The purchase order ID number, containing up to 10 alphanumeric characters, is the unique identifier for this purchase order. It is used throughout the entire Costpoint system to reference this purchase order. The purchase order ID number can be assigned in three different ways, based on the PO numbering method established in the Configure Purchasing Settings screen:

• If you selected the System option in the Configure Purchasing Settings screen, Costpoint numbers the purchase orders and increments the Last System PO Number in the Configure Purchasing Settings screen by one. You can skip this field when adding a purchase order. When all data is entered and the record saved, Costpoint displays the next available number and displays it in the Purchase Order ID field.
• If you selected the Manual option in the Configure Purchasing Settings screen, Costpoint requires you to enter a purchase order ID number before saving the record. Costpoint does not store the last number used, so you must track the purchase order numbers on your own log.
• If you selected the Buyer option in the Configure Purchasing Settings screen, Costpoint numbers the purchase orders based on the Buyer. Costpoint increments the Last PO Number field in the Buyer PO Auto-Numbering group box in the Manage Buyers screen by one. You can skip this field when adding a purchase order. Once all data has been entered and the record saved, Costpoint assigns the next available number, which is displayed in the Purchase Order ID field.

Even if you have selected the System or Buyer numbering method on the Configure Purchasing Settings screen, you can enter a purchase order number manually. If the number entered is the next number in the numbering sequence, Costpoint updates the Last System PO Number field in the PO Settings screen. If it is not the next number, Costpoint allows it to be used, provided that it is unique, but does not update the Last System PO Number field.

If you are querying a blanket purchase order release, the release number is displayed here. If this is a purchase order, the default value is zero. This is a display-only field.

If you are querying a purchase order that has had a change order created in the Create Purchase Order Change Orders screen, this field displays the last change order number; otherwise, the default is zero.

Click the change order to view the record in View Purchase Orders Change Orders.

Select the type of purchase order from the drop-down list. The system-defined values are as follows:

• Blanket Order: This is a blanket order, which will have releases issued against it.
• GFM/GFE Order: This is a Government Furnished Material (GFM) or a Government Furnished Equipment (GFE) order. This purchase order type is not subject to discounts or taxes and is excluded from commitments.
• Purchase Order: This is a normal purchase order. This is the default for new purchase orders.
• Release Order: This is a blanket order release that is being queried. This value cannot be modified.
• Subcontract Retainage PO: This is a subcontract retainage purchase order. Only service items and miscellaneous lines (that is, S and M line types) can be entered in the table window, where quantities, units of measures and unit costs cannot be specified. This field cannot be modified if Update Status transactions have been entered against the subcontract PO (on the Update Subcontract Purchase Order Status screen), or if a voucher has been created for it.
• Subcontractor Agreement: This is a subcontractor agreement order. If this PO type is selected, all Security Requirement fields are enabled.
• Subcontractor Agreement Blanket: This is a subcontractor agreement blanket order. If this PO type is selected, all Security Requirement fields are enabled.
• Subcontractor Agreement Release: This is a subcontractor agreement release order. If this PO type is selected, all Security Requirement fields are enabled.

This field displays the International Standards Code (ISO) abbreviation of the transaction currency used for this order. The currency that is displayed by default is normally selected in the Currencies link of the Manage Vendors screen. If no default was selected for the vendor, the transaction currency is defaulted from the Configure Multicurrency Settings screen in Costpoint Administration. To override this default, use the Exchange Rates subtask to select a different transaction currency for this PO.

Click this button to create new release for the master blanket order.

Click this button to implement quantity/amount or due date changes proposed to the PO line or delivery schedule line through the supplier portal and agreed on by the supplier and buyer. If you have not created a new change order and you clicked this button, this updates all PO lines (or delivery schedule lines) that qualify, using the last proposed quantity, amount, and due date values from the PO line or PO line delivery schedule. The update is reflected in the Action field as Updated by Buyer.

If a change order is needed before implementing action changes, you need to create a change order on the Created Purchase Order Change Orders screen. You can then query the PO on the Manage Purchase Orders screen, and click the Implement Action Changes. This updates all PO lines (or delivery schedule lines) that qualify, using the last proposed quantity, amount, and due date values from the PO line or PO line delivery schedule. The update is reflected in the Action field for each PO line or delivery schedule line as Change Order - Pending Supplier Acknowledgment. In this case, the supplier needs to acknowledge the changes.

The buyer, on the other hand can still manually make the changes to the PO line (or delivery schedule line), instead of using this new option (with or without change orders) as previously allowed by the system. This change is reflected in the Action field as Updated by Buyer. The supplier can then acknowledge the change or not.

This is the system identifier of a line on the purchase order. It is a sequential number assigned by Costpoint to track the line items of the purchase order when a new line is created. Costpoint allows up to 99,999 lines on a purchase order. You can modify this field, as long as each line number is unique within the table window.

Costpoint updates this field based on the type of item that has been ordered. This field is display-only. The system-defined types are as follows:

• P: Part items
• G: Goods
• S: Services
• M: Miscellaneous items that are left blank, with only a Description provided. A Line Type and Description of M are displayed on the line after you add the appropriate Misc Type.

The line status defaults from the Status field established in the Header tab, but can be modified. Costpoint modifies the status as this purchase order line progresses through the system. The line status can be different from the status of the purchase order itself. The system-defined status types are as follows:

• Closed - This line is closed. No further processing occurs.
• Open - This line is open. You may enter receipts and invoices against it.
• Pending - This line is pending approval. You cannot enter receipts and invoices against it until you change its status to Open.
• System Closed - This line has been closed by Costpoint because it was fully received (or vouchered, if quantities are not entered).
• Void - This line has been voided, and no processing occurs. No receipts have been entered. This status allows Costpoint to show that a quantity was ordered, but later canceled.

Enter, or click to select, a valid item created in the Manage Parts, Manage Services, and Manage Goods screens. If this is an M type PO line, this field is blank.

When a valid item has been entered or selected, the latest revision, if any, is displayed in this field. If partial revisions are being used, this field may be changed to an earlier revision.

The description of the item entered is displayed in this field. If you have selected any of the check boxes in the Allow Modifications to Description on PO/Requisition Lines group box in the Configure Product Definition Settings screen in Costpoint Materials, you can modify the item description. The description can contain up to 60 alphanumeric characters. If you modify the description, it does not update the item description on the Manage Parts, Manage Services or Manage Goods screens in Costpoint Product Definition. If no item has been entered, you can enter a free-form description of what is being purchased.

This field is visible only if the Use Part Data Security Controls check box is selected on the Configure Product Definition Settings screen, which indicates that the item 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 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.

Enter, or click to select, a valid miscellaneous charge type. The type must already be established in the Manage Line Charge Types screen. This field is accessible only when the Item field is blank and a miscellaneous charge is being entered when the Line Type is M.

Enter, or click to select, a valid unit of measure for the item being purchased. The unit of measure from Costpoint Product Definition for the item entered defaults in this field, but can be modified. The unit of measure must already exist in the Manage Units of Measure screen. If the item is a part or good, this field is required. If the Misc Type field contains a charge type, the default unit of measure from the Manage Line Charge Types screen displays. This field cannot be populated for subcontract POs.

Enter the quantity being ordered for this line item. This field is required when the item is either a part or a good. This field cannot be populated for subcontract POs.

If the item being ordered is an inventory item, enter, or click to select the inventory abbreviation for part. Inventory abbreviation information is established in the Manage Inventory Projects screen in Costpoint Projects. This field displays account information used by Costpoint Inventory when inventory transactions are posted to the inventory journal. If you entered a valid inventory abbreviation in the Other Defaults tab and chose to have it default for all purchase order lines, this field displays that inventory abbreviation. If that default is not available, this field uses the inventory abbreviation that was entered on the View Part Inventory screen. In either case, you can enter a different abbreviation.

