POE General

The following control maintenance records belong to the POE (Purchase Order Entry) category.

Allow Alternate Branch Bill-To Address

Indicate whether to allow branch records to use alternate bill-to addresses for purchase orders.

Options	Yes - Branch Maintenance displays the PO Bill-To and PO Bill-To ID fields. No - Branch Maintenance does not display the PO Bill-To and PO Bill-To ID fields.
Outcome of setting this control record	If set to Yes, you can enter an alternate bill-to entity for display in purchase orders. This field is not required when defining branches. If an entry is made in this field, the PO Bill-To ID field will be populated with ID for the entity.
Default Value(s)	Blank
Action if set to Null	Same as if set to No.
Additional Information	When determining the bill-to address for a purchase order, the system first determines if a PO Bill-To entity exists for the pricing branch. Next, it checks if a Remit-To entity exists for the pricing branch. If no PO Bill-To entity or Remit-To entity exist, the system uses the pricing branch entity.

Auto Open Multiple Vendor Matrix Cells

Indicate whether the system displays the Vendor/Product Matrix Selection window when multiple contracts are in effect for the same vendor and product during purchase order entry.

Options	Yes - Displays the Vendor Matrix Cell Selection window. This window lists all of the associated matrix cells and associated comments, if there are any, in effect for that vendor and product/group. No - Does not display the Vendor Matrix Cell Selection window. The system looks at the setting in the Enable Best Cost Check In Purchase Order Entrycontrol maintenance record.
Outcome of setting this control record	If this record is set to Yes, when entering a purchase order that has products with multiple matrix cells, the Vendor Matrix Cell Selection window displays a list of all valid cells from which you can select. The matrix cells with the lowest cost are listed first.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	Setting this record to Yes can become tedious on a very large purchase order. If multiple matrix cells are not in effect, the system does not display the Vendor Matrix Cell Selection window, but uses the matrix cell it finds for the vendor and product. To manually open the Vendor Matrix Cell Selection window from Purchase Order Entry, select the Edit Order > Pricing option and then the Edit > Matrix Creation option. When multiple contracts exist, notification displays in the status bar at the bottom of the window.

Automatically Calculate Duty Charges For Purchase Orders

Indicate whether the system calculates duty charges on purchase order products for which the Duty Harmonizing Code and Country of Manufacture fields are populated in Product Maintenance.

Options	Yes - Calculates the duty and freight amounts when you add the product to a purchase order. If you remove the product from the order or change the quantity, the system adjusts the duty and freight amounts accordingly. No - Calculates the duty and freight amounts when you use the Line Item >Duty Information option when creating a purchase order.
Outcome of setting this control record	The system automatically calculates duty charges for items as you add them to a purchase order.
Default Value(s)	No
Dependencies	The product on the purchase order must have the Duty Harmonizing Code and Country of Manufacture fields completed in Product Maintenance for the duty charges to calculate automatically.
Action if set to Null	Same as if set to Yes.
Additional Information	None

Confirm Override Of Print Status 'E' On Purchase Orders

Indicate whether the system should prompt users to confirm the change when the user manually changes the print status of a purchase order from an E to any other print status.

Options	Yes - Prompts the user to confirm the change. No - Does not prompt the user to confirm the change.
Outcome of setting this control record	If the user confirms the change, then the system prompts with the standard Reason For Change box. The system records the reason for change in the order change log along with the following comment: Print Status Changed From E to New Status by [User ID].
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	None

Copy Procure Comments To P/O

For each branch, set this control maintenance record to Yes to copy the comments regarding procurements to the procured purchase order. The default setting is No.

Exclude Original Sale Line Item Comment From Returned P/O

Indicate whether the system should copy original sales order line item comments to a purchase order created from the Return Goods Queue. The default setting is No.

Exclude RF Orders From Close Counter Order List

The setting determines whether orders that are being processed with RF show on the Close Counter Order window or not.

Default status is No, in which case RF orders show on the Close Counter Order list. If you have your system set to print a document on RF close and prefer not to use the Close Counter Order window to close the order, select Yes.

This setting allows for system flexibility to handle the closing RF orders according to your branch processes.

Flag Product As Exceptional In Purchase Order Entry For

Select when the system flags products as Exceptional for a credit/rebill transaction in purchase order entry.

Options	NON - None - Flags products as Stock, regardless of the type of Credit/Rebill being done. ALL - All - Flags products as Exceptional, regardless of the type of Credit/Rebill being done. CR - Credit/Rebill - Flags products as Exceptional, only if the user performs both a Credit and a Rebill. C - Credit Only - Flags products as Exceptional, only if the user performs a Credit Only. R - Rebill Only - Flags products as Exceptional, only if the user performs a Rebill Only. COR - Credit Only or Rebill Only - Flags products as Exceptional, if the user performs a Credit Only -or- a Rebill Only. CCR - Credit Only or Credit/Rebill - Flags products as Exceptional, if the user performs a Credit Only -or- a Credit and Rebill. RCR - Rebill Only or Credit/Rebill - Flags products as Exceptional, only if the user performs a Rebill Only -or- a Credit and Rebill.
Outcome of setting this control record	Determines if a product is indicated as an exceptional sale in a credit/rebill scenario.
Default Value(s)	NON
Action if set to Null	Same as if set to NON.
Additional Information	Regardless of how this control maintenance record is set, the system flags products as Exceptional only if they are flagged as Stock before the credit/rebill is performed. For example, if a product is flagged as Defective before a credit/rebill, the system keeps the Defective status after the credit/rebill is complete. Products that are tagged on the generation upon which a credit/rebill is performed change to Exceptional when appropriate on the credit and/or rebill generations.

Include Central PO Transfers Into PIL Calculation

You can choose to have the system include existing transfer orders (created by the Central Purchase Order flow) in the projected inventory level (PIL) calculation. The default is set to N, so you can activate this (Y) only if you want to use it. Otherwise, if it is not activated the Central PO Transfers are tracked by default under bid status.

Include Directs In Vendor Target Check When Printing A P/O

Use this record to have the system check a vendor's minimum target level for directs and regular purchase orders before printing them.

Options	Yes - The system checks the vendor's minimum target level for direct orders. No - The system does not check the vendor's minimum target level for direct orders.
Outcome of setting this control record	If set to Yes, the system checks to see if the direct order meets the minimum target amount you have set for the vendor in the Target field the in Additional Vendor Information window.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	Because transporting small shipments is not cost effective, you may want to define a specific dollar amount, total shipment weight, number of pieces, or total shipment volume that your purchasing agents must purchase from a vendor. Setting this record to Yes also applies those amounts to direct orders that ship from your vendor to your customer.

Follow Up Bid At Order Entry Close

You can set the Eclipse system to prompt you to enter information to follow up on a bid. With the system set to automatically remind you to enter the bid information before you close the sales window, you ensure accurate follow-up data and save data entry steps.

You can set the system to remind you to enter bid follow-up information. You can further set the system to require bid follow-up information.

To change your system to prompt for a bid follow-up, you have the following options:

Option	System Behavior
N - No	There is no system message to remind you to enter bid follow-up information. You navigate to the bid follow-up option to make an entry.
F – Force	The system displays a message to prompt you to enter the bid follow-up information. You are required to make an entry. You cannot leave the Sales Order Entry window until you enter the bid follow-up information or get a supervisor to enter override credentials.
P - Prompt	The system displays a message to prompt you to enter the bid follow-up information. You are not required to make an entry. You can select No at the prompt and exit the Sales Order Entry window without entering the bid follow-up information.

Note: Apply the authorization key SOE.BID.FLWUP.BYPASS to not require or request individual users to enter bid follow-up information. When you close the sales window, the system does not prompt you or force you for bid follow-up information when you have this authorization key.

Note: Apply the authorization key SOE.BID.FLWUP.OVRD to require a manager override when you force the bid followup entry. When you attempt to you close the sales window with the system set to force you to enter bid follow-up information, and this authorization key is applied, the system displays the manager authorization pop up window.

Maximum Number of Gens to Display Order Balance Field in Totals Tab

The setting enhances the use of the Total Order Balance field on the Total Order tab. With this control record, you set the maximum number of generations an order can have for the system to display the Total Order Balance field.

Options	Enter from 0 to 999.
Outcome of setting this control record	This control record improves the performance of the Total Order window when an order has multiple generations.
Default Value(s)	10 gens.
Action if set to Null	With the value set to 0 or empty, the system operates as the default of 10.
Additional Information	If the order exceeds the maximum number of generations, the field is not visible. The system replaces it with a “?” icon. After you select the “?” icon, the system displays a box with the balance. The system determines if the field displays by considering: Open/Payables/Directs, but excluding 2 statuses. Canceled gens. The PO gen of a direct. If you exceed the gens maximum threshold while working on the order, the field remains visible. When you reopen the order, the field is hidden. If you reduce the gens below the threshold while working on the order, the field remains hidden. To see it again, reopen the window.

Maximum Difference Percentage From Average Cost In POE

For each pricing branch, enter the maximum percentage by which users can change the cost without the system displaying a warning.

Options	Any percentage value 0 and 999.
Outcome of setting this control record	Regulates the amount of change users can make to the cost of an item on a purchase order.
Default Value(s)	Blank
Dependencies	If all quantities on a generation are tagged, and the Include Tagged Quantities In Cost Calculationcontrol maintenance record for the shipping branch is not set to Purchase Orders or Both, the system does not perform this check.
Action if set to Null	If you leave this field blank for a branch, the warning logic is not in effect.
Additional Information	When a buyer changes the cost of a line item on a purchase order and the difference between the cost on the purchase order and the moving average cost is greater than the percentage entered in this record, the system displays a warning. Users assigned the POE.MAC.OVERRIDE authorization key can override the warning.

P/O Variance Resolution Reasons

Use this control file to enter comments or reasons for users to select when resolving purchase order variances. This list has free-form fields to enter the reason codes that best suit your business practices. The system validates the Reason field on the Resolve Variance window off the Purchase Order Variance Queue. Users can only select reasons listed in this control maintenance record.

PO Header Branch Change Copy To

Select whether to copy a change to the branch in a purchase order header to the price branch, copy the change to all branches, or prompt the user to specify where to copy it.

P/O Receiver Report Status Comments

Options	Order status - Select which order status you want to add a comment for. Comments for Order Status - Enter up to a 30-character comment for the selected status.
Outcome of setting this control record	If the order is tagged to a purchase order or a transfer, you can add a comment to the receiver in the warehouse, to indicate that the items should be set aside. Each time you run a purchase order on the P/O Receiver report with the selected status on a generation, the system displays the comment on the order.
Default Value(s)	Blank
Example	You can set the A - Ship When Available status to add a comment that states: "District Transfer" Ship Out ASAP to alert the receiver not to put away the material but set aside for immediate transfer.

Print P/O Receiver Instead Of Receiving Register

For each branch, indicate whether to print the P/O Receiver instead of the Receiving Register in Stock Receipts.

Options	Yes - Prints the P/O Receiver for the purchase order. No - Prints the Receiving Register for the purchase order.
Outcome of setting this control record	By default, when a user receives a purchase order in Stock Receipt window, specifies Yes in the Print field on the Stock Receipts Status tab, and then exits the window, the system prints the Receiving Register. Setting this record to Yes prints the P/O Receiver.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	None

Resort Purchase Order Items When Processed For Branch

For each branch, select whether the system re-sorts items on a purchase order by location when the order is received and, if so, how it re-sorts them.

Options	Primary Loc - Sorts by the primary location specified in Product Location Maintenance. Line Item Loc - Sorts by the location selected for the line item on the order using the Scheduling tab. The system uses the ship/stock branch. Description - Sorts by product description. No - Does not sort.
Outcome of setting this control record	Re-sorting can facilitate putting away the order. The re-sort occurs at the time the system processes the order, generally when the Phantom prints the order. After the order is processed, the new order of line items displays on the purchase order and on the window.
Default Value(s)	Blank
Action if set to Null	Same as if set to No.
Additional Information	If you set a branch to Primary Loc or Line Item Loc, unattached comments sort to the top of the list, since they do not have an assigned location.

