PