Transaction ID (Purchase Order ID)

• This is a unique identifier that represents a transaction.
• This is a system generated field when a transaction is initially recorded.

Workflow Type

• DEFAULT is the default value on add mode.
• This is a required field and used to determine the business process of the transaction whether it requires approval or not.

Supplier

• This is a required field. User can use magnifying glass to search for existing Supplier ID or Supplier Name

• If the user knows already the Supplier ID, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the Supplier ID entered is valid.
• The blue hyperlink next to the magnifying glass is the Supplier Name which allows users to easily navigate to the Supplier Page if he has access to view Supplier Information.

Note
• Supplier record must exist prior to creating a purchase order transaction.
• After selecting a Supplier, the contact person (if present), currency, exchange rate, and payment terms are automatically filled in based on the supplier information configuration.

Contact Person

• This is a required field and is already defaulted after selecting a supplier. When adding new contact person, this should be configured under Contacts tab on the Supplier Page.
• User should only select from the provided list.

Supplier Reference No.

• This is an optional field as a reference related to the supplier.

Project

• This is an optional field and defines the project ID

• If the user knows already the Project ID, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the Project ID entered is valid.
• The blue hyperlink next to the magnifying glass is the Project Name which allows users to easily navigate to the Project Page if he has access to view project Information.

Signatory

• This is an optional field and defines the authorized signatory of your company which also displays the Signatory Job Title once a valid signatory is selected.

• Signatory record must exist in Employee Page if value will be provided in purchase order.
• If the user knows already the Employee ID, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the Employee ID entered is valid.
• The blue hyperlink next to the magnifying glass is the Employee name which allows users to easily navigate to the Employee Page if he has access to view employee Information.

Billing Address

• This is an optional field and is automatically filled in upon navigating to Purchase Order page. However, user has an option to change / update the billing address.
• This field has a maximum length of 1000 characters and is utilized to determine where the product will be invoiced.
• Value of this field are concatenated from Address1, Address2, City, State, Country, and Postal code under the Main tab of Customer Page.

Shipping / Delivery Instructions

• This is an optional field and contains specific and additional delivery instructions that the delivery team must follow. For example, you can specify that goods be delivered to a certain dock at the warehouse.
• This field has a maximum length of 1000 characters and contains detailed information about the shipment and logistics instructions.

Remarks

• This is an optional field with a maximum length of 1000 characters and is used externally to convey vital information.
• This field is visible in the printed document.

Notes

• This is an optional field with a maximum length of 1000 characters and is used internally to convey vital information.
• This field is not visible in the printed document.

Currency

• This is a required field and is automatically filled in after selecting a supplier. However, user has an option to change / update the currency.
• User can also use magnifying glass to search for existing currency ID or currency name.

• Currency record must exist in Currency Page prior creating purchase order.
• If the user opts to change the currency and he knows already the currency ID, he should first delete any existing value in the field, input the new value and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the currency ID entered is valid.

• The blue hyperlink next to the magnifying glass is the currency description which allows users to easily navigate to the Currency Page if he has access to view currency Information.

Exchange Rate

• This is a required field and is automatically filled in after selecting a supplier. However, user has an option to change / update the exchange rate.
• Value should be based on the current exchange rate, particularly when converting from foreign to local currency.

Payment Terms

• This is a required field and is automatically filled in after selecting a supplier. However, user has an option to change / update the payment terms.
• User can also use magnifying glass to search for existing payment terms code or payment terms description.

• Payment Terms record must exist in Payment Terms Page prior creating purchase order.
• If the user opts to change the payment terms and he knows already the payment terms code, he should first delete any existing value in the field, input the new value and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the payment terms code entered is valid.

• The blue hyperlink next to the magnifying glass is the payment terms description which allows users to easily navigate to the Payment Terms Page if he has access to view payment terms information.

Incoterms

• Is short for "International Commercial Terms" and is an optional field. Incoterms specify who is responsible for paying for and managing the shipment, insurance, documentation, customs clearance, and other logistical activities.
• User should only select from the provided list.

Mode of Shipment

• This is an optional field and is utilized to specify how the product will be transported.
• User should only select from the provided list.

Ship To Warehouse

• This is an optional field. User can use magnifying glass to search for existing warehouse.

• Warehouse record must exist in Warehouse Page if value will be provided in purchase order.
• This field is used to specify the location from where the products will be obtained.
• If the user knows already the warehouse code, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the warehouse code entered is valid.