Once the Inv Abbrev field is populated for the PO line, the Warehouse field defaults to the Planning Warehouse ID that appears in the Manage Inventory Projects screen for this inventory project/inventory abbreviation. The Project, Account, and Organization assigned to this inventory abbreviation default to the Accounts subtask.

Enter, or click to select, the date by which the vendor is committed to supplying the items ordered. The due date is used as a basis for calculating the vendor performance.

Enter, or click to select, the date when this purchase order was placed. The Order Date from the Header tab is the default, but you can modify it when you add a new line to a new PO. If you add a new line to an existing PO, the current system date is the default. The Order Date must be less than or equal to the Due Date.

Enter, or click to select, the date by which delivery of the items ordered is desired. The desired date defaults from the Desired Date field in the Other Defaults tab and can be modified.

The original due date defaults from the due date and can be modified. This displays the original due date that was agreed upon if the due date changes.

Enter, or click to select, the date when this PO line was accepted by the supplier. PO line acknowledgment can by accomplished by:

If the PO header Acknowledgment Date exists, this value will be defaulted to the PO line Acknowledgment Date, even though supplier has not accepted it via the Supplier Portal. This applies when entering a new PO; New lines added to a previously saved PO will initially have a blank Acknowledgment Date, and can be manually entered, or automatically loaded/updated when the supplier accepts it via the portal.

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.

Enter the gross unit cost of the item being ordered. This is the cost of one unit of the item, before applying any volume discounts. Costpoint calculates the gross unit cost from the net unit cost and applicable volume discount percentage, if they have been entered. This field cannot be populated for subcontract POs.

Enter the volume discount percentage to be applied to the gross unit cost of the item being ordered. If you entered a value in the Volume Discount field in the Other Defaults tab, that value loads to this field. The default is 0.00%. Enter a 5.25% discount as 5.25. This field cannot be populated for subcontract POs.

Enter the net unit cost of the item being ordered. This is the cost of one unit of the item after any volume discounts have been applied. Costpoint calculates the net unit cost from the gross unit cost and applicable volume discount percentage, if they have been entered. This field is required when a quantity has been entered. This field cannot be populated for subcontract POs.

The extended cost amount is calculated by Costpoint when a quantity has been entered. The calculation is Net Unit Cost multiplied by Quantity. If no quantity has been entered, enter the Extended Cost manually. Use this field to enter the amount of the subcontract PO.

Select a value from the drop-down list:

• Yes: Select this if this line is sales or has Value Added Tax (VAT). This signifies that sales or VAT is calculated for the line item.
• No: Select this if this line is non-taxable.

The taxable status defaults based on the Taxable Status field in the Other Defaults tab.

Enter the sales tax or VAT rate that applies to this line. If you enter a Ship ID either for the PO line or in the Other Defaults tab, the Sales Tax/VAT Rate that is assigned to the Sales/VAT Tax code for that Ship ID loads into this field. Ship ID and Sales/Use Tax Code are assigned to vendors on the Manage Vendors screen. The Tax Rate is originally assigned to the Tax Code on the Manage Sales or Value Added Taxes screen in Costpoint Administration, but can be modified for the PO line in this field.

This column displays the total Sales Tax/VAT Amount from the Line Charges subtask.

This column displays the sales tax/VAT amount for the line if the Tax field is Y (Yes). The calculation for the Sales Tax/VAT Amount is Extended Cost multiplied by Sales Tax/VAT Rate.

The total line amount is calculated by Costpoint. The calculation is Extended Cost plus Sales Tax/VAT Amount plus the sum of any additional charges from the Line Charges subtask.

Enter the recovery percentage rate for the VAT amount on this PO line.

This the amount of VAT recovery displays in this column. This amount is calculated from the Sales Tax/VAT Amount multiplied by the Recovery Rate.

Enter, or click to select, a shipping ID that shows where the item is to be delivered. The Ship ID entered in the Other Defaults tab can be modified. This is a required field unless the PO line is an amount-only (no quantity), two-way match.

