Enter Purchase Order Line

Explanation

A purchase order (PO) is comprised of an order header and one or more order lines. Once the header has the Planned status, you can create purchase order lines.

The parts entered on the Purchase Order/Part Order Lines tab must have been entered as purchase parts. For purchase parts without part numbers, i.e., no-number parts, use the Purchase Order/No Part Order Lines tab.

If you want to view a purchase price comparison, you can do so as soon as the part number is entered. Select the line, right-click, and then click Price Comparison. In the dialog box that opens, enter the purchase quantity that you want to use for the price comparison.

If the purchase order line is connected to a customer order, you can view the customer order information by selecting the line, right-clicking, and then clicking Component Customer Order. This would apply if you want to send parts to a supplier (on a customer order) to make it possible for the supplier to manufacture the parts you have ordered (on a purchase order). Customer orders are also used for external service orders and purchase exchange orders, which allow you to send a part to a supplier for maintenance, repair services, or for exchange.

For non-inventory purchase part lines to be included in intrastat reporting, the Intrastat Affected check box needs to be selected. This check box can be selected manually without having a customs statistic number or a purchase group in the part line. The customs statistic number will be fetched from the purchase group relevant to the part while selecting the Intrastat Affected check box, or it can also be entered manually after selecting the Intrastat Affected check box.

When the quantity or the date on the purchase order has been changed, it is possible to replicate this change to a dynamic order processing (DOP) order. When you update the Quantity/Planned Receipt Date field on a purchase order line, the Replicate Changes dialog box will be opened. However, the Send Change Request check box will have no effect and even if it is selected, will not apply to DOP.
If you want to update the Revised Quantity Due/Revised Due Date field on the connected DOP order, click Yes
Note: If more than one supply order is connected to a current DOP order, a message will appear and no replication will be done. An alarm entry will also be created.
If you click No, an alarm will be created to reflect the quantity/date mismatch.

When creating a purchase order line:

Prerequisites

For external repair orders, several other prerequisites apply:

For Intrastat collection - the following prerequisites apply:

System Effects

  1. If the wanted delivery date falls on a day which is a delivery day, the system keeps the desired receipt date.
  2. If the wanted delivery date is not on a delivery day, it is replaced with the previous working day.
  3. If the new wanted delivery date is not on a delivery day, go to step 2.

Window

Purchase Order

Related Window Descriptions

Purchase Order
Purchase Order/Part Order Lines

Procedure

  1. In the Purchase Order window click the Part Order Lines tab, and then click New.
  2. In the Part No field, enter the part number of the part you intend to order.
  3. If the part you want to enter belongs to an assortment, you can also look up its number by selecting the line, right-clicking and then clicking Parts by Assortment and Site Cluster.
  4. In the Quantity field, specify the quantity needed.
  5. Save when completed.

Note: When project connections exist, if a project ID is specified under the Misc Order Info tab, new purchase order lines must be connected to that project. When a project ID is not specified on the PO header, a new purchase order line can be connected to a project which has the Project Unique Procurement check box selected in the Project Details window, only if other PO lines are not connected to any other projects.

New purchase order lines cannot be entered for purchase orders which are in the Released state, if the purchase order has a project defined in the Misc Order Info tab. But new purchase order lines can be created through requisition lines.

Optional steps (remember to save your entries):

Note: If you enter additional cost amounts directly on the Additional Cost Net/Curr or Additional Cost Gross/Curr field, you will not be allowed to enter additional cost details using additional cost types via the right-mouse button menu.

Optional steps related to intrastat reporting;

Note: It is possible to generate the intrastat report even if you do not have a value for net weight but it is a must to have a value for the Customs Statistic Number field.

When a purchase order line is created for the receipt of customer-owned parts, the connection between supplier and customer is referenced by the system to set a default owning customer to the line, if available. You may need to enter or modify the owning customer in the Owner field before saving the purchase order line. If the customer part acquisition values are handled for the customer, the unit price from the purchase order line may be used as an initial estimated part acquisition value, depending on the acquisition value level that is used.

For external repair orders, you need to enter additional information. Note: Purchase orders for external service require the selection of the order code 6 (External Service Order) in the purchase order header.

  1. In the External Service Type field, enter the applicable service type or select it from the List of Values.
  2. The full name of the external service type appears automatically in the Service Description field.
  3. In the Serial No field, enter the serial number of the part to be sent out for external service if it is serial-tracked.
  4. In the Lot Batch No field, enter the lot/batch number of the part to be sent out for external service if it is lot/batch-tracked.
  5. Save the record.

Note: If you would like to obtain a supplier loan before sending the repair part to the supplier, you need to continue in this window. Refer to the Supplier Loan activity description, which is part of the Enter Purchase Order flow.