Fields in a PO

The fields in a PO(Purchase Order) vary with the software that you are using, some of the fields in different ERP software's are explained below.

• The fields in each software are explained by using the required screenshots where the fields are used.

Stone Profit Systems :

• The fields in the PO of SPS are shown in the figure below where each field is explained further.

1. P.O # : 

It is the purchase order number which is generated by default according to the serial number in which the PO is created which cannot be changed. And the date is entered in the next column.

2. Supplier Job # : 

It is the supplier job number or the sale order number which is updated when the sale order is created by the supplier.

3. Status :

The status of the PO can be updated here in according to the status report of the transaction.

4. Dates :

• Required ship date is used to mention the date at which the products are needed by us.
• ETA date is the Estimated Time of Arrival of products from the supplier.
• PO expiry date is the time in which the PO gets expired within the mentioned date.

5. Delivery Type : 

The type of delivery is selected here weather the products are picked up or delivered or in  any other means.

6. Shipping Terms :

It is used to indicate the terms in which how the cost of goods of the shipped products are applied.

• Prepaid is used when the freight charges are paid by the supplier.
• Prepaid & Add is used when the charges are first paid by the supplier and added to the bill later.
• Collect is used when the charges are to be paid the buyer after collecting the goods.
• Prepaid & COD is used when the freight charges are paid by the supplier and the cash or check is collected for the payment of goods that are delivered by the supplier.
• Add & COD is used when the freight charges are added in the bill and cash is collected for the delivery of goods.
• CAD is Cash Against Documents where the supplier retains the ownership until the payment is made and the documents that specify the terms and conditions are held by the intermediate mostly by a bank agreed both by buyer and supplier.

7. Source Supplier :

The source supplier is used when the supplier is bringing the goods are products from some other supplier in that case we mention that supplier as source supplier.

8. Supplier :

The supplier section consists of the details of the supplier including the payment terms of that supplier accordingly.

9. Purchase Location :

Here we mention the location of the purchase from where the purchase has been made which specifies the address.

10. Ship To Location :

Here we mention the location where we have to ship the goods or products which will be useful when we have two different purchase and ship to location.

11. Additional Info : 

The additional info consists of details about the freight forwarder by which the shipment is done and specified dates.

• The vessel number, air bill number which is used to track, Ex factory date in which the goods are received to the factory from which the buyer has to take the goods.
• The departure port and its estimated time, Arrival port with its estimated time of arrival.

12. Notes :

• The printed notes is used when their is anything to mention in the print out of the PO.
• The internal notes are not printed on the PO its only used to view internally in the PO.

13. PO Terms :

If there is terms and conditions that you needed to mention they all are written in this section.

Consignment PO :

The fields in the consignment PO is similar to that of a normal PO.

Consignment :

The consignment is the dispatch or transfer of the goods to an agent for the purpose of sale on behalf of owner.

• Consignor is the owner who sends the goods to the agent.
• Consignee is the agent to whom the goods are sent.
• The goods sent by consignor to the consignee is consignment outward.
• The same goods will be consignment inward for the consignee.

Peachtree :

The fields in Peachtree purchase order are explained below :

1. Vendor ID :

Peachtree uses vendor for the purchases where the vendors are varied by their vendor ID's. This is used in the whole purchase cycle.

2. Remit to :

It is the mailing address to where the payment has to be sent, it may vary from the shipping address.

3. Ship to :

The address where the goods have to be shipped is mentioned in this section.

4. Good thru :

The Good through is the period in which the goods are to be delivered, by default it is for 30 days.

5. Drop ship :

The drop ship is used when you want to deliver the goods directly to the customer instead of receiving and sending it to the customer. It directly sends the goods to customers address.

6. Customer SO No :

It is the sale order number of the customer which is updated here when the sale order is generated for the customer.

7. Customer invoice No :

The invoice number of the customer is updated here after the invoice is generated for the customer.

8. Ship via :

The shipping mode of delivery is mentioned in this section where the shipment is done by courier, hand delivery or airborne etc.

9. A/P account :

It is the Account payable account where the accounts get affected for the transaction the code for the account is 2000 by default.

10. G/L account :

It is the General ledger account where we have to mention the type of account that are effecting the items accordingly.

Tally :

The PO in Tally ERP contains less number of fields as it is mostly used for small business organizations. The fields in tally are explained below.

1. Party A/c name :

It is the ledger account that is created on the parties name where the currency of the ledger is defined and name and address of the party are defined in this section and that account name is selected here.

2. Purchase Ledger :

The purchase ledger is used record your purchases and expenses whether you have paid them and how much you owe them. It is the account for every supplier which carries all the transactions of one supplier.

The remaining section is used to explain the type of the item, along with the discount percentage and the total amount is mentioned.

Epicor :

1. PO Rev :

The PO revision is used in which the user can tell if an approved PO has been changed in the past or not. It increases with how many times a PO has changed.

2. Type :

The Purchase Order Type is selected in the list. Types in the list are mentioned below.

• The Standard PO which is common type of PO issued for one time purchase of goods.
• Supplier owned PO signifies that the material being purchased is supplier owned inventory, you are storing and purchasing consignment inventory from the supplier.
• Customer owned PO signifies that the material being purchased is customer - owned inventory, you are storing inventory on behalf of a customer.

3. Status :

• The PO Approved / Unapproved status can be known from the checkbox.
• The Confirmed / Unconfirmed checkbox is selected when the shipment of goods is confirmed for the PO.
• The Hold check box is selected when you want to put the PO in hold.
• The Linked / Unlinked is a status indicator to mention if any sales order linked to the PO. The number of linked sales order is displayed on the right side.
• The Global PO is selected if the PO is a consolidated PO where if you have multiple requisition lines with the same supplier which are consolidated onto single PO.

4. Print Options :

The print options are changed according to the changes made in the PO.

• The mass printing is selected to indicate that the selected PO should be included in mass printing function. Then we select which PO should be considered.
• Print order as new is selected when we want to print the order as new order.
• Print order as changed is selected when we want to print as change order with the date that the order was changed.

5. Contract PO :

The contract PO is selected when purchase is based on the terms and conditions between the supplier and buyer.

6. There are all similar fields in different tabs of the section except by varying in some of the fields which are added according to the field options.