choose the Match Shipments to Invoice expansion button to open the Match
Shipments to Invoice window.

5. Mark the Match option for the in-transit inventory line items you want to match
to the landed cost item entered on the invoice.

6. To quickly match all line items for an in-transit inventory receipt to the landed
cost entered on the invoice, choose the Match Options button to open the Match
Options window. You can match the selected landed cost to the items on the in-
transit inventory receipt by receipt number.

7. Mark Revalue IV if you want to have purchase receipts revalued if the cost
variance for a matched invoice is greater than the tolerance percentage.

8. Verify or change the default price variance posting account (optional).

9. Choose OK to save your changes and to close the Match Shipments to Invoice
window.

PURCHASE ORDER PROCESSING 213

214 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 20: Taxes for receipts
Purchases tax can be calculated, modified, and distributed in Purchase Order
Processing. Use the Receivings Tax Summary Entry window or the Purchasing
Invoice Tax Summary Entry window to change tax distributions for receipts, if your
system is set up to allow editing summary-level taxes. To change tax details or the
amounts distributed to tax details for individual line items, use the Receivings Line
Item Tax Detail Entry window or the Purchasing Invoice Line Item Tax Detail Entry
window. For more information about tax calculations, see Tax calculations in Purchase
Order Processing on page 99.

This information is divided into the following sections:

Default tax schedules for shipment/invoices

Tax schedules for shipment/invoice items
Calculating and distributing summary taxes for shipment/invoice receipts
Calculating and distributing detail taxes for shipment/invoice line items
Default tax schedules for invoices
Tax schedules for invoice items
Calculating and distributing summary taxes for invoice receipts
Calculating and distributing detail taxes for invoice line items

Default tax schedules for shipment/invoices

Where the exchange of goods takes place is based on the shipping method assigned
to the vendors purchase address. The default schedule for the shipment/invoice
and the default schedule to compare against the item are selected based on the
shipping method. Refer to the following table for the default tax schedule for a
shipment/invoice.

Tax calculation Shipping Default tax schedule Label name

option method
Advanced Pickup Tax schedule assigned to the Purch Addr Tax
vendors purchase address Sched
Advanced No shipping Tax schedule assigned to the Purch Addr Tax
method vendors purchase address Sched

Advanced Delivery Purchases tax schedule Company Tax Sched

assigned in the Company
Setup window
Single schedule Not applicable Tax schedule assigned as the Single Tax Schedule
single schedule tax schedule ID
in the Purchase Order
Processing Setup Options
window

If you decided not to use the shipping method to determine the default tax schedule and
decided to use the advanced tax calculations method, the tax schedule assigned to the
vendors purchase address will be the default tax schedule.

PURCHASE ORDER PROCESSING 215

PA RT 3 R E C E I P T S

Tax schedules for shipment/invoice items

To calculate tax for an item, the tax schedules assigned to the item are compared.
The items default tax schedule is as follows:

Item Default tax schedule

Item is assigned to a purchase order Tax schedule assigned to the item on the purchase
order
Inventoried item that isnt assigned to a Purchase tax schedule assigned to the item in the Item
purchase order Maintenance window
Non-inventoried item that isnt assigned Tax schedule assigned to non-inventoried items in the
to a purchase order Purchase Order Processing Setup Options window

The default tax schedule to mask against the items tax schedule is as follows:

Tax calculation Purchase order Shipping Inventory Default tax schedule Label name
option assigned method Control
Advanced Yes Not applicable Not applicable Tax schedule from the Purch Addr Tax Sched
purchase order
Advanced No No shipping Not applicable Tax schedule assigned to Purch Addr Tax Sched
method the shipment/invoice
Advanced No Pickup Not applicable Tax schedule assigned to Purch Addr Tax Sched
the shipment/invoice
Advanced No Delivery Registered Purchase tax schedule Site Tax Schedule ID
assigned to the site
Advanced No Delivery Not registered Purchases tax schedule Company Tax Sched
assigned in the Company
Setup window
Single schedule Not applicable Not applicable Not applicable Tax schedule assigned as Single Tax Schedule
the single schedule tax ID
schedule in the Purchase
Order Processing Setup
Options window

If you decided not to use the shipping method to determine the default tax schedule and
decided to use the advanced tax calculations method, the tax schedule assigned to the
vendors purchase address will be the default tax schedule.

Calculating and distributing summary taxes for

shipment/invoice receipts
Use the Receivings Tax Summary Entry window to add, change, delete, or view
summarized tax amounts for a shipment/invoice, as well as the accounts to which
the amounts will be posted. Taxes are calculated automatically as you enter each tax
detail or edit the Total Purchases amount. Summary tax edits wont change the
taxes calculated for each line item in the Receivings Line Item Tax Detail Entry
window.

If your system isnt set up to allow editing summary-level taxes, you cant change
the Tax amount in the Receivings Transaction Entry window or the tax information
in the Receivings Tax Summary Entry window, except for the account. Youll be able
to change the account for tax included in item taxes at the summary level regardless
of how your system is set up. If you want to change tax information, use the
Receivings Line Item Tax Detail Entry window. For more information about the
setup option to make summary edits to taxes, refer to your System Setup
instructions (Help >> Contents >> select Setting Up the System).

216 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 0 T AX ES FO R R E C E IP T S

If you are using Project Accounting, you can't change the Tax amount in the
Receivings Transaction Entry window or the tax information in the Receivings Tax
Summary Entry window even if your system is set up to allow editing summary-
level taxes. If you want to change tax information, use the Receivings Line Item Tax
Detail Entry window.

To calculate and distribute summary taxes for shipment/

invoice receipts:
1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select a shipment/invoice. Tax information cannot be entered for

shipment receipts.

3. Enter document information, including receipt number, vendor document

number, and receipt date.

Choose the Date expansion button to open the Receivings Date Entry window,
where you can enter a tax date and posting date that differ from the document
date. The tax date you enter is the date your tax records are updated.

4. Receive items.

Choose Auto-Rcv to open the Select Purchase Order window, where you
can select a purchase order to receive items from.

Enter or select a vendor ID and choose Auto-Rcv to open the Select

Purchase Order Items window, where you can receive line items on
multiple purchase orders.

Enter or select a vendor ID and enter line item information.

5. To change the tax status, tax schedules, or tax amount for an item, choose the
Item or Vendor Item expansion button to open the Receivings Item Detail Entry
window.

6. Enter total information in the Receivings Transaction Entry window.

PURCHASE ORDER PROCESSING 217

PA RT 3 R E C E I P T S

7. Choose the Tax expansion button to open the Receivings Tax Summary Entry
window, where you can view or edit the tax distribution amounts.

Currency amounts in this window may be displayed in the functional or

originating currency, depending on the view selected in the Receivings
Transaction Entry window.

8. To edit tax information, enter a tax detail ID, a tax amount, total purchases, or
select a new account. (The tax amount for the detail will be posted to the
account.)

9. To distribute tax to multiple tax details, change the default amount in the
scrolling window and enter or select another tax detail and tax amount in the
next available line.

To delete a single tax detail, select the row containing it and choose Edit >>
Delete Row.

10. Choose OK to save your entries and return to the Receivings Transaction Entry
window.

If there is a difference between the total tax amount distributed to tax details
and the tax amount entered in the Receivings Transaction Entry window, the tax
amount will be adjusted to match the total tax amount.

Choose Delete to delete the tax information in the Receivings Tax Summary
Entry window.

Choose Default to restore the default tax information.

Calculating and distributing detail taxes for shipment/

invoice line items
Use the Receivings Line Item Tax Detail Entry window to add, change, delete, or
view tax amounts calculated on an individual line item. Taxes are calculated
automatically as you enter each tax detail or edit the Total Purchases amount.
Summary tax edits wont change the taxes calculated for each line item in the
Receivings Line Item Tax Detail Entry window. Tax edits made for each line item

218 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 0 T AX ES FO R R E C E IP T S

will change the summary tax amounts in the Receivings Tax Summary Entry
window.

To calculate and distribute detail taxes for shipment/

invoice line items:
1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select a shipment/invoice. Tax information cannot be entered for

shipment receipts.

3. Enter document information, including receipt number, vendor document

number, and receipt date.

4. Receive items.

Choose Auto-Rcv to open the Select Purchase Order window, where you
can select a purchase order to receive items from.

Enter or select a vendor ID and choose Auto-Rcv to open the Select

Purchase Order Items window, where you can receive line items on
multiple purchase orders.

Enter or select a vendor ID and enter line item information.

5. Select a line item and choose the Vendor Item or Item expansion button to open
the Receivings Item Detail Entry window. You can change the tax status, tax
schedules, or tax amount for an item.

6. Choose the Calculated Tax expansion button to open the Receivings Line Item
Tax Detail Entry window, where you can view or edit tax distribution amounts.

7. To edit tax information, enter a tax detail ID, total purchases, or tax amount.
(The tax amount for the detail will be posted to the account.)

8. To distribute tax to multiple tax details, change the default amount in the
scrolling window and enter or select another tax detail and tax amount in the
next available line.

To delete a single tax detail, select the row containing it and choose Edit >>
Delete Row.

PURCHASE ORDER PROCESSING 219

PA RT 3 R E C E I P T S

9. Choose OK to save your entries and return to the Receivings Item Detail Entry
window.

If there is a difference between the total tax amount distributed to tax details
and the tax amount entered in the Receivings Transaction Entry window, the tax
amount will be adjusted to match the total tax amount.

Choose Delete to delete all the tax details.

Choose Default to restore the default tax information.

Default tax schedules for invoices

Where the exchange of goods takes place is based on the shipping method assigned
to the vendors purchase address. The default schedule for the invoice and the
default schedule to compare against the item are selected based on the shipping
method. Refer to the following table for the default tax schedule for an invoice.

Tax calculation Shipping method Default tax Label name

option schedule
Advanced Pickup Tax schedule assigned Purch Addr Tax Sched
to the vendors
purchase address
Advanced No shipping method Tax schedule assigned Purch Addr Tax Sched
to the vendors
purchase address
Advanced Delivery Purchases tax Company Tax Sched
schedule assigned in
the Company Setup
window
Single schedule Not applicable Tax schedule assigned Single Tax Schedule ID
as the single schedule
tax schedule in the
Purchase Order
Processing Setup
Options window

If you decided not to use the shipping method to determine the default tax schedule and
decided to use the advanced tax calculations method, the tax schedule assigned to the
vendors purchase address will be the default tax schedule.

Tax schedules for invoice items

To calculate tax for an item, the tax schedules assigned to the item are compared.
The items default tax schedule is as follows:

Item Default tax schedule

Item is assigned to a purchase order Tax schedule assigned to the item on the purchase
order
Inventoried item that isnt assigned to a Purchase tax schedule assigned to the item in the Item
purchase order Maintenance window
Non-inventoried item that isnt assigned Tax schedule assigned to non-inventoried items in the
to a purchase order Purchase Order Processing Setup Options window

220 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 0 T AX ES FO R R E C E IP T S

The default tax schedule to mask against the items tax schedule is as follows:

Tax calculation Purchase order Shipping method Default tax schedule Label name
option assigned
Advanced Yes Not applicable Tax schedule from the
purchase order
Advanced No No shipping method Tax schedule assigned to the Purch Addr Tax Sched
invoice
Advanced No Pickup Tax schedule assigned to the Purch Addr Tax Sched
invoice
Advanced No Delivery Purchases tax schedule Company Tax Sched
assigned in the Company
Setup window
Single schedule Not applicable Not applicable Tax schedule assigned as the Single Tax Schedule ID
single schedule tax schedule in
the Purchase Order Processing
Setup Options window

If you decided not to use the shipping method to determine the default tax schedule and
decided to use the advanced tax calculations method, the tax schedule assigned to the
vendors purchase address will be the default tax schedule.

Calculating and distributing summary taxes for

invoice receipts
Use the Purchasing Invoice Tax Summary Entry window to add, change, delete, or
view summarized tax amounts for an invoice, as well as the accounts to which the
amounts will be posted. Taxes are calculated automatically as you enter each tax
detail or edit the Total Purchases amount. Summary tax edits wont change the
taxes calculated for each line item in the Purchasing Invoice Line Item Tax Detail
Entry window.

If your system isnt set up to allow editing summary-level taxes, you cant change
the Tax amount in the Purchasing Invoice Entry window or the tax information in
the Purchasing Invoice Tax Summary Entry window, except for the account. Youll
be able to change the account for tax included in item taxes at the summary level
regardless of how your system is set up. If you want to change tax information, use
the Purchasing Invoice Line Item Tax Detail Entry window. For more information
on the setup option to make summary edits to taxes, refer to your System Setup
instructions (Help >> Contents >> select Setting Up the System).

If you are using Project Accounting, you can't change the Tax amount in the
Purchasing Invoice Entry window or the tax information in the Purchasing Invoice
Tax Summary Entry window even if your system is set up to allow editing
summary-level taxes. If you want to change tax information, use the Purchasing
Invoice Line Item Tax Detail Entry window.

To calculate and distribute summary taxes for invoice

receipts:
1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter document information, including receipt number, vendor document

number, and invoice date.

PURCHASE ORDER PROCESSING 221

PA RT 3 R E C E I P T S

Choose the Invoice Date expansion button to open the Purchasing Invoice Date
Entry window, where you can enter a tax date and posting date that differ from
the document date. The tax date you enter is the date your tax records are
updated.

3. Invoice items.

Choose Auto-Invoice to open the Select Purchase Order window, where

you can automatically invoice all shipment line items available for an
invoice.

Enter or select a vendor ID and choose Auto-Invoice to open the Select

Purchase Order Items window, where you can invoice line items that have
been received from multiple purchase orders.

Enter or select a vendor ID and enter line item information.

4. Select a line item and choose the Vendor Item or Item expansion button to open
the Purchasing Invoice Item Tax Entry window. You can change the tax status,
tax schedules, or tax amount for an item.

5. Enter total information in the Purchasing Invoice Entry window.

6. Choose the Tax expansion button to open the Purchasing Invoice Tax Summary
Entry window, where you can view or edit the tax distribution amounts.

Currency amounts in this window may be displayed in the functional or

originating currency, depending on the view selected in the Purchasing Invoice
Entry window.

7. To edit tax information, enter a tax detail ID, a tax amount, total purchases, or
select a new account. (The tax amount for the detail will be posted to the
account.)

8. To distribute tax to multiple tax details, change the default amount in the
scrolling window and enter or select another tax detail and tax amount in the
next available line.

To delete a single tax detail, select the row containing it and choose Edit >>
Delete Row.

222 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 0 T AX ES FO R R E C E IP T S

9. Choose OK to save your entries and return to the Purchasing Invoice Entry
window.

If there is a difference between the total tax amount distributed to tax details
and the tax amount entered in the Purchasing Invoice Entry window, the tax
amount will be adjusted to match the total tax amount.

Choose Delete to delete the tax information.

Choose Default to restore the default tax information.

Calculating and distributing detail taxes for invoice

line items
Use the Purchasing Invoice Line Item Tax Detail Entry window to add, change,
delete, or view tax amounts calculated on an individual line item. Taxes are
calculated automatically as you enter each tax detail or edit the Total Purchases
amount. Summary tax edits wont change the taxes calculated for each line item in
the Purchasing Invoice Line Item Tax Detail Entry window. Tax edits made for each
line item will change the summary tax amounts in the Purchasing Invoice Tax
Summary Entry window.

To calculate and distribute detail taxes for invoice line

items:
1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter document information, including receipt number, vendor document

number, and invoice date.

Choose the Invoice Date expansion button to open the Purchasing Invoice Date
Entry window, where you can enter a tax date and posting date that differ from
the document date. The tax date you enter is the date your tax records are
updated.

3. Invoice items.

Choose Auto-Invoice to open the Select Purchase Order window, where

you can automatically invoice all shipment line items available for an
invoice.

Enter or select a vendor ID and choose Auto-Invoice to open the Select

Purchase Order Items window, where you can invoice line items that have
been received from multiple purchase orders.

Enter or select a vendor ID and enter line item information.

4. Select a line item and choose the Vendor Item or Item expansion button to open
the Purchasing Invoice Item Tax Detail Entry window. You can change the tax
status, tax schedules, or tax amount for an item.

PURCHASE ORDER PROCESSING 223

PA RT 3 R E C E I P T S

5. Choose the Calculated Tax expansion button to open the Purchasing Invoice
Line Item Tax Detail Entry window, where you can view or edit the tax
amounts.

6. To edit tax information, enter a tax detail ID, total purchases, or tax amount.
(The tax amount for the detail will be posted to the account.)

7. To distribute tax to multiple tax details, change the default amount in the
scrolling window and enter or select another tax detail and tax amount in the
next available line.

To delete a single tax detail, select the row containing it and choose Edit >>
Delete Row.

8. Choose OK to save your entries and return to the Purchasing Invoice Item Tax
Detail Entry window.

If there is a difference between the total tax amount distributed to tax details
and the tax amount entered in the Purchasing Invoice Entry window, the tax
amount will be adjusted to match the total tax amount.

Choose Delete to delete all the tax details.

Choose Default to restore the default tax information.

224 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 21: Receipt posting
Posting is the process of transferring transactions to permanent records. Until
transactions are posted, they can be changed or deleted. After you post transactions
in Purchase Order Processing, they cant be changed or deleted. To print a posting
journal after the transaction was posted, use the Purchasing Posting Journals
window or the Purchasing Posting Journal Options window.

Posting reports will be printed when you post transactions, either individually or in
batches. For more information about posting reports for Purchase Order Processing,
refer to Purchase Order Processing standard reports summary on page 271.

For more information about setting up posting, see the System Setup Guide (Help >>
Contents >> select Setting up the System).

This information is divided into the following sections:

Posting a receipt
Posting a purchasing batch
Posting Purchasing series batches

Posting a receipt
Transaction-level posting allows you to enter and post transactions individually
without ever having to create a batch. Purchasing receipt information always will be
up-to-date immediately when you post using this method, because transactions
must be posted or deleted immediately. They cant be saved or posted later.

