General order information is recorded in detail under the Other tab in the Purchase Order window.
The Description field is used to enter general slip information.
The Document Tracking Number and the Customer Order Number of purchase order is entered under the Other Codes heading.
The Transaction Currency field is used to specify how the transaction currency exchange rate information related to lines will be transferred if the order slips are transferred into invoices. The default value is specified by "Update TC Exchange Rate in Dispatch/Order Transfer: Yes/No" parameter in Purchase Management Trading Parameters. The field contains the following options:
- Use as is
- Update exchange rate
When “Use as is” is selected, the Transaction Currency information of the lines is directly transferred into the invoices. When Update Exchange Rate is selected, the transaction currency exchange rate information is updated by processing the exchange rate information at the invoice date.
The Pricing Currency field is used to specify how the pricing currency exchange rate information related to lines will be transferred if the order slips are transferred into invoices. The options are:
- Use as is
- Update Exchange Rate
When “Use as is” is selected, the Pricing Currency information of the lines is directly transferred into the dispatches and invoices. When Update Exchange Rate is selected, the pricing currency exchange rate information is updated by processing the exchange rate information at the invoice date.
Invoice Address: The shipment and billing addresses can be different. In case the billing address is different, it is selected under the Invoice Address section. The Code and Description fields list the invoices addresses that are recorded for the AR/AP of the Purchase Invoice. Select the related address.
Invoice addresses are recorded using the Accounts Receivable / Payable browser > Related Records menu > Invoice Addresses option in Finance module.
The Deduction Rate field is used to specify the deduction rate for the order. The numerator and denominator default values are entered in System Settings module > Purchase Management Default Values and Parameters.
In order to apply deduction on purchase transactions, transaction amount and calculated VAT total must exceed the price limit determined by the government. This limit is recorded in Deduction Limits window accessed by System Settings module > Definitions menu.
Shipment Info
Ship To | This field is used to specify the AR/AP to which the delivery will be made. The Code and Description fields list the existing suppliers and the related record is selected. |
Shipment Address | This field is used to designate the shipment address. The Code and Description fields list the shipment addresses that are recorded for the AR/AP of the Purchase Order. Select the related address. Shipment addresses are recorded using the Accounts Receivable / Payable browser > Related Records menu > Shipment Addresses option in Finance module.
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Use shipment address as billing address | If it is required to use the shipment address as the billing address, this box is checked. If it is checked, the shipment address is automatically transferred to the Invoice Address section located under the Other tab. |
Delivery Type | This field is used to designate the order delivery method. It lists the existing delivery types. Select the related type in Delivery Types list. Delivery types are defined in j-Guar System Administration. |
Shipping Agent | This field is used to designate the shipping agent. It lists the existing shipping agents. Select the related definition in Shipping Agents list. |
Transport Type | This field is used to designate the transport type. It lists the existing transport types. Select the related type in Transport Types list. |
Shipment quantity information of the purchase order materials and services are accessed via the Shipment Info option located on the right click menu of the relevant line. However, Shipment transactions must be generated first. In order to do so, the "Generate Shipment Transactions" option located under the Operations menu in the relevant order slip is used.
Shipment Address Code | Indicates the shipment address. Shipment address specified in Shipment Info tab is transferred automatically and can be changed if required. |
Shipment Address Description | Indicates the shipment address definition name or description. The description info is transferred automatically when the shipment address code is specified. The existing AR/AP records are listed and the relevant record is selected. |
Quantity | Indicates the quantity information specified on the order slip. Order transaction quantity cannot exceed the total order quantity. Otherwise the application will give a warning accordingly. |
Delivery Type | Indicates the type of order shipment. The existing delivery types are listed and the relevant type is selected. Delivery types are defined In the System Administration. |
Shipping Agent | Indicates the shipping company who will perform the shipment. The existing shipping agents are listed and the relevant one is selected. |
Transport Type | Indicates the type of transport for the shipment. The existing transport types are listed, and the relevant type is selected. The transport types are defined in the System Settings module. |
The fields under the Shipment Transactions title list transactions by shipment address.
Shipment quantity totals must always be equal to the transaction quantity; therefore, the transaction is not recorded if they are not equal.
The fields on the Shipment Transactions section and their contents are:
Date: The contract date is displayed as default. This data can be changed if necessary.
Quantity: Indicates the quantity to be delivered. Cannot exceed the quantity defined for the related material + shipment address. For example, if the shipment addresses tab indicates that 30 pieces of material x will be delivered to shipment address y, the quantity total of lines entered on the Shipment Transactions list cannot exceed 30.
Order Quantity: Indicates the material/service order quantity.
Delivered Quantity: Indicates the delivered quantity.
Remaining Quantity: Indicates the undelivered quantity.
Notes
Notes field is used to enter general order information.
Totals
The total and exchange rate information of order slip totals in reporting and transaction currency is entered through the Totals section.
The Totals section consists of the following fields.
- Reporting Currency
- Transaction Currency
- Code Entry
Reporting Currency: This option is used to record the total and exchange rate information of the slip totals in reporting currency. The amount calculated processing the value read from the Daily Exchange Rates table and the slip total is automatically inserted into the Total field. If a different exchange rate will be applied to the transaction, the reporting currency exchange rate can be changed.
Transaction Currency This field is used to record dispatch transaction currency information. The transaction currency is entered on the type field or selected from the currency types list. Transaction currency total amount information calculated by processing the exchange rate for the local currency on the daily exchange rate table and the invoice total amount is displayed automatically. If the transaction will be recorded with a different currency, a new currency value is entered or selected from the Daily Exchange Rates table.
Code Entry: The Code Entry field is used if the transactions processed on the slip lines will be recorded with a barcode reader. The Quantity field is used to specify the number of materials to be entered. The Barcode field is used to enter the barcode of the material to be ordered.
Barcode Info
The application supports the use of barcode in material input and output transactions. If barcode info is being used, material code will not be necessary. Material selection is made by the barcode reader.
If information of the relevant materials processed on slip lines will be recorded by barcode reader, Barcode option located under the Code Entry tab is used.
After the quantity is specified and the barcode is read, the code and description of the relevant material are transferred to the Code and Description fields. The quantity changes after each barcode entry for the same material.
Customer/Supplier Code Entry
Materials processed on the slip/invoice lines can also be selected by the Customer or Supplier code. By using this code in slip/invoice lines, users can easily access to the relevant material record. The material's customer/supplier code is entered by using the Customers/Suppliers option in the Attached Records menu of Materials browser.
In order to save transaction using Customer/Supplier Code in purchase slips and invoices, you can use Customer / Supplier Code option located under the Code Entry tab. The quantity field is used to specify the transaction quantity, and the code field is used to enter the Customer/Supplier code. The code and description of the relevant material are transferred to the slip lines.
Vendor Code
Materials which are processed in line can be selected using Vendor Code. User can easily access to the relevant material definition by using this vendor code in slip/invoice lines. Material's vendor code is entered using Vendor Code option located in General Info tab of Material definition card.
In order to save transaction using Vendor Code in Purchase slip and invoices, you can use Vendor Code option located under the Code Entry tab. The code, description of the material having this Vendor Code is transferred to the slip/invoice lines.