Creating PO details

This page allows you to create a new purchase order.

Select the “PO Details” tab page to create new purchase order.

Enter the following in the “PO Details” tab page:

PO Type	Use the drop-down list box to specify the PO type. Mandatory. If the “Buyer Control” in the Set Options activity of the Logistics Common Master component is set to “Needed”, the drop-down list displays only the PO types that are mapped to the primary buyer group of the login user. However, when it is set to “Not Needed”, the drop-down list displays all the following:
	General – The purchase order, which can have any stockable items.
	Express – The purchase order raised in the case of urgent situations. For example, you can create a PO, against a supplier, for a part that is not mapped to that supplier. The system will map the part to the supplier after creating the PO.
	Consignment – The purchase order raised for parts to be stored by the supplier in the customer’s warehouse. The financial conditions for the part is applicable only when the part is actually used, instead of on receipt.
	Exchange – The purchase order raised for components whose core should be exchanged.
	PBH – The purchase order raised for parts which are covered under PBH agreement. This is essentially used for replenishment of PBH parts. No core exchange is required for this type of purchase order.
	PBH Exchange – The purchase order raised for components which are covered under PBH agreement. In this type of purchase order core is exchanged for the ordered part.
	Dropship – The purchase order raised for parts, where you specify the location to deliver the shipment.
	Sample – The purchase order raised for sample parts. The supplier can supply these parts free of cost. The system displays “General” by default.
	Customer Goods-The purchase order raised for customer owned part. The customer will be mapped as a supplier in the system and can supply these parts free of cost.
	Service-The purchase order raised for ordering services.
	Adhoc- The purchase order raised for ordering any adhoc items. The system will not validate the entered part # with master list of parts.
Expense Type	Use the drop-down list box to specify the expense type of the purchase order. The drop-down list box displays only ‘Revenue’, if PO Type is “PBH”, “PBH-Exchange” or “Customer Goods”. However, both ‘Capital’ and ‘Revenue’ are displayed, if PO Type is “General”, “Dropship”, “'Express”, “Sample”, “Exchange”, “Service” or “Adhoc”, Revenue-Indicates that the expense incurred against this purchase order will be treated as revenue expenditure. This option is selected for regular procurement. Capital-Indicates that the expense incurred against this purchase order will be treated as a capital expenditure. This option is selected for capital procurement. Note: 1) If Expense Type for purchase orders of type “Service or “Adhoc” is “Capital” and, “Allow Ordering Revenue Items in Capital PO” in Set Options activity is “No”, Expense Type of all the parts in the multiline must also be “Capital”. 3) In purchase orders with PO Types other than “Service” or “Adhoc”, you cannot include parts with Expense Type “Capital”. 4) If PO Type is ‘Consignment’ and, if “Capital Part in Consignment PO” under the Purchase Order category in the Set Purchase Options activity under Logistics Common Master is '1’, the drop-down list box displays both ‘Capital’ and ‘Revenue’. On the contrary, if “Capital Part in Consignment PO” is ‘0’, the drop-down list box displays ‘Revenue‘ only. 5) You cannot select Capital as expense type for a purchase order that is associated with a group company.
Receipt Recording Option	Use the drop-down list box to specify the Receipt Recording Option. The options available are:
	GR-Acceptance - Indicates that the goods receipt raised for this PO attains its terminating status on GR acceptance.
	GR- Movement - Indicates that the goods receipt raised for this PO attains its terminating status on GR movement.
	NO GR - No goods receipt will be raised against this PO. Direct invoicing can be done against this PO. The purchase order’s status will be marked as “Closed” on authorisation when this option is selected.
Note: a) If PO Type is “Service” or “Adhoc”, the Receipt Recording options available are “No GR” and “GR Acceptance”. b) If “Consignment”, “Exchange” or “Customer Goods” is selected as the PO Type, the system allows the only option of “GR Movement”. c) For PO Types “General”, “Dropship”, “Express” or “Sample”, all the three options: “No GR”, “GR Acceptance” and “GR Movement” are available. d) If “PBH” or “PBH-Exchange” is selected as the PO Type, the Receipt Recording options available are “GR Movement” and “No GR”.
PO Priority	Use the drop-down list box to specify the priority of the purchase order. The system lists "AOG", and priorities defined in the “Logistics Common Master” business component as options. The system displays blank by default.
Aircraft Reg #	The number that identifies the aircraft to which the ordered part must be attached (Alphanumeric, 30). Mandatory, if the priority is “AOG” or the PO type is set as "Exchange”. Ensure this is a valid number as defined in the “Create Aircraft Information” activity of the “Aircraft” business component. If the PO is of type “PBH” or “PBH-Exchange” and if the Aircraft registration is entered, ensure that the aircraft registration number is mapped to the supplier in the “Maintain Supplier PBH Mapping” activity of the “Supplier” business component. If the Aircraft Reg # is not entered and if a valid Ref. Document Type (Hangar Work Order, A/C Maint. Exe. Ref #, Customer Order) is specified in the “Part Details” multiline, then on page refresh, the system fetches and displays the aircraft registration number from the reference document, only if all the Reference Documents in the multiline contains the same aircraft registration number.
	Help facility available.
Component #	The number identifying the component to which the ordered part must be attached . (Alphanumeric, 90). Ensure that the component number is defined in the “Aircraft” business component. If the PO is of type “PBH” or “PBH-Exchange” and if the component number is entered, ensure that the component number is mapped to the supplier in the “Maintain Supplier PBH Mapping” activity of the “Supplier” business component. Note: 1) Ensure that, either the aircraft registration number or the component number is specified, if the PO is of type “PBH” or “PBH-Exchange”. 2) Parts should be lot-controlled, serial-controlled, or both lot-controlled and serial-controlled, if the PO is of type “Consignment”. 3)If the “Ref. Document Type” is selected as “Shop Work Order”, the system ensures that the Ref. Document # entered are in one of the following statuses “Scheduled”, “In-Progress”, or “Completed”.4) If the “Ref. Document Type” is selected as “Customer Order”, the system ensures that the Ref. Document #is in one of the following statuses “Confirmed”, “Authorized”, “Under Amendment”, “Completed”, or “Processed”. Help facility available.
Buyer Group	The buyer group associated with the purchase order. (A buyer group is essentially group consisting of one or more number of buyers, who are identified for the procurement of specific items as defined in the “Create Buyer Group” activity of the “Buyer Group” component.)

