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Contents |
Options are available on both the Requisition Entry and Purchase Order Entry screens. They are the same on either screen and include:
Change Lock Status
Options provide additional default settings, and other miscellaneous functions within the Purchasing module.
The Data Retention on Add feature allows the user to establish default field settings. These defaults are used complete the respective field during the requisition/purchase order entry process. These fields can be set to fill with the data from the last order entered or with preset default information.
NOTE: All fields for data retention are tied to the user’s security login and can therefore be set differently for each individual user.
Menu Path: Financial Mngmnt / PUrchasing / ReQuisitions or Purchase Orders
On the Requisition Entry or Purchase Order Entry screens, click the Options (?) button.
Select Data Retention on Add. The Data Retention on Add screen opens.
You have two methods to set a field for retention:
Click the Retain check box next to the corresponding field to retain. With the Retain box checked, the system completes the information for the corresponding field on the order based upon the last order entered.
Uncheck the Retain check box next to the corresponding field for which to set a default value. Set a Default Value for a field if you want the same value entered on the corresponding field every time you enter an order.
If neither is selected, the corresponding fields on the order are blank.
For example, set neither the Retain nor Default Value for Vendor if the Vendor changes with each order. If you use the same Ship To for all orders, set a Default Value. If you want to have the Ship Date retained from order to order during the day, check the Retain check box next to Ship Date.
Use the Lookup buttons to search for the corresponding value you want to assign to the field.
The following fields are available for Data Retention:
Batch &endash; This free form field allows the user to define a specific batch number to use on all requisitions/purchase orders.
Layout &endash; Select the options for the default layout. Each is a separate setting. See the YMA YDA YDQ NMA Summary Reference guide for more information.
Description
Vendor
Ship To
Attention To
Ship Date &endash; Using the drop down list, select
Current date to use the system date
Blank to leave the field blank during order entry.
Ship Via
Narrative
Click the OK button to return to the Requisition Entry or Purchase Order Entry screen. The settings are used the next time you add orders.
The Encumbered Detail option allows you to view the history of the encumbrances on a purchase order. Information is tracked by account used on the purchase order regarding the purchase order’s total amount, the amount encumbered, the amounts liquidated and the encumbrance balance. Also displayed are the Post Date and Time, the Source of the transaction, the Transaction amount, Description, Account Number, and Invoice Number (if available).
Requisitions are not encumbered, so the encumbered detail is not available for requisitions.
Menu Path: Financial Mngmnt / PUrchasing / Purchase Orders
On the Purchase Order Entry screen, click the Options (?) button.
Select Encumbered Detail. The Encumbered Detail screen opens.
Across the top of the screen, information about the selected purchase order displays including its description, its status and the encumbered balance.
The screen is split into two lists to allow you to view and track detailed information for different accounts within the same purchase order.
NOTE: You can move the columns as needed, however, they will return to the system defaults when you leave this screen. This works the same way as moving columns on an Excel spreadsheet.
The Accounts for this Purchase Order lists the account summary information by account number.
The Detail Encumbrance Activity lists the detail for the account highlighted in the Accounts for this Purchase Order list above.
Version 01.04.07.0 &endash; 010232 PL 051904