The Purchase Orders frame allows you to create the formal document for issuing to a commercial vendor indicating types, quantities, and agreed upon prices for products or services.
Creating a Purchase Order
Part Purchase Orders can be created manually or by the batch reorder process. You can add requisitions that exist for the purchase order vendor or for other vendor requisitions. Part contracts can be assigned to the order line.
| Note: | If you are ordering a new part and have the user privilege INSERT PART INVENTORY, with System Flag 5033 set to R or V, the system looks at System Flag 5263 for a value. |
You can add a new part on the fly at the receiving location without entering that part number into the location's record or logged into that inventory location. System Flag 5263 tells the system the default bin number, if the new part is a stock part number. This same functionality applies to the Part Transfer frame.
How to:
Within Purchase Order Request Detail
| Location | User log in location and location of the purchase order. | |
| PO No | A user-defined or system generated number. Tracks the purchase with the vendor. System Flag 2031 controls whether the number is system generated. See System Flags 1125 and 1126 for information when adding a P.O. prefix to contract and non-contract purchase orders. | |
| Status | The purchase order can go through many statuses. The statuses are Build, Aclosed (auto), and Mclosed (manual). | |
| Ordered By | The user id of the person generating the purchase order. | |
| PO Ref No | A user-defined reference number that further defines the purchase order. | |
| PO Total | Read-only. The total adjusts as parts are ordered and the purchase order information is updated. | |
| Selected Requisition Total | Read-only.
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The valid vendor Number the order is placed with. The name, phone number, and address display after the vendor number is entered.
| Ship Via | Terms of the shipment delivery (for example, 1 day). |
| Name | Name of the employee placing the purchase order. |
| Title | Title of the employee. |
| Phone | Phone number of the employee. |
Order Lines tab
The order lines are used to add parts to the purchase order if a requisition was not created. Parts that have been requisitioned will displays when they are added to the purchase order.
| Line No | Line number for each purchase order. |
| Part No | The part number for the purchase order. You can hover over the part number field for a description of the part, the quantity on hand and the quantity available. |
| Contract | If the part is under contract with the vendor, the contract number must be a valid contract and be chosen from the list of values. |
| Recv Location | Location where the part will be received. |
| Qty | Quantity of the part for the purchase order. |
| Unit Cost | The per unit cost of the part. This price is the last received price and can be changed. |
| Core Flag | See System Flags 5383 and 5384. |
| Core Charge | See System Flags 5383 and 5384. |
| Unit of Order | Indicates the part unit of order (for example, Each). |
| Line Total | The total of the quantity multiplied by the unit cost. |
| Needed By | The date the part is needed by. |
| Resv Code | Parts can be reserved for units, accounts (indirect and direct), work orders, departments and stock inventory. If the part is placed on reserve for any type other than stock, the system requires additional information for the reservation. Non-stock parts cannot be ordered for stock and must have a reservation. |
| Resv Ref No | The value selected in the reserve code determines what is entered in this field. For example, if unit was selected, then a valid unit number must be entered in this field. |
| Ref No | Reservation reference number. |
| Req No | Part request number. |
| Printed | Determines if a purchase order has been printed. When you select the Printed checkbox the lines will not print on the purchase order report. When Printed is unchecked, the lines print on the purchase order report. |
| Note | User-defined notes. The Note for Part No. window displays when you select the Note icon. |
Get Vendor Reqs tab
Any approved Purchasing Requisitions that have parts listed for the vendor number entered on the purchase order.
The Select checkbox allows you to add the parts to the requisition. The following fields appear in the Requisitions i-frame:
Get Other Reqs tab
All other approved requisitions will display in the Requisitions i-frame.
The Select checkbox allows you to add the parts to the requisition. The following fields appear in the Requisitions i-frame:
Part Request tab
Available part requests display here.
The Select checkbox allows you to add the parts to the requisition. The following fields appear in the Part Requests i-frame:
PO Note tab
Free form note field to add any additional information pertaining to the purchase order.
Shipping Addr Distributor tab
You can enter Shipping Address and Distributor information for the parts on this tab.
PO Items tab
Available and mandatory purchase order items display here. This information is based on the data entered on the Item Master Definition frame for purchase orders.
