Adding Purchase Orders

5 YDQ Layout | Master Information | Detail Line Information | Account Distribution Information | Edit YDQ Layout |

Entering Purchase Order Master Information

A YDQ layout purchase order indicates you are entering detail items, distributing the accounting proportionately by the quantity rather than amount.

1. On the Purchase Order Master Information screen, enter a Description (60 characters).

The Description is used to enter a general or summary description of the type of goods being ordered (office supplies, maintenance, and etc.). The detailed description of the individual item is entered later.

The field can contain both letters and numbers. This description becomes the invoice description and is printed on checks and all check reports.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

Requisition. and PO numbers are the same, and the requisition becomes a PO. The same number is used so the software can track the history for that order.  

2. The Number field is populated from the Generate PO/Req # screen. It cannot be changed.

Duplicate purchase order numbers are not permitted within the same fiscal year. If the Fiscal Year is included in the PO number, be careful when overriding.

3. The Status field is updated by the system.

• Batch &endash; Batch purchase orders are purchase orders that have been entered but have NOT been updated to the Account Master. (Account Master = GL)

• Open &endash; After the purchase order has been updated, the status is changed to Open. Open status purchase orders are shown in the Account Master. (Updated = Posted)

• History &endash; When the purchase order is liquidated, the status will be changed to History. Purchase orders are liquidated when the invoice is paid and updated or when either the Open PO Update or Open PO Liquidation Close utility is run. For more information see the WESPaC Financial Management - Purchase Order Updates and/or WESPaC Financial Management - Purchase Order Liquidation User’s Guides.

4. The default Liquidation status is Liquidation Pending. Do not change this. The status is changed by the system as the purchase order moves through processing. (No label is associated with this drop down list.)

5. Set the Layout to YDQ when entering inventory items; for each item requested, the accounting for each detail item is brought from the inventory item being ordered and proportionately distributed by quantity.

HINT: Click theLayout button for more information on Layouts definitions.

WARNING: You may not change the Layout once you have moved off the Purchase Order Master Information screen.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

6. Set the Inventory Type PO drop down list to Yes, if the items to be ordered are contained in the Inventory Item Master. If not, set the drop down list to No.

7. The Origin field is updated by the system. It is Inventory for YDQ purchase orders IF Inventory Type PO is set to Yes, otherwise it is Budgetary.

8. Select the Vendor to which the order will be sent. Required.

If the purchase order was created using the Inventory Requisition Utility, the vendor selected during the utility process is used, but can be changed.

• Begin typing the Vendor’s name in the Name or Alphakey EEL. Select the vendor from the list that appears.

• Click the Vendor button. The Vendor Master Information screen opens.

NOTE: For more information about the Vendor Master Information screen, see the WESPaC Finance Vendor Master User’s Guide.

1. Highlight the Vendor Key of the vendor you want to use.

2. Click the Select button to return to the Purchase Order Entry screen.

As the vendor displays, the vendor’s order from address information appears in the Vendor Order From Address field.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

9. The Contact is populated from the Contact information contained in the selected vendor's record.

NOTE: If a Contact is required, edit the vendors’ information from the Vendor Master record. It is not updateable on the purchase order. See WESPaC Financial Management - Vendor Master Information User’s Guide.

10. Enter a Batch #. Required.

You can use a batch number for each group of requisitions you enter. This batch number can be used to refer to the group when you want to look up information, and will be used when you want to create a purchase order. The batch number accepts up to eight alpha or numeric characters or is a combination of both.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

Hint: Ctrl-T enters current date into any date field.

11. The Date field defaults to the current date but can be changed.

12. The Fiscal Year comes from the Generate PO/Req # screen. It cannot be changed.

13. The Due Date defaults to the current date but can be changed.

The due date is the date you anticipate you will pay for the items ordered. The date entered appears on the invoice when you are ready to pay for the items, but it can be changed.

14. Select the Ship To. This is where the goods are to be delivered. It is a required field.

• Begin typing the name in the Name or Alphakey EEL. Select from the list that appears.

