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Purchase Orders

Form ID: (PO301000)

On this form, you can view existing purchase orders, create new purchase orders, and add lines to purchase orders. You can compose a purchase order based on existing sales orders or by adding separate lines of different sales orders. Once an order has been saved, it can be approved, rejected, or canceled by any of the employees assigned to review this purchase order.

This form is available only if the Inventory and Order Management feature is enabled on the Enable/Disable Features (CS100000) form.

In This Topic [Hide/Show]

Back to TopForm Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.

Command Description
Approve Approves the current purchase order.This button is available if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.
Cancel Order Cancels the purchase order, which changes its status to Canceled.
This command cannot be used if the purchase order has associated purchase receipts.
An order with this status cannot be edited, and no receipts can be associated with it. You can later manually change its status to On Hold (by clicking the Reopen Order button) and edit the order.
Complete Order Completes the current purchase order when no more receipts are expected for the order.
Convert to Normal Removes the link to a sales order in the drop-ship purchase order (that is, the drop-ship purchase order from which the user linked the documents), cancels the drop-ship purchase order, creates another purchase order of the Normal type, and copies all lines from the originating drop-ship purchase order to the new purchase order of the Normal type with the corresponding Goods for IN or Non-Stock line types.The command is unavailable if the purchase order has at least one document applied.
Create Prepayment Request Creates a prepayment request linked to this purchase order and opens the Bills and Adjustments (AP301000) form with the new prepayment request—that is, with a document with the Prepayment type with relevant details from the purchase order inserted.
Create Sales Order Creates a sales order from a drop-ship purchase order.
Do Not Email Selects the Do Not Email check box (found on the Other tab) for the purchase order, to skip the step of emailing the purchase order.
Do Not Print Selects the Do Not Print check box (found on the Other tab) for the purchase order, to skip the step of printing the purchase order.
Email Purchase Order Emails (according to the settings of the PURCHASE ORDER mailing) the order to the vendor specified in this order. For more information, see Mailings for Customers.
Enter AP Bill Creates an accounts payable bill based on the current purchase order. This button opens the Bills and Adjustments (AP301000) form with a new accounts payable bill that has all the details copied from the purchase order.
Enter PO Receipt Creates a purchase receipt when the ordered items listed in this purchase order are received. This button opens the Purchase Receipts (PO302000) form with a new receipt that has all the details copied from the purchase order.
Generate Sales Order Creates an intercompany sales order in which the current branch is specified as the customer and the lines of the current purchase order are copied.This command is displayed only if the Inter-Branch Transactions feature has been enabled on the Enable/Disable Features (CS100000) form and the vendor specified in the purchase order is a related company or branch extended as vendor.
Hold Changes the status of the order to On Hold. You click this button when you want to make changes to the order or to pause its processing.
Print Purchase Order Opens the printable version of the Purchase Order (PO641000) report in a new tab of the browser.
Reassign Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
This command is available if the Approval Workflow feature is enabled on the Enable/Disable Features form.
Recalculate Prices Opens the Recalculate Prices dialog box, which you can use to specify the extent to which you want to refresh the prices and discounts for the document.
Reject Rejects the current purchase order. After an order has been rejected, you can change its status to On Hold, correct the order, and subject the order to approval again.This command is available if the Approval Workflow feature is enabled on the Enable/Disable Features form.
Remove Hold Changes the status of the order from On Hold to Open. You click this button when the order is ready for further processing.
Reopen Order Reopens the purchase order which changes its status to On Hold and makes it available for editing.This command is available if the purchase order has the Canceled, Completed or Closed status and is not linked to a change order. For information on how to reopen a purchase order linked to a change order, see Change Orders for Commitments: Commitment Reopening.
Unlink from Sales Order Removes the interconnection of the sales order and the drop-ship purchase order.The command is available if the purchase order has the Drop-Ship type and has values specified in the Sales Order Type and Sales Order Nbr. boxes in the Ship To section on the Shipping tab of the Purchase Orders (PO30100) form.
Validate Addresses Validates the account addresses through integration with a specialized third-party software or service. This command appears only if the Address Validation feature is enabled on the Enable/Disable Features form.
Vendor Details Opens the Vendor Details (AP402000) form, which displays the data related to the vendor from which the goods in this order have been ordered.
View Purchase Order Receipt and Billing History Opens the Purchase Order Receipt and Billing History (PO643000) report, which shows all purchase receipts, purchase returns, and accounts payable documents related to this purchase order.

Recalculate Prices Dialog Box

You use this dialog box to specify the settings to be used for updating prices and discounts for the document.

Column Description
Recalculate The way prices and discounts are recalculated. You can select one of the following options:
  • Current Line To recalculate prices and discounts for the selected line
  • All Lines: To recalculate prices and discounts for all lines
Set Current Unit Prices A check box that indicates (if selected) that the system must replace the item prices with the current prices in the selected line or all lines.
Override Manual Prices A check box that indicates (if selected) that the system must update the prices that have been modified manually (in the Unit Price or Ext. Price columns) with the current prices. After the manual prices are overridden in the document, the system clears the Manual Price check boxes in the appropriate document lines.
The check box is available for selection if the Set Current Unit Prices check box is selected.
Recalculate Discounts A check box that indicates (if selected) that when you click OK to exit the dialog box, the system will recalculate the discounts for the selected line or all lines. If the check box is cleared, the system will leave the discounts unchanged.
Override Manual Line Discounts A check box that indicates (if selected) that when you click OK to exit the dialog box, the system will remove the manual discounts for the selected line or all lines (depending on the option selected in the Recalculate box of the dialog box) and will search for the applicable automatic discounts. If the check box is cleared, the manual line discounts will remain unchanged in the document, and the system will apply automatic line discounts to document lines with no manual discount applied.
Override Manual Group and Document Discounts A check box that indicates (if selected) that when you click OK to exit the dialog box, the system will remove any manual group and document discounts from the document, and will search for applicable automatic group and document discounts. If the check box is cleared, the manual group and document discounts will remain unchanged in the document, and the system will apply automatic group and document discounts to the document.
Include Lines With Disabled Automatic Discounts A check box that indicates (if selected) that when you click OK to exit the dialog box, the system will include a line or lines of the sales order for which the Automatic Discounts Disabled check box is selected on the Details tab of this form to the recalculation of discounts. The check box will be cleared in lines with recalculated discounts.
The system will remove automatic and manual line discounts transferred from a blanket sales order and recalculate discounts for a line or all lines of the child order according to the option selected in the Recalculate box.
This check box appears only in sales orders with the Sales Order automation behavior.
This dialog box has the following button.
OK Closes the dialog box and applies the selected options.

Back to TopAddress Lookup Dialog Box

In this dialog box, you can add a new address, update an existing address, and fill in the missing address information in a record that has address settings. You can also search for the name of the company and select the company’s address. You can click the link to view the address in a new browser tab. If the address is correct, you can click Select to fill in the boxes in the Address section of the applicable form with the company location details. The addresses you can select from the list are limited to the countries specified for the address provider.

  • If needed, you can use only a keyboard to select an address in the dialog box. When the Address Lookup dialog box has been opened, the system moves the focus to the Enter a Location box. You enter the known part of the address in the box, select the address by using the arrow keys, and press Enter. Then you can check the address and press Enter to close the dialog box.
  • You can expand the size of the Address Lookup dialog box to see the map in a larger scale by dragging the edges or corners of the dialog box.

This dialog box is available only if the Address Lookup Integration feature is enabled on the Enable/Disable Features (CS100000) form and integration with a web map service has been set up as described in Integration with Web Map Services.

Element Description
Enter a Location A box for searching for the company’s address.
You can find the address by doing the following:
  • Find a company address by a postal code if no other address details are available: If you enter the postal code into this box, the system displays the address options with the cities and country (and the state, if the country has states) that are valid for the postal code.
  • Find a full address by a street address: If you enter the street address into this box and select the address, the system will fill in the country (and the state, if applicable), city, and postal code on the form.
The web service selected as an address provider on the Site Preferences (SM200505) form searches for the information that matches your search criteria and lists all the search results below this box. You can click the needed value in the list, and the web service populates the box with this value and displays the address in the map area.
Map area The area that displays the map, which takes most of the space of the dialog box. Depending on the address provider, Google Maps or Bing Maps can be used.
In this area, you can view the existing company location. If you click the Address Lookup button, the company address is shown in the dialog box as a location on the map.
This dialog box has the following buttons.
Select Closes the dialog box and populates the current section with the address details that you have selected in this dialog box.
Cancel Closes the dialog box and cancels the selection of the company address.

Back to TopReassign Approval Dialog Box

In this dialog box, you can specify the new approver to whom you want to reassign the selected record or records.

Element Description
New Approver The name of the employee to whom you want to reassign the selected record or records.
Ignore Approver’s Delegations A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegation set up for the current date.
If the check box is cleared and if the new approver is not available and has a delegation set up for the current date, the system will reassign the selected records to the delegate if the delegate is available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until it assigns an approver that has no active delegations set up for the current date or it detects a loop in the chain of delegations (in which case you will have to specify a different approver).
This dialog box has the following buttons.
Reassign Closes the dialog box and reassigns the selected record or records to the specified new approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
Cancel Closes the dialog box and cancels the reassignment of the selected record or records to a new approver.

Back to TopSummary Area

By using this area, you can enter summary information for a new purchase order. You can also find an existing purchase order by its order number and view its details.

