Field descriptions: Purchase order

This page describes the fields for the Purchase order page. The fields are listed in alphabetical order.

Field Description
Number

If sequence number rules have been defined for the purchase orders in the Sequence number page, the purchase order Number is generated automatically when you create a purchase order. It cannot be modified.
Status

The purchase order status. This status changes automatically according to the life cycle of the purchase order. It can be:

  • Draft when created.
  • Pending approval when the purchasing workflow approval process is required for the purchasing site and the purchase order is sent for approval.
  • Rejected when the purchase order is rejected.
  • Approved when the purchase order is approved.
  • Confirmed when the purchasing workflow approval process is not required for the purchasing site and the purchase order is confirmed.
  • Tax calculation failed when the tax status of at least one line is Failed.
  • Received or Partially received when the corresponding receipt is posted.
  • Closed when the purchase order is closed.
Field Description
Number

If sequence number rules have been defined for the purchase orders in the Sequence number page, the purchase order Number is generated automatically when you create a purchase order. It cannot be modified.
Order date By default, today's date. You can change it but only to an earlier date.
Purchasing site The selected purchasing site. Its primary address displays in the tab.
Supplier The selected supplier of the order. Their primary address displays in the tab.

Indicator bar

Field Description
Earliest expected date The earliest expected receipt date from all the purchase order lines.
Minimum order amount The minimum order amount required by the supplier.
Total excluding VAT The total excluding VAT amount in the transaction currency. It is calculated automatically. You cannot change it.
Total including VAT The total including VAT amount in the transaction currency. It is calculated automatically. You cannot change it.

Lines tab

The grid displays the list of purchase order lines and their main information.

Below are the fields not described in the line panel.

Field Description
Assigned to This field is used when the purchase order is created from a sales order. It displays the sales order number the purchase order is assigned to.
Tax status

When you add a line to the order or edit the tax details on a line, the tax calculation status is set to Not done momentarily. The tax determination engine searches for the right tax and runs the tax calculation for the line. The total VAT and total including VAT amounts are populated in the Lines grid, and information related to taxes is populated or updated on the Totals tab.

When the tax calculation is successful for all the lines, the tax calculation status no longer displays.

When the tax name is missing on at least one of the lines, the status changes to Failed. You need to select the Tax details action from each line and enter the correct tax name, which will then trigger the tax calculation again.

All the detailed information for a purchase order line are displayed in the line panel and described below.

Information tab

Field Description
Printed checkbox

Indicates whether the purchase order has been printed or not. It updates automatically.
Sent checkbox

Indicates whether the purchase order has been sent to a supplier or not. It updates automatically.
Currency The currency for the document defaults to the selected supplier's currency. You can change it when you create the purchase order.
Exchange rate

The exchange rate between the transaction currency and the company currency. It only displays when the company currency differs from the transaction currency. You cannot change it.

If no exchange rate between the transaction currency and the company currency is defined for the exchange rate date, the exchange rate used is the inverse rate, if it exists. If none of them are defined, you cannot create the purchase order.

Exchange rates are managed in the Currency page.
Delivery mode

The delivery mode for the document defaults to the selected supplier's delivery mode. You can change it. This information is optional.
Default buyer The default buyer defaults to the selected supplier's default buyer. If no default buyer is defined for the selected supplier, the user's name is automatically populated.

The default buyer is the user who is notified by email that they can proceed to the invoice reconciliation.
Payment term The payment term for the purchase order. You can select one defined for the Supplier business entity type. All payment terms are defined in the Payment term page.
Site address The primary address of the selected purchasing site.
Supplier address

The Bill-by address of the selected supplier.

Financial tab

In this tab, you can enter the payment term.

Field Description
Invoice status

The purchase order line status related to the invoice. This status changes automatically and can be:

  • Not invoiced when created.
  • Partly invoiced when a quantity less than the ordered quantity has been invoiced.
  • Invoiced when the purchase order has been invoiced.

Totals tab

This tab displays the total amounts for the order, including the tax-related information. This information is updated when you add or edit a purchase order line. You cannot change it.

Field Description
Excluding VAT

The total excluding VAT amount of the order, in the transaction currency. It is automatically calculated, based on all the lines.
Tax The total VAT amount of all lines, in the transaction currency.
Including VAT The total including VAT amount of all the lines, in the transaction currency.

Summary by tax

This grid displays the total taxable base and amount for each tax.

