Purchase orders (PO301000)

This topic gives you information about the elements that you find in this window in Visma Net, such as fields, field values, buttons, and check boxes.

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

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

  • White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:

    • space: the result contains the words in any order,

    • %: the result contains the words in the specific order, and the % functions as a wildcard as well.

  • Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.
Button Description
Actions Provides the following menu commands:
  • Email purchase order
    Emails (according to the settings of the PURCHASE ORDER mailing) the order to the supplier specified in this order.
  • Mark as do not email
    Selects the Do not email check box (on the Other information tab) for the purchase order, to skip the step of emailing the purchase order.
  • Create purchase receipt
    Creates a purchase receipt when the ordered items listed in this purchase order are received.
    This action opens the Purchase receipts (PO302000) window with a new receipt that has all the details copied from the purchase order. Note that options Do not print and Do not email on the Other information tab need to be cleared when you want to create a purchase receipt.
  • Create purchase invoice: Creates a purchase invoice based on the current purchase order. This action opens the Purchase invoices (AP301000) window with a new purchase invoice that has all the details copied from the purchase order.
  • Complete order
    Completes the current purchase order when no more receipts are expected for the order.
  • Cancel order
    Cancels the purchase order, which changes its status to Cancelled.
    You cannot edit an order with this status nor associate receipts with it.
    You can later manually change its status to On hold (by selecting the Hold check box) and edit the order.
  • Recalculate prices
    Opens the Recalculate prices dialog box, where you can specify the extent to which you want to refresh the prices and discounts for the document.
  • Create prepayment
    Creates a prepayment linked to this purchase order.
    The system opens the Purchase invoices (AP301000) window with a new prepayment request (based on the purchase order) ready to be saved.
    You can use the prepayment to pay for this order directly when the goods are received.
Inquiries Provides the following menu commands with quick access to inquiry windows:
  • Supplier details
    Opens the Supplier details (AP402000) window, which displays the data related to the supplier from which the goods in this order are ordered.
  • Supplier documents
    Displays the list of supplier documents related to this purchase order.
Reports Includes the following menu commands you can click for quick navigation to the following reports:

You use this dialog box to specify the options to be used for updating prices (referred to in purchase orders as unit costs) and discounts for the purchase order.

Column Description
Recalculate The way prices and discounts are recalculated.
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 When this check box is selected, the system will replace the item prices with the current prices in the selected line or all lines.
Override manual prices

When this check box is selected, the system will replace the item prices that have been modified manually (in the Unit cost or Ext. cost column) with the current prices.

This check box is available only if the Set current unit prices check box is selected.
Recalculate discounts

When this check box is selected, the system will recalculate the discounts for the selected line or the all lines.

This check box is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Override manual line discounts

When this check box is selected, the system will cancel the manual discounts for the selected line or all lines (depending on the option selected in the Recalculate box) and search for applicable automatic discounts.

This check box is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
OK (button) Closes the dialog box and applies the selected options.
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 invoice or paid in cash.
    This is the most common type of purchase orders.
  • Drop-ship
    A purchase order for goods that are delivered directly from the supplier 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 is only displayed if the Drop shipments functionality is enabled in the Enable/disable functionalities (CS100000) window.
  • Blanket
    A purchase order for a large stock quantity that exceeds the quantity that is currently needed.
    This order reserves a certain quantity of supplier inventory for future purchasing.
    You can use blanket orders to purchase products that are rarely available from suppliers or that have special discounts for high volumes.
    This option is only displayed if the Blanket and standard purchase orders functionality is enabled in the Enable/disable functionalities (CS100000) window.
  • Default
    A purchase order that includes the products purchased regularly in the same quantities from a specific supplier and that can be processed repeatedly. Orders of this type are used when the demand for ordered products is predictable and does not change over time.
    This option is only displayed if the Blanket and standard purchase orders functionality is enabled in the Enable/disable functionalities (CS100000) window.
Order no. The unique number of the purchase order, which the system assigns based on the number series assigned to purchase orders of this type, as specified in the Purchase order preferences (PO101000) window.
Hold

When this check box is selected, the purchase order gets the On hold status when it is created.
You can clear the check box to change the status of the order to Open.

