Purchase Order Processing tables & supporting documentation

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Purchase Order Processing – tables & supporting

documentation

The purchase order processing module links to three other modules primarily (Stock , Purchase Ledger and Cash book).

POHEADM – Brief narrative on useful fields

Purchase order entry screen populates this table which is the purchase order header file and has an entity relationship whereby one po header relates to many po detail lines , potentially.

Field Name Narrative

Order_no Unique reference for the purchase order.

Supplier Supplier code for this PO

Address1 TO address5 Invoice address for this PO

Date_entered The date when the PO was entered. Date_required The date when the PO is required Date_completed The date this PO was completed. Ie :

raised, receipted and invoiced. Supplier_ref This is a reference which is keyed by

the user at the time of rasing the order and is purely a narrative field which may be useful to the supplier (Quote No, etc….)

Currency Retains the currency of the supplier and hence the currency of the PO. Blank denotes base currency “GBP”

Status Holds Purchase Order status :

“ “ – P order entered but not printed P – Denotes PO Printed

C - Denotes PO Completed 9 – Denotes PO Deleted.

Hold_indicator Valid values “ “ not held and “H” - held Price_list Specifies whether a pricelist is being

used for this supplier/order. Delivery_address1 To

delivery_address6

Delivery address to be printed on the Purchase Order.

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PODETM – Brief narrative on useful fields

The purchase order detail lines which can be one of the following : Product / service line or a comment line.

Field Name Narrative

Order_no Order_no which is not usually unique at detail level as you may have a multi-line PO

Order_line_no Order_line_no, when used in conjunction with the Order_no is a unique key.

Line_type Holds the type of PO line : C - Comment

S - Service P – Product

Warehouse Retains a valid Inventory warehouse. With the exception when this is a service or comment line and then may hold “”, “d”,”di”,”dd” or “dx” Product A valid product or service code. Description A narrative that is usually taken from

the stock or service file but can be over keyed within PO Entry.

Unit_code The Unit code that this item is to be bought in.

Nl_category A valid nominal category as defined against the stock master (stockm) or service record (poservm). This will be attached to a nominal posting_code for the expense side of the

distribution.

Date_required The date that this item is required from the supplier, this can differ from the date required against the PO Hdr, but this is normally copied down unless overwritten.

Status Hold the line status of the PO “ ” – Not fully receipted

R - Fully receipted line

C – Complete, receipted, matched & invoiced.

Date_completed The date the PO Line was completed. Ie. Invoiced.

Qty_ordered The Qty of the product or service required

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Field Name Narrative

Local_expect_cost The unit Purchase Price in base currency.

Local_total_expect The Purchase Line Value (Qty * Unit Price)

Orig_qty The original Qty of the PO, this could have subsequently been increased or reduced.

Inv_qty_to_date The Qty invoiced thus far.

Qty_returned The Qty returned to the supplier via supplier returns. This will not take into account any stock returned via

manual adjustments or returns within Inventory control.

POUSERM – Brief narrative on useful fields

This table maintains a static list of users who have the ability to create, authorise and allow the raising or requisitions, orders or invoices. It is

recommended that a users’ login ID is specified here if the future intention is to use the requisition module.

Field Name Narrative

Id Users login ID

Name More descriptive identification of the person.

Manager Who is their manager for workflow of requisitions

Final_authorisor Who is the person that makes the final authorisation.

Allow_requisition Can this person enter requisitions Allow_buyer Does this person have buyer

authorisation.

Allow_budget Can this person amend the GL Coding and affect budgets. Allow_final Does this person have final

requisition authorisation.

Allow_invoice Is this person allowed to authorise invoices.

Department A valid department code

Phone_number The persons phone no or extension. Order_limit Max Value that they can raise a PO

for.

Invoice_limit Max Value for an invoice they are allowed to authorise.

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PONLCODEM – Brief narrative on useful fields

The below table holds all information relating to the nominal ledger such as:  Where an order line is going to get posted to.

