PO Type Master File

PO Type Master File

(POType.exe) In this program the user may create purchase order types which allow you to describe and classify entire purchase orders. The user will be able to determine how each type of purchase order will behave based on the system options chosen.  

Adding a PO Type

Key in CTRL+N, click the New icon or select File then New from the application menu to begin entering a new code. In the PO Type field, enter in the code for the purchase order type. It can be up to 4 characters. Then, type the name of the purchase order type in the Description field. You will probably want to enter a PO type code for a Regular Order, as well as any others.
Check boxes are available that will allow you to choose how the PO class will behave. Place a check mark in any of the appropriate boxes:
 
Prepay:

• The Purchase Order is to be Pre-Paid before delivery will occur. This will work in conjunction with Invoice Matching to create a Voucher so the item can be paid for prior to filling a purchase order. Must run Create Vouchers from Pre Pay Program to create vouchers for this PO Type. Using the Auto Receive function is applicable with this type when dealing with subscriptions.

Frequency:

• A Frequency Purchase Order is used for an item that is ordered on a recurring schedule. Examples: Standing orders for an item to be delivered on regular recurring intervals. Monthly Maintenance Agreements. When selecting, a Frequency screen will appear and the user may enter the Frequency (see the Frequency types below). Periods denotes the number of times based on the Frequency type. The Start Date is the day of the month to begin the Frequency. The amount entered in the Quantity field will be for each period, not the total amount. The Delivery Date will be the based on the Start Date plus the Lead Days from the Vendor Master File.
• The following are the Frequency types: Monthly, Yearly, Weekly, Bi-Monthly, Bi-Weekly, Quarterly, Semi-Annually, Every 4 Weeks.

 
Not to Exceed Order:

• The total cost for each line item becomes an amount not to exceed when used in conjunction with Invoice Matching. Instead of Paying on Invoice quantity, invoices will be judged on Invoice Cost Amount. When using this option it will work well with the Auto Receive Function. Examples: Blanket Purchase Order for items which are not uniquely assigned.

Don't Accrual:

• If the items on a purchase order should not be included in the End of Month Accrual process. Commonly used for maintenance contracts, building projects, etc.

Fill & Kill:

• Items on purchase order will be considered totally received upon first receipt of each item.

Project:

• If a Purchase Order is this type, the Project field must be entered in Purchase Order Entry. A drop down may be accessed in the Purchase Order Header and the Project number can be selected.
• There are 2 System Options that handle the nature of the Project field, they are:  USE_SUBLEDGER_AMOUNT & USE_SUBLEDGER_AMOUNT_OVERRIDE in the Purchasing module.
• If  USE_SUBLEDGER_AMOUNT is set, then the Project entered must exist in the Project Master File & the amount of the Purchase Order must be less than the budget amount in the Project Master File. If the Budget Amount is zero, then the Purchase Order can have any total, but the entered Project must still exist in the Project Master File. This check will be done upon release of the purchase order.
• If USE_SUBLEDGER_AMOUNT is not set or set to 'N' then there is no need for the Project number to exist in the Project Table but the field must be filled in when creating the purchase order.
• If USE_SUBLEDGER_AMOUNT_OVERRIDE is set, users will have the ability to release a purchase order that will put them over their budget. A message will pop up stating they are over the budget amount.

Auto Receive:

• When a Purchase Order is released, it will also be automatically received.

Notify Accounts Payable:

• When applied, the Invoice Matching Entry program will pop up a message box indicating that the Purchase Order has this option set. It can be used to let AP know of special conditions regarding this PO Type. Example: Used in Conjunction with Sub Ledger and can indicate to AP that this PO is a capital PO.

Return Repair:

• When a Purchase Order is released with a Return Repair PO Type, the Return is automatically created and does not have to be entered into the Return Program.  The Return can then be edited using the Return program, if needed.

No Voucher:

• This PO Type will not require a Voucher.

Require Profile ID

• This PO Type requires a Profile ID to be entered in the Detail tab for the Material Code

Not to Exceed Header

• When selecting this PO Type, the user will see a field, "Not to Exceed Total below the Total field on the Purchase Order Header tab. The user will enter an amount which may not be exceeded by the total amount on the Purchase Order Detail tab. If it is exceeded on the Detail tab, a Confirm screen displays stating, "Saving this line will put you over your Not to Exceed Amount. Do you want to continue?" If Yes, the system will allow it to occur, but it will display in red in the Not to Exceed total field. If No, the user should edit the purchase order to keep it below the amount. Also, if the user attempts to edit and change the Not to Exceed Total amount to an amount that less than the Purchase Order Header Total a Warning box will display.

One Req Per PO

• When selected this will allow for one requisition to be processed to a purchase order in the Process Non Stock Requisitions program based on the associated PO Type.

Service Contract PO

• When selected this will include the amount from the Non File items that are created in Purchase Order Entry using this type and received amount to display in the Contract Master File in the Total Amount to Date and YTD Amt fields.
• If selected enter the NonFile Contract at the bottom of the Purchase Order Header tab.

There are PO Live and PO History Months that may be entered for each Type that may be set which will override the System Option, PO Live Months in the Systems module.

Finally, key in CTRL+S, click the Save icon or File then Save to save the record.

A PO Type may be edited on a Purchase Order after release if re-opened, except for Frequency, Prepay, Not to Exceed, and Auto Receive. May change to Prepay if the purchase order is not on a voucher.

Deleting a Purchase Order Type

To delete a record, first select the record you want to delete. The user may use the Search or lookup function to accomplish this in the PO Type field. Then key in CTRL+D, select the Delete icon or choose File then Delete from the application menu. Answer yes to the question asking you if you are sure you want to delete the record.