The Purchase Orders Detail window displays all of the Detail lines for the Order/Credit Note currently selected in the list. This window allows part processing of Orders/Credit Notes where you can select how many items from lines will be Received/Returned and/or Invoiced/Credited.

The details and buttons vary slightly according to the type of Batch selected, e.g. when Invoice Orders has been selected, this window will not have a To Receive button, and will show in that column the quantity Received.

This window is a very fast means of viewing the contents of a selected Order from the Batch and is the means by which you can manually part process an Order.

The process for Order and Credit Notes is similar with only the transaction sign being reversed (Cr/ Dr).

Settlement Discounts are excluded from the calculation of VAT when invoicing from POP Batch Detail so that VAT can be correctly calculated on the actual amount paid. See VAT on Settlement Discounts.

Available when Invoice Batch has been selected. Will complete all Detail lines for the Order so that the ordered quantity matches the Invoiced and Received/Delivered quantities, and then closes the Order. (Note: In SOP, this can only be done if all the quantities To Receive and To Invoice are the same).

Access to this function is controlled by your Security Profile settings. Available when Orders has been selected. This completes the currently selected line of the Order, the line is therefore finished and cannot be recovered. The Delivery and Invoice quantity do not have to be the same. Linked items are ignored; however, it remains on the Detail window but is flagged with a 'C'. If a line had updated Committed Cost / Sales in Costing, then the Committed Values in Costing will be reduced accordingly. If a line is completed, then it is removed from the print sequence. The print sequence is adjusted accordingly. If using Update Stock to Nominal, Close Order/Close Line in POP batch processing causes a Price adjustment transaction to be created. These Price adjustments entries are not taken into consideration in the Stock Valuation when using a valuation method of FIFO or Latest but are applied when using Weighted Average valuation.

Available when Orders has been selected, this completes the line and adds a new line to the Order containing the un-completed Quantity and the Order Quantity is reduced to match the Delivered Quantity.

Available when Orders has been selected. Will delete a line item from the Order, providing no part of the line has been Received or Invoiced. In this instance the Stock Quantities and the Order Value are both adjusted.

For each line item, the window shows:

In the list, the column headers labelled in red have special function, as follows:

If you intend to change Net values, use the To Invoice (Credit) button to empty the value fields first.

Clicking the column header sets all the To Receive (Return) quantities to match the quantity outstanding and set the same quantity in the Qty Received (Returned) box. Clicking again will empty all the To Receive (Return) quantities and the quantity in the Qty Received (Returned) box.

Clicking the column header sets all the To Invoice/Credit quantities to match the quantity outstanding and set the same quantity in the Qty Invoiced/Credited box. Clicking again will empty all the To Invoice/Credit quantities and the quantity in the Qty Invoiced/Credited box. If you intend to change Net values, use the To Invoice/Credit button to empty the value fields first.

Note: The fields and functions that are available are dependant on the selected Batch type.

Further details for the selected line item are displayed at the bottom of the list, and there is the facility to overwrite the Quantity you wish to enter as Invoiced or Received. Tabbing will move the cursor through the Qty Received, Qty Invoiced, Net and VAT fields for each Detail line in turn.

You can enter the actual Quantity Received/Returned in this field.

You can enter the actual Quantity Invoiced/Credited in this field. Changing the Qty Invoiced will only recalculate Net, if the Net field is empty. If the Qty Invoiced is set to more than the Qty Received (and quantity Ordered), you will be required to confirm this action.

Changing the Net will only calculate the VAT, if the VAT field is empty.

The Total box will always show the total value of the Detail lines ready to process, and you should ensure that this exactly matches your Purchase Invoice before selecting the OK button.

Currency values are only displayed for currency orders.

The Serial Number is only displayed if the currently selected line is for a Stock Record flagged as a Serial Number item. You must have entered or set the Qty Received/Returned before selecting the Serial Numbers for them. Clicking the button on an Order or Delivery displays the Serial Number Entry window where the Serial Numbers can be entered for each Detail line where you are receiving Serial Numbered Stock. Clicking on the button on a Credit Note displays the Serial Number Selection window where the Serial Numbers can be selected for each Detail line where you are returning Serial Numbered Stock. You can only enter the number of Serial Numbers to match the Qty Received/Returned.

Note: Serial Numbers may have been assigned when creating the Order/Credit Note, or they may have been left until now, when the Stock is being Received/Returned.

The Sub Analysis function is only displayed if the currently selected line is for a Stock Record flagged as a Sub Analysis item where the Sub Analysis value has been left empty. The function will become active when a quantity is entered in the Qty Received/Returned field. Clicking on the function will open the Sub Analysis window enabling the selection of the required Sub Analysis records. See below.

This is only displayed where multiple orders have been selected.

These are only visible if 'Recalculate currency orders when converting to invoice' is set to Revalue in Batch Detail.

This is only available if the Nominal Account for which the Purchase Order is to be posted is marked as Account for Carbon. Clicking on this button will display a Carbon Transaction pop up window to enter the details.

Note: When you batch a Purchase Order which will be analysed in a Nominal Account marked as Carbon, you can enter a Carbon Transaction while editing the purchase order in the Process Batch window; however, these carbon details will not be held in the system if you don't update the invoice for that Purchase Order.

Example:
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10 items were ordered and 8 have been Delivered and Invoiced. The remaining 2 will be shipped at a later date and at a different price.
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So the Create Line for O/S Orders function completes this line and then adds a new line to the end of the Order with the original details and a quantity of 2, but since this is a new line, all the details can now be changed. This is only possible if the Delivery quantity and Invoice quantity are the same. Linked items are ignored.
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If the Order line includes Sub Analysis or Serial Number items, these fields on the new line are left blank, all other information remains the same as on the original line.
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Whatever Price was being used on the original line, will be set in the new line, even if quantity break pricing and discounting was being used. You can change the pricing after if you wish.

When the new line is created, if the Order involves currency, then the currency values will be calculated dependant on the option selected in Purchase Order Options from the 'Recalculate currency orders when converting to invoice' selector.

Rounding differences and exchange rate differences are calculated when an Invoice is Posted or Allocated. If you change the currency Net or home Net before the line is Invoiced, then the standard rounding differences rules apply.

The Committed Costs / Sales values for the completed line are updated, and the Costing details are copied onto the new line.

A line added to the bottom of the Order is set to print last.

Clicking OK on the Order Detail window will carry out the relevant processing, and display the same selection window that is shown when processing from the main Process Batch list window.

Sub Analysis codes can be added to a detail line from within the SOP and POP Batch Detail windows.

Sub Analysis Codes may be empty if the transaction option Allow Sub Analysis field to be left empty was selected when the order was entered.

The Batch Detail window will contain a Sub Analysis function when the currently selected line of the order is for a Sub Analysis Stock Record item where the Sub Analysis value has been left empty.

The function will become active when a quantity is entered in the Qty Received/Returned field.

Clicking on the function will open the Sub Analysis window enabling the selection of the required Sub Analysis records.

The Orders batch, Deliver Orders batch and Credit Note batch have this facility.

Missing Sub Analysis codes can be added to Order lines from the POP Batch Detail window. It is also possible to select multiple Sub Analysis values using this method.

The Sub Analysis function on the POP Batch Detail window becomes enabled when a quantity received is entered on a detail line where the Sub Analysis has been left empty.

Clicking the function will open two windows, the Sub Analysis window which will enable you to select the required Sub Analysis and a list window which will be populated with the Sub Analysis values as they are selected.

Note:

This window contains a list of the selected Sub Analysis codes and the quantities for each.

Click OK when the list is complete.

You cannot select a Sub Analysis more than once. If you wish to increase the quantity of a Sub Analysis that is already in the list, you must delete the existing line and re-select that Sub Analysis entering the increased quantity.

Note:

When the Sub Analysis is added to the Detail line, the System Option ' Use Main Cost' will be checked: