Work Aid

PO Maintenance

QAD Enterprise Applications

A Passion For Manufacturing - QAD Global Services

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 PO Maintenance
Work Aid

Purpose
Purchase Order Maintenance is used to record and modify requests for material from sup-
pliers. A purchase order (PO) specifies the terms for the purchase, including the type and
quantity of the items you expect to receive, the date when you expect to receive the
items, and the price you agree to pay.

Responsibility
Purchasing

Screen Navigation

From the main menu:

Net UI:
Distribution
Purchasing
Purchase Order Maintenance

Process Maps
Source Materials
Discrete Requirements
Manufacturing
WIP Lot Trace – Discrete Subcontract

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Method:

Purchase Order: Press enter or click on next for the system to automatically bring up the
next Purchase Order number
Supplier: Enter the supplier code or click on the magnifying glass to select the required
supplier code.
Press enter or click on next to continue
Ship To: Ensure your ship-to code defaults through correctly.
Press enter or click on next to continue

Order Date: Accept system default of today’s date.

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Due Date: Accept system due date of today’s date, due dates can be amended by indi-
vidual line item.
Buyer: Buyer code will default from supplier set up
Bill to: Bill to will default from supplier set up
Contract: Contract is optional and will default from supplier set up
Contact: Contact is optional and will default from supplier set up
Remarks: Optional, enter brief remarks (up to 40 characters) pertaining to this supplier, usu-
ally pertaining to the order or shipping process. Remarks default from Supplier Mainte-
nance and print on formal documents such as: purchase orders, blanket orders, receivers,
and return documents.
Price Table: Enter Price List code if appropriate or leave blank for individual line pricing.
Disc Tbl: Enter Price List code if appropriate or leave blank for individual line pricing.
Line Disc: Leave set on default settings
Site: Enter your site code
Daybook Set: Accept default daybook set from supplier account set up
Project: Leave blank, this field is not required
Confirming: Leave set on default
Imp/Exp: Leave blank, this field is not required
Currency: Accept default from Supplier set up
Language: Accept default from Supplier set up
Taxable: Accept default from Supplier set up
Fixed Price: Accept default from Supplier set up
Consign: If this is a consignment supplier, enter Yes, for all other suppliers, enter No.
Credit Terms: Accept default from Supplier set up
Requested By: Optional, field to be used to reference the person or department requesting
the placement of the PO.
Comments: Optional, HEADER comments that apply to the entire order can be added,
Press enter, or click on next to continue

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Accept tax default data from global tax management module.

Press enter or click on next to continue

If this is a consignment customer, the above screen will appear. Accept defaults.
Press enter or click on next to continue

Line: The system will default to the next NEW line. If modifying an existing line enter the line
number or use the “ARROW” keys to scroll and find the line.
Press enter or click on next to continue
Site: Enter your site code
Press enter or click on next to continue
Req: If an MRP planned order has been approved, select the appropriate requisition num-
ber here.
Press enter or click on next to continue

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Item Number: If you are referencing a requisition number, this field will be automatically
populated. Enter the item being purchased. If you are unsure of the item number, use the
hour glass to select required item code. If the item is not held in the MFG database, the
purchase order type will automatically switch to M for memo item.
Press enter or click on next to continue
Qty Ordered: If you are referencing a requisition number, this field will be automatically
populated. Enter the quantity being purchased.
UM: Accept default from Item data maintenance for inventory items, enter appropriate
two digit code for memo items.
Press enter or click on next to continue

Due Date: Enter the date the items on this order line are due to be received at this site.
Credit Terms Int: Enter the credit terms interest % for this order line. This % defaults from the
header. You can only change line-item interest % when Price by PO Line Due Date is Yes in
the Purchase Accounting Control file.
Press enter or click on next to continue
Unit Cost: Accept default cost from Price List. If price list has not been created, enter indi-
vidual unit cost.
Disc: Accept default setting
Press enter or click on next to continue

Single Lot: Leave blank, this field is not required

Location: Accept default from item inventory maintenance
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Item Revision: Accept default from item data maintenance

Status: LINE status [Blank] is open / [X] is expired and manually maintained / [C] is closed
and is automatically updated when all lines are received or can be manually maintained.
Supplier Item: Supplier Item number will automatically default if set up in Supplier Item
Maintenance.
Due Date: Will default to today’s date, amend as required.
Performance Date: Leave blank to accept system default
Need Date: Leave blank to accept system default
Sales/Job Leave blank, this field is not required
Fixed Price: Accept default from Supplier Maintenance and PO Header.
Pur Acct: Accept default account codes
Project: If project code is required, enter here.
Type: Leave blank for all standard purchase orders. If this is a memo items, the type field will
automatically be set with an ‘M’. All subcontract purchase orders are type ‘S’, but these
should be set up via supplier schedules as opposed to discrete purchase orders.
Taxable: Accept defaults
Inspect Req: Accept defaults from item master maintenance
Comments: Line comments can be added here if required
UM Conversion: Accept default UM Conversion settings
Update Avg/Last Cost: Accept defaults.
Press enter or click on next to continue

Accept tax default data from global tax management module.

Press enter or click on next to continue

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If this supplier/item combination is consigned, click Yes, for all other item/supplier combina-
tions leave set to No.
Press enter or click on next to continue

This leads you to the If the next line item on the PO. If additional lines are required, follow
instructions above. If no further lines are required:

Click on End Lines

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Click on Trailer

View/Edit Tax Detail: Leave set to No

Press enter or click on next to continue

Order Revision: If the PO is being revised indicate the revision number.

Order Revision Date: If the PO is being revised, enter the order revision date
Print PO: If the PO has not been printed this flag will be yes, if creating a revision make sure
to set this to Yes to reprint the revised order.
EDI PO: Set to Yes if EDI links are required with discrete purchase orders
Deliver to: Leave blank, this is not required
Amount Prepaid: Leave blank, this is not required
Status: PO status [Blank] is open / [X] is expired and manually maintained / [C] is closed and
is automatically updated when all lines are received or can be manually maintained.
FOB: Accept default from Supplier Maintenance

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Ship Via: Accept default from Supplier Maintenance

Press enter or click on next to complete the screen.

WIP Lot Trace Additional Screens

If you use Purchase Order Maintenance to create a subcontract PO for a one off subcon-
tract operation, you can use the lot/serial field to enter the WIP lot/serial number of the ma-
terial being send for subcontract processing.
When the system generates the cumulative order ID, it searches for purchase orders associ-
ated with the cumulative order and automatically updates the work order ID and operation
on the purchase order. The system also replaces existing closed cumulative order Ids with
an open cumulative order ID on the appropriate purchase orders. The purchase orders
must be connected to a subcontract routing operation through Subcontract Routing/Op
PO Maint or Subcontract Order MRP % Maint.

The lot/serial entered in this field defaults as the input lot/serial number in the WIP Lot Input
Queue Issue Data frame in Purchase Order Receipts when the order is being received. This
value also prints on reports generated by Purchase Order Print.
Amendment History:

Name Date Revision Detail Rev. Level

Created E Marshman 07 March Original Issue N/A

By: 2011

Modified E Marshman 29 April Updated screen prints &

By: 2013 added WIP Lot Trace op-
tion.

Approved
By:

File:

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