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This page allows you to create a purchase order. Tell me more.
Select “Create Purchase Order” link under the “Purchase Order” business component.
The “Create Purchase Order” page appears.
The system displays the following in the “PO Information” group box:
Purchase Order # |
A unique number identifying the purchase order. This number is automatically generated and displayed by the system at the time of creating the purchase order, based on the numbering type selected in this page. |
The system displays the following on clicking the “Create Purchase Order” pushbutton:
Status |
The status of the purchase order, which will be either “Draft” or “Fresh”
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Enter the following:
Numbering Type |
The numbering type for the combination of login organization unit and the "Purchase Order" transaction type. Mandatory. Use the drop-down list box to specify the numbering type. The system lists the “Active” numbering types defined in the “Create Numbering Class” activity under the “Document Numbering Class” business component. All the numbering types set for the transaction type “Purchase Order” are available for selection. By default, the system displays the default numbering type set for this transaction in the “Document Numbering Class” business component. Note: You must not select a numbering type that is mapped to a group company, if the purchase order is being created for the login company. However, if you are creating the purchase order for a group company and, if "Separate Numbering Type for Trading Partner Transactions" between the login company and the group company is ‘1’ in the Maintain Options for Partner Transactions activity of Organization Setup, the system automatically generates the purchase order # on creation based on the numbering type set for the Purchase Order transaction between these companies in the same activity. If "Separate Numbering Type for Trading Partner Transactions" is set as ‘0’, the system generates the ID # for the purchase order on creation based on the numbering type you select here. This implies you are required to select a numbering type only if "Separate Numbering Type for Trading Partner Transactions" is ‘0’. |
PO Date |
The date on which the purchase order is modified. (Date). The PO date must be the system date or any date earlier than the system date. The system displays the current system date by default. Note: The PO date that you specify must lie in the period covered by the Effective From and Effective To dates of the analysis code and the sub analysis code, as defined in the Account Based Budget component and, Effective From and Effective To dates of the CAPEX Proposal #as defined in the Asset Planning component. |
PO Category |
The category to which the purchase order belongs. Use the drop-down list box to select the PO category. All the categories defined in the “Create common category” activity of Logistics Common Master business component are available for selection. The system sets the field to blank by default. |
User Status |
Use the drop-down list box to select the user status. All the “Active” user status defined in the “Create Quick Codes” activity is available for selection. |
Select the “PO Details” tab page to create a new purchase order.
Select the “Supplementary Details” tab page to copy an existing purchase order details.
Enter the following in the “Default Entries” group box, if you wish to default entries in the "Part Details" multiline, if the details in the corresponding fields in the multiline are not entered or selected:
Default Inspection Type |
Inspection Type is the type of inspection to be done on the part, at the time of delivery. Use the drop-down list box to specify the type of inspection that must displayed, if the field is left blank in the multiline. The following inspection types are available: |
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The system displays “None” by default. |
Default Need Date |
Enter the time limit or the date set for the delivery of the part that would be defaulted in the multiline, if there were no records for that value. (Date Format). Ensure that this date is not earlier than the current date. |
Default Matching Type |
Invoice matching is the comparison of the quantity and the values of the goods available at different points of time in the procurement process. The quantity ordered, the quantity received or the quantity accepted is matched with the quantity invoiced, to ensure that payment is made for the proper quantity and value of items. Use the drop-down list box to specify the type of matching that would be defaulted in the multiline, if there were no records for that value. The following are the various matching types available: |
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The system displays “Four way at PO” by default. |
Default Tolerance Type |
The upper and lower limit within which the quantity or the basic value received can vary. The tolerance limit affects the basic value of the purchase order either positively or negatively. Use the drop-down list box to specify the default tolerance type. The tolerance types available are “Value”, “Quantity”, “Both” or “None”. The system displays “None” by default. |
Default Ship To OU |
‘Ship to OU’ is the goods receipt organization unit to which the part must be supplied. Use the drop-down list box to specify the location that must be displayed, when this field is left blank in the multiline. The system lists all the goods receipt organization units mapped to the “Purchase Order” business component. |
Default Warehouse |
The code identifying the warehouse, where the purchased parts must be stored. Use the drop-down list box to select the warehouse that must be displayed, when this field is left blank in the multiline. The system lists all the active warehouse numbers defined for the ‘Ship to OU’ location, in the “Storage Administration” business component. |
Default Condition |
Use the drop-down list box to specify the condition of the part. The conditions available are:
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Default Account Usage |
The account usage to which expense is booked. Use the drop down list box to select the usage that must be displayed, when this field is left blank in the multiline. The system lists the entire active account usages defined for the purchase order event. ., Mandatory when the PO type is "Service" or "Adhoc". |
Default Costing Usage |
The usage identifying the cost center. Use the drop down list box to select the usage that must be displayed, when this field is left blank in the multiline. The system lists the entire active costing usages for the purchase order event in the CCRD component. |
Default CAPEX Proposal # |
Identifies the asset proposal No., which is defined in the “Asset Planning” component under “Fixed Asset Management” BPC (Alphanumeric, 40). Mandatory, when the expense type is capital. |
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Help facility available. |
Enter the following in the “Part Details” multiline:
Note: If the purchase order is created against a quotation, the system displays the details of the authorized part numbers referenced in the quotation.