• Click the Ship To button. The Name List screen opens:

1. From the All Names list, highlight the Name Key you want to use.

2. Click the Select button to return to the Requisition Entry screen.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

The Ship To address appears in the Ship To Address field. It is not updateable on the purchase order. It must be changed in Name Maintenance.

15. Enter Attn information. It is optional.

This field can be used to enter the name, department, or any note to indicate to whom the order should be delivered. This field is limited to 32 characters.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

16. Enter Ship Via information. It is optional.

Enter the name of the company you want used to ship the order, or any other note you wish. The field is 15 characters in length.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

Tip: Use Ctrl-T to quickly enter the current date.

17. Enter Ship Date to tell the vendor when you want the order shipped. Required. Must contain a valid date. Default is the current date. Enter today's date if you want the order shipped as soon as possible.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

18. The default Tax Rate value to be applied is brought from Purchase Orders Configuration but can be changed. See WESPaC Financial Management Purchase Orders Configuration for more information.

19. The default Other charges value to be applied is brought from Purchase Orders Configuration, but can be changed. See WESPaC Financial Management Purchase Orders Configuration for more information.

If you want the Other charges value:

• Calculated on a percentage basis, click the option button immediately to the right of the label Other. Enter the percentage value. The Amount field is desensitized.

• Calculated by amount, click the option button immediately to the right of the % symbol. Enter a dollar amount. The Percent field is desensitized.

20. The Subtotal is system calculated. It is calculated after all items have been entered. It displays the subtotal amount of all detail line items in the requisition before tax and other charges.

21. The Total Amount is system calculated. It is calculated after all items have been entered. It displays the total amount of all items in the requisition and includes tax and other charges.

22. Click the Add button to begin detail line item entry.

NOTE: The Add button is not available until all required fields have been completed.

The Requisition Detail Line Information screen opens.

Entering Detail Line Information

In YDQ layout, there are two methods of adding items to the purchase order, Quick Add and Add.

1. If you selected Yes from the Inventory Type PO drop down list, the Quick Add button is available.

This accesses the Purchase Order Quick Item Entry screen. This allows you to select items that need to be purchased for the Inventory system.

If you selected No from the Inventory Type PO drop down list, selection from inventory is not available; use the + Add function as outlined in this document.

Quick Add

Use the Quick Add to add items from the Item Masters for Inventory and Bid Management.

1. From the Purchase Order Master Information screen, click the Quick Add button. (System Item Master = Vendor’s measure)

1. A question screen opens indicating that for items where the Inventory Item Master unit of measure is different from the System Item Master unit of measure, the Inventory Item Master unit of measure will be used as the default.

If you are using Bid Management and the item selected is identified as used in Bid Management, the bid item unit of measure will be used where the inventory unit of measure would have been used.

2. Select Yes to use the Inventory Item Master or Bid Item Master unit of measure, or No to use the System Item Master unit of measure.

The Purchase Order Quick Item Entry screen opens. This screen displays the items available in the Inventory and/or Bid Management system.

2. As necessary, change the sort order of the items displayed by using the Sort By drop down list.

• Item Code

• Item Description

• Item Class / Code

• Item Class / Description

3. The Vendor is brought from the vendor selected on the purchase order. It cannot be changed from this screen.

4. If you want to limit the display to Inventory items, select the Warehouse where the items are stored. If you want to choose items assigned to Bid Management, leave the Warehouse EEL blank.

• Click on the Warehouse EEL. Select from the listing.

• In the Warehouse EEL, begin typing the warehouse code. Select from the listing.

• Click on the Warehouse button. The Inventory warehouse setup screen opens:

1. From the Warehouse Information list, highlight the Warehouse code you want to use.

2. Click the Select button.

Only items contained in the warehouse selected will be displayed in the Available Inventory Items listing.

5. From the Default PO Item Description frame, select one format of the item description to be used on all items when PO is created:

• Short Description

• Long Description

• Short and Long Desc.

The next two settings filter the items displayed in the Available Inventory Items list.

6. Determine if you want to see all items that can be supplied by the vendor by checking the View items for this vendor only. Only those items identified as being supplied by the selected vendor display.

7. Determine if you want to see only items that need to be ordered that are below the reorder point by checking the View items below re-order point only.

