VIEW ITEM PURCHASING INFORMATION

Use this inquiry application to view information on purchase order items. This screen is non-modifiable; use the Manage Purchase Orders screen to locate and maintain purchase order information.

Enter the Item, Misc Type, Commodity, Manufacturer Part, Vendor Part or Industry Class, and click to populate the table window.

You can also access this screen in Costpoint Procurement Planning and Materials Estimating.

Location

Item

Enter, or click to select, an item ID or the beginning of an Item ID for which information is required. For example, if you enter A and execute with the Contains option selected, the table window will populate with all purchase order IDs that contain parts, goods, and services that contain A. The item description displays on the field on the right of the Rev field.

Rev

Enter, or click to select, the revision and description of the item. If the Allow Multiple Revisions For Each Item check box is selected in the Corporate Settings subtask of the Configure Product Definition Settings screen in Costpoint Product Definition, you can retrieve multiple revisions of the same item.

Misc Type

Enter, or click to select, a miscellaneous charge type on which information is required. The description displays once a charge type is selected. You can make an entry in this field in place of Item. Establish miscellaneous charge types in the Manage Line Charge Types screen.

U/M

This field displays the item unit of measure.

Commodity

Enter, or click to select, a specific commodity code and description on which to search.

Manufacturer Part

Enter, or click to select, the manufacturer part number for which PO item information is required.

Vendor Part

Enter, or click to select, the vendor part number for which PO item information is required.

You can make entries in the Manufacturer Part and Vendor Part fields in place of an Item. You can enter manufacturer and vendor part information in a number of Costpoint Materials applications, including the Manage Alternate Parts screen in Product Definition, RFQs, Quotes and Requisitions in Procurement Planning, and purchase orders in Purchasing.

Industry Class

Enter, or click to select, the industry classification code for which PO lines are to be viewed. Industry Classifications are maintained in the Purchasing Controls menu and in the Product Definition Controls menu in Costpoint Product Definition, and can also be assigned in the Classifications subtask of the Manage Vendors screen in Costpoint Purchasing, Procurement Planning, and Accounts Payable.

Include PO Line Status

Pending

Select this check box to view purchase order (PO) lines with the status of Pending. This status means that the line is pending approval and cannot be received or invoiced against until it changes to Open status.

Open

Select this check box to view PO lines with the status of Open. This status means that the line is open and ready for receipts and invoices to be entered against it.

System Closed

Select this check box to view PO lines with the status of System Closed. This status is set by Costpoint.

Closed

Select this check box to view PO lines with the status of Closed. This status means that the line has been manually closed short and no further processing will occur.

Void

Select this check box to view PO lines with the status of Void. This status means that the line has been voided and no processing will occur. There have not been any receipts entered. This allows Costpoint to show that an item was ordered but was later canceled.

Item ID/Description Selection Criteria

Select one of the selection criteria for item ID. The options are:

• Exact Match

• Begins With

• Ends With

• Contains

Table Window

Order Date

This column displays the date of the purchase order.

PO

This column displays the PO ID.

Release

This column displays the release number of the release order made against a blanket order.

Line

This column displays the line number of the purchase order.

Resource Exists

This check box indicates that resources have been specified in the Resources subtask for a line.  This check box is disabled and is only selected if there are one or more rows in the Resources subtask for the requisition line.

Change Order

This column displays the change order if the purchase order had a change order created on the Create Purchase Order Change Orders screen. The last change order number is displayed.

PO Type

This column displays the type of order. The system-defined types are:

• Blanket Order

• Purchase Order

• Release Order

• Subcontract Retainage PO

• GFM/GFE Order

• Subcontractor Agreement

• Subcontractor Agreement Blanket

• Subcontractor Agreement Release

Vendor Name

This column displays the vendor name for this order.

Subcontract

This field displays the name of the subcontract associated with the PO. This also displays as a hyperlink to access the subcontract record on the Manage Subcontracts screen.