• The blue hyperlink next to the magnifying glass is the warehouse name which allows users to easily navigate to the Warehouse Page if he has access to view warehouse Information.
• Once a valid Ship To Warehouse value is selected the Warehouse Address will also display.

Warehouse Address

• This is a display only field. If available, this field contains the location of the Warehouse Address.

Ship to Address

• This is a display only field. If available, this field contains the other location where the order will be delivered aside from the default Warehouse Address.

Factory Location

• This is an optional field. A value may be provided for the location of the factory.

Port of Loading

• This is an optional field. The Port of Loading (POL) is a port or a place where goods are loaded aboard a ship, secured and ready to be transported. POL can also be called the port of exit.

Shipping Schedule

• This is an optional field which may contain the shipping schedule to plan out your business' shipments and deliveries in advance based on your supply chain and customer demand.

Delivery Schedule

• This is an optional field which may contain the delivery schedule agreement between the buyer and seller on when and how often merchandise will be delivered. This can be a mutually agreed-upon schedule or one that the buyer sets.

Document Date

• This is an optional field which may contain the date when the order takes place.

Posting Date

• This is a system generated field which contains the date when the user posts the transaction.

Status

• This is a system generated field based on the selected workflow which indicates the specific phase / process of the transaction.

Sort Sequence Number

• This is a primary key used to sort the products in ascending order.
• In add mode, this is editable. This cannot be edited after it has been saved.

Product

• This is a required field. User can use magnifying glass to search for existing product.

• Product record must exist in Product Page prior creating purchase order.
• This field is used to identify what specific items / services that the customer purchases.
• If the user knows already the product code, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the product code entered is valid.

• The blue hyperlink next to the magnifying glass is the concatenated brand name, catalog number, product description and product code which allows users to easily navigate to the Product Page if he has access to view product Information.

Quantity

• This is a required field that allows number with two decimal places. It is used to indicate the number of products that a customer has purchased.

UOM (Unit of Measurement)

• This is a required field. User can use magnifying glass to search for existing purchase UOM.

• If the product has only one purchase UOM, this is automatically filled in by clicking the magnifying glass or by pressing the “enter” key in the field.
• Purchase UOM record must exist under the Purchase UOM tab in Product Page. When adding new purchase uom, navigate to Product Page under Purchase UOM tab.
• The blue hyperlink next to the magnifying glass is the purchase uom description which allows users to easily navigate to the Purchase UOM Page if he has access to view product Information.

Unit Price

• This field allows number with four decimal places. It is used to identify the price / cost per unit of a product / service.
• The system generated unit price will only function if the currency, product, and purchase uom have already been entered.
• This field is automatically filled in with the most recent selling price depending on the selected price level, currency, and purchase uom defined on the Product Selling Price Page.

Discount

• This is an optional field that is utilized to apply a per-item and per-unit discount to the customer.
• If the user enters a percentage value, the discount amount is calculated automatically based on the unit price and discount percentage.
• If the user enters a discount amount value, the discount percentage is calculated automatically based on the unit price and discount amount.

Price After Discount

• This is a system generated field that calculates the remaining amount after the discount has been applied.

Tax

• This field is utilized to impose a tax on the goods / service per unit that the customer purchases.
• This field is automatically filled in when a customer is selected depending on the specified default tax on the Customer Page
• If the user enters a percentage value, the tax amount is calculated automatically based on the unit price and tax percentage.
• If the user enters a tax amount value, the tax percentage is calculated automatically based on the unit price and tax amount.

Unit Price with Tax

• This field is utilized to determine the price/cost per unit including tax.
• This field is modifiable if the selected price level is the Custom Price.

Total Amount

• This is automatically computed and is utilized to determine the overall price/cost per item.

PQ ID

• This is system generated when a user imports the Purchase Quotation transaction to create a Purchase Order.

Department

• This is system generated when a user imports the Purchase Quotation transaction to create a Purchase Order. Note that this field is only available in Non-Trade Purchase Order record.

Remarks

• This is an optional field with a maximum length of 1000 characters and is used externally to convey vital information about the specific item.
• This field is visible in the printed document.

Quantity Received

• Displays the actual quantity of items that have been received.

Quantity Returned

• Displays the actual quantity of items that have been returned to the seller.

Remaining Quantity

• Displays the actual remaining quantity of items on hand.

All Items Received

• This radio box is checked if true otherwise unchecked.