Purchase order maintenance (DMR50101)

Function keys

Addresses

Complete the mandatory fields and click this function key to maintain the addresses for the order.

Order header

Complete the mandatory fields and click this function key to maintain the order header for the order.

Copy to order

Copy to a purchase order.

The following applies for purchase orders:

you can copy a purchase order into a new purchase order
you can copy a purchase suggestion into a new purchase order.

Handler: Mandatory entry. Enter a code from the Signature table indicating the handler of the purchase order.

Order number: Normally this field is left blank to let the system pick the next available order number from the Number series table. If you enter an order number manually, the number has to be a number outside the range of the number series.

Previous order: Displays the order number of the previous order you entered/maintained.

Supplier number: Mandatory entry. Enter the complete supplier number, or alias.

Order type: Mandatory entry. Enter a code from the Purchase order type table.

Inventory contract: This field is only displayed if the DC1 Contract Managed Inventory application is activated, and is valid for SCS-, Logistic SCS, WCS (External supplies) and WDS contracts. It is an optional entry. When initializing a contract line for any of the mentioned contracts you can either run the CMI process for the contract line via Work with inventory contracts, or link the applicable inventory contract in this field. If you enter an inventory contract in this field, all purchase order lines added to this purchase order will be used to update the inventory contract.

Warehouse: Enter a code from the Warehouse table. If nothing is entered, the Main warehouse defined in the DIS control file is retrieved. If, however, the order type indicates a direct reception note printout (only applicable for purchase orders), the warehouse code must be entered. Note: If DC1 inventory Control is installed and activated, you have to complete this field.

Currency: Enter a code from the Currency table indicating the currency in which the purchase prices is going to be expressed. If nothing is entered, the currency code defined in the Business partner file for the specified supplier is retrieved. An exchange rate for the period and level specified in the DIS control file must, however, exist in the Exchange rate table. Otherwise a message will be displayed.

Transport time: Enter the number of days allocated for the transport of the order from supplier to our warehouse. If nothing is entered, the transport time is retrieved from the Supplier transport time table.

Nature of trans

The code can be changed on the order line level.

Port of arrival

The code can be changed on the order line level.

Port: This field is only displayed if the TODPORT (Print TOD/port information) function is activated in the Function control file, and is a mandatory entry. This Port of dispatch information can be changed on the purchase order header, but the update will not apply to existing open purchase order lines with status less than 60 (as well as not deleted), and you will be flagged with a warning. The Port of dispatch description will be printed on the Purchase order document together with the terms of delivery information.

Cost centre

Only displayed if the cost centre handling function is activated. The cost centre handling function is only used for external orders. There are two predefined values that can be defaulted to this field:

If a cost centre has been defined in the Signature table (for the user that is entering the purchase order) it will be defaulted to this field.
If a cost centre has been defined for the supplier in the Business partner file (A/P basic data panel) it will be defaulted to this field.

Note: If a cost centre has been defined in both the Signature table and the Business partner file the default value will be taken from the Signature table.

If no value is defaulted, enter a code indicating the cost centre to assign to the purchase order. This field is mandatory.

Note: A security check will be performed to verify if the user is authorized to enter the cost centre.

Project: Only displayed if DC1 Project is installed and activated. Enter a project number from the Project file indicating the project to which this purchase order should be connected. The value in this field is used as a default for the order lines. If a project is entered, all order lines entered on the order will be connected to this project. The project id is the combination of project, phase, line and cost code. It is also possible to connect purchase orders to a project structure if the Struc hand field is set to 2 (additional material) for the project line.

Phase: Only displayed if DC1 Project is installed and activated. Enter a phase from the Project file indicating the phase of the project to which this purchase order should be connected. The value in this field is used as a default for the order lines.

Line

Only displayed if DC1 Project is installed and activated, and it can only be completed if the Project field is completed. You can either connect this purchase order line to a new or an existing project line. Leave this field blank to add a project line to the project phase, or enter an existing line number to be connected to the purchase order.

For existing project element lines the following applies:

If the project element line refers to a produced item and is defined with structure handling code 2 (additional material), a project structure component will be added. In this case a reservation will be made in the Time axis for the component item.
If the project element line is not defined with structure handling code 2 (additional material), there will only be a link created to the project line.

Cost code: Only displayed if DC1 Project is installed and activated. Two input fields exist for this field. The first is mandatory and the second is optional. Enter one, or two, code/s from the Project cost codes table defining the cost codes to which this purchase order should be connected. The values in these fields are used as a default for the order lines. If a cost code is entered, all order lines entered on the order will be connected to this code. The cost code is part of the project id, together with project and phase/line and is used to total up cost price and reported values on the project.