Element Description
Type The type of the purchase order, which can be one of these options:
  • Normal: A purchase order for products and services that are purchased on credit or paid in cash. This is the most common type of purchase order.
  • Drop-Ship: A purchase order for goods that are delivered directly from the vendor to the customer. The list of items and the shipping instructions are copied automatically from drop-ship sales orders to the drop-ship purchase order.
    • This option appears only if the Drop Shipments feature is enabled on the Enable/Disable Features (CS100000) form.
  • Project Drop-Ship: A purchase order for goods that are delivered directly from the vendor to the job site. The purchase order of the Project Drop-Ship type is always created without a sales order.
    • This option appears only if the Projects feature is enabled on the Enable/Disable Features form and the PO check box is selected in the Visibility Settings section on the Projects Preferences form.
    This option appears only if the Projects feature is enabled on the Enable/Disable Features (CS100000) form.
  • Blanket: A purchase order for a large stock quantity that exceeds the quantity that is currently needed.This order reserves a particular quantity of the vendor’s inventory for the company’s future purchases.
    • This option appears only if the Blanket and Standard Purchase Orders feature is enabled on the Enable/Disable Features form.
  • Standard: A purchase order that includes the products purchased regularly in the same quantities from specific vendor and that can be processed repeatedly.
    • You can use an order of this type as a template for normal orders. You can create multiple normal purchase orders that are based on and related to the standard purchase order. To create one of these orders, you add the entire standard purchase order (or any number of lines from it) to a new normal purchase order and make any needed edits to the item quantities. Unlike blanket purchase orders, standard orders have no expiration date, and their status does not change to Closed when all products in the related normal orders are received. The quantities of items on standard orders do not update the items’ availability data.
    This option appears only if the Blanket and Standard Purchase Orders feature is enabled on the Enable/Disable Features form.
For more information, see Blanket Purchase Orders: General Information.
Order Nbr. The unique reference number of the purchase order, which the system assigns based on the numbering sequence assigned to purchase orders of this type, as specified on the Purchase Orders Preferences (PO101000) form.
Status The system-generated status of the purchase order, which can be one of the following options:
  • On Hold: The purchase order is a draft and can be edited manually.
  • Open: The order has been processed in accordance with the settings on the Purchase Orders Preferences form but has not been completed yet.
  • Pending Approval: The purchase order has not been approved by all the assigned persons. The purchase order’s assignment for approval is performed according to the approval map selected for orders of this type on the Purchase Orders Preferences (PO101000) form.
    • This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features form.
  • Rejected: The order was rejected by one of the persons assigned to approve it.
    • This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features form.
  • Pending Printing: Printing is required for the document but has not been performed yet. The purchase order should be printed if the Print Order option is selected for the vendor location.
  • Pending Email: Emailing is required for this document, but it has not been performed yet. The purchase order should be emailed if the Email Order option on the Vendors form is selected for the vendor location.
  • Completed: All the ordered goods have been received, but at least one item has not been billed in full.
  • Closed: All the ordered goods have been received and billed in full.
  • Canceled: The order has been canceled by a user invoking the Cancel Order command on the More menu. An order with this status cannot be edited, and purchase receipts cannot be based on it.
  • Awaiting Link: The drop-ship purchase order has at least one line with a stock or non-stock item that is not linked to a corresponding line of a sales order or at least one line has an inactive link.
    • This status can be assigned only to drop-ship purchase orders.
Approved A check box that indicates (if selected) that the purchase order has been approved. This element is available only if the Approval Workflow feature is enabled on the Enable/Disable Features form.
Date The date when the purchase order was created. All transactions included in this document will have this transaction date.
Promised On The date when the vendor promised that the items listed in the order will be received at their destination location.
Description A brief description of the purchase order.
Vendor The vendor from which the items will be purchased, by its ID. For transfer requests, it is a branch of your organization.
The list of vendors may be restricted based on the branch specified for the document. You can select a vendor whose settings permit the use of the branch selected in this document—that is, a vendor for which the Restrict Visibility To box on the Financial tab of the Vendors (AP303000) form is empty or contains the branch specified in this document (or the company or company group that contains the branch specified in this document).
Location The vendor location from which the items will be received.
This box appears on the form only if the Business Account Locations feature is enabled on the Enable/Disable Features form.
Owner The user name of the employee who is responsible for the purchase order.
Project The project with which the purchase order is associated.
This box appears on the form if the Projects feature is enabled on the Enable/Disable Features form and any of the following conditions is met:
  • The Require Single Project per Document check box is selected on the General tab of the Accounts Payable Preferences (AP101000) form.
  • The Project Drop-Ship option is selected in the Type box on the current form.
Currency The currency the purchase order will be paid in.
Vendor Ref. The reference number of the vendor document related to this purchase order. This element is required if the Require Vendor Reference check box is selected on the Accounts Payable Preferences (|AP101000) form.
Line Total The total sum of the Extended Amount entries for all lines in the current purchase order. This value is calculated by the system and users cannot manually change it.
Discount Total The total discount of the document, calculated as the sum of discounts on the Discounts tab. If the Vendor Discounts feature is disabled on the Enable/Disable Features (CS100000) form (and the Discounts tab is hidden), you can enter a manual document-level discount. The manual discount has no discount code or sequence and is not recalculated by the system. If the manual discount needs to be changed, you have to correct it manually.
VAT Exempt Total The document total that is exempt from VAT. This total is calculated as the taxable amount for the tax with the Include in VAT Exempt Total check box selected on the Taxes form.
This box is available only if the VAT Reporting feature is enabled on the Enable/Disable Features form.
VAT Taxable Total The document total that is subjected to VAT. The VAT taxable amount will be displayed in this box only if the Include in VAT Taxable Total check box is selected for the applicable tax on the Taxes (TX205000) form. If the check box is cleared, this box will be empty.
If the document contains multiple transactions with different taxes applied and each of the applied taxes has this check box selected, the taxable amount calculated for each line of the document will be added to the VAT Taxable Total box of the document.
This box is available only if the VAT Reporting feature is enabled on the Enable/Disable Features form.
Tax Total The total tax amount for all lines added to the current purchase order. This value, also calculated by the system, is the sum of the tax amounts for each line.
Retainage Total The total retainage amount for all lines added to the current purchase order, including retained taxes. This value is the sum of the Retainage Amount and Retained Tax values of purchase order lines.
This box appears on the form only if the Retainage Support feature is enabled on the Enable/Disable Features form and the Apply Retainage check box is selected on the Other tab for the purchase order.
Order Total The total sum for the purchase order, including taxes. This read-only value is the sum of the Line Total, Tax Total and Retainage Total values.
Control Total The order’s total amount (including taxes), which you must enter manually when you attempt to save the order with the Balanced status.
This box appears on the form only if the validation of purchase orders is required, as specified on the Purchase Orders Preferences (PO101000) form.

Back to TopDetails Tab

The Details tab has a table with detailed information about the inventory items to be purchased in the purchase order.

When creating a new order, you can import the order details from a file in .xlsx or .csv format.

Table Toolbar

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Button Description
Add Items Opens the Inventory Lookup dialog box, in which you can find a stock item in the list of existing stock items at a selected warehouse and include this item in the current document.
Add Matrix Items Opens the Add Matrix Item: Table View dialog box, in which you select matrix items to be added to the order.
Add Project Item Opens the Add Project Items dialog box, in which you select a cost budget line of a project for which you want to process a project commitment. The system will add a purchase order line and copy the project budget key of the selected cost budget line (Inventory ID, Project, Project Task, and Cost Code) to the purchase order line.This button appears on the toolbar only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.
Add Blanket PO Opens the Add Purchase Order dialog box, so that you can select an existing purchase order with the Open status and include it in the current document.
This button appears on the toolbar only if the Blanket and Standard Purchase Orders feature is enabled on the Enable/Disable Features form and the current purchase order has the Normal or the Drop-Ship type.
Add Blanket PO Line Opens the Add Purchase Order Line dialog box, from which you can select lines that are not completed from an existing purchase order and include them in the current document.
This button appears on the toolbar only if the Blanket and Standard Purchase Orders feature is enabled on the Enable/Disable Features form and the current purchase order has the Normal or the Drop-Ship type.
View SO Demand Opens the Demand dialog box, which displays open sales order lines linked to this purchase order.
This button appears on the toolbar only if the current purchase order has the Normal type.
This button is available only if the current purchase order was automatically generated for sales order lines with the Mark for PO check box selected and with the Purchase to Order option selected in the PO Source column on the Details tab of the Sales Orders (SO301000) form.

Shortcut Menu

If you right-click within the rows of a table, the system opens a shortcut menu. Most of the commands you see in the menu are duplicates of commands on the More menu. The unique menu commands are listed below.

Button Description
Insert Row Inserts a blank row above the row that is currently selected in the table.
Cut Row Copies the selected row or rows to the clipboard.
Insert Cut Row Inserts the row or rows that have been copied to the clipboard above the currently selected row or rows.