Part # |
The number identifying the part which has to be procured by raising the PO (Alphanumeric, 18). Mandatory. The part must be defined in the “Create Parts Main Information” activity of the “Part Administration” business component and mapped to the login organization unit. Ensure the part is in the “active” status and set as “Purchasable” in the “Part Administration” business component. Similarly, the part # must be established in the group company. if the purchase order is being created for a group company, Note: If "Part Effectivity Check" is set as "Enforce" in Set Options activity of the Stock Maintenance, if the parameter "PO Part # Effectivity Check" under the Purchase Order category in the Purchase Option Settings activity in Logistics Common Master is ‘Required’ and, if PO type is not Adhoc or Service, the part # must be effective for the aircraft/component/NHA for which the part is to be procured. |
Help facility available. |
Note: You cannot modify the part number, if it is referenced in the quotation.
Note: For purchase orders of types other than “Express”, “Service”, “Adhoc” and “Customer Goods”, the supplier to part mapping must exist for all the parts.
Click the “Get Details” pushbutton, to retrieve the part details.
If the part is mapped to the supplier, the system retrieves the Purchase UOM, Inspection Type, Matching Type, Tolerance Type and the Tolerance Percentage from the “Supplier Part Mapping” page of the “Supplier” business component and the Part Description, Receipt +Ve Tolerance (%) and Receipt -Ve Tolerance (%) from the “Part Administration” business component.
If the part is not mapped to the supplier, the system retrieves the Part Description, Purchase UOM, Receipt +Ve Tolerance (%) and the Receipt -Ve Tolerance (%) from the “Part Administration” business component.
By default, the system retrieves the "Cost" and "Cost Per" from
(i) The "Supplier" business component, if the part-supplier mapping exists and the purchase order is created during the valid period for supplier part mapping or
(ii) The “Part Administration” business component, if the "PO Type" is set as "General", "Express", "Consignment" or "Dropship" and the "Part Cost in Purchase Order" is set as "Default on Get Part Details" in the "Set Options" page.
Note: If “Default on Get Part Details” is set, the system retrieves and updates the Part Cost irrespective of whether Part Cost is entered or not entered.
If “Part Cost in Purchase Order” is set as “Do Not Default” in the “Set Options” page, the system does not retrieve and update the Part Cost irrespective of whether Cost is entered or not entered.
If “Part Cost in Purchase Order” is set as “Default if Part Cost is not entered”, the system retrieves and updates Part Cost only if it is not entered / not available for the Part #.
The system will not retrieve the "Cost" and "Cost Per", if the "Part Cost in Purchase Order" is set as "Do Not Default".
The system calculates the Earliest Due Date as Earliest Due Date = PO Date, if available, otherwise Current Date + Purchase Lead Time, if the "Compute Schedule Date based Purchase Lead Time" is set as "Yes" in the "Set Options" page. The system retrieves the Purchase Lead Time from the supplier part-mapping details of the "Supplier" business component, if the supplier mapping exists. Otherwise the system will consider the total lead time from the “Part Administration” business component.
Note: The system will convert other UOM for lead time into "Days" to calculate the purchase lead time
The system will not calculate the Earliest Due Date:
If the lead time information cannot be calculated from the "Supplier" or “Part Administration” business component.
If a value exists in this field.
Enter the following:
Mfr. Part # |
The number provided by the manufacturer of the part (Alphanumeric, 40). The manufacturer uses this number as reference. The system ensures that the value entered in this field is defined in the “Part Administration” business component. This field is “Enter” key enabled. The system displays a pop-up window which enables you to select the Part # and the Mfr #. Note; The system displays the pop-up window only if there are same Mfr. Part # for many internal Part #. |
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Help facility available. |
Mfr. # |
The code identifying the manufacturer of the part (Alphanumeric, 45). Help facility available. |
The system ensures that the following is true for “Mfr. Part #”;
The entered Mfr. Part # and Mfr. # is a valid combination.
If the Mfr. # field is blank and the Mfr. Part # entered is same for more than one internal Part #, the system considers the Supplier # entered as Mfr. # to retrieve the internal Part #. The user must enter the Mfr. #, if Supplier # is not available or for the combination of Mfr. Part # and Supplier # internal Part # cannot be retrieved.
If a value exists in the Part #, Mfr. Part # and Mfr. # fields, the system ensures that the combination of Mfr. Part # and Mfr. # corresponds to the Part #.
If a value exists in the Part # and Mfr. Part # fields and the Mfr. # is blank, the system ensures that the Mfr. Part # corresponds to the Part # entered.
If a value exists in the Part # and Mfr. # fields and the Mfr. Part # is blank, the user must enter the Mfr. Part #.
Part Description |
A textual description pertaining to the part. |
Order Qty. |
The total quantity of the part ordered (Integer). Mandatory. The quantity must be greater than zero, and the total quantify for all the lines for this part should be greater than the “Minimum Order Quantity” defined for this part in the “Part Administration” business component. On clicking the “Get Details” pushbutton or the “Create Purchase Order” pushbutton, the system ensures that the Order Quantity entered here is equal to or greater than the Minimum Order Quantity, if the Minimum Order Quantity is defined for the Part – Supplier combination in the “Maintain Part Supplier Mapping” page and the Minimum order quantity check is set as “Yes” in the “Logistics Common Master” business component. If the Minimum order quantity check is set as “No”, the system allows entering any value even if defined as Minimum Order Quantity. |
Note: The “Ordered Quantity” can also be in fractions, if the fractions are allowed in the “Units of Measurement Administration” business component.
