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.
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.
Location - User sign 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.
The valid vendor Number the order is placed with. The Name, Phone number, Address, and City/State/Zip Code display as read-only 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.
The order lines are used to add parts to the purchase order if a requisition was not created. Parts that have been requisitioned will display when 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 selected 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 clear, 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.
Any approved Purchasing Requisitions that have parts listed for the vendor number entered on the purchase order.
The Select All Vendor Requisitions allows you to select all requisitions when a Contract number is entered.
Select - Checkbox allows you to add the parts to the requisition.
Location - The MC location.
Part Number - Part to be merged.
Req Qty - Quantity of the part.
Unit Cost - Per unit cost of the part.
Needed By - Date the part is needed.
Resv Code - Part placed on reserve.
Resv Ref No - Based on the value selected in the Resv Code field.
Contract - Must be a valid contract number.
From Request - From Request checkbox for the requisition parts.
Requisition - When you select the link, the Part Requisition Notes window displays the Req No., Part No., Line No., Requisition Notes, and Requisition Line Notes.
All other approved requisitions display in the Requisitions i-frame.
Select - Checkbox allows you to add the parts to the requisition.
Location - The location the user is signed in at and the location the purchase order is being created for.
Vendor No. - A valid vendor number the order is being placed with.
Part Number - Part to be merged.
Req Qty - Quantity of the part.
Unit Cost - Per unit cost of the part.
Needed By - Date the part is needed.
Resv Code - Part placed on reserve.
Resv Ref No - Based on the value in the Resv Code field.
Contract - Must be a valid contract number.
From Request - From Request checkbox for the requisition parts.
Requisition - When you select the link, the Part Requisition Notes window displays the Req No., Part No., Line No., Requisition Notes, and Requisition Line Notes.
Available part requests display on the Parts Request tab.
Select - Checkbox allows you to add the parts to the requisition.
Part No. - Part number requested.
Description - Part description.
Vendor - Vendor for the part requested.
Qty - Quantity requested for the part.
Unit Cost - Cost per unit of the part.
Need by - Date the part is needed.
Resv Code - Requested part reservation.
Resv Ref No - Based on the value in the Resv Code field.
Unit/Dept/Comp - Displays the value of the associated work order.
Contract No. - Contract for the part number.
Note icon - Opens the Part Request Note Editor window. Displays notes entered on Part Request or Part Request Handling.
Attach icon - Opens the Show Attachments window. Displays attachments entered on Part Request or Part Request Handling.
Free form note field to add additional information pertaining to the purchase order.
You can enter the Shipping Address and Distributor information for the parts on this 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.
Item - Purchase order item.
Type - Item type (for example, Character).
Mandatory - Indicates the item is mandatory when the checkbox is selected.
Validated - Indicates the item is validated when the checkbox is selected.
Value - Item value.
Note: For sticky field functionality, you must tab from the PO No field for the data to load. The purchase order does not automatically load.
See the System Flags Table for a complete listing of system flags.
See the Role Privileges Table for a complete listing of system flags.
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, 01/2025
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.