Date of Record

Defaults to date that the system accepts the document. Enter the date ( mm dd yy ) that you want to associate with the transactions, usually the current date. Future dates are not valid.

Acctg Period

Default is inferred from Date of Record . If you want this transaction recorded in another accounting period, enter the desired open period ( mm yy ). The only valid future period is the first period of the future year.

Budget FY

Default is the current fiscal year. If you want this transaction recorded in another budget year, enter the desired open year.

New/Modification/Cancellation [Action]

Defaults to New [E] . Valid values are:

New [E]

This is a new document (new entry).

Modification [M]

This document is modifying a previously entered document. Modification [M] allows you to add lines, change the amounts of existing lines (but not the codes), or cancel a line (decrease a line amount to zero). On a modification transaction, all codes must match the original document.

Cancellation [X]

This document is canceling an existing document. You cannot have referenced the document you want canceled in any way; for example, a Receiver (RC) or Vendor Invoice (VI).

• To change codes for an existing line, you must cancel the existing line and enter a new line. You can record both these lines on the same document by selecting Modification [M] .

Building/Room

Optional . Enter the building and room number to which the order is delivered.

Vendor

Required. Enter the vendor with whom this purchase order is placed. You cannot enter a miscellaneous vendor on this document. See Vendor Index (VEND) for valid values.

Delivery Date

Default is the current date. Enter the date ( mm dd yy) when you must receive the order.

Ship to/Bill to

Ship to is required. Enter the code that represents the receiving location. See Shipping Address (SHIP) for valid values.

Bill to is required. Enter the code that represents the billing location. See Billing Address (BILL) for valid values.

Name

Display only. The name of the vendor is inferred from Vendor (VEN2).

FOB

Required. Select Destination [D] or Shipping [S] to designate the freight on board point for a new transaction. Select Destination [D] , Shipping [S] , or No Change [blank] on a modification transaction.

Contact

Defaults to the vendor contact listed on Vendor (VEN2). Enter the name of an individual representing the vendor.

Item Total

Display only. The field displays the net total cost of all the commodity lines entered on this document.

Other Attributes

Address

Display only The vendor address is inferred from Vendor (VEN2).

Comment

Optional. Enter any notation you want associated with this order.

Blanket Num

Optional. Enter the number of the blanket agreement with the vendor which governs the terms of this order. This number is used for reporting purposes only.

Bid ID

Optional. Enter the number and suffix corresponding to the bid for the order. This field is used in conjunction with Vendor to look up the record on Bid Tracking Header (BIDH) so that the system can bring the delivery date and freight on board point to this order.

BS Acct

Optional. Enter if Consumption Method is selected [ Y ] on Warehouse Management (WHS2) or if this document concerns a fixed asset commodity. See Balance Sheet Account Index (BACC) for valid values.

Responsible Agency/Org

Responsible Agency defaults to the agency entering the transaction. Enter the agency that is requesting this order. See Agency Index (AGCY) for valid values.

Responsible Organization is required. Enter organization within the responsible agency. See Organization Index (ORGN) for valid values.

Warehouse

Optional. Enter the warehouse where goods on this order are shipped. See Warehouse Management Index (WHSE) for valid values. This field is used by the Inventory Control Subsystem to validate the commodity/item combination (stock item) within the warehouse.

Buyer

Optional. Enter the buyer submitting this order. See Buyer (BUYT) for valid values.

Organization Name

Display only. The name of the responsible organization is inferred from Organization (ORG2).

Resp Person

Required. Enter the person to whom you want questions addressed about the order.

Options

Vendor Terms

Optional. Enter the discount type associated with vendor terms for payment. A valid value will have the PO Discount Flag set to N on Discount Type (DISC).

Order Type

Optional. Enter S (shipping) if you want shipping or special instructions, as entered in Special Instruction (SPIS), printed on the purchase order that is sent to the vendor. You must enter the special instruction code in Comment .

Enter R to cancel the purchase order and reopen a referenced requisition. This option is only valid if every line on the Centralized Purchase Order (PC) contains a referenced requisition document.

Other than S and R, which are reserved as described above, this is a user-defined field. You can use any alphanumeric value to define various types of purchase orders; for example, contract, sub-contract, work order, service order.

Discount Code

Optional. To use this field, Commodity/Accounting Linking must be Yes [Y] . Enter a valid discount code to apply a percent of discount to this purchase order. This percent applies to all commodity lines that do not contain a discount code or discount amount. A valid value will have the PO Discount Flag set to Y on Discount Type (DISC).

