Purchase Order Entry
(POEntry.exe) (POEntry9.exe) This application allows the user to create and edit Purchase Orders and release them for processing.
Creating a New Purchase Order
To create a new Purchase Order, key in CRTL+N, select File then New, or click on the New icon. This screen is the Purchase Order Header. Enter the Entity using the drop down, change the PO Type using the drop down if necessary, change the Ship To if necessary using the drop down. The PO Date fills in with the current date. You may enter a Manual Req(uisition) number if utilizing. There is a system check with a Warning screen if the number has been used previously. When the Manual Req field is utilized, another free form field entitled Manual Req User, will be available to enter the username at the bottom of the Header tab. The Project number may be entered or the lookup may be accessed if the Projects program is utilized and a PO Type has been chosen where Project has been checked in the PO Type Master File. Only Projects marked "Active" will display. The PO Type may be edited 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.
There is a System Option, Show Project When Not Project PO Type, in the Purchasing module which when set to N (No) the Project field will not display unless the PO Type has Project checked. When set to Y (Yes) it will always display. Special Instructions, C/R (Confirmations/Reference), and Placed With are free form fields, which can be utilized by the user. The Memo fields can be accessed by double clicking in the field. Buyer Memo is an internal memo which Receiving can access. Vendor Memo will print on the Purchase Order document. Patient Memo will allow the user to enter patient information in this field. Receive Memo will display as a popup, Memo Editor, in the Purchase Order Receipt program when that purchase order number is entered. The user may check Overnight or 2nd Day which will display on the Purchase Order. If Overnight or 2nd Day is checked, the program will pull the stored comment into the Vendor Memo field and highlight it in red capital letters. The Status will be displayed (Open, Released, Sent, Faxed, Emailed, Cancelled, etc.). The Total field displays the total dollar value of the Purchase Order from the Detail tab. If using a PO Type where the Not to Exceed Header Total is checked in the PO Type Master File, a field will display entitled, Not to Exceed Header below the Total field. There is an option in the User Master File to limit the amount that a buyer may put on a purchase order called Dollar Limit on the IMF,AP,Rec,Equip,PO,Images,System tab in the Purchasing section. If exceeded a popup message displays. View/Scan button allows the user to scan a document relating to the Purchase Order (see Scanning a Document for instructions on scanning). There are also RCV and OLR buttons that will display in red if scans are available. The Header tab must be saved before scanning a document. There is a checkbox, Has Image, which indicates if a document has been scanned for this Purchase Order. The program, Find Images, may be run to find purchase orders that have associated scanned documents and will mark the checkbox.
Next, enter the Vendor ID or Vendor Name, or use the lookup, after selecting, the information from the Vendor Master File fills in the Address, Attention, Phone, Website, Fax, Order Days, Terms, Account Number and FOB . You may change the Terms, or FOB if necessary. If there is a vendor Memo associated from the Vendor Master File the MEMO field will appear to the right of the vendor Fax number highlighted in red. Double click on the field to display the memo. There is MultiMedia Path that the user may utilize to enter an associated document. There is a button on the Toolbar with a picture of a camera that may be used to access the MultiMedia document. There is a System Option, POEntry Show Multimedia Path, under the Purchasing module, that will allow the user to choose to not show the Multi Media Path. There are up to 3 User Defined fields that will display at the bottom of the Header tab and may be accessed by utilizing the System Options, User PO 1, User PO 2 and User PO 3, in the Purchasing module and naming the field in the Value field. Either click on the Detail tab, or Save, and then the P.O. Number fills in with the next available number and Status becomes Open. There are two System Options available, Allow Update Vendor Acct POEntry and Allow Update Vendor Address POEntry, in the Purchasing module which allows the ability for the user to update the vendor Account field and the Address in the Vendor Master File. There is a System Option to enable each Entity to have its own set of Purchase Order numbers it is called Next PO From Entity under the Purchasing module, if you wish to utilize it. There is a System Option, Use PO Groups, under the Purchasing module, to enable a specified PO Group, as created in the PO Groups Master File, under Master File Maintenance, to have its own set of Purchase Order numbers. The PO Group users are assigned a group using Assign Users to PO Groups in System Maintenance. If a user is assigned to more than one PO Group in the Assign Users to PO Groups when creating a new purchase order, a PO Group field will display above the Entity field with a drop down to select. If a user attempts create a purchase order and has no PO group assigned a Warning pop up box will display alerting the user. If a user would be required to use the default PO Group, there is a separate System Option, Must Use Default PO Group under the Purchasing module, which when set to Y (Yes) would require the user to use the Default PO Group as selected in the Assign Users to PO Groups. To access this system option, Use PO Groups must also be set to Y (Yes). If a user does not have a default PO group assigned when this system option is employed a Warning pop up box will display alerting the user.
When using the Vendor Ship To Master File to display an alternate Vendor Account No based on the Ship To, the Account Code will display in the Ship Account field, which when utilized displays between the Account and F.O.B. fields.
This is the Purchase Order Detail screen. The cursor will be in the Material Code field. Enter the first Material Code or use the lookup, the Location, Account Number, Vendor Catalog, Manufacturer Catalog, Description, P.O. Class, Unit of Purchase, Conversion and Unit Cost fields as contained in the Inventory Master File will fill in. If the information that displays is not correct, you may change it in the Conversion, Unit of Purchase or Unit Cost, by clicking in that field and effecting the change if allowed by a System Option, Allow Update Master in the Purchasing module. The Profile ID may be entered if necessary, only profiles checked as Active in the Profile Master File will be allowed. There is a System Option, Use Last Profile ID, under the Purchasing module when utilized will populate the following inserted line with the same Profile ID code. There is a Require Profile ID checkbox in Sub Account Master File, which will require the user to select a Profile ID for items with that Sub Account in Purchase Order Entry when building a purchase order. If the user does not enter a Profile ID, a popup displays to remind them to do so.
A Doctor code may be entered by using the lookup from the Doctor Master File, if necessary. Enter the Quantity and press enter. Line will display in the section below. If you have made a change you will receive a prompt asking if you want to update the Inventory Master File with that change. Please read and respond accordingly. If an item is not in a multiple that a vendor requires a pop up warning will display. There is a System Option, POEntry Not Ordered Months, in the Purchasing module, that when set will check and a warning box will display if it exceeds the number of months for which it is set. There is a System Option, PopUp Msg Zero QtyOrd, in the Purchasing module which will display a pop up Confirmation box to alert the user that 0 has been ordered if set. The cursor will then appear in the Material Code field for entry of the next item. There is a check box entitled Do Not Accrue Line, which allows the user to mark a specific item as a Do Not Accrue if necessary. Continue until complete. If a contract is associated with an item it will appear in red on the Status bar on the bottom right of the Detail tab. There is a System Option that will alert the user via a pop up box if it is not the Main Vendor for the item, Ask If Not Main Vendor. There is also a System Option, Can Update Loc Account, in the Purchasing module, which will display a pop up window, when the Account Number is changed and ask if the user would like to update the Location tab of the Inventory Master File with the new information. This can be accessed when the System Option, Enter Dept Use Loc Sub, is set to Y (Yes). If you have a Substitute item, the system will allow you to alter the information as a one time change. Check the Substitute box after entering the Material Code and change the information accordingly. The next time you order the same Material Code, the system will refer to the original information. If an item is on contract, the only way to change information for the Vendor Catalog #, Mfg Catalog # or the Mfg Name fields is by using the Substitute box. There is a System Option, PO Entry Can Freeform Mfg, under the Purchasing module which will allow the user to enter a Manufacturer as freeform without it being in the Manufacturer Master File. A popup window displays and will allow the user to add or ignore adding to the Manufacturer Master File. There is another System Option, Use Last Mfg Name, under the Purchasing module, that when requiring a Manufacturer Name will set the manufacturer name to the previous one entered on that purchase order. There is a System Option, Not Allow Lower Contract Cost, in the Purchasing module, which when set will prohibit the user from entering a cost that is lower than the contract cost. The field will be inaccessible. There is also a System Option, POEntry Never Edit Vendor Catalog, in the Purchasing module which will not allow the user to update the Vendor Catalog Number without checking the Substitute box. If there is an 855 Note, it will appear in the grid with a blue C to alert the user to a memo. There is also a System Option to allow adding an item to a catalog, Allow Add Catalog, in the Purchasing module. If utilized, the user will be able to view and select, Add to Catalog, under the Tools menu, which will display an Add to Catalog screen. Enter the catalog code or use the lookup by Catalog or Description to locate and then double click on it. A Warning box appears to notify the user that the item has been added to the catalog. If an item being added is on a Committed Contract as marked in the Contract Master File, a Warning screen displays listing the contract and vendor and asks if the user wishes to continue. When adding lines, the user may right click in the Mat Code field to copy the previous line entered. After right clicking, the message Copy Previous Line will display and will show the previous lines’ information when selected. When viewing lines, the user may right click on the line in the grid to copy it, and then select Copy Line to display it. After using either of these features, the user may make changes to the line and must hit Save to save the record. If a memo is associated it will appear in red.
