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Adding Settlement Purchase Orders

Refer to Purchase Orders for general information and to view a list of field references.

For information on adding a standard purchase order see Adding Purchase Orders.

For information on adding a consignment purchase order see Adding Consignment Purchase Orders.

Note: Field settings and functions on the purchase order are controlled by settings in Purchasing Options and User Options. This includes the questions that are asked of the user when finishing the purchase order screen.

"Settlement" purchase orders can be used with individual-lot costed items only, and can be received with multiple lots per line. (One lot for each box received, based on box number, grade, or other item info lot attributes that make it necessary to track each separately). Using individual lot receiving is necessary to generate settlement reports to calculate the purchase cost of each item received and report the purchase price back to the vendor.

1. When you first enter the Purchase Order option a Select A Purchase Order Option window will appear. Select the ADD Purchase Order option.

Based on the Use Purchase Order Types and Default Purchase Order Type settings found in Purchasing Options, command options will display:

Purchase Order – Select Purchase Order to enter a regular purchase order.
Settlement – Select Settlement to enter a settlement purchase order.

Select Settlement.

Header Information

2. Enter the vendor ID code for the vendor that you will buy the product from.

If you are uncertain of the vendor ID code, see Navigating Net Yield - Selecting a Vendor ID Code.

If you have the appropriate rights set in User Security, a vendor record can be added directly from this option by typing the vendor's ID code in the Vendor field. See Adding a Vendor for more information on adding a vendor.

If the vendor entered is a consignment vendor the purchase order type will default as a consignment purchase order and the Type field will display with the letter "C" (C=consignment). Press Enter to designate the purchase order as a consignment purchase order or enter one of the other valid purchase order types:

P – Purchase Order. See Adding Purchase Orders for information on adding a standard purchase order.
S – Settlement purchase order
C – Consignment purchase order. See Adding Consignment Purchase Orders for more information.

3. The purchase order screen is automatically populated with default data about the vendor from the and the word "NEW" will display in the Purchase field. Press F6 to access additional information about the vendor.

4. At the optional Note field, enter the header note for the purchase order. If you make an entry to this field, it will be printed on the check stub, all purchase order output formats, and in all purchase order selection boxes.

5. At the Location field specify the location where the item will be received. An entry into this field will automatically enter this location into each of the line items being ordered on the lotted items. If you are not specifying that all line items be sent to the same location, leave this field empty and instead specify the location in the individual line items, if desired. Press the F4 key for a list of available locations. Sales orders can be sold against open purchases if the location is assigned to the purchase order and Commit PO from SO setting in Location is set to Y (Y=yes).

If the vendor you have selected is defined to be a fishing vessel, then information about the landing port, VTR Federal Trip Reporting number, area code, and sub-area codes will appear for entry. This information is used for SAFIS reporting. The vendor defaults can be overridden.

6. At the Opened field, specify the date the purchase order is opened, or accept the system default (today's date).

7. At the Expected field, enter the date the order is expected to arrive, or accept the system default (today's date).

8. At the Buyer field, enter the buyer ID for the purchase order, or press F3 to choose a buyer from a Select A Buyer window by scrolling to the appropriate buyer and pressing Enter. The user’s default buyer as defined in User Options will default as the buyer.

9. The default vendor payment terms for the purchase order will be shown in the Terms field. Press F3 to display a window listing all valid terms defined in Terms. Use the arrow keys to highlight the appropriate payment terms to be applied to this purchase order and press Enter to confirm your selection, or accept the default terms assigned to the vendor. Terms may be changed for this purchase order only.

10. At the optional Invoice field, enter the vendor's invoice number for the order, if known. This is not typically entered in the purchase order screen but in the receiving purchase orders or complete purchase order process.

11. At the FOB field, enter the city or place where ownership of the product on the purchase order changes hands. Typically this is your plant or warehouse location. On imports of product, it could be the shipping port or country, the receiving port, or country etc.

12. At the Freight field, press the F3 key to display a list of freight types. Select Y if the purchase order is prepaid freight (paid by the vendor). Select N for collect if you are paying the freight, or select C if prepaid and charged – where the vendor is paying the freight but billing you as a line item rather than a delivered price.