The following fields appear in the Item Information i-frame:
Item
Type
Mandatory
Validated
Value
| Note: | For Sticky field functionality, you must tab off the PO No field for the data to load. The purchase order does not automatically load. |
System Flags
| Flag No. | Description | Notes |
| 1125 | P.O. Prefix (Contract P.O.s) | P.O. Prefix (Contract POs) The prefix indicated in the User Value column will be added to all Contract Pos created in the Purchase Order frame. |
| 1126 | P.O. Prefix (Non-Contract P.O.s) | P.O. Prefix (Non-Contract POs) The prefix indicated here will be added to all Non-Contract POs. Please note: It is possible to use the same prefix for both Contract and Non-Contract POs if the user desires. |
| 1178 | Is requisition required on purchase order? | Inventory Order parts with Req (Y), without Req (N), or either (E). requires that ordered parts come from a requisition if "Y", "N" allows ordering without a requisition, and "E" allows both requisitioned and non-requisitioned parts on the same order. |
| 1336 | Allow USER to change part no from req on PO screen? (A/N/D/E; see notes) | This flag regulates which part numbers can be changed on POs and requisitions. For these definitions, "flagged" means that the part is flagged in PART MAIN as "disallow receipt". "N" = never allow part number changes; ever allow new lines with flagged part. "D" = allow entry of flagged part on new PO and req lines; allow change of flagged part to not-flagged part; disallow change from flagged part to another flagged part; disallow change from not-flagged part to another not-flagged part. "E" = same as "D", except allow change from not-flagged part to another not-flagged part. "A" = disallow entry of flagged part on new PO and req lines; allow change of flagged part to not-flagged part; disallow change from flagged part to another flagged part; allow change from not-flagged part to another not-flagged part. N will disable the delete button for all PO lines on the PO screen as part of the "disallow change" functionality. Other flag options will disable the delete button only for the scenarios outlined above. |
| 1340 | Forbid part issues directly to units and departments? | If set to Yes, parts cannot be issued on receipt to either units or departments, and must be put into reserves. If module flag 5030 is set to N, and if module flag 1340 is set to N, then parts can be issued to Work Order, Unit Number, Direct Account, Indirect Account and Department. if module flag 1340 is set to Y, then parts can be issued to Work Order, Direct Account and Indirect Account. If module flag 5030 is set to Y, and if module flag 1340 is set to N, then parts can be issued to Work Order and Unit Number. if module flag 1340 is set to Y, then parts can be issued to Work Order only. |
| 1342 | P.O.Main: Allow multiple locations on PO, select reqs from multiple locations? | If this flag is set to "Y", parts can be ordered for locations other than the one the user is logged into. |
| 2030 | Total number of characters in P.O. number. | Total number of characters in the sequential P.O. number. Automatically-generated purchase order numbers will always be this length, with the value of module flag 1125, 1126 or the location prefix in the left most column and a sequential number to the right, and zero-filled in the middle. For example, if the value of this module flag is 8, and the value of module flag 1126 is "PC", and the next sequential number is 123, then the purchase order number will be "PC00000123". If this module flag is "0", then the length of the purchase order number is variable and is not zero-filled. |
| 2031 | Use Auto-generate P.O. number? (N - No, Y - Yes, R - Restricted) | 1) If module flag is set to "Y" then M5 will always generate a NEW PO. 2) If the module flag is set to "N" then the user MUST provide a PO #. 3) If the module flag is set to "R" then M5 will use auto-generated PO on Part Purchase Order and Service Order frame, but prevent auto-generation of PO’s on work order main, commercial work order entry, part issue and work order express. |
| 2039 | Search for part by bin. | When the user inputs a bin number in a part number field and if that number is not a part or xref number, it will show in the field the actual part number in that bin and location. If there are more than one part number in the bin, then present a list of parts the user can choose from. The following screens will have this functionality: Part Issue; Part Return; Purchase Order; Part Reserve; Part Inventory Location; Part Journal; Core Track Query; Part transfer; Part Charge WO |
| 2043 | Change Contract part prices at time of O)rder, R)eceipt, N)either, B)oth | Change Contract part prices at time of O)rder, R)eceipt, N)either, B)oth This flag will allow the user to change the price of a stock part in the following scenarios: - If the flag is set to "O", then the price can be changed on the PO itself, despite a previous contract price, to a different dollar value. If the flag is set to "R", then the price can be changed at receipt, despite what the PO stated. If the flag is set to "N", then the price cannot be changed at all. |
| 2044 | Change Non-Contract part prices at time of O)rder, R)eceipt, N)either, B)oth | "Change Non-Contract part prices at time of O)rder, R)eceipt, N)either, B)oth". The price of a part ordered from a non-contract can be changed only in accordance with this module flag. The intent is to ensure that when the sanctity of the authority to set a price rests with a specific purchaser or buyer, those decisions will not be countermanded at receipt time. |