To delete an item, select the line to be removed and press the Delete icon, File then Delete or CTRL+D. A Warning screen displays for verification of your intentions. Answer Yes and the item will be removed. To remove all lines, right click in the grid and a box displays, choose Select All, which will highlight all available items for removal. The user may also choose to Multi Select specific lines by pressing the CTRL key and click on the line or lines in the grid to highlight for removal. When selection is complete then press the Delete icon, File then Delete or CTRL+D. Please note the system will only delete lines that have not been received or have been un-received. There is a System Option, POENTRY MAKE QTY ZERO ON DELETE, under the Purchasing module, which when set to Y (Yes) will allow when deleting a line the Quantity to be changed to zero instead of removing the line.
The user may click on the Return number in the grid and the Returns program will automatically open. The Returns program must be on the users menu for this to operate.
Creating Items in Purchase Order Entry
There is a System Option, Enable Add Items in the Purchasing module, which will allow the user to create a Material Code in the Purchase Order Entry program. Users can be given rights to Add Items in the User Master File under the AP, IMF, PO, Rec tab by checking the Can Add Items box. The program can be accessed from the Tools menu, Add Item or (F7). When accessed a box displays, the Add Material Code to the Inventory Master File, which allows the user to choose to add Stock or Non-Stock items by entering all required information in the fields. When complete click OK, if a required field has not been entered the system will alert the user to it. The Material Code will be assigned when completed. If you are creating a Stock Item, you may want to enter the Reorder Point, Reorder Quantity, Min and Max in the Unit of Issue tab of the Inventory Master File at a later time.
Create Non-File
You may also create Non-file, or one time material codes, which will not be added to the Inventory Master File, but will appear on reports. Click on Tools, Create Non-File or F3. A Non-File Material Code is created, designated with a * as the prefix. Enter the remaining information in the Detail screen and enter the Quantity. There is a System Option, NonFile History Check, in the Purchasing module, which will let the user know if an item has been ordered with the same Vendor Catalog Number or Manufacturer Catalog Number within a specified number of months.
Releasing the Purchase Order
When the Purchase Order is built you must release it before it can be received. Click on Tools, Release Purchase Order or F4. A Release Purchase Order screen appears and you will have up to five options based on information set in the Vendor Master. If you have checked EDI, Fax or E-mail in the Vendor Master for the Purchase Orders’ Vendor, the system will allow you to release it that way, otherwise these will be grayed out. You may also set a purchase order as Release PO But Don’t Print, EDI or Fax, which allows a paperless way to release it. The other option is Release to Print, which allows you to print a copy of the Purchase Order if necessary. You must either Print to Printer or Screen to allow the PO to be received. It will also display the PO #, Vendor, PO Total, Vendor Min(imum) Order and Min Order Fee amounts. There is a System Option, Release Reminder, in the Purchasing module, which will have a pop up box display upon closing the program or going to the next Purchase Order that the current Purchase Order has not been released. When releasing a Purchase Order and it is below the Vendor Minimum Order set in the Vendor Master File, a Popup box will display with the Vendor Minimum Order Amount and Vendor Minimum Fee associated with it. The user will then have the choice to release the Purchase Order. When releasing a Purchase Order and that order is over budget based on amounts entered into the Budget Master File an Information screen will display with the message, "The following lines will put you over budget and the Account Number, Budget Amount, Current Amount, and each Line number displays with Material Code and the Extended Cost and will alert that they may or may not continue based on the setting of the System Option, Budget Period Type Don’t Allow Over, in the Materials Management module. The purchase order created will remain with an "Open" status if the user could not continue.
Un-releasing a Purchase Order – after releasing a Purchase Order you may decide that you need to un-release it to make changes. Click on the Release Purchase Order or F4 selection under Tools, and when the Release Purchase Order screen appears uncheck your previous selection, which will mark the Purchase Order as "Open."
If there is a PO Type of Auto Receive associated with a Purchase Order that you wish to un-release there are two conditions that must be met. First, the On Hand quantity for all lines must be enough in the Inventory Master File to cover the decrementation for stock items. Second, the Purchase Order must not have an associated invoice in the system.
Reopening a Purchase Order
If you want to Reopen a PO that has been closed or released, press F2 on Tools, reopen Purchase Order. This will allow you to increase quantities by editing the line or adding Material Codes to the PO. After editing, press Save. Please keep in mind that you cannot reopen a PO that has been released to EDI.
The user may update a Conversion amount in the Inventory Master File and Contract Master File for an item after the Purchase Order is marked as sent (received by the Vendor), if the System Option, Allow Update Master, in the Purchasing module is set to Y and if the user is allowed to update a contract as set in the Users Master File, on the IMF, AP, Rec, Equip, PO, Images tab under the Purchasing group. Allow Update Master will also allow the updating of the Phone and Fax fields in the Vendor Master File as well as the Unit of Purchase and the PO Cost in the Inventory Master File. After reopening the Purchase Order and editing the change in the Conversion, a pop up box will display to confirm that the Conversion was changed and if the item is on a Contract, would the user elect to automatically update the Contract with the new value.
