Summary

The Recurring Purchase Order Maintenance window is used to create and maintain recurring purchase order templates. These recurring PO templates can be used in the Purchase Orders process to quickly generate new purchase orders that are frequently regenerated with the same details.

Step by Step

1     Open the Recurring Purchase Order Selection window.

• The Recurring Purchase Orders Maintenance window will display all of the recurring purchase orders in the system.
• Highlight a recurring purchase order and click the Delete icon to delete the selected recurring purchase order.
• Highlight a recurring purchase order and click the Modify icon to edit the selected recurring purchase order.
• Click the Create icon to create a new recurring purchase order. This will open the Recurring Purchase Order Maintenance window.

2     Create a new recurring purchase order.

• The Recurring Purchase Order Maintenance window includes much of the same information as the Purchase Orders Maintenance window.
• The Tab Order icon at the top of the window is used to adjust the tab order of the Recurring Purchase Order Maintenance window.
• The Code field is used to enter a unique code for the recurring purchase order.
• The Date field is disabled as a date cannot be specified until the recurring purchase order template is used to create a new purchase order.
• The Vendor Number field is used to attach an Accounts Payable module vendor to the purchase order.
  • Enter a vendor number or click the Vendor Number field label to select a vendor from a list.
  • The Vendor Name, Vendor Address 1, Vendor Address 2, Vendor City, Vendor State, Vendor Zip and Vendor Phone fields will populate with the address and phone number attached to the vendor. The vendor address information will display on the printed version of the PO in the Vendor fields.
    • If there is a purchase order address attached to the Accounts Payable vendor (AP> Maintenance> Vendor> Shipping tab> PO Address 1, PO Address 2, PO City, PO State and PO Zip fields), the purchase order address will populate in the address fields.
    • If there isn’t a purchase order address attached to the AP vendor, the mailing address will populate on the purchase order (AP> Maintenance> Vendor> General tab> Mailing Address 1, Mailing Address 2, Mailing City, Mailing State and Mailing Zip).
  • The Vendor Phone field will populate with the phone number of the primary contact attached to the AP vendor (AP> Maintenance> Vendor> Contacts tab> Phone Number field and Primary toggle).
  • If there is a PO message attached to the vendor record, the PO message will display in an alert box. For example, if the vendor is always late in sending the goods, you can add that information to the vendor record. When the vendor is attached to the PO, the information will display.
    • Purchase order messages are attached to Accounts Payable vendors using the Vendor Maintenance window (AP> Maintenance> Vendor> Message Alerts tab> PO Message field).
  • Organizations that utilize Tag functionality can control which vendors individual Springbrook users can assign to a purchase order.
  • A vendor number must be specified in order to save the recurring purchase order.
• The Electronic Recipient field is used to specify additional electronic PO recipients. These recipients will receive a copy of the electronic PO when the Send Electronic POs step is processed.
  • Enter any additional email addresses that should receive the electronic PO. Separate each email address with a comma.
• The Leave Open toggle is used to keep the purchase order open even if all of the purchase order line items have been closed. This feature is used to create blanket purchase orders.
  • When the Leave Open toggle is not checked, the purchase order will close when all of the purchase order line items have been invoiced. If the Leave Open toggle is checked, the purchase order will stay open even when all of the purchase order line items have been invoiced.
• The Author field is disabled and will not populate on the recurring purchase order. This field will populate on the resulting purchase order with the user name of the person who creates the purchase order from the recurring purchase order.
• The Home Department field is used to attach a department to the purchase order. Enter the department number or click the field label to select a department from a list.
• The Shipping Location field is used to add a shipping location to the purchase order. The shipping location will display on the printed version of the PO as the Ship To address.
  • If the Use city name as the default shipping location toggle is checked on the Setup window (PO> Utilities> Setup), the shipping location address fields will populate with the address of your organization defined in the System Setup window (SS> Utilities> System Setup> Organization tab> Address Line 1, Address Line 2, City, State, and Zip fields).
  • If there is a shipping location attached to the AP vendor, the Shipping Location field will populate with the default shipping location attached to the vendor. A default shipping addresses is attached to an Accounts Payable vendor using the Vendor Maintenance window (AP> Maintenance> Vendor> Shipping tab> Shipping Address field).
  • If any of the PO line items that are added to the purchase order are associated with IC module inventory items, this shipping address must be an IC module shipping address.
• The Shipping Instructions field is used to add shipping instructions to the printed version of the purchase order. The text entered in this field will display in the Shipping Instructions box on the printed version of the PO.
• The Internal Notes field does not display on the printed version of the purchase order. This field can be used to enter notes on the purchase order for internal use only.
• The Vendor Notes field is used to add notes or comments to the purchase order. The notes or comments entered in this field will display on the printed version of the purchase order in a field titled Special Instructions.
• The Resolution Number will not display on the printed version of the purchase orders.
• The Terms field will populate with the discount terms information established for the selected vendor.
  • Discount terms are established on the Vendor Maintenance window (AP> Maintenance> Vendor).
• The Expected Date field is used to enter the required delivery date of the line items on the purchase order. The date entered in this field will display in the Required Delivery Date field on the printed version of the purchase order.
• The Tax Rate field is used to apply a tax rate to the line items on the purchase order.
  • The Tax Rate field will populate with the sales tax attached to the vendor on the purchase order (AP> Maintenance> Vendor> Detail tab> Sales Tax Rate field).
  • If a tax rate is not attached to the vendor, or if you would like to edit the tax rate, you can enter a value between 0.00001 and 99.99999.
  • Click the Generate icon to apply the tax rate to all taxable line items that have been added to the purchase order.

3     Add a line item to the recurring purchase order.

• Click the Create icon or press INSERT when the Recurring Purchase Orders Maintenance window is open. This will open the PO Line Item window where you can set up a PO line item that will automatically be included on all purchase orders generated from the recurring purchase order you are creating.
• Not all of the fields on the PO Line Item window are required. Only the GL Account (to record the encumbrance) and the Unit Price fields (to calculate the base amount of the invoice) are required on standard PO line items. If an Inventory Item is attached to the PO line item, you will also be required to specify an Inventory Location.
• The Tab Order icon   at the top of the window is used to adjust the tab order of the PO Line Item window.
• The PO line item information is saved as you enter it into the PO Line Item window, so there is no Save icon on the window. Click the Exit icon   when complete and the Recurring Purchase Orders Maintenance window will update with the PO line item information.
• The Line Type drop-down menu is used to select the type of line item you would like to create. Select Standard to create a standard line item.
  • If the All purchase order line items default to contract toggle is checked on the Setup window (PO> Utilities> Setup), the Line Type drop-down menu will default to Contract.
• The Date field is used to enter the date on the purchase order line item. This field will populate with the current date.
  • The purchase order line item date is not the same as the date on the purchase order.
• Click the Inventory Item field label to attach an IC item to the PO line item.
  • If you attach an inventory item to the PO line item, you will be required to select an Inventory Location as well.
  • Inventory items are created and maintained on the Item Maintenance window (IC> Maintenance> Item).
  • In order to process the purchased inventory items in the IC module, the PO batch must be committed, the committed PO must be processed through a PO Receiving batch, and the resulting IC transactions must be included in an open IC Inventory Transactions batch.
• The Commodity Code field can be used to associate the line item with a commodity code.
  • Commodity codes are created and maintained on the Commodity Code Maintenance window (AP> Maintenance> Commodity Code).
• The Product Code field can be used to enter the product code of the product on the invoice line item. This is an optional field.
• The Account Alias field is used to add a GL account to the PO line item using a GL account alias. For example, if you have a GL account set up with the alias "EXP1", enter EXP1 in the Account Alias field and the GL account number will populate in the Account field.
  • Account aliases are attached GL accounts using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> General tab> Alias field).
• The Account field is used to enter the GL account that will be debited when the PO is invoiced in the AP> Invoice process. Click the Account field label to select a GL account from a list. The GL accounts that display in the list are filtered by the fiscal year selected on the Settings step of the Purchase Orders palette.
  • The Account field will populate if there is a GL account attached to the AP vendor on the purchase order (AP> Maintenance> Vendor> Details tab> GL Account Number field).
  • The Remaining Budget field will populate with the budget amount remaining on the GL account selected in the Account field.
  • The Account Description field will populate with the description attached to the selected account.
  • If a PM Task and Type are selected below, the Account field will be overwritten with the GL account associated with the Task and Type codes.
• The Status drop-down menu is used to select the status of the purchase order line item.
  • The status of the purchase order line item will change to Closed when the purchase order line item has been invoiced.
• The Description field is used to enter a description of the purchase order line item. The description of the line item will display on the Purchase Order Proof List Report (PO> Purchase Orders> Proof List).
  • This field will automatically populate if the vendor attached to the purchase order has a description specified on the Vendor Maintenance window (AP> Maintenance> Vendor> Details tab).
• The Unit Quantity field is used to enter the number of units on the purchase order. The base amount on the purchase order will be calculated by multiplying the unit quantity by the unit price.
  • If purchase orders are received using the Receiving process (PO> Receiving), this is the unit quantity that will be received.
• The Unit Type field is used to select the type of units that are represented by the Unit Quantity field.
  • The unit types are created and maintained on the Unit Type Maintenance window (IC> Maintenance> Unit Type).
• The Unit Price field is used to enter the unit price of the units on the purchase order. The base amount of the purchase order will be calculated by multiplying the unit quantity by the unit price.
  • If an Inventory Item was specified above, this field will populate with the default cost attached to the inventory item record (IC> Maintenance> Item> General tab> Default Cost field).
• The Base Amount field will populate with the unit quantity x unit price.
• The Tax field is used to enter the tax on the purchase order. This field is only enabled when the Taxable toggle is checked. If there is a tax rate attached to the PO (tax rate back on Purchase Order window), the Tax field will populate with the tax amount (tax rate X base amount).
  • Tax is not calculated on shipping and handling charges.
• The Shipping/Handling field is used to enter the shipping and handling on the purchase order.
  • The shipping and handling on the purchase order will reduce the remaining budget on the GL account attached to the PO line item.
• The Task and Type fields are used to attach PM module information to the purchase order. If you attach a task to the PO, you must also attach a type code.
• The Task field is used to attach a PM module task code to the purchase order line item. When the purchase order is attached to an AP module invoice (AP> Invoices> Invoices), and that invoice is committed (AP> Invoices> Commit), a PM module transaction will be created on the task.
  • PM module task codes are created and maintained using the Task Maintenance window (PM> Maintenance> Task).
  • If a GL account is associated with the selected PM Task code, that account will overwrite the account previously selected in the Account field above.
• The Type field is used to attach a PM module type code to the PM module line item. If you attach a task to the PO, you must also attach a type code.
  • PM module type codes are created and maintained using the Type Maintenance window (PM> Maintenance> Type).
• The Reference Number field is used to enter a work order reference number.
  • This field will only be enabled if the Require unique reference number toggle is checked on the WO Setup window (WO> Utilities> Setup).
    • Unique reference numbers can help Springbrook users easily attach work orders to Purchase Order line items without having to remember specific work order numbers or use the work order selection window.
  • If this toggle is not checked the Reference Number field will not be enabled. If a reference number is attached to the work order selected below, that reference number will automatically populate.
• The WO Number field is used to attach a work order to the PO line item.
  • By attaching a work order to the line item, and then processing the purchase order through PO Receiving, IC Inventory Transactions, and AP Invoices batches, you can bill the specified work order for the items ordered in the purchase order.
  • Work orders are created and maintained on the Work Order Maintenance window (WO> Work Orders> Work Orders).
• The Activity Type field is used to attach an activity type to the PO line item.
  • Activity types are used to limit the activities that can be attached to a work order or estimate. Only the activity types associated with the selected work order will be available when you click the field label.
  • Activity Types are created and maintained on the Activity Type Maintenance window (WO> Maintenance> Activity Type).
• The Requisition Number field will populate with the requisition associated with the PO line item.
• The Quantity Received, Quantity to be Received, Quantity to be Invoiced, and Amount to be Invoiced fields will automatically update with the details entered above.
• The Remaining Budget column displays the budget amount less the total amount on the invoice line item plus the total amount of committed and uncommitted POs. The budget amount is the current budget of the GL account selected in the Account field. This is the budget of the same fiscal year selected in the Settings step of the Purchase Orders process.
  • You can view the current budget amount of a GL account using the Chart of Accounts maintenance window (GL> Maintenance> Chart of Accounts> Balance tab> Budget field).
• The Taxable toggle is used to enable the Tax field so that you can enter a tax amount on the PO line item.
• The Fixed Asset toggle is used to create a Fixed Asset module fixed asset from the purchase order line item.
• The Allow Over Receiving toggle is used to allow the system to receive a value greater than that specified on the purchase order.
  • This toggle will be automatically checked if the Purchase Orders module is set up to automatically over receive (PO> Utilities> Setup> Purchase Orders tab> All line items default to allow over receiving toggle).
• The Encumbered toggle is used to encumber individual PO line items.
  • Encumbered amounts will display on the Balance tab of the Chart of Accounts Maintenance window.
  • Negative line item amounts will also be encumbered if the Purchase Orders module is set up to encumber negative amounts (PO> Utilities> Setup> Purchase Orders tab> Negative line items affect encumbrance toggle).
• Click the Exit icon when complete. The purchase order line item has been added to the recurring PO.

4     Complete the other recurring purchase order tabs.

• The Comments tab is used to add optional comments to the recurring purchase order.
  • Recurring purchase order comments can be up to 1024 characters long.
• The Contract tab is used to record optional contract information. This tab is often used to record bid and vendor information and will not influence purchase order functionality. This information can be viewed on committed purchase orders by using the Display Purchase Orders window (PO> Display> Purchase Orders).
• The Miscellaneous tab allows you to build your own tables of data if there is information you want to track. This information is optional and user-defined.
• The Description tab is used to enter a description for the recurring purchase order. This description will display on the Recurring Purchase Order Selection window.
• Click the Save icon when complete.
• The new recurring purchase order can now be used on the Purchase Orders> Purchase Orders step to quickly generate a new purchase order that includes all of the details entered on the recurring purchase order template.