Purchase UOM
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The units of measurement in which the part must be purchased (Alphanumeric, 10). Mandatory. Ensure that the UOM is already defined in the “Unit of Measurement Administration” business component and is in “Active” status. |
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Help facility available. |
Cost |
The cost of the part for the specified quantity (Decimal). Mandatory. The system ensures that the value entered is greater or equal to zero. |
Assessed Cost (In Base Curr.) |
The evaluated cost of the part that would be received against the Exchange PO in base currency. The cost of the incoming unit is computed on the basis of current condition of the outgoing unit. Note: You must specify the assessed cost for the part, if “Assessed Cost for Part in Exchange PO” under the category Purchase Order in the activity Set Purchase Options activity is ‘1’. Alternatively, you may not enter any value in the field, if “Assessed Cost for Part in Exchange PO” is ‘0’. |
Cost Per |
The quantity of the part for which the cost is specified (Decimal). Mandatory. For example, if the cost of one box of oil tins is $100, and the number of tins in one box is 50, enter $100 in the "Cost" field and 50 in the "Cost Per" field. Hence, the cost of a single unit = Cost / Cost per. |
The system displays the following.
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Condition |
Use the drop-down list box to specify the condition of the part. The conditions available are: |
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If this field is left blank, the system displays the value set in the “Default Condition” field. |
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Note: A condition has to be selected for parts of type “Component”. For parts other than “Component”, if no condition is selected, the system sets the condition as 'New' by default.
You cannot modify the part condition, if the part is referenced in the quotation.
Certificate Type |
Use the drop-down list box to specify the code, which mentions the certification required for the part. The system displays all the certificate types defined the Logistics Common Master. |
Schedule Type |
Use the drop-down list box to specify the delivery type of the part. Mandatory. The options available are: |
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The system displays “Single” by default. |
Note: For PO Types “Service” and “Adhoc”, you must specify “Single” as the Schedule Type. |
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Earliest Due Date |
The earliest need date of the part (Date Format). Mandatory, if “Schedule Type” is single. The earliest due date must be later than the PO date. |
Requested Date |
The Operator Requested date of the part. |
Warehouse # |
The code identifying the warehouse, where the purchased parts must be stored (Alphanumeric, 10). Mandatory, if “Schedule Type” is single For purchase orders based on quotation: By default, this field displays the warehouse that requests for the part as stated in the PR, if the purchase order is based on a quotation that has reference to RFQ and PR. However, if multiple PRs are covered by the RFQ # and Quotation # combination, the system defaults the warehouse only if the warehouse is the same for all PRs. Conversely, this field remains blank, if the receiving warehouse for the PRs varies. |
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Help facility available. |
Note: The warehouse that you specify must allow Customer Goods Receipts.
Note: For the warehouse number entered, ensure that the condition of the part is in accordance with the storage rules defined for the warehouse in the “Edit Warehouse – Stock Status/Condition Allowed” page of the “Storage Administration” business component. For example, if warehouse ‘W001’ can store only parts in “New” and “Overhauled” condition, ensure that the condition selected is either “New” or “Overhauled”.
Note: For purchase orders of PO Types other than “Service” or “Adhoc”, the part type of the part for which the purchase order is raised must be mapped to the specified warehouse.
Work Center # |
The identification code of the work center that executes the purchase order. The system ensures that the work center # entered is valid as defined in the “Work Center” business component. Help facility available |
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If Work Center # is not entered and if a valid Reference Document of type “A/C Maint. Exe. Ref #” or “Component Work Order” is available, the system retrieves the work center # based on the following:
If Work Center # is not entered and if a valid Reference Document of type “Customer Order” or “Hangar Work Order” is available, the system retrieves the primary work center from the Customer Order document or the work center from the Hangar Work Order document and updates in the “Part Details” multiline. If Work Center # is entered and if a valid Reference Document Type “Component Work Order” or "A/C Maint. Exe. Ref #" is entered, the system checks for the availability of the work center in the document based on the following:
If Work Center # is entered and if a valid Reference Document # of reference document type, Hangar Work Order/ Customer Order is entered, the system checks for availability of the work center entered with reference to the work center of the documents entered. Note: The Work Center # field is mandatory, if all the following conditions are true, 1) The PO Type of the purchase order is “Adhoc” or “Service”. 2) The Ref. Document Type is ”Others” or blank 3) The “Mandate WC# in PR/PO for Others/Blank Ref Doc Type” option is set to “Yes” in the Set Purchase Options activity of the Logistics Common Master component.
Note: If you have selected Ref. Document Type as “Shop Work Order”, the Reference Document # must be a valid component work order and its status must not be “Fresh”, “Closed”, “'Cancelled” or “Preclosed”. Note: If you have selected Ref. Document Type as “Hangar Work Order”, the Reference Document # must be a valid hangar work order and its status must not be “Fresh”, “Closed”, “'Cancelled” or “Preclosed”. Note: If you have selected Ref. Document Type as “A/C Maint. Exe. Ref #”, the Reference Document # must be a valid A/C Maint. Exe. Ref # and its status must be “Planned”, “In-Progress” or “Completed”. Note: If you have selected Ref. Document Type as “Customer Order”, the Reference Document # must be a valid customer order and its status must not be “Fresh”, “Closed”, “'Cancelled” or “Preclosed”. Note: If the Expense Type of the purchase order is “Capital”, the Expense Type of the reference document must also be “Capital”. If the Expense Type of the purchase order is “Capital” and if the Reference Document Type selected is “Hangar Work Order” or “Component Work Order” and if Task Information are entered, the system ensures that the Expense Type of the Task is also “Capital”. If the Expense Type of the purchase order is “Capital” and if the Reference Document Type selected is “Hangar Work Order” or “Component Work Order” and if a valid Reference Document # is entered, the system ensures that the reference document is of Expense Type “Capital” Note: The reference document # is mandatory, if you have specified the type of the reference document.