You are able change the supplier on a purchase order with order lines if the status of the order is On hold.
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 was processed in accordance with the settings in the Purchase order preferences (PO101000) window but has not been completed yet.
  • Pending printing
    Printing is required for the document but has not been done yet.
    The purchase order should be printed if the Print order option is selected for the supplier in the Suppliers (AP303000) window.
  • Pending email
    Emailing is required for this document, but it has not been performed yet.
    The purchase order should be printed if the Email order option in the Suppliers (AP303000) window is selected for the supplier.
  • Closed
    All the ordered goods have been received.
  • Cancelled
    The order was cancelled through the Cancel order action on the Actions menu of the toolbar.
    You cannot edit an order with this status, and purchase receipts cannot be based on it.
Date The date when the purchase order was created.
All transactions included in this document will have this transaction date.
Delivery date The date when the supplier promised that the items listed in the order will arrive to their destination location.
Description A brief description of the purchase order.
Supplier The supplier from which the items will be purchased.
For transfer requests, it is a branch of your organisation.
Location

The supplier location from which the items will be received.

This field is only displayed if the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window.
Owner The user name of the employee who is responsible for the purchase order.
Currency The currency the purchase order will be paid in.
View base/View currency When you click View base in the Currency column, the amounts will be converted to your base currency, if the currency of the document is other than your base currency. Click View currency again to return to the original view.
Supplier ref. The reference number of the supplier document related to this purchase order.
This information is required if the Require supplier reference check box is selected in the Supplier ledger preferences (AP101000) window.
Line total The total sum of the amount entries for all lines in the current purchase order.
This value is calculated by the system and you cannot manually change it.
Discount total

The discount total calculated for the document.
This total includes discounts of the Group and Document levels.
The discounts of the Group and Document levels are listed on the Discount details tab; the Line discounts are shown on the Document details tab.

This field is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
VAT exempt total

The document total that is exempt from VAT.
This total is calculated as the taxable amount for the VAT with the Include in VAT exempt total check box selected on the VAT details tab.

This field is available only if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window.
VAT taxable total The document total that is subjected to VAT.
The VAT taxable amount will only be displayed in this field if the Include in VAT taxable total check box is selected for the applicable VAT in the VAT (TX205000)window.
If the check box is cleared, this field will be empty. If the document contains multiple transactions with different VATs applied and each of them has this check box selected, the taxable amount calculated for each line of the document will be added to the VAT taxable total field of the document.

This field is available if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window.

VAT total The total VAT amount for all lines added to the current purchase order.
This value, also calculated by the system, is the sum of the VAT amounts for each line.
Order total The total sum for the purchase order, including VAT.
This read-only value is the sum of the Line total and VAT total values.
Control total

The order's total amount (including VAT), which you must enter manually when you attempt to save the order with the Balanced status.

The Document details tab includes a table with detailed information about the items to be purchased according to the purchase order.

When you select a line in the table, more information about the availability for the line item is displayed in the table footer. See the table footer description below for more information.

ButtonDescription
Add item Opens the Item lookup dialog box where 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.
View sales order demand Opens the Demand dialog box, which displays the items in demand on open sales orders.
Add standard order

Opens the Add purchase order dialog box where you can select an existing purchase order and include it in the current document.

This button is displayed if the Blanket and standard purchase orders functionality is enabled in the Enable/disable functionalities (CS100000) window.

Add standard order line

Opens the Add purchase order line dialog box where you can select lines from existing purchase orders and include them in the current document.

This button is only displayed if the Blanket and standard purchase orders functionality is enabled in the Enable/disable functionalities (CS100000) window.

Column Description
Item ID

The ID of the item.

You can select non-stock items as well as stock items.

Line type The type of the purchase order line, which can be one of the following:
  • Goods for warehouse
    This line is a stock item not linked to any sales order.
  • Goods for sales order
    This line is linked to a sales order line marked for purchasing.
  • Goods for RP
    This line is intended for replenishment.
  • Goods for drop-ship
    This line is linked to a sales order line marked for drop-shipment.
  • 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 in the Non-stock items (IN202000) window.

  • Non-stock for sales order
    This line is linked to a sales order line marked for purchasing.

    This option is available for a non-stock item for which the Require receipt check box is selected in the Non-stock items (IN202000) window.