 Where an actual invoice has been coded to.

Field Name Narrative

Record_type The record type :

O – Order I - Invoice

Record_key Built up from Order_no and order line number for an O type record or the supplier_code and invoice(item_no) and the line number for an I type record.

Page_number Seqential page_number counter Nominal_code The nominal posting code this record

refers to.

Code_value The line value for this record.

The purchase order processing module has a function within housekeeping “G/L Reserve Accounts”. From within here you have the option to create 5 types of accruals :

0 – Accrue for supplier contracts (if licenced) 1 – Accrue for due requisitions.

2 – Accrue for Due Purchase Orders

3 – accrue for POP Receipts without invoices 4 – Accrue for unposted invoices.

This routine should be run at month-end as it is not dynamic or retrospective even though it allows you to enter a cut-off date. The system for a type “3” will look at all outstanding orders and see what has been received but not yet invoiced. It will then generate an accrual in the following tables, which can be directly posted to the nominal, or amended then posted or simply reported on.

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PORESVHM/PORESVDM – Brief narrative on useful fields

This table gets created via the G/L Reserve accounts option within the POP module. The table gets populated and is retained until the file is manually deleted or recreated at the subsequent month-end. Within the option you can create the accrual based upon the business requirement :

 Due requisitions  Due Purchase Orders

 POP Receipts without invoices.  Unposted Invoices.

Field Name Narrative

Reserve_h_key Unique key

Journal_number Journal number if this has been created as a journal

Poperiod POP Period this relates to.

Status The status of the run :

“ “ Run but not processed. U – Unposted

Sum_det Whether this was run in summary or detail

Date_cutoff The cut-off date entered when prompted.

Date_created The date the accrual was created. Journal_debit The total value of journal debits in

GBP.

Journal_credit The total value of Journal credits in GBP.

Order_line_no The order_no and orderline number concatenated by a “/”

Supplier_no The supplier for this accrued PO Line.

Wh_prod The warehouse and product

concatenated.

Gl_code The GL code for this accrual.

Cred_deb Whether this is a credit of a debit line

Amount The amount being accrued.

The above table is usually overwritten on a monthly basis as a rule of thumb, by the latest month’s accruals.

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PORECP2M – Brief narrative on useful fields

Pop receipts file which gets updated throughout the month.

Field Name Narrative

Receipt_no The Q????? No that is generated sequentially via the F6 key in POP Receipts.

Order_no The order_no that this receipt relates to

Supplier The order line no that this receipt relates to.

Date_received The date that this receipt took place Date_required The date this po line was actually

required.

Warehouse The warehouse that this product was booked into. This defaults to what was entered on the purchase order. Product The product / service that has been

receipted or returned.

More_to_come_ind This indicates whether there is more to come once this receipt is actioned. Setting this to “n” manually within the receipts screen will effectively reduce the outstanding balance of the

qty_ordered on the PO to match the qty_received thus far and hence fully receipt the line. Normally system driven based upon there being a difference between qty ordered and qty received .

Delivery_no The delivery number entered by the user at the time of receipt. A narrative field.

Qty_received The qty received for this given receipt.

Local_cost The local_cost of purchase (ie: what the supplier is expected to be paid) excludes Vat element if applicable. Qty_returned The Qty returned this receipt. Return_code The valid return code if a qty is

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Polistm – Brief narrative on useful fields

The Supplier price list table which stores the supplier’s specific prices for given products/services. if a supplier price list entry is found for the

supplier/product combination.then this will override any cost initially specified on the stock master.

Field Name Narrative

Customer_code The supplier code to which the price list relates. Blank means this

applicable to all suppliers who have the price-list attached to their supplier master. This allows a generic pricelist to be built but with specifics pricing within the same list for given

suppliers.

Price_list The price list identifier. Sequence_no System maintained field

Product_code The product code or service code to which this price-list entry relates to. Description The narrative description of the

product/service

Price The Price which you intend to

purchase this given product at for all suppliers where this price-list is attached.