Table Columns

Column Description
Branch The branch to receive the item.
Inventory ID The identifier of the item. You can select non-stock items as well as stock items. Stock items are defined on the Stock Items (IN202500) form, while non-stock items are configured by using the Non-Stock Items (IN202000) form.
You can also enter the alternate ID in this box; the system will search for the corresponding stock or non-stock item, and replace the alternate ID you entered with the inventory ID.
Subitem The subitem code of the variety of the item with this inventory ID. If the value in the Qty. on Receipts column is greater than zero or if there are any unreleased receipts linked to this order line, you cannot change the subitem for this line.
This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features form.
The Inventory Subitems check box has been removed from the Enable/Disable Features form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your Acumatica support provider.
Line Type The type of the purchase order line, which can be one of the following options:
  • Goods for IN: This line is a stock item not linked to any sales order.
  • Non-Stock: This line is a non-stock item for which the Require Receipt check box is selected on the Non-Stock Items form.
  • Service: This line type is a non-stock item for which the Require Receipt check box is cleared on the Non-Stock Items form.
  • Freight: This line is a freight expense to be posted directly to an expense account without allocation. The default freight expense account is specified in the Freight Expense Account element on the Purchase Orders Preferences (PO101000) form.
    		• If you need to allocate the freight expenses, add them as landed costs.
  • Goods for SO: This line is linked to a sales order line marked for purchasing.
  • Non-Stock for Drop-Ship: This line is linked to a sales order line marked for drop-shipment.
    • This option is available for a non-stock item for which the Require Receipt check box is selected on the Non-Stock Items form.
  • Drop-Ship: This line is linked to a sales order line marked for drop-shipment.
  • Goods for RP: This line is intended for replenishment.
  • Description: This is an informational line (text line).
  • Goods for MFG: The line is linked to a production order. When the item is received, it is allocated to the production order.
  • Non Stock for MFG: The line is linked to a production order.
    • This option is available for a non-stock item for which the Require Receipt check box is selected on the Non-Stock Items form.
  • Goods for Project: This line is a stock item in a project drop-ship purchase order.
  • Non-Stock for Project: This line is a non-stock item in a project drop-ship purchase order, and for the item, the Require Receipt check box is selected on the Non-Stock Items form.
Warehouse The warehouse to receive the item listed in this line of the order.
By default, the system specifies the warehouse in a newly added line based on the option selected for this purchase order in the Shipping Destination Type box on the Shipping tab of this form:
  • If Warehouse is selected, the system copies the warehouse specified on the Shipping tab.
  • If Branch is selected, the system copies the warehouse from the settings of the item specified in the line—that is, from the Default Warehouse box on the General tab of the Stock Items or Non-Stock Items form.
This column is available only if the Multiple Warehouses feature is enabled on the Enable/Disable Features form.
This column is hidden in project drop-ship orders.
Line Description A description of the purchase order line, which is copied from the item’s description.
UOM The unit of measure (UOM) in which the quantity of the item is specified. If the value in the Qty. on Receipts column is greater than zero, you cannot change the UOM for this line.
Order Qty. The quantity of the item that has been ordered, expressed in the unit of measure specified in the UOM column.
Qty. on Orders The sum of the following quantities of the item in all lines of the related child orders, which are specified for those orders on the Details tab of the current form:
  • The sum of the item’s quantities in the Order Qty. column for all incomplete lines and lines with the Service type
  • The sum of the item’s quantities in the Qty. on Receipts column for all completed lines
This column appears only if the purchase order has the Blanket type.
Blanket Open Qty. The quantity of the item in the Order Qty. column minus the quantity in the Qty. on Orders column in a line of a blanket purchase order.
This column appears only if the purchase order has the Blanket type.
Qty. on Receipts If the purchase order has the Normal type, the quantity of the item that has been received in all related purchase receipts, including the unreleased returns, minus the items that have been returned in all related purchase returns, including the unreleased returns.
If the purchase order has the Blanket type, this quantity is calculated as the sum of the quantities of the item in this column in the related lines of all child orders that have been created for this blanket purchase order.
Unit Cost The cost per UOM of the inventory item. If you had entered the unit cost (vendor price) manually and saved the document, the value will not be updated by the system when you change the document date. If you want to replace this value by the vendor price currently available for the item, use the Recalculate Prices command.
Ext. Cost The extended cost of the item, which is the unit cost multiplied by the quantity. If you had entered the extended cost manually and saved the document, the value will not be updated by the system when you change the document date. If you want the extended cost to be recalculated automatically based on the applicable vendor price, use the Recalculate Prices command.
Discount Percent If the Vendor Discounts feature is not enabled on the Enable/Disable Features form, the percent of the discount that has been entered manually or calculated based on the discount amount entered manually for this line item.
If the Vendor Discounts feature is enabled on the Enable/Disable Features form, the percent of the line-level discount that has been applied manually or automatically. If the Manual Discount check box is selected, you can enter the percent manually and the discount amount will be calculated automatically.
Discount Amount If the Vendor Discounts feature is not enabled on the Enable/Disable Features form, the amount of the discount that has been specified manually or calculated based on the discount percent entered manually.
If the Vendor Discounts feature is enabled on the Enable/Disable Features form, the amount of the line-level discount that has been applied manually or automatically to this line. If the Manual Discount check box is selected, you can enter the discount amount manually and the discount percent will be calculated automatically.
Manual Discount A check box that indicates (if selected) that the discount has been applied manually. With this check box selected, you can enter either the discount percent or the discount amount, or you can select the discount code of one of the discounts intended for manual application.
Discount Code The code of the line discount that has been applied to this line automatically.
This column appears in the table only if the Vendor Discounts feature is enabled on the Enable/Disable Features form.
Discount Sequence The identifier of a discount sequence that has been applied to this line.
The column is hidden by default and available only if the Vendor Discounts feature is enabled on the Enable/Disable Features form.
Retainage Percent The percent of the retainage amount to be retained from the line amount. The default percent value is copied to each newly added purchase order line from the Retainage Percent box on the Other tab.
This column appears in the table only if the Retainage Support feature is enabled on the Enable/Disable Features form and the Apply Retainage check box is selected for the current purchase order.
Retainage Amount The amount to be retained from the line amount.
This column appears in the table only if the Retainage Support feature is enabled on the Enable/Disable Features form and the Apply Retainage check box is selected for the current purchase order.
Prepaid Qty. The quantity of items that were prepaid.
Prepaid Amount The amount of payment in advance for the line.
Amount The amount calculated (after the discount has been taken) for the item.
If the Retainage Support feature is enabled on the Enable/Disable Features form and the current purchase order is subject to retainage (that is, the Apply Retainage check box is selected for the purchase order), you should specify the Retainage Amount for the line instead of correcting the Amount manually. The system will automatically subtract the specified retainage amount from the line amount.
Alternate ID The alternate ID used for this inventory item-subitem pair by the vendor.
For more information on using alternate IDs, see Item Cross-References.
Min. Receipt (%) The minimum quantity of the item, expressed as a percentage of the ordered quantity, that is required for the item to be accepted at the warehouse if the Receipt Action is Rejected. A larger quantity can be accepted as long as its percentage of the ordered quantity is less than the percentage specified as Max. Receipt (%).
The default value is specified for the vendor on the Vendors (AP303000) form.
Max. Receipt (%) The maximum quantity of the item, expressed as a percentage of the ordered quantity, that is required for the item to be accepted at the warehouse if the Receipt Action is Rejected. If a larger quantity arrives, the item will not be accepted. A smaller quantity can be accepted as long as its percentage of the ordered quantity is greater than the percentage specified as Min. Receipt (%).
The default value is specified for the vendor on the Vendors form.
Complete On (%) The minimum percentage of the ordered quantity for the inventory item that must be received to complete the purchase order line.
The default value of this column is copied from the Threshold Receipt (%) setting of the vendor on the Vendors form.
Receipt Action The action that should be perform when the ordered item is received if its quantity is greater than the Max. Receipt value or less than the Min. Receipt value calculated based on the line’s ordered quantity. The following options are available:
  • Reject: The item specified in this line of the purchase order will be rejected.
  • Accept but Warn: The item specified in this line of the purchase order will be accepted, but the system will display a warning.
  • Accept: The item will be accepted.
Tax Category The tax category assigned to the ordered inventory item.
Account The expense account used to record the purchased non-stock item.
If a project is selected in the line, the specified account must be mapped to an account group.
The system determines the expense account by using the following rules:
  • For a line with a non-stock item that does not require receipt (an item with the Service line type), this is the account specified in the COGS/Expense Account box on the GL Accounts tab of the Non-Stock Items form.
  • For a line with a non-stock item that requires receipt (an item with the Non-Stock Item line type), this is the account specified for the source, which is selected in the Use COGS/Expense Account From box on the Posting Classes form for the item's posting class. This account is debited on the release of an inventory receipt.
  • For a line with a stock item (an item with the Goods for IN line type), the column is empty.
  • For a line of a project drop-ship purchase order, this is the account defined by the settings specified for a project in the Use Expense Account From box on the Defaults tab of the Projects (PM301000) form.
  • For a line with a non-stock item for which the Accrue Cost check box is cleared on the Price/Cost tab of the Non-Stock Items form, this is the account specified in the Expense Account box on the GL Accounts tab of the Vendor Locations (AP303010) form, if the vendor of the document has been extended from a company or branch and on the Accounts Payable Preferences (AP101000) form, Vendor Location is selected in the Use Intercompany Expense Account From box.
Description The description of the account used.
Sub. The subaccount used to record the purchased non-stock item, which the system determines as follows:
  • For a non-stock item that does not require receipt (an item with the Service line type), this is the subaccount that is generated in accordance with the rule defined in the Combine Expense Sub. From box of the Accounts Payable Preferences (AP101000) form.
  • For a non-stock item that requires receipt (an item with the Non-Stock Item line type), this is the subaccount that is generated in accordance with the rule specified in the Combine Expense Sub. From box on the Accounts Payable Preferences form.
    • If the subaccount mask associated with the non-stock item—that is, I— is selected in the Combine Expense Sub. From box on the Accounts Payable Preferences form, the subaccount is generated according to the rule which is specified in the Use COGS / Expense Account From box on the Posting Classes form for the posting class of the non-stock item.
  • For a line with a stock item (an item with the Goods for IN line type), the column is empty.
  • For a line of a project drop-ship purchase order, this is the account defined by the value specified for the project in the Combine Expense Sub. From box on the Defaults tab of the Projects (PM301000) form.
  • If the vendor specified in the purchase order is the supplied-by vendor, the system uses the subaccount of the pay-to vendor as the value for the segment in which L is specified (which in this case indicates the subaccount associated with the vendor location) in the combined subaccount mask. For more information about relations between supplied-by and pay-to vendors, see Managing Vendor Relations.
Accrual Account The accrual account to record the item amount on the purchase order; this account is used for stock items and non-stock items for which a receipt is required.
The account selected in this box should be configured as a control account for the purchase orders subledger. That is, for this account, PO should be selected in the Control Account Module column on the Chart of Accounts (GL202500) form. For more information on control accounts, see Control Accounts: General Information.
Accrual Sub. The subaccount used to record the item amount on the purchase order; this subaccount is used for stock items and non-stock items for which a receipt is required.
Project The project with which this purchase order line is associated, or the non- project code if this line is not associated with any project.
You can move the column to the top-left position in the table and start the data entry from this column. If you change or clear the inventory item, account, subaccount, or warehouse in a line, the system does not change the project, project task, and cost code in the line.
The column is shown if the Project Accounting feature is enabled on the Enable/Disable Features form and the PO check box is selected in the Visibility Settings section of the Projects Preferences form.
Project Task The project task with which this purchase order is associated. If you select a project that has the default project task, this project task is automatically populated in the column.
The column is shown if the Project Accounting feature is enabled on the Enable/Disable Features form and the PO check box is selected in the Visibility Settings section of the Projects Preferences form.
Cost Code The cost code with which this document is associated to track project costs and revenue.
The column is shown if the Cost Code feature is enabled on the Enable/Disable Features form.
Requested The date when the item was requested.
Promised The date when the item’s delivery was promised.
Completed A check box that indicates (if selected) that the purchasing of the item requested by this line of the purchase order has been completed. Completed lines are not added to a purchase receipt created for the purchase order.
Canceled A check box that indicates (if selected) that this line of the purchase order has been canceled.
Closed A check box that indicates (if selected) that this line of the purchase order has been fully received and billed. Closed lines are not added to an accounts payable bill created for the purchase order.
Billed Qty. The total quantity of goods (in the purchase order line) for which at least one related AP bill has been prepared.
Billed Amount The total amount of goods (in the purchase order line) for which at least one related AP bill has been prepared.
Unbilled Qty. The total quantity of goods (in the purchase order line) for which no related AP bill has been prepared yet.
Unbilled Amount The total amount of goods (in the purchase order line) for which no related AP bill has been prepared yet.
Billing Based On The document the bill is to be prepared based on.
The column displays Order if the Allow AP Bill Before Receipt check box is selected for the order on the Other tab; otherwise, the column displays Receipt.
Order Type The order type this order is related to (if the current order is a normal order based on a blanket or standard order).
Order Nbr. The reference number of the blanket or standard order (if the current order is a normal order based on a blanket or standard order).
Line Order The order number of the document line. The system regenerates this number automatically when you reorder the lines in the table.
Base Order Qty. The quantity of the item ordered, expressed in the base unit of measure. This quantity is used for calculating discounts if the Base UOM option is selected in the Apply Quantity Discounts To box on the Price/Discount Settings tab of the Accounts Payable Preferences form.
Expired Compliance A check box that indicates (if selected) that at least one expired compliance document is related to this document line. If the check box is cleared, there are no expired compliance documents related to the line.This column is available only if the Construction feature is enabled on the Enable/Disable Features form.
Sales Order Nbr. The number of the sales order that was created for the drop-ship purchase order. The number is a link you can click to view the sales order on the Sales Orders form.The system automatically specifies this number when you create a drop-ship purchase for a sales order or a sales order for a drop-ship purchase order.
Sales Order Line Nbr. The number of the sales order line to which the purchase order line is linked. This is the number displayed in the Line Nbr. column of the Details tab of the Sales Orders.The system automatically specifies this number when you create a drop-ship purchase for a sales order or a sales order for a drop-ship purchase order.
SO Linked A check box that indicates whether this line of the drop-ship purchase order has an active link to a line of the sales order. The system selects this check box (and thus considers the link active) when you create a drop-ship purchase order for the sales order.When a line of a drop-ship purchase order is linked to a line of a sales order—that is, the SO Linked check box is selected—you cannot change the details of this line.