| 2045 | Warn if PO line value exceeds $ (0=no warning) | Inventory This flag indicates the total value not to be exceeded, per part, on a PO. For example, 10 parts at $20.00 each would have a total value of $200.00. Set this flag for the maximum total amount that can appear on each line item of the PO. |
| 2086 | Allow part numbers to have non-alphanumeric characters? | If this mod flag is set to "N", then new master part numbers cannot have anything but 1234567890ABCDEFGHIJKLMNOPQRSTUVWXYZ, that means no dashes, no spaces, nothing but these 36 characters. This flag does not apply to cross-reference part numbers. |
| 5007 | Default country code | The default country code is "1" for the U.S. Valid codes are in the System State/Country Code frame. |
| 5010 | Client Prefix Code | This system flag sets the Client Prefix Code, usually set by AssetWorks. |
| 5012 | Maximum number of Part Catalogue records for automatic search | This flag denotes the maximum number of part records to auto query when a user requests a search on the same part number that has multiple manufacturers. This flag works with the functionality that displays a list of values when the user tabs out of the part number field. If the part number requested has more than the allowable number of parts to return denoted by this system flag then the list of values will not auto query. This is to prevent a long running search of query results from potentially slowing the system down. In the event that the part number count exceeds the allowable parts count and the list of values does not auto query the user needs to enter additional filter criteria to manually search. The default for this system flag is 100. |
| 5030 | Only allow the issue parts to work order and unit. | Set this flag to Yes if parts are only to be issued to work orders and units and not departments or accounts. |
| 5095 | Utilize unit of measure pack size conversion? (Y/N) | Setting this flag to "Y" will utilize unit of measure conversions. |
| 5203 | Part requisition default price and vendor (P,L,N,X) | The flag is to specify default standard price and default vendor for part requisition. It can be set to "P" (Part Catalog), "L" (Location), "N" (Normal).When flag is set to "X", If National Part Flag is set to "Y" use the location standard price; If the location standard price is zero use the location part last receive price; If location last receive is also zero, use Part Main standard price; If National Part Flag is "N", use the location part last receive price; If location last receive is also zero, use Part Main standard price. |
| 5210 | Restrict part stockness at location level? | This system flag takes effect when the user adds parts to a location, or changes the stock flag on the location inventory record. If this system flag is set to "Y", and the part master is non-stock, then the part location record can only be non-stock. If the part master is stock, then the part location record can be stock or non-stock regardless of this system flag setting. |
| 5250 | Utilize PO Extract Interface (Y/N) | Setting this flag to "Y" will write records to the PO_INTF table for use in PO Extract Interfaces. |
| 5260 | Default Part LOV: Stocked at L)ocation, S)tock Part at Location, Part C)atalog? |
This flag determines which LOV to use for part issue screens. If flag is set to "L", parts stocked at location LOV will be used. If flag is set to "S", part catalog (with xref) at location LOV will be used. If flag is set to "C", part catalog LOV will be used. |
| 5280 | Disallow changes to the part no once the purchase order has been saved (Y/N)? | If the flag is "Y", then the users cannot change the part number field on a saved purchase order. They have to delete the line and add a new line with the new part number. |
| 5294 | Automatically Create PO Extract Transactions. (Y/N) | When this system flag is set to "Y" all Purchase Orders will automatically process for the PO extraction interface. When this system flag is set to "N" a new button will display allowing users to manually begin processing PO extraction interface transactions from the Purchase Order frame. Once this button is clicked it will no longer display for that purchase order. Subsequent changes to the purchase order will automatically update the PO extraction interface transactions. |
| 5312 | Enable Part Description field for Purchase Orders as a column? (Y/N) | If the flag is set to "Y", the Part Description will be displayed (read-only) as its own column within the Order Lines tab i-frame on the part Purchase Order frame. |
| 5320 | Add reference number on Part Transfer and Part Transfer Request? (Y/N) | Setting this system flag to "Y" will add the reference number column to Part Transfer and Part Transfer Request screen part line items. The reference number field will also show up in the header of Part Transfer screen. The Parts Requisitions process will value the reference number when creating transfer requests. If the flag is set to "N", the reference number will not show up on the screens and will not be valued by the Parts Requisitions process. |
| 5351 | Using part requisition dollar approval logic? (Y/N) | The default will be N. When flag value is Y, then all the application users must be entered with a value on the screen Application User Part Requisition Dollar Limit. If the flag is set to N, then M5 will skip the approval logic. |
| 5352 | Allow multiple requisitions to be added to part purchase orders? (Y/N) | The default will be N. When flag value is Y, M5 allows more than one requisition to be added to part PO. If N, then M5 will only allow one requisition to be added to the part purchase order. |