The system performs the following tasks, based on the selected Reference Document Type: If the Reference Document Type is not entered, the system ensures that the ““Task #” and the “Task Seq #” fields are left blank. If the Reference Document Type selected is “Customer Order”, the system ensures that “Task #” and “Task Seq #” fields are left blank. If the Reference Document Type selected is “Others”, the system performs the following tasks:
If the Reference Document Type selected is “A/C Maint. Exe. Ref #”, the system performs the following functions:
If the Reference Document Type selected is “Hangar Work Order”, “Component Work Order" or "A/C Maint. Exe. Ref #", the system performs the following tasks:
Note: For PO Types “Service", "Adhoc" and "Customer Goods", it is mandatory that you set the Alternate Type as “Not Allowed”. |
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Alternate Part # |
The identification number of the alternate part for the part for which you are creating the purchase order. Help facility available |
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Note: The Alternate Part # field is mandatory, if you have selected “Specific Alternate” in the Alternate Type field. Note: The alternate part must already be defined in the Part Administration component and must have an Active status. Note: The alternate part must be defined as an alternate to the part for which you are creating the purchase order, in the Part Administration component. Note: If Transaction UOM is different from the Stock UOM for the alternate part, conversion between the Transaction UOM and Stock must exist and be valid in the UOM component. Note: The Source option for the alternate part must be set to “Purchase” in the Maintain Planning Information activity of the “Part Administration” component. |
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Inspection Type |
Use the drop-down list box to specify the type of inspection to be done on the part, at the time of delivery. The inspection types available are: |
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Note: 1) You must specify the Inspection Type” None” for purchase orders of type “Service”, “Adhoc” and “Customer Goods”. 2) However, you cannot select inspection type as “None” for a component part. |
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Matching Type |
Invoice matching is the comparison of the quantity and the values of the goods available at different points of time in the procurement process. The quantity ordered, the quantity received or the quantity accepted is matched with the quantity invoiced, to ensure that payment is made for the proper quantity and value of items. Use the drop-down list box to specify the type of matching to be done. The following are the various matching types available: |
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Note: If the Receipt Recording Option is “No GR”, you must specify the Matching Type as “Two-way” for all the parts in the “Part Details” multiline. Note: If the Receipt Recording Option is “GR Acceptance” or “GR Movement”, the Matching Type for any part in the 'Part Details' multiline must not be “Two-way”. |
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Purchase Reason |
Use the drop-down list box to specify the reason for purchase of the part. The system lists all the ‘active’ reason codes defined under the Reason Code Type ‘Purchase’ in the “Create Reason Code” activity of the “Logistics Common Master” business component. |
Aircraft Reg # |
The number identifying the aircraft for which the part is being procured. Help facility available. Note: The ‘Aircraft Reg. #’ must be in ‘active’ status as defined in “Aircraft” business component. |
A/C Model # |
The number identifying the Aircraft model. Help facility available. Note: If the ‘A/C Reg #’ is entered then the ‘A/C Model #’ must be of the given A/C Reg #. If ‘A/C Reg #’ is not entered then the ‘A/C Model #’ must be defined in the “Aircraft” business component. |
Contract Type |
Use the drop-down list box to specify the type of contract based on which the part must be procured. The system lists the value ‘Service Sale Contract’ and defaults the same. |
Contract # |
The number identifying the contract based on which the part must be procured. Help facility available. Note: The Contract # entered must be in ‘Approved’ status and a valid Contract of Contract Type defined in “Manage Sale Contract” activity of the “Sale Contract” business component. |
CAPEX Proposal # |
Identifies the asset proposal No., which is defined in the “Asset Planning” component under “Fixed Asset Management” BPC. (Alphanumeric, 40) Mandatory, when the expense type of the part is Capital.
