Go to Purchase ➔ Entries ➔ Purchase orders, and click Open upon selecting the purchase order and or click New to create new purchase order. In the purchase order entry screen, click Conditions.
This document provides the information on how to specify payment conditions for existing or new purchase orders. It is also possible to register prepayments, and specify the purchase order data, analytical grouping, and freight data.
A list of options appears if you click in the Currency box, Payment condition box and other boxes. From the list, make your selection and click Select.
By default, the currency which is defined at the creditor’s maintenance by selecting the relevant creditor at Finance ➔ Accounts payable ➔ Maintain, under the Financial tab, is displayed. However, you can type or select another currency to be used for the payment term of the purchase order.
Note: You can create currencies at System ➔ General ➔ Countries ➔ Currencies.
The payment condition is defined at the creditor’s maintenance. Select the relevant creditor at Finance ➔ Accounts payable ➔ Maintain, and then select the Financial tab. The option selected here is displayed as the default payment condition. You may type or select a different payment condition that will be used as the payment term of the purchase order.
Note: You can create payment conditions at: System ➔ General ➔ Countries ➔ Payment conditions.
Click this to register prepayments after the purchase order has been processed. For detailed information on prepayments for purchase order, see Creating prepayments for purchase orders .
Click this to create new payment term for the purchase order. For detailed information on how to add payment terms, see Creating and modifying payment terms for purchase orders . By default, the payment term based on the selected Payment condition is displayed.
Click this to edit the existing payment term for the purchase order. For detailed information on how to edit payment terms, see Creating and modifying payment terms for purchase orders .
Click this to delete the existing payment term for the purchase order.
Note: You can only delete the payment term when there is more than one payment term for the purchase order.
Note: If the Setting: Dialog that was defined is as “Ask user”, the following occurrences will take place when you delete the payment term:
If the purchase order is authorized, a warning message “Already authorized” will be displayed. Click Continue to remove the authorization, and the purchase order can then be deleted. Click Cancel to cancel the deletion. Click E-mail to send the warning message to the relevant party via e-mail.
If the purchase order is already printed and processed, a warning message “A final print has been made of the purchase order” will be displayed. Click Continue to remove the authorization and the processed status. The purchase order can then be deleted. Click Cancel to cancel the deletion. Click E-mail to send the warning message to the relevant party via e-mail.
Type the relevant notes to the conditions of the purchase order in the Note box.
Type descriptions of each purchase order condition in the available boxes.
Type or select the extra description code for the purchase order condition. The extra description printed in the purchase order confirmation is based on the extra description code specified in the item maintenance by selecting the relevant item at Purchase ➔ Items ➔ Maintain, under the Basics tab, and clicking Extra description.
Note: The extra description is printed only if the document layout is defined at System ➔ General ➔ Settings, under Document settings for Purchase order.
Type or select the project code to link the purchase order to the selected project.
Select this check box to to display this information in the purchase order layout.
Type or select an Incoterm to display this information in the purchase order layout.
Type or select an Incoterm code to display this information in the purchase order layout. This is enabled only if an Incoterm is typed or selected at Incoterm.
Note: Confirm prices, Acknowledge order, Incoterm, and Incoterm code will be displayed as default values if they have been defined in the Financial tab of Accounts Payable Maintenance.
Type or select the cost center for the purchase order. By default, the cost center of the resource specified at the purchase order header is displayed.
Note: If you change the Cost center field at the Purchase order conditions screen, it will not affect the Cost center of the linked project.
Type or select the selection code for the purchase order.
Type the customer code for the purchase order. This is used as an extra field for entering reference codes.
Click this to type additional information for the purchase order condition for the purpose of analytical grouping.
Type the gross weight of the item(s) that will be shipped to the warehouse.
Type the net weight of the item(s) that will be shipped to the warehouse.
Type the number of packages or item(s) in the purchase orders that will be shipped to the warehouse.
Type the number of routes to be taken to ship the item to the warehouse.
Click this to exit.