You can perform transaction-level posting in the Receivings Transaction Entry

window and in the Purchasing Invoice Entry window. Purchasing and inventory
information will be update immediately every time you post using this method. All
transactions posted individually in a single data entry session will have the same
audit trail code.

Transaction-level posting is optional and can be selected in the Posting Setup

window when you set up Microsoft Dynamics GP. If you arent allowed to post
individual transactions, youll be asked to create a batch when you attempt to post
transactions. Also, you can post an individual transaction that was previously
entered in a batch. To do so, select the transaction from the batch, clear the Batch ID
field and post the transaction.

If youre posting by transaction date, the posting date and the document date will
be the same. If you change the posting date in the date entry window, the document
date wont be affected.

You cant post to a year that hasnt been set up using the Fiscal Periods Setup
window. Also, if the year has been set up but the Purchasing period is closed,
posting wont be allowed. The posting journal will indicate the transactions that
were posted, as well as the transactions that werent posted. Transactions will be
posted to General Ledger, even if a Financial series period has been closed.
However, transactions will not post through General Ledger.

The reports for individually posted transactions contain information only for the
transactions that were entered and posted since the Receivings Transaction Entry

PURCHASE ORDER PROCESSING 225

PA RT 3 R E C E I P T S

window or the Purchasing Invoice Entry window was opened. These reports are
printed when you close the window.

Posting a purchasing batch

Use the Purchasing Batch Entry window to post a single batch. Before you post, be
sure quantities for each item on an invoice receipt are fully matched to shipment
quantities.

To post a purchasing batch:

1. Make a backup of your companys data. Refer your System Administrator's
Guide (Help >> Contents >> select System Administration) for more
information about making backups.

2. Open the Purchasing Batch Entry window.

(Transactions >> Purchasing >> Purchasing Batches)

3. Print an edit list to review the transactions in the batch. An edit list can be
printed from the Purchasing Batch Entry window by choosing File >> Print
with the appropriate batch ID displayed. If you need to make corrections, do so
at this time.

4. Enter or select the batch ID and origin for the batch you want to post.

5. Choose Post. Your Purchase Order Processing records will be updated to reflect
the information from the transactions. Your General Ledger accounts will be
updated depending on your posting setup selections.

If youre set up to post to General Ledger in the Posting Setup window, the
batch appears in the Financial Series Posting and Master Posting windows; you
can edit the transactions in the General Ledger Transaction Entry window
before posting them again. Your accounts are updated when you post the
transactions in General Ledger.

If you post through General Ledger, your accounts are updated at once and you
dont need to post the batch again in General Ledger.

6. One or more posting journals may be printed, depending on the options

selected in the Posting Setup window. A Report Destination window may
appear for each posting journal that was selected to print, depending on how
they were set up.

Posting Purchasing series batches

Use the Purchasing Series Posting window to post multiple batches in the
Purchasing series at the same time. Before you post, be sure quantities for each item
on an invoice receipt are fully matched to shipment quantities.

226 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 1 R E C E I P T P O S T I N G

To post Purchasing series batches:

1. Make a backup of your companys data. Refer your System Administrators
Guide (Help >> Contents >> select System Administration) for more
information about making backups.

2. Print an edit list to review the transactions in the batch. An edit list can be
printed from the Purchasing Batch Entry window by choosing File >> Print
with the appropriate batch ID displayed. If you need to make corrections, do so
at this time.

3. Open the Purchasing Series Posting window.

(Transactions >> Purchasing >> Series Post)

4. Mark the box next to the batch ID for each batch you want to post. The status
changes to Marked, which indicates to other users that the batch is ready to be
posted.

If a batch was marked previously, the User ID column identifies the person who marked
it. If you want to post that batch, unmark it and mark it again so the batch is assigned to
you. Series posting allows you to post only those batches that youve marked; you cant
post batches marked by another user.

5. Choose Post. One or more posting journals may be printed, depending on the
options selected in the Posting Setup window. A Report Destination window
may appear for each posting journal that was selected to print, depending on
how they were set up.

PURCHASE ORDER PROCESSING 227

228 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 22: Receipt maintenance
Proper maintenance of your receiving information is essential for preserving the
accuracy of your records. This chapter focuses on the tasks that allow you to
maintain your records effectively.

Throughout the receiving process, you can print a variety of reports you can use to
double-check documents youve entered. If you identify errors on these reports, the
errors must be corrected to ensure accurate reporting of your receiving activity. You
also may want to delete or void shipment, shipment/invoice and invoice receipts
that are no longer valid.

If you are using Purchase Order Enhancements, you can process returns against
Purchase Order Processing receipts. Items that have been received on a shipment or
shipment/invoice receipt can be returned as a Return or a Return w/Credit
document type. For more information, see the Purchase Order Enhancements
documentation.

This information is divided into the following sections:

Correcting unposted shipment, shipment/invoice, and in-transit inventory receipts

Correcting unposted invoice receipts
About deleting and voiding receipts
Deleting shipment, shipment/invoice, or in-transit inventory receipts
Voiding shipment, shipment/invoice, or in-transit inventory receipts
Deleting invoice receipts
Voiding invoice receipts

Correcting unposted shipment, shipment/invoice, and

in-transit inventory receipts
Use the Receivings Transaction Entry window to correct shipment, shipment/
invoice, or in-transit inventory receipts before posting. After you enter receipts,
print an edit list to determine if the entries contain errors. (You can print edit lists
only for receipts entered in a batch.) If you discover that an unposted receipt was
entered incorrectly, you can correct the error using the following procedure.

To correct unposted shipment, shipment/invoice, and in-

transit inventory receipts:
1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Select the receipt. (You can find the receipt number on the Receivings Edit List
you used to pinpoint the error.)

3. Highlight the fields you want to change and enter the correct information.

If you changed a quantity shipped or quantity rejected for a lot-numbered

item or a serial-numbered item, the Purchasing Lot Number Entry window
or the Purchasing Serial Number Entry window will open; you can assign
lot or serial numbers to the item. The In-Transit Serial Number Entry
window or the In-Transit Lot Number Entry window opens for an in-transit
inventory receipt, where you can assign lot or serial numbers to an item.

PURCHASE ORDER PROCESSING 229

PA RT 3 R E C E I P T S

If receiving items without a purchase order is allowed, you can enter items,
non-inventoried items or vendor items that dont exist on the purchase
order. If you are using Project Accounting, you cant enter vendor items for
projects.

If you delete an item when you are using landed costs, all line and
apportioned landed costs assigned to the item also are deleted. Deleting an
item that has apportioned landed costs will cause the unapportioned
amount and the documents landed cost functional total to recalculate.

4. Choose File >> Print to verify the corrections youve entered with a Receivings
Edit List.

5. Choose Save to save the corrected transaction.

Correcting unposted invoice receipts

Use the Purchasing Invoice Entry window to correct invoice receipts before posting.
After you enter receipts, print an edit list to determine if the entries contain errors.
(You can print edit lists only for receipts entered in a batch.) If you discover that an
unposted receipt was entered incorrectly, you can correct the error using the
following procedure.

To correct unposted invoice receipts:

1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Select the receipt. (You can find the receipt number on the Purchasing Invoice
Edit List you used to pinpoint the error.)

3. Highlight the fields you want to change and enter the correct information.

If receiving items without a purchase order is allowed, you can enter items,
non-inventoried items, or vendor items that dont exist on the purchase
order as long as those items or vendor items are on a shipment that has
been posted. If you are using Project Accounting, you cant enter vendor
items for projects.

You can match or unmatch shipment line items to invoices. You also can
match or unmatch landed cost items.

4. Choose File >> Print to verify the corrections youve entered with a Purchasing
Invoice Edit List.

5. Choose Save to save the corrected transaction.

About deleting and voiding receipts

Deleting and voiding receipts reduces the following quantities in the Purchasing
Quantity Status window:

Unposted shipment
Unposted invoice
Unposted rejected quantities
Unposted matched quantities

230 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 2 R E C E IP T M A IN T E N AN C E

Deleting and voiding receipts increases the following quantities in the Purchasing
Quantity Status window:

Remaining to ship quantity. (This quantity will be increased by the quantity

shipped minus the quantity rejected. The remaining to ship quantity is the
remaining to receive quantity for in-transit inventory receipts.)

Remaining to invoice quantities. (These quantities will be increased by the

quantity invoiced.)

Remaining posted shipments to match quantities. (These quantities will be

increased by the quantity invoiced when you void or delete an unposted
invoice receipt.)

Deleting shipment, shipment/invoice, or in-transit

inventory receipts
Use the Receivings Transaction Entry window to delete unposted shipment.
shipment/invoice, or in-transit inventory receipts. Deleting removes receipt
information from the system and makes receipt numbers available for reuse.

To delete receipts or line items linked to jobs, you must have authority to unlink line
items from a job. Security is set in the Job Costing Preference Defaults window. You
cant link line item jobs to in-transit inventory receipts. If you are using Project
Accounting, you cant link line items to jobs.

To delete shipment, shipment/invoice, or in-transit

inventory receipts:
1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select the receipt number of the receipt you want to delete.

3. Choose Delete.

Voiding shipment, shipment/invoice, or in-transit

inventory receipts
Use the Receivings Transaction Entry window to void unposted shipment,
shipment/invoice, and in-transit inventory receipts. Voiding moves receipt
information to history and does not make receipt numbers available for reuse until
history is removed, if youre keeping history. If youre not keeping history, voiding
removes receipt information from the system.

If you track voided receipts, youll know why a receipt number is missing or out of
sequence. If youve selected to track receipts in history, you can view information
about voided receipts using the purchasing inquiry windows or by printing the
Receivings Voided Journal or the Receivings Transaction History Report.

To void receipts or line items linked to jobs, you must have authority to unlink line
items from a job. Security is set in the Job Costing Preference Defaults window. You
cant link line item jobs to in-transit inventory receipts. If you are using Project
Accounting, you cant link line items to jobs.

PURCHASE ORDER PROCESSING 231

PA RT 3 R E C E I P T S

To void shipment, shipment/invoice, or in-transit

inventory receipts:
1. Open the Receivings Transaction Entry window.
(Transactions >> Purchasing >> Receivings Transaction Entry)

2. Enter or select the receipt number of the receipt you want to void.

3. Choose Void. The Receivings Voided Journal is printed when you close the
Receivings Transaction Entry window after voiding, if youve marked the
option to print it in the Posting Setup window.

Deleting invoice receipts

Use the Purchasing Invoice Entry window to delete unposted invoice receipts.
Deleting removes receipt information from the system and makes receipt numbers
available for reuse.

To delete invoice receipts or line items linked to jobs, you must have authority to
unlink line items from a job. Security is set in the Job Costing Preference Defaults
window. If you are using Project Accounting, you cant link line items to jobs.

To delete invoice receipts:

1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter or select the receipt number of the receipt you want to delete.

3. Choose Delete.

Voiding invoice receipts

Use the Purchasing Invoice Entry window to void unposted invoice receipts.

If you track voided receipts, youll know why a receipt number is missing or out of
sequence. If youve selected to track receipts in history, you can view information
about voided receipts using the purchasing inquiry windows or by printing the
Voided Invoice Journal or the Receivings Transaction History Report.

To void invoice receipts or line items linked to jobs, you must have authority to
unlink line items from a job. Security is set in the Job Costing Preference Defaults
window. If you are using Project Accounting, you cant link line items to jobs.

To void invoice receipts:

1. Open the Purchasing Invoice Entry window.
(Transactions >> Purchasing >> Enter/Match Invoices)

2. Enter or select the receipt number of the receipt you want to void.

3. Choose Void. The Voided Invoice Journal is printed when you close the
Purchasing Invoice Entry window after voiding invoice receipts, if youve
marked the option to print it in the Posting Setup window.

232 P U R C H A S E O R DE R P R O C E S S I N G
PART 4: PURCHASE ORDER RETURNS
 Part 4: Purchase order returns
This part of the documentation includes information about using purchase order
returns. The following topics are discussed:

Chapter 23, Returns transactions, describes how to process returns from

Purchase Order Processing.

Chapter 24, Taxes for returns, contains information about tax calculation in
purchase order returns.

234 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 23: Returns transactions
Returning goods to vendors is a common event during the purchase order life cycle.
Returns can occur anytimebefore or after receipt of the vendors invoiceand
returns may or may not involve credit. purchase order returns makes it possible for
you to process purchase order returns quickly and easily, with or without credit to
the vendor, based on the specific circumstances of that return.

You will have to make a manual adjustment within Payables Management for restocking
fees charged by the vendor. This release of purchase order returns does not include a field for
these fees.

You can start to use purchase order returns immediately. No special setup is
necessary.

Purchase order returns transaction information is divided into the following

sections:

About purchase order returns

Purchase order returns and Project Accounting
Return transaction document types
Creating a purchasing returns batch
Processing purchasing return transactions
Processing project return-from-inventory transactions
Printing purchasing returns transactions
Entering detail information for a return
Entering Intrastat trade statistics for returns
Multiple bins in purchase order returns
Changing bins for a return transaction
Assigning lot numbers to a return
Assigning serial numbers to a return
Distributing return transaction amounts
Return distribution accounts
Processing manual adjustments for returns when closing purchase order lines

About purchase order returns

You can process returns against both Purchase Order Processing receipts and
Inventory receipts. Items that have been received on a shipment or shipment/
invoice receipt are available to be returned as a Return or a Return w/Credit
document type. Items that have been transferred to another site, added to inventory
through an inventory adjustment or variance, or returned by a customer are
available to be returned in Purchase Order Processing as an Inventory or Inventory
w/Credit document type.

Using purchase order approvals, you can process returns against the following
receipt types:

Module Receipt types

Purchase Order Processing Shipment
Shipment Invoice

PURCHASE ORDER PROCESSING 235

PA RT 4 P U R C H A S E O R D E R R E T U R N S

Module Receipt types

Inventory Control Adjustment
Variance
Transfer
Sales return

When you post a return, the original transaction amount is offset against quantities
in inventory and the applicable General Ledger accounts. If the unit cost of the item
has changed, you can return at the new unit cost (applicable to returns with credit
only). If you are using Multicurrency Management, you can return items involving
alternative currencies.

When you process a Return w/Credit return document, a return transaction is

created in Payables Management. The return transaction must be manually applied
to the invoice from the vendor. See the Payables Management documentation
(Help >> Printable Manuals) for more information.

Purchase order returns and Project Accounting

If you are using Project Accounting, you can enter project information on standard
purchase orders and drop-ship purchase orders in Purchase Order Processing.
Items received from a standard purchase order are stored in inventory. To transfer
items to a project, youll use the Inventory Transfer Entry window in Projecting
Accounting. Items from a drop-ship purchase order are invoiced and transferred to
a project automatically.

You can use purchase order returns to return an item that is in inventory. This is
called a project return-from inventory transaction. If the item has been transferred
to a project, you can use Project Accounting to return the item. See the Project
Accounting documentation for more information.

Return transaction document types

You can process purchasing returns using the following return transaction
document types:

Return
Return w/Credit
Inventory
Inventory w/Credit

You must use the document types Return or Return w/Credit to return non-inventoried
items or any items with the item types of Misc Charges, Flat Fee, or Services. Returns
against kit items are not allowed.

Each of the return document types is described in detail as follows.

Return
Select Return for shipment receipts or shipment/invoice receipts when the item is
not matched to an invoice and vendor credit is not applicable. An example would
be when the item is being replaced.

236 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 3 R E T U R N S T R A N S A C T I O N S

Manual adjustments may be necessary for return documents using the Return
document type, refer to Processing manual adjustments for returns when closing
purchase order lines on page 256 for more information.

Return w/Credit
Select Return w/Credit for shipment receipts that are matched with an invoice, or
shipment/invoice receipts when vendor credit is applicable.

To return all of the items on a partially invoiced receipt, you must complete two return
transactions: one for the invoiced items using document type Return w/Credit and another
for the uninvoiced items using document type Return.

Inventory
Select Inventory for inventory adjustment receipts, variance receipts, transfer
receipts and sales return receipts when the item is not matched to an invoice and
vendor credit is not applicable. An example would be when the item is being
replaced. If you are using Project Accounting, you cant enter this return document
type for project return-from-inventory transactions.

When you process an Inventory return, if the items being returned will be replaced
by the vendor, you must make adjusting journal entries to remove the accrual
created by the new shipment receipt.

Inventory w/Credit
Select Inventory w/Credit for inventory adjustment receipts, variance receipts,
transfer receipts and sales return receipts when vendor credit is applicable. If you
are using Project Accounting, you cant enter this return document type for project
return-from-inventory transactions.

When you process a Return w/Credit return document or Inventory w/Credit

return document type, a return transaction is created in Payables Management. The
return transaction must be manually applied to the invoice from the vendor. See the
Payables Management documentation (Help >> Printable Manuals) for more
information.

Creating a purchasing returns batch

Use the Returns Batch Entry window to create a return batch. All transactions in the
batch must originate with Returns Transaction Entry window.

To create a purchasing returns batch:

1. Open the Returns Batch Entry window.
(Transactions >> Purchasing >> Returns Batches)

2. Enter a batch ID to identify the batch.

PURCHASE ORDER PROCESSING 237

PA RT 4 P U R C H A S E O R D E R R E T U R N S

3. Enter a batch comment (optional).

4. Enter a posting date.

This field is available only if Batch is selected in the Posting Date From field in
the Posting Setup window.

The posting date you enter here is the date that General Ledger files are
updated. Your records in Purchase Order Processing are updated based on the
date of the return.

5. Choose Save to save the batch.

To verify the transactions you entered, print a returns Edit List. For more
information, see Printing purchasing returns transactions on page 247.

Processing purchasing return transactions

Use the Returns Transaction Entry window to process purchasing return
transactions.