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Help facility available. Note: Based on the Proposal Rules definition in ‘Maintain Asset Proposal Rule Definition’ activity of the “Asset Planning” business component and information entered in the “Part Details” multiline, Capex Proposal # will be defaulted automatically on click of “Get Details” pushbutton. |
Account Usage |
The account usage to which expense is booked. Use the drop down list box to select the usage that must be displayed. The system lists the entire active account usages defined for the purchase order event. ., Mandatory when the PO type is service or adhoc Ensure that this field is not selected if (i) the Expense Type is “Capital”, (ii) the part is a stockable part and Receipt Recording Option is “GR Movement” (iii) the PO Type is “Service” or “Adhoc” and the Reference Document Type is either “Hangar Work Order”, “Component Work Order”, “Customer Order” or “A/C Maint. Exe. Ref #”. |
Costing Usage |
The usage identifying the cost center. Use the drop down list box to select the usage that must be displayed. The system lists the entire active costing usages for the purchase order event. Ensure that this field is not selected if (i) the Expense Type is “Capital”, (ii) the part is a stockable part and Receipt Recording Option is “GR Movement” (iii) the PO Type is “Service” or “Adhoc” and the Reference Document Type is either “Hangar Work Order”, “Component Work Order”, “Customer Order” or “A/C Maint. Exe. Ref #”. |
Analysis Code |
The code helps in further analysis of expense incurred against the particular account.(Alphanumeric-5). |
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Help facility available |
Note: You must specify an analysis code only if you have selected an Account Usage value for the part. Note: The analysis code that you specify must be valid and have an “Active” status as in the Account Based Budget component. |
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Sub Analysis Code |
The code helps in further detailed analysis of expense incurred against the particular account and analysis code. (Alphanumeric-5) |
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Help facility available |
Note: You must specify a sub analysis code only if you have selected an Account Usage value for the part. Note: The sub analysis code that you specify must be valid and in Active status as in the Account Based Budget component. |
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Remarks |
Any comments regarding creating the purchase order (Alphanumeric, 255). |
Ship To |
Use the drop-down list box to specify the Goods Receipts Organization Unit to which the part must be supplied. The system lists all the goods receipts organization units mapped to the “Purchase Order” business component. The system leaves the field blank by default. |
Note: The organization unit must be in “Active” status. |
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Tolerance Type |
The upper and lower limit within which the quantity or the basic value received can vary.. The tolerance limit affects the basic value of the purchase order either positively or negatively. Use the drop-down list box to specify the tolerance type. The tolerance types available are “Value”, “Quantity” or “Both”. The system displays blank by default. |
Tolerance %
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The tolerance percentage must be positive and less than 100 (Alphanumeric, 5). |
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For example, if the tolerance limit defined for an item is 2%, and the vendor dispatches 98.5 tons of the items against the 100 tons ordered. Now the PO would get closed without any further follow-up for the balance 1.5 tons, which is a negligible portion of the ordered quantity. |
Note: The “Tolerance %” must be entered, if the “Tolerance Type” is specified. |
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Enter the following:
Receipt +Ve Tolerance (%) |
The positive tolerance percent acceptable on the ordered quantity that can be received. (Decimal, 28). The Receipt Positive Tolerance percentage can include decimals and zero. Ensure that the value entered is positive and does not exceed 100. |
Receipt -Ve Tolerance (%)
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The negative tolerance percent acceptable on the ordered quantity that can be received. (Decimal, 28). The Receipt Negative Tolerance percentage can include decimals and zero. Ensure that the value entered is positive and does not exceed 100. |
Quality Attribute |
Use the drop-down list box to select the parameter for the qualitative inspection of the part. The system provides “Standard”, “Custom” and “None” as options. The system displays “None” by default. You cannot modify this field if it is referenced in the quotation. If this field is set as “Standard” or “Custom“, ensure that the quality attributes are associated to the part. |
Note: You need to select a value other than “None”, if the “Quality” field is set to “Yes’.
Note: For PO Types “Service”, “Adhoc” and “Dropship”, you must select “No” in the Quality Attribute Check field.
Doc Attach?
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Use the drop-down list box to specify whether the document is to be attached for the corresponding PO Line #. The system provides "Yes" or "No" as options. The system displays "No" by default. |
Enter the following:
Insp. WO ? |
Use the drop-down list box and select one of the following options, if a component work order, of job type “Receipt Inspection” and maintenance type “Inspection”, should be generated: Required – Select this option, if a component work order must be generated on goods receipt. As Required – Select this option, to indicate that a component work order can be generated if required, on goods receipt.§ Not Required - Select this option, if generating a component work order is not required. By default, the system leaves the field blank. Data selection in this field is mandatory, if the “Insp. WO?” field is left blank in the “Part Administration” business component. |
Note: If you select “Required” or “As Required' for any record in the Part Details multiline, then a dummy component ID of Job Type 'Receipt Inspection' must be already defined in the “Identify Non-component Maintenance Objects” activity of Aircraft business component.
Ensure the following when selecting a value in the “Insp. WO?” field:
The “Insp. WO?” field is set as “Required” or “As Required”, when the “Inspection Type” is “Inspector“ or “Self”.
The “Insp. WO?” field is set as “Not Required” when the “Inspection Type” is “None”.
The “Insp. WO?” field is set as “Required”, if the Insp. WO?” field in the “Part Administration” business component is set as “Required”.
On clicking the “Get Details” pushbutton the system displays the values set in the “Insp. WO?” field, of the “Maintain Purchase Information” page of the “Part Administration” business component.
Enter the following fields:
Note: If the “PO Type” selected is other than “Exchange” or “PBH-Exchange”, then the following fields are not mandatory.
Core Part # |
The unique number identifying the valid alternate part to be replaced for the existing part.Note that “Core Part #” is mandatory, if “Core Serial #” and “Core Lot #” are entered. |
Core Serial # |
The unique serial number identifying the part. |
Core Lot # |
The unique lot number identifying the part. |
If the PO Type selected is “Exchange” or “PBH Exchange”, and if the “Core Part #” is entered, the system performs the following tasks:
The system ensures that the Core Part # entered for creating the purchase order is valid as defined in the “Part Administration” business component.
If the Core Part # entered is different from the Part #, the system ensures that the Core Part # is a valid alternate part for the requested Part as defined in the “Part Administration” business component.
The system ensures that the Core Part # is an Active Part.
The system ensures that the Stock UOM of the purchase order Part # and the Core Part # are the same.
The system ensures that the core part is mapped to the supplier in the “Maintain Part Supplier Mapping” activity of the “Supplier” business component.
The system ensures that the option “Under PBH” is set to “Yes” in the “Maintain Supplier PBH Mapping” activity of the “Supplier” business component.
If the PO Type is selected as “Exchange” or “PBH Exchange”, and if Core Part # (Serial or Serial Lot Controlled) and Core Serial # are entered, the system ensures that the entered Core Serial # is valid for the Core Part # as in the “Stock Maintenance” business component.
If the PO Type is selected as “Exchange” or “PBH Exchange”, and if Core Part # (Lot or Serial Lot Controlled) and Core Lot # are entered, the system ensures that the entered Core Lot # is valid for the Core Part # as in the “Stock Maintenance” business component.
If the PO Type selected is “Exchange” or “PBH Exchange”, then ensure that the following combination is not entered:
Core Part # (Serial Controlled) and Core Lot #
Core Part # (Lot Controlled) and Core Serial #
The system displays the following field:
Customer Name |
The name of the customer associated with the customer order. |
Customer # |
The identification number of the customer. Click the data hyperlink to view the customer |
Line # |
The line number generated by the system, for every part entered in the multiline. The system generates this number on clicking the “Create Purchase Order” pushbutton. |
Note: The system ensures that the same combination of Part #, Part Condition, Earliest Due Date, Warehouse #, Alternate Type, Work Center #, Ref. Document Type, Ref. Document #, Task # and Task Seq # are not repeated in the “Part Details” multiline.
Check the box in the “Select” column of the multiline, to mark the parts to raise a purchase order or delete the parts from the purchase order
Click the “Delete” icon in the tool bar above the multiline, to delete the selected part.
Click the “Create Purchase Order” pushbutton, to create the purchase order.
The system performs the following:
The system generates the line number sequentially for the parts entered in the multiline.
The system ensures that the Operational Status of the supplier is not set as “Hold PO” in the “Add Location Details” activity of “Supplier” business component.
The system updates the status of the purchase order to “Fresh”, if all the necessary information has been entered and there is no dependent information to be provided in additional pages such as "Edit Schedule & Distribution", "Edit Dropship Details" etc.
Note: This action is workflow-enabled. Notification messages can be sent and you can configure further processing of this document in the "Workflow Management" business component.
The system creates the purchase order even if the order quantity is less then the minimum order quantity, if the Minimum order quantity check is set as “No” in the “Logistics Common Master” business component.
If all the necessary information are not entered and some dependent information are to be provided in additional pages, or, if the “PO Type” is set as “Dropship”, the system updates the status of the PO to “Draft”.
If the “PO Type” is set as “Adhoc” or “Service”, the system updates the “Alternate Type” as “Not Allowed”, even if the “Alternate Type” is set as “Allowed” or “Specific Alternate” while modifying the purchase order.
If the “PO Type” is other than “Customer Goods”, the system ensures that the “Alternate Part #” specified is the alternate part for the “Part #” specified and is defined in the “Maintain Alternate Part Nos.” page of the “Part Administration” business component.
Note: If the “PO Type” is “Customer Goods”, the “Alternate Part #” can be a “Direct Alternate”, “Conditional Alternate” or “Customer Specific” alternate specified for the customer.
If the ‘PO Type’ is “General”, “Express” or “Exchange”, the system ensures that the Part # is a Stockable Part as defined in the interacting “Part Administration” business component, if the ‘Purchase for’ is selected as “Customer”.
The system checks if the Part Classification is allowed in the receipt warehouse, based on the Part Classification mapped to the warehouse in the “Storage Administration” business component.
Note: If the Part Classification is set as “None” or not defined in the “Part Administration” business component, the part is classified as Non-Repairable
The system inherits tax based on the process parameter ‘Tax Inheritance Basis’ defined in the “Define Process Entity” activity of the “Common Master” business component.
If the process parameter ‘Tax Inheritance Basis’ is set as “Supplier-TCD Mapping”, the system inherits tax that is mapped for the Supplier from “Supplier” business component.
If the process parameter ‘Tax Inheritance Basis’ is set as “Tax Rules”, the system inherits tax from “Manage Purchase Tax Rules” activity of the “Tax Charges & Discounts” business component.
If the PO type is set as “PBH” or ”PBH Exchange”, the system performs the following:
Sets the Cost as “0” and Cost Per as “1”.
Ensures that the aircraft any of its first level sub components is mapped to the supplier defined in the “Supplier“ business component.
Ensures that the part is mapped to the supplier defined in the “Supplier” business component.
Ensures that the cost of the part specified in the “Supplier-Part Mapping” is greater than or equal to the Contract Deductible value specified in the PBH Agreement in the Supplier Master for the specified aircraft registration number or the component number.
Sets the GTA Reference Number and the Reference Doc Date with the Agreement Number and the Agreement Date from the “Maintain Supplier PBH Mapping” defined in “Supplier” business component for the specified aircraft registration number or the component number.
Ensures that the PO date lies within the Agreement Date of the PBH Agreement in “Supplier” business component.
Ignores the “Earliest Due Date” and “Warehouse #”, if the schedule type is set as “Multiple”.
Computes and updates the PO Basic Value, PO Additional Charges, PO Total Value and Basic Currency Value.
Maintains the Receipt Recording Option for each part/item in the purchase order using the following reasoning.
1) If the receipt recording option for the purchase order is set to “No GR” or “GR Acceptance”, the receipt recording option for parts/items both Stockable and Non-Stockable remains the same.
2) However, if the receipt recording option for the purchase order is “GR Movement”, the receipt recoding option for the “Non-Stockable” parts/items is maintained as “GR Acceptance”, while the Stockable parts retain the same receipt recording option as that of the purchase order.
Note: Non-Stockable parts are those for which the Non-Stockable attribute is set as "Yes" in the Part Main Information activity of the Part Administration component.