Tax Code

Default is inferred from Vendor Index (VEND) or EPS System Control Options (ESOP). To use this field, Commodity/Accounting Linking must be Yes [Y] . Enter the code representing the tax rate used to calculate tax on any lines where line tax codes are not entered or inferred. See Tax Code (TAXT) for valid values.

Commodity/Acctg Linking

Optional. This field defaults to Yes [Y] when the Extended Purchasing option on System Control Systems (SOP2) is Installed with Linking [L] . If you have installed EPS with linking, select No [N] to turn off the linking between accounting and commodity lines for this document only. Otherwise, select Default [blank] .

If the Extended Purchasing option on System Control Systems (SOP2) is Installed [Y] , the only valid value for this field is Default [blank] .

Change Order Tracking

Conditional. On a new entry, this field is inferred from EPS System Control Options (ESOP) and you cannot override that value. On a modification entry, this field is only used if Change Order Tracking is selected [ Y ] on EPS System Control Options (ESOP); otherwise, select Default [blank] .

Open Purchase Order Header Inquiry (OPPH) indicates the date of the last modification and the number of modifications made to the order. Select Yes [Y] to track this change to this purchase order, or No [N] if you do not want to track this modification.

Goods Already Received

Defaults to Default [blank] . Select Yes [Y] if you have received the goods and want the system to generate a Receiver (RC). The system generates the Receiver (RC) based on the Automatic Document Numbering (ADNT) entry, and schedules it for offline processing. If your site requires approvals for Receiver (RC) documents, you must ensure that the approvals are applied.

Confirmation Order

Defaults to Default [blank] . If this is a confirming order, select Yes [Y] ; otherwise, select No [N] or Default [blank] .

Freight Charge Basis

To use this field, Commodity/Accounting Linking must be Yes [Y] . Select a value to indicate whether or not freight charges influence the total cost of this order and what method the system should use to calculate those charges. Valid values are:

Default [blank]

If this purchase order references another document with a freight indicator value, this field defaults to By Commodity [C] . Otherwise, freight is not included on this transaction.

By Quantity [Q]

Prorate the freight total for the current transaction across all commodity lines by quantity.

By Line [D]

Prorate the freight total for the current transaction across all commodity lines by pre-tax amount.

By Commodity [C]

Allow users the option of entering freight on individual commodity lines.

No Freight Allowed [N]

Do not include freight on this transaction or any future document that references this transaction. Freight is not inferred if another document is referenced.

No Change [blank]

If this is a modification transaction, there are no freight charge changes.

Freight (Amount)

Conditional. To use this field, Commodity/Accounting Linking must be Yes [Y] . If Freight Charge Basis is By Quantity [Q] or By Line [D] , enter the total freight charge for this document; otherwise, leave this field blank.

When the Freight Charge Basis is By Commodity [C] and this field is blank, the system calculates the freight amount. If you enter a value, regardless of the freight indicator, it must equal the sum of all commodity line freight amounts.

Freight
(Def/Inc/Dec)

Defaults to Default [blank] . Required when modifying Freight Amount ; otherwise, select Default [blank] . Select Decrease [D] if the freight amount is decreasing or Increase [I] if it is increasing.

Total (Amount)

Conditional. Required if Freight Charge Basis is By Line [D] ; leave blank if the freight charge basis is anything else. Enter the total cost of all commodity lines on this document before tax and freight, but after discounts are factored in.

Total
(Def/Inc/Dec)

Defaults to Default [blank] . Required when modifying Total Amount ; otherwise, select Default [blank] . Select Increase [I] if you are increasing the amount or Decrease [D] if you are decreasing the amount.

Total (Calculated Amount)

Display only. The pre-tax, pre-freight, and post-discount total amount for the document is displayed. This field is used to verify that Total Amount is correct and is only calculated if Freight Charge Basis is By Line [D] .

Quantity (Amount)

Conditional. If Freight Charge Basis is By Quantity [Q] , enter the total quantity for this purchase order; otherwise, leave this field blank.

Quantity
(Def/Inc/Dec)

Defaults to Default [blank] . Required when modifying Quantity Amount ; otherwise, select Default [blank] . Select Decrease [D] if the quantity amount is decreasing or Increase [I] if it is increasing.

Quantity (Calculated Amount)

Display only. The system calculated total quantity for the purchase order is displayed. This field is used to verify that Quantity Amount is correct and is only calculated if Freight Charge Basis is By Quantity [Q] .