Shipping Branch Override For POE

For each branch, enter the default shipping branch to assign to a purchase order when a Shipping Branch Override is not assigned to the vendor and a shipping branch is not assigned to the terminal where the order is being written.

Update The Required Date With The Ship Date Received On An EDI 855

Indicate whether the system updates the required date on EDI purchase orders with the ship date received on EDI 855 P/O Acknowledgements.

Options	Y - The system updates the required date on EDI purchase orders with the ship date received on EDI 855 P/O Acknowledgements. N - The system does not update the required date.
Outcome of setting this control record	Determines if the required date or ship date from the acknowledgement document is used for EDI orders.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	You can override the system default at the trading partner level using the Use the Update Req'd Date with the Ship Date field on the EDI Add'l Doc Info screen for inbound 855s.

Use Vendor Print Status Override On The P/O Side Of A Direct

Indicate whether the system should use the setting in the Print Status Override field on the Vendor Additional Data window when determining the default print status of the purchase order side of a direct order.

Options	Yes - Uses the vendor Print Status Override setting. No - Does not use the vendor Print Status Override setting.
Outcome of setting this control record	Indicates from where the system pulls the print status for the purchase order side of a direct order.
Default Value(s)	No
Dependencies	If the Print Status Override field is blank or this control record is set to No, the Order Status Print Status Defaultscontrol maintenance record determines the default print status for the system.
Action if set to Null	Same as if set to No.
Additional Information	None

Valid Reason For Bid Follow Up Loss

The types of reasons you use for losing a bid. Use these when entering bid follow-up information on a sales record. Enter your bid loss reasons as a code and a description.

Valid Vendor ASL Types

Enter codes used to identify whether a vendor is on an approved supplier list.

Settings	To define each code: In the Code field, enter a one-character alphanumeric code. In the Description field, enter a description of the vendor type the code represents. In the Hold field, indicate whether this type of vendor is an approved supplier. Yes - Approved supplier. No - Not an approved supplier.
Outcome of setting this control record	After defined, you can assign codes to vendors in Vendor Maintenance and create vendor supplier lists for customers in Customer Maintenance.
Default Value(s)	None
Action if set to Null	No codes are available for assignment in Vendor or Customer Maintenance.
Additional Information	When a purchase order is placed with an unapproved supplier, it is placed on hold. Users assigned the POE.ASL.RELEASE authorization key can release the hold.

Vendor Freight Terms

Settings	For each freight terms code you create, assign any of the following pre-defined restrictions: Warn on Freight Entry - Warns you that the vendor is freight allowed if you attempt to add freight to the order. Do Not Allow Freight - Prevents you from adding freight to the order and warns you that you cannot enter freight under that freight term. Require A Freight Vendor - Requires you to specify a freight vendor if you enter freight on the order. Require Freight When Received - Requires you to enter a freight amount when the purchase order is received. Do Not Allow A Freight Vendor - Prohibits you from entering a freight vendor on the Totals tab of the purchase order. Require BOL When Received - Requires you to enter a Bill of Lading number (BOL) on the Totals tab when the purchase order is received.
Outcome of setting this control record	The terms can restrict entry of freight on a purchase order, require a freight vendor to be specified, notify the user that the vendor is freight allowed, require the user to enter a freight amount when the purchase order is received, or prohibit the user from entering a freight vendor on the Totals screen of the purchase order.
Additional Information	When you create a purchase order, the system populates the Freight field on the order's Header tab with the vendor's freight terms code. You can change the default terms. If freight terms are not defined for the vendor, the system prompts you to complete the Freight field. For more information, see Defining Vendor Freight Terms.
Additional Information	Use the Delete IDoption to remove a term from the available list.

Important: Before changing the settings for this control maintenance record, you must contact Eclipse Support. If you delete the entry for this record, the system reverts back to an earlier version of the record, where the only options were Yes or No.

POE General Control Maintenance Records