The Items grid contains a list of the items ordered and allows users to complete an order or retire a part.
A sample of the grid appears below. Sort records in the grid by clicking on the headings. An up or down arrow (highlighted in orange below) will appear signifying ascending or descending order.
Double-click on an existing record to open it
Right-click on an existing record to get a menu with options to View Record, Add Record, Add Multiple Items, Edit Record, Populate Quantity, Delete Record, Complete with Default Location, Complete w/o Default Locations, Partial with Default Locations, Partial, or Retire Part Item.
Add Multiple Items - Allows users to add more than one item to the grid.
Populate Quantity - Allows users to quickly populate the Vendor Units field on one or more items records.
Complete with Default Location - Creates a PO receipt stating that the parts were received and stored in their default location.
Complete w/o Default Locations - Creates a PO receipt stating that the parts were received but doesn't specify the location. This must be done manually.
Partial with Default Location - Creates a PO receipt stating that some of the parts were received and stored in their default location. The number of parts must be added to the receipt.
Partial - Creates a PO receipt stating that some of the parts were received but doesn't specify the location. The number of parts and storage location must be added to the receipt.
Retire Part Item - Allows users to cancel ordering a part on a PO. This is useful when changing vendors or discontinuing use of the part.
Right-click in the grid and select Add Record. The following window will appear:
There are three different ways that users can select a part
Enter the UPC Code. This checks the Vendors > Vendor Parts grid and looks for a part with the matching UPC Code. This then updates the Part ID and Vendor Part ID fields.
Enter the Part ID**. This checks the Vendors > Vendor Parts grid and looks for a part with the matching Part ID. This then updates the Vendor Part ID and UPC Code fields.
Enter the Vendor Part ID*. This checks the Vendors > Vendor Parts grid and looks for a part with the matching VendorPart ID. This then updates the Part ID and UPC Code fields.
* Which of these lookups is available is controlled by the Make Vendor Part No the Default for Part Lookup integration option is set in the Work Options module. If the Integration is set to Yes the Vendor Part ID is the default lookup. If it is set to No the Part ID is the default.
* If the vendor listed in the PO is is marked as Restricted, then only the parts associated with that vendor (via the Vendors module) will be available in the Part ID pick list.
Enter the vendor order information: units, price, etc. These are the order specs as described by the vendor.
Enter the part units and cost information. These fields differentiate the agencies part quantity/packaging and unit cost from the vendor's.
Right-click on the parts and select Complete with Default Location. The following window will appear:
Enter the Date the shipment was received. A reference number is auto-assigned for tracking purposes; however, this can be modified.
Enter any comments in the grid.
Click .
A receipt is created on the PO Receipts tab in the PO Receipt Dates grid. This records the Date that the PO was partially fulfilled.
A related record is created in the PO Receipt Details grid. This records the number of assets received and the item's default location.
The PO Receipt Details record must be edited and updated with quantity received (Vendor Quantity) and the warehouse and location where the parts were stored.
How To Record a Complete Shipment with Default Location
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to retire the part.