| 5353 | Deviation percentage for part requisition. | The default will be 0. This will be a global system flag for all users with the appropriate role and the percentage will apply to their current PO approval limit. |
| 5370 | Adjust Contract Balance Amount at time of Order? | When set to N, the system will preserve existing Contract functionality. When set to Y, various changes to the system occur: On Part Contracts: Part costs for parts that are actively ON ORDER will be deducted from the contract balance at the time of order. Note: Contracts *MUST* be created with the flag set to Y for this to function properly. Contracts created while the flag is set to N will NOT follow this rule. On Part Requisition Approval (Multi-Req Approval): User will be able to enter a Default Blanket Contract value that will apply to all lines of the requisition detail when approved. On Purchase Orders: Balance check on contracts will be done when parts are added to a PO w/ a contract number. If balance is exceeded, user will be unable to add the part to the PO unless they have the EXCEED BAL AMT CONT privilege. (Note: This Privilege has no effect if flag is not set to Y.) On the "Get Vendor Reqs" tab, the user will be able to click a "Select All Vendor Requisitions" button, but only if all Req lines have a Contract on them. This will add all requisitions for that vendor (displayed on the tab) to the current PO. On Part Receive: Users will be allowed to receive Parts POs against Contracts that are overextended, canceled, and/or expired; provided the PO was created prior to the expiry/closure of the Parts Contract. |
| 5373 | Purchase Order Value Control | Used to enforce the maximum allowable Line Item and Total PO Cost by the users role: If the flag is set to 0, there will be no enforcement; If the flag is set to 1, the values will be enforced on just Purchase Orders; If the flag is set to 2, the values will be enforced on just Service Orders; If the flag is set to 3, the values will be enforced on both screens. |
| 5383 | Core cost always retrieved from Part Main Catalog? (Y/N) | Default will be "N" to preserve current functionality; If set to "Y", the core flag and core charge values on part purchase order screen will always be retrieved from part main catalog. |
| 5384 | Lock core cost from the purchase order screen? (Y/N) | Default will be "N" to preserve current functionality; If set to "Y", the core cost on part purchase order screen will always be locked. |
| 5398 | Email Purchase/Service Orders Y/N | If set to 'Y' then create an email for Part Purchase Order and Service Order. |
| 5423 | Use Standard Receipt price for Part purchases? Y/N | If set to "Y", then std_receipt_do will default as the value for part purchase price. System Default will be set to "N". |
| 5492 | Validate Ship Via Field on Purchase Orders? (Y/N) | Setting this flag to "Y" will require values entered in the Purchase Orders frame's Ship Via field to exist on the Shipment Terms frame. |
Role Privileges
| Role No. | Privilege | Description |
| 55 | EDIT METER 1 | Authority to update Meter 1. |
| 56 | EDIT METER 2 | Authority to update Meter 2. |
| 59 | NEW NON-STOCK PART | Allows user to create new non stock parts on-the-fly from the Purchase Order Frame and Part Receipt (manual receipt only), Purchasing Requisitions, Part Request and Request Handling and Purchasing Contracts |
| 63 | INSERT PART INVENTORY | Allows user to add a new part on the fly on Purchase Orders at the receiving location without first entering that part number into that location’s record or being logged into that inventory location. |
| 107 | NEW STOCK PART | Allows user to create new stock parts from the Purchase Order Frame and Part Receipt (manual receipt only), Purchasing Requisitions, Part Request and Request Handling and Purchasing Contracts. |
| 169 | EDIT CONTRACT ON PO | Allows user to edit/update the contract number on a Purchase Order. |
| 170 | EXCEED BAL AMT CONT | Allows user to exceed the contract balance amount when a line item is approved. |
| 171 | NEW PART XREF | Allows user to add new part cross references. |
| 172 | EDIT INV ATTACH | Allows user to edit an attachment on an invoice. |
| 174 | NEW STKPRT LOC | Authorized to all users by default to preserve existing functionality. Determines whether or not to display the popup 'part does not exist at receiving location, receive as stock part, receive as non-stock part'. If the user has only this privilege they will only see ‘create as stock part. |
| 175 | NEW NSTKPRT LOC | Authorized to all users by default to preserve existing functionality. Determines whether or not to display the popup 'part does not exist at receiving location, receive as stock part, receive as non-stock part'. If the user has only this privilege they will only see ‘create as non-stock part. |
| 185 | AMEND EXTRACTED PO | Allows users to amend Part POs once they are extracted. |
| 212 | OPEN PO UNAUTH LOC | Allows users to create PO's at locations for vendors that do not have the location as authorized. Users without the authorization can only create PO's at locations on the vendor's authorized list. |
See also:
Application
User Maintenance
Item
Master Definition
Part Transfer
Purchasing Requisitions
Shipment Terms
Vendor Main
Inventory
Application User Training Guide
Last Updated 02/05/2020 03/2023
NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.
Additional training and technical documents on this subject may be available in the Resource Files area.