Tax & Freight applied to line items
No Budgeting
Tax & Freight applied to line items
or to separate GL Account
With Budgeting
See Documentation Creation Overview
The purpose of creating a PO (Purchase Order) is to prepare a legal document, allow it to go through any approvals necessary, and then send it to the supplier to fulfill.
Note: Many features require security rights. If a tab or button is not visible to you, your position does not have security access.
Click on the Create PO button to open the entry form. The OK and Cancel buttons are found at the bottom of the form.
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Tax & Freight applied to line items No Budgeting
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Tax & Freight applied to line items or to separate GL Account With Budgeting
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Note: Buyer’s have only the fields that are granted to them through their security access. Not all fields will be present for all users.
Confirming PO
Check this box only if this is a confirming PO. This allows the buyer to record a purchase that has already been made so it is not sent to the supplier.
Subject
Add any identifying information for this document. (Optional)
Required delivery date
The Required Delivery Date is very important throughout the system.
If the date is entered as today, there is an alert message to that effect. You will not be prevented from using this date, but it is questionable whether the supplier can turn around an order in such a short time frame.
This date governs when the budget is decremented (if using budgeting). Budgeting amounts must be defined within the period and for a valid department.
Approver
Select from the available approvers (only available if approval type is approval-on-the-fly).
Note to supplier
Include a note to the supplier (optional). The note can be modified or made internal once the document is saved.
Purchase type
The Purchase type is one of the following: Food, Beverage or General. This allows the PO to be categorized for reports later on in the process. If defined and using budgeting, a GL Account can be associated with a purchase type.
Allow partial ship
Check this box as information to the supplier on whether you will allow a partial shipment. This is informational only. There is nothing to prevent the supplier from making a partial shipment.
Ship via
Indicate the buyer’s preference on how to ship the goods.
Ship to Attn Name
Defaults from the buyer’s contact person as defined for the main location. This can be modified.
Cost Center
This is a memo only field for costing information.
Department
The buyer’s department is defaulted as defined in the Person Screen for the buyer. Only those departments to which the buyer has security access are available for selection.
GL Account
Enter the Required delivery date before entering the General Ledger Account information. Only accounts with budgeting information defined are available for selection.
If budgeting is turned on for your property, zoom to select a GL Account to be associated with this PO. Only those GL accounts that are valid for the buyer will be available for selection.
If defined, the GL Account defaults from an account associated with the Purchase type. This is defined at the property level.
Reset Dept/GL acct #
This field is used when creating a document from an Order Guide. Leave this box unchecked to accept the GL Account as defined on the Order Guide. Check this box to override existing GL Accounts with the account defined at the header level. If no GL Account is defined in the Order Guide, it will default to the GL Account at the header level.
Source Document
This is a memo only field for source information (optional).
Tax expenses can be captured in two ways:
The tax decrements the GL Account associated with the line item and its allocations.
The tax decrements the GL Account associated with up to four pre-defined tax authorities.
Use Tax % (Uncheck to add flat amts)
Check this box to calculate tax on taxable items on a percentage basis. Uncheck this box to calculate tax on a flat rate basis distributed over all taxable items.
Tax
Enter the tax percent (box is checked) or the tax flat amount (box is unchecked) to be either distributed over the taxable items or, if a GL Account is selected, made separate from the items.
(Tax) GL Account
Leave this field blank to distribute tax amounts to the GL Account associated with each line item. Enter or zoom to select a GL account to record tax amounts separately from the item. Only those GL accounts that are valid for the buyer will be available for selection.
Use Freight % (Uncheck to add flat amts)
Check this box to calculate freight on all items on a percentage basis. Uncheck this box to calculate freight on a flat rate basis distributed over all items.
Freight
Enter the freight percent (box is checked) or the freight flat amount (box is unchecked) to be either distributed over all items (no GL Account is entered) or, to a specific GL Account (GL Account is entered).
(Freight) GL Account
Leave this field blank to distribute freight amounts to the GL Account associated with each line item. Enter or zoom to select a GL account to record freight amounts to a specific GL Account. Only those GL accounts that are valid for the buyer will be available for selection.
Less Discount Amount
Enter a discount amount, if necessary. The discount is taken after all calculations of tax and freight are made.
OK / Cancel
Click on OK to save the record or Cancel. Once the PO is created, the focus goes to the PO tab, and it is loaded with a message indicating the number of the PO created.
Tax applied to Tax authorities with Budgeting
Use Tax % (Uncheck to add flat amts)
This box is automatically checked to sum up the defined 1-4 tax percentages in the Tax field. Tax authorities are defined in Company Application Setting.
Uncheck this box to use a flat amount. The flat amount is distributed to the defined GL accounts by taking the total of the tax percentages, equating them to 100%, and then allocating them to each GL account accordingly.
