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SpendMap User Guide (v15)

PURCHASING > Purchase Orders > PO Work Area

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Your PO Work Area is where you can work on unprocessed Purchase Orders.

POs will remain in your work area until they are processed. Until then, you can add, modify, and delete POs without affecting other areas of the system. Your work area contains your "work in progress".

For general information on the use of Work Areas in SpendMap, see Document Work Areas.

hmtoggle_arrow0        Other ways to create POs

hmtoggle_arrow0        Need to modify a processed PO?

hmtoggle_arrow0        Related settings, utilities and information

 

PO Work Area Summary Screen

This screen lists one line for each page in your PO Work Area.

You can add new POs using the various buttons at the bottom of the screen or POs may have already been built for you automatically from other sources.  See Other ways to create POs, above, for more details.

TIP: If you know the supplier that you want to order from, use [Add] to create a new PO and go to the PO Header Screen where you can select a supplier for the order.  If you know the item that you want to purchase but don't know which supplier to use, try the [Item] button instead.  For more details, see the Help for the respective buttons, below.

The Status Column indicates the status of each PO.  Only POs with a status of "OK" can be processed.

hmtoggle_arrow0        What do “VALIDATE” and “NEW” mean in the Status Column?

hmtoggle_arrow0        About the Page Column

hmtoggle_plus0        Buttons

 

Purchase Order Header Screen

Any or all of the fields on the PO Header may appear on your PO form.

The "header" fields at the top of this screen apply to all line items listed at the bottom of the screen. However, some fields (e.g. Ship-To) can be different for each page of the PO. To create a new page, use the [PAGE BREAK] button on the PO Work Area Summary Screen.

You must complete the Supplier and Purchase Order Number fields before adding items to the PO.

To view the address details of a supplier, bill-to or ship-to code, click on the applicable field. The “address” hyperlink next to the fields will change from black to blue text to indicate which address is being displayed.

In some cases, you may not be able to access certain fields, such as when modifying processed POs or when working on multiple-page POs.

hmtoggle_arrow0        What does “VALIDATE” in the Description Column mean?

hmtoggle_arrow0        Special notes for Change Orders

hmtoggle_arrow0        How many lines can I add?

hmtoggle_plus0        Fields

hmtoggle_plus0        Buttons

 

Purchase Order Line Item Details Screen

Any or all of the PO Details may appear on your PO form.

All of the fields on this screen can be different for each line item on the PO. For example, each item can have a different delivery date, account coding, internal notes and attachments, etc.

If you are using the Inventory Control Module, a single PO can include both stock and non-stock items.

hmtoggle_arrow0        Defaulting

hmtoggle_arrow0        Open order warning

hmtoggle_arrow0        Additional freight and per-order charges

hmtoggle_plus0        Fields

hmtoggle_plus0        Buttons

 

Entering Blanket Order Lines

When you select BLANKET ORDER in the Type Field on the Purchase Order Line Item Details screen or on the Purchase Requisition Line Item Details Screen, the Blanket Order Detail Screen will be displayed for you to enter the restrictions (limits) that apply to a Blanket Order line item.

To create a Blanket Order, you must enable the applicable setting in Receiving Options.

hmtoggle_arrow0        What is a Blanket Order?

hmtoggle_arrow0        Related reports and utilities?

 

Blanket Order Details Screen

This screen is used to enter the restrictions/limits of a Blanket PO line item. You can enter limits in one or more fields.

Once any of the limits of the line item have been reached, you will no longer be able to enter Releases, Receipts or Invoices against this PO line.

hmtoggle_plus0        Fields

 

Entering Return of Goods (RMA) Lines

A Return of Goods (sometimes called Return Merchandise Authorization or "RMA") line item can be used when returning items to a supplier for a refund or exchange.  SpendMap essentially treats an RMA as a "negative" Purchase transaction, that is, while a regular Purchase transaction will post positive values throughout the system, an RMA will post negative values throughout the system, as described below.

You can enter an RMA by selecting RETURN OF GOODS (RMA) in the Type Field on the Purchase Order Line Item Details screen.

The purpose of an RMA is to reverse the original Purchase transaction and all subsequent transactions for the original PO line (e.g., receipt, invoice, etc.) while leaving the original transactions intact for historical purposes. An alternative would be to cancel the original transactions altogether, using the applicable "cancel" utilities (i.e. cancel the invoice, cancel the receipt and/or cancel the original PO).

RMAs are most commonly used when the original PO has already been “closed” (received and invoiced). If the items have not yet been received or invoiced in the system, you may choose simply to send the item back to your supplier without entering the Receipt at all and/or make modifications to the original PO before receiving/invoicing (if so, consider adding an Internal Note for audit purposes). Your choice will depend on your own policies and what details of the transaction you choose to record in SpendMap.

An RMA line can either be entered with a new Purchase Order number or the line can be added to the original PO (the PO the item was originally purchased on).

hmtoggle_arrow0        What will happen?

hmtoggle_arrow0        Not getting a full refund?  (e.g. restocking charge)

hmtoggle_arrow0        RMAs and Assets