  • Non-stock
    This line is a non-stock item for which the Require receipt check box is selected in the Non-stock items (IN202000) window.
  • Service
    This line type is a non-stock item for which the Require receipt check box is cleared in the Non-stock items (IN202000) window.
  • 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 field in the Purchase order preferences (PO101000) window. If you need to allocate the freight expenses, add them as landed costs.
  • Description
    This is an informational text line .
Line description A description of the purchase order line, which is copied from the item's description.
Sort order The order number of the document line.
The system regenerates this number automatically when you reorder the lines in the table.
Warehouse The warehouse to receive the item listed on the order.

This column is available only if the Multiple warehouses functionality is enabled in the Enable/disable functionalities (CS100000) window.
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.
Base order qty. The quantity of the line in the base UoM of the item.
Qty. on receipts The quantity of the item that has been received according to all receipts, including the unreleased ones, based on the current purchase order.
Unit cost

The cost per UoM of the item.

If you had entered the unit cost (supplier 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 supplier price currently available for the item, use the Recalculate prices action.
Cost The total cost of the items on the line.
Discount percent

If the Supplier and customer discounts functionality is not enabled in the Enable/disable functionalities (CS100000) window, this is 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 Supplier customer and discounts functionality is enabled in the Enable/disable functionalities (CS100000) window, this is 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 Supplier customer discounts functionality is not enabled in the Enable/disable functionalities (CS100000) window, this is the amount of the discount that has been specified manually or calculated based on the discount percent entered manually.

If the Supplier customer discounts functionality is enabled in the Enable/disable functionalities (CS100000) window, this is 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 When this check box is selected, the discount has been applied manually.
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 will be applied on this line.

This column is displayed if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Discount series

The ID of the discount series connected with the discount code that has been applied to this line.

The column is hidden by default and is only displayed if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Disc. unit cost The discounted unit cost of the item, if a discount is applied.
Amount The calculated amount of the item (after the discount has been taken).
Received amount The amount of the item received on this purchase order.
The system automatically calculates this value by using the data available on purchase receipts associated with this purchase order, including unreleased purchase receipts.
Alt. item ID The alternative ID used for this item by the supplier.
The system inserts the Alt. item ID value (if any) defined for the specified supplier in a line of the Supplier part number type on the Cross-reference tab of the Stock items (IN202500) or Non-stock items (IN202000) window.
Alternate description

The description of the alternative ID used for this item by the supplier.

The system inserts the description defined for the specified supplier in a line of the Supplier part number type on the Cross-reference tab of the Stock items (IN202500) or Non-stock items (IN202000) window.
Min. receipt (%) The minimum quantity of the item, expressed as a percentage of the ordered quantity, required for the item to be accepted at the warehouse if the receipt action is Rejected.
You can accept a larger quantity as long as its percentage of the ordered quantity is less than the percentage specified as max. receipt (%).
Max. receipt (%)

The maximum quantity of the item, expressed as a percentage of the ordered quantity, 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.

You can accept a smaller quantity 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 supplier in the Suppliers (AP303000) window.

Complete on (%) The minimum percentage of the ordered quantity for the item that must be received to complete the purchase order line (gets the default value from the Threshold receipt (%) setting of the supplier in the Suppliers (AP303000) window).
Receipt action The action that should be performed when the ordered item is received if its quantity is greater than the maximum receipt value or less than the minimum receipt value calculated based on the line's ordered quantity.
The following options are available:
  • Reject
    The item on this line of the purchase order will be rejected.
  • Accept but warn
    The item on this line of the purchase order will be accepted, but the system will display a warning.
  • Accept
    The item will be accepted.
VAT category The VAT category assigned to the ordered item.
Account

The expense account used to record the purchased non-stock item that does not require receipt (by default, the account specified for the item in the Combine COGS/expense sub. from field in the Posting classes (IN206000) window).

You can select an account manually.
Description The description of the account used.
Sub. ID The subaccount used to record the purchased non-stock item that does not require receipt (by default, the subaccount generated in accordance with the rule defined in the Combine COGS/expense sub. from field in the Posting classes (IN206000) window).
Project The project with which this purchase order line is associated.
Project task The project task with which this purchase order is associated.
For a line with a stock item, you can select this project task only if the specified warehouse has a warehouse location assigned to this project task.
Completed When this check box is selected, the purchasing of the item on the line has been completed.
Complete purchase order line The way the purchase line is completed, by its quantity or by its amount.
Cancelled When this check box is selected, this line has been cancelled.
Order type The order type of the order.
Order no. The order number of a blanket or standard order.
Line no. The original order number of the document line. This number is not updated after reordering lines.
Retainage (%) 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 (%) field on the Other information tab.
This column appears in the table if the Retainage support functionality is enabled in the Enable/disable functionalities (CS100000) window 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 if the Retainage support functionality is enabled in the Enable/disable functionalities (CS100000) window and the Apply retainage check box is selected for the current purchase order.