The Subcontract field is available only to users who are licensed for CRM & Contracts.

Buyer

This column displays the buyer ID assigned to this order.

Item

This column displays the item ID.

Rev

This column displays the item revision.

Description

This column displays the description of the item.

Delivery Schedule Exists

If selected, this check box indicates that there are multiple delivery schedules that exist for the PO line. This check box is cleared and disabled for new lines.

Misc Type

This column displays the miscellaneous charge type.

Part Security

This field is enabled only if the item on the PO line is subject to data security restrictions, as defined in the International Traffic in Arms Regulations (ITAR) or the Export Administration Regulations (EAR).

If enabled, this field displays one of the following values to indicate whether the item you are accessing is subject to part data security restrictions and whether you have the necessary authorization to access information for that item:

• Unrestricted - The item is not subject to data security restrictions.

• Restricted - The item is subject to data security restrictions and that you are authorized to access detailed part information.

• ***UNAUTHORIZED*** - The item art is subject to data security restrictions and you are not authorized to access or view part information. This value is displayed in red background color.

If you are unauthorized to access parts or revisions that are subject to data security restrictions, then you will not be able to create or edit PO lines for that restricted part/revision. In addition, you will not be able to view Line Documents, Substitute Parts, and Manufacturer/Vendor part information for those restricted items.

PO Line Status

This column displays the status of the PO. The status can be one of the following:

• Pending

• Open

• Void

• Closed

• System Closed

Order U/M

This column displays the order unit of measure of the item.

Open Quantity

This column displays the quantity open. Open quantity is order quantity less the received quantity plus the rejected-replacement quantity.

Order Quantity

This column displays the quantity ordered.

Received Quantity

This column displays the quantity received. You can enter received quantities on the Manage Purchase Order Receipts screen in Costpoint Receiving. The received quantity decreases the Open Quantity amount for the PO line.

Accepted Quantity

This column displays the quantity accepted from the Manage Purchase Order Receipts screen (or the Manage Quality Control Inspections screen if QC inspections are required for the PO line) in Costpoint Receiving.

Vouchered Quantity

This column displays the quantity accepted from the Manage Purchase Order Receipts screen (or the Manage Quality Control Inspections screen if QC inspections are required for the PO line) in Costpoint Receiving.

To G/L Quantity

This column displays the quantity accepted from the Manage Purchase Order Receipts screen (or the Manage Quality Control Inspections screen if QC inspections are required for the PO line) in Costpoint Receiving.

Rejected Quantity

This column displays the quantity rejected from the Manage Purchase Order Receipts screen (or the  screen if QC inspections are required for the PO line) in Costpoint Receiving.Manage Quality Control Inspections

Due Date

This column displays the date the item is due.

Trans Currency

This column displays the transaction currency for the purchase order. The invoice for these materials will be in this transaction currency.

Net Unit Cost

This column displays the net unit cost of the item in the purchase order.

Func Currency Net Unit Cost

This column displays the net unit cost of the item in the functional currency for this purchase order. This is the cost of one unit of the item after the volume discounts have been applied. Functional currency is used to initialize Costpoint and is the currency in which your financial statements are prepared.

Gross Unit Cost

This column displays the gross unit cost before any discount is applied.

Manufacturer Part

This column displays the manufacturer part number.

Mfg Rev

This column displays the revision number of the manufacturer part.

Vendor Part

This column displays the vendor part number.

Vend Rev

This column displays the revision number of the vendor part.

Commodity

This column displays the commodity code of the item.

Active

This field displays Y (Yes) if the Active check box is selected for the item on the Manage Parts screen (for standard parts), Manage Services screen (for service items), or Manage Goods screen (for goods) in Costpoint Product Definition. If the Active check box is not selected for the item, this field displays N (No). This field will be hidden for miscellaneous line types.

