The Purchase Order Update screen allows you to add or update Purchase Order Codes. Purchase Order Codes can be linked to combination log entries. This will allow your maintenance department to create open purchase orders for specific vendors so that an authorized dollar amount can be deducted as the miscellaneous expenses are logged in either the Combination Log or the Combination Review Log.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
From the bottom of the screen…
Click Save to save changes. You will return to the previous screen.
Click Cancel to return to the previous screen without saving changes.
MTPURCHASEORDERUpdate_Tab1
Purchase Order Code (MTPURCHASEORDER_PurchaseOrderCode)
If you are creating a new Purchase Order, then enter your Purchase Order Code in this field. Codes may be alpha and/or numeric. For Example: Main Office Window. This is a Mandatory field for the standard VSI Design. Your Design may vary.
If you are updating an existing Purchase Order Code then you will not visit this field.
DeleteRecord Status (MTPURCHASEORDER_RecordStatus)
Expand the Drop-down list to select the Status that best matches the current disposition of this Record
- Active - The item is active and ready for use. It will appear on DataGrids by default.
- Inactive - The item is inactive and not ready for use. It will appear on DataGrids only if you are opting to include Inactive items.
- Default - See below for definition.
Default Status
Default" status allows you to create exact-copy records upon clicking the Add button from the File Maintenance DataGrid for this program and selecting one of the existing Default Options (provided at least on exists). This creates an exact copy of the "Default" record with exception that the copy's Record Status is Active instead of Default. This allows you to save substantial time when adding new records to your database since all settings on all panels/groups and tabs will be copied from the Default record.
"Default" status records to do not show up in Daily Processing DataGrids. They exist for the purpose of being copied only. If at any time you change the status of a Default record to Active or Inactive then it will become a "regular record" in your database and thus appear in Daily Processing DataGrids if applicable.
Options for adding Default Records are maintained on the Permissions profile Default Record Permissions Group.
DeletePermissions (MTPURCHASEORDER_Permissions)
Click the Combo Box icon to select the Permissions code(s) you want to apply to this Purchase Order.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the Permissions profile
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
Description (MTPURCHASEORDER_Description)
Enter the Description for this Purchase Order. For Example: Window Replacement for Main Office.
DeleteVendor Code (MTPURCHASEORDER_VendorCode)
Click the Picklist icon to select the Vendor for whom this Purchase Order is being created.
Vendors are maintained in Vendor Management.
DeleteCategory Code (MTPURCHASEORDER_CategoryCode)
Click the Picklist icon to select the Category Code which best describes the purpose of this Purchase Order.
Asset Categories are maintained in System Code Management. Type = Purchase Order Category.
DeleteBegin Date (MTPURCHASEORDER_BeginDate)
Click the Calendar icon to select the Starting and Ending Dates over which this Purchase Order will be valid.
DeleteEnd Date (MTPURCHASEORDER_EndDate)
Click the Calendar icon to select the Starting and Ending Dates over which this Purchase Order will be valid.
DeleteGL Code (MTPURCHASEORDER_GLCode)
Click the Picklist icon to select the General Ledger Code against which you want the costs for this Purchase Order to be charged.
GL Codes are maintained in GL Code Management.
DeleteAuthorized Amount (MTPURCHASEORDER_AuthorizedAmount)
Enter the dollar value amount of the expenses allowed under this Purchase Order.
DeleteAdditional Amount (MTPURCHASEORDER_AdditionalAmount)
Enter any additional dollar amount for which this Purchase Order is approved. This field allows you to increase the original amount of the Purchase Order without having to create a new one.
DeleteActual Amount (MTPURCHASEORDER_ActualAmount)
You will not visit this field.
This field displays the current dollar amount value on this Purchase Order. As Purchase Orders are linked to miscellaneous expenses in either the Combination or Combination Review Log the system will subtract those fund and this field will display the remaining funds available.
DeleteSingleUse Amount (MTPURCHASEORDER_SingleUseAmount)
Enter the maximum dollar amount that can be charged against this Purchase Order at any one time. When linking this Purchase Order to a Combination Log, the amount you enter here is the maximum value you can enter on the Log.
Leave this field at 0.00" if there is no single use maximum value.
DeleteNotes (MTPURCHASEORDER_Notes)
Enter any notes, as needed, that you want to associate with this Purchase Order. This field will accept up to 30,000 characters.
Delete