Purchase Order Fields

Purchasing Overview | Data Field Overview | Creating a PO

Pro

Refer to the table below for descriptions of each purchase order (PO) field. Fields shown in brackets, e.g. [field name], are suggested or read-only fields auto-filled by Point of Sale. * designates a required field.

If, when viewing a record list, columns (fields) shown below are not visible, you can customize the list columns to add them.

See also item fields for a description of common item fields that may appear on purchase orders.

Note: The ability to see cost fields, including margin and markup and other fields related to cost, can be controlled by security rights. If you do not have the right to view item costs, the fields will be masked like this "*****". This right affects cost fields in inventory and on all documents and reports.

Field | Usage
[PO #]* | By default, a sequential number, starting with 1. If preferred, you can precede the number with a text string, such as the vendor name, vendor code, or the name of the associate making the PO. You can also change the starting number. See company preferences. Follow the instructions provided on the help sidebar on the preference page.
Vendor* | Required. The company name identifying the vendor listed on the PO. Select a vendor from the drop-down list, press (<F4>) to go to your vendor list, or select the F ind Vendor button to search by keyword.
[Status] | The current status of the purchase order. Automatically set to O pen on new POs and C losed on filled POs. Learn more.
[Associate] | The associate creating the PO. Automatically filled with the logged in users name or, if security is not used, name can be selected from the drop-down list of defined employees.
Date Fields: | Most date fields are editable. Select (<F4>) to access a pop-up calendar.
[Order Date] | Default: the date when the PO was created. Editable.
[Ship Date] | PO Ship Date: Enter the estimated shipping date for the order. Included on merchandise on-order reports.
[Cancel Date] | Optional field. Enter the date after which delivery may be refused. You can be alerted when receiving items against a PO past is cancel date via a company preference setting, but can still accept the shipment at your discretion. If this preference is not set, the Cancel date is ignored.
[Payment Due] | Calculated date field. Ship Date + Net Due Days from terms. Included for planning and reporting purposes.
Item Fields | These fields are located in the item list on the purchase order form.
Ordered (Qty) | Order Quantity: In the purchase order item list. Enter the quantity being ordered for the item.
[On Order] | On-Order Quantity: The quantity currently on order for the item. Updated with this POs order quantity when saved. May include order quantities from other POs.
[Received] | Received Quantity: The ordered item quantity already received on receiving vouchers.
[Due] | Due Quantity: The item quantity remaining to be received.
[Cost] | Order Cost: The cost at which an item is being ordered on the PO. Suggested as the current inventory order cost, but can be edited, as necessary. Up to five decimal places can be entered and are used in program calculations; though only two decimals are displayed.
[Ext Cost] | Extended cost: The quantity ordered multiplied by the unit cost. Editable. If ordering items with fractional cent costs, you can enter the quantity and extended cost, and Point of Sale will calculate the unit cost. Two decimals are displayed; five are stored and used in calculations.
[Avail Qty] (Pro) | Available Quantity. Quantity available for immediate sale. Equal to on-hand quantity less quantity committed on active customer orders. Learn More.
[Unit of Measure] (Pro) | Used to display or change the unit (size) of the item being ordered when using the multiple units of measure feature. Defaults to your default order-by unit.
Totals Fields | These fields apply to the entire PO and are displayed at the bottom of the PO form and typically also in the purchase order list.
[SubTotal] | The total cost (sum of extended item costs) of the PO before applying any discounts or fees.
Discount % | Discount Percentage: Enter a percentage discount applicable to the PO. Discounts are applied to the PO subtotal. Entering a discount percentage causes the Discount (amount) field to be automatically calculated.
Discount | Discount Amount: Enter the amount of any discount applicable to the PO. Discounts are applied to the PO subtotal. Entering an amount causes the Discount % field to be automatically calculated.
Fee | Enter any fee applicable to the PO. For example, a special handling fee might be applied to an order.
[Total] | The total PO amount after discounts and fees are applied. Total = Subtotal Discount + Fee
[Qty Ordered] | The total PO quantity ordered, combined for all items.
[Qty Received] | The total document quantity received to date.
[Unfilled %] | The percentage of the total PO quantity that has not yet been received. Updated when a voucher that references the PO is updated. Unfilled % = (Qty Due / Qty Ordered) X 100 See PO fill status.
[Total Due] | The total document quantity remaining to be received. Updated by receiving vouchers. Due = Qty Ordered Qty Received.
Instructions | 1) Field on PO form for entering instructions to vendor regarding the order. Learn more. 2) Up to two lines of optional text that print on POs, but are not displayed on-screen. Defined in company preferences.
[No of Items] | In PO List only: The total number of items (SKUs, not units) ordered on the PO.

[Lay/SO/WO#] (Pro) | PO list. If you generated the PO from a customer order, the order number populates this field for cross-reference.
Ship To Store/Address (Pro) Bill To Store/Address (Pro) | The number and address for the store being shipped the ordered merchandise. The number and address for the store where vendor should send the bill for the purchased merchandise.

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