Referenced Requisition

Ref Trans Number

Conditional. Required if this purchase order concerns items previously recorded on a requisition; leave blank otherwise. Enter the requisition number of the referenced document.

Line

Conditional. Required if a requisition is referenced. Enter a two-digit number for the line that you are referencing.

Line

Required. Enter a different number for each line on the document. Numbers from 01 to 99 are valid as line numbers. This number is used later on either a payment voucher or manual warrant document to reference this purchase order line.

Fund

Required. Default is inferred from Organization (ORG2) based on the agency and organization entered on this document. See Fund Index (FUND) for valid values.

Agency

Required. Enter the agency purchasing the item named on this line. See Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values.

Org/Sub

Conditional. Organization is required if Expense Budget Organization Option on Fund Agency Index (FAGY) is Y (required on budget and accounting) or A (required on accounting); otherwise, it is used for reporting purposes only. Enter the organization purchasing the item named on this line. See Organization Index (ORGN) for valid values.

Sub-Organization is required if Sub-Organization Required On Spending on Organization (ORG2) is:

Required [Y],

Required on Encumbrance Transactions [2], or

Required on Expenditure Transactions [3].

Otherwise, this field is optional. Enter the sub-organization purchasing the item named on this line. See Sub-Organization (SORG) for valid values. You must enter an organization before you can enter a sub-organization.

Appr Unit

Required if the Appropriation Control Option is C (full control) or P (presence control) on Fund Index (FUND). Enter the program budget which will be charged for the items in this accounting line. Refer to Program Reference Table (PRFT) for valid values.

Activity

Conditional. Default is inferred from Organization (ORG2). Required if the Expense Budget Activity Option is Y (required on budget and accounting) or A (required on accounting) on Fund Agency Index (FAGY). Enter the activity related to this purchase order. See Activity Index (ACTV) for valid values.

Function

Conditional. Default is inferred from Organization (ORG2); or from Activity (ACT2), if a function code is not entered on Organization (ORG2). Required if the Expense Budget Function Option is Y (required on budget and accounting) or A (required on accounting) on Fund Agency Index (FAGY). Enter the function code related to this purchase order. See Function ( FUNC ) for valid values.

Obj/Sub

Object is conditional. If Consumption Method is selected [ Y ] on Warehouse Management (WHS2), this field is optional; otherwise, it is required. Enter the object from Object Index (OBJT) that best describes the item named on this line. You cannot enter a personal services object.

Sub-Object is required if Sub-Object Required is selected [ Y ] on Expense Budget Inquiry (EXP2 or EEX2); otherwise, this field is optional. Enter the sub-object from Sub-Object (SOBJ) that best describes the item named on this line.

Job Number

Conditional. Organizations and activities can be defined to require the entry of a job number. Refer to Organization (ORG2) or Activity (ACT2) for details.

Otherwise, this field is optional. If Job Cost is Yes [Y] on System Control Options (SOP2), enter a job number. See Job Index (JOBT) for valid values. If Job Cost is No [N] on System Control Options (SOP2), enter a project number or general reporting category.

Rept Cat

Conditional. Required if Reporting Category on Agency (AGC2) is:

Required on Encumbrance Transactions [2], or

Required on Expenditure Transactions [3].

Otherwise, it is optional. See Reporting Category (RPTG) for valid values within the agency.

Amount

Conditional. If linking is turned on, the system automatically calculates this field based on the amounts entered on the commodity lines. If linking is not used, the sum of the accounting lines must equal to sum of the commodity lines. Enter the cost charged to this accounting distribution.

Def/Inc/Dec

Defaults to Default [blank] . Required when modifying Amount ; otherwise, select Default [blank] . Select Increase [I] if you are increasing the amount or Decrease [D] if you are decreasing the amount.

Partial/Final Indicator

Defaults to Default [blank] . If referencing a requisition, select Partial [P] if this order partially fills the item ordered on the requisition line. Select Final [F] for a final order or if you want to close the referenced requisition line.

Termini

Conditional. Required if Termini Validation Indicator is selected on Agency Project (AGPR) for this project. Enter the the mile point, range of mile points, or bridge identifier at which work is performed for a given Highway Route. See Termini Reference Table (TERM) for valid values.

Line

Required. Enter a two-digit commodity line number. Valid values are 000 - 999 .

Ref Trans

Conditional. Required if this document concerns commodities previously recorded on a requisition; otherwise, leave blank. Enter the transaction code and document number of the requisition being referenced.

Ref Line

Conditional. Required if a requisition is referenced in Reference Transaction ; otherwise, leave blank. Enter the commodity line number you want to reference on the requisition.