Work with purchase order, Order header (DMR50102)

Function keys

Text

Access the Edit text panel where you can enter text connected to the purchase order header.

Dsp rep curr

Display the amount(s) in system currency and reporting currency.

Delete order

Delete this order.

Note: This order may not be deleted, should the Del sched field be set to YES.

Order date: Displays the date when the order was entered into the system, but can be changed.

Reference: Enter the name of the contact person for this order.

Handler: Enter a code from the Signature table, indicating the handler’s reference of this purchase order.

Order disc: Enter the order discount as a percentage. Only those items for which the Valid for discounts field is set to YES in the Item file, and with an order discount percentage entered here will be included in discount calculations.

Currency: Displays the currency code entered on the initial panel. If nothing was entered there, the currency code defined in the Business partner file for the specified supplier is retrieved. This code can only be changed before any order lines are entered. An exchange rate, however, must exist for the currency and the time limit specified in the DIS control file. Otherwise a message is displayed.

Ord val disc: Enter a code from the Order value discount code table. If a code is defined in a valid supplier agreement specified for the supplier, this field is already completed. The existing code can be changed. If so, the discount percentage specified in the Order disc field will be updated with a new value when you exit the order.

Language: Displays the language code from the Business partner file, indicating which of the ten different languages, stored per item, should be used. Also which of the different lead texts for external documents should be printed.

Text code: Enter a code from the Standard text table, indicating the text to be printed on the documents for this order.

Backlog: This field is only applicable for purchase orders. Indicate if a back order is allowed for this order line. If set to NO, a back order will not be created even if the order line is not delivered in full. This code, however, can be overridden during Goods reception entry.

Hold order

Indicate if the order should continue through order processing or if it should be held for further investigation and released later by an authorised person. If you set this field to YES, the Reason code field has to be completed.

For purchase orders this field can be updated to YES automatically if:

the order type requires pre-accounting and no pre-accounting is done.
or
if the order type requires limit control and the purchase order value is higher than the common attest limit, defined for the handler of the order. The common attest limit is defined in the Signature table
or
if the order type requires attesting and the order is not attested.

If updated automatically, the Reason code field will define why the order is held and you are not allowed to change this setting from YES to NO.

Reason code

This field can only be completed if the Hold order field is set to YES. Enter a reason code from the Order held reason code table, indicating why the order should be held. A user defined code must be entered, i.e. a code between 51 and 99.

This field can be updated automatically by the system for purchase orders if one of the following apply:

Note: If updated automatically, you are not allowed to change the field.

Security cde: If the order type of this order requires attest control, which is defined in the Purchase order type table, a security code must be entered to attest the order. Orders not attested will be held. If you are allowed to attest orders, enter your security code from the Signature table. Once the order has been attested, this field is protected. Note: The code you enter is not displayed on the panel.

Fax

Displays the code from the Business partner file, but can be changed. Indicate if the purchase order should be sent by fax to the supplier.

If set to YES, a valid fax number from the Fax/phone number file must be entered in the Fax number field. The Fax/phone number file is maintained via the Business partner file.

Fax number

Enter a fax number from the Fax/phone number file, if the Fax field is set to YES. The Fax/phone number file is maintained via the Business partner file.

Paper copy

If the Fax order conf is set to YES, you can set this field to YES to get a printout of the order confirmation.

Hold doc

Supp ord ref

Enter the supplier’s order number or any reference to the purchase order. This field is a reference to the supplier order number, and can be used as a search and selection parameter in Goods reception enquiry and Invoice/order matching. This information is also printed on all documents associated with a purchase order. Note: If a supplier order reference is entered on a direct sales order, the reference is copied into this field, if this is a direct purchase order.

For Pharma US installations, this reference is the DEA order form number for the ARCOS functionality, which is mandatory if the order holds item(s) classified as narcotics (i.e. a narcotic category is connected to the item, and the DEA order form no field is set to YES on the narcotic category). See About the ARCOS functionality (Pharma US) for more information.

Fixed rate

Exch rate

TOP: Displays the terms of payment for the supplier from the Business partner file, but can be changed. When you click OK, the predefined text for the code is displayed in the second field. An alternative is to enter 999 in the first field, after which a text of your own choice can be entered in the second field. Note: If a valid supplier agreement exists with a value defined for the terms of payment, that value will override the value defined on this panel.

DI order: Indicates if the supplier is a DI supplier, defined in the Business partner file. The setting can only be changed from YES to NO, if the purchase order has not been created in the Data Interchange database, (i.e. the DI created field below is set to NO), and it is a DI supplier. If a supplier is a DI supplier, this means that your company can communicate via Data Interchange with this supplier, for example through EDI.