Ship IDs are assigned to vendors on the Manage Vendors screen and can be viewed in the View Ship IDs screen. You can enter a Ship ID in this field only if it exists in the View Ship IDs screen.

If the item being ordered is an inventory item, enter, or click to select, a warehouse containing up to eight alphanumeric characters. If an inventory abbreviation is entered in the Inventory Abbrev field or Accounting Defaults tab, this field defaults with the Planned Warehouse ID that appears in the Manage Inventory Projects screen for this inventory project/inventory abbreviation.

Enter the vendor's means of shipping the material ordered, up to 15 alphanumeric characters. This field defaults from the Ship Via field in the Other Defaults tab. It can be modified.

Enter the name, up to 25 alphanumeric characters, of the department or individual to whom the material is delivered. This field defaults from the Deliver To field in the Other Defaults tab and can be modified.

Select this check box to indicate that overshipments are allowed for line item.

An overshipment is a quantity or amount greater than what was ordered. Control parameters exist in Costpoint Receiving to determine whether or not overshipments are allowed. This flag defaults from the setting on the Manage Parts, Manage Services, Manage Goods, or Manage Line Charge Types screens in Costpoint Materials, depending on the type of item being ordered. This check box is clear for subcontract POs. This default can be modified.

If the Overshipments Allowed check box is selected, enter a percentage to determine the excess quantity/amount that can be received if overshipments are accepted.

Select this check box if this line is for a drop shipment. The drop ship status is based on the Drop Shipment check box in the Other Defaults tab and can be modified.

Select a value from the drop-down list. The values are:

• Yes: Select this to indicate that a Quality Control (QC) inspection is required upon receipt of the items ordered
• No: Select this to indicate that QC inspection is not required

If this field is Yes, POs and PO lines must be inspected on the Manage Quality Control Inspections screen in Costpoint Receiving. This flag is updated based on the default specified on the Parts User Flow or Part Project Data screens but can be modified . Miscellaneous items or charge types that are entered in the Misc Type field can also be established with their own QC Inspection Reqd default in the PO Line Charge Types screen. If you enter a Misc Type code, the code's QC Inspection Reqd check box value displays in this field, but can be modified.

Select a value from the drop-down list. The values are:

• Yes: Select this to indicate that a government source inspection is required
• No: Select this to indicate that a government source inspection is not required

A source inspection normally requires the vendor to obtain approval from a government inspector before any material can be shipped. This flag is updated based on the default specified on the Manage Parts screen but can be modified.

Select a value from the drop-down list. The values are:

• Yes: Select this to indicate that a certificate of conformance is required.
• No: Select this to indicate that a certificate of conformance is not required.

A certificate of conformance is a legal document issued by the vendor, which certifies that the material confirms to certain specifications and requirements. This flag is updated based on the default specified on the Manage Parts screen but can be modified.

Enter, or click to select, the ID of the requisition, up to 10 alphanumeric characters, where the item being ordered was originally requested. The requisition number defaults from the Requisition field in the Other Defaults tab and can be modified.

Enter, or click to select, the procurement type code for this line item.

Enter, or click to select, the awarded quote ID for this line item.

Enter the Contract Line Item Number (CLIN) for this purchase order line, if applicable.

Enter, or click to select, the commodity code for this line item.

Enter the military specification that applies to this item.

Enter the national stock number for this item, if applicable.

Enter, or click to select, the industry classification associated with the item on the PO line. Each line can have a different industry classification code with the same vendor. You can assign industry classifications on the Manage Vendors screen. For miscellaneous line types, this field defaults with the Misc Type code's assigned industry classification code from the Manage Line Charge Types screen, and can be modified.

The order reference type field designates whether the line item is related to a sales order or a manufacturing order in Costpoint. Enter S if the item is associated with a valid sales order, or M if the item is linked to a manufacturing order. This field defaults to N (None) for a new line. Modify this field only when an order reference number will be added to the purchase order line.