Copies details of PR to the purchase order, if the purchase order is based on PR-RFQ-Quotation combination. The details also include,
The PR quantity coverage in the RFQ
The quantities allocated to PRs in the quotation
Pending PR quantities for which further purchase orders are required
When multiple PRs are associated with a quotation, the quantities in the quotation/purchase order are allocated in the order of the need date. This implies the PR with the earliest need date will be satisfied first followed by PRs with later dates.
The system allows for alternate parts to be acquired through purchase order. If an alternate part for a part in a PR is obtained through a purchase order, the allocation of quantities to PR remains the same as explained above.
Defaulting of inspection type for a purchase order by the system
If the user does not select inspection type for a part, the system will default the inspection type for a part in the following way:
The system defaults inspection type to “None”, if the purchase order is of type “Service”.
For purchase orders of all types other than “Service”, the system defaults the inspection type for parts in accordance with the definition of the parameter “Basis to default Inspection Type in PO” in the “Set Purchase Options” activity of the Logistics Common Master component. If the parameter “Basis to default Inspection Type in PO” is set to:
‘0’ or left blank, it is mandatory for the user to select the inspection type for the ordered part.
‘1’, the system defaults the inspection type for the part as ”By Inspector”, if the ” QC Clearance Required” flag is set for the ordered part in the part definition. However, if the flag is not set for the part, the system defaults the inspection type based on the type of the ordered part, If the part is a component, the inspection type is defaulted to “Self”. For non-component parts, the inspection type is defaulted to ”None”.
‘2’, the system defaults the inspection type of the part to the inspection type defined for the part and supplier. However, if the inspection type for the part and supplier combination is not available, the system checks for the ”QC Clearance Required” flag of the part and defaults the inspection type in the same way as it does when the parameter “Basis to default Inspection Type in PO” is set as ‘1’.
‘3’, the system sets the inspection type plier combination is not available, the system checks for the ”QC Clearance Required” flag of the part and defaults the inspection type in for all parts of the purchase order to “By Inspector”.
To proceed, carry out the following
Select the “Edit Terms & Conditions” link at the bottom of the page, to specify the payment terms and conditions for the PO.
Select the ”Edit Schedule & Distribution” link at the bottom of the page, to enter the supply details of the part.
Select the “Edit Part TCD Details” link at the bottom of the page, to add tax, charges and discount for the individual parts in the PO.
Note: You cannot launch this page, if the “PO Type” is “Consignment”.
Select the “Edit Document TCD Details” link at the bottom of the page, to add tax, charges and discount for the purchase order on the whole.
Note: You cannot launch this page, if the “PO Type” is “Consignment”.
Select the “Edit Inspection Details” link at the bottom of the page, to enter the inspection details.
Select the “Edit Dropship Details” link at the bottom of the page, to enter the dropship details.
Select the “Edit PO-PR Coverage” link at the bottom of the page, to modify the purchase order based on purchase requisition.
Select the “Edit User Defined Details” link at the bottom of the page, to enter the custom field details.
Select the “Edit References” link at the bottom of the page, to enter the custom field details.
Select the “View Part Price History” link at the bottom of the page, to view the history of the price of the part.
Select the “Upload Documents” link at the bottom of the page to upload the documents.
Select the “Edit Purchase Order” link at the bottom of the page, to modify the purchase order details.
Select the “Edit Part Supplier Mapping” link at the bottom of the page to modify the supplier-part mapping details.
Select the “Authorize Purchase Order” link at the bottom of the page, to authorize the purchase order details.
Select the “Generate PO Report” link at the bottom of the page to generate the Purchase Order Report.
Select the "Maintain Supplier Correspondence" link at the bottom of the page to view details of correspondence with a supplier.
Select the “Manage Spares for Subcontract PO” link at the bottom of the page to specify the spare parts and quantities.
Select the "Attach Clause" link to attach clause to the purchase order.
Select the “View Part Supplier Mapping” link at the bottom of the page to view the supplier-part mapping details.
Select the “View Supplier Part Mapping” link at the bottom of the page to view the supplier-part mapping details.
Select the "View Part Price History" link to view the price history of the given part in the purchase order.
Select the “View Associated Doc. Attachments” link at the bottom of the page to view associated document attachments.
Select the “View Part / Service wise Rating” link at the bottom of the page to view the part/service wise rating details.
Refer to the "Part Administration" Online Help for more details.
Select the “View Supplier Rating” link at the bottom of the page to view the supplier rating details.
Refer to the "Supplier" Online Help for more details.
Select "View Part Supply Chain Performance" link to view the Part Information, Source Information, Purchase/ Repair History, Open Order, Open Demand, and Stock Information of the part.
Select the “View Part Notes” link to view the notes pertinent to the part.
Creating purchase order – An overview
This page allows you to create a purchase order. All the purchase order details such as the PO type, category to which the PO belongs, date on which the PO is raised, supplier details and purchase order currency can be entered. The purchase order can be raised based on the part number, description of the part, condition of the part, quantity ordered and the cost per part. The buyer group allows you to clearly demarcate the responsibility of purchases depending on the specific expertise of the user.
The parts being ordered can be moved to one or more warehouse depending on the requests. This page also allows you to specify the organization unit where the part has to be delivered, earliest need date of delivery and the matching type.
The system generates a sequential line number for the parts at the time of creating the purchase order. The system updates the status of the purchase order to “Fresh”, and stores the login user ID and server date along with the server date.
The numbering type must be defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component.
The part details must be defined in the “Create Parts Main Information” activity of the “Part Administration” business component.
The alternate part numbers must be defined in the “Maintain Alternate Part Nos” activity of the “Part Administration” business component.