Tax (value)
The tax percents are summed up here and disabled. If using a flat amount, uncheck the Use Tax % and enter the flat amount.
Tax Level 1 – 4
The tax percentages and GL Accounts are defaulted from the Company Application Setting and can be modified. If flat amounts are used, the percentages are used to distribute the flat amount. Only those GL accounts that are valid for the buyer will be available for selection.
Note: If the GL Accounts are left BLANK, the tax will be included with the items’ GL Account entered below the Department field.
Add items to a PO much in the same way as the original creation. The PO must already be created. Only items with the same supplier and currency can be added.
After a document is created, it can be modified while it still has a status of ‘New.’ Included are the same entry fields as the Create PO window. Additional fields are available on the Header Update. Only the differences will be described here.
Purchase Type/GL Account
If defined, the Purchase Type defaults an associated GL Account This is defined at either a property or person level.
Select Supplier
This can only be changed if the PO is for a Supplier On the Fly vendor.
Ship to Location
Those with security access can change the Ship-To address. The default Ship-To address comes from Company Application Setting entry screen, PO Ship to Location. The actual location address is defined in the Location entry screen.
Payment Method
The Payment method defaults to ‘Purchase Order.’ If the buyer’s position security allows, the payment method can be changed to options defined specifically for the buyer. This option must be offered by the supplier. When Credit Card or P-Card is selected a new field appears, Credit Card.
Credit Card
If the Payment Method is Credit Card or P-Card, select from the defined cards. These cards are defined for each buyer on the Person Screen.
Fax Number
The fax number can be changed for a SOTF or Off-line supplier using a fax to receive POs.
Save / Cancel
Click on Save to save the record or Cancel.
Click on the Print / View / Edit button to see the PO as it is currently defined. Basic information about the PO is found at the top of the form, ‘Header’ information.
Buttons at the top of the form allow you to print the form, or add notes and attachments (optional).
Note: Those receiving their document as a fax will not receive attachments.
Identification information gives the document number, status, PO type, Purchase type, Next Approver.
Supplier information describes where the PO is being sent for fulfillment.
Bill To information describes where to send the supplier’s invoice.
Ship To information describes where to ship the goods being purchased
The center of the form contains general information about the PO.
Sent From information describes who is sending the PO.
Terms information describes how to ship, any terms, and payment method. If the supplier accepts credit card, that information will be sent to the supplier but will be masked for the buyer.
Notes will be printed here and an attachment count.
Detail items included on the PO are found at the bottom of the form.
Non-catalogs are indicated by an * [asterisk] after the Item SKU.
GL Account and Department are displayed before the Product Description if budgeting is turned on.
Totals are displayed including Freight, Tax and Discount.
The Buyer’s version of the Print/View/Edit and Print w/Detail screens. If a line item on the PO has an Order Quantity equal to zero, then the line will display with a “strike-through” so the user knows that no quantity will be ordered for the line. This is a visual cue for the buyer to see that an item was added to the PO without quantity or that an approver has zero’d out a quantity during the approval process.
NOTE: Zero Quantity line items will not be included on the Suppliers version of the PO
To correct the zero line item, the buyer will need to click Edit from within the Purchase Order and enter in a quantity.
As soon as the Save is clicked, it refreshes the view of the PO and the strike through is no longer visible on the Purchase Order.
The supplier will receive the purchase order minus the line item that has a strike through.
Further editing of a specific line is done by clicking the Edit Line hyperlink next to the selected item.
Non-catalog items allow editing of the item itself.
Catalog items only allow editing of the Order quantity and UOM.
For Budgeting: Editing is allowed for Department, GL account and Preset Alloc. Only those Departments and GL accounts that are valid for the buyer will be available for selection.
Note: An item can only be deleted while there are other remaining items. The last item on the document cannot be deleted.
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Non-catalog item with Budgeting
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Catalog item with Budgeting
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It is possible that a purchase from a single PO line item would need to be shared among departments, or spread over multiple GL periods, or assigned to multiple GL accounts. For example, 10 cases of copy paper are purchased for the entire property. The cost needs to be allocated across all departments in differing amounts. A preset allocation can be created to reuse whenever a similar allocation is needed.
Initial setup of Preset Allocations is available to administrative positions. (See Preset Allocations Setup.)
To use a Present Allocation, do the following:
Click on Edit Line hyperlink on the Print / View / Edit window.
Enter or zoom to select a preset allocation. Click Select to return the selection.
Once the preset allocation is returned, the GL account is now ALLOC indicating that the GL account distribution is no longer one account, but allocated according to the preset definition. The Preset Alloc name is displayed.
Click Save to save the item record.
On the PO Print / View / Edit window, the GL account is now represented by ALLOC (if you have chosen to have the GL account displayed).
Note: If the GL account attached to the preset allocation record is not available to you, the row will display a yellow exclamation mark. You must select a valid GL account before the PO can be submitted. If Edit Alloc is available to you, the GL account can be changed there. If not, then choose another preset allocation record for this row or select a specific GL account (not using the preset allocation feature).
Note: The current period budget distribution is displayed using the Budget Impact feature. If multiple periods are assigned, only the current period distribution is displayed.
The Edit Allocations feature is available for all buyers to view, but editing and saving the change is based on security access. It allows the buyer to distribute the cost of one line item over multiple Periods, Departments and GL Accounts.
Allocation can made for one item on the PO alone or it can be duplicated for all items on the PO. It can be for one period or span many periods.
Note: For those using multi-currency, the amounts displayed on the top of the window are expressed in the buyer’s Home currency.
Allocation description (optional)
Apply to all PO lines (optional). Check this box if you want this same distribution defined to be applied to all the lines on the PO.
Allocate across # periods (optional) Enter the first row of the allocation. Then enter the number of periods you want the periods below to span.
Note: The period in the first row must be the current period or in the future. The system will automatically duplicate the first row and increment the period for as many rows as are indicated.
Enter the detailed information as to how the allocation is to be distributed.
Period Select a period from the dropdown list. It defaults to the current period and can be modified.
Department Type in or zoom to select a valid Department.
GL Account Type in or zoom to select a valid GL Account.
Alloc # Enter a number on how to distribute this allocation. (For example: Rooms, restaurants, pools, staff.) This number will be converted to a percentage and displayed in the Alloc % field.
Alloc % Displays the percent of items entered in the Alloc # field. The total number of items, no matter how many there are equal a total of 100%.
Alloc Amt Displays the monetary amount based on the total amount of the item.
Click Save to save the allocation to this line only or all lines on the PO.
The Print / View / Edit displays ALLOC instead of a specific GL account. The account must be valid for submission.
The approver can modify the allocation distribution. The GL accounts and budgeted monies must be available to the approver before the PO can be approved.
The system does not support the Copy PO feature with allocations. If a PO has allocations defined, when the PO is copied, the single header GL account will be used as the default.
GL account information is added after-the-fact in the normal manner before it is submitted back to the supplier.
If multiple tax authorities are used, the allocation feature is not supported. The tax and freight will be spread over the GL account(s) defined in the Company Application Setting screen.
The Confirming PO Feature allows a user to enter an after-the-fact Purchase Order where there is no need to have a copy of the PO sent to the Supplier. Examples could be:
a PO for a service contract,
an expense report that will be reimbursed to an employee, or
a petty cash expenditure that has been already paid.
Confirming POs are only displayed if your position has security access to this feature. They will be displayed in red so they can be quickly identified in addition to a column that indicates that they are Confirming POs.
Note: POs created from Punchout suppliers cannot be marked as Confirming POs.
Confirming POs are restricted to a Requested Date of Today. This means that a Confirming PO will always consume budget in the current Period.
Note for Finance Users: The exception to this rule is Confirming PO’s that are allocated to multiple periods. See Allocation Instructions for a detailed explanation of Allocations.
Confirming POs follow the same rules as regular POs as they relate to Approvals.
Note: Confirming PO’s do not have the option to be disapproved. Additionally, an approver can change a regular PO to a Confirming PO.
The Printed form of the PO indicates that this PO is a Confirming PO in the first line. Confirming PO – Do NOT Duplicate.
Once a Confirming PO has been approved and submitted, the PO’s status is set to Accepted by Supplier. If budgeting is turned on for your property, the budget is updated.
Confirming POs may have receiving events entered for them in the same manner that Receiving Events are entered for standard PO’s or with the expedited Receive Confirm button.
Select the Catalog, Non-Catalog, Order Guide or Cart content for the Confirming PO and click Create PO.
Click on the Confirming PO checkbox.
The following warning message is displayed to alert the buyer that this PO will not go to the Supplier. It is for after-the-fact-purchases only. Click OK.
Continue entering and processing the PO in a normal manner.
A property can avoid data entry errors by adding a maximum spending limit for all POs generated. This is defined in the Company Application Setting Screen. When the PO is submitted, if the limit is exceeded, the buyer is alerted with a message.
Note: This also controls the maximum amount of discount that can be offered.
In order to expedite and be consistent in selecting GL Accounts, a default GL Account can be assigned to each Purchase Type: Food, Beverage, General at either a property/company or person level.
Note: The property must be using the Budgeting feature.
Click Create PO.
Click on the dropdown list for Purchase Type
Select Food, Beverage or General.
The GL account associated with the Purchase Type will default into the GL Account field.
Note: If person defaults are defined, they will supersede the company defaults. If no defaults are defined, the user must enter or select a GL Account.