When you select a line, more information about the line item is displayed in the table footer.

Element Description
On hand The quantity of the stock item currently on hand at the warehouse.
available

The quantity available of the item at the specified warehouse, according to the availability calculation rules set in the Item classes (IN201000) window for the item's item class.
available for shipping

The quantity of the item available for shipping from the selected warehouse.

This value is calculated by the system based on the quantity on hand with quantities on issues and quantities shipped and on shipping deducted.

on purchase orders The quantity of the item specified on existing purchase orders with the Open status.
on purchase receipts The quantity of the item specified on unreleased purchase receipts.

This dialog box provides information on the availability of the supplier'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, type a string from its item ID or barcode in the Item field.

Element Description
Item A field you can use to search for a particular item or items by a string that is a part of the item IDs of the items.
Barcode A string that represents the barcode of the items you want to find.
Only supplier's items When this check box is selected, search includes only items that are associated with the supplier on this document.
Warehouse The warehouse where the item you want to find is stored.
You can leave the field blank to view information on all warehouses.

This field is displayed if the Multiple warehouse functionality is enabled in the Enable/disable functionalities (CS100000) window.

Item class ID The item class of the item for which you want to view the availability.

Column Description
Qty. selected The quantity of the item you want to add to the current document.
Warehouse The warehouse in which the item is stored.
Item ID The unique ID of the item.
Description

A description of the item.
Purchase unit The purchase unit of the item.
Qty. available The quantity of the stock item currently available at the warehouse.
Qty. on hand The quantity of the stock item currently on hand at the warehouse.
Qty. on purchase orders The quantity of the stock item specified on existing purchase orders with the Open status.
Qty. on purchase receipts The quantity of the stock item specified on unreleased purchase receipts.
Alt. item ID The alternative ID used for the this item.
Alt. item ID type The type of the alternative item ID; Supplier part number, Customer part number, Barcode, or Global.
Alternate description The alternative item ID description of the item.
Default supplier The number of the default supplier for the item.
Default supplier name The name of the default supplier for the item.
Item class ID The ID of the item class in which the item is included.
Item class description The description of the item class in which the item is included.
Price class ID The ID of the price class in which the item is included.
Price class description The description of the price class in which the item is included.
Add (button) Adds the selected items (those with the Included check boxes selected) to the current purchase order.
Add and close (button) Adds the selected items (those with the Included check boxes selected) to the current purchase order and closes the dialog box.
Cancel (button) Cancels the changes and closes the dialog box without adding any items to the current purchase order.

This dialog box displays a table showing the existing purchase orders for the supplier specified for this purchase order.
For purchase orders of types other than Normal, adding a purchase order is not supported.

This dialog box is only displayed if the Blanket and standard purchase orders functionality is enabled in the Enable/disable functionalities (CS100000) window.

Column Description
Type The type of purchase order to be added to the current order.
Order no. The order 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.
Supplier ref. The supplier reference number specified for the purchase order.
Terms The payment 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.
Save (button) Adds the selected purchase orders and closes the dialog box.
Cancel (button) Cancels your changes and closes the 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 supplier.

This dialog box is displayed if the Blanket and standard purchase orders functionality is enabled in the Enable/disable functionalities (CS100000) window, and only from purchase orders of the Normal type. You can add lines from Standard or Blanket purchase orders only.

Column Description
Type The type of purchase order from which lines will be added: Blanket or Standard.
Order no. The order number of the purchase order from which lines will be added.
Line type The type of this purchase order line.
Item ID The item ID of the ordered item.
UoM The unit of measure of the 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 required for the item to be accepted at the warehouse.
If a smaller quantity arrives, the item will not be accepted.
You can accept a larger quantity 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 required for the item to be accepted at the warehouse.
If a larger quantity arrives, the item will not be accepted.
You can accept a smaller quantity as long as its percentage of the ordered quantity is greater than the percentage specified as the min. receipt (%) value.
Receipt action The action that will be performed 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
Save (button) Adds the selected purchase order lines and closes the dialog box.
Cancel (button) Cancels any changes and closes the dialog box.