If youre using multiple bins and a default purchase returns bin exists at either the
item-site or the site, the quantity at the default bin will decrease by the extended
quantity for an item that is not tracked by serial or lot numbers. You can modify the
default bin selections. If a default purchase returns bin doesnt exist, you will be
required to enter one. For serial- and lot-numbered items, the purchase returns bin
is the bin associated with the serial or lot number, and you cant to change the bin.

If you are using Project Accounting, the Project Number field and the Cost Category
ID field will be displayed in the Returns Transaction Entry window. To enter a
return for a project return-from-inventory transaction, see Processing project return-
from-inventory transactions on page 243.

To process purchasing return transactions:

1. In the navigation pane, choose the Purchasing button, and then choose the All
Purchasing Transactions list.

2. Select a shipment receipt or a shipment/invoice receipt.

238 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 3 R E T U R N S T R A N S A C T I O N S

3. Choose Purchase Returns Transactions and then select a document type to open
the Returns Transaction Entry window.

4. Select a document type for the return transaction. For more information about
return document types, see Return transaction document types on page 236.

5. Enter a return number or accept the default entry. The default entry will be the
next available receipt number in the Purchase Order Processing Setup window.

6. Enter a vendor document number. A vendor document number is required for

returns with credit.

7. Enter the return date. The user date is the default entry.

To enter a General Ledger posting date or a tax date that is different from the
return date, choose the Date expansion button; the Returns Date Entry window
will open.

For multicurrency transactions and for document types Return w/Credit,

Inventory, and Inventory w/Credit, the return document date determines the
exchange rate that will be used, based on the currency ID thats entered for the
transaction and the associated rate type. For a Return document type, the
exchange rate of the original receipt will be assigned to each return line. There is
no overall exchange rate for the transaction.

8. Enter or select a batch ID (optional). See Creating a purchasing returns batch on

page 237 for more information.

9. Enter or select a vendor ID.

10. Enter or accept the currency ID. The default currency ID will be the currency ID
assigned to the vendor you selected. If no currency ID has been assigned for this
vendor, the companys functional currency will be used.

PURCHASE ORDER PROCESSING 239

PA RT 4 P U R C H A S E O R D E R R E T U R N S

The currency ID assigned to the return must match the currency ID of the
receipts in the scrolling window.

If the selected currency ID is not the companys functional currency, a rate type
and associated exchange rate table will be assigned to the transaction. The rate
type is based on the rate type assigned to the selected vendor. If the vendor does
not have a rate type assigned, the default rate type for the Purchasing series
specified in the Multicurrency Setup window is used.

For Return w/Credit, Inventory, and Inventory w/Credit returns, you can view
or modify the default exchange rate by choosing the currency ID expansion
button to open the Exchange Rate Entry window. For more information about
exchange rates, refer to the Multicurrency Management documentation.

11. To select an option for how returned goods are invoiced, mark a combination of
the Replace Returned Goods and Invoice Expected for Returned Goods fields.

The following table shows which options to choose.

Options When to use Results Notes

marked
Replace Returned When you want to replace the Returned goods are If the original purchase order is no longer
Goods returned goods, using the original replaced. available (for example, moved to history), a
and purchase order. The same purchase order is new one is created automatically. The new
Invoice Expected When you have yet to process the used for the replaced purchase order includes only the returned
for Returned invoice for the original goods. goods. goods and quantity that you want to replace.
Goods When you want to process an invoice You can process the The Invoice Expected from Vendor option is
for all of the original quantity of invoice for all of the available only for return types Return or
goods received (even though you original goods, including Inventory.
have returned some of them). the goods that will be
replaced.
Replace Returned When you want to replace the Returned items are You can process an invoice for only the goods
Goods returned goods, using the original replaced. you kept, not the returned goods.
purchase order. The same purchase order is If the original purchase order is no longer
When you do not expect to receive an used for the replaced available (for example, moved to history), a
invoice for the goods youre items. new one is created automatically. The new
returning, or when you do not expect purchase order includes only the returned
the invoice to match the original goods and quantity that you want to replace.
quantity of goods. Invoices that you already have processed are
not affected by choosing this option.
Invoice Expected When you do not want to replace the The credit or refund occurs You returned some goods, but did not ask to
for Returned returned goods. For example, when separately from the replace them. Thus, the transaction is complete
Goods you expect a refund or a credit. original invoice. and the purchase order is closed.
When you want to close the purchase When you process the
order when the invoice is processed. invoice, the purchase order
is automatically closed.
Neither option is When you do not want to replace the The credit or refund occurs You can process an invoice for only the goods
marked returned goods. For example, when separately from the that you kept, not the returned goods.
you expect a refund or a credit. original invoice. Invoices that you already have processed are
When you have already processed not affected by choosing this option.
the invoice, or when you do not
expect to receive an invoice from the
vendor.

12. If the item being returned was purchased from an EU vendor, mark EU
Transaction. See Entering Intrastat trade statistics for returns on page 249 for more
information.

240 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 3 R E T U R N S T R A N S A C T I O N S

13. If the item being returned is subject to withholding tax, mark the Subject to
Withholding option and enter or accept the tax rate. If a withholding vendor
hasnt been specified in the Company Setup Options window, these fields will
not be available.

14. Use the scrolling window to select the items to be returned and to match the
items to receipts.

For document types Return or Return w/Credit, enter or select the purchase
order number applicable to this return. You can leave this field blank if you
prefer. All purchase orders that have been received for this vendor will be
available in the Purchase Orders lookup window.

The PO Number field is not available for document types Inventory and
Inventory w/Credit.

Only standard purchase orders that have been received can be returned. You
cannot process returns for drop-ship, canceled, or on-hold purchase orders.

15. Enter or select the items you want to return using either the vendors item
number or your companys item number.

You can display the vendors item number by marking Display Vendor Items
(Options >> Display Vendor Item). If the option is not marked, your companys item
number will be displayed. You can change this selection at any time.

Non-inventoried items cannot be selected from the lookup window, however,

you can return these by entering the item number.

16. Enter or select the receipt number for this return.

You must select an item, or a vendor item, before you can select the receipt
number.

The currency ID of the receipt you select must match the currency ID of the
return document.

If the receipt number that you enter is matched to more than one receipt line or
inventory receipt line, a lookup window (Purchasing Returns PO Receipt
Numbers window or Purchasing Returns Inventory Receipt Numbers window)
will open allowing you to select the applicable receipt line. The Purchasing
Returns PO Receipt Numbers lookup window displays the unit of measure
from the original receipt which may be different from the unit of measure in the
Returns Transaction Entry window.

If there's more than one invoice receipt attached to the receipt number you
select, the Purchasing Returns PO Invoice Receipt Numbers lookup window
will open automatically allowing you to select the applicable invoice receipt.

If there are no quantities available for the receipt number that you entered, you
will have the option to search for another receipt. If you choose yes, a lookup
window will open where you can select another receipt with the same item.

The only way to change a receipt number after it has been entered is to delete
the return line and reenter the information.

PURCHASE ORDER PROCESSING 241

PA RT 4 P U R C H A S E O R D E R R E T U R N S

17. Enter or accept the unit of measure.

18. Enter the quantity to be returned or accept the default entry, that is, the total
quantity available on the selected receipt.

If youre using multiple bins, the total quantity selected for bins must equal the
extended quantity of the line item.

19. The default entry for unit cost of the item or vendor item is based on the
document type.

The following table lists the default unit cost for each document type.

Document type Default unit cost

Return with/Credit The original invoice receipt
Inventory w/Credit The posted inventory purchase receipt
Return or Inventory AND
If Item type is Average Perpetual The average cost of the item
If Item type is Periodic The standard cost of the item
If any other item type The original shipment receipt

If necessary, you can change the unit cost for returns with credit.

If you change the default unit cost, a purchase price variance will occur. Also, if
landed costs are included in the original shipment receipt, a purchase price
variance will occur.

If the returned item is tracked by lot or serial number, the Returns Lot or
Returns Serial Number Entry window will open when you leave the line. Select
the lot or serial numbers to be returned. See Assigning lot numbers to a return on
page 251 or Assigning serial numbers to a return on page 252 for more
information.

If you are using multiple bins, the Bin Quantity Entry window will open if a
returned item that isnt tracked by lot or serial numbers requires you to enter
bin information. The total quantity selected for bins must equal the lines
extended quantity.

You also can open the Purchasing Returns Lot Number Entry window or the
Purchasing Returns Serial Entry window by choosing Show Details on the Returns
Transaction Entry window and then choosing Serial/Lot. To open the Bin Quantity
Entry window, choose Show Details >> Bins.

20. Enter or accept the 1099 amount if applicable for a 1099 vendor and returns
with credit.

21. If your system is set up to calculate taxes using the Advanced tax calculation
method and youre entering a return with credit, enter or accept the Tax
Schedule ID.

22. Enter or accept trade discount, freight and miscellaneous amounts for returns
with credit.

If your system is using the Advanced tax calculation method, taxes on freight
and miscellaneous will be calculated automatically.

242 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 3 R E T U R N S T R A N S A C T I O N S

23. Taxes will be calculated automatically as you enter items.

To change the tax amounts for the document, see Calculating and distributing
summary taxes for returns on page 258 for more information. If you are using
Project Accounting, you cant change the tax amount in the Returns
Transaction Entry window for return and return with credit transactions
even if your system is set up to allow editing summary-level taxes.

To change the tax amounts for a line item, use the Returns Line Item Tax
Detail Entry window. See Calculating and distributing detail taxes for return
line items on page 260 for more information.

If your system is set up to enable GST for Australia/New Zealand and you
want to indicate that a tax invoice has been received, see Returns for
Australia/New Zealand on page 261.

24. Choose Distributions to open the Purchasing Returns Distribution Entry

window where you can view or modify account distributions. See Distributing
return transaction amounts on page 253 for more information.

25. Choose Save or Post. If you want to post this return later, the return must be
assigned to a Batch ID. You can post the transaction immediately by choosing
Post.

Manual adjustments may be necessary for return documents with the Return
document type, refer to Processing manual adjustments for returns when closing
purchase order lines on page 256 for more information.

For an Inventory document type, if the items being returned will be replaced by
the vendor, you must make adjusting journal entries to remove the accrual
created by the new shipment receipt.

Refer to the General Ledger documentation for information about correcting General
Ledger entries.

If youre using multiple bins and posting fails, bin quantities will revert to their
previous values.

Processing project return-from-inventory transactions

If you are using Project Accounting, you can use the Returns Transaction Entry
window to process project return-from-inventory transactions.

If youre using multiple bins and a default purchase returns bin exists at either the
item-site or the site, the quantity at the default bin will decrease by the extended
quantity for an item that is not tracked by serial or lot numbers. You can modify the
default bin selections. If a default purchase returns bin doesnt exist, you will be
required to enter one. For serial- and lot-numbered items, the purchase returns bin
is the bin associated with the serial or lot number and you wont be able to change
the bin.

PURCHASE ORDER PROCESSING 243

PA RT 4 P U R C H A S E O R D E R R E T U R N S

To process project return-from-inventory transactions:

1. Open the Returns Transaction Entry window.
(Transactions >> Purchasing >> Returns Transaction Entry)

2. Select a return type for the return transaction. See Return transaction document
types on page 236 for more information about return document types.

3. Enter a return number or accept the default entry. The default entry will be the
next available receipt number in the Purchasing Invoice Setup window.

4. You can enter a vendor document number.

5. Enter the return date. The user date is the default date.

To enter a General Ledger posting date or a tax date that is different than the
return date, choose the Date expansion button; the Returns Date Entry window
will open.

For multicurrency transactions and for the document type Return w/Credit, the
return document date determines the exchange rate that will be used, based on
the currency ID entered for the transaction and the associated rate type. For a
Return document type, the exchange rate of the original receipt is assigned to
the transaction. See the Multicurrency Management documentation (Help >>
Printable Manuals) for more information.

6. Enter or select a batch ID (optional). See Creating a purchasing returns batch on

page 237 for more information.

7. Enter or select a vendor ID.

8. Enter a currency ID or accept the default entry. The default currency ID is the
currency ID assigned to the vendor you selected. If no currency ID has been
assigned for this vendor, the functional currency for the company will be used.

The currency ID assigned to the return must match the currency ID of the
receipts in the scrolling window.

244 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 3 R E T U R N S T R A N S A C T I O N S

If the selected currency ID is not the functional currency for the company, a rate
type and associated exchange rate table will be assigned to the transaction. The
rate type is based on the rate type assigned to the selected vendor; if the vendor
does not have a rate type assigned, the default rate type for the Purchasing
series specified in the Multicurrency Setup window is used.

For a Return w/Credit return, you can view or modify the default exchange
rate by choosing the currency ID expansion button to open the Exchange Rate
Entry window.

9. If the item being returned was purchased from an EU vendor, mark EU

Transaction. See Entering Intrastat trade statistics for returns on page 249 for more
information.

10. You can enter or select the purchase order number applicable to this return. All
purchase orders associated with the receipt number will be available in the PA
Purchase Orders lookup window.

Only standard purchase orders that have been received can be returned. You
cannot process returns for drop-ship, canceled, or on-hold purchase orders.

11. Enter or select a project and cost category.

12. Enter or select the items to return using the item number from the vendor. All
items previously received for the specified purchase order will be available in
the lookup window.

Non-inventoried items cannot be selected from the lookup window. However,

you can return these by entering the item number.

13. Enter or select the receipt number applicable to this return.

You must select an item, or a vendor item, before you can select the receipt
number.

The currency ID of the receipt you select must match the currency ID of the
return document.

If the receipt number that you enter is matched to more than one receipt line or
inventory receipt line, a lookup window (Purchasing Returns PO Receipt
Numbers) will open, where you can select the applicable receipt line. The
Purchasing Returns PO Receipt Numbers lookup window displays the unit of
measure from the original receipt, which may be different than the unit of
measure in the Returns Transaction Entry window.

If there are multiple invoice receipts attached to the receipt number you select,
the Purchasing Returns PO Invoice Receipt Numbers lookup window will
open, where you can select the applicable invoice receipt.

If there are no quantities available for the receipt number that you entered, you
will have the option to search for another receipt. If you choose Yes, a lookup
window will open, where you can select another receipt with the same item.

The only way to change a receipt number after it has been entered is to delete
the return line and reenter the information.

PURCHASE ORDER PROCESSING 245

PA RT 4 P U R C H A S E O R D E R R E T U R N S

14. Enter or accept the unit of measure.

15. Enter the quantity to be returned or accept the default entry.

If youre using multiple bins, the total quantity selected for bins must equal the
extended quantity of the line item.

16. Enter or accept the unit cost.

The default entry for the unit cost of the item is based on the document type, as
shown in the following table.

Document type Default unit cost

Return w/Credit The original invoice receipt
Return AND
If Item type is Average Perpetual The average cost of the item
If Item type is Periodic The standard cost of the item
If any other item type The original shipment receipt

You can change the unit cost only for returns with credit.

If you change the default unit cost, a purchase price variance will occur. Also, if
landed costs are included in the original shipment receipt, a purchase price
variance will occur.

If the returned item is tracked by lot or serial number, the PA Purchasing

Returns Lot Number Entry or PA Purchasing Returns Serial Number Entry
window will open when you leave the line. Select the lot or serial numbers to be
returned. See Assigning lot numbers to a return on page 251 or Assigning serial
numbers to a return on page 252 for more information.

If you are using multiple bins, the Bin Quantity Entry window will open if a
returned item that isnt tracked by lot or serial numbers requires you to enter
bin information. The total quantity selected at bins must equal the lines
extended quantity.

You also can open the Purchasing Returns Lot Entry window or the Purchasing
Returns Serial Number Entry window by choosing Show Details on the Returns
Transaction Entry window and then choosing Serial/Lot. To open the Bin Quantity
Entry window, choose Show Details >> Bins.

17. To see more details about a line item, select the item and choose the shown
button to expand the scrolling window. In the detailed view, you can change the
posting account, extended cost, tax details, or comment. The changes will apply
only to the current line item.

To delete a row in the Returns Transaction Entry scrolling window, select the row and
choose Transactions by Order Entered >> Delete Row or choose the delete row button.

18. Enter or accept the 1099 amount, if applicable for a 1099 vendor.

19. Enter or select a tax schedule ID.

246 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 3 R E T U R N S T R A N S A C T I O N S

20. Enter or accept trade discount, freight, and miscellaneous amounts for returns
with credit only. All of these fields are optional.

If your system is using the Advanced tax calculation method, taxes on freight
and miscellaneous will be calculated automatically.

21. You can enter a tax amount for Return w/Credit transactions. To change the tax
amounts for the document, see Calculating and distributing summary taxes for
returns on page 258 for more information. To change the tax amounts for a line
item, see Calculating and distributing detail taxes for return line items on page 260
for more information.

See Returns for Australia/New Zealand on page 261 if your system is set up for
GST for Australia/New Zealand and you must indicate that a tax invoice has
been received.

22. Choose Save or Post. To post this return later, the return must be assigned to a
batch ID. You can post the transaction immediately by choosing Post.

Manual adjustments may be necessary for return documents with the Return
document type. See Processing manual adjustments for returns when closing
purchase order lines on page 256 for more information.

If youre using multiple bins and posting fails, bin quantities will revert to their
previous values.

Printing purchasing returns transactions

Use the Purchasing Returns Print Options window to print the Edit List or return
documents. You can use the edit list to verify the transaction information you
entered. Print the return document if you want to give a copy to vendors or others
in your organization.

To print purchasing returns documents:

1. Open the Purchasing Returns Print Options window.
(Transactions >> Purchasing >> Returns Transaction Entry >> select a return
document >> Print button)
(Transactions >> Purchasing >> Returns Batches >> select a batch >> Print
button)
(From the Returns Transaction Inquiry Zoom window, select a return
document >> Print button)

2. To print an edit list of the selected document or all the unposted return
transactions in the selected batch, select Edit List.

PURCHASE ORDER PROCESSING 247

PA RT 4 P U R C H A S E O R D E R R E T U R N S

3. To print the selected document, or all the documents in the selected batch, select
Documents.

Options in Return Document Options are available to add more detail to the
printed document.

To include tax details on the printed document, mark Include Tax Details.
For the tax details to print on return documents, Print on Documents must
be marked in the Tax Detail Maintenance window.

Selecting Line Item and Summary Taxes prints the tax details for each item.
A summary of the tax details of all line items is printed at the bottom.

Selecting Summary taxes prints a summary of the tax details of all line
items at the bottom.

To select the currency that should be used on the printed document, select
the Currency to Print. This option is available only if Multicurrency
Management is registered.

Selecting Functional prints amounts on the return document in currency

your company uses. This may be useful if the document will be used by
others in your organization.

Selecting Originating prints amounts in the currency your vendor uses.

This can help in communicating with the vendor about the document.

4. To print the documents, select Print.

If you select both Documents and Edit List, the edit list will print first followed by the
selected document or batches of documents.

Entering detail information for a return

Use the Returns Transaction Entry scrolling detail view to add or modify line item
information such as extended cost or to change a line items posting accounts.

To enter detail information for a return:

1. In the navigation pane, choose the Purchasing button, and then choose the All
Purchasing Transactions list.

2. Select a shipment receipt or a shipment/invoice receipt.

1. Choose Purchase Returns Transactions and then select a document type to open
the Returns Transaction Entry window.

2. Enter document information, including return number, vendor document

number, date, and vendor ID.

3. Enter or select the item to be returned and enter line item information.

4. If you are entering a project return-from-inventory transaction, you can modify

the billing rate for Time and Materials Projects and the markup percentage for
all project types.

248 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 3 R E T U R N S T R A N S A C T I O N S

5. The default inventory and purchase price variance accounts for posting the
return will be displayed. If no accounts are displayed, you can enter them.

6. Enter a comment ID (optional).

7. You may change the extended cost for returns with credit, if necessary.

8. For returns with credit, you may change the item tax option, the item tax
schedule, the tax schedule, and the calculated tax when the Advanced Tax
Calculation method has been selected in Purchase Order Processing Setup
Options window.

Refer to the Default tax schedules for return items on page 259 for more
information about the tax schedule field.

9. Choose the Show button to display details about line items. You can then
modify line item detail information or you can choose the Add Row or Delete
Row buttons to add or delete line items.

You also can choose the arrow beside Transactions by Order Entered and select an
option from the list to add or delete a row or show or hide details.

Entering Intrastat trade statistics for returns

Use the Purchasing Intrastat Entry window to enter the information required to
create the Intrastat Trade Report that you submit to your government, and the EC
Sales List, which displays cumulative goods value totals by each vendor or
customer tax registration number. You can enter line items along with trade
statistics.

If Intrastat information was entered for the ship-from address ID for the vendor,
that information will be displayed in this window. Each time that you enter a new
line item, the Intrastat statistics entered for the first line item will be applied as the
default values for the new line itemexcept for the Transaction Nature field. The
default value of the Transaction Nature field for each individual line will be
determined by the setup information in the Intrastat Setup window. You can use the
Purchasing Intrastat Entry window to change Intrastat information for an
individual transaction, or to enter Intrastat information if none was entered for the
vendor.

To use the EU Transaction option, your system must be set up in the Company Setup
Options window to track Intrastat statistics.

To enter Intrastat trade statistics for returns:

1. Open the Returns Transaction Entry window.
(Transactions >> Purchasing >> Returns Transaction Entry)

2. Enter return information, including return type, return number, vendor

document number, date, and vendor ID.

3. Mark EU Transaction.

4. Enter or select the item to be returned and enter the line item information.

PURCHASE ORDER PROCESSING 249

PA RT 4 P U R C H A S E O R D E R R E T U R N S

5. Choose the EU expansion button to open the Purchasing Intrastat Entry

window, where you can enter or change Intrastat information.

6. In the Net Unit Mass field, enter the weight of the goods in kilograms or accept
the default entry. The default entry is from the shipping weight of the item, the
default weight of non-inventoried items is 0.

The Quantity field displays the quantity of the goods you are returning.

The Line Mass field displays the total mass per item and is calculated
automatically. The line mass total is equal to the amount entered in the Net Unit
Mass field multiplied by the amount in the Quantity field.

7. If applicable, enter a supplementary units amount or accept the default entry.

The supplementary units amount is a second quantity. Supplementary unit
amounts are required by the EU Combine Nomenclature for certain goods.

If Supplementary Units Required is not marked in the Tax Commodity Code

Maintenance window, the Supplementary Units field is unavailable.

8. In the Traders Reference field, enter a reference code, such as an invoice or

dispatch number, or other information that will identify the transaction.

9. Enter a goods value and statistical value, if applicable.

10. Choose OK to save the record.

Multiple bins in purchase order returns

Use multiple bins to add another level of detail to item quantity tracking. Besides
tracking items within inventory sites, with multiple bins you can track item
quantities in bins that reside within each site. Bin quantities are processed and
displayed in the items base unit of measure.

You can set up bin information when multiple bins functionality has been installed and
registered. However, you must also enable this feature in Inventory Control before you can
use bins to track items. For more information about enabling multiple bins, see the
Inventory Control documentation.

Default bins for transaction types at each site can be identified for use in
transactions. For example, a default bin could be created for return transactions at
your warehouse site. Default bins also can be identified for a particular item and
transaction type at a site. If you always use Bin A when returning a certain item
from your main site, for example, you can set up Bin A as the default purchase
purchase returns bin for the item at the main site. Microsoft Dynamics GP
automatically creates item-site-bin relationships the first time a bin is used for a
transaction.

If youre using multiple bins and a default purchase returns bin exists at either the
item-site or the site, the quantity at the default bin will decrease by the extended
quantity for an item that is not tracked by serial or lot numbers. You can modify the
default bin selections. If a default purchase returns bin doesnt exist, you will be
required to enter one. For serial- and lot-numbered items, the purchase returns bin
is the bin associated with the serial or lot number and you wont be able to change
the bin.

250 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 3 R E T U R N S T R A N S A C T I O N S

For more information about setting up and using multiple bins, see the Inventory
Control documentation

Changing bins for a return transaction

If youre using multiple bins, use the Bin Quantity Entry window to verify or
change bin allocations for items that are not tracked by serial or lot numbers. For
items that are tracked by serial or lot numbers, you can verify bins in the Purchasing
Returns Serial Number Entry window or the Purchasing Returns Lot Number Entry
window. For more information, see Assigning lot numbers to a return on page 251 or
Assigning serial numbers to a return on page 252.

You can select from more than one bin per site for an item that tracks serial or lot
numbers. For example, if the quantity returned is 20, you can select 15 from Site A,
Bin 1 and 5 from Site A, Bin 2.

To change bins for a return transaction:

1. Open the Returns Transaction Entry window.
(Transactions >> Purchasing >> Returns Transaction Entry)

2. Enter document information, including return type, return number, vendor

document number, date, and vendor ID.

3. Select a sales inventory or discontinued item that isnt tracked by serial or lot
numbers and choose the Bins button to open the Bin Quantity Entry window.

4. From the list of available bins, select one to use. You also can enter a bin that
hasnt been created yet.

5. Enter a quantity for the item.

6. Choose Insert.

7. Choose OK to save your changes and close the window.

8. Save your changes and close the Returns Transaction Entry window.

Assigning lot numbers to a return

Use the Purchasing Returns Lot Number Entry window to assign lot numbers for
returned items. This window will open automatically when you leave the line after
entering a lot-numbered item in the Returns Transaction Entry window. If the
quantity returned matches the quantity available in the lot or lots, the lot numbers
are displayed automatically.

To assign lot numbers to a return:

1. Open the Returns Transaction Entry window.
(Transactions >> Purchasing >> Returns Transaction Entry)

2. Enter a document information, including return type, return number, vendor

document number, date, and vendor ID.

3. If you are entering a project return-from-inventory transaction, enter or select a

project and cost category.

PURCHASE ORDER PROCESSING 251

PA RT 4 P U R C H A S E O R D E R R E T U R N S

4. Enter or select the lot-numbered item to be returned and enter line item
information. The Purchasing Returns Lot Number Entry window will open
automatically when you leave the line in the Returns Transaction Entry
scrolling window.

To open the Purchasing Returns Lot Number Entry window manually, choose the Show
Details button on the Returns Transaction Entry window and then choose Serial/Lot.

5. Select a lot number from the Available column of the scrolling window. You also
can enter an available lot number in the Lot Number field.

An icon appears in the Lot Number field and the Expiration Date field if the lot
has already expired.

6. Enter the quantity you want to return from the lot number in the Quantity
Selected column and then choose Insert. The Bin columns display the number
of the bin containing the available or selected lot-numbered item.

If you entered a lot number using the Lot Number field, enter the quantity
that you want to return from this lot number in the Quantity Selected field
and then choose Insert.

To remove a selected lot number, choose Remove. To remove all selected lot
numbers, choose Remove All.

7. Repeat steps 4 and 5 until all desired lot numbers have been selected.

8. Choose OK to save your changes to the window.

Assigning serial numbers to a return

Use the Purchasing Returns Serial Number Entry window to assign serial numbers
for returned items. This window will open automatically when you leave the line
after entering a serial-numbered item in the Returns Transaction Entry window. If
the quantity returned matches the quantity available in the lot or lots, Microsoft
Dynamics GP will select and display the serial numbers automatically.

252 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 3 R E T U R N S T R A N S A C T I O N S

To assign serial numbers to a return:

1. Open the Returns Transaction Entry window.
(Transactions >> Purchasing >> Returns Transaction Entry)

2. Enter document information, including return type, return number, vendor

document number, date, and vendor ID.

3. If you are entering a project return-from-inventory transaction, enter or select a

project and cost category.

4. Enter or select the serial-numbered item to be returned and enter line item
information. The Purchasing Returns Serial Number Entry window will open
automatically when you leave the line in the Returns Transaction Entry
scrolling window.

You can open the Purchasing Returns Serial Number Entry window manually by
choosing the Show Details button on the Returns Transaction Entry window and then
choosing Serial/Lot.

5. Select a serial number from the Available column and choose Insert. You also
can enter an available serial number in the Serial Number field and choose
Insert. The Bin columns display the number of the bin containing the serial-
numbered item.

To remove a selected serial number, choose Remove.

To remove all selected serial numbers, choose Remove All.

6. Repeat step 4 until all desired serial numbers have been selected.

7. Choose OK to save your changes to the window.

Distributing return transaction amounts

Use the Purchasing Returns Distribution Entry window to view or modify the
Returns distribution transaction. Return transaction amounts are distributed to
posting accounts automatically based on the document type. The distributions can
be edited.

PURCHASE ORDER PROCESSING 253

PA RT 4 P U R C H A S E O R D E R R E T U R N S

For more information about the origin of account default entries, see Return
distribution accounts on page 255.

To distribute return transaction amounts:

1. Open the Returns Transaction Entry window.
(Transactions >> Purchasing >> Returns Transaction Entry)

2. Enter document information, including return type, vendor document number,

date, and vendor ID.

3. Enter or select the item to be returned and enter line item information.

4. Choose Distributions to open the Purchasing Returns Distribution Entry

window.

If you are using Multicurrency Management and if the originating debits and
credits balance but the functional equivalents do not balance, the difference will
be posted automatically to the Rounding Difference account. This also occurs
when Euro currency relationships are enabled and the functional amounts
balance, but there are amounts remaining in the originating currency. For more
information on multicurrency transactions with Purchase Order Processing, see
the Purchase Order Processing documentation.

5. Enter a reference for the return or accept the default entry. The reference entered
will post to the General Ledger as the reference for the return.

6. Enter or accept the default amounts.

See Entering detail information for a return on page 248 for more information on
entering these details.

To distribute a transaction to multiple posting accounts, change the default

amount in the scrolling window. In the next available line, enter or select
another distribution account, choose the distribution type and enter the
amount.

7. Continue entering distribution amounts until your transaction is fully

distributed.

254 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 3 R E T U R N S T R A N S A C T I O N S

8. Enter a distribution reference (optional). This reference will be posted to the

General Ledger as the distribution reference for the account.

9. Choose OK to save your entries and continue entering the return. You can save
the return if its not fully distributed, but you wont be allowed to post until the
full amount is distributed and debits equal credits.

Return distribution accounts

The posting accounts will distribute as shown in the following table:

Account Document type Default entry

PURCH (Inventory) Return, Return w/Credit Shipment receipt.
Inventory, Inventory w/ Accounts set up for the item or vendor item.
Credit If accounts havent been set up for the item
or vendor item, then the accounts assigned
in the Posting Setup window will be used.
PURCH (PPV) Return, Return w/Credit Shipment receipt. If not found then the
accounts set up for the item or vendor item
will be used. If accounts havent been set up
for the item or vendor item, then the
accounts assigned in the Posting Setup
window will be used.
Inventory w/Credit Accounts set up for the item/vendor item. If
(not applicable to accounts havent been set up for the item or
Inventory return vendor item, then the accounts assigned in
document type) the Posting Setup window will be used.
PURCH (UPPV) Return Shipment receipt. Applicable to item types
(not applicable to other Sales Inventory and Discontinued using the
return document types) Periodic valuation method.
ACCRUED Return Shipment receipt. If not found, then the
accounts assigned in the Posting Setup
window for the Purchasing
Series will be used.
Inventory (if Variance) Variance account set up for the item or
vendor item. If an account hasnt been set up
for the item or vendor item, then the variance
account assigned in the Posting Setup
window for the Inventory Series will be used.
Inventory (if Inventory offset account set up for the item
Adjustment, Transfer or or vendor item. If an account hasnt been set
Sales Return) up for the item or vendor item, then the
inventory offset account assigned in the
Posting Setup window for the Inventory
Series will be used.
PAY, TRADE, FREIGHT, Return w/Credit, Accounts set up for the vendor. If accounts
MISC, TAX Inventory w/Credit havent been set up for the vendor, then the
accounts assigned in the Posting Setup
window will be used.
ROUND All return document Rate type. If the rate type hasnt been set up,
types then the rounding account set up in the
Currency setup window will be used.
OVHD, APP-OVHD Return or Return w/ Posted shipment receipt.
Credit
Inventory or Inventory Accounts set up for the item or vendor item.
w/Credit If accounts havent been set up for the item
or vendor item, then the accounts assigned
in the Posting Setup window for the
Manufacturing Series will be used.

PURCHASE ORDER PROCESSING 255

PA RT 4 P U R C H A S E O R D E R R E T U R N S

Processing manual adjustments for returns when

closing purchase order lines
Some manual adjustments are required for Return type return documents based on
the particular circumstances of that transaction. Purchase order lines are closed
automatically when they are completely invoiced. If the returned item is not going
to be replaced or if the replacement item will be received on a new purchase order,
you must manually close the purchase order line. If the purchase order has been
partially invoiced, the purchase receipt cost will be adjusted incorrectly. To correct
this, you will need to manually adjust the inventory unit costs and create an
adjusting journal entry.

If the returned item will be replaced, we recommend that you close the purchase order line
after the non-returned items have been invoiced.

To process manual adjustments for returns when closing

purchase order lines:
1. Open the Edit Purchase Orders window.
(Transactions >> Purchasing >> Edit Purchase Orders)

2. Enter the purchase order number.

3. Change the purchase order line item status to Closed.

For more information about editing purchase order status, refer to the Purchase Order
Processing documentation.

4. Use the posting journal and distribution breakdown registers to check the
adjustment entries created by Purchase Order Processing when closing the
purchase order.

5. If the purchase receipt cost has been adjusted incorrectlythis happens when
the purchase order has been partially invoicedadjust the Inventory Unit Cost
using the Inventory Adjust Costs window (Microsoft Dynamics GP menu >>
Tools >> Utilities >> Inventory >> Adjust Costs).

For more information about adjusting the purchase receipt cost of an item, refer to the
Inventory Control documentation.

6. If necessary, create an adjusting journal entry to correct the accrued and the
inventory accounts.

Refer to the General Ledger documentation for information about correcting General
Ledger entries.

256 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 24: Taxes for returns
Taxes for returns with credit can be calculated, modified, and distributed in
purchase order approvals. Taxes are calculated automatically when you leave the
line in the Returns Transaction Entry window. Taxes for freight and miscellaneous
are calculated automatically when you enter those fields. The total tax amount for
the return is displayed in the Tax field.

If your system is set up to allow editing summary-level taxes, use the Returns Tax
Summary Entry window to change tax distributions for returns. To change tax
details or the tax distribution for individual line items, use the Returns Line Item
Tax Detail Entry window.

If your system is set up to specify tax details for automatic tax calculation, only
those tax details that are marked in the Tax Schedule Maintenance window will be
used to calculate taxes automatically.

This information is divided into the following sections:

Default tax schedules for return documents

Calculating and distributing summary taxes for returns
Default item tax schedules
Default tax schedules for return items
Calculating and distributing detail taxes for return line items
Returns for Australia/New Zealand

Default tax schedules for return documents

The tax calculation option assigned in the Purchase Order Processing Setup
window is used to determine which default tax schedule will be assigned to the
return document. The shipping method assigned to the vendors purchase address
is checked as well to determine where the exchange of goods took place. Together
the shipping method and the tax calculation option determine which tax schedule
appears as a default tax schedule for the return document.

Refer to the following table for the default tax schedules for a return document.

Tax Calculation Shipping method Default tax schedule for the

option return
Single Not applicable Single tax schedule assigned in the
Purchase Order Processing Setup Options
window
Advanced Pickup OR Tax schedule assigned to the vendors
No shipping method purchase address
Advanced Delivery Purchases tax schedule assigned in the
Company Setup window

If you decided not to use the shipping method to determine the default tax schedule, the tax
schedule assigned to the vendors purchase address will be the default tax schedule no matter
what tax calculation method you selected to use.

PURCHASE ORDER PROCESSING 257

PA RT 4 P U R C H A S E O R D E R R E T U R N S

Calculating and distributing summary taxes for

returns
Use the Returns Tax Summary Entry window to add, change, delete, or view
summarized tax amounts and the posting accounts for a return. Taxes are calculated
automatically as you enter each tax detail or edit the Total Returns amount.
Summary tax edits wont change the taxes calculated for each line item in the
Returns Line Item Tax Detail Entry window.

If your system isnt set up to allow editing summary-level taxes, you cant change
the tax amount in the Returns Transaction Entry window or the tax information in
the Returns Tax Summary Entry window, except for the account.

If you are using Project Accounting, you cant change the tax amount in the Returns
Transaction Entry window or the tax information in the Returns Tax Summary
Entry window for return and return with credit transactions even if your system is
set up to allow editing summary-level taxes.

Regardless of how your system is set up, you will be able to change the account for
tax included in item price taxes at the summary level. For more information on
setup options, see the System Setup instructions (Help >> Contents >> select Setting
up the System).

To calculate and distribute summary taxes for returns:

1. Open the Returns Transaction Entry window.
(Transactions >> Purchasing >> Returns Transaction Entry)

2. Enter document information, including return type, return number, vendor

document number, date, and vendor ID. You cannot enter tax information for
returns without credit.

3. Enter or select the item to be returned and enter line item information.

4. Choose the Tax expansion button to open the Returns Tax Summary Entry
window where you can view or edit the tax distribution amounts.

Currency amounts in this window may be displayed in the functional or

originating currency depending on the view selected in the Returns Transaction
Entry window.

258 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 4 T A X ES F O R R E T U R N S

5. To edit tax information, enter a tax detail ID, total returns, total taxable returns,
tax amount, or select a new account. (The tax amount for the detail will be
posted to the account).

To delete a single tax detail, select the row containing it and choose Edit >>
Delete Row. To delete all the tax distributions, choose Delete.

To restore the default tax information, choose Default.

6. Continue entering tax details until the tax is fully distributed. See Entering detail
information for a return on page 248 for more information on entering these
details.

To restore the default tax information, choose Default.

7. Choose OK to save your entries and return to the Returns Transaction Entry
window.

If there is a difference between the total tax amount distributed to tax details
and the tax amount entered in the Returns Transaction Entry window, the tax
amount will be adjusted to match the total tax amount.

Default item tax schedules

The Item Tax Schedule field on the detail view of the Returns Transaction Entry
window displays the default tax schedule assigned to the item that is applicable to
this return line. The item tax schedule that will be used depends on the return type
and the tax calculation method assigned in Purchase Order Processing Setup
Options window. Refer to the following table for the item tax schedule default
values:

Return type Tax Calculation Option Default item tax

schedule
Return w/Credit OR Single schedule None
Inventory w/Credit
Inventory w/Credit Advanced Purchase tax schedule assigned
to the item in the Item
Maintenance window
Return w/Credit Advanced Tax schedule assigned to the
item on the original receipt

Default tax schedules for return items

When the Single Tax Calculation method is selected in Purchase Order Processing
Setup Options window, tax is calculated for each individual return line based on the
tax schedule assigned to the return document.

PURCHASE ORDER PROCESSING 259

PA RT 4 P U R C H A S E O R D E R R E T U R N S

When the Advanced tax calculation method is selected in Purchase Order

Processing Setup Options window, taxes are calculated for individual return lines
based on the item taxable option as follows:

When the item taxable option is Taxable, the item tax schedule IDs are masked
against the tax schedule IDs assigned to the return line. Masking means that
only tax details that exist in both schedules will be used.

When the item taxable option is Nontaxable, no tax is calculated.

When the item taxable option is Base on Vendor, the tax schedule IDs assigned
to the return line will be used to calculate taxes.

Refer to the following table for the default tax schedules for return lines.

Return Type Tax Calculation Shipping Method Default Tax Schedule

option
Return w/Credit or Single Not applicable Single tax schedule
Inventory w/Credit assigned in the Purchase
Order Processing Setup
window
Return w/Credit Advanced Not applicable Tax schedule assigned to
the original purchase receipt
Inventory w/Credit Advanced Pickup OR Tax schedule assigned to
No shipping method the return
Inventory w/Credit Advanced Delivery Purchase tax schedule
assigned to the site

Calculating and distributing detail taxes for return line

items
Use the Returns Line Item Tax Detail Entry window to add, change, delete, or view
tax amounts calculated on an individual line item. Taxes are calculated
automatically as you enter each tax detail or edit the Total Returns amount.
Summary tax edits wont change the taxes calculated for each line item in the
Returns Line Item Tax Detail Entry window. However, tax edits made for each
return line will change the summary tax amounts in the Returns Tax Summary
Entry window.

To calculate and distribute detail taxes for return line

items:
1. Open the Returns Transaction Entry window.
(Transactions >> Purchasing >> Returns Transaction Entry)

2. Enter document information, including return type, return number, vendor

document number, date, and vendor ID. You cannot enter tax information for
returns without credit.

3. Enter or select the item to be returned and enter line item information.

260 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 4 T A X ES F O R R E T U R N S

4. Enter a calculated tax amount or choose the Calculated Tax expansion button to
open the Returns Line Item Tax Detail Entry window, where you can view or
edit tax distribution amounts.

If your system is set up to enable GST for Australia/New Zealand, you also can change
the account.

5. To edit tax information, enter a tax detail ID, total returns or tax amount for the
line item. (The tax amount for the detail will be posted to the account.) See
Entering detail information for a return on page 248 for more information on
entering these details.

To delete all the tax details, choose Delete.

To delete a single tax detail, select the row containing it and choose Edit >>
Delete Row. To delete all the tax distributions, choose Delete.

To restore the default tax information, choose Default.

6. Choose OK to save your entries and return to the Returns Transaction Entry
window.

If there is a difference between the total tax amount distributed to tax details
and the calculated tax amount entered in the scrolling window of the Returns
Transaction Entry window, the calculated tax amount will be adjusted to match
the total tax amount distributed to tax details.

Returns for Australia/New Zealand

If your system is set up to enable GST for Australia/New Zealand, you can indicate
whether a tax invoice has been received for the return transaction. You also will be
able to print a Recipient Created Adjustment Note from the Returns Batch Entry
window or from the Returns Transaction Entry window.

Indicating that a tax invoice has been received

The Returns Transaction Entry window displays Tax Invoice Received and Tax
Invoice Required options for returns with credit when your system is set up to
enable GST for Australia/New Zealand. The information from these options will be
provided to the Tax Invoice Required and Tax Invoice Received reports available to
you from the Tax Invoice Received window.

PURCHASE ORDER PROCESSING 261

PA RT 4 P U R C H A S E O R D E R R E T U R N S

Use the Tax Invoice Received option to indicate whether a tax invoice has been
received for this return transaction. For more information about the Tax Invoice
Required and Tax Invoice Received reports, refer to the GST and Australian Taxes
documentation.

To indicate that a tax invoice has been received:

1. Open the Returns Transaction Entry window.
(Transactions >> Purchasing >> Returns Transaction Entry)

2. Enter document information, including return type, vendor document number,

date, and vendor ID. You cannot enter tax information for returns without
credit.

If you enter a vendor who has the Tax Invoice Received option marked in the
Vendor Maintenance Options window, the Tax Invoice Received option in this
window will be marked.

3. Enter or select the item to be returned and enter line item information.

4. To indicate that a tax invoice has been received for this return, mark the Tax
Invoice Received option.

If the Tax Invoice Required option in the Tax Detail Maintenance window is
marked for any tax detail for this transaction, the Tax Invoice Required option
in this window will be marked.

5. Complete the return transaction as explained in Processing purchasing return

transactions on page 238 or in Processing project return-from-inventory transactions
on page 243.

Recipient Created Adjustment Note for Returns

An adjustment note shows the corrections made on the Business Activity Statement,
which usually means the GST charges or input tax credits attributed to the
statement are less or more than they should be. The report shows the same
information printed in a tax invoice, with the transaction amount modified.

The following table lists the windows from which you can print an adjustment note.

Window Navigation
Returns Transaction Entry Reports button
(Transactions >> Purchasing >> Returns Transaction Entry)
Reports Batch Entry Reports button
(Transaction >> Purchasing >> Returns Batches)

For more information about Recipient Created Adjustment Notes, refer to the GST
and Australian Taxes documentation.

262 P U R C H A S E O R DE R P R O C E S S I N G
PART 5: INQUIRIES AND REPORTS
 Part 5: Inquiries and reports
This part of the documentation explains how to use inquiries and reports to analyze
your purchasing and receiving activity. You can analyze transaction and item
information, and display the information either on screen or on a printed report.

In Purchase Order Processing, inquiries allow you to quickly view both current and
historical purchase order information. You can review information in summary or
detailed form, with the option of printing the information in the window by
choosing File >> Print.

Purchase Order Processing reports help you analyze your overall business activity.
Some reports are important for the audit trail, to ensure that youre tracking every
transaction thats been entered.

The following topics are discussed:

Chapter 25, Inquiries, explains how to use Purchase Order Processing inquiry
windows to view document and item information.

Chapter 26, Reports, describes how to use reports to analyze purchasing and
receiving activity and pinpoint errors in transaction entry.

264 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 25: Inquiries
You can view important information about your purchasing and receiving activity
on-screen using the Inquiry windows. These windows provide easy access to
detailed and summarized Purchase Order Processing information.

This information is divided into the following sections:

Viewing multiple currencies

About reporting currency
Viewing purchasing documents
Viewing item information for purchasing documents

Viewing multiple currencies

You can choose whether you want to view multicurrency amounts in the
originating, functional, or reporting currency. Choose View >> Currency >>
Functional, Originating, or Reporting while viewing an inquiry window. The option
will be saved on a per user, per window basis.

You also can use the currency list button in the windows that support changing the
currency view. The View >> Currency menu option and currency list button are
available in the following windows:

Purchase Order Processing Document Inquiry

Purchase Order Inquiry Zoom
Receivings Transaction Inquiry Zoom
Purchasing Invoice Inquiry Zoom

The first time you open these windows after registering Multicurrency
Management, all the transactions will be displayed in the originating currency. If
you change the currency view, the option you last used will be the default view the
next time you open that window.

About reporting currency

A reporting currency is used to convert functional or originating currency amounts
to another currency on inquiries and reports. For example, if the Canadian dollar is
the functional currency for a company, you can set up the euro as your reporting
currency to view an inquiry window with currency amounts displayed in the euro
currency.

During the reporting currency setup in Multicurrency Management, youll set up a

reporting currency and enter a default exchange rate and rate calculation method.
Depending on how your system is set up, you may be able to override the default
reporting currency exchange rate or rate calculation method on inquiries and
reports. To change the default reporting currency exchange rate, choose View >>
Currency >> Modify Reporting Rate to open the Modify Reporting Rate window.

For more information about the reporting currency, see the Multicurrency
Management documentation.

PURCHASE ORDER PROCESSING 265

PA RT 5 I N Q U I R I E S A N D R E P O R T S

Viewing purchasing documents

Use the Purchase Order Processing Document Inquiry window to view information
about documents youve entered in Purchase Order Processing. This window
provides easy access to detailed or summarized information about purchase orders
and receipts.

You can view information as it was originally entered by clicking on link fields. For
example, you can select a purchase order and click on the PO Number label to the
Purchase Order Inquiry Zoom window to view the purchase order as it was
entered.

You can choose File >> Print in the Purchase Order Inquiry Zoom window to print
and send the purchase order in e-mail, even if the purchase order is in history. When
you choose to print from this window, the Purchase Order Print Options window
will open, where you can select to print or send the document in the functional,
originating, or reporting currency.

To view a receipt, select it in the Purchase Order Processing Document Inquiry

window and click on the Receipt No. label. To view an in-transit transfer, select it in
the Purchase Order Processing Document Inquiry window and click on the Transfer
Number label.

To view purchasing documents:

1. Open the Purchase Order Processing Document Inquiry window.
(Inquiry >> Purchasing >> Purchase Order Documents)

2. Select all vendors or a range of vendors.

To view in-transit transfer inventory receipts, select to view all vendors or leave the
From field blank if you want to view a specific range. In-transit transfer inventory
receipts arent assigned to vendor IDs.

3. In the Documents list, select PO Number, Receipt Number, or Purchase Order

Date as the sorting order.

4. Select to view all documents or a range of documents.

266 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 5 I N Q U I R I E S

5. To display only purchase orders that are on hold, mark Include POs On Hold
Only.

6. Mark which documents you want to include in the inquiry. When you restrict
by PO Number, Receipt Number, or Purchase Order Date, the options that
appear next to the Include field will change.

The following table shows Documents List selections and their corresponding
Include options:

Documents list selection Include options

PO Number Open Purchase Orders
Historical Purchase Orders
Receipts Received
Receipt Number Unposted Receipts
Historical Receipts
Assigned PO
Purchase Order Date Open documents
Historical documents

7. Choose Redisplay to display the documents in the scrolling window. To print

the Purchasing Document Inquiry Report, choose File >> Print.

8. Highlight a record and click a link to open a window to view more detailed
information (optional).

The following table shows the link field and the window that the link opens:

Link field Window that opens

PO Number* Purchase Order Inquiry Zoom window
Transfer Number In-Transit Transfer Inquiry Zoom window
Receipt No. Receivings Transaction Inquiry Zoom window
or Purchasing Invoice Inquiry Zoom window,
depending on the type of receipt selected
Returns Transaction Inquiry Zoom window
Vendor ID Vendor Inquiry window
*Because one receipt can be associated with multiple purchase orders, you will not be able
to use the link on the purchase order field if you select Receipt Number from the Documents
list and mark to include Assigned PO.

Viewing item information for purchasing documents

Use the Purchase Order Processing Item Inquiry window to view items assigned to
purchase orders and receipts. Control blanket line items for blanket and drop-ship
blanket purchase orders wont be displayed in the window. If you are restricting by
the on-order quantity, line items that dont have an on-order quantity wont be
displayed. Line items entered on drop-ship purchase orders or drop-ship blanket
purchase orders wont be displayed because the line items dont update the on-
order quantity. Line items entered on a standard or blanket purchase orders with a
status of New, Canceled, Closed, or Received also wont be displayed because they
dont have an on-order quantity.

To view items by the vendors item number, choose Options >> Display Vendor
Item. The Vendor Item label will be displayed in the Purchase Order Processing
Item Inquiry scrolling window. If Display Vendor Item isnt selected, the Item label

PURCHASE ORDER PROCESSING 267

PA RT 5 I N Q U I R I E S A N D R E P O R T S

will be displayed in the Purchase Order Item Inquiry scrolling window and you can
view items using your item number.

If you are using Project Accounting, the Project Number field and the Cost Category
ID field will be displayed in the Purchase Order Processing Item Inquiry scrolling
window.

You can view information as it was originally entered by clicking on link fields. For
example, you can select an item and click on the Qty Shipped label to open the
Purchasing Item Receipts Zoom window, where you can view the invoiced and
shipped quantities of the item.

To view item information for purchasing documents:

1. Open the Purchase Order Processing Item Inquiry window.
(Inquiry >> Purchasing >> Purchase Order Items)

2. From the Items list, select Item (your item number) or Vendor Item (your
vendors item number).

3. Select All to view all items or select a range of items.

4. From the Restrict By list, select an additional range to further restrict your
inquiry. You can select one of the following options from the list.

268 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 5 I N Q U I R I E S

Promised Date To view items from the date the vendor promised that you
would receive the merchandise or services.

Required Date To view items from the date you must receive all the items.

Promised Ship Date To view items from the date the vendor promised to
ship the merchandise or services youve ordered.

Requested By To view the items ordered by a department or person.

Vendor ID To view items from a particular vendor.

Description or Vendor Description (if you are viewing vendor

items) To restrict items by description.

On Order Qty To view the items by their on order quantities.

Project Number To view items assigned to a project. This option is available

if you are using Project Accounting.

Cost Category ID To view items assigned to a cost category ID. This option
is available if you are using Project Accounting.

5. Select All or select a range of items that meet the additional restriction.

6. Select whether to display items at all sites or a specific site.

7. Select to sort results by purchase order number or vendor ID.

8. Select whether to include open purchase orders, historical purchase orders or

both.

9. Choose Redisplay to display the items in the scrolling window. To print the
Purchase Order Processing Item Inquiry Report, choose File >> Print.

10. Highlight a record and click a link to open a window to view more detailed
information (optional).

The following table shows the link field and the window that the link opens.

Link field Window that opens

PO Number Purchase Order Inquiry Zoom window
Vendor ID Vendor Inquiry window
Vendor Item Item Vendors Maintenance window
Item Item Inquiry window
Qty Shipped and Qty Invoiced Purchasing Item Receipts Zoom window
Project Number (available if you are using PA Project Inquiry window
Project Accounting)
Cost Category ID (available if you are Cost Category Maintenance Inquiry window
using Project Accounting)

PURCHASE ORDER PROCESSING 269

270 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 26: Reports
Purchase Order Processing reports help you analyze purchasing and receiving
activity and pinpoint errors in transaction entry. Use this information to guide you
through printing reports, and working with report options.

For more information about creating and printing reports, using sample reports and
modified reports from the Reports Library, and the various reporting tools that you
can use with Microsoft Dynamics GP, refer to your System User's Guide (Help >>
Contents >> select Using The System).

Reports information is divided into the following sections:

Purchase Order Processing standard reports summary

Specifying a Purchase Order Processing report option
Microsoft SQL Server Reporting Services reports in Purchase Order Processing

Purchase Order Processing standard reports summary

You can print several types of reports using Purchase Order Processing. Some
reports automatically are printed when you complete certain procedures; for
example, posting journals can be printed automatically when you post transactions,
depending on how your posting options are set up. You can choose to print some
reports during procedures; for example, you can print an edit list when entering
transactions by choosing the Print button in the batch entry window. In order to
print some reports, such as analysis or history reports, you must set up report
options to specify sorting options and ranges of information to include on the
report. For more information, refer to Specifying a Purchase Order Processing report
option on page 273.

The following table lists the report types available in Purchase Order Processing
and the reports that fall into those categories. (Reports printed using Payables
Management are printed using many of the same windows. Refer to the Payables
Management documentation for information about reports printed in that module.)

Report type Report Printing method

Setup reports/Lists Buyer ID List Choose File >> Print in the setup
Purchase Order Generator Site windows or create report
Mapping List options in the Purchasing Setup
Purchase Order Processing Setup Reports window.
List
Receivings User-Defined Fields
Setup List
Documents Purchase Order * Select a document in the
Blanket Purchase Order Delivery Purchase Order Entry window
Schedule* and choose File >> Print to print
a single document or choose File
>> Print in the Purchase Order
Inquiry Zoom window. Choose
Transactions >> Print Purchasing
Documents to print a range of
documents.
* Indicates reports that can be printed with multicurrency information displayed.
Indicates reports that can be assigned to named printers. For more information, refer to your
System Administrators Guide (Help >> Contents >> select System Administration).

PURCHASE ORDER PROCESSING 271

PA RT 5 I N Q U I R I E S A N D R E P O R T S

Report type Report Printing method

Posting reports Back Ordered Items Received Choose File >> Print in the
Report window you use to complete the
Purchasing Voided Journal* procedure or some will be
Purchasing Voided Journal printed automatically when you
Currency Summary* complete the procedure.
Cost Variance Journal*
Invoice Cost Variance Journal
Edit PO Status Cost Variance
Journal
Edit PO Status Distribution Detail
Purchase Receipts Update Detail
Purchasing Invoice Distribution
Detail*
Purchasing Invoice Posting
Journal*
Purchasing Invoice Posting Journal
Currency Summary*
Receivings Distribution Detail*
Receivings Posting Journal*
Receivings Posting Journal
Currency Summary*
Receivings Voided Journal*
Receivings Voided Journal
Currency Summary*
Returns Posting Journal*
Returns Posting Journal Currency
Summary
Returns Distribution Detail*
Returns Cost Variance Journal*
Voided Purchase Invoice Journal*
Voided Purchase Invoice Journal
Currency Summary*
Edit lists Purchasing Invoice Edit List* Choose File >> Print in the
Purchasing Invoice Edit List window you used to complete
Currency Summary* the procedure.
Receivings Edit List*
Receivings Edit List Currency
Summary*
Returns documents*
Returns Edit List*
Returns Edit List Currency
Summary*
Suggested Purchase Orders
History reports Distribution History Report Create report options in the
Distribution Detail History Purchasing History Reports
(purchase order returns) window.
Purchase Order History Report
Receivings Trx History Report
Returns Trx History Summary
Returns Trx History Detail
* Indicates reports that can be printed with multicurrency information displayed.
Indicates reports that can be assigned to named printers. For more information, refer to your
System Administrators Guide (Help >> Contents >> select System Administration).

272 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 6 R E P O R T S

Report type Report Printing method

Utility reports Account Distribution Removal These reports will be printed
Report when you complete the
Completed PO Removal Report corresponding procedure.
Journal History Removal Report
Purchase Order Trx History
Removal Report
Receivings Trx Removal Report
Reconcile Purchasing Documents
Report
Analysis reports Back-Ordered Items Received Create report options in the
Expected Shipments Purchasing Analysis Reports
Purchase Order Analysis window.
Purchase Order Status Report
PO Line Items to Release Report
Received/Not Invoiced Report
Shipment/Invoice Matching
Activity Report
Processing reports Print Documents Exception Report These reports will be printed
Purchase Order Edited Status when you complete the
Journal corresponding procedure.
Purchase Order Generated
Purchase Order Generated Error
Log
Purchasing Voided Journal*
Purchasing Voided Journal
Currency Summary*
Inquiry reports Purchase Order Processing Item Choose File >> Print in the
Inquiry corresponding Inquiry window.
Document Inquiry Report
* Indicates reports that can be printed with multicurrency information displayed.
Indicates reports that can be assigned to named printers. For more information, refer to your
System Administrators Guide (Help >> Contents >> select System Administration).

Specifying a Purchase Order Processing report option

Report options include specifications for sorting options and range restrictions for a
particular report. In order to print several Purchase Order Processing reports, you
must first create a report option. Each report can have several different options so
that you can easily print the information you need. For example, you can create
report options for the Purchase Order Status Report that show either detailed or
summary information.

A single report option cant be used by multiple reports. If you want identical options for
several reports, you must create them separately.

Use the Purchasing series report options windows to create sorting, restriction, and
printing options for the reports that have been included with Purchase Order
Processing.

PURCHASE ORDER PROCESSING 273

PA RT 5 I N Q U I R I E S A N D R E P O R T S

To specify a Purchase Order Processing report option:

1. Open a Purchasing reports window. There are separate windows for each report
type.
(Reports >> Purchasing >> Setup/Lists)
(Reports >> Purchasing >> Analysis)
(Reports >> Purchasing >> Posting Journals)
(Reports >> Purchasing >> History)

2. Select a report from the Reports list.

3. Choose New to open the report options window. Your selection in step 2
determines which report options window appears.

4. Name the option and enter information to define the option. The name you
choose for the option wont appear on the report. The selections available for
defining report options vary, depending on the report type youve selected.

5. Enter range restrictions. The Ranges list shows the available options for each
report. The available ranges vary, depending on the type of report.

You can enter only one restriction for each restriction type. For instance, you can insert
one vendor ID restriction (ADVANCED0001 to BEAUMONT0001) or one document
number restriction (PO0001 to PO0299).

6. Choose Insert to insert the range in the Restrictions List. To remove an existing
range from the list, select the range and choose Remove.

7. Choose Destination to select a printing destination. Reports can be printed to

the screen, to the printer, to a file or to any combination of these options. If you
select Ask Each Time, you can select printing options each time you print this
report option.

For more information about printing reports, refer to your System User's Guide
(Help >> Contents >> select Using The System).

8. To print the report option from the report options window, choose Print before
saving it. If you dont want to print the option now, choose Save and close the
window. The report window will be redisplayed.

Microsoft SQL Server Reporting Services reports in

Purchase Order Processing
You can view Purchase Order Processing Reporting Services reports from the
Reporting Services Reports list. If you are using Reporting Services 2008,
purchasing metrics for your home page also appear in the Reporting Services
Reports list. You can access the Reporting Services Reports list from the navigation
pane or from an area page in the Microsoft Dynamics GP application window. This
report list appears if you specified the location of your Reporting Services reports
using the Reporting Tools Setup window. See your System Setup Guide (Help >>
Contents >> select Setting up the System) for more information.

274 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 6 R E P O R T S

The following Reporting Services reports are available for Purchase Order
Processing.

Back-ordered Items Received Purchase Order Status

Expected Shipments Received Not Invoiced
Purchase Order History Receivings Trx History

To print a Reporting Services report:

1. In the navigation pane, choose the Purchasing button, and then choose the
Reporting Services Reports list.

2. Mark the Purchase Order Processing report that you want to print.

3. In the Actions group, choose View to open the Report Viewer.

4. In the Report Viewer, select the specifications for the report and choose View
Report.

5. After viewing the report, select a format and print the report.

PURCHASE ORDER PROCESSING 275

276 P U R C H A S E O R DE R P R O C E S S I N G
PART 6: UTILITIES
 Part 6: Utilities
This part of the documentation explains how to maintain your Purchase Order
Processing data. Once youve determined how much historical information is
necessary, you can remove the information thats no longer needed.

Be sure to back up your accounting data before performing any of these procedures,
because they remove historical data from your system.

The following topics are discussed:

Chapter 27, Purchase order history removal, explains the different types of
historical information you can keep in Purchase Order Processing, and
describes how remove historical information that is no longer needed.

Chapter 28, Purchase order reconciliation, describes reconciliation, the

process of verifying that your accounting records are accurate.

278 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 27: Purchase order history removal
History records provide useful information for auditing purposes. If youre keeping
history, you can maintain and review records for an unlimited number of years.
Because historical records increase the amount of hard disk space needed, you
should remove history periodically to ensure that youre keeping only the
information you need.

This information is divided into the following sections:

Purchase Order Processing history types

Removing purchasing history
Removing tax history
Removing Intrastat history

Purchase Order Processing history types

Purchase Order Processing allows you to maintain four types of history: purchase
order, receipt, account distribution, and journal. When you remove purchasing
history, select one of the four history types for the date range you want to remove.

Account Distributions Select Account Distributions to remove account

distribution history without also removing receipts. Distribution history includes a
detailed list of each account and amount posted to the General Ledger, including
the audit trail code, account number, account description, debit or credit amount.
Once account distribution history has been removed, the documents in the range
youve removed wont be printed on the Distribution History Report.

Purchase Order Select Purchase Order to remove purchase order history. If

youre keeping purchase order history, line-by-line detail of all the information
entered for each purchase order has been kept. When voiding a new purchase order
or removing a completed purchase order, the purchase order is transferred to
history. Once purchase order history has been removed, the documents in the range
youve removed wont be printed on the Purchase Order History Report.

Receipt Select Receipt to remove detailed information about shipment and

invoice receipts. If youre keeping receipt history, line-by-line detail of all the
information entered on each receipt has been kept, including landed costs, lot
numbers, serial numbers, and bin information. Once receipt history has been
removed, the documents in the range youve removed wont be printed on the
Receivings Transaction History Report.

By selecting Receipt, you also can remove purchase order returns history.

If youve marked Receipt, you can select to remove both the receipts and the
account distribution history for the receipts. Distribution history is a detailed record
of how receipt transactions have affected the balances of posting accounts in
General Ledger. When you remove account distribution history, the audit trail code,
account, account description, debit or credit amounts and other information about
receipts will be removed.

Journal Select Journal to remove posting journal history. If youve selected to

reprint Purchase Order Processing posting journals in the Audit Trail Codes Setup
window, the system will maintain the history necessary to reprint posting journals

PURCHASE ORDER PROCESSING 279

PA RT 6 U T I L I T I E S

whether youve marked to maintain history or not in the Purchase Order Processing
Setup window. Once journal history has been removed, you wont be able to reprint
posting journals for the range of information youre removing.

If you havent selected to maintain purchase order and receipt history in the
Purchase Order Processing Setup window, purchase orders will be deleted when
theyre removed using the Remove Completed Purchase Orders window. Receipts
will be deleted after theyve been posted unless youve selected to reprint Purchase
Order Processing posting journals in the Audit Trail Codes Setup window. In this
case, the system will maintain the history necessary to reprint posting journals.

If you are maintaining purchase order history, you may want to use the Remove
Completed Purchase Orders window to transfer closed or canceled purchase orders
to history.

Removing purchasing history

Use the Remove Purchasing History window to remove Purchase Order Processing
history. You also can remove Purchase Order Returns history. When you remove
history, any corresponding multicurrency information will be removed, as well.

Before removing history, back up your companys accounting data. For more information
about making backups, refer to your System Administrators Guide (Help >> Contents >>
select System Administration).

To remove purchasing history:

1. Open the Remove Purchasing History window.
(Microsoft Dynamics GP menu >> Tools >> Utilities >> Purchasing >> Remove
Purchasing History)

2. Select a history type to remove.

If you remove purchase order history but not receipt history, you may notice
that information is missing when you view your receipts. The required date,
promised date, promised ship date, and comment ID information for the
purchase order will not appear when you view the receipt in the Receivings
Item Detail Inquiry Zoom window.

3. Select whether you want to remove history and print the history removal
report. To print a history removal report without removing history, mark Print
Report Only.

280 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 7 P U R C H A S E O R D ER H IS T O R Y R E M O V A L

Depending on the type of history youre removing, you can print one of the
following reports:

Purchase Order Transaction History Removal Report

Receivings Transaction Removal Report
Account Distribution Removal Report
Journal History Removal Report

4. Using the All, From, and To fields, define a restriction.

If you enter a value in only one of the restriction fields, purchasing history will be
removed from the value you enter to either the beginning or end of the records. For
example, if you enter a starting value and the ending value is blank, all purchasing
history from the starting value to the end of the records will be removed.

5. Choose Process to remove history or to print the removal report.

If you arent keeping history and select to print the history removal report, the report
will be blank. The report also will be blank if no records exist within the range you
specified.

Removing tax history

Use the Tax History Removal window to remove tax detail transactions. Only the
tax history for the range you specify will be removed. Once tax history has been
removed, the tax details in the range youve removed wont be printed on tax
reports.

Before removing history, back up your companys accounting data. For more information
about making backups in Microsoft Dynamics GP, refer to your System Administrators
Guide (Help >> Contents >> select System Administration).

To remove tax history:

1. Open the Tax History Removal window.
(Microsoft Dynamics GP menu >> Tools >> Utilities >> Company >> Remove
Tax History)

2. Select whether you want to remove tax detail transactions and print the Tax
History Removal Report, remove the tax detail transactions, or print the Tax
History Removal Report.

PURCHASE ORDER PROCESSING 281

PA RT 6 U T I L I T I E S

3. Enter or select a range of tax history to remove or print a report of.

4. Choose Insert to insert the range.

5. Choose Process to remove tax history. If Print Tax History Removal Report was
marked, the Tax History Removal Report will print.

Removing Intrastat history

Use the Remove Intrastat History window to remove Intrastat history records that
are no longer necessary. Only the Intrastat records for the range you specify will be
removed.

Before removing history, back up your companys accounting data. For more information
about making backups in Microsoft Dynamics GP, refer to your System Administrators
Guide (Help >> Contents >> select System Administration).

Once history has been removed, you wont be able to print the Intrastat removal
reports for the ranges of information youve removed.

To remove Intrastat history:

1. Open the Remove Intrastat History window.
(Microsoft Dynamics GP menu >> Tools >> Utilities >> Company >> Remove
Intrastat History)

2. Select a range type for the historical information you want to remove. Define
the beginning and the end of the range, then choose Insert to display the range.

You can enter and insert additional ranges. However, you can enter only one range for
each range type. For example, if you enter a restriction specifying that history should be
deleted for customer records COMPUTER0003 through GRAHAMAR0001, you cant
enter another restriction for customer IDs CONTINEN0001 through
EXECUTIV0001.

3. Mark Remove Transactions, then mark Print Report to print the Intrastat
removal reports for the range of customer records or vendor records youve
specified. Print these reports to retain a permanent record of your past Intrastat
records after youve cleared history.

You can print the Intrastat removal reports without removing history. To do so, mark
only Print Report and choose OK.

282 P U R C H A S E O R DE R P R O C E S S I N G
Chapter 28: Purchase order reconciliation
Reconciling is the process of verifying that your accounting records are accurate.
Reconcile Purchase Order Processing before reconciling Payables Management or
Inventory Control. Its important that the purchasing documents are correct since
purchasing information may be altered and is used when reconciling inventory
quantities and payables accounts.

Before reconciling purchase orders, back up your companys accounting data. For more
information about making backups, refer to your System Administrators Guide (Help >>
Contents >> select System Administration).

This information is divided into the following topics:

Printing a reconcile report

Reconciling purchase orders

Printing a reconcile report

Use the Reconcile Purchasing Documents window to print the Reconcile Purchasing
Documents Report without reconciling your purchasing records. You can print the
report for all documents or a selected range of documents.

If you print this report before you reconcile, you can verify which documents in the
range will be reconciled before you actually reconcile the records.

To print a reconcile report:

1. Open the Reconcile Purchasing Documents window.
(Microsoft Dynamics GP menu >> Tools >> Utilities >> Purchasing >>
Reconcile Purchasing Documents)

2. Using the All, To, and From fields, select a document range.

If youre creating a range, you must enter at least one value in the restriction fields. If
you enter a value in only one of the restriction fields, the report will show purchase
orders from the value you enter to either the beginning or end of the records. For
example, if you enter a starting value and the ending value is blank, all purchase orders
from the starting value to the end of the records will be reconciled.

3. Select Print Report Only to print the Reconcile Purchasing Documents Report
without reconciling.

4. Choose Process. When processing is complete, the Reconcile Purchasing

Documents Report will be printed. This report lists the purchasing documents
that will be reconciled.

PURCHASE ORDER PROCESSING 283

PA RT 6 U T I L I T I E S

If the Reconcile Purchasing Documents Report indicates that an amount will be

adjusted for a specific purchasing document, review the document to verify the
accuracy of the changes that were made.

Reconciling purchase orders

Use the Reconcile Purchasing Documents window to reconcile your purchasing
records. You can reconcile all records or a selected range of records.

When you reconcile purchase orders, the following information will be recalculated
and adjusted, if needed:

Document quantity canceled

Quantities linked to sales line items
Line item status
Purchase order status
Line item extended cost
Remaining purchase order subtotals
Document subtotals
Document extended costs
Discount available
Trade discount
Taxes
Quantity ordered for the control blanket line item on blanket purchase orders
and drop-ship blanket purchase orders

To reconcile purchase orders:

1. Open the Reconcile Purchasing Documents window.
(Microsoft Dynamics GP menu >> Tools >> Utilities >> Purchasing >>
Reconcile Purchasing Documents)

2. Using the All, To, and From fields, select a document range.

If youre creating a range, you must enter at least one value in the restriction fields. If
you enter a value in only one of the restriction fields, purchase orders will be reconciled
from the value you enter to either the beginning or end of the records. For example, if
you enter a starting value and the ending value is blank, all purchase orders from the
starting value to the end of the records will be reconciled.

