Purchase Order > Purchase Orders and Quotes > Create Purchase Order and Quote Overview > Purchase Order/Quote by Vendor

The Line Items page allows you to add inventory items for the purchase order. You may also enter in this page the freight charges applicable for the purchase order transaction.

Note: Although the process of creating purchase orders and quotes are handled by separate functions, much of the procedures and screens involved are similar. The discussion to follow will use the term “Purchase Order” to refer to both purchase orders and quotes unless indicated otherwise.

Perform the following procedures in the Line Items page:

1.Select any of the options available on how to enter line items in the Line Items grid:

oEnter line items one line at a time

a. Activate a new line in the Line Items grid by clicking the Append row to end button.

b. Enter the inventory item number in the Item # field. You may also click the Lookup button to show the Key Search window where you can select the inventory item. Once a valid item # is entered in this field, the item's related information are displayed in the corresponding fields in the grid. The Key Search window will only display the inventory items that are stored in the warehouse indicated in the Information page.

c. For subsequent line item entries, you may click the Append row to end button to activate a line in the grid or click the Insert row before current button to insert a blank line above the currently selected line item.

To delete a line item in the grid, select the line item that you want to delete; then, click the Delete button in the grid toolbar.

To automatically show the Details nested tab when you enter line items, simply click the Auto-show detail when adding new items button in the grid toolbar.

oUse barcode scanner

If you have the Inventory Control module and have activated the Use Barcode Scanner feature in IC Module Setup, you can use a barcode scanner to enter line items. A Barcode field is displayed in the Line Items page and you can scan the SKU or UPC barcode IDs to enter line items in the grid. If the Update Same Line Item for Barcode Scanning checkbox is marked in IC Module Setup, scanning the same barcode ID multiple times updates the same line item record in the grid; otherwise, a new line item record is added in the grid each time the same barcode ID is scanned.

oUse Paste from Excel

You may paste line items to the grid from a Microsoft Excel spreadsheet or from any import source that is copied to the Windows clipboard. To use this feature, right-click anywhere on the Line Items grid to display a pop-up menu; then, select the option, "Paste from Excel." The line items data to be copied must be arranged in the same order as the columns in the Line Items grid to which you want to paste the data, must include all columns even if these are blanks, and must not include a header row.

Notes:

•You can review in the read-only fields below the grid relevant information about the item highlighted on the Line Items tab. This information comes from the inventory record.

•If you enter an inventory item that does not have an inventory item record, the system will display a message box asking you whether the item is a non-stock item. Click the Yes button to confirm; otherwise, select the No button.

•The Item# field is replaced with Vendor Part # field label if vendor is set up to use the vendor’s item numbers in processing purchase orders. For more details on how to set up and use vendor part numbers, refer to the discussion on the Vendor Inventory feature.

2.In the Order Quantity field, accept or amend the default ordered quantity value of one (1). To amend, manually enter a new value in this field.

Note: If the Update Quantity when Same Line Item for Barcode Scanned Multiple Times checkbox is marked in IC Module Setup, scanning the same barcode ID multiple times updates the order quantity for the same line item record in the grid; otherwise, a new line item record is added in the grid each time the same barcode ID is scanned.

3.Accept or amend the default unit costs for each line item. The source of the default unit cost varies depending upon the settings defined in various functions. AccountMate uses these costs in the following order in accordance with the given condition(s), with Priority 1 being the first in the hierarchy:

Priority	Options	Conditions
1	Inventory Vendor Price	The system primarily uses the best vendor price set up in the Inventory Vendor Maintenance record if you have this record set up for the inventory item and for the vendor.
2	Last Received Cost	The system uses the last received cost as the default unit cost if the following conditions exist: •The vendor from whom you purchase the inventory item has been configured to use the last received cost. •The purchase is within the validity period for which the last received cost is to remain in effect.
3	Average Cost	The system uses the average cost of the inventory item as the default unit cost if such inventory item does not have an inventory vendor price and the vendor from whom the purchase will be made has not been configured to use the last PO cost. AccountMate will use the average cost regardless of the cost method assigned to the inventory item.
4	Zero	The default unit cost is zero (0) if the inventory item for which you are creating the purchase order does not have any prior transactions in the system and does not have an inventory vendor price.

4.Review the values in the following fields. You may amend these values as necessary:

oSpecification

Accept or amend the default specification displayed in this field. You may click the List box button to display specifications defined for the item number; then, click the specification code to select.

oWarehouse

Accept or amend the default warehouse in this field. Enter in this field the warehouse where the purchased item will be stored upon receipt. The default value comes from the Warehouse field in the Information page.

Notes:

•You may assign different warehouses for various line items in the purchase order being created.

