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Completing Consignment Purchase Orders

1. When you first enter the Complete Purchase Orders option a Select An Option window will appear:

EXIT – Select EXIT to exit and return to the Purchasing menu.
Select the FIND By Number option and enter the purchase order number to be completed.
Select Payment Holds for a list of purchase orders currently on payment hold. Select the purchase order from the list and make changes to the header fields. You may also void the purchase order if it has not been used on any transactions or used to calculate the weighted average cost for the items on the purchase order.
EDI – Select EDI to view unprocessed EDI files. See Completing a Purchase Order via EDI.

Note: The EDI option will only display if the user's system is configured for EDI Processing. See EDI Overview for more information.

Select the SELECTION BOX option to display a listing of all open and pending product purchase orders. Highlight the appropriate purchase order and press Enter to confirm your selection and bring up the purchase order.

Regardless of selection type (except by FIND by number) used to find the purchase order, the following will display on the screen for all received purchased orders:

The purchase order number
The vendor name
The purchase order header note, if entered
The received date if received, or open if not received
The expected or actual arrival date
The vendor invoice number, if entered
The receiving temperature information, if entered
The purchase order type if settlement or consignment

Select the purchase order to complete.

2. Command options will display: Exit, Header, Add, Text, Update, Roll, or Complete.

Exit – Select Exit to exit the selected purchase order without completing it.
Header – Select Header to make changes to the header fields of the purchase order and/or view/change the add-on costs assigned to the purchase order.

Note: Charges should be per unit not a total.

Add – Select Add to add a text line item to the purchase order. You cannot add items, as the purchase order was already received. However, you may add items in Receiving Purchase Orders.
Text – Edit previously entered text lines. This option will only appear if text message lines are on the purchase order.
Update – Save changes or added text message lines without completing the purchase order.
Buy – Select Buy to view the quantity to purchase based on the quantity from the lot that has been shipped and/or invoiced and complete the consignment purchase order for that portion of the original quantity on the consignment purchase order.
Roll – Select Roll Over to create a new consignment purchase order for the unshipped balance of each lot.
Complete – Select Complete to complete the existing consignment purchase order for the "Buy” quantities and create a new “Roll Over” consignment purchase order for the remaining unsold quantities.

The new consignment purchase will reference the original purchase order number in the header description.

Select Complete(X) when you know the costs are accurate and you want to complete the purchase order for the amount shipped on sales orders and create the new consignment purchase order for the rollover balance .

3. Command options appear: Payment Approval Hold, Ready to Pay, and Exit.

Payment Approval Hold – Select Payment Approval Hold to place the purchase order on payment hold status. Payment Hold purchases must be set to Ready to Pay status in Purchasing before payment can be made. Payment Hold will prevent the voucher from being paid until the hold status is removed. Purchases on payment hold cannot be modified; however, it may be voided if there are no transactions against it. One lot is created for every line item on the purchase. The resulting lot number will include the purchase order number followed by the line number on the purchase order. The lot quantity and value are immediately taken into consideration in item weighted average cost calculations. To change the payment status to Ready to Pay, see Changing a Voucher or Changing a Purchase Order.
Ready to Pay – Select Ready to Pay to place the purchase order on Ready status. Users must have accounts payable security privileges to do so. Ready purchases can be paid when due.
Exit – Select Exit to exit the option.

If the quantity to “Buy” on the consignment purchase order equals zero for all items, the message line "WARNING: Nothing bought !!! Continue anyway? No/Yes" will appear.

Select no to return to the command options.
Select yes to create a new rollover purchase order and void the current purchase order.

If yes is selected, another message line will appear: "Old Purchase Order will be voided. Continue No/Yes.”

Select no to return to the command options.
Select yes to void the current purchase order and create a new rollover purchase order. You will be return to the above Payment Approval Hold and Ready to Pay option, so that the old purchase order can be voided and the new one created.

4. Based on the print options for completed purchase orders in Purchasing Options and User Options, the user will now be given the option to print or choose from a set of other print options.

If the purchase order's Require Invoice Number field is set to Y (Y=yes) in Purchasing Options, the message line displays “Invoice Number required to make Ready!!! Press Space Bar.” The purchase order cannot be completed unless an invoice number is entered. Select the Header command option to enter in a purchase order invoice number.

Once a consignment purchase order has been completed, it is no longer accessible through the Complete Purchase Order option.

Security Required : Purchasing - Complete Purchases