Inventory Lookup Dialog Box

The Inventory Lookup dialog box provides information on the availability of the vendor’s item or items at your company’s warehouses; you can add the appropriate quantity of the item to the document if needed. To find an item or items, you can type a string from its inventory ID, alternate ID, or description in the Inventory box, or a string from its barcode in the Barcode box.

This dialog box includes the following elements.

Element Description
Inventory A box you can use to search for a particular item or items by a string that is a part of the inventory IDs of the items you want to find.
Barcode A string that represents the barcode of the items you want to find.
Only Vendor’s Items A check box that you select for the search to be performed on only items that are associated with the vendor selected in this document.
Warehouse The warehouse where the item you want to find is stored. You can leave the box blank to view information for all warehouses.
This box appears in the dialog box only if the Multiple Warehouses feature is enabled on the Enable/Disable Features form.
Item Class The item class of the item for which you want to view the availability information.
Subitem The subitem of the item for which you want to view the availability information.
This box appears in the dialog box only if the Inventory Subitems feature is enabled on the Enable/Disable Features form.
The Inventory Subitems check box has been removed from the Enable/Disable Features form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your Acumatica support provider.
The dialog box also has a table where the inventory items matching your selection criteria are listed. The table has the following columns. The table toolbar includes only standard buttons. For the list of standard buttons, see Tables.
Included An unlabeled check box that you can select to add the selected item to the current document.
Qty. Selected The quantity of the item you want to add to the current document.
Inventory ID The unique identifier of the stock item.
Subitem The subitem code for the variation of the stock item (particular size, color, brand, or material), if subitems are used in your system.
This column appears only if the Inventory Subitems feature is enabled on the Enable/Disable Features form.
The Inventory Subitems check box has been removed from the Enable/Disable Features form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your Acumatica support provider.
Description A description of the item.
Purchase Unit The purchase unit of the item.
Qty. Available The quantity of the inventory item currently available at the warehouse.
Qty. On Hand The quantity of the inventory item currently on hand at the warehouse.
Qty. PO Orders The quantity of the stock item specified on existing purchase orders.
Qty. PO Receipts The quantity of the stock item specified on purchase receipts.
Alternate ID The alternate identifier used for the this item-subitem pair.
This column becomes populated only after you have typed any string in the Inventory box and the system has performed a search for the items with inventory IDs and alternate IDs that match the string.
Alternate Type The type of the alternate ID; it can be Vendor Part Number, Customer Part Number, Barcode, or Global.
The dialog box has the following buttons.
Add Adds the selected stock items (those with the Included check boxes selected) to the current purchase order.
Add & Close Adds the selected stock items (those with the Included check boxes selected) to the current purchase order and closes the dialog box.
Cancel Cancels the changes and closes the dialog box without adding any stock items to the current purchase order.

Add Matrix Item: Table View

In this dialog box, you can select both existing and non-existing matrix items to be added to the document by specifying attribute values in the table. The system creates matrix items with new combinations of attributes when adding the items to the document.

You must use either the table view or matrix view to select the matrix items to be added to the document. If you select the items in the table view and then switch to the matrix view, the selection of items in the table view will be discarded.

Element Description
Selection Area
Template ID The identifier of the template item whose attributes are displayed in the table columns.
Description The description of the template item.
The value of this box is read-only and copied from the Description box of the Template Items (IN203000) form.
Warehouse The warehouse where the items are stored.
This box is available only if the Multiple Warehouses or Multiple Warehouse Locations feature is enabled on the Enable/Disable Features form (or both features are enabled).
In the table, you can select matrix items by specifying attribute values and enter the quantity for each item. The table contains columns displayed for any template item selected in the Template ID box and columns with attribute values that are specific for the template item.
The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Quantity The quantity of the matrix item to be added to the document.
Inventory ID The identifier of the matrix item.
For an existing item, this value is copied from the Inventory ID box of the Stock Items (IN202500) or Non-Stock Items (IN202000) form (depending on whether the item is a stock or non-stock item). For a new item, the identifier is generated based on the settings specified on the Attribute Configuration tab of the Template Items form.
Description The description of the matrix item.
For an existing item, this value is copied from the Description box of the Stock Items (IN202500) or Non-Stock Items (IN202000) form (depending on whether the item is a stock or non-stock item). For a new item, the description is generated based on the settings specified on the Attribute Configuration tab of the Template Items form.
New A read-only check box that indicates (if selected) that the item with the selected combination of attribute values does not exist in the system and will be created automatically when you click Add and Close.
Stock Item A read-only check box that indicates (if selected) that the matrix item is a stock item. If the check box is cleared, the matrix item is a non-stock item.
Default Price The default price of the matrix item.
For an existing item, this value is copied from the Default Price box of the Price/Cost Info tab of the Stock Items or Non-Stock Items form (depending on whether the item is a stock or non-stock item). For a new item, the default price is based on the settings on the Price/Cost Info tab of the Template Items form.
Item Class The item class to which the matrix item is assigned.
The value of this box is copied from the Item Class box of the General tab on the Template Items form.
Tax Category The tax category to which the matrix item is assigned.
The value of this box is copied from the Tax Category box of the General tab on the Template Items form.
The dialog box has the following buttons.
Open Matrix View Opens the Add Matrix Item: Matrix View dialog box.
You must use either the table view or matrix view to select the matrix items to be added to the document. If you select the items in the table view and then switch to the matrix view, the selection of items in the table view will be discarded.
Add and Close Adds the selected matrix items to the document and closes the dialog box.
Cancel Cancels the changes and closes the dialog box.

Add Matrix Item: Matrix View Dialog Box

In this dialog box, you select existing matrix items to be added to the document in the matrix view. In addition, you can view availability details for each item.

Element Description
The Selection area of the dialog box has the following elements.
Template ID The identifier of the template item whose matrix items are displayed in the Matrix table.
Column Attribute ID The attribute identifier to be used in matrix columns. By default, the system copies the value of the Default Column Attribute ID box on the Template Items (IN203000) form to this box.
Row Attribute ID The attribute identifier to be used in matrix rows. By default, the system copies the value of the Default Row Attribute ID box on the Template Items (IN203000) form to this box.
Display Availability Details A check box that you select to display the availability details of each matrix item in the footer of the Matrix table. To view the details, you click the cell of the matrix item.
Warehouse The warehouse where matrix items are stored.
This box appears only if the Multiple Warehouses feature is enabled on the Enable/Disable Features (CS100000) form.
Additional Attributes table A table that displays attributes that were assigned to the template item in the Attributes table on the Attribute Configuration tab of the Template Items (IN203000) form and were not selected as column or row attributes. For each attribute, you select the value that the system will use to display matrix items.
Matrix table A table that displays the values of the attributes that you have selected in the Column Attribute ID and Row Attribute ID boxes in columns and rows of the matrix correspondingly. In the cells of the matrix that display the 0.00 value by default, you can specify the quantity of the matrix item to be added to the document. An empty cell value means that the item does not exist in the system.
The dialog box has the following buttons.
Open Table View Opens the Add Matrix Item: Table View dialog box.
Add and Close Adds the selected matrix items to the document and closes the dialog box.
Cancel Cancels the changes and closes the dialog box.

Add Project Items Dialog Box

This dialog box, which the system opens when you click Add Project Item on the table toolbar, shows the list of cost budget lines of the project. In this dialog box, you can select specific cost budget lines for which you want to process project commitments. For each project budget line that is selected in the dialog box, when you click Add Lines or Add Lines & Close, the system will add a line to the document and copy the project budget key (that is, the Inventory ID, Project, Project Task, and Cost Code values) to the corresponding document lines.

Column Description
The Selection area of the dialog box has the following element.
Project The identifier of the project whose cost budget lines you need to add to the document.This box appears only if the Require Single Project per Document check box is cleared on the Accounts Payable Preferences (AP101000) form. If the Require Single Project per Document check box is selected, the box does not appear; the table lists the cost budget lines of the project specified for the subcontract in the Summary area of the current form.
In the table, you can select cost budget lines of the project.
The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Included An unlabeled check box that you select to add this cost budget line to the document if you then click Add Lines or Add Lines & Close.
Project Task A task of the project.
Inventory ID The inventory item that is associated with the cost budget line.
Cost Code The cost code that is associated with the cost budget line.
The column is shown if the Cost Code feature is enabled on the Enable/Disable Features (CS100000) form.
Account Group The account group to which the expense account is mapped.
Description The description of the cost budget line.
UOM The unit of measure of the cost budget line.
Unit Rate The cost of the specified unit of the cost budget line.
Original Budgeted Quantity The original budgeted quantity of the cost budget line.
Original Budgeted Amount The original budgeted amount of the cost budget line.
Revised Budgeted Quantity The revised budgeted quantity of the cost budget line if the original budget quantity has been revised for the project after the initial budgeting.
Revised Budgeted Amount The revised budgeted amount of the cost budget line if the original budget amount has been revised for the project after the initial budgeting.
Budgeted CO Quantity The total quantity of the lines of released change orders that are associated with the cost budget line.
Budgeted CO Amount The total amount of the lines of released change orders that are associated with the cost budget line.
Revised Committed Quantity The total revised quantity of the commitments that are associated with the cost budget line.
Revised Committed Amount The total revised amount of the commitments that are associated with the cost budget line.
Committed Received Quantity The total received quantity of the commitments that are associated with the cost budget line.
Committed Invoiced Quantity The total invoiced quantity of the commitments that are associated with the cost budget line.
Committed Invoiced Amount The total invoiced amount of the commitments that are associated with the cost budget line.
Committed Open Quantity The total open quantity of the commitments that are associated with the cost budget line.
Committed Open Amount The total open amount of the commitments that are associated with the cost budget line.
Actual Quantity The total quantity of the released project transactions that correspond to the cost budget line.
Actual Amount The total amount of the released project transactions that correspond to the cost budget line.
Actual + Open Committed Amount The sum of the Actual Amount and Committed Open Amount values.
Variance Amount The difference between the Revised Budgeted Amount and Actual + Open Committed Amount values.
Performance (%) The task performance measure, which the system estimates as the percentage of the actual amount of the revised budgeted amount.
Auto Completed (%) A check box that indicates (if selected) that the Completed (%) of the corresponding task is calculated automatically, based on the completion method of the task, which is specified on the Project Tasks (PM302000) form.
Last Cost to Complete The value of the Cost to Complete column before the most recent change was made to it.
Cost to Complete The current projected amount that is required to complete the cost budget line.
Last Percentage of Completion The value of the Percentage of Completion column before the most recent change was made to it.
Percentage of Completion The current approximate percentage of project completion that corresponds to the cost budget line.
Last Cost at Completion The value of the Cost at Completion column before the most recent change was made to it.
Cost at Completion The current projected total cost amount of the cost budget line.
Revenue Task The task associated with the corresponding revenue budget line. This task is shown for informational purposes.
Revenue Item The inventory item associated with the corresponding revenue budget line. This item is shown for informational purposes.
The dialog box has the following buttons.
Add Lines Adds the selected cost budget lines to the document. The dialog box remains open.
Add Lines & Close Adds the selected cost budget lines to the document and closes the dialog box.
Cancel Cancels any selections you have made and closes the dialog box.

Demand Dialog Box

You use this dialog box to view the lines of open sales orders that list the stock item selected in the current purchase order. This dialog box is available only if the current purchase order was automatically generated for sales order lines with the Mark for PO check box selected and with the Purchase to Order option selected in the PO Source column on the Details tab of the Sales Orders (SO301000) form.

Column Description
Order Type The type of the sales order.
Order Nbr. The reference number of this sales order.
Requested The date of the customer’s document or the date when the customer requested the item.
Customer The customer who requested the item.
Warehouse The warehouse from which the item was requested.
Orig. UOM The unit of measure used for the item on the sales order.
Orig. Quantity The quantity of the item requested on the sales order in the specified units of measure.
UOM The unit of measure used for the item on the purchase order.
Quantity The quantity of the item on purchase order in the specified units of measure.
Active A check box that (if selected) indicates that this order is not yet completed.
The dialog box has the following button.
Close Closes the dialog box.

Add Purchase Order Dialog Box

The Add Purchase Order dialog box displays a table showing the existing purchase orders for the vendor specified for this purchase order. You can select any number of orders of the Standard or Blanket type to include them in the current purchase order if its type is Normal. (For purchase orders of types other than Normal, adding a purchase order is not supported.)This dialog box is available only if the Blanket and Standard Purchase Orders feature is enabled on the Enable/Disable Features form.

Column Description
Included An unlabeled check box that you select to add the selected purchase order to the current document.
Type The type of purchase order to be added to the current order.
Order Nbr. The reference number of the purchase order to be added to the current one.
Date The date when the added purchase order was created.
Expired On The expiration date of the added purchase order, if it is the Blanket type.
Status The status of the purchase order.
Currency The currency of the purchase order.
Order Total The total value of the purchase order.
Vendor Ref. The vendor reference number specified for the purchase order.
Terms The credit terms of the purchase order.
Description The description specified for the purchase order.
Open Qty. The quantity of the ordered items yet to be received for the purchase order.
Open Amt. The corresponding amount calculated for the ordered but not yet received item quantity.
The dialog box has the following buttons.
Save Adds the selected purchase orders and closes the dialog box.
Cancel Cancels your changes and closes the dialog box.

Add Purchase Order Line Dialog Box

You use this dialog box to add a line—or multiple lines—from an existing purchase order to the current purchase order, as long as both orders have the same vendor.

This dialog box is available only if the Blanket and Standard Purchase Orders feature is enabled on the Enable/Disable Features form. This dialog box is available from only a purchase order of the Normal type, and you can add lines from only Standard or Blanket purchase orders.

The Add Purchase Order Line dialog box provides the following elements for selecting a purchase order whose lines you want to add to the current purchase order.

Element Description
Type The type of purchase order from which lines may be added: Blanket or Standard.
Order Nbr. The reference number of the purchase order from which lines are to be added.
This dialog box also has a table that lists the purchase order lines. It includes the following columns.
Included An unlabeled check box that you select to include the selected purchase order line in the current document.
Line Type The type of this purchase order line.
Inventory ID The inventory ID of the ordered item.
Subitem The subitem of the item, if subitems are used in your system.
This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features form.
The Inventory Subitems check box has been removed from the Enable/Disable Features form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your Acumatica support provider.
UOM The unit of measure of the inventory item on the purchase order line.
Order Qty. The quantity of the item that has been ordered.
Open Qty. The quantity of the item yet to be received according to the purchase order line.
Line Description The description of the purchase order line.
Min. Receipt (%) The minimum quantity of the item, expressed as a percentage of the ordered quantity, that is required for the item to be accepted at the warehouse. If a smaller quantity arrives, the item will not be accepted. A larger quantity can be accepted as long as its percentage of the ordered quantity is less than the percentage specified as the Max. Receipt (%) value.
Max. Receipt (%) The maximum quantity of the item, expressed as a percentage of the ordered quantity, that is required for the item to be accepted at the warehouse. If a larger quantity arrives, the item will not be accepted. A smaller quantity can be accepted as long as its percentage of the ordered quantity is greater than the percentage specified as the Min. Receipt (%) value.
Receipt Action The action the user should perform on receipt of the ordered item if the received quantity is greater than the Max. Receipt value or less than the Min. Receipt value: Reject, Accept but Warn, or Accept
The dialog box has the following buttons.
Save Adds the selected purchase order lines and closes the dialog box.
Cancel Cancels any changes and closes the dialog box.

Back to TopTaxes Tab

The Taxes tab has a table that holds information related to the taxes to be paid on the purchase of the ordered items.