13. (Optional) At the Carrier field, select a carrier for the purchase order. Press F3 for a list of carriers in the system. The vendor’s default carrier is specified in the Vendor table. If the freight is collect and the carrier is specified on the purchase order, the purchase order will be included on the Freight Reconciliation Report for the carrier.

14. (Optional) Enter a note in the Shipper field which will print on all purchase order formats.

Based on the Charges setting in Purchasing Options and User Options a selection window will allow you to add charges to this purchase order.

A Type of Additional Charge window will appear. If prior charges for the vendor were saved as a standard, the standard charges for the vendor will appear in the box. If the vendor does not have any charges saved as a standard, a Select A Type of Additional Charge will appear with the following options:

Exit – Select Exit to exit the Type of Additional Charge window.
Vendor – Select Vendor to create an additional charge that will be linked to a specific vendor and create a voucher for the charges entered when the purchase order is completed. This option will only appear if the Procurement Cost Accrued setting in Ledger Options is set to Y (Y=yes).
Select one of the value type cost adjustments types defined in cost adjustments.

See Charges for more information on adding charges.

Line Item fields

1. Enter the item group code or enter "///" to enter line text for the entire purchase order. If you have selected an item group a Select An Item window will appear. Scroll to the item to be added to the purchase order and press Enter to select the item.

If you are uncertain of the item code, see Navigating Net Yield - Selecting an Item.

Note: If there is only one item in an item group, the line item will default to that item.

Note: Only individually lot-costed items will appear in the item selection box.

If there was no entry made and you have pressed Enter, command options appear:

Continue – Select Continue to return to the purchase order header.
History(Z) – Select History(Z) and a Select An Option window will display a list of items previously purchased from the vendor based on the Purchasing History setting in Retention Options. When Close End of Day has run, completed purchase orders are added to the history. The item group, item description, date received, amount received, cost, and yield percentage will display in the Select An Option window. Select the appropriate item(s) from this window to be included on the purchase order by highlighting the item and pressing Enter to confirm your selection. As items are added to the purchase order, they will be removed from the selection box. When all items in history have been selected or there is no purchase history for the vendor, a “ALL items in history already on PO !! Space bar to continue” message will appear. Press the space bar to return to the purchase order command options.Only individually lot-costed items will appear in the item selection box.
Exit – Select Exit to exit the purchase order screen and return to the Select A Purchase Order Option.

2. At the Quantity field, enter the quantity ordered. If a zero is entered in this field, the system will blank out the line and return the cursor to the item field.

Note: The system will allow a negative quantity to be entered if the item is non-stocked and the costing method is user defined or standard cost.

3. At the Buying Unit field, press Enter to accept the default buying unit for the item, enter the buying unit of measure, or press F3 to select a unit from the Select a Buying Unit window where the unit can be bought by the pound or by the item's buying unit. If an "each" has been defined for that item, the weight of the "each" will also be displayed.

Assigning Pad and Shrink

4. At the Unit Cost field, enter the per unit cost of the item, if known. Per unit costs may be zero and will not prevent a purchase order from being updated. The costs can be entered later when completing the purchase order by entering the cost using the Cost command option or when the purchase order is received in Receiving Purchase Orders.

5. Press Enter to accept the default invoicing unit for the item, enter the unit cost unit of measure, or press F3 to display a Select A Unit window. Scroll to the appropriate cost unit and press Enter to make your selection.

6. At the Loc field enter the location where the item will be received if not assigned in the purchase order header.

7. Select one of the following choices below relating to item info lot attributes or press Enter to accept the system default, N, no changes. If an item is lotted or the COOL level is strict or loose and the item does not have a default COOL identity, the item info lot attributes entry box will automatically open to allow you to enter the lot number or COOL identity, if known.

C – Change. Change the item’s default item info lot attributes as defined in Lot Info.
B – Blank. Leave the item info lot attributes blank and assign in Receiving Purchase Orders.
L – Last Used. For all but the first line of the purchase order, use the same item info lot attributes as the previous item.
N – No Changes. Accept the item’s default item info lot attributes.