3. Select to reconcile and print the Reconcile Purchasing Documents Report.

Select Print Report Only to print the Reconcile Purchasing Documents Report
without reconciling. If you select the Print Report Only option before you
reconcile and print, you can verify which documents in the range will be
reconciled before you actually reconcile the documents.

284 P U R C H A S E O R DE R P R O C E S S I N G
 C H A P T E R 2 8 P U R C H A S E O R D E R R E C O N C I L I A T I O N

4. Choose Process to reconcile purchasing documents. When processing is

complete, the Reconcile Purchasing Documents Report will be printed. This
report lists the purchasing documents that were reconciled.

If the Reconcile Purchasing Documents Report indicates that an amount has been
adjusted for a specific purchasing document, review the document to verify the accuracy
of the changes that were made.

PURCHASE ORDER PROCESSING 285

286 P U R C H A S E O R DE R P R O C E S S I N G
Glossary Batch-level posting
A posting method that allows transactions to
Control blanket line item
The first line item entered for a blanket or
be saved in batches so you can post a batch drop-ship blanket purchase order is and has
1099 statement whenever convenient. There are three types the line number 0. Blanket line items are
A report required by the US Internal of batch-level posting: batch posting, series based on this is the line item. It cant be
Revenue Service for each vendor from whom posting, and master posting. received or invoiced against.
goods and services worth $600 or more have
been purchased within a calendar year. Bin Comma-delimited field
There are three possible formats for a 1099: A storage device to hold discrete items. The standard comma-separated ASCII
miscellaneous (1099-MISC), interest (1099- character format used when exporting a
Blanket purchase order report so that it can be read by database
INT) and dividend (1099-DIV).
A document that lists a single item and the programs.
1099 vendor quantities that will be delivered in a series of
A vendor from whom goods and services shipments, usually on specific dates. The Comment ID
worth $600 or more have been purchased item quantities will be shipped to your Identifies a particular comment that will be
within a calendar year. business to be received into your inventory. printed on a purchase order. Comments for
each line item can be entered also.
Active vendor BOL (Bill of Lading)
A vendor with whom business is being Identification number assigned to a Default entry
conducted on a regular basis. shipment by the carrier. A value that is displayed in a window
automatically, and that will be used unless a
Alert message Buyer different value is entered.
A message that appears when inappropriate, A person whose job includes vendor
inadequate or unclear data or instructions selection, negotiation, and purchase order Default site
are issued, when data is not accessible or placement and follow-up. A site ID selected in the Item Quantities
when a confirmation is sought. Additional Maintenance window that identifies an
Calendar year items primary storage location.
information about some alert messages and An accounting period running from January
their causes can be viewed by clicking the 1 to December 31. Detailed report
Help button in the alert message dialog box.
A report that displays detailed transaction
You can also choose Help >> About this item Calendar year history information for each account.
from the window where you received the Transaction history records maintained in a
message and select the Messages tab. calendar-year format. Discount available
A reduction in the amount payable, typically
Alignment form Canceled status offered if the payment is made by a certain
A document that ensures text will be A purchase order is assigned Canceled status date.
properly aligned when documents are when all of the line items have been canceled
printed. and havent been received against. If you Discount date
change the purchase order status to The date an invoice must be paid for a
Audit trail Canceled, then all of the line items will be discount to be valid.
A series of permanent records used to track a canceled.
transaction to the point where it was Discount taken
originally entered in the accounting system. A line item with this status doesnt have A valid discount applied to a vendor
The audit trail can be used to verify the shipped or invoiced quantities. A line item document. See also Discount available.
accuracy of financial statements by outside with a Canceled status can be changed to
accountants or auditors. New or Change Order, but not Closed. Distributing
The process of allocating to separate
Audit trail code Change Order status accounts a percentage or part of transaction
A series of alphanumeric characters This status occurs when a purchase order amounts.
providing a precise record of each with a Released status has been edited. A
transaction and where it has been posted. purchase orders revision number increases Distribution accounts
every time its status becomes Change Order. Accounts designated to receive a percentage
Backing up A Change Order status purchase order cant or part of a posted transaction.
The process of storing data on a secondary be deleted or voided, but it can be received
medium, usually on diskettes or magnetic Distribution history
against in the Receivings Transaction Entry
tape, in order to minimize the difficulty of A record of the debits and credits for each
window. To remove a purchase order with a
recovering from data loss. Backups should document that was distributed to individual
Change Order status, close or cancel the
be performed routinely. posting accounts.
purchase order and then transfer it to history.
Batch A line item with this status has also been
Document type
A group of transactions identified by a changed since it was released. Change Order A selection that identifies a documents
unique name or number. Batches are used in purpose and how document amounts will be
line items become Released when the
computerized accounting to conveniently posted.
purchase order is printed again.
group transactions, both for identification
Closed status Drop-ship blanket purchase order
purposes and to speed up the posting
A document that lists a single item and the
process. A purchase order is assigned this status
when all of the line items for the purchase quantities that will be delivered to the
Batch inquiry customer in a series of shipments, usually on
order have been closed or canceled.
A window that shows which users are specific dates. The vendor sends you an
currently working with batches and the A line item with a Closed status cant be invoice and you, in turn, send an invoice to
status of those batches. reopened or change its status to Canceled. the customer.

PURCHASE ORDER PROCESSING 287

G L O S S A R Y

Drop-ship purchase order Inactive vendor Note

A document whose items will be shipped A vendor with whom business isnt being A feature that is used to attach messages to
directly to the customer. The vendor will conducted. Typically, these vendors cant be windows and fields throughout the system.
invoice your business and you, in turn, will deleted because historical records are being The Note button also shows whether a note
invoice the customer. maintained. is attached to a window. Notes can be edited,
reattached, and deleted.
Edit list Inquiry
A list of transactions in an unposted batch A feature that allows users to view current- Payment terms
that can be printed to verify the accuracy of year and historical information. Conditions for payment agreed upon when a
transactions before posting. Edit lists can be purchase transaction takes place. For
printed from the Batch Entry window or any In-transit inventory receipt example, a vendor might extend a discount if
transaction entry window as long as a batch A document used to record the receipt of the payment is received within a specified time
ID has been entered. material into the final destination site. period.

EOM (End of Month) Intrastat statistics Periodic valuation method

A payment term requiring payment at The system for collecting statistics on the Detailed information for the cost of all items
month-end for all purchases made during trade of goods between European Union is maintained. The current cost for an item is
that month. countries. the cost the last time it was received. Items
Invoice are valued at standard cost.
Error message
See Alert message. The bill provided by the seller to the buyer Perpetual valuation method
for items that have been purchased. Detailed information for the cost of all items
Financial year is maintained. The current cost for an item is
See Fiscal year. Landed cost
The cost of an item that includes the cost the cost the last time it was received. Items
Fiscal period are valued at actual cost.
from the vendor plus any additional costs,
Division of the fiscal year, usually monthly, such as duty, freight, import taxes, handling Posting
quarterly, or semiannually, when transaction fees, and so on, to get the item into inventory. A procedure to make transactions a part of
information can be summarized and permanent records or to update accounts by
financial statements are prepared. Lookup window
transaction amounts. In manual accounting,
A window that displays a list of accounts,
Fiscal year customers, documents, or other items in the posting transfers journal entries to the
proper accounts in a general ledger.
An annual accounting cycle of up to 54 system. Lookup windows for a specific field
consecutive periods, ordinarily beginning are displayed by clicking the lookup button Posting account
with the first day of a month and ending on next to the field. A financial account that tracks assets,
the last day of the twelfth month. In liabilities, revenue, or expenses. These
Australia and New Zealand, this is referred Lot number
A number that describes items that were accounts will appear on the financial
to as a financial year. statements and other reports created in the
created at the same time and have the same
Fiscal year history financial series.
characteristics, such as the dye used when
A record of purchases, payments and other manufacturing fabrics and carpet. Posting journal
transactions for a historical year. A report printed following the posting
Master posting
FOB (Free on Board) A posting process in which marked batches process that shows the detail for each
transaction that has been posted. Posting
Terms of sale that identify when ownership from different series can be posted
journals also include the audit trail code,
passes to the buyer. An FOB of Origin means simultaneously.
that ownership transfers to the buyer when which is a precise record of where each
Miscellaneous charge transaction has been posted.
the vendor delivers the goods to the carrier.
An FOB of Destination means that A charge that isnt part of the normal
purchasing process. A miscellaneous charge
Pro No. (Progressive Number)
ownership transfers to the buyer when the Identification number assigned to a
goods are received from the carrier. The FOB may be a service charge such as installation
shipment by the carrier.
is especially important when in-transit or repair of merchandise.
damages occur. New status Promised date
Date the vendor promised that you would
Group printing A purchase order or line item is assigned to
this status when it is saved for the first time. receive merchandise or services.
Creating and printing report options in
groups. For example, a report group could A purchase order or line item that has a New Promised ship date
be used to print all the financial statements status can be deleted or voided. A New Date the vendor promised to ship the
and the Trial Balance before closing a month, purchase order or line item will merchandise or services youve ordered.
quarter, or fiscal year. automatically change from New to Released
when the purchase order is printed. PST (Provincial Sales Tax)
GST (Goods and Services Tax) A tax for the Canadian provinces that is set
When a shipment, shipment/invoice or
A federal tax on the consumption of goods by each province.
invoice is posted against a line item, the
and services used in Canada, New Zealand
and other countries. purchase order status and line item status Purchase order
will change from New to Released. A document authorizing a seller to deliver
Hold goods with payment to be made later.
A way to temporarily stop further
processing on a purchase order.

288 P U R C H A S E O R DE R P R O C E S S I N G
 G L O S S A R Y

Purchase order status Released status Standard cost

The status of a purchase order indicates When a purchase order is printed or received A predetermined cost associated with an
whether all line items on a purchase order against, its assigned this status. A Released item that has a periodic valuation method.
have been received. You can change the purchase order cant be deleted or voided, Standard costs are compared to actual costs
status of the purchase order in the Edit but it can be received against in the to compute price variances.
Purchase Order Status window. Refer to the Receivings Transaction Entry window. To
definitions of individual statuses. remove a purchase order with a Released Standard purchase order
status, close or cancel the purchase order and A document whose items will be shipped to
QST (Qubec Sales Tax) then transfer it to history. your business to be received into your
The Provincial Sales Tax for the province of inventory.
Qubec. See also PST (Provincial Sales Tax). A line item with this status either doesnt
have quantities shipped or invoiced or has Summary report
Range partially shipped or invoiced quantities. A report summarizing the transactions made
A selection used to narrow the amount of to a particular record.
records that will be printed on a report. For Remove history
example, a selected range of vendor IDs A procedure used to erase ranges of Tab-delimited field
could be those between 5000 and 6000. historical information that are no longer The tab-separated ASCII character format
useful. used for exporting a report.
Real-time posting
See Transaction-level posting. Report option Tax detail
A collection of entries that specify the A definition of a tax that may apply to
Receipt amount of information or the type of customers. Tax details are grouped into tax
A document recording the shipment of items information that will appear on a report. schedules. See also Tax schedule.
that have been ordered from a vendor via a Multiple report options can be created.
purchase order. Also refers to a document for Tax schedule
invoicing the items received. Required date Groups of tax details that define each tax
Date you must receive items. that may apply to customers, items, or other
Receiving taxable costs. Tax schedules are used to
Recording the receipt (shipment) of items Serial number determine which taxes apply to individual
that have been ordered from a vendor via a A number that is one of a series and is sales.
purchase order. Receiving also can refer to assigned to a specific inventory item to
recording the invoice for the items received. identify it and differentiate it from similar Temporary vendor
items with the same item number. Serial A vendor used on a one-time or occasional
Received status numbers allow you to track an individual basis. An example might be a caterer for a
When items for a purchase order have been item from the time you receive it until you company party.
fully received, but not invoiced, the purchase sell it.
order is assigned this status. A Received Text-only format
purchase order cant be deleted or voided, Serial number mask A file format that saves reports as text
but it can be received against in the A pre-defined format for serial numbers of without formatting. This format is used
Purchasing Invoice Entry window. To Inventory items. If an item has been when exporting reports to applications that
remove a purchase order with a Received identified as being tracked by serial are unable to read other formats available in
status, close the purchase order and then numbers, the mask is used to generate the Microsoft Dynamics GP.
transfer it to history. starting serial number used when you
Trade discount
automatically generate serial numbers.
A line item with this status has fully received A discount given by a vendor. The rate is
shipments, but no invoice receipts. Series calculated at the time of a purchase.
A group of modules that form an
Reconciling Transaction date
interrelated set of applications. For example,
A procedure used to verify that Purchase The date a transaction occurred; not
Purchase Order Processing is part of the
Order Processing data is accurate. necessarily the date it was entered in the
Purchasing series.
Reconciling in Purchase Order Processing system.
involves only purchase order documents. Series posting
Transaction history
Reconciling is often performed after A posting process in which marked batches
A record of a fully applied transaction.
rebuilding a file, and is necessary after from the same series can be posted
changing fiscal periods. simultaneously. Transaction-level posting
A posting method in which transactions can
Release by date Shipment receipt
be entered and posted without having to
Date a purchase order line item should be The document used to record merchandise
create a batch. Also know as real-time
released to the vendor. received from a vendor.
posting. See also Batch-level posting.
Shipping method
Unit cost
The means used to send goods from a
The amount per unit paid for an item.
vendor. Also, the expected arrival time of a
shipment. Unit of measure
A user-defined unit in which you purchase
Site
or sell an item, such as each, pair or case.
A store, warehouse or other building from
which you do business or store items.

PURCHASE ORDER PROCESSING 289

G L O S S A R Y

Valuation method
The method by which you track the cost of
an item from the time you receive it until you
sell it. Different businesses and industries
use different valuation methods, which are
sometimes specified by law.

VAT (Value-Added Tax)

A sales tax used in Europe and elsewhere in
the world.

Vendor
A person or company providing goods or
services in return for payment.

Vendor ID
An alphanumeric identification assigned to a
vendor in Payables Management setup. The
vendor ID can be used to sort information
for reports.

Voiding
The process of recording a transaction to
reverse the effect of an original transaction.

ZIP code
In the United States, the postal code assigned
to business and residential addresses. In
other countries/regions, it may be referred
to as post code or postal code.

290 P U R C H A S E O R DE R P R O C E S S I N G
Index Buyer Maintenance window, displaying
19
distributions in Purchase Order
Processing (continued)
buyers multicurrency transactions 35
A adding 19 shipment receipts 170
accounts, distribution accounts for deleting 20 document types, overview 9
purchase order returns 255 described 19 documentation
accounts in Inventory Control, effects of modifying 19 accessing on the Web 4
matching invoices 206 symbols and conventions 3
alignment forms C drop-ship blanket purchase orders
printing for a purchase order 58 canceled items, printing on purchase deleting 105
printing for multiple purchase orders orders 54 entering 48
60 canceled quantities, entering in Purchase modifying 106
Order Processing 107 voiding 106
B changes since last release, information drop-ship purchase orders
batch posting in Purchase Order about 4 deleting 105
Processing Comment Setup window, displaying 18 entering 41
series posting 226 comments, setting up in Purchase Order entering for blankets 48
single batch 226 Processing 18 entering for projects 68
vendor approval 117 commitments, sales documents 52 modifying 106
batches in Purchase Order Processing control blanket line item voiding 106
creating a receipt batch 117 described 44
deleting 118 entering 45 E
modifying 118 entering for drop-ship 49 Edit Purchase Order Status window,
overview 117 status 110 displaying 110
posting 226-227 cost categories, for purchase order line Edit Purchase Orders window, displaying
series posting 226 items 65 256
vendor approval 117 current installation instructions, accessing e-mail
Bin Quantity Entry window on the Web 4 requirements for sending purchase
changing bin numbers for returns 251 current upgrade information, accessing on orders in e-mail 57
displaying 168 the Web 4 updating information for purchase
bins for purchase order returns orders 72
changing 251 D Enter Drop-Ship Customer window,
default entries 250 decimal places displaying 42
overview 250 non-inventoried items in Purchase error messages, suggested purchase
bins in Purchase Order Processing Order Processing 15 orders 94
changing 167 setting up in Purchase Order exchange rates, assigning to transactions
default entries 167 Processing 12 35
overview 167 default entries extended cost, editing on receipts 14
blanket line items purchase order generator 21
entering for blanket purchase orders Purchase Order Processing 11 F
46 default sites, setting up in Purchase Order freight charges
entering for drop-ship blanket Processing 12 calculating purchases taxes 16
purchase orders 49 delivery schedules tax calculations 100
entering for items 80 printing for blanket purchase orders
releasing drop-ship items to vendor 61 G
49 printing for multiple blanket Generate Suggested Purchase Orders
releasing items to vendor 46 purchase orders 62 window, displaying 93
releasing to vendor 80 distribution accounts, for purchase order GST for Australia and New Zealand,
blanket purchase orders returns 255 purchase order returns 261
deleting 105 distribution history
entering 44 maintaining in Purchase Order H
Processing 10 help, displaying 4
entering blanket line items 46
removing in Purchase Order Help menu, described 4
entering drop-ship 48
Processing, 279 history in Purchase Order Processing
entering drop-ship blanket line items
distributions in Purchase Order account distributions 10
49
Processing maintaining 10
modifying 106
invoice receipts 199 purchase orders 10
printing an individual delivery
merging trade discount and purchase receipts 10
schedule 61
amount for invoices receipts 199 removing 280
printing multiple delivery schedules
merging trade discount and purchase removing tax history 281
62
amount for shipment/invoices 169 types 279
voiding 106