Enter the following in the PO Details group box.

Quality Attribute Check	Use the drop-down list box to specify whether quality check is required or not. The system provides the options ”Yes” and “No”. Note: For PO Types “Service”, “Adhoc” and “Dropship”, you must select “No” in the Quality Attribute Check field.
Part Type	Use the drop-down list box to specify the type of the part for which the purchase request is raised. The system provides the options “Raw material”, “Component”, “Expendable”, “Tool”, “Consumable”, “Kit” and “Miscellaneous”. The system provides the option "All", if the "Multiple Part Types Allowed" field is set to "Yes" in the 'Set Options' activity.
Remarks	Any additional information on the purchase order.
Purpose	Use the drop-down list box and select the purpose of the purchase. The system lists all the ‘Active’ Purposes defined for Ref. Doc. Type "Purchase Order" in “Manage Logistics Quick Codes” activity of the “Logistic Common Master” business component. By default, the system leaves the field blank.

Check the following box:

Subcontract

Check this box to indicate that the purchase order facilitates subcontract manufacturing and the issue of spare parts against the PO.

Enter the following in the “Purchase for & Expense Details” group box.

Purchase For

Use the drop-down list box to indicate whether the purchase order must be created for the login organization or for a group company or for the customer. The drop down list box will display the following options for the category 'Purchase Order' in Purchase Option Settings activity under Logistics Common Master:

Self, Supplier and Customer, if both "Purchase Order on behalf of Supplier" and “Purchase Order on behalf of Customer” are set as "Allowed" .
Self and Supplier, if “Purchase Order on behalf of Supplier” is set as “Allowed” and “Purchase Order on behalf of Customer” is set as “Not Allowed”.
Self and Customer, if “Purchase Order on behalf of Customer” is set as “Allowed” and “Purchase Order on behalf of Supplier” is set as “Not Allowed”.

However, if both "Purchase Order on behalf of Supplier" and “Purchase Order on behalf of Customer” are set as "Not Allowed", the sole option available will be Self."

Self: Indicates the purchase order is intended for the login organization.
Supplier: Indicates the purchase order is intended for a supplier that is a group company.
Customer: Indicates the purchase order is intended for a customer

Note: You must not select Supplier from the drop-down list box: 1) if the PO type is Sample or Customer Goods; 2) if the expense type of the purchase order is Capital.
You can select Customer from the drop-down list box if the PO type is ‘General’, ‘Express’, ‘Exchange', 'Service' or 'Adhoc'.

Pur. for Trading Partner #

The supplier # / Customer # of the company for which the purchase order must be created in the login organization.

Note: This field is mandatory, if the purchase order must be created for a group company. The supplier # you specify must be Active and valid as defined in the Supplier component. The operational status of the supplier # must not be “Hold PO”. However, do not specify this field for a purchase order associated with the login organization.
This field is mandatory, if the purchase order must be created for a Customer. The Customer # you specify must have Reference Status and Operational Status Active in the Customer component.
However, do not specify this field for a purchase order associated with the login organization.

Help facility available.

Click the "Go" pushbutton to retrieve the following details of the Trading Partner.

Trading Partner Name	The supplier name / Customer name of the company for which the purchase order was created in the organization unit. However, this field displays no value, if the purchase order is associated with the login organization.
PO & Inv. Org.	The company code of the group company on whose behalf the purchase order must be created in the login organization. However, the login organization code appears, if the purchase order is associated with the login organization.

Enter the following in the “Purchase For & Expense Details” group box.

Expense To

Use the drop-down list box to select the posting finance book for the purchase order only if PO type is Adhoc/Service. The drop-down list box displays all valid finance books in Active status as defined in the Organization Setup component, if the purchase order was created for:

The login organization unit
The supplier that is not a group company
The group company for which “Enable Automatic Accounting for Purchases in the related Company” is ‘No’ in the Accounting Setup component

However, if PO type is not Adhoc/Service, the drop-down list box will display no value as finance book will not be relevant for the purchase order.

Alternatively, if the purchase order was created for a group company, the drop-down list box will display all valid finance books in Active status for the group company for which “Enable Automatic Accounting for Purchases in the related Company” is ‘Yes’ in the Accounting Setup component, if “Purchase Order on behalf of Supplier" under the category Purchase Order is ‘Allowed’ in the Purchase Option Settings activity of Logistics Common Master. If “Purchase Order on behalf of Customer”, the logic is same as Expense To combo loading as it will not vary based on Trading Partner #.

Note: This field is mandatory, if the purchase order is related to a group company supplier regardless of PO type.

Check the following box:

Billable to Customer ?

Check this box to specify whether the invoice of the purchase order should be billed to the customer.

Enter the following in the “Supplier Details” group box.

Supplier #

The code identifying the supplier of the item (Alphanumeric, 45). Mandatory. The supplier must be defined in the “Register Supplier” activity of the “Supplier” business component and it must be in the “Active” status. However, if you are creating the purchase order for a group company, the supplier # must valid in the group company.

Note: 1) The supplier must be in “Active” status. Further, if it is a quotation-based purchase order, the supplier number should be the same as given in the quotation. 2) Ensure that the supplier is a PBH class supplier as defined in the “Supplier” business component, if the PO is of type "PBH", "PBH Exchange". Similarly for the PO Type “Service”, Supplier class must be defined as the “Service Provider” for the supplier. 3) If the PO Type is “Customer Goods”, Customer # must be defined for the Supplier in the Supplier business component.

Help facility available.

The system displays the following in the “Supplier Details” group box:

Supplier Name

The name of the supplier.

Enter the following in the “Supplier Details” group box:

Contact Person

The point of contact for queries in the supplier organization.

By default, this field displays the contact person associated with the supplier.

Note: The contact person must be valid for the supplier for which you are creating the purchase order.

Help facility available

PO Currency

Use the drop-down list box to select the PO currency, which could be the base currency or any other Active currency, which has a conversion factor set for the base currency. The currency must have been defined in the “Enterprise Setup” business component. The system displays by default the currency mapped to the supplier in the “Supplier” business component.

If the purchase order is being created for a group company, the PO currency for supplier must be established in the group company. If PO currency is not the same as base currency, exchange rate for conversion between base currency and other currencies must be available in the group company.

Note: If the purchase order is based on quotation, the value entered in the “PO Currency” field should be the same as given in the quotation.

Address ID

The address ID of the supplier address. Mandatory.

By default, this field displays ‘1’.

On click of enter, if the entered Address ID is valid, the system defaults the Address and Contact Person corresponding to the Address ID defined in the “Edit Contact information” screen of the “Supplier” business component for the Corresponding Supplier-Contact Person combination.

Note: The address ID must be valid for the supplier for which you are creating the purchase order. Similarly, if the purchase order is being created for a group company, the address ID for the supplier must be established in the group company.

Help facility available

The “Supplier Details” group box displays the following.

Address

The location address for the address ID of the supplier.

The PO Value group box displays the following.

Note: The system will not retrieve the TCD details from the “Supplier” business component, if the “PO Type” is “Consignment”.

PO Basic Value	The sum of the “Basic Value” field displayed for all the line numbers in the multiline, displayed in the Transaction currency. Note: There will be no Document Level TCD defined for the Purchase Order, if the PO Basic Value is zero.
Base Currency Value	he PO basic value in base currency of the login organization, if the purchase is being created for the login organization. Alternately, if the purchase order is associated with a group company, the PO basic value appears in the base currency of the group company.
PO Additional Charges	The additional charges incurred during tax. The system displays the sum of the total TCD amount entered for all the PO line numbers in the “Edit Part TCD Details” page and the TCD amount entered for the purchase order in the “Edit Document TCD Details” page. Note: 1) The system calculates the basic value, additional charges, total value and the currency value, on clicking the “Create Purchase Order” pushbutton. 2) If the TCD is of type “Add to Stock” for PO of type “Exchange”, then the PO additional charges will not be retrieved and the PO total value is the same as the base currency value.
PO Total Value	The total value of the purchase order. The sum of PO basic value and the additional charges is displayed here.
Exchange Rate	The exchange rate of the currency entered.