For example, all the order lines with the Normal rate deductible on debits tax name are totalled on one line, and all the order lines with the Reduced rate collected on debits tax name are totalled on another line.

Field Description
Amount The total VAT amount for the order lines associated with the tax.
Category

The tax category.

Tax categories are managed in the Tax category page.
Rate

The tax rate associated with the tax.

Taxes are managed in the Tax page.
Reverse charge The checkbox is selected when the tax identifies a reverse charge.
Tax

The tax name.

Tax names and rates are managed in the Tax page.
Taxable base The total excluding VAT amount for the order lines associated with the tax.

Amounts in company currency

Field Description
Excluding VAT

The total excluding VAT amount of all the order lines, converted in the company currency.
Including VAT

The total including VAT amount of all the order lines, in the company currency.

Landed costs tab

Total in company currency

Field Description
Actual landed costs

The total current amount that is allocated to the document in the currency of the purchase receipt site.

Summary by landed cost type

Field Description
Actual allocated cost amount in company currency The amount transferred onto the purchase receipt in the currency of the purchase receipt site.
Actual cost amount in company currency

The landed cost amount attributed to the document or line in the currency of the purchase receipt site.
Type

The type of landed cost. For example, freight or insurance.

Notes tab

The notes you enter on this tab relate to the purchase order header. To add notes for a particular line, go to the Notes tab of the line panel where you create or edit the line.

Field Description
Add notes to the supplier document

Activates the attachment of notes to your external documents. If it’s switched on, notes will be attached to any external documents that are sent to the supplier.
External notes The text box where you can add external notes for the supplier.
Internal notes

The text box where you can add internal notes. It displays the supplier's internal notes. You can edit or delete them. Internal notes are only for internal purposes.

Line panel

Title

The title displays the name and the ID of the item on the current purchase order line.

Header

The header displays the item identification information: Image, name and description.

It also displays the following information:

  • Status of the purchase order line

  • Total including VAT amount for the order line, in the transaction currency

Information tab

Field Description
Expected receipt date

  • The order line is a direct order

    A theoretical expected receipt date is automatically calculated from the order date and the purchase lead time defined in the following pages:

    1. At the item-site-supplier level
    2. In the Item-site page
    3. In the Item page

  • The order line is created from a purchase requisition line

    The expected receipt date defaults to the required date from the selected purchase requisition lines if this date is later than the theoretical expected receipt date calculated as above. If not, the expected receipt date defaults to the theoretical expected receipt date.
Invoice status

The purchase order line status related to the invoice. This status changes automatically and can be:

  • Not invoiced when created.
  • Partly invoiced when a quantity less than the ordered quantity has been invoiced.
  • Invoiced when the purchase order has been invoiced.
Item description

The item description.
Item name The item name.
Origin

The origin of the order line displays automatically:

  • Direct when the order line is a direct order.
  • Purchase requisition when the order line has been created from a purchase requisition line.
Purchase unit The purchase unit of the selected item. It defaults to the unit defined at the item-site-supplier level. If it does not exist, it defaults to the unit defined in the Item-site. If it does not exist, it defaults from the unit defined in the Item page. You can change it when the purchase order status is Draft.
Quantity in purchase unit

The purchase quantity you need. This is required to create the line. You can change it when you create the order only when the following conditions are met:

  • The order is a direct order.
  • The purchase order status is Draft.
Quantity in stock unit The quantity in the stock unit. You cannot modify this information.
Receipt status

The purchase order line status related to the receipt. This status changes automatically and can be:

  • Not received when created and until a receipt for a partial quantity or for the full quantity is posted.
  • Partly received when a receipt for a quantity less than the ordered quantity has been posted.
  • Received when a receipt for all the ordered quantity has been posted.
Receiving site The receiving site defaults to the Purchasing site selected on the header. You can select another site from the same company.
Stock unit The stock unit of the selected item. You cannot modify this information. It is defined in the Item page.
Stock unit conversion factor The conversion rate from purchase unit to stock unit. You cannot modify this information. It is defined in the Item page.