Select an order reference cost type from the drop-down list. The values are:

• Subcontract: Indicates a subcontract type cost
• Non-Subcontract: (Default) Indicates that another cost type is associated with a sales order item

Enter, or click to select, the order reference number, if applicable, containing up to 10 alphanumeric characters. The order reference number is a manufacturing order or internal sales order number. The order reference number defaults from the Order Reference field in the Other Defaults tab and can be modified. If the purchase order was created from a requisition that originated on a sales order, Costpoint displays the sales order number.

This field displays the release number, if applicable, for the order reference. You can modify this if you enter, or click to select, an order reference release number.

Enter, or click to select, the order reference line number associated with the sales order number or manufacturing order entered on the line.

If this is a blanket purchase order, this field displays the unreleased quantity.

The discount percentage is intended as a volume discount, not as a purchase or cash discount. If you do not know the discount percentage is not known, you can leave it blank. Costpoint calculates the value based on the gross unit cost and the net unit cost entered.

If this is a blanket purchase order, this field displays the unreleased amount. This field cannot be populated for subcontract POs.

Select the purchase agreement code from the drop-down list. The values are:

• Automatic
• Suggested
• Neither

Enter the minimum vendor Leadtime After Receipt Order (ARO) required to be eligible for release creation.

Enter the minimum purchase quantity for a requisition to be eligible for release creation.

Enter, or click to select, the beginning date for the time period that this purchase order is in effect. If this PO is a blanket order, releases created before this date are provided with a warning message.

Enter, or click to select, the ending date for the time period that this purchase order is in effect. If this PO is a blanket order, releases created after this date are provided with a warning message.

Select a value from the drop-down list. The values are:

• Yes: This indicates that a PO line item is eligible for the auto-voucher creation process
• No: This indicates that a PO line item is not eligible for the auto-voucher creation process

To enable auto-vouchering for subcontract POs, the Match Type must be 3-way and the Match Option must be TOTAL.

The Auto-Voucher column is disabled after the value defaults from the vendor on the Manage Vendors screen. To generate subcontract PO vouchers, you must select the Allow Auto-Vouchering for POs check box for the vendor on the Manage Vendors screen, and the Auto-Voucher flag on the PO line must be Yes.

This field displays Y (Yes) or N (No) to indicate whether receiving of the PO line is allowed in the Manage Purchase Order Vouchers. The default value depends on whether the corresponding flag in the Configure Purchase Order Voucher Settings screen allows receipts for Goods, Services Miscellaneous, and Parts line.

Select this check box if the PO line is subject to Construction Industry Scheme (CIS) withholding.

If you assign a CIS Code to the vendor on the Manage Vendors screen and that code has a withholding rate greater than zero, this column is selected; otherwise, it is clear and disabled.

If the CIS code exists and you modify the vendor, a warning message appears if the new vendor is not set up for CIS, or if the default CIS code does not have a withholding rate.

Select the value from the drop-down list. The values are:

• Amount: This selection indicates that purchase commitments should be calculated based on purchase order amount.
• Quantity: This selection indicates that purchase commitments should be calculated based on quantity.
• Excluded: This selection indicates that this purchase order line should be excluded from the commitments calculations.

Select the match type from the drop-down list. The values are:

• 2-way: This selection indicates two-way matching between the PO and invoice.
• 3-way: This selection indicates three-way matching among the PO, receipt, and invoice.

Select the match option from the drop-down list. The values are:

• INDIV: (Individual) This selection indicates that vouchers are matched against individual receipts. This selection is available to 2-way and 3-way Match Type lines.
• TOTAL: This selection indicates that vouchers are matched against the purchase order line. If the Match Type is 2, a value of TOTAL is not modifiable.

If the PO line item is a part, enter, or click to select, a manufacturer ID.

If the PO line item is a part, enter, or click to select, a manufacturer part number containing up to 30 alphanumeric characters.

Enter, or click to select, the revision number, if any, of the manufacturer part entered containing up to three alphanumeric characters.

