Editing Purchase Order Line Items
This screen is used to add or edit the line items for each Purchase Order.
To add line items, begin by entering the product ID. Once a valid ID is entered, the product type, unit of measure, and standard cost will automatically appear. Enter a description of the transaction, the unit cost, and quantity received to complete each item.
You should only enter items here that are marked as Distributor Owned or Customer Owned in your Products file.
Products on Custom Purchase Orders which are Customer Owned are automatically received (the ON HAND quantity is increased) when you invoice the customer. There is no need to use this screen to enter receipt of such goods unless another type of adjustment is required.
Fields
| PRODUCT ID | Enter a valid product ID in this field. Use the field lookup button to select a vendor or to add a new vendordrop-down-list.
After you select a product ID, the default Package Quantity and Package U/M Appears at the right of the screen. We recommend always using the field lookup button to select a Product ID for this field. If you type in a Product ID (not using the field lookup button) for which there are multiple open sales orders, the first occurrence will be assigned to the P.O. and that may definitely not be the one you want! After you select a product ID, the Product Type, Unit of Measure, and standard cost will automatically appear along with the Package Quantity and, Package U/M.
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| DESCRIPTION | The default for this field is the products description field, but can be altered to fit your needs; otherwise this field can be left blank.
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| ORDERED | Enter the quantity ordered.
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| U/M | Enter the Unit of Measure for this Item. Some examples are shown below. Please note that this field does not affect the calculation for this Item. Use abbreviation(s) most suitable for your bookkeeping, for example:
CT Carton EA Each M Thousand
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| UNIT COST | The default unit cost appears from the products main data file. You can, however change it.
Entering an amount different from the default does not update the UNIT COST field in the main data file.
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| COST TYPE | Thisdrop-down-list determines how the quantities you enter are interpreted by Simple Accounting when calculating the Extended Cost and the final inventory ordered and received.
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| Unit Selecting this multiplies the Unit Cost by the Receive Quantity and also multiplies the Receive Quantity by the Quantity in the Unit of Measure.
When you select this option, the Package Quantity has no effect on inventory; it is the quantity you entered into the Unit of Measure Master which is important. Example: RECEIVE QTY U/M FINAL QTY 2.5 M 2,500 2.5 EA 2.5 2500 M 2,500,000
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| Pack Selecting this option is just the opposite of the Unit option: It disables the Unit of Measures quantity and uses the PACKAGE QUANTITY as the multiplier for the final quantity ordered and received. This has the effect of allowing you to create your own Units of Measure for each line item.
Example: RECEIVE QTY U/M PACK QTY FINAL QTY 20 BOX 50 1,000 10 BOX 2200 22,000
You should probably not use this option with an unambiguous U/M such as M or EA
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| Lot | This option disables the U/M from the cost calculation. In effect you are saying: Here is what I am paying for the entire amount. There is no way to determine a per unit cost.
Since a per item cost cannot be determined, you should never use this option for Distributor or Customer Owned items!
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| QUANTITY PER PACK | Enter the Package Quantity for the item. This defaults to the BUY PACKAGE QUANTITY field in the Product Master.
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| SHIP VIA | Enter the requested method to ship. This defaults to the selected Vendors SHIP VIA.
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| TRACKING ID | Enter the items tracking number from the carrier.
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SHIP TO  |
Select the Shipping Address for this item. If this P.O. was generated from a Sales Order, then the Ship To will default to the DEFAULT SHIP TO set in the Customer Master. If this is a Distributor P.O. then the address defaults to your business DEFAULT SHIP TO.
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ATTENTION  |
Select the attention line of the Ship To Address for this Line Item. The default is the Contact Name for the selected Ship To Address.
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| NOTES | Special notes for this product on the purchase order. These notes are unique to each line item; they are only a copy of the vendor notes entered under the Products and Services browse. The default notes are entered for you when you create the purchase order. This can lead to some confusion: Let’s say that you view the notes for a line item and realize that they are not exactly what you want. So you go to Products and change the notes attached to the spec. When you return to Purchase Orders the changes you just made to the spec notes will not be entered for you. Remember: they were automatically entered for you when you first create the P.O. The system will not re-enter them, since it does not want to overwrite any editing you may have done.
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| RECEIVE ITEM FIELDS | These non-editable fields display information about the sales order from which the line was generated if this is a Custom Purchase Order.
CUSTOMER ID SALES RECORD ID ORDER ID
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| RECEIVE
ITEM FIELDS |
These fields are enabled once the status of the transaction is Receive, indicating you are receiving items into the destination Site.
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| QUANTITY | Enter the quantity received, according the the Unit of Measure selected.
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VENDOR INVOICE |
Enter the vendors invoice # here. If you are receiving mutiple Line Items on this Purchase Order, all lines with the same Vendor Invoice will be grouped as a single line when posting to Accounts Payable. If you leave this field blank and choose to post your receipt to A/P, an Uninvoiced Bill will be created.
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| DATED | Enter the invoice date. This is required if you enter a Vendor Invoice. The default is todays date.
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| LOT NUMBER | Enter a Lot Number here if you wish to track receipts by Lot Number. This can be user defined.
If you are implementing FIFO or LIFO Costing, the cost and price of this receipt will be tracked and used to calculate the total cost and customer value of the product.
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| LOCATION | Enter the bin location at the selected Site, up to eight characters.
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| FOB
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| FREIGHT | Enter the amount of freight expense you paid upon receiving these products, if this is a receipt of stock (STATUS=’R’).
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| ACCOUNT | If a non-zero number is entered into the FREIGHT EXPENSE field, you must enter the proper G/L account here to which the cost will be allocated. A field lookup button is available to help select. The default account is your FREIGHT EXPENSE ACCOUNT selected in Setup Global Options.
This ability to select other expense accounts allows you to allocate any miscellaneous cost for the purchase of the item, not necessarily freight. Examples might include, packaging, embossing and design services.
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| VENDOR | The biller for shipment of this product. Enter a valid Vendor ID. Use the field lookup button to select a vendor or to add a new vendor on the fly . By default this is the same as the Vendor ID for the purchase order.
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| JOB ID | Enter the Vendors Job ID when it becomes known. After this line item is received, this will update the Product Masters Last Vendor Job ID field.
This is not necessarily the freight carrier for the item! This field is strictly for entering who is billing you for the freight costs. The carrier can be selected in the Ship Via field.
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| INVOICE | Enter the freight vendors invoice number. If left blank, this field defaults to the Vendor Invoice for the product. |
ONCE AGAIN! THE UNIT OF MEASURE IS CRITICAL The quantity you receive in needs to be in the same unit of measure as the quantity you ordered. A very common mistake is to enter 2500 for the RECEIVE QUANTITY with a Unit of Measure of M. You know that you meant two thousand five hundred, but Simple Accounting will interpret this to be two and one half million.
This button activates a [tooltip slug="browse-box"]browse box[/tooltip]. It is always placed directly to the right of an entry field and allows you to select a value for the entry field from the browse box. The browse box usually has all the same functions as if you had selected it from the main menu, so you can add, edit or delete records in the browse without leaving your original task.
Pressing <F6> on your keyboard when you are in a field with a lookup button works the same as pressing the Field Lookup button itself!