New_price This gives the facility where you can enter a price and then at a given point in-time effect the changes to become live. Ie. The new price gets moved over into the price field. This is done via a system option :

price_list_update within housekeeping.

Price_start_date Only used for promotional pricing (Seasonal). This is the date when this becomes effective.

Price_end_date Only used for promotional pricing (Seasonal). This is the date when this promotion ends.

The below table holds and records details for PO’s where Invoices have been rasied via POP or for manual POP Invoices (Services). This table is used by the standard report “Purchase analysis)

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Pohstdetm – Brief narrative on useful fields

Purchase order history file which gets posted to as and when invoices are posted against order lines. This file is retained forever and a day unless cleared down via the history file cleardown routine with the POP

Housekeeping sub-menu.

Field Name Narrative

Supplier Supplier Code

Order_no Order_No

Sequential_number System Maintained

Order_line_no Order Line No

Invoice Invoice No (Suppliers)

Warehouse Warehouse

Product Product/Service code

(stockm/poservm) Description Narrative description

Nl_category Short Code representing NL Distributions.

Date_entered Date the PO was entered Date_required Date the order was required

Date_completed The date the PO was fully completed. Entered_date The date the invoice was entered

Quantity The quantity that was

ordered/invoiced

Invoiced_cost The unit cost the goods were invoiced at.

Inv_by_qty Whether this invoice line was processed using Qty or Value. Prod_grp A – To F Product Grps as against the stock

master or Service master record.

Poinvhm – Brief narrative on useful fields

Purchase Invoice header file retains header information against the invoice/order which relates to the details line level postings of the invoice.

Field Name Narrative

Supplier The supplier code which relates and is taken from PLSUPPM

Invoice The invoice number which is printed on the actual invoice received from the supplier.

Refernce A second reference field that is optional at the time the invoice is entered onto the system. Choice of use is entirely at the disposal of the user entering the transaction.

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Field Name Narrative

Dated The date of the invoice.

Due_date This is the date when the invoice is due for payment and is system generated based upon the invoice date plus the supplier payment terms held against the supplier master file.

Name The supplier name.

Local_amount The local amount in GBP that the invoice totals.

Our_Reference Your company’s own reference (generated via the F6 – generate our next ref no)

Batch_number The system generated POP/PL invoice batch No.

status The status of the invoice :

Unauthorised. Authorised

Stage 1 – registered

Stage 2 – Coded and matched. Entered_id The user ID who entered the invoice

onto the system.

Entered_date The date this invoice was entered onto the system.

Effective_date The effective date which will

determine which period the invoice will get posted to.

Period The PL Period that this invoice is going to be processed in.

Plyear The PL year that this invoice is going to be processed in.

Poinvdm – Brief narrative on useful fields

Field Name Narrative

Supplier Supplier Code

Invoice Invoice No

Sequence_no The sequence number which enables this to become a composite key so the entry is unique.

Order_no The Purchase order no this invoice line refers to.

Order_line_no The actual line no of the purchase order that this invoice line refers to.

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Warehouse The warehouse that this invoice line relates to if this is a product and not a service.

Product The actual sage product code this invoice line relates to.

Description The long description of the product/service.

Unit_code The unit of measure that this product was ordered and is to be invoiced in. Nl_category The NL category that this invoice line

relates to and is linked with

PONLACC??? System key for the actual GL Code.

Qty_invoiced The Qty invoiced against this line.

Cost The cost (ie: std cost)

Goods_vat_indicato Is this a Goods (G) or (V) Vat line Invoice_value The total invoice line value

Other useful tables and briefings are below :

Porcdetm – Purchase Order Header Receipts (Suspended Rec’pts – DA0292) Porechdm - Purchase Order Detail Receipts (Suspended Rec’pts – DA0292) Poservm – Purchase Order Service master file.

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Updating...

References

Related subjects :