Entering Purchase Order Shipments
Use the Shipments window to enter multiple shipments for standard and planned purchase order lines and to edit shipments that Purchasing automatically created for you. A purchase order shipment specifies the quantity, ship-to organization and location, and date you want your supplier to deliver the items on a purchase order line. When you save your work, Purchasing creates distributions if sufficient valid default information is available and if there are no existing distributions.
To enter purchase order shipment information:
The first alternative region in the Shipments window is the Shipments alternative region. In addition to the enterable fields discussed in the following steps, this region displays the UOM, the Original Promise date (if the Promised date has already been changed, the original promised date is displayed here), the Charge Account, the line Amount, and a check box to indicate whether funds have been Reserved. See: Budgetary Control and Online Funds Checking.
2. Enter the line Number for the shipment line. If you enter a new shipment line, Purchasing displays the next sequential line number available. You can enter any line number that does not already exist.
3. Enter the ship-to Organization. If you entered an item, you can pick only organizations in which the item is defined. If you entered a revision number on the purchase order line, then the item revision must also be defined in the organization. Note that you cannot update the organization once you have saved your work if the shipment has distributions. See: Purchase Order Defaulting Rules
4. Enter the Ship-To location for the shipment. You can pick any location that does not have an organization or any location whose organization matches the organization in the previous field. See: Purchase Order Defaulting Rules.
5. Enter the Quantity for the shipment. This value must be greater than 0. The default is the quantity from the corresponding Purchase Order Line. If you decrease this quantity, Purchasing automatically defaults the quantity ordered of the next line to the total quantity that you have not yet placed on a shipment line. The UOM is displayed to the right of the Quantity.
6. Enter the date that the supplier Promised delivery of the items. This promised date is printed on the purchase order shipment. The default is from the Purchase Order Preferences window.
7. Enter the Need By date when the requestor needs the item. This date is printed on the purchase order if you do not enter a promised date. The default is from the Purchase Order Preferences window. If you use Purchasing with Master Scheduling/MRP, you must provide a need-by date for purchase order shipments with Master Scheduling/MRP planned items. You must also provide a need-by date for Inventory planned items. See: Planner Workbench.
8. Select Taxable to indicate that the item is taxable.
9. Enter or use the default Tax Name for taxable items.
The tax name defaults from the following sources, in the following order:
- The Purchase Order Preferences window. If you have specified a preferred tax name in this window, Purchasing defaults this tax name onto the purchase order shipment.
- The Tax Defaults region in the Purchasing Options window. If you have specified a tax defaulting hierarchy in this window, Purchasing searches for and defaults the tax name corresponding to that tax defaulting hierarchy. See: Defining Tax Defaults Options.
You can accept the default tax name or select some other. If you need additional help with how tax defaulting works in Purchasing, see: Tax Defaults in Purchasing.
To display and enter more shipment information:
1. Select the More alternative region in the Purchase Order Shipments window.
2. Enter the Receipt Close Tolerance percent for your shipments. Purchasing automatically closes a shipment for receiving if it is within the receiving closing tolerance at the receiving close point. You need to set the receiving close point in the Purchasing Options window. See: Defining Control Options.
3. Enter the Invoice Close Tolerance percent for your shipments. Purchasing automatically closes a shipment for invoicing if it is within the invoicing closing tolerance at billing, when Payables matches invoices to purchase orders. See: Defining Control Options
4. Select one of the following Invoice Matching options:
Two-Way: Purchase order and invoice quantities must match within tolerance.
Three-Way: Purchase order, receipt, and invoice quantities must match within tolerance.
Four-Way: Purchase order, receipt, accepted, and invoice quantities must match within tolerance.
If you enter an item, the default value for this field comes from the item information. If you do not enter an item, the default is from your Purchasing Options. See: Receiving Controls, Options, and Profiles.
5. Select Accrue on Receipt to indicate that the items on this purchase order line accrue on receipt. Inventory destined items always accrue on receipt. For expense items, if the Accrue Expense Items flag in the Purchasing Options window is set to Period End, the items cannot accrue on receipt, and you cannot change the shipment level default. If the Accrue Expense Items flag is set to On Receipt, the default is to accrue on receipt, but you can change it to Period End. See: Defining Accrual Options.
Attention: If you are using Cash Basis Accounting, you should use the Purchasing Options window to set the Accrue Expense Items flag to Period End, and you should not select Accrue on Receipt in this window.
6. Select Firm to firm the purchase order shipment. Firm your purchase order when you want to indicate to Master Scheduling/MRP or your manufacturing application that it should not reschedule this shipment.
To display status information:
- Select the Status alternative region in the Purchase Order Shipments window.
For each shipment, Purchasing displays the Status and the quantity Ordered, Received, Cancelled, and Billed.
To enter receiving control information:
To enter purchase order distribution information:
See Also
Entering Purchase Order Preferences
