The Items grid lists the items bought through the Purchase Order and allows users to complete an order or retire a part.
A sample of the Items grid appears below. Sort records in the grid by clicking on the headings. An up or down arrow (highlighted in orange below) indicates whether data appear in ascending or descending order.
Double-click on an existing record to open it.
Right-click on an existing record for 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 - Enables users to add more than one item to the grid at a time.
Populate Quantity - Enables 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 does not specify the location in which they are stored. The user must enter the location manually.
Partial with Default Location - Creates a PO receipt stating that some of the parts were received and stored in their default location. The user must add the number of parts to the receipt.
Partial - Creates a PO receipt stating that some of the parts were received; however, the receipt doesn't specify the location in which they are stored. The user must add the number of parts and storage location to the receipt.
Retire Part Item - Enables 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 appears:
Select a Part using one of these methods:
Enter the UPC Code - The system checks the Vendors > Vendor Parts grid for a part with the matching UPC Code. When it finds one, the system completes the Part ID and Vendor Part ID fields.
Enter the Part ID** - The system checks the Vendors > Vendor Parts grid for a part with the matching Part ID. When it finds one, the system completes the Vendor Part ID and UPC Code fields.
Enter the Vendor Part ID* - The system checks the Vendors > Vendor Parts grid for a part with the matching VendorPart ID. When it finds one, the system completes the Part ID and UPC Code fields.
* The look-up method available is controlled by the integration option set in the Work Options module. If the Make Vendor Part No. the Default for Part Lookup option is set to Yes, the Vendor Part ID is the default look-up criterion. If it is set to No, the Part ID is the default criterion.
* If the Vendor listed in the PO is is marked as Restricted, then, only the parts associated with that vendor (via the Vendors module) are available in the Part ID pick list.
Enter the vendor order information: units, price, etc. These are the order specs as indicated by the vendor.
Enter the agency's part units and cost information. These fields differentiate the agency's part quantity/packaging and unit cost from those of the vendor.
Right-click on the Parts and select Complete with Default Location. The following window appears:
Enter the Date the shipment was received. The system automatically assigns a reference number for tracking purposes; however, this number 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 receipt records the date that the PO was fulfilled.
A related record is created in the PO Receipt Details grid. This receipt records the number of assets received and the item's default location.
Right-click on the Parts and select Complete w/o Default Location. The following window appears:
Enter the Date the shipment was received. The system automatically assigns a Reference No. for tracking purposes; however, this number 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 receipt records the date that the PO was fulfilled.
A related record is created in the PO Receipt Details grid. This receipt records the number of assets received.
After completing this you must select the new record in the PO Receipts Details grid.
Edit the PO Receipt Details record and update the Warehouse and Location where the parts were stored.
Right-click on the Parts and select Complete with Default Location. The following window appears:
Enter the Date the shipment was received. The system automatically assigns a reference number for tracking purposes; however, this number 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 receipt records the Date that the PO was partially fulfilled.
A related record is created in the PO Receipt Details grid. This receipt records the number of assets received and the item's default location.
After completing this you must select the new record in the PO Receipts Details grid.
Edit the PO Receipt Details record and update the 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. The order status will change to Complete whether or not the actual shipment was received in full.