TOD: Displays the terms of delivery for the supplier from the Business partner file, but can be changed. When you click OK, the predefined text for the code is displayed in the second field. An alternative is to enter 999 in the first field, after which a text of your own choice can be entered in the second field. Note: If a valid supplier agreement exists with a value defined for the terms of delivery, that value will override the value defined on this panel.

DI created: Indicates if the Data Interchange purchase order has been created, and cannot be changed.

MOT

Displays the manner of transport for the supplier from the Business partner file, but can be changed.

Note: There is an exception. If the EU reporting function is activated, you must define for each manner of transport if it is a sea transport. If any order lines are entered, you can only change the manner of transport code if the new code is defined in the same way as the old one, i.e. if the manner of transport is defined as “port mandatory”, you can only enter another manner of transport that is also defined as “port mandatory”.

In addition, if the manner of transport is changed, and you are entering a return to supplier order, a validity check is done that the order lines entered do not have a handling/hazard code which is not allowed to transport with the new manner of transport. The exceptions of which handling/hazard codes are allowed to transport with a certain manner of transport, are defined in the Manner of transport/Handling and Hazard code exception table.

When you click OK, the predefined text for the entered code is displayed in the second field. An alternative is to enter 999 in the first field, after which a text of your own choice can be entered in the second field.

Del sched

Indicate if this order is to be connected to a delivery schedule or not.

If the field has been set to YES, it may not be changed if the purchase order number is defined as an order number or next order number for an item/warehouse within a supplier/schedule profile combination.

Note: This field may not be set to YES, if any of the order lines are in a status of less than 60. The same applies if the order is of type return or for immediate reception.

Port of disp: This field is only displayed if the TODPORT (Print TOD/port information) function is activated in the Function control file, and allows you to change the Port of dispatch that was entered on the initial purchase order maintenance panel when you created the purchase order. If changed, the update will not apply to existing open purchase order lines with status less than 60 (as well as not deleted), and you will be flagged with this warning. The Port of dispatch description will be printed on the Purchase order document together with the terms of delivery information.

Shipment mrk: Enter the text for the shipment marking describing the item. This text is printed on all documents associated with a purchase order.

Snd AC order: Indicate if this purchase order should be sent to the supplier via any of DI methods ACCEMAIL or ACCEFAX. This field is set to YES by default if the order has not received status 20.

Cost centre: Only displayed if the cost centre handling function is activated. The cost centre handling function is only used for external orders. Displays either the value that was entered in the initial panel or is blank. This value can, however, be changed by entering a code from the Account file, indicating the cost centre to assign to the purchase order. Note: A security check will be performed to verify if the user is authorized to enter the cost centre.

AC created: Indicates if this purchase order has been sent to the supplier via any of DI methods ACCEMAIL or ACCEFAX.

Project: Only displayed if DC1 Project is installed and activated. Enter a project number from the Project file indicating the project to which this purchase order should be connected. The value in this field is used as a default for the order lines. If a project is entered, all order lines entered on the order will be connected to this project. The project id is the combination of project, phase, line and cost code. It is also possible to connect purchase orders to a project structure if field Struc hand is set to 2 (additional material) for the project line.

Phase: Only displayed if DC1 Project is installed and activated. Enter a phase from the Project file indicating the phase of the project to which this purchase order should be connected. The value in this field is used as a default for the order lines.

Line

For existing project element lines the following applies:

If the project element line refers to a produced item and is defined with structure handling code 2 (additional material), a project structure component will be added. In this case a reservation will be made in the Time axis for the component item.
If the project element line is not defined with structure handling code 2 (additional material), there will only be a link created to the project line.

Cost code: Only displayed if DC1 Project is installed and activated. Two input fields exist for this field. The first is mandatory and the second is optional. Enter one, or two, code/s from the Project cost codes table defining the cost codes to which this purchase order should be connected. The values in these fields are used as a default for the order lines. If a cost code is entered, all order lines entered on the order will be connected to this code. The cost code is part of the project id, together with project and phase/line and is used to total up cost price and reported values on the project.

Work with purchase order, Order header (DMR50103)

Function keys

Text

Access the Edit text panel where you can enter text connected to the purchase order header.

Dsp rep curr

Display the amount(s) in system currency and reporting currency.

Delete order

Delete this order.

Note: This order may not be deleted, should the Del sched field be set to YES.

Inventory contract: Displays the inventory contract (identity and description) connected to this purchase order.

Contract type: Displays the inventory contract type associated with the inventory contract.

Related topics

Function keys

Work with purchase order, Order header (DMR50102)

Function keys

Work with purchase order, Order header (DMR50103)

Function keys