Correcting taxes in a purchase order does not affect the taxes in AP bills created from this purchase order. The taxes for each bill prepared from a purchase order or purchase receipt are calculated when the bill is created based on the tax settings of this bill.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Tax ID The identifier of the specific tax applied to the current purchase order.
Tax Rate The tax rate used for the tax.
Taxable Amount The taxable amount for this document.
Tax Amount The tax amount for this tax and this document.
Retained Taxable The retained taxable amount for this document.
This column appears only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form and the Apply Retainage check box is selected for the current purchase order.
Retained Tax The retained tax amount for this tax and this document.
This column appears only if the Retainage Support feature is enabled on the Enable/Disable Features form and the Apply Retainage check box is selected for the current purchase order.
Deductible Tax Rate The percent of deduction that applies to the tax amount paid to the vendor for specific purchases.
This column appears only if the VAT Reporting feature is enabled on the Enable/Disable Features form.
Expense Amount The percentage that is deducted from the tax amount paid to the vendor for specific purchases.
This column appears only if the VAT Reporting feature is enabled on the Enable/Disable Features form.

Back to TopShipping Tab

The Shipping tab contains detailed information related to shipping of the ordered items.

Ship To Section

Element Description
Shipping Destination Type The type of the shipping destination, which is one of the following options: Branch (meaning a branch of your company), Customer, Project Site, Vendor, and Warehouse.
For a newly created purchase order, the system inserts the shipping destination type by using the following rules:
  • If you have not specified a vendor yet in the Vendor box in the Summary area, the system inserts the Branch destination type and copies the values specified for the current branch in the Delivery Address section on the Delivery Settings tab of the Branches (CS102000) form to the Ship-To Address section on the Shipping tab of the current form.
  • If you have specified a vendor in the Vendor box in the Summary area, and the Default Branch box in the Other Settings section on the General tab of the Vendor Locations (AP303010) form has a value for the vendor's location while the Warehouse box on the Purchase Settings tab of the same form is empty, the system inserts the Branch destination type and copies the values specified for default branch of the vendor’s location in the Delivery Address section on the Delivery Settings tab of the Branches form to the Ship-To Address section on the Shipping tab of the current form.
  • If you create a purchase order with the Normal, Blanket, or Standard type, and the default shipping warehouse is specified for the vendor in the Warehouse box on the Purchase Settings tab of the Vendors (AP303000) form or for a vendor's location in the Warehouse box on the Purchase Settings tab of the Vendor Locations form, the system inserts the Warehouse destination type and copies the values specified for this warehouse in the Address section on the Address tab of the Warehouses (IN204000) form to the Ship-To Address section on the Shipping tab of the current form.
  • If you create a purchase order of the Normal or Blanket type on the Create Purchase Orders (PO505000) form, the system inserts the default shipping destination type for purchase orders, which is specified in the Default Ship. Dest. Type box on the Purchase Orders Preferences (PO101000) form.
  • If you create a drop-ship purchase order on the current form or on the Create Purchase Orders form, the system inserts the Customer destination type.
  • If you create a purchase order with the Project Drop-Ship type and specify a project in the Summary area, the system inserts the Project Site destination type.
    • When the Project Drop-Ship shipping destination type is specified, the system copies the values of the Bill-To and Project Address sections on the Addresses tab of the Projects (PM301000) form from the selected project to the Ship-To Contact and Ship-To Address sections on the Shipping tab of the current form.
  • In any other case, the system inserts the Branch destination type.
The shipping destination type of the purchase order can be changed to Vendor only manually on the Shipping tab of the Purchase Orders form.
Ship To The particular destination of the selected type. The value of this box depends on the value specified in the Shipping Destination Type box as follows:
The particular destination of the selected type. The value of this box depends on the value specified in the Shipping Destination Type box as follows:
  • For Branch, the box displays the branch that is selected in the Company and Branch Selection menu in the Info area.
    		•  You cannot select another branch in this box. If you have access to multiple branches, you can select the required branch in the Company and Branch Selection menu.
  • For Customer, you can select a customer from the list.
  • For Vendor, you can select a vendor from the list.
The box is displayed only if Branch, Customer, or Vendor is selected in the Shipping Destination Type box.
The box is displayed only if Branch, Customer, or Vendor is selected in the Shipping Destination Type box.
The list of values may be limited based on roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. You can select a customer or vendor whose visibility is not restricted, that is, the following settings are specified on the Customers (AR303000) or Vendors (AP303000) form:
  • The Restrict Visibility To box is empty for the customer or vendor—that is, the customer’s or vendor’s visibility is not restricted.
  • A branch, company, or company group is specified in the Restrict Visibility To box for the customer or vendor, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company or a company within the company group.
This box is not displayed if the purchase order has the Project Drop-Ship type.
Shipping Location The location of the particular destination to which the items are to be shipped. The value of this box depends on the value specified in the Shipping Destination Type box as follows:
  • For Branch, the shipping location is the delivery address specified on the Delivery Settings tab of the Branches (CS102000) form.
  • For Customer, you can select the location from the list if multiple locations are defined for the customer on the Locations tab of the Customers (AR303000) form.
  • For Vendor, you can select the location from the list if multiple locations are defined for the vendor on the Locations tab of the Vendors (AP303000) form.
This box is displayed only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form and the Branch, Customer, or Vendor is selected in the Shipping Destination Type box.
This box is not displayed if the purchase order has the Project Drop-Ship type.
Sales Order Type The type of the sales order that is linked to the drop-ship purchase order.The system specifies the value in this box when you create a drop-ship purchase order for a sales order or sales order for the drop-ship purchase order. When you unlink the sales order, the system clears the box.
This box is not displayed if the purchase order has the Project Drop-Ship type.
Sales Order Nbr. The number of the sales order that is linked to the drop-ship purchase order.The system specifies the value in this box when you create a drop-ship purchase order for a sales order or sales order for the drop-ship purchase order. When you unlink the sales order, the system clears the box.
This box is not displayed if the purchase order has the Project Drop-Ship type.
Warehouse The warehouse of your company that will receive and store the items from the vendor.
The box is displayed only if the Multiple Warehouses feature is enabled on the Enable/Disable Features (CS100000) form and if Warehouse is selected in the Shipping Destination Type box of this section.
This box is not displayed if the purchase order has the Project Drop-Ship type.

Ship-To Contact Section

The system populates the settings of this section with the settings of the shipping location selected on the current tab. (This location and the form where it is specified depends on the option selected in the Shipping Destination Type box of this tab.)

Element Description
Override A check box that you select to override (edit) the default contact settings for this shipping destination.
Account Name The legal business name of the vendor’s company.
Attention The attention line as it is used in your company’s business letters, which is used to direct the letter to the proper person if the letter is not addressed to any specific person. The box may contain something like Purchase Orders Department or To whom it may concern.
Phone 1 The main phone number of the person to contact on matters related to shipping of this purchase order.
Email The email address of the person to contact on matters related to shipping of this purchase order.

Ship-To Address Section

The system populates the settings of this section with the settings of the shipping location selected on the current tab. (This location and the form where it is specified depends on the option selected in the Shipping Destination Type box of this tab.)

Element Description
Override A check box that you select to override the default address settings for the selected destination.
Address Lookup A button you click to open the Address Lookup dialog box.
For the description of the dialog box, see Address Lookup Dialog Box.
This button is displayed on the form if the Address Lookup Integration feature is enabled on the Enable/Disable Features (CS100000) form and if the integration with web map services has been set up, as described in Integration with Web Map Services.
Validated A check box that indicates (if selected) that the address has been validated with a third-party specialized software or service. This element appears on the tab only if the Address Validation feature is enabled on the Enable/Disable Features (CS100000) form.
Address Line 1 The first line of the address for the selected destination.
Address Line 2 The second line of the address for the destination.
City The city where the destination is located.
Country The country of the destination.
State The state where the destination is located.
Postal Code The postal code for the destination.

Ship Via Section

Element Description
FOB Point The FOB point where the title of goods (listed on this purchase order) is transferred from the vendor to the company.
Ship Via The carrier selected to ship the goods for the purchase order.

Back to TopVendor Info Tab

The Vendor Info tab contains detailed information about the vendor to supply the ordered goods, which is selected in the Summary area of the current form.

Vendor Contact Section

The system populates the settings of this section with the settings of the vendor location. These settings are specified on the General tab of the Vendor Locations (AP303010) form.

Element Description
Override A check box that you select to override (edit) the default contact settings for the vendor.
Account Name The business name of the vendor contact for matters related to this purchase order.
Attention The attention line as it is used in your company’s business letters, which would be used to direct the letter to the proper person if the letter is not addressed to any specific person. The box may contain something like Purchase Orders Department or To whom it may concern.
Phone 1 The main phone number of the vendor contact for matters related to this purchase order.
Email The email address of the vendor contact for matters related to this purchase order.

Vendor Address Section

The system populates the settings of this section with the settings of the vendor location. These settings are specified on the General tab of the Vendor Locations (AP303010) form.

Element Description
Override A check box that you select to override (that is, to edit ) the default shipping address for the vendor.
Address Lookup A button you click to open the Address Lookup dialog box.
For the description of the dialog box, see Address Lookup Dialog Box.
This button is displayed on the form if the Address Lookup Integration feature is enabled on the Enable/Disable Features (CS100000) form and if the integration with web map services has been set up, as described in Integration with Web Map Services.
Validated A check box that indicates (if selected) that the address has been validated with a third-party specialized software or service. This check box appears on the tab only if the Address Validation feature is enabled on the Enable/Disable Features (CS100000) form.
Address Line 1 The first line of the vendor’s contact address.
Address Line 2 The second line of the vendor’s contact address.
City The city of the vendor’s contact address.
Country The country of the vendor’s contact address.
State The state of the vendor’s contact address.
Postal Code The postal code of the vendor’s contact address.

Info Section

Here you can specify credit terms and tax zone for the purchase order.