Enter the information in the item info customizable fields as set in Item Info if known or add when the purchase order is received in Receiving Purchase Orders.

See Item Info Lot Attributes for more information.

Note that placing an "H" in the first position of the item info lot attribute field 6 will cause the item to be placed on hold when being received.

8. Enter the COOL – country of origin identity – for items that have been set as loose or strict without a default. The COOL will default on the purchase order based on the item default.

Note: If an item has a strict COOL, the COOL cannot be changed.

Note: If an item is missing a lot number or COOL, the user will be prompted to enter the item info attribute box. Entering "N" (N=no changes) is not an option. Regardless of which letter is used to enter the item info lot attribute box, the lot must be entered if it does not automatically default from the location and if the COOL is strict but has no default.

Enter the information in the item info customizable fields as set in Item Info if known or add when the purchase order is received in Receiving Purchase Orders.

See Item Info Lot Attributes for more information.

9. Enter any additional purchase order line text in the Info field.

Adding Text to Purchase Orders

10. To finish the purchase order leave the item group blank and press Enter.

The following command options will appear:

Add – Select Add to add additional lines to the purchase order.
Change – Select Change to change a line item. (The item cannot be changed. If the wrong item is on the purchase order, it must be deleted and the corrected item added).
Delete – Select Delete to delete a line item.
Header – Select Return to return to the purchase order header to make changes to any of the header fields.
Cost – Select Cost to add the unit cost for each line of the purchase order by scrolling down the Unit Cost column.
Info – Select Info to view and edit/change the item info lot attributes for the item.
Text – Select Text to view/edit the purchase orders line text entered and displayed in the Info column.
Void – Select Void to void the purchase order.
History (Z) – Select History to go to the vendor purchase history.
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.
If the PO has been previously entered , a Print option will appear to print the purchase order with Finishing the purchase order.
Finish(X) – Select Finish(X) to finish entering the purchase order and update/save any changes.
Exit – Select Exit to exit the purchase order without saving the changes.

Select Finish(X).

11. After you select Finish(X) the purchase order will be saved.

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.

12. Depending on the Purchasing and User Options settings for Totes and Pallets, a Totes and Pallets window will appear which will allow you to track totes and pallets exchanged with the vendor. Enter the quantity of any totes or pallets received or returned to the vendor.

13. Depending on the Purchasing Options and User Options settings, you will also get the options to print the internal, receiver copy, and/or vendor copies of the purchase order. Command options will appear allowing you to print or choose from a set of other print options.

14. If the Inventory Labels setting is set to Y (Y = yes) in Inventory Options, Purchasing Options and User Options, you will be asked to print inventory labels and get a drop down box to confirm the quantity of labels to print for each item.

15. If the Set Standards in PO setting in Purchasing Options and the Standard Costs setting in User Options is set to Y (Y=yes), you will be able to adjust the standard cost for the items on the purchase order. A Replace Standard Cost selection box will display the following information:

Item – Item name
Un – Invoicing unit for the item
Current Standard – The current standard cost for the item as set in Item, Item Quick Maintenance, or Adjust Standard Costs.
New Standard – The new standard cost, if the buyer adjusts the cost.
% Chg – The percent difference between the old and new standard.
Inventory Cost – The current weighed average cost for the item.
Purchase Order – The current purchase order unit cost plus the per unit additional costs allocated on the purchase order.

To change the cost enter the unit per unit standard cost for the item and press F10 to exit.

Command options will appear:

Update Standards – Select Update Standards to save the changes to the standard cost for the purchase order and update the purchase order.
Change Standards – Select Change Standards to return to the Replace Standard Cost with New Standard Cost selection box.
Exit without Updating Standard – Select Exit without Updating Standard to update the purchase order without updating any changes to the standard cost.

Creating a Reserve Purchase Order

Adding a Purchase Order from a Reserve Purchase Order

Using the Requested Purchases Option

See Receiving Settlement Purchase Orders and Completing Settlement Purchase Orders for the next steps in the purchase order process.

For more information on the Purchase Orders option see Purchase Orders.

Security Required : Purchasing - Purchasing Inquiry