8. From the Available Inventory Items list, highlight the Item code to order.

9. Click the single down arrow. The item moves to the Selected Inventory Items list.

10. From the Selected Inventory Items list, enter the Order Qty.

11. The Unit Cost is the current average unit cost of the item. Update if necessary. It does not change the item cost in the Item Master.

NOTE: For YDQ purchase orders using the Quick Add option, an account distribution is attached to the item selected, and is used on the requisition.

12. Repeat these steps as needed.

13. When selection of items is complete, click the Order button to return to the Purchase Order Master Information screen.

The items added display in the Detail Line Items list.

14. Click the OK button when the requisition is complete.

+ Add

Use the + Add to enter items when not selecting from the Inventory or Bid Management Item Master.

1. On the Purchase Order Master Information screen, click the Add button. The Purchase Order Detail Line Information screen opens.

NOTE: Even if you selected Yes in the Inventory Type PO drop down list, the standard Add button can be used.

2. Before you begin entry, review the Type. To change the Type use the drop down list and select the Type. The default is Merchandise.

• Use Merchandise to enter detail for merchandise you are purchasing.

• Use Narrative to enter non-merchandise notes to the Vendor. You may select the text for the narrative from the Purchase Order Narratives screen by clicking on the Narrative button. See the WESPaC Finance Setup Codes User’s Guide for more information on PO Narratives.

If you are adding a Narrative line, the Quantity, Unit/Measure, Unit Cost, and Total Amount fields are not displayed.

NOTE: You cannot change the Type once you have moved off the Purchase Order Detail Information for PO Number screen.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

3. Line # is the reference number for the detail line item. This line number does not appear on the printed purchase order. (This is similar to the WISE transaction number)

You may enter a different line number by clicking in the line number field and typing the number you want to use. You can insert lines between existing lines. To do so, enter new line numbers by typing over the number displayed (for example, 101, 102, and etc.).

4. If the Inventory Type PO drop down list is set to No, and if you are using PO Catalogs, the Catalog button and field display.

NOTE: The Catalog field displays only if the Use PO Catalog box is checked in Purchase Order Configuration.

PO Catalogs can be built on the fly as requisitions are entered, from Vendor Maintenance via an import, or manual keying.

For more information on building a Vendor’s catalog, see WESPaC Finance Vendor Catalog User’s Guide.

• In the Catalog EEL, enter the Catalog Item number.

• Click on the Catalog button to view a list of all Catalog items. The Catalog Item List screen opens:

1. Catalog Items for the vendor selected on the requisition are displayed.

2. From the Catalog Items list, highlight the item and click Select to return to the Purchase Order Detail Line Information screen.

If available, the Desc, Unit/Measure, and Unit Cost fields will be completed for you.

If the Inventory Type PO drop down list is set to Yes, the Inventory button displays.

• In the Inventory field, begin typing the inventory code number of the item to be ordered. Select from the list.

• Click on the Inventory EEL to the right of the field and select from the inventory codes displayed. The code number is only displayed.

1. Click on the Item Quick Select button. The Item Quick Select screen opens.

2. From the list, highlight the item to be included in the requisition.

3. Click the Select button to return to the Requisition Detail Line Information screen.

If available, the information from the inventory item selected populates the Line Desc., Unit/Measure, and Unit Cost fields.

5. If necessary, in the Line Desc field, enter the description of the item being ordered. This may be the vendor's item description, manufacturer’s number, etc.

6. If necessary, enter the Quantity of the item to be purchased.

7. If necessary, enter the Unit/Measure. For example, each, carton, or box. Enter up to eight characters in this field.

8. If necessary, enter the Unit Cost. This is the price per unit.

9. The Extended Cost is system calculated. It is the calculation of the Quantity times the Unit Cost. It does not include tax.

If only the total cost of all items is known, you can enter the amount in the Extended Cost field. This does not break out to the Unit cost. This might be done if the Inventory Unit/Measure is at a different break point than how the vendor issues the item.

For example, the Inventory system issues Xerox paper by the ream, but the vendor issues it by the case. When you are ordering from the vendor you order by the case. Zero the Unit Cost and enter the cost for the total number of cases you are ordering in the Extended Cost field.

