Enter Purchase Order Header

Explanation

This activity is used to enter a new purchase order header. A purchase order is built in two levels: an order header and one or more order lines. The first step in creating a new purchase order is to set up the purchase order header.

The purchase order number is automatically assigned by the system when you save the purchase order header. However, you can manually enter an order number before saving the header. The system uses the order number prefix and number specified in the Coordinator Groups window to produce the order number.

When entering a purchase order for a new supplier that has not yet been entered, you can perform a quick registration of the new supplier, using an existing supplier as a template. When you do so, supplier information that is not company-specific is automatically copied from the template supplier to the new supplier and additional information is entered in the Quick Supplier Registration dialog box.

Delivery information for the purchase order header can be viewed and altered on the Purchase Order/Misc Order Info tab.

Regarding supplier scheduling, it is required to enter a purchase order header. It is used for the release of supplier schedule lines against the purchase order where the Demand type of the schedule lines is equal to Delivery Authorized. The purchase order is used to monitor progress of receipt and invoicing (which might be automated) of parts for a schedule release.

Prerequisites

• You must have a coordinator record in the Coordinators window.
• If you want to perform a quick registration of a new supplier, there must be a template supplier to use when doing so. The Use as Template check box should be selected for those suppliers who are to be used as templates, either on the Purchase/General tab in the Supplier window or in the Suppliers window. A description must also be entered for the template of each supplier.
• Normally, supply chain parameters should be defined for the supply chain relation. For external suppliers, this can be done in the Supplier to Site Supply Chain Parameters window and for internal suppliers this can be done in the Site to Site Supply Chain Parameters window.
• Optionally, if you want to control the automatic order number sequence, the coordinator group connected to the coordinator must have default values defined for the purchase order prefix and purchase order number in the Coordinator Groups window. Otherwise, a random order number is automatically assigned.

System Effects

• As result of this activity, a purchase order header will be entered and set to the Planned status.
• If the supplier is entered through quick registration, a new supplier record will be created. The New Quick Registered Supplier check box for this supplier will automatically be selected on the Purchase/General tab of the Supplier window.
• With regards to supplier scheduling, the purchase order number will be entered on the Agreement Orders tab of the Supplier Schedule Agreement Part window in IFS/Supplier Schedules.
• When manually entering a purchase order header, the system will retrieve the ship-via code by first determining if a ship-via code has been specified in the supply chain parameters (which would be specified in the supplier-to-site relation for an external supplier or in the site-to-site relation for an internal supplier). If no ship-via code has been specified in the supply chain parameters, the system will use the ship-via code specified in the supplier's record.
• If the company tax regime is Sales Tax and the Ship-to Tax check box is selected, taxes will be retrieved from the company's delivery address. The value of this check box can be modified if specifying a Single Occurrence Address. The value of this check box will be the default value on the order lines and charge lines. 
• If the supplier tax liability is taxable, the value of the Pay Tax check box will be selected by default. The value of this check box will be the default value on the order lines and charge lines.
• For a company using the VAT tax regime, the tax calculation basis for the purchase order part line, no part line and charge line is based on whether or not the Use Price Incl Tax check box is selected on the Purchase Order/Misc Order Info tab.

Window

Purchase Order

Related Window Descriptions

Purchase Order
Quick Supplier Registration

Procedure

To enter a purchase order header for a previously entered supplier:

1. In the Purchase Order window, create a new record.
2. You have the option of entering a purchase order number. If not, this is automatically assigned by the system.
3. Enter the supplier ID in the Supplier field. You can enter the ID or use the List of Values. The supplier name appears automatically.
4. The information in the Site, Buyer, Delivery Address, Document Address, Coordinator, and Currency fields appear automatically. However, you can change their values manually before saving.
5. In the Receipt Date field, enter the date on which you want the parts to be delivered into stock.
6. Save your entry.

To enter a purchase order header for a new supplier that is not yet entered: 

1. In the Purchase Order window, create a new record.
2. You have the option of entering a purchase order number. If not, this is automatically assigned by the system.
3. Right-click and then click Quick Supplier Registration. The Quick Supplier Registration dialog box opens.
4. In the Template Supplier ID field, enter the ID of the supplier whom you want to use as a template. You can enter the ID or select one from the List of Values.
5. In the New Supplier ID field, enter the ID of the new supplier.
6. Enter the name of the new supplier in the New Supplier Name field.
7. In the Association No field, you can enter the association number of the new supplier.
8. In the Country field, select a value from the List of Values.  
9. In the Address field, enter the complete address for the new supplier.
10. Click OK to exit the Quick Supplier Registration dialog box.
11. The information in the Site, Buyer, Delivery Address, Document Address, Coordinator, and Currency fields appear automatically. However, you can change their values before saving.
12. In the Receipt Date field, enter the date on which you want the parts to be delivered into stock.
13. Save your entry.

To enter a purchase order header for external maintenance and repair services:

1. Perform all the steps in either of the procedures described above, but before saving you should change the order code to 6 (External Service Order) or select it from the List of Values.
2. When the header is saved, the External Service Type, Service Description, Serial No, and Lot Batch No fields on the Part Order Lines tab are made available.