To generate an order, you must provide information about the supplier who is to fill the order, the branch/plant that is requesting the order, and the shipping address for the order. This information is called order header information.
The header information that you enter determines how the system processes the order. For example:
• Supplier information determines the address to which the order is sent, the payment terms for the order, and so forth.
• Origination information determines the business unit accountable for the order and the address to which the goods and services are to be delivered.
• Tax information determines how the system calculates taxes for the order.
Header information also includes the date the order is placed, the date the order is due, and reference information, such as the employee entering the order.
Using the processing options for Order Entry, you can display a header form before the detail form. Depending on how you set the processing options, certain fields can display on the header form. If you bypass the header form, you must enter limited header information on the detail form. Based on the supplier and branch/plant that you enter, the system applies default values to the fields on the header form.
Header Information for International Orders
If you purchase goods or services from international suppliers, you might need to enter order amounts in different currencies, such as Canadian dollars, Japanese yen, and the euro. Before you can do this, you must enter these types of information on the header form:
• Whether the supplier uses a foreign currency.
• The type of currency that the supplier uses.
The system completes the Currency field on the Order Header form with the default currency, if any, that you establish for the supplier. This value is the default value from the supplier master.
• The base currency for the company.
• The exchange rate for the currency.
Entering Purchase Orders Chapter 10
Supplier Information
You might have different arrangements with each of the suppliers in regard to terms of payment, freight handling, invoice methods, and so forth. When you enter order header information, you must specify the supplier from whom you are requesting the order and any specific arrangements to which you and the supplier have agreed.
You can set up procurement instructions to specify the arrangements that you have with each of the suppliers.
When you enter a supplier on an order, the system retrieves the instructions for that supplier. You can modify the instructions to suit a specific order.
To enter a supplier for an order, the supplier must exist in the JD Edwards EnterpriseOne Address Book system. If this is not the case, you can enter the supplier in the JD Edwards EnterpriseOne Address Book system when you enter order header information. You can also enter master information for the supplier if the information does not already exist.
If you have set up purchasing instructions for a supplier, the system supplies default values for several of the fields on the Order Header form, based on the supplier you enter for the order. Additionally, you can access the Work With Supplier Master form through the Supplier Master form exit on the Order Header form.
You can enter a temporary address for the supplier by accessing the Order Address Information form.
Information for a Specific Branch/Plant
You generate an order for a specific branch/plant, business unit, project, or job within the company. In most instances, goods are shipped to the same branch/plant that requests the order. However, you might want to ship the goods to another location.
You must specify the branch/plant, business unit, project, or job for which you are placing an order. When you enter a branch/plant, the system retrieves the ship-to address from Branch/Plant Constants provided that the ship-to address exists in the address book. If you want to ship the order to a different shipping address, you can override the ship-to address number.
Delivery and Shipping Instructions
You can enter instructions for the delivery of an order. For example, you can specify that goods be delivered to a certain dock at the warehouse. You can have the system retrieve default delivery instructions set up for the ship-to address in the Supplier Master table (F0401).
When you enter an order, you might request that the supplier deliver the order by a specific date. If the supplier cannot deliver the order by the date you request, you can specify the date that the supplier promises to deliver the order. In addition, you can specify the date that you place the order and the date that the order expires.
The system automatically creates a corresponding direct ship purchase order when a direct ship sales order is created in Oracle’s JD Edwards EnterpriseOne Sales Order Management. If you change the date that the supplier promises to deliver for the direct ship purchase order, the system automatically changes the delivery date on the corresponding sales order.
Taxes on Orders
In most business environments, you are required to pay taxes on the items you purchase. You can have the system calculate taxes for an order based on the tax information that you enter for the order.
The system provides default values for tax fields based on the master information that you have set up for the supplier. You can use the Purchase Order program (P4310) processing options to specify that the system retrieve the default value for the tax rate area from the master information for the ship-to address.
Chapter 10 Entering Purchase Orders
If you are using the Vertex Sales Tax Q Series system in conjunction with JD Edwards EnterpriseOne software, the system retrieves default GeoCodes to determine the tax rate to apply to the order.
Assuming that an order has more than one item, you can change tax information to accommodate each item or service. Then taxes are applicable for the item or service only if you have specified that the detail line is taxable.
Approval Processing
To use approval processing, which requires that orders be approved before continuing through the procurement cycle, you can set the approval processing options for Order Entry. If you use approval processing, the name of the approval route appears on the header form. Verify that the name of the approval route is correct when you set the processing options, because you cannot change the name after you enter an order.
Advanced Pricing Information
You also can enter Advanced Pricing information by entering an adjustment schedule on the Additional Information form, which you can access from the Supplier Master Revision form. Before you enter Advanced Pricing information, verify that you have activated the pricing constants.
Additional Order Header Information
At some point, you might need to include additional information in an order. For example, you might include:
• The individual who placed the order.
• The buyer responsible for procuring items and services on the order.
• The company responsible for delivering the order.
• A confirmation number, document number, or job number for the order.
• Miscellaneous notes.
You can enter reference information for an order when you enter header information. The reference information is primarily for informational purposes.
You can attach miscellaneous notes to an order as notes to be printed on the order.
See Also
Chapter 8, “Setting Up Supplier Information,” Understanding Supplier and Item Information Setup, page 69 Chapter 10, “Entering Purchase Orders,” Entering Tax Information for a Detail Line, page 124
JD Edwards EnterpriseOne Address Book 8.12 Implementation Guide, “Entering Address Book Records,”
Adding an Address Book Record
Prerequisite
Set the appropriate processing option on the Processing tab to enable access to the JD Edwards EnterpriseOne Address Book.
Entering Purchase Orders Chapter 10