10. By default the line item is Taxable. This identifies the line item is to be subject to tax. If the item is not to be taxed, click the check box to remove the check so that the item will not have tax calculated.

NOTE: The View button allows you to view the tax and other charges that are calculated by the system after the OK has been clicked.

The tax and other charges are not adjusted immediately. You must return to the Purchase Order Master Information screen before the tax and other charges will be calculated.

11. At this point in the entry process, you have two options:

• On the Purchase Order Detail Line Information screen, click the Add & Again button to continue entering line items before you enter account distributions.

1. A new Purchase Order Detail Line Information screen opens allowing you to add a new line item to the requisition. Repeat Steps 1 through 10.

2. Click the OK button when the final line item has been entered and return to the Purchase Order Master Information screen.

• Click the Add button to add account distributions. The Account number entry screen opens.

Entering Purchase Order Account Distribution Information

Only when using the Add button, follow the next steps when entering a YDQ requisition to enter account distribution information because the account to use is generally brought from the items Item Master record.

1. On the Account Number Entry screen enter the account dimensions you want to use.

2. Click the OK button.

Optionally click the Acct button and highlight the account you want to use from the Available Accounts list. Click the Select button.

TIP: Enter the Fund, Type, and GL Account prior to clicking the Acct button. This limits the list of accounts that display.

The Purchase Order Account Distribution screen opens.

3. In the Quantity field the default is the quantity entered on the Purchase Order Detail Line Information screen. You may enter a different quantity to be allocated to the selected account.

If you allocate less than the total quantity, the Amount is updated based upon the quantity indicated.

4. The Amount default is the total cost. It cannot be changed.

The Detail Amount, Accounting, and Balance update as distributions are allocated.

5. If you want to split the item between different accounts, enter the quantity to be allocated to the first account.

1. Click the OK button to return to the Purchase Order Detail Line Information screen.

2. Click the Add button to enter another account.

3. Select another account. Continue in this manner until the quantity is fully distributed.

6. At the top of both the Purchase Order Detail Line Information and Purchase Order Account Distribution for Detail Line Number screens, the system displays the calculated Detail Amount, Accounting, Balance, and Quantity fields.

• Detail Amount equals the total amount of the line item.

• Accounting equals the amount that has been distributed.

• Balance is the different between the Detail Amount and the Accounting amount. When Balance equals zero, all quantities have been distributed.

When you are finished entering detail items and the total amount for the purchase order has been assigned to one or more accounts, you see a summary of the accounting.

NOTE: The Asset Dtl button allows you to identify the line item as an item to be tracked as a Fixed Asset. For more information see the WESPaC Finance Fixed Asset User’s Guide.

7. Click the OK button.

If you are verifying funds, the Available Funds screen displays. This may be a warning or it may stop the use of the account selected. See WESPaC Financial Management Purchase Order Configuration User’s Guide, Verify Funds for more information.

• If stopped when funds are not available, click the OK button and select a different account.

• If warned that funds are not available, click either Yes to use the selected account or No to select a different account.

8. The Purchase Order Detail Line Information screen displays.

9. If entry is complete for the purchase order, click the OK button.

10. As you exit the purchase order entry process, on the Purchase Order Master Information screen notice that the Subtotal, Tax, and Total Amount fields have been completed by the system with the total of all detail lines within the purchase order.

If the purchase order amount does not match the total amount entered for all accounts, the program will alert you. You cannot end the account detail entry process if the amounts are not in balance.

When you are finished entering detail items and the total amount for the purchase order has been assigned to one or more accounts, you will see a summary of the accounting.

11. Click the OK button.

When entering YDQ purchase orders, the Current Inventory for Item appears at the bottom of the Purchase Order Detail Line Information screen.

This information is brought from the Inventory Item Master table. It displays the item’s current quantity on hand, quantity on order, quantity on backorder (in Inventory), quantity committed, any quantities already received on this purchase order, and the economical reorder point quantity.

This information can aid you in determining the quantity to order.

Version 01.04.07.0 &endash; 010232 PL 051904

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