The Business Edge has a feature called Purchase Order Quick Edit which enables Users to quickly make changes to a PO when a confirmation is received from a Vendor or enter quantities received from a Packing List for faster receiving.
Updating PO Lines from a Vendor Confirmation
When a confirmation is received it is common for there to be changes to the Quantities, Prices and or Dates. Drilling into individual lines in Enter & Edit PO’s is time consuming when there are a lot of line items. This feature enables Users to edit these fields very quickly.
Purchase Order Quick Edit can be found in the menu path below.
Purchase Order System
P.O. Receipt Routines
Purchase Order Quick Edit
Typically, a Confirmation number from the Vendor is received at this point, you can enter the Confirmation number in the Vendor Sales Order field for future reference. If you would like to enter a Current Promise Date here, you will have the option of copying it to all of the Detail Lines. You can then select the fields you would like to update. The Edit fields are all yes or no questions with the exception of Unit Cost and Theoretical Weight/Volume.
The options for Unit Cost are Update Both Raw and Landed, Update Raw Cost Only or Update Landed Cost Only. The most common choice would be Update Both Raw and Landed. We will cover the Weight and Volume questions below as those are typically used when entering receipt quantities.
The prompt, Include Lines without Orders would typically be set to yes, as you would want to update all lines on the PO. The style option at the bottom applies to the entry format for the fields you will be editing. The choices are Fast in PO Order or Scroll Box and Drill In. This would typically be set to Fast in PO Order, you can see the difference between the two in the following examples.
In the example below, we entered a Current Promise Date, because the Original Promise Date we had on the PO was different than what the Vendor shows on the Confirmation. Below you can see the prompt to Update Current Promise Date on Detail Lines is shown. After you chose yes to Update the Current Promise Date on the Detail Lines, the system will update all the line item dates as well as the heading. If you change the Current Promise Date field and answer No to Update Current Promise Date on Detail Lines, the Promise Date will only be updated on the heading of the Purchase Order, having no effect on the Detail Lines.
Below you can see the Current Promise Date has been updated on all of the detail lines.
In the example below, we chose the Style Fast in PO Order and only chose to update the Quantities as we did not have the correct package quantities for the selected Vendor.
When choosing Fast in PO Order Style you will see all Detail Lines along with the selected fields, in this case only the Quantities. You can type in the changes at this point for any lines needed and for the lines that do not require a change, you can simply enter past them.
The next example we chose the style Scroll Box and Drill in
When the Scroll Box and Drill in style is selected all of the Detail Lines on the Purchase Order are displayed in the classic format.
After drilling into the first detail line the field that was selected to be edited appears as shown.
The Detail Line quantity change is reflected on the first line below
Below we chose to Update Both Raw Cost and Landed Cost using the Fast in PO Order Style
Displayed below is Purchase Order #15676 which has only one detail line reflecting the current Raw and Landed Cost
Here we changed the cost to 24.58
Both Raw and Landed Cost have been updated as seen below
Entering Quantities Received from a Packing List for quicker receiving
This is a handy feature if you have a PO with many line items with partial quantities shipped. Assuming you do not need to enter Manufacturer information or random locations per line item you can use this feature.
In this example you may be editing the Packing List Quantity, Weight and or the Volume. Sometimes Vendors include weight and volume on packing lists and based on flags theoretical weight can be updated in the Master file from receipts.
The Edit options for both Edit Theoretical Product Weight and Volume are No, Yes and Only if 0. When Only if 0 is the selected option you will only be asked to change the weight or volume field for detail lines that have a weight or volume of 0, any detail lines with a value greater than 0 will be omitted from the following screen.
After updating the fields, you can now simply Receive All in your normal Receiving process. The system will receive the quantities entered as the packing List Quantities and backorder the balances. You can still edit the Quantities Received or Backordered as needed.