This tab has a table that holds information related to the VAT to be paid on the purchase of the ordered items.

Column Description
VAT ID The ID of the specific VAT applied to the current purchase order.
VAT rate The VAT rate used for the VAT.
Taxable amount The taxable amount for this document.
VAT amount The VAT amount for this document.
Include in VAT exempt total When this check box is selected, the amount of the line is included in the VAT exempt total amount of the document.
Pending VAT When this check box is selected, there is pending VAT on the line.
Retained taxable The retained taxable amount for this document.
This column appears in the table if the Retainage support functionality is enabled in the Enable/disable functionalities (CS100000) window and the Apply retainage check box is selected for the current purchase order.
Retained VAT The retained VAT amount for this document.
This column appears in the table if the Retainage support functionality is enabled in the Enable/disable functionalities (CS100000) window and the Apply retainage check box is selected for the current purchase order.
Statistical VAT When this check box is selected, there is statistical VAT on the line.
Reverse VAT When this check box is selected, there is reverse VAT on the line.
VAT type The description of the VAT type on the line.

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

In this section, you provide shipping instructions for this purchase order.

Element Description
Shipping destination type

The type of the shipping destination:

  • Branch (meaning a branch of your company)
  • Customer
  • Supplier
  • Warehouse

The default shipping destination is specified in the Purchase order preferences (PO101000) window.

Ship to

The particular destination of the selected type.
For the Branch type, the field displays the list of branches.
For the Customer or Supplier type, the field displays the list of customers or suppliers, respectively.

The field does not appear for the Warehouse type of destination. You will see the Warehouse field instead.
Shipping location The location from which the order is to be shipped.
The field does not appear for the Warehouse type of destination.

Here you can specify additional shipping details.

Element Description
Override When this check box is selected, you can override the default contact settings for this shipping destination.
Attention The attention line as it is used in your company's business letters. This line will be used to direct the letter to the proper person or department.
Business name The supplier's shipping department name, if it is different from the supplier's business name.
Business name The supplier's shipping department name, if it is different from the supplier's business name.
Phone 1 The main phone number of the person to contact on matters related to shipping of this purchase order.
Element Description
Override When this check box is selected, you can override the default address settings for this shipping destination.
Address 1 The first line of the address for the selected destination.
Address 2 The second line of the address for the destination.
Postcode The postcode for the destination.
City The city where the destination is located.
Country The country of the destination.
County The county where the destination is located.

Here you can specify additional shipping details.

Element Description
FOB point The location where title for the shipment passes from the supplier to your company.
Ship via The carrier selected to ship the goods for the purchase order.
Shipping terms The shipping terms to be used for this shipping.

This tab contains detailed information about the supplier to supply the ordered goods.

In this section, you provide the supplier's address and contact information.

Element Description
Override When this check box is selected, you can override the default contact settings for the supplier.
Business name The business name of the supplier contact for matters related to this purchase order.
Attention The attention line as it is used in your company's business letters. This line will be used to direct the letter to the proper person or department.
Phone 1 The main phone number of the supplier contact for matters related to this purchase order.
Email The email address of the supplier contact for matters related to this purchase order.
Element Description
Override When this check box is selected, you can override the default shipping address for the supplier.
Address 1 The first line of the supplier's contact address.
Address 2 The second line of the supplier's contact address.
Postcode The postcode of the supplier's contact address.
City The city of the supplier's contact address.
Country The country of the supplier's contact address.
County The county of the supplier's contact address.

Here you can specify shipment terms for the purchase order.

Element Description
Terms The specific payment terms to be used for the purchase order.
Supplier VAT zone The VAT zone of the supplier's location.