Element Description
Terms The specific credit terms to be used for the purchase order.
If the Vendor Relations feature is enabled on the Enable/Disable Features (CS100000) form, the system uses the credit terms of the vendor selected in the Pay-to Vendor box.
Vendor Tax Zone The tax zone to be used for tax calculation. The system inserts the tax zone by using the first applicable rule it finds from the following:
  1. If the Calculate Project-Specific Taxes check box is selected on the Projects Preferences (PM101000) form, the Require Single Project per Document check box is selected on the Accounts Payable Preferences form, and a particular project is selected in the Project box of the Summary area, the system copies the project’s tax zone from the Cost Tax Zone box on the Addresses tab of the Projects (PM301000) form.
  2. If the system has not yet found an applicable rule, for the vendor selected in the Summary area of the current form, the system copies the tax zone from the Tax Zone box on the Purchase Settings tab of the Vendors (AP303000) form.
Pay-to Vendor The vendor which the system should use by default in the AP bills or debit adjustments created based on this purchase order.
If the vendor relations are set up for the vendor selected in the Vendor box of the Summary area of the current form, the system inserts in this box a pay-to vendor specified for the selected vendor in the Pay-to Vendor box on the Payment Settings tab on the Vendors (AP303000) form).
If the vendor relations are not set up, the system inserts in this box the vendor currently selected in the Vendor box of this purchase order.
You can overwrite the vendor in this box, if needed.
This box is available only if the Vendor Relations feature is enabled on the Enable/Disable Features (CS100000) form.
The list of vendors may be restricted based on the branch specified for the document. You can select a vendor whose settings permit the use of the branch selected in this document—that is, a vendor for which the Restrict Visibility To box on the Financial tab of the Vendors (AP303000) form is empty or contains the branch specified in this document (or the company or company group that contains the branch specified in this document).
Tax Calculation Mode The tax calculation mode to be used for the purchase order.
This box contains one of the following options:
  • Tax Settings (default): The document uses the tax settings (specified for the applicable tax in the Calculation Rule box on the Taxes (TX205000) form) of the selected vendor; it instead uses the tax settings of the vendor's location, if the Business Account Locations feature has been enabled on the Enable/Disable Features (CS100000) form.
  • Gross: The tax amount is included in the item price.
  • Net: The tax amount is not included in the item price.
This box appears on the form if the Net/Gross Entry Mode feature has been enabled on the Enable/Disable Features (CS100000) form.
Prepayment Percent The prepayment percent to be used when the vendor is prepaid for the selected purchase order. You can edit this value only if the purchase order has the On Hold status.
If a prepayment percent is specified in this box and you click Prepayment Request on the More menu to create a prepayment request for this purchase order, on the Bills and Adjustments (AP301000) form, this percent is copied to the lines of the prepayment request in the Prepayment Percent column of the Details tab. (The user can override these default values.)

Back to TopApprovals Tab

This tab provides detailed information about approvals of this purchase order. The approval maps for each type of purchase order are also specified on the Approval tab of the Purchase Orders Preferences form. The system automatically assigns orders for approval when they are released. The rules used for assignment are defined on the Assignment and Approval Maps (EP205500) form.

This tab is available if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and if the Require Approval check box is selected on the Purchase Orders Preferences (PO101000) form.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Assignee ID The identifier of the employee who is assigned to approve the document.
Assigned To The name of the employee who is assigned to approve the document.
Workgroup The workgroup of the employee assigned to approve the document.
Approved By (ID) The identifier of the employee who actually approved the document.
Approved By The name of the employee who actually approved the document.
Approval Date The date of the approval.
Status The status of the document, which can be Pending Approval, Approved, or Rejected, depending on the approval action performed.
Reason The reason the document has been approved or rejected (if applicable).

Back to TopDiscounts Tab

The Discounts tab has a table that shows the details of the vendor discounts that were applied to the document.

This tab is available only if the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Skip Discount A check box that you select to cancel a Group- or Document-level discount for the document. Selecting the check box updates the document’s total and the line amounts, but does not remove the record of the canceled discount from the Discounts tab.
Discount Code The discount code of the vendor discount applied to the document automatically or manually.
Sequence ID The identifier of the discount sequence applied to the document.
Type The type of discount applied to the document (Group or Document).
Manual Discount A check box that indicates (if selected) that the vendor discount shown in this row has been applied manually from the Group- or Document-level discounts marked as manual on the Vendor Discount Codes (AP204000) form.
Discountable Amt. The amount used as a base for discount calculation if the discount is defined as based on the amount.
Discountable Qty. The quantity used as a base for discount calculation if the discount is defined as based on the item quantity.
Discount Amt. The amount of the discount. This column is available for editing for document discounts and external discounts.
Retained Discount The part of the discount deducted from the retained amount.This column appears in the table only if the Retainage Support feature is enabled on the Enable/Disable Features form and the Apply Retainage check box is selected for the current purchase order.
Discount Percent The discount percent if the discount is defined to be calculated as a percentage. This column is available for editing for document discounts and external discounts.
Free Item The inventory ID of the free item, if one is specified by the discount applied to the document.
Free Item Qty. The quantity of the free item.
External Discount Code The code of an external discount. You can enter this code for informational purposes when you manually enter an external discount in the document.
Description A brief description of the discount, which helps users to identify it.

Back to TopPO History Tab

The PO History tab has two tables: The left table shows the details of the purchase receipts and purchase returns that include the items from this purchase order; and the right table shows the accounts payable documents (bills and debit adjustments) prepared for this purchase order.

Left Table

This table lists the purchase receipts and purchase returns that have been prepared for this purchase order.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Type The type of the document (Receipt or Return).
Receipt Nbr. The reference number of the document.
Date The date of the document.
Status The status of the document.
Received Qty. The total quantity of all received or returned items on the document.
This table has the following total in the table footer.
Total Received Qty. The total of the values in the Received Qty. column.

Right Table

This table lists the accounts payable documents that have been prepared for this purchase order.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Type The type of an accounts payable document (Bill or Debit Adj.).
Reference Nbr. The reference number of the document.
Date The date of the document.
Billed Qty. The total item quantity for which the document was prepared.
Billed Amt. The total item amount for which the document was prepared.
PPV Amt. The purchase price variance, if occurred on document release. For more information on calculating purchase price variance, see Allocating the Purchase Price Variance.
Currency The currency of the document.
This table has the following totals in the table footer.
Total Billed Qty. The total of the values in the Billed Qty. column.
Total Billed Amt. The total of the values in the Billed Amt. column.
Total PPV Amt. The total of the values in the PPV Amt. column.

Back to TopPrepayments Tab

This table lists the prepayment requests and prepayments that have been linked to this purchase order.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table Columns

Column Description
Doc. Type The type of the prepayment document.
Reference Nbr. The reference number of the prepayment document (prepayment request or prepayment).
Date The date of the document.
Applied to Order The amount of the prepayment document that has been linked to the current purchase order.
Balance The open balance of the prepayment document.
Status The status of the document.
Currency The currency in which the prepayment is made.
Payment Ref. The reference number of the document (AP payment for prepayments, and AP payment or prepayment for prepayment requests) with which the prepayment document was paid.
This table has the following total in the table footer.
Total Applied to Order Amount The total of the values in the Applied to Order column.
Total Balance Amount The total of the values in the Balance column.

Back to TopChange Orders Tab

You use this tab to view change order lines related to the purchase order.

This tab appears on the form if the Change Orders feature is enabled on the Enable/Disable Features (CS100000) form and the Internal Cost Commitment Tracking check boxes is selected on the General tab of the Projects Preferences (PM101000) form.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table Columns

Column Description
Reference Nbr. The reference number of the change order.
Class The class of the change order, which is defined on the Change Order Classes (PM203000) form.
Revenue Change Nbr. The number of the change order that affect the project revenue within the project.
Status The status of the change order, which can be one of the following:
  • On Hold: The change order is a draft that can be edited but cannot be released.
  • Pending Approval: The change order is pending the approval of the employee who has been assigned to approve the change order.
  • Rejected: The employee who was assigned to approve the change order has rejected it.
  • Open: The change order is ready to be released.
  • Closed: The change order has been released.
Description The description of the change order.
Change Date The date of the change order.
Approval Date The approval date of the change order.
Contract Time Change, Days A positive or negative number of days that represents the delay of the contract.
Reverse Status The reverse status of the change order, which can be one of the following:
  • None: The change order is a normal change order.
  • Reversing: The change order is a reversing change order that reverses the impact of the original change order, whose reference number is shown in the Original CO Ref. Nbr. column.
  • Reversed: The change order that has been reversed.
Orig. CO Ref. Nbr. The reference number of the original change order that the current change order reverses.
External Reference Nbr. The external reference number of the change order.
Project The identifier of the project associated with the change order.
Project Task The identifier of the project task associated with the change order line.
Inventory ID The identifier of the stock or non-stock item associated with the change order line.
Cost Code The cost code associated with the change order line.
This column is shown if the Cost Codes feature is enabled on the Enable/Disable Features form.
Description The description of the change order line.
Quantity The quantity of the changer order line.
UOM The unit of measure of the changer order line.
Unit Cost The price of the specified unit of the change order line in the currency of the purchase order.
Amount The amount of the change order line in the currency of the purchase order.

Back to TopOther Tab

The Other tab contains other information related to the purchase order such as the branch ordering the goods or services, the workgroup, and the reference numbers of the related documents (requisition document, sales order, and prepayment).