If the PO line item is a part, enter, or click to select, a vendor part number containing up to 30 alphanumeric characters.

Enter, or click to select, the vendor revision number, if any, of the vendor part entered containing up to three alphanumeric characters.

Enter, or click to select, a planner ID.

Enter, or click to select, an operation code.

Enter, or click to select, the BOM configuration of the PO line item if you need to determine requirements for a specific configuration.

Enter any notes (up to 32,000 alphanumeric characters) for this purchase order line.

Enter additional information relevant to this purchase order. These notes will not print on the purchase order.

This check box indicates if there is a resource for the corresponding PO line. This check box is selected if one or more resources exist in the Resources subtask, otherwise this check box is cleared.

Select this check box to indicate whether or not the resource requires US citizenship.

Select this check box to indicate whether or not the resource must be authorized for International Traffic in Arms Regulations (ITAR).

Enter, or click to select, the security clearance required for the resources associated with this purchase order.

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

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

Enter the name of the agency that issued the security clearance.

Select this check box if the security clearance that the resource associated with the PO line has to be cleared for Sensitive Compartmented Information (SCI). This is disabled if the security clearance selected has no SCI selected.

Select this check box if the security clearance that the resource associated with the PO line has to be cleared for Special Access Program (SAP). This is disabled if the security clearance selected has no SAP selected.

Select the business size from the drop-down list. Valid options are:

• Large
• Small
• Non-profit
• Foreign/Other

This field defaults from the Default Size group box option assigned for this vendor in the vendor classification on the Manage Vendors screen. This field is modifiable, but if you select Create Blanket PO Release from the Action Menu, this field will be unavailable.

This check box indicates that the vendor met this classification when the PO line was created.

This check box indicates that the vendor met this classification when the PO line was created. HUBZone is a United States Small Business Administration (SBA) program for small companies that operate and employ people in Historically Underutilized Business Zones (HUBZones).

This check box indicates that the vendor met this classification when the PO line was created.

This check box indicates that the vendor met this classification when the PO line was created.

This check box indicates that the vendor met this classification when the PO line was created.

This check box indicates that the vendor met this classification when the PO line was created.

This check box indicates that the vendor met this classification when the PO line was created.

This check box indicates that the vendor met this classification when the PO line was created.

This check box indicates that the vendor met this classification when the PO line was created.

This field displays the most recent action taken on the PO line by the buyer or the supplier.

This field displays the most recent quantity change proposed by the buyer or the supplier.

This field displays the most recent amount change proposed by the buyer or the supplier.

This field displays the most recent due date change proposed by the buyer or the supplier.

Select an option from the drop-down list for the new action that you want to take for the PO line. Valid values are:

Enter the new proposed quantity for the PO line or delivery schedule line.

Enter the new proposed amount for the PO line or delivery schedule line.

Enter, or click to select, the new proposed due date for the PO line or delivery schedule line. If delivery schedule exists, this field is disabled on the PO line and enabled on the Delivery Schedule subtask.

This field displays the quantity of the item on the shipment.

This field displays the shipping ID associated with the shipment made against the PO.

This field displays the shipment date.

This field displays the company that is transporting the shipment.

This field displays any notes related to the shipment line.

This field displays the number of containers in the shipment.

Enter any action notes related to the PO line/delivery schedule line and any actions taken. If delivery schedule exists, this field is disabled on the PO line and enabled on the Delivery Schedule subtask.

Select this check box to print the prime contact number and/or DPAS rating on this PO line. If the PO total amount is greater than or equal to the DPAS Rating Print Threshold, then this check box is automatically selected and disabled for all the lines in the respective PO; otherwise, this check box defaults to the selection in Configure Purchase Order Print Options, and is editable. If the DPAS Rating Print Threshold (Func Curr) field is blank, then this check box is editable.

This field displays the DPAS rating for the PO. This rating defaults from the DPAS rating of the Project ID that is entered on the PO line. If multiple accounts with different projects and DPAS ratings exist, they will all be displayed in a comma-separated list.