PURCHASE ORDER PROCESSING 291

IN DEX

holds in Purchase Order Processing invoice receipts (continued) items in Purchase Order Processing
and purchase order status 108 multiple purchase orders for projects (continued)
described 108 194 shipment detail information 151
enabling 14 posting without batches 225 tax calculation 99
example 108 project item detail entry 200
removing history 279 L
I reprint posting journal 225 landed costs
icons, used in manual 3 voiding 232 entering for a shipment item 209
independent sites, described 21 voiding effects on quantities 230 entering for an in-transit inventory
installation instructions, accessing on the without a purchase order 178 item 210
Web 4 without a purchase order for project entering for in-transit inventory
in-transit inventory receipts items 192 receipts 208
correcting 229 invoices, see also invoice receipts entering for shipment receipts 206
deleting 231 item numbers, displaying 12 example of invoice matching effects
deleting effects on quantities 230 Item Serial/Lot Number Definition 206
entering 132 window, displaying 157, 162 matching to in-transit inventory line
entering for landed costs 208 items for purchase order returns, bins 250 items 212
entering lot numbers 160 items in Purchase Order Processing matching to invoice receipts 210
entering serial numbers 165 adding to inventory 84 overview 203
item detail entry 154 automatically invoicing 179 line items for purchase order returns, bins
voiding 231 automatically invoicing for projects 250
voiding effects on quantities 230 193 line items in Purchase Order Processing
in-transit items in Purchase Order automatically receiving 126 bins 167
Processing, receiving 136 automatically receiving for projects blanket line items 80
In-Transit Lot Number Entry window, 147 Canceled status 109
displaying 161 bins 167 Change Order status 109
Intrastat statistics changing bins 167 changing bins 167
entering for purchase order returns changing site ID 14 Closed status 109
249 detail information for project combining when printing 55
entering for shipment/invoice purchase orders 77 control blanket line items 44
receipts 171 detail information for purchase detail information for project
entering in invoice receipts 201 orders 74 purchase orders 77
removing history in Purchase Order inquiries 267 detail information for purchase
Processing 282 in-transit inventory detail orders 74
invoice receipts information 154 editing status 109
amount received for a project 190 invoicing from a purchase order for a in-transit inventory detail
automatically invoicing items 179 project 196 information 154
automatically invoicing project items invoicing from multiple purchase multiple release dates 74
193 orders 182 New status 109
batch posting 226 invoicing from multiple purchase project detail information for invoice
changing site ID 14 orders for projects 194 receipts 200
comments 86 invoicing without a purchase order project detail information for
correcting 230 178 shipments 155
creating batches 117 non-inventoried 85 Received status 109
deleting 232 printing manufacturer item numbers Released status 109
deleting batches 118 79 releasing blanket line items 80
deleting distributions 199 project detail information for invoice sales tax calculation 99
deleting effects on quantities 230 receipts 200 shipment detail information 151
distributing transaction amounts 199 project detail information for linking, purchase orders to sales
editing costs 14 shipments 155 documents 52
entering 173 receiving from a purchase order for a lookup window, displaying 4
entering for projects 187 project 149 lot number masks, setting up in Purchase
example of matching for landed costs receiving from multiple purchase Order Processing 156
206 orders 129 lot numbers for purchase order returns,
inquiries 266 receiving from multiple purchase assigning 251
matching to landed costs 210, 212 orders for projects 147 lot numbers in Purchase Order Processing
matching to shipment receipts 176 receiving without a purchase order creating a mask 156
matching to shipment receipts for a 126 entering 159, 160
project 190 rejecting 153 generating 158
multiple purchase orders 182 setting up to receive without a lot split quantity 156
purchase order 14 removing 161

292 P U R C H A S E O R DE R P R O C E S S I N G
 I N D E X

M project items in Purchase Order Purchase Order Generated Report,

manufacturer item numbers in Purchase Processing (continued) printing 96
Order Processing, printing 79 invoicing from multiple purchase Purchase Order Generation Setup
master sites, described 21 orders 194 window, displaying 22
Match Shipments to Invoice window invoicing without a purchase order purchase order generator
displaying 177 192 available quantity calculation 91
matching to shipment receipts for a non-inventoried 85 default entries 22
project 191 receiving from a purchase order 149 independent sites 21
miscellaneous charges receiving items from a purchase order master sites 21
calculating purchases taxes 16 149 required quantity calculation 92
tax calculations 100 receiving items from multiple subordinate sites 21
multicurrency purchase orders 147 Purchase Order Generator Map Sites
decimal places in Purchase Order receiving without a purchase order window, displaying 24
Processing 15 146 purchase order items
exchange rates 35 project numbers, for purchase order line copying 81
reporting 265 items 65 detail information 74
project return-from inventory project detail information 77
N transactions, defined 236 taxes 102
navigation, symbols used for 3 projects, entering purchase order returns Purchase Order Line Item Tax Detail Entry
new features, information about 4 236 window, displaying 103
Non-Inventoried Currency Decimals projects for purchase order returns, Purchase Order Print Options window,
Setup List, printing 16 entering a return-from-inventory displaying 58
non-inventoried items in Purchase Order transaction 243 Purchase Order Processing, setting up for
Processing projects in Purchase Order Processing projects 28
adding to inventory 84 automatically invoicing items 193 Purchase Order Processing Document
decimal places 12 automatically receiving items 147 Inquiry window, displaying 266
entering detail information 74 automatically receiving items from Purchase Order Processing Item Inquiry
entering project detail information 77 multiple purchase orders 147 window, displaying 268
entering without adding 85 before you set up Purchase Order Purchase Order Processing Setup List,
setting up decimal places 15 Processing 28 printing 15
shipment detail information 151 cost categories 65 Purchase Order Processing Setup Options
vendor items 83 entering drop-ship purchase orders window, displaying 16
68 Purchase Order Processing Setup window,
O entering inventoried items 85 displaying 11
order method, selecting cost for suggested entering invoice receipts 187 purchase order return line items,
purchase orders 91 entering non-inventoried items 85 calculating and distributing tax details
entering purchase orders 65 260
P invoicing items from a purchase purchase order returns
PA Purchase Order Processing Setup order 196 assigning lot numbers 251
Options window, displaying 29 invoicing items from multiple assigning serial numbers 252
PA Purchasing Invoice Item Detail Entry purchase orders 194 calculating and distributing summary
window, displaying 201 invoicing items without a purchase taxes 258
PA Receivings Item Detail Entry window, order 192 changing bins 251
displaying 156 items without a purchase order 146 closing purchase order line items 256
posting in Purchase Order Processing matching shipments to invoices 190 creating batches 237
batches 226-227 overview 27 default item tax schedules 259
by series 226 project numbers 65 default tax schedules 257
removing journal history 279 purchase order formats 29 default tax schedules for line items
reprint posting journals 225 purchase order item detail 259
transaction-level 225 information 77 distributing transaction amounts 253
Print Purchasing Documents window, receiving shipment receipts 142 distribution accounts 255
displaying 60 receiving shipment/invoice receipts document types 236
product documentation, accessing on the 139 entering 238
Web 4 setting up for Purchase Order entering for projects 236
project items in Purchase Order Processing 28 entering project
Processing Purchase Date Entry window, displaying return-from-inventory transactions
automatically invoicing 193 101 243
automatically receiving 147 Purchase Order Entry window entering return details 248
inventoried 85 displaying 38 for sales returns 235
invoicing from a purchase order 196 displaying project fields 66 for shipment invoices 235
purchase order formats, for projects 29 for shipment receipts 235

PURCHASE ORDER PROCESSING 293

IN DEX

purchase order returns (continued) purchase orders (continued) Purchasing Invoice Entry window,
for transfer receipts 235 printing reference numbers 55 displaying 174
for variance receipts 235 printing tax details 56 Purchasing Invoice Line Item Tax Detail
GST taxes 261 printing when on hold 55 Entry window, displaying 224
inquiries 266 project item detail information 77 Purchasing Invoice Tax Summary Entry
manual adjustments 256 Received status 109 window, displaying 222
printing 247 receiving items without 14 Purchasing Item Detail Entry window
Recipient Created Adjustment Note receiving project items from 149 displaying 75
262 receivings items from 131 displaying project fields 77
removing history 279 reconciling 284 Purchasing Item Receipts Zoom window,
tax invoices 261 release by date 74 displaying 268
purchase order returns for adjustment Released status 109 Purchasing Lot Number Entry window,
receipts 235 removing 111 displaying 159
Purchase Order Tax Summary Entry removing history 280 Purchasing Non-Inventoried Currency
window, displaying 102 reprinting 56 Decimals Setup window, displaying 15
purchase orders required quantity calculation 92 Purchasing Order Inquiry Zoom window,
available quantity calculation 91 requirements for sending in e-mail 57 displaying 266
Canceled status 109 sending individual in e-mail 58 Purchasing Returns Distribution Entry
Change Order status 109 sending multiple in e-mail 59 window, displaying 254
Closed status 109 setting up to commit to sales Purchasing Returns Lot Number Entry
comments 86 documents 12 window, displaying 252
copying 51 sites for suggested purchase orders 24 Purchasing Returns Print Options
deleting 105 status overview 109 window, displaying 247
enabling holds 14 suggesting purchase orders 93 Purchasing Returns Serial Number Entry
entering blanket order 44 taxes 101 window, displaying 253
entering drop-ship 41 types 37 Purchasing Returns Tax Summary Entry
entering drop-ship blanket 48 updating e-mail information 72 window, displaying 258
entering drop-ship for projects 68 using workflow 37 Purchasing Serial Number Entry window,
entering for standard purchase orders voiding 106 displaying 164
for projects 65 warnings for suggested purchase Purchasing Series Posting window,
entering standard 38 orders 94 displaying 227
entering vendor information 71 purchases taxes Purchasing Vendor Detail Entry window,
errors for suggested purchase orders calculating 99 displaying 72
94 distributing for purchase order items
generating 94 102 R
holds 108 distributing for purchase orders 101 rate types, assigning to transactions 35
inquiries 266 invoice line items 223 real-time posting, see transaction-level
invoicing items from 184 invoice receipts 221 posting
invoicing project items from 196 shipment/invoice line items 218 receipts in Purchase Order Processing
item detail information 74 shipment/invoice receipts 216 see also shipment receipts, shipment/
linking to sales documents 52 viewing calculations for purchase invoice receipts, in-transit
maintaining history 10 order items 102 inventory receipts, invoice receipts
modifying 106 viewing calculations for purchase creating batches 117
modifying status 109 orders 101 for multiple project purchase orders
modifying suggested purchase order Purchasing Batch Entry window, 147
detail 96 displaying 118 for multiple purchase orders 129
modifying when on hold 108 Purchasing Blanket Detail Entry window, maintaining history 10
moving to history 111 displaying 81 receiving in-transit items 136
New status 109 Purchasing Comment Entry window, removing history 280
options for sending in e-mail 54-57 displaying 86 types 119
printing a delivery schedules 61 Purchasing Distribution Entry window, types for projects 139
printing alignment forms 58 displaying 170 receiving
printing alignment forms for multiple Purchasing E-mail Detail Entry window, project items without a purchase
purchase orders 60 displaying 73 order 146
printing canceled items 54 Purchasing Intrastat Entry window, without a purchase order 126
printing individual 58 displaying 172 Receivings Date Entry window,
printing multiple 59 Purchasing Invoice Date Entry window, displaying 217
printing multiple delivery schedules displaying 222 Receivings Item Detail Entry window,
62 Purchasing Invoice Distribution Entry displaying 152
printing options 54-57 window, displaying 200 Receivings Line Item Tax Detail Entry
printing per address 56 window, displaying 219

294 P U R C H A S E O R DE R P R O C E S S I N G
 I N D E X

Receivings Tax Summary Entry window, Restrict Purchase Documents window, shipment receipts (continued)
displaying 218 displaying 113 deleting 231
Receivings Transaction Entry window Returns Batch Entry window, displaying deleting batches 118
displaying 120 237 deleting distributions, 170
displaying project fields 140 Returns Line Item Tax Detail Entry deleting effects on quantities 230
Receivings User-Defined Fields Setup window, displaying 261 distributing transaction amounts 170
window, displaying 17 Returns Transaction Entry window, editing costs 14
Recipient Created Adjustment Note, for displaying 239 entering 123
purchase order returns 262 entering for projects 142
Reconcile Purchasing Documents S entering landed costs 206
window, displaying 283 Sales Assignments for Purchase Order entering lot numbers 159
reconciling in Purchase Order Processing window, displaying 53 entering serial numbers 165
printing a reconcile report 283 sales commitments generating lot numbers 158
purchase orders 284 creating in Purchase Order generating serial numbers 163
reference numbers, printing on purchase Processing 52 inquiries 266
orders 55 Purchase Order Processing setup item detail entry 151
release by dates options 12 matching to invoice receipts 176
described 74 Sales Commitments for Purchase Order matching to invoice receipts for a
Purchase Order Processing setup window, displaying 53 project 190
options 13 Select In-Transit Items window, using modifying batches 118
Remove Completed Purchase Orders 134-136 posting without batches 225
window, displaying 112 Select Purchase Order Items window project item detail entry 155
Remove Purchasing History window, displaying 130, 136 removing history 279
displaying 280 displaying for invoice receipts 183 removing lot numbers 161
report options, creating in Purchase Order using 127-129 removing serial numbers 166
Processing 273 using for invoice receipts 181-182 reprint posting journal 225
reporting currency, described 265 Select Purchase Order window returns in Purchase Order
Reporting Services reports displaying 127 Enhancements 229
printing Purchase Order Processing displaying for invoice receipts 179 voiding 231
reports 275 serial number masks, setting up in voiding effects on quantities 230
Purchase Order Processing reports Purchase Order Processing 162 shipment/invoice receipts
274 serial numbers for purchase order returns, automatically receiving 126
reports, Reporting Services Purchase assigning 252 automatically receiving for projects
Order Processing reports 274 serial numbers in Purchase Order 147
reports in Purchase Order Processing Processing batch posting 226
Completed PO Removal Report 113 creating a mask 162 changing site ID 14
creating options 273 entering 165 correcting 229
Non-Inventoried Currency Decimals generating 163 creating batches 117
Setup List 16 removing 166 deleting 231
Purchase Order Generated Report 96 series posting in Purchase Order deleting batches 118
Purchase Order Processing Item Processing, described 226 deleting distributions 170
Inquiry Report 269 setup in Purchase Order Processing deleting effects on quantities 230
Purchase Order Processing Setup List before you setup 10 distributing transaction amounts 170
15 before you setup for projects 28 editing costs 14
Purchasing Document Inquiry Report comments 18 entering 119
267 decimal places for non-inventoried entering for landed costs 206
Purchasing Invoice Edit List 230 items 15 entering for projects 139
Purchasing Voided Journal 106 mapping sites 24 entering lot numbers 159
Receivings Edit List 230 preferences and default entries 11 entering serial numbers 165
Receivings Voided Journal 232 purchase order generator 21 generating lot numbers 158
Reconcile Purchasing Documents taxes 16 generating serial numbers 163
Report 283 user-defined fields 17 inquiries 266
restricting 273 shipment receipts item detail entry 151
samples of reports 271 automatically receiving 126 modifying batches 118
samples with technical names 271 automatically receiving for projects project item detail entry 155
sorting 273 147 removing history 279
Suggested Purchase Orders Report 94 batch posting 226 removing lot numbers 161
required fields, described 4 changing site ID 14 removing serial numbers 166
Required Quantity Detail window, comments 86 returns in Purchase Order
displaying 98 correcting 229 Enhancements 229
resources, documentation 4 creating batches 117 voiding 231

PURCHASE ORDER PROCESSING 295

IN DEX

shipment/invoice receipts (continued) taxes in Purchase Order Processing

voiding effects on quantities 230 (continued)
site IDs, allow changing on receipts 14 purchase orders 101
sites in Purchase Order Processing removing history 281
independent sites 21 see purchases taxes
mapping to addresses 24 setting up 16
master sites 21 shipment/invoice line items 218
subordinate sites 21 shipment/invoices 216
standard purchase orders, see purchase temporary vendors, entering in Purchase
orders Order Processing 66
statuses for purchase orders transaction-level posting, described in
editing 109 Purchase Order Processing 225
overview 109 transactions in Purchase Order Processing
Subordinate Required Quantity Detail distributing for invoice receipts 199
window, displaying 97 distributing for shipment receipts 170
subordinate sites, described 21 distributing for shipment/invoice
Suggested Purchase Order Detail window, receipts 170
displaying 96 merging distributions for invoice
suggested purchase orders receipts 199
generating purchase orders from 94 merging distributions for shipment/
selecting a vendor 90 invoices 169
selecting cost 91
selecting replenishment level 90 U
Suggested Purchase Orders Detail unit costs, editing on receipts 14
window, errors and warnings 94 upgrade information, accessing on the
Suggested Purchase Orders Preview Web 4
window user-defined fields
displaying 95 dates 17
errors and warnings 94 lists 17
warnings 94 setup in Purchase Order Processing
Suggested Purchase Orders Report, 17
printing 94
symbols, used in manual 3 V
system requirements, accessing on the VAT (Value-added Tax)
Web 4 distributing for invoice receipts 221
distributing for shipment/invoice
T receipts 216
tax calculations, Purchase Order vendor items
Processing 16 adding to inventory 83
tax details, removing history in Purchase detail information for purchase
Order Processing 281 orders 74
tax history, removing history in Purchase displaying 12
Order Processing 281 shipment detail information 151
Tax History Removal Report, printing 282 vendors in Purchase Order Processing
Tax History Removal window, displaying entering detail information 71
281 posting batches and approval 117
tax invoices, purchase order returns 261 temporary 66
tax schedules updating e-mail information 72
default item tax schedules 259 voiding
for purchase order return line items effect on inventory quantities 230
259 in-transit inventory receipts 231
for purchase order returns 257 invoice receipts 232
taxes for purchase order returns, line purchase orders 106
items 260 shipment receipts 231
taxes in Purchase Order Processing
calculating 99 W
calculations for freight and warning messages, suggested purchase
miscellaneous charges 100 orders 94
invoice line items 223 whats new, accessing 4
invoice receipts 221 workflow, purchase order approval 37
purchase order items 102

296 P U R C H A S E O R DE R P R O C E S S I N G