Add specific line items to the purchase order. You can add both cataloged and non-cataloged parts, and you can add items from an existing requisition. You can also create new parts to add to purchase orders and edit a part description if the part has not been used in other parts of the system.
You can only add part details to a purchase order if the purchase order header status
is Unfinished. You can only update part details if the part line status is Unfinished.
The Edit Parts Description pop-up window is only available for parts with N class designation. These are new parts created on the selected screen; parts which can have their description changed. However, when the description is changed the part is no longer accessible in the Edit Parts Description pop-up for editing.
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Select Purchasing > Purchase Orders.
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Select the purchase order for which to add part details, and then click the Parts tab.
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Click Add Part Line.
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Specify this information:
Requisition-Line - Specify the requisition and line number from which to add the part(s) to the purchase order. If you select a Requisition-Line, the system populates and overwrites these fields from the requisition: Due Date, Requested Qty., Part, Description, Part Org., Supp. Catalog Reference, Requested Qty. (UOM), Price, Work Order-Activity, Cost Code, Inspection, Line Type, and Assigned Qty.
If the selected Requisition-Line contains parts related to a multiple equipment work order, then the system populates
Work Order-Activity, Equipment, Equipment Org., and Related Work Order from the requisition/line.
Part - Specify the part to add to the purchase order. If the part is cataloged, the system automatically populates the part description, Purchase Qty. (UOP), Requested Qty. (UOM), Price, Qty. per UOP, Contract Discount, Part Line Subtotal, Total Tax Amount, Total Extra Charges/Discounts, and Part Line Total.
The Assigned Qty. for a core tracked part is equal to the number of parts for which repair details
are assigned for the requisition line.
The system performs a search to find an approved contract for the selected part. If an approved contract is found, the system populates Contract with the contract that was found.
The system searches for an approved contract for the selected PO header supplier, store, and currency.
Type - Select the type of materials to order.
Line - Specify the line number of the purchase order.
Purchase Qty. (UOP) - Specify the amount and UOP in which the supplier provides the part.
Requested Qty. (UOM) - Specify the amount in which you receive the part to stock. The system automatically populates the UOM.
Price - Specify the price of a single part and the currency you use to purchase the part in the adjacent field.
Work Order-Activity - Specify the work order and activity if you are ordering this item for a work order activity. When you select a Work Order–Activity, the system automatically populates Type with Direct Materials and populates Equipment from the work order, and it is protected.
If the selected Work Order–Activity is a multiple equipment work order, the system enables Equipment, and it is required.
Equipment - Specify the equipment associated with the purchase order if you have not entered a Work Order–Activity and want to associate an equipment record with the purchase order. The system populates Type with Direct Materials.
Choose one of these if the work order is a multiple equipment work order:
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Specify a specific equipment to which to distribute the cost of the part.
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Specify All Equipment to evenly distribute the cost of the part to each equipment record on the work order.
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Specify WO Header Equipment to distribute the cost of the part to the equipment on the work order header only.
If the selected Part is tracked by asset, then the system clears Equipment, Equipment Org., and Related Work Order because you cannot distribute a part tracked by asset across multiple equipment.
Delivery Address - Specify the address to which to deliver the part.
Tax Code - Specify any additional taxes to apply to the part line as necessary.
Status - Select the status of the part line.
The system does not move core tracked parts for which there are repair detail assignments
from Core Qty. to Qty. at Supplier until the Status of the purchase order header is Approved, regardless of the status of the part line.
Condition - Specify the condition if the part is a condition tracked parent part. If the selected part is a condition tracked child part, the system will automatically populate Condition.
Qty. per UOP - Specify the conversion factor.
For example, if the supplier's UOM for the part is a case of 12 parts but your UOM
for the part is each, Purchase Qty. (UOP) will be 1 for one case, but Requested Qty. (UOM) will be 12 (1 case = 12 parts). If you enter 2 for the Purchase Qty. (UOP), the system uses Qty. per UOP to update the Requested Qty. to 24.
Due Date - Specify the expected arrival date of the items.
Package Tracking Number - Specify the unique number by which to track the delivery of the shipment for the purchase order.
Track by Asset - The system displays whether or not the part is tracked as an asset.
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Click Submit. A new line number is created for each new part line added. If you wish to update a line number, use Screen Designer to display Line and then manually enter a new part line.
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If you have a preset monetary limit established for purchase orders, the system will not allow you to save any amount greater than this limit. If MOS is set to YES, the limit is determined on the Organizations page of the Users form. If MOS is set to NO, the limit is determined on the Users form.
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To select multiple parts, click Select Parts.
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To select multiple supplier catalog parts, click Select Supp. Catalog Parts.
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To enter extra charges or discounts for the part, click Extra Charges/Discounts.
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To add parts to the purchase order, click Add Parts (iProcure items).
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To update iProcure items in the parts catalog, click Update iProcure Items.
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To view iProcure sync errors, click View iProcure Sync Errors.
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To select a substitute part for the purchase order, click Select Substitute Part.
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Click Submit.
To edit a part description, click Edit Parts Description and specify the new part description, then click Submit.