Commodity Code

Required. Enter the commodity code that identifies the goods or services ordered. See Commodity Index (COMM) for valid values.

Item Code

Optional. Enter a user-defined code to identify the item ordered. Used by the Inventory Control Subsystem to identify a commodity/item combination (stock item) in the warehouse. See Inventory (INV3) for valid item/commodity combinations.

Unit of Measure

Required. Enter the unit of measure for the ordered goods; for example, box, each, dozen. See Unit of Measure (UNIT) for valid values.

Partial/Final

Defaults to Default [blank] . If referencing a requisition, select Partial [P] if this order partially fills the item ordered on the requisition line. Select Final [F] for a final order or if you want to close the referenced requisition line.

Accounting Line

Defaults to 01 if linking is turned on; if linking is not used on this document, leave blank. Enter a valid accounting line number to associate this commodity line with an accounting line.

Discount Code

Optional. To use this field, linking must be turned on. Enter a discount code to apply a percent of discount to just this commodity line. A valid value will have PO Discount Flag set to Y on Discount Type (DISC). This value overrides Discount Code (on the Other Attributes View ).

Bid Line Number

Optional. Enter the line number of the bid for this order line.

Tax Code

To use this field, linking must be turned on. Enter the code representing the tax rate used for only this line. See Tax Code (TAXT) for valid values. The tax type must match the tax type of the code used in Tax Code (on the Other Attributes View ) and all other line tax codes.

Text

Defaults to None [blank] . If you want to associate additional text with this transaction, select the appropriate text type, place your cursor in any field on the line, then select Additional Description . The text window associated with the document type displays. Enter the additional description text, then select Modify:Add .

Valid values for this field are:

Standard [S]

The text entered on Standard Specification (STDS) for this commodity is used.

Reference [R]

The Text indicator on the requisition referenced on this commodity line determines the text associated with this purchase order.

Custom [Y]

The text entered on Purchasing Text (PTEX) is used. Select Additional Description to leaf to the Purchasing Text (PTEX) entry for this transaction.

No Change [blank]

Revalue Previously Recv Items

Defaults to None [blank] . Select Yes [Y] if you want to revalue previously received goods at the revised unit cost.

Manuf Number

Optional. Enter the number of the manufacturer for this commodity code.

Description

Optional. Defaults to description on Commodity (COMT). Enter a description of this line.

Quantity

Required. Enter the quantity of units being purchased.

Def/Inc/Dec

Defaults to Default [blank] . Required when modifying the Quantity ; otherwise, select Default [blank] . Select Increase [I] if you are increasing the amount or Decrease [D] if you are decreasing the amount.

Unit Cost

Required. Enter the cost per unit of the goods ordered, up to six decimal points. A whole number defaults to six decimal places.

Def/Inc/Dec

Defaults to Default [blank] . Required when modifying the Unit Cost ; otherwise, select Default [blank] . Select Increase [I] if you are increasing the amount or Decrease [D] if you are decreasing the amount.

Line Total

Display only. The cost for the commodity line before any discounts, taxes, or freight charges are factored in is displayed. This amount is calculated by the system by multiplying the quantity for this line by the unit cost.

Discount

To use this field, linking must be turned on. If you have entered Discount Code (on the Other Attributes View or the Commodity Details View ), this field is calculated by the system.

If you enter this field and Discount Code is entered, this amount must equal the amount calculated by the system.

Def/Inc/Dec

Default is Default [blank] . Required if modifying Discount ; otherwise, select Default [blank] . Select Increase [I] if the amount is increasing or Decrease [D] if the amount is decreasing.

Tax

Display only. If linking is turned on, the system calculates the tax amount for this line from quantity, discounted unit cost, and the tax rate associated with the tax code applied to this line.

Freight

Conditional. To use this field, linking must be turned on. If Freight Charge Basis is By Quantity [Q] or By Line [D] , enter the total freight charge for this document; otherwise, leave this field blank.

When the Freight Charge Basis is By Commodity [C] and this field is blank, the system calculates the freight amount. If you enter a value, regardless of the freight indicator, it must equal the sum of all commodity line freight amounts.

Def/Inc/Dec

Defaults to Default [blank] . Required when modifying Freight ; otherwise, select Default [blank] . Select Increase [I] if the amount is increasing or Decrease [D] if the amount is decreasing.

Total Cost

Optional. The total cost is calculated by multiplying discounted unit cost by quantity plus the tax amount and freight charges.

Name

Optional. Enter the name of the manufacturer for this commodity.