This tab has a table that shows the details of the supplier discounts that were applied to the document.
It is available if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

The table toolbar includes only standard buttons.
Column Description
Skip discount When this check box is selected, you can cancel a Group- or Document-level discount for the document.
Selecting the check box updates the document's total and line amounts, but does not remove the record of the cancelled discount from the Discount details table.
Discount code The discount code of the supplier discount applied to the document automatically or manually.
Series ID The ID of the discount series connected with the discount code applied to the document.
Type The type of discount applied to the document (Group or Document).
Manual discount When this check box is selected, the supplier discount shown on this line has been applied manually from the Group- or Document-level discounts marked as manual in the Supplier discount codes (AP204000) window.
Discountable amount The amount used as the basis for discount calculation if the discount is defined as based on the amount.
Discountable qty. The quantity used as the basis for discount calculation if the discount is defined as based on the item quantity.
Discount amount The amount of the discount.
Discount percent The discount percent if by definition the discount is calculated as a percentage.
Free item The item 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.
Retained discount The part of the discount deducted from the retained amount.
This column appears in the table if the Retainage support functionality is enabled in the Enable/disable functionalities (CS100000) window and the Apply retainage check box is selected for the current purchase order.

You use this tab to view change orders related to the project and create new ones.

To use the change orders functionality, enable it in the Enable/disable functionalities (CS100000) window.

Column Description
Ref. no The number of the change order.
Class The class of the change order, which is defined in the Change order classes (PM203000) window.
Revenue change no. The number of the change order that affects the project revenue within the project, which the system uses for printing. The revenue change number is an integer that the system assigns sequentially, starting from 1 and then 2, 3, and so on.
Description The description provided for the change order.
Status

The status of the change order, which can be one of the following:

  • On hold: The change order is a draft that you can edit but not release.
  • 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.
Change date The date on which the changes made on the change order should be recorded in the project balances.
Approval date The date that is communicated to the customer as the approval date of the agreed-upon changes.
Contract change time, days A positive or negative number of days that represents the delay of the contract, used in reports.
External reference no. The external reference number of the change order.
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. no. column.
  • Reversed: The change order has been reversed.
Orig. CO ref. no The reference number of the original change order that the current change order reverses.
Project The project to which the change order is connected.
Project task The project task to which the change order is connected.
Item ID The ID of the item on the change order.
Description The description ID of the item on the change order.
Quantity The quantity of the item on the change order.
UoM The unit of measure of the item on the change order.
Unit cost The unit cost of the item on the change order.
Amount The amount of the item on the change order.

This tab contains other information related to the purchase order, such as the branch ordering the goods or services, the work group, 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.
Sales order no. The number of the sales order associated with the purchase order.
Prepayment ref. no. The reference number of the prepayment request linked to this purchase order, if any.
Work group ID The work group to which the purchase order was assigned for processing.
Do not print

A check box that indicates (if selected) that printing of this document is not mandatory for further processing.

This check box is selected by default if the Print orders check box is not selected in the Suppliers (AP303000) window, the Purchase settings tab.
Printed When this check box is selected, the current purchase order has been printed.
To print the purchase order, select Print purchase order on the Reports menu.
Do not email

A check box that indicates (if selected) that emailing of this document is not mandatory for further processing.

This check box is selected by default if the Send orders by email check box is not selected in the Suppliers (AP303000) window, the Purchase settings tab.
Emailed When this check box is selected, the current purchase order has been emailed.
To email a purchase order, select Email purchase order on the Actions menu.
Open quantity The difference between the quantities of ordered and received items.
The system calculates this value based on released receipts only.
Open amount The amount of the items that are ordered but not received.
The system calculates the open amount based on released receipts only.
The table toolbar includes only standard buttons.
Column Description
Print order description Select this check box to print the order description.
Print notes Select this check box to print notes.
Apply retainage

When this is selected, retainage will be applied on the invoices.

This functionality is available if the Retainage support functionality is enabled in the Enable/disable functionalities (CS100000) window.
Retainage (%) The percent that is applied to calculate the amount to be retained for the line.
This field appears if the Apply retainage check box is selected.

This tab has a table that shows the details of the receipts that include the items from this purchase order.

Column Description
Type The type of the receipt document.
Receipt no. The reference number of the receipt document.
Status

The status of the document:

  • On hold

  • Balanced

  • Released

Supplier name The supplier on the order.
Currency The currency used on the document.
Total qty. The total quantity on the receipt document.
Total amount The total amount of the receipt document.
Ref. no. The reference number specified for the purchase order.
Date The receipt date of the purchase order.

Parent topic:
Purchases windows - overview

Related concepts
About purchase order processing options
About types of purchase orders