Completing Settlement Purchase Orders

For information on completing standard purchase orders see Complete Purchase Orders.

For information on completing a consignment purchase order see 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 the Complete Purchase Orders option and return to the Purchasing menu.
• FIND by number – Select the FIND By Number option and enter the purchase order number to be completed.
• Payment Holds – 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. A Select An Inbound EDI Invoice window will display. 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.

• SELECTION BOX – Select the SELECTION BOX option to display a listing of all open and pending product purchase orders. Scroll to 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, Pad, or Complete(X).

• 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. See Adding Purchase Orders for more information on adding additional charges to purchase orders.
• 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. See Adding a Text Message to Purchase Orders in Adding Settlement Purchase Orders for more information.
• Pad – Optional: If you are utilizing the Pad and Shrink capabilities in the system and you have chosen the pad type as either Visible And Changeable or Visible But Not Changeable, the Pad command option will appear. If the pad type of "Hidden" has been selected, will the Pad option will not display. How "pad" is displayed on a purchase order is set in Purchasing Options. Use the Pad button to add a pad or shrink value on a selected line. Select the line item you wish using the arrow keys and the Pad/Shrink window will appear. For more information on Pad/Shrink, see Assigning Pad and Shrink in Adding a Purchase Order.
• Costs –  Select Costs to view and modify the costs of the individual lots received. Select the purchase order line and a window will appear.
  • Lot Number – The location or warehouse id and the lot number assigned to the received lots
  • Vendor Weight – The vendor weight entered during the receiving of the purchase order in the invoicing unit of measure
  • Quantity – The actual quantity received in the invoicing unit of measure
  • Unit Cost –The unit cost in the invoicing unit of measure and the invoicing unit of measure , LB or EA
  • Price –The product selling price for the lot
  • Other – The other cost included in the invoice price for the lot
  • Sold (%) – The percentage of the lot shipped/sold
  • GP% – The gross profit on the lot . Quantity sold X product price – quantity received x unit cost.
  • Item info lot attributes for the lot received.

   

  Command options will display:

  • All Costs – Select All Costs to enter the cost for each lot. Press Enter and enter the cost of each lot by going down the Cost column.
  • Change – Select Change to change the cost on a specific lot by scrolling to the line you want to change and pressing Enter.
  • Update Costs – Select Update Costs to save changes in cost.
  • Sort – Select Sort to change the line sort based on the item info lot attributes for the lots as defined in Item Info.
  • Exit – Select Exit to exit the Cost option

  Select Update Costs to save the changes made to the cost.

  Cost can be entered for the purchase order lines and lots without completing the purchase order. to update the cost , select update from the cost window and then Exit to save the cost but not complete the purchase order.

  If all lots received for the purchase order line item have the same cost, go to purchase orders, and enter the line item cost using the Cost command line option. See Adding a Settlement Purchase Order for more information

• Complete(X) – Select Complete(X) to complete the purchase order.

Select Complete(X) to complete the purchase order.

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

• Payment Hold – If you select Payment Hold, the system will 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 – If you select Ready to Pay, and you have accounts payable security privileges, the system will place this purchase order on Ready to Pay status. Ready to Pay purchases can be paid when due. If the purchase order's Require Invoice Number field is set to Y (Y=yes) in Purchasing Options, the following message will display: “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 a purchase order number.
• Exit – Select Exit to exit the option.

If the total charges added to the purchase order are greater than 25% of the total purchase order, the following message will appear: “Warning: Charges exceed 25% of total cost!!! Continue? No/Yes."

• Select no to return to the command options
• Select yes to continue finishing and saving the purchase order.

If the vendor is a fishing vessel and any of the required trip number has not been entered, the following message will appear: "Warning blank VTR for SAFIS reporting !!! Continue anyway ? No/Yes."

• Select no to return to the command options
• Select yes to continue without entering the trip number

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.

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

To release a purchase order from inventory hold you must bring up the purchase order in Purchasing.

Security Required : Purchasing - Complete Purchases