The supplier must be defined in the “Create Supplier” activity of the “Supplier” business component.
The pay term details must be defined in the “Pay Term” business component.
The UOM must be defined in the “Create UOM” activity of the “Unit of Measurement Administration” business component.
The warehouse must be defined in the “Create Warehouse Information” activity of the “Storage Administration” business component.
Copy details from an existing purchase order
Classify purchase order based on the part you need to purchase
Categorize the purchaser order
Specify part type for the part you need to purchase
Specify condition for the part you need to purchase
Specify the organization unit for goods receipt
Specify the schedule type for the delivery of part
Specify whether alternate part type can be procured for the part
Specify the inspection type for the part
Specify the matching type for the part
Specify the tolerance type for the part procurement
Copy details from an existing purchase order
You can copy details from a purchase order that is already defined. Details such as the purchase order type, category, date, part type, supplier number, supplier name, purchase order currency, basic value, exchange rate, additional charges, total value and buyer group are copied.
Enter the number of the purchase order from which details must be copied, in the “Copy Details” group box.
Click the “Copy PO” pushbutton, to copy the details.
A new purchase order is generated in the “Fresh” status.
Classify purchase order based on the part you need to purchase
You can create purchase order of different types, based on the type of item that you need to purchase.
Set the “PO Type” field to “General”, if you wish to procure any stockable item.
Set the “PO Type” field to “Express”, if the item procured is not mapped to the supplier.
Set the “PO Type” field to “DropShip”, if the purchase order is raised for a high value item and the location for shipment delivery is specified.
Set the “PO Type” field to “Sample”, if the purchase order is raised for the sample parts, which can be supplied free of cost.
Categorize the purchaser order
You can categorize the purchase order using the quick codes that are already defined in the system.
Set the appropriate option in the “PO Category” field, to categorize the purchase order.
Specify part type for the part you need to purchase
You can specify the type of the part for which you are raising the purchase order. The purchase order can be raised for parts of type “Raw material”, “Component”, “Spare Part” “Tool”, “Consumable” and “Kit”.
Set the “Part Type” field to “Raw Material”, if you need to raise the purchase order to procure raw materials.
Set the “Part Type” field to “Component”, if you need to raise the purchase order to procure components.
Set the “Part Type” field to “Expendable”, if you need to raise the purchase order to procure spare parts.
Set the “Part Type” field to “Tool”, if you need to raise the purchase order to procure tools.
Set the “Part Type” field to “Consumable”, if you need to raise the purchase order to procure consumables.
Set the “Part Type” field to “Kit”, if you need to raise the purchase order to procure kits for maintenance.
Set the “Part Type” field to “Miscellaneous”, if you need to raise the purchase order to procure any other part.
Specify condition for the part you need to purchase
You can specify the condition of the part for which the purchase order is raised.
Set the “Condition” field to “New”, if the part is new.
Set the “Condition” field to “New Surplus”, if the part is new and has not been used.
Set the “Condition” field to “Overhauled”, if some maintenance action or servicing has been done on the part, but the part has not been used after servicing.
Set the “Condition” field to “Servicing”, if the part is used after servicing.
Set the “Condition” field to “Unserviceable”, if the part cannot be serviced after usage.
Specify the organization unit for goods receipt
You can specify the organization unit to which the parts must be sent on good receipt.
Use the “Ship To” field to specify the organization unit for goods receipt.
Specify the schedule type for the delivery of part
You can specify the type of delivery, that is, whether the procured parts need to be delivered in a single shipment, or in multiple shipments.
Set the “Schedule Type” field to “Single”, if you need the parts to be delivered in single shipment.
Set the “Schedule Type” field to “Multiple”, if you need the parts to be delivered in multiple shipments.
Specify whether alternate part type can be procured for the part
You can specify whether to allow purchase of alternate parts, in case the parts mentioned in the purchase order are not available.
Set the “Alternate Part #” to “Allowed”, if you wish to allow the purchase of alternate parts.
Set the “Alternate Part #” to “Not Allowed”, if you do not wish to allow the purchase of alternate parts.
Specify the inspection type for the part
Different types of inspections are performed on the parts after receipt, to verify the quality of the parts. You can specify the authority that can conduct the quality checks in the purchase order.
Set the “Inspection Type” to “Self”, if the person who receives the part need to perform the inspection.
Set the “Inspection Type” to “By Inspector”, if the inspection is performed by an external source.
Set the option in the “Inspection Type” to “None”, if inspection is not required for the procured parts.
Specify the matching type for the part
Parts are checked at the time of delivery to ensure that the payment is made for the proper quantity and value of items. The quantity ordered, the quantity received or the quantity accepted is matched with the quantity invoiced. You can specify the type of matching that need to be performed in the purchase order.
Set the “Matching Type” to Four Way at PO”, if you wish to match the invoice tolerance quantity and value with the inspected quantity and value for a purchase order, and not against individual GRs.
Set the “Matching Type” to Four Way at GR”, if you wish to match the invoice tolerance quantity and value with the inspected quantity and value against individual GRs.
Specify the tolerance type for the part procurement
A tolerance range is allowed in terms of quantity or value during parts supply. You can specify whether tolerance is allowed in terms of value, quantity or both.
Set the “Tolerance Type” field to “Value”, if you wish to allow tolerance based on the value of items ordered.
Set the “Tolerance Type” field to “Quantity”, if you wish to allow tolerance based on the quantity of items ordered.
Set the “Tolerance Type” field to “Both”, if you wish to allow tolerance based on both the value and quantity of items ordered.