Price tab

Field Description
Charge The charge percentage applied to the gross price to calculate the net price. If it is a direct order, you can enter the value. If it is not a direct order, the value is populated from the purchase requisition line. You can change it if the Status of the order line is Draft. This value is not updated on the purchase requisition line.
Discount The discount percentage applied to the gross price to calculate the net price. If it is a direct order, you can enter the value. If it is not a direct order, the value is populated from the purchase requisition line. You can change it if the Status of the order line is Draft. This value is not updated on the purchase requisition line.
Gross price The gross price is automatically populated from the supplier prices if the order line is a direct order. If it is not a direct order, it is populated from the purchase requisition line. You can change it if the Status of the order line is Draft.
Net price The net price is calculated automatically. It is the result of the Gross price minus the discount plus the charge percentages. You cannot change it.
Price origin

The origin of the price displays automatically:

  • Supplier price list when the Gross price field is populated from the supplier prices.
  • Manual when the Gross price field is manually entered or updated.

Totals

Field Description
Actual landed cost in company currency The total current amount that is allocated to the receipt in the currency of the financial site receiving the invoice.
Total excluding VAT The total excluding VAT amount in the transaction currency. It is calculated automatically, based on the Net price and the Quantity. You cannot change it.
Total excluding VAT company currency The total excluding VAT amount converted to the company currency. You cannot change it. It displays only when the company currency differs from the transaction currency.
Total including VAT The total including VAT amount in the transaction currency. It is calculated automatically. You cannot change it.
Total including VAT company currency The total including VAT amount converted in the company currency. You cannot change it. It displays only when the company currency differs from the transaction currency.
Total VAT

The total VAT amount for the line. You cannot change it. It is calculated automatically, based on the taxes defined for the line in the Taxes panel you open when you select Tax details.

Addresses tab

Field Description
Receiving site address The primary address of the receiving site. You cannot change it.

Origin tab

This tab only displays if the order line has been created from a purchase requisition line.

Requisition lines

Field Description
Available quantity to order The quantity that remains to be ordered from the purchase requisition line.
Requisition The number of the purchase requisition used to create the purchase order line. You can select this number to access the Purchase requisition page.
Requisition quantity The quantity requested in the purchase requisition line.
Status The purchase requisition status.

Progress tab

This tab displays only if a purchase receipt has been created from the purchase order line.

Field Description
Invoice status The purchase order status related to the invoice.

Invoice lines

Field Description
Invoice The number of the purchase invoice created from the receipt line linked to the purchase order line. You can select this number to access the Purchase invoice page.
Quantity in purchase unit The quantity invoiced.
Status The purchase invoice status.
Field Description
Receipt status The receipt status.

Receipt lines

Field Description
Quantity in purchase unit The quantity received.
Receipt The number of the purchase receipt created from the purchase order line. You can select this number to access the Purchase receipt page.
Status The purchase receipt status.

Line notes tab

The notes on this tab relate to the purchase order line. To add notes for the purchase in general, go to the Notes tab for the purchase order.

Field Description
Add notes to the supplier document

Activates the attachment of notes to your external documents. If it’s switched on, notes will be attached to any external documents that are sent to the supplier.
Internal line notes

The text box where you can add internal notes. Internal notes are only for internal purposes.
Supplier line notes The text box where you can add external notes for the supplier.

Assign order window

The action to display the linked sales orders. This action is available only when the purchase order is created from a sales order.

General block

Field Description
Assigned quantity The purchase order line quantity assigned to the linked sales order.
Remaining quantity The quantity from the linked sales order line, not assigned to the purchase order line.
Required quantity The quantity required on the sales order.

Assigned orders block

Field Description
Assigned quantity The purchase order line quantity assigned to the linked sales order.
Assigned to The assigned order.
Order The sales order number with a link to open the Sales order page.
Quantity not assigned The sales order quantity that is not assigned to any purchase order line.
Quantity on order The required quantity on the linked sales order.

Dimensions window

The action to display the dimensions window.

Field Description
Dimensions The dimensions assigned to the purchase order line.

Price list window

The action to display the price list inquiry for the item.

Taxes details

The action to display the Taxes window.

Field Description
Tax details

This window displays a recap of the total VAT, total excluding VAT and total including VAT amounts for the line. It also displays the details per tax and tax rate.

  • The Category is determined by the legislation linked to the purchasing site company.

  • The Tax column displays the tax name. It is determined by the following elements, but you can change it:

    • The stock site address.
    • The supplier address.
    • The item tax group defined on the Items page and the tax determination rules defined in the Tax determination rules page.
  • The tax rate linked to the tax is used to calculate the Tax amount of the line.