Element Description
Branch The branch associated with the purchase order.
Sales Order Type The type of the sales order associated with the purchase order.
This box is available only if the Inventory feature is enabled on the Enable/Disable Features (CS100000) form.
Sales Order Nbr. The identifier of the sales order associated with the purchase order.
This box is available only if the Inventory feature is enabled on the Enable/Disable Features form.
Requisition Ref. Nbr. The reference number of the requisition document associated with the purchase order, if any. To create the requisition documents, use the Requisitions (RQ302000) form.
This box is available only if the Purchase Requisitions feature is enabled on the Enable/Disable Features (CS100000) form.
Prepayment Ref. Nbr. The reference number of the prepayment request linked to this purchase order, if any.
Workgroup ID The workgroup to which the purchase order was assigned for processing.
Do Not Print A check box that indicates (if selected) that the current purchase order should not be printed.
Printed A check box that indicates (if selected) that the current purchase order was printed. To print the purchase order, select Print Purchase Order on the Reports menu.
Do Not Email A check box that indicates (if selected) indicates that the purchase order should not be emailed.
Emailed A check box that indicates (if selected) indicates that the current purchase order was emailed. To email a purchase order, select Email Purchase Order on the More menu.
Allow AP Bill Before Receipt A check box that indicates (if selected) that for this purchase order, you can prepare and process an AP bill before processing a purchase receipt.
The state of this check box is copied from the vendor’s location settings on the Vendor Locations (AP303010) form.
Apply Retainage A check box that indicates (if selected) that the current purchase order of the Normal, Standard, or Blanket type is subject to retainage. The default state of the check box is copied from the vendor settings specified on the General Info tab of the Vendors (AP303000) form.
This box appears only if the Retainage Support feature is enabled on the Enable/Disable Features form.
Retainage Percent The retainage percent to be specified by default in purchase order lines. The default value is copied from the vendor settings specified on the General Info tab of the Vendors form.This box appears on the tab only if the Retainage Support feature is enabled on the Enable/Disable Features form and the Apply Retainage check box is selected for the current purchase order.
Unbilled Quantity The difference between the quantities of ordered and billed items.
Unbilled Amount The amount of the items that are ordered but have not yet been billed.
Unbilled Prepayment Total The total amount of prepayments prepared for the order that have not yet been billed.
Unpaid Amount The order balance for which the prepayment can be prepared (that is, Unbilled Amount – Unbilled Prepayment Total).

Intercompany Sale Section

This section is displayed only if the Inter-Branch Transactions feature has been enabled on the Enable/Disable Features (CS100000) form and the vendor specified in the purchase order is a related company or branch extended as vendor.

Element Description
Related Order Type The type of the sales order created for the selected purchase order on the Sales Orders (SO301000) form.
Related Order Nbr. The link to the sales order created for the selected purchase order in the related company. When you click the link, the system opens the document on the Sales Orders form.
Exclude from Intercompany Processing The check box indicates (if selected) that the purchase order will not be processed as an intercompany document. That is, it will not be displayed on the Generate Intercompany Sales Orders (SO504000) form.

Back to TopCompliance Tab

On this tab, you can add, update, and review compliance documents.

This tab appears on the form only if the Construction feature of the Projects group of features is enabled on the Enable/Disable Features (CS100000) form.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table Columns

Column Description
Expiration Date The date when the compliance document will expire. You specify the date when you add the compliance document to the tab.
Document Type The type of the compliance document. The following document types are available:
  • Certificate
  • Insurance
  • Lien Waiver
  • Notice
  • Other
Creation Date The date when the compliance document was created. By default, the system inserts the current date at the time of creation. You can change the date manually.
Status The status of the compliance document. The list of statuses should be specified manually on the Compliance Preferences (CL301000) form.
Required A check box that indicates (if selected) that the document is mandatory for working with the project and project task specified in this line. This flag is for informational purposes only. It shows that the compliance document is required before some activities are implemented for the project.
Received from Vendor A check box that indicates (if selected) that the document has been received. By using this check box, you can track when the payment for the document is received, so that the next payment is not delayed.
Received Date (Vendor) The date that you specify when the compliance document is received.
Processed A check box that indicates (if selected) that the document has been processed.
Voided A check box that indicates (if selected) that the document has been voided.
Created Automatically A check box that indicates (if selected) that the document has been created by the system.
Sent Date The date that you specify when the compliance document is sent.
Project The project to which the compliance document relates, which is a link you can click to view this project on the Projects (PM301000) form. If a project is specified, this compliance document is displayed on the Compliance tab of the Projects form for the selected project.
Cost Task The cost task within the selected project to which the compliance document relates, which is a link you can click to view this task on the Project Tasks (PM302000) form. If a task is specified, this compliance document will be displayed on the Compliance tab of the Project Tasks form for the selected task of the Cost Task type.
Cost Code The cost code assigned to the compliance document.
Vendor The identifier of the vendor associated with the compliance document, which is a link you can click to view this record on the current form. If a vendor is specified, the current document will be displayed on the Compliance tab of the current form for the selected vendor.
The list of vendors available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Vendors (AP303000) form. With the feature enabled, a vendor is available for selection if one of the following is true:
  • The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted.
  • A branch or company is specified in the Restrict Visibility To box for the vendor, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company.
Vendor Name The name of the vendor associated with the compliance document.
Expired A check box that indicates (if selected) that the compliance document has expired.
AP Payment The reference number of the payment that is associated with the compliance document, which is a link you can click to view this document on the Checks and Payments (AP302000) form.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
AP Payment Method The payment method associated with the vendor.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
AR Invoice The reference number of the invoice associated with the compliance document, which is a link you can click to view this document on the Invoices and Memos (AR301000) form. If an invoice number is specified, the current compliance document will be displayed on the Compliance tab of the Invoices and Memos form for the selected invoice.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
AR Invoice Amount The amount of the invoice.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
AR Payment The reference number of the payment associated with the compliance document, which is a link you can click to view this document on the Payments and Applications (AR302000) form.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
AR Payment Method The customer’s default payment method.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Account The account associated with the vendor (Expense account) or customer (Sales account).
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Bill The reference number of the bill associated with the compliance document, which is a link you can click to view this document on the Bills and Adjustments (AP301000) form. If a bill number is specified, the current compliance document will be displayed on the Compliance tab of the Bills and Adjustments form of the selected bill.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Bill Amount The bill amount to be paid for the document.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Certificate Number The number of the certificate.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Customer The identifier of the customer associated with the compliance document, which is a link you can click to view this record on the Customers (AR303000) form. If a customer is specified, the current document will be displayed on the Compliance tab of the Customers form of the selected customer.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Customer Name The name of the customer associated with the compliance document.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Date Issued The date when the document is issued.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Effective Date The date when the compliance document takes effect. You should specify the date manually while adding the document.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Insurance Company The name of the insurance company.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Joint Vendor The identifier of the joint vendor associated with the compliance document, which is a link you can click to view this record on the current form. If a joint vendor is specified, the current document will be displayed on the Compliance tab of the current form for the selected vendor.
The list of vendors available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Vendors form. With the feature enabled, a vendor is available for selection if one of the following is true:
  • The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted.
  • A branch or company is specified in the Restrict Visibility To box for the vendor, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Joint Amount The amount to be paid to joint payees according to the joint payment.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Joint Release A check box that indicates (if selected) that the joint release has been received.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Lien Waiver Amount The amount covered by the lien waiver.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Limit The amount of insurance liability specified for the compliance document. You should enter the amount manually while adding the document.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Method Sent The method used to send the document.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Payment Date The date when the payment is created.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Project Transaction The reference number of the project transaction associated with the compliance document, which is a link you can click to view this document on the Project Transactions (PM304000) form.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Purchase Order The reference number of the purchase order associated with the compliance document, which is a link you can click to view this document on the Purchase Orders (PO301000) form. If a purchase order is specified, this compliance document will be displayed on the Compliance tab of the Purchase Orders form for the selected purchase order.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Purchase Order Line Item The unique identifier of the item in the purchase order line, which can be specified only if a purchase order has been selected.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Policy The insurance policy number.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Receipt Date The date of the inventory receipt.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Receive Date The date when the goods are received.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Received By The person responsible for receiving goods.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Requires Joint Check A check box that indicates (if selected) that a joint payment is required.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Revenue Task The identifier of the revenue task within the project to which the compliance document relates, which is a link you can click to view this task on the Project Tasks form. If a revenue task is specified, the current compliance document will be displayed on the Compliance tab of the Project Tasks form for the selected task of the Revenue Task type.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Secondary Vendor The identifier of the secondary vendor associated with the compliance document, which is a link you can click to view this record on the current form. If a vendor is specified, the current document will be displayed on the Compliance tab of the current form for the selected vendor.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Secondary Vendor Name The name of the secondary vendor associated with the compliance document.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Source The source of the payment, which is one of the following options:
  • AP Bill
  • PO/Sub
  • Customer
  • Project
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Sponsor Organization The name of the sponsor organization.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Subcontract The identifier of the subcontract associated with the compliance document, which is a link you can click to view this document on the Subcontracts (SC301000) form. If a subcontract is specified, the current document will be displayed on the Compliance tab of the Subcontracts form for the selected subcontract.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Subcontract Line Item The identifier of the item in the subcontract line, which can be specified only if a subcontract has been selected.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.
Through Date The date when the goods are shipped.
By default, the column is hidden. For details on how to display hidden columns, see To Hide or Display Table Columns.

Back to TopSide Panel

By using the side panel, you can view the purchase order you have opened on the form while simultaneously viewing information related to the purchase order.

The side panel has multiple tabs, each of which you can view by clicking the tab’s icon. These tabs are described below.

Tab Description
Preferred Vendor Items The Preferred Vendor Items (IN2025SP) inquiry form, which displays the list of the stock items for which the vendor of the selected purchase order is specified in the Preferred Vendor box on the Item Warehouse Details (IN204500) form or is selected as the default vendor on the Vendors tab of the Stock Items (IN202500) form.
Vendor Details The Vendor Details (AP402000) form, which displays the details of the vendor specified in the selected purchase order.

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