•If you are placing orders of a certain inventory item in multiple warehouses, you must add the inventory item in the purchase order as many times as the warehouses from which you order the item.

oU of M

Verify the default unit of measurement in the U of M column. The default value comes from the U of M field in the Inventory Maintenance function. You can set up and assign units-of-measurement only if the Inventory Control module is activated. Note that the purchase unit cost Priority 1 is dependent on the unit of measures set up in the Vendor Inventory Price Maintenance function.

For non-stock items, this field shows as blank. Enter in this field the unit of measurement for the non-stock item.

oDiscount %

Accept or amend the default value in this field which comes from the Discount % field in the Information page. This is the purchase discount rate offered to you by the vendor for the purchase of the item.

oDiscount

This field shows the discount amount the system calculates based on the item's order quantity, unit cost and discount rate.

5.You may click the Show () button beside the Item # field to display the item Details, Remarks, and Tax Amount nested tabs.

6.1. Review, accept or amend the values in the following fields of the Details tab:

oDescription

Accept or amend the default item description. This field is accessible only if the Allow Overwrite Description option is marked in the inventory item's maintenance record. If the item is non-stock, this field shows as blank by default.

oRequest Date

Accept or amend the default request date which is the system date.

oReference Account

Accept or amend the default GL account ID to which the PO line item transaction will be posted. The default GL Account ID shown in this field is either the Inventory (Stock) GL Account ID set up in the inventory item record for the selected warehouse for stock items or the GL Account ID for Inventory (Non-Stock) for non-stock items. This field is accessible only if the vendor is set to use the AP/PO Matching feature and that the user is granted the necessary access rights to view and/or edit the settings in GL Account Selection.

oTaxable

Mark this checkbox to set the inventory item as taxable. To configure AccountMate to calculate the purchase tax, verify that you have also marked the Apply Tax checkbox in the Information page and that you entered a valid code in the Tax Code field in this tab.

For companies with Canada country tax, this field will be replaced with the GST Taxable and the PST Taxable checkboxes. The default setting in these read-only fields comes from the GST Taxable and PST Taxable checkboxes in the item's maintenance record.

oTax Code

Accept or amend the default tax code displayed on this field. This tax code will apply to the line item currently selected. The default tax code comes from the warehouse code selected for the item. This field is accessible only if the Allow Different Tax Code per Line Item checkbox is marked in PO Module Setup. The default tax code comes from the Warehouse Code entered in the Information page.

oWeight

This field shows the line item's weight based on the purchase unit of measure entered. Accept or amend the default value in this field. This field is accessible only if the Allow Overwrite Weight checkbox is marked in the item's inventory maintenance record.

6.2. The Remarks tab shows the remarks entered in the inventory item's record. Accept or amend the item remarks in this tab.

6.3. The Tax Amount tab shows the tax code details and the system calculated tax amounts based on the specified tax code. Review the tax amounts information in this tab.

6.Enter the freight charge directly in the Freight field or click the Overwrite Freight () button to display the Overwrite Freight window where you can amend the freight charge.

7.Review the information in the fields discussed below. The system calculates the values in these fields as you add line items in the grid.

oSubtotal

This is the sum of the extended purchase cost (quantity ordered multiplied by per unit cost) that the system calculates for all the line items in the purchase order.

oDiscount

This the sum of the purchase discounts for all the line items in the purchase order. The system-calculated discount is based upon the item’s discount rate in the Line Items grid.

oPurchase Tax

This is the computed tax amount for the purchase order.

oTotal

This is the calculated total amount of the purchase order and is the sum of the extended cost, less the discount, plus the freight and sales taxes.

8.Click the View Purchase History button to view previous transactions of the same line item to the customer. Clicking this button will show the History of [xxx] Purchases from Vendor [yyy] screen.

Q. If I change the description of an item in the Details tab of the Line Items grid, will it affect the item's description in the inventory item record?

A. Changing the item's description in the Line Items grid Details tab only affects the sales order, purchase order or AR invoice that you are currently creating or amending. Access the Inventory Maintenance function to change the description in the inventory item's record.

Q. Why does the Purchase Tax field in the Line Items page of the Create Purchase Order/Quote function display a zero value when I have already marked the Taxable checkbox in the Information page and have specified the Tax Code in the Order From/Ship To page?

A. In order for the tax to apply, you have to take note of three things: First, make sure that you clicked on the Apply Tax option in the Information page. Second, you should specify the tax code to apply for the purchase order in the Details tab in the grid. Lastly, you have to mark the Taxable checkbox in the Details tab in order for the option to take effect. If one of these steps is missing, AccountMate will not calculate purchase tax on the item.

Line Items Page

Line Items Page

See Also