Editing a PO
Once you are viewing the information relevant to a Material Code, you are able to alter this information, provided that this is still an open Purchase Order. Place your cursor in any of the fields in the middle of the screen, and key in the changes you want to make. Your changes will be reflected immediately in the table at the bottom.
If you wish to insert a line between items on an existing purchase order, select the line where the user wishes to place it, then right click and choose Insert Line. Then enter the Material Code and all pertinent information and then the Quantity. This is only available on Unreleased Purchase Orders.
There is a System Option, Show Change Deliver, under the Purchasing module, which will allow the user to change the Delivery Date for all items on a Purchase Order. If utilized, the user will be able to view and select Change Deliver Date, under the Tools menu. This will access a screen, Change PO Deliver Date, in which the new Deliver Date may be added or a calendar used to set the new date and then press the Save button.
If you are editing a line for a Frequency or Auto Frequency PO Type, a Warning screen will display, which will ask if you wish to update future frequency lines with the change. Answer Yes to update the future lines.
The PO Type may be edited 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.
Canceling a Purchase Order
A Purchase Order may be cancelled by clicking on the trashcan icon (4th from the left) on the Header tab and answering the verification question. If the icon is not available, the status may reflect that the order has already been closed, EDI or Faxed. There is a System Option, Use Cancel Memo, in the Purchasing module, which when set to yes, will display a Memo Editor screen to enter a reason for canceling the Purchase Order.
Addition Information
In the Tools menu, other options available to the user are:
Use General Vendor – allows the user to create a single use vendor. The name from the System Option, General Vendor, in the Purchasing module will display in Vendor ID field. Fill in address and all other pertinent information.
Add Freight – creates a line on the Purchase Order for freight
View Breakdown or CTRL+T – displays Detail tab information.
View PO Information or CTRL+I – displays expanded Purchase Order information.
Edit PO Information – may edit the C/R (Confirmation/Reference) field. A box appears, enter information, and then Save.
Split Detail Line – will open a Split screen, which will allow the user to split the cost for accounts if the System Option, Allow PO Entry Detail Split, in the Purchasing module is set to Y (Yes). Also need to set up the Entity Split Account in A/P Invoice Matching System Option as well as the Inter Company Accounts if necessary.
When accessed, click New and then adjust the Amount and enter the Account Number, Profile ID if applicable and the Percentage. Click on the Done button when complete.
E-mail - will create a new message from the user’s E-mail account.
Resequence Line Numbers – allows the user to re-sequence the line numbers. This is accessible if the Purchase Order has not been released. This may be used if lines are deleted and there are gaps in the sequence. After doing so, click on the Line column header in the Detail tab.
Add Item to Contract – allows the user to add the item to a contract. Users must have permission to do so in the User Master File, under the Purchasing section of the IMF, AP, Rec, Equip, PO, Images, System tab, by checking Can Update Contract.
Change Entity - allows the user to change entities provided the user has rights to the entity.
Put On/Off Hold to not Pay - Allows user to place a PO On Hold indefinitely. Displays screen with a check box to allow the user to put PO On Hold or remove the On Hold status with an accompanying memo. When completed press OK.
Return Cancelled Item - Allows user to recall a deleted line from a released PO. Displays a screen titled Reopen Deleted Item, which will display any dleted lines and allows the user to choose the Material Code and either Save Line to add it back to the PO, or Edit Line on Original and then edit and save.
Add Item to RSL - if the user is in PO Detail tab, the user may add a Material Code to an RSL, by filling in the information and then pressing the Add button.
PO Report to Screen - Pops up the report of the PO onto the screen for viewing, printing os saving purposes.
View and Email Backorders – when selected, a screen will display with a field that shows the Purchase Order number, line number, Material Code, Vendor Catalog Number, Quantity Ordered, Quantity Received, Unit of Purchase, Deliver Date (based on system information), and Item Description. Enter the To (addressee) and CC (person to copy to) if necessary or use the lookup to access users from the User Master File. May send the file as an attachment by selecting the proper file. When complete press the Send Mail button. If there are no backorders, a pop-up box will display a message stating it when clicking into this.
Under View, may view a Cancelled Memo.
In the File menu, there is a function entitled Print PO, which will allow the user the ability to print purchase orders from within the program. Select Print PO and a screen appears Print PO in which the user may select the number of copies, (1 is the default.) After selecting the number of copies, then click the OK button to print to your default printer.
There are red arrow buttons on the Toolbar which will display the previous purchase order (left) or the next purchase order (right).