Using Complete Purchase Orders

For information on completing a settlement purchase order see Completing Settlement Purchase Orders.

For information on completing a consignment purchase order see Completing Consignment Purchase Orders.

Completing a Standard Purchase Order

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 weighed 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,
• 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 Text to Purchase Orders in Adding 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.
• Next Page (N) /1st Page (F)- these options will appear if the number of lines on the purchase order exceed the number of lines on the screen . Each screen can hold 17 purchase order lines. Select Next Page to move to the Next Page/ Screen. Select 1st Page to return back to the 1st Page/Screen.
• Complete(X) – Select Complete(X) to complete the purchase order.

Select Complete(X) to complete the purchase order.

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

• Inventory Hold – If you select Inventory Hold the purchase order will be placed on inventory hold if the purchase order type is standard and does not have any charges. Inventory Hold should be used when item quantities or costs are not known or could change. Hold purchases are not available for payment until cleared to Ready to Pay status, but may be modified as needed. One hold inventory lot is created for every line item on a hold purchase. Hold lots can be used for inventory transfers and work orders. All new lots created from hold lots on transfers and work orders will also be on hold. Hold lots are not used in cost of goods sold calculations. Items shipped will only be costed if enough ready inventory exists to do so. Hold lots are not taken into consideration in weighted average cost calculations. Once a purchase is removed from hold status, the purchase lots, as well as any other lots created from these purchases, will be valued and made ready to pay. Inventory Holds are released by changing the payment status in Purchasing. See Changing a Purchase in Purchasing.
• 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 yes to continue without entering the trip number
• Select no to return to the command options

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.

Note: Purchase statuses are progressive: Inventory Hold - Payment Hold - Ready to Pay. In other words, once a purchase has been placed on payment hold, it cannot be taken back to Inventory Hold status.

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.

Completing a Purchase Order via EDI

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 weighed average cost for the items on the purchase order.
• EDI – Select EDI to view unprocessed EDI files.

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.

 

Select EDI.

2. A Select An Inbound EDI Invoice window will display. Scroll to EDI FILES and press Enter to select.

3. A list of unprocessed EDI/XML files will display. Selecting one of these files starts the process of linking it to your original purchase order. When one of the EDI files is selected, the original purchase order will be brought up, the corresponding vendor invoice number will be entered into the purchase order header, and the EDI information will be displayed in a pop-up window.This window is for display only. Scroll to the appropriate EDI/XML file and press Enter to confirm your selection. An asterisk (*) will appear, confirming your selection. Or, press F9 to tag all files. Press F10 when finished.

4. Command options will appear:

• Hdr – Select Hdr to return to the purchase order header and to make changes.
• View EDI – Select View EDI to view the EDI invoice information.
• Print – Select Print to print the EDI invoice.
• Update – Select Updt to update the purchase order, save changes, and remove the EDI from the selection window and exit.
• Delete EDI – Select Delete EDI to delete the EDI invoice from the selection window. The vendor invoice number is not saved.
• Exit – Select Exit to exit without updating the purchase order and return to the Purchasing menu.

 

In most cases you would want to select Update so that the purchase order and vendor invoice can be linked and thus tracked together. Updating does not complete the purchase order. You must still go through the process of receiving and completing, just as you would any other purchase order created in Net•Yield. See Completing a Standard or Settlement Purchase Order (above) for more information.

Use the Available Actions links below for more information.

Security Required : Purchasing - Complete Purchases