Maintaining the supplier correspondence details

This page allows you to enter the supplier correspondence details for a purchase order that has been raised for a supplier. Tell me more.

Select the “Maintain Supplier Correspondence” link in the “Select Purchase Order” page. Alternatively, select the hyperlinked purchase order number in the multiline of the same page.

The “Maintain Supplier Correspondence” page appears.

The system displays the following fields:

Date Format

The format in which the date fields appears in this page. This format is displayed from the "User Preferences" business component based on the login user id. In case the format is not defined, the system displays the date format from the “Enterprise Modeling” business component by default.

The system displays the following field in the “PO Information” group box:

Purchase Order #

The purchase order selected in the previous page.

Enter the following field:

Amendment #

Use the drop-down list box to select the amendment number of the purchase order for which the correspondence details must be recorded. The system lists all the amendment numbers associated with the purchase order. The system displays the latest amendment number for the purchase order, by default.

Note: The system lists all the line numbers associated with the selected purchase order amendment number and Doc in the “PO Line No” drop-down list box.

The system displays the following:

User Status	The user-defined status of the purchase order.
Status	The status of the purchase order.
Supplier #	The code identifying the supplier of the parts.
Supplier Name	The name of the supplier.

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

PO Date	The date on which the purchase order was raised.
Amendment Date	The date on which the purchase order was amended.
PO Type	The purchase order type. The various PO types are “General”, “Express”, “Dropship”, "Customer Goods", "Service", "Adhoc" and “Sample”.
Receipt Recording Option	Goods receipt recording option. The possible values are “GR-Acceptance”, “GR-Movement” and “NO-GR”.
Expense Type	The expense type of the purchase order. The possible values are “Revenue” and “Capital”.
PO Category	The category to which the purchase order belongs.
PO Priority	The priority of the purchase order.
Aircraft Reg #	The registration number of the aircraft.
Part Type	The type of the part.
Buyer Group	The 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” business component.
PO Currency	The base currency of the purchase order.
Exchange Rate	The exchange rate of the currency entered with respect to the base currency..
Basic Value	The basic value of the purchase order.
Base Currency Value	The total value of the purchase order in base currency.
PO Additional Charges	The additional charges incurred in the form of taxes, charges and discounts. The system displays the sum of the total TCD amount entered for all the PO line numbers in the “Edit TCD Details” page and the TCD amount entered for the purchase order in the “Edit Document TCD Details” page.
PO Total Value	The total value of the purchase order. The sum of PO basic value, the additional charges and the additional cost (for all the Line #/Part # combination) is displayed here. Note: If the PO Currency is different from the Base Currency, then the system applies the Exchange Rate to the Additional Cost and adds it to the PO Total Value that is displayed.

Enter the following field in the “Part Details” group box:

PO Line #

Use the drop-down list box to specify the line number of the purchase order for which the correspondence details must be entered. The system lists the value "Doc" and all the line numbers associated with selected the purchase order amendment number.

Select “Doc” in this field, if you wish to record the supplier correspondence details for the purchase order as a whole. By default, the system displays the value “Doc” in which case the Part Details group box fields are displayed blank.

Est. Arrival Date

The estimated date of arrival.

The system displays details of the part associated with the PO line number that you select, in the “Part Details” group box.

Part #	The number that identifies the part for which the purchase order is raised.
Mfr. Part #	The number provided by the manufacturer of the part.
Part Description	A textual description of the part.
Condition	The condition of the part, which could be new, new surplus, overhaul, serviceable and unserviceable.
Ship To	The goods receipts organization unit to which the part must be supplied.
Order Quantity	The total ordered quantity of the part purchased. The unit of measurement in which the part is purchased.
Purchase UOM	The units of measurement in which the part is purchased.
Received Qty	The quantity of parts received.
Accepted Qty	The quantity of parts accepted after inspection.

The system displays the following fields in the “Correspondence Details” multiline:

Amendment #	The number identifying the amendment of the purchase order.
Line #	The sequential number generated by the system, for every row entered in the multiline. The system generates this number on clicking the “Maintain Correspondence Details” pushbutton.

Enter the following in the “Correspondence Details” multiline:

Date	The date on which the supplier correspondence details are recorded for a purchase order (Date Format). Mandatory.
Correspondence Type	Use the drop-down list box to select the quick code for the purchase order. The system displays all the quick codes defined for the quick code type “Correspondence Type” and Ref.doc.type “Purchase Order'” in the “Manage Logistics Quick Codes” activity of the “Logistics Common” Master business component.
Supplier Reference #	User input field to enter any reference information pertaining to the supplier for the selected “Correspondence Type” quick code value.
Supplier Remarks	The remarks of the supplier for the purchase order line number (Alphanumeric, 255 ). Mandatory.
Buyer Remarks	The remarks of the buyer for the purchase order line number (Alphanumeric, 255).

The system displays the following field in the “Record Statistics” group box:

Last Modified By	The name of the user who modified the supplier correspondence details.
Last Modified Date	The date on which the supplier correspondence details were last modified.

Click the “Maintain Correspondence Details” pushbutton to record the supplier correspondence details.

To proceed, carry out the following

Select the “View Purchase Order” link at the bottom of the page to view the purchase order details.

Maintaining the supplier correspondence details – An overview

The system retrieves and displays all the PO details along with the part details. You can record the supplier correspondence details either for the purchase order as a whole or select the line number of the purchase order for which the correspondence details must be recorded. You can enter the supplier and buyer remarks along with the date. The system updates the correspondence details and stores the name of the currently logged in user and server date.

Prerequisite

The purchase order should be in “Open”, “Partially Amended”, “Held”, “Amended”, Closed”, “Short Closed” or “NTclosed” status.

What you can do in this page

Record the correspondence details for the purchase order as a whole or for every line number of the purchase order

You can record the correspondence details for the entire purchase order, or select a specific line number of the amended purchase order, for which the supplier correspondence details must be recorded.

Select the amendment number of the purchase order in the “Amendment #” field.

On selecting the amendment number, the system lists the PO line numbers associated with the selected amendment number and Doc in the “PO Line No” field.

To record supplier correspondence details for the entire purchase order, select "Doc" in the “PO Line No” field.
To record supplier correspondence details for a particular PO line number, select the PO line number in the “PO Line No” field.

The system displays the part details associated with the selected PO line number, in the “Part Details” group box.

Enter the date, supplier remarks and the buyer remarks in the “Correspondence Details” multiline.
Click the “Maintain Correspondence Details” pushbutton.

The supplier correspondence details are recorded for the purchase order, or for the selected PO line number.