Item Type

This column displays the P it the item is a standard part, S if the item is a service, or G if the item is a good. This field is hidden for miscellaneous line types.

Prod Class

This column displays the item's product class that is assigned on the Manage Parts screen (for standard parts), Manage Services screen (for service items), or Manage Goods screen (for goods) in Costpoint Product Definition. This field is hidden for miscellaneous line types.

Planner

If the item is a standard part, this column displays the planner ID assigned to the part on the Manage Parts screen in Costpoint Product Definition. This field is hidden for miscellaneous line types.

Make/Buy

If the item is a standard part, this column displays Make if the part is made, or Buy if the part is bought. The value that displays in this field is assigned in the Make/Buy drop-down list in Costpoint Product Definition. If the item is a Service or Good, this field displays as Buy. This field is hidden for miscellaneous line types.

Planner

This column displays the planner ID of the item for this purchase order line.

Deliver To

This column displays the deliver to information of the item for this purchase order line.

Warehouse

This column displays the warehouse ID of the item for this purchase order line.

Ship ID

This column displays the shipping ID of the item for the for this purchase order line.

Industry Class

This column displays the industry classification code of the item for this purchase order line, if applicable.

Discount

This column displays the discount.

Vendor Size

This column displays the business size of the vendor for this purchase order line, if applicable.

Vendor

This column displays the vendor ID for the selected PO.

Vendor Ext

This column displays the vendor extension which is used to identify different vendors with the same vendor name.

Line 1 Address

This column displays line one of the address code.

Line 2 Address

This column displays line two of the address code.

Line 3 Address

This column displays line three of the address code.

City

This column displays the city name of the vendor address.

State

This column displays the state/province name of the vendor address.

Postal Code

This column displays the postal code of the vendor address.

Country

This column displays the country name of the vendor address.

Phone

This column displays the primary telephone number of the vendor contact.

Fax

This column displays the facsimile number of the vendor contact.

Other Phone

This column displays the secondary telephone number of the vendor contact.

Order Amount

This column displays the amount ordered.

Received Amount

This column displays the amount received.

Accepted Amount

This column displays the amount accepted.

Rejected Amount

This column displays the amount rejected.

Vouchered Amount

This column displays the amount vouchered.

To G/L Amount

This column displays the amount posted to the general ledger.

Inv Abbrev

This column displays the inventory abbreviation to which this purchase order line is assigned.

Inv Abbrev Name

This column displays the inventory abbreviation name.

Header Expediting Notes

This column displays expediting notes associated with the PO header.

Line Expediting Notes

This column displays expediting notes associated with the PO line.

Line Notes

This column displays the notes associated with the PO line.

Vendor Approval Status

This column displays the vendor's approval code which can be one of the following:

• APPROVED

• NOT APPROVED

• PENDING  

US Citizenship Reqd

This column displays whether the resource requires US citizenship.

ITAR Authorization Reqd

This column displays whether the resource must be authorized for International Traffic in Arms Regulations (ITAR).

Security Clearance System ID

This column displays the security clearance required for the resources associated with this purchase order.

Security Clearance Description

This column displays the security clearance that the resource associated with the purchase order line needs to have.

Security Clearance Level

This column displays the level of the security clearance that the resource associated with the purchase order line needs to have.

Issuing Agency

This column displays the name of the agency that issued the security clearance.

SCI

This column displays whether the security clearance that the resource associated with the purchase order line has been cleared for sensitive compartmented information (SCI).

SAP

This column displays whether the security clearance that the resource associated with the purchase order line has to be cleared for special access program (SAP).

Print Prime Contract Number/DPAS Rating

This check box defaults to the value of the same check box on the PO line of Manage Purchase Orders.

DPAS Rating

This field defaults to the project’s DPAS rating in the PO line child transaction window (CTW). For PO lines with multiple account distribution, the DPAS rating in the PO lines displays all the DPAS ratings from the PO Line Accounts subtask.

Subtasks