PO Purchase Orders - Header tab

Navigator > Tasks > Purchase Orders > Enter Purchase Orders > Header tab


Fields
Order Date	Defaults to the System Date.
Date Expected	The initial date expected for order lines, defaults from Order date based on Creditor Lead Time, can be changed and Order Lines which have not been received and match the old date expected will update to match. Note: The numeric keypad +/- keys will step the date backwards or forwards, starting from the System Date if currently empty.
Date Required	Defaults to blank (can be edited). Note the numeric keypad +/- keys will step the date backwards or forwards from the System Date.
Valuation Date	For Foreign Currency orders, the date the order was last revalued. The exchange rate will relate to the Valuation date entered, otherwise to the Order date, see PO Revalue Foreign Orders.
Rate Type Exchange Rate	If Use Exchange Rate Table is selected from Navigator > Setup > Foreign Exchange > Settings, the Rate is fetched from the Exchange Rates Table based on Currency code, Rate type and Date. You may lock the rate by clicking the Fix Rate button. Fixing means it can no longer be changed on this order and the order is excluded from Revaluations. If not fixed the rate will be re-fetched from the rate table when Rate type, Currency code or Date are changed, and a rate based on the shipment date will be fetched when a shipment is generated.
Other Party Code	The code the creditor uses to refer to you.
Job	JC installed only. If the purchase order is for a Job, select the Job Code. Accredo Saturn Only: Branch, Department and Location for the Purchase Order will default from the Job.
Expense Code	Expense Analysis code (default), the default Expense code for the creditor will be entered, (can be changed) and will be applied to all new lines. Expense codes can be overwritten. Search for an expense code using the Accredo Lookups.
Order Number/ Quotation Number	If Allow Manual Order Numbers in Navigator > Setup > Purchase Orders > Settings is: Selected, you can manually enter a PO number. Clear, a PO number is allocated from the PO Order number sequence, (or Quote number sequence) on Save.
Internal Ref	Can be used as a reference, often on standing purchase orders.
Quotation Ref	Enter the suppliers quote reference number, or if the Order was generated from a Quote, this will be the Quote Reference.
Authorisation	When you set up Authorisation codes, they must be entered before a purchase order can be saved. You can enter an Authorisation code and password here, or if a code is required Accredo will request one before saving the order. If order limits have been set for the Authorisation codes Accredo will check the order complies before saving. If you have not set up Authorisation codes, ignore this field. if Allow Unauthorised Open Orders is selected in PO Settings an order may be saved for authorisation later. Set Post Status Open to Save without Authorisation. Purchase Order No is not assigned and print is not available until authorised.
Password	Enter the password that applies to the Authorisation code (above). After the order is saved, if changes are made that affect the Gross amount, or if the Creditor, Status or Authorisation Code is changed, you will need to re-enter the password to save. Change Password - To change a Password, enter the existing password in the Old Password field (if one exists), enter the new password in the New Password and Confirm Password fields.
Comment	A 30 character comment transferred to generated purchase orders and the creditor transaction on POST.
Post Status	Status can be changed between Unprocessed and Open. Processed and Deleted occur as a result of processing options and cannot be changed. Order status can be, Unprocessed - not yet marked complete (receipted and invoiced). Standing-orders always have this status. Documents that are unprocessed can be edited. Open - an extended version of unprocessed status, prevents a Purchase Order from being batch printed or marked as Processed. A warning is also issued if trying to print a held open Purchase Order individually. An example of a possible use for this is where you raise a Purchase Order for a supplier which you add to progressively, then print at the end of the day or week. Processed - order has been fully receipted, invoiced or marked as processed, can be viewed and reprinted but not edited. Deleted - status for historic orders that have been deleted prior to being processed.
Print Status	Purchase Order status can be, Unprinted - Purchase Order (or Quote request) has not been printed. Printed - Purchase Order (or Quote request) has been printed - print status not changed. View the Print Log (requires Read access Permission for Company > Settings).
Contact	Associate a contact with a Purchase Order. Will default to the primary contact specified for the Creditor, for new documents. If Accredo is set to integrate with your telephone system using TAPI, press to dial the contact.
Email Contact	Selected, emails regarding the document will be sent to the Contact Email Address. Unselected, emails regarding the document will be sent to the Email Document Address specified for the Creditor.
Branch Department	The Branch and Department codes that the Order is recorded against. If the Purchase Order was created from JC Job, these will default from the Job. If this is changed, the changes will be applied to all Lines that have not been manually changed. (Accredo Saturn Only)
Default Location	The Location code entered will be applied to all new Order lines. If the Deliver To option in IC Stock Location is not selected for a Location, it will not be available. If the Purchase Order was created from JC Job, this will default from the Job. (Accredo Saturn Only)
Category 1 Category 2	Customised Categories can be added from Categories on the Maintain tab or Open Category `(Shift+F12)` on the Lookup. Labels can be replaced in PO Settings.
Custom 1 Custom 2	Have no effect on the Purchase Order unless incorporated in a User defined script. Labels can be replaced in PO Settings.
Balances	These show the current aged balances for the Creditors account.
Delivery Instructions	Select a Delivery Code or enter a delivery address. If JC is installed, and Use Job Site Address is Selected in PO Settings, and a Job Code is selected in the Job Defaults on the Lines tab, the address will default to the Job Site Address. Accredo Saturn Only: Otherwise, this will default from the Delivery Address code for the selected Location. If the Location does not have a Delivery Address code, the default from PO Settings is applied.Accredo Mercury Only: Otherwise, the default delivery address from PO Settings is applied. You can edit the address or select another. Filter/Sort - apply a Filter & Sort to the list of delivery addresses. Save as a new delivery address - opens New Delivery Address. Enter a code for the new delivery address. Save delivery address `(Ctrl+D)` - provides a quick way to edit addresses without having to open the Customer form. Job Site Address - available when a Job Code is entered, reverts to the Job address.
Phone Nos	Customer telephone numbers. If Accredo is setup to interface with the telephone system, click to dial. Note: You can change the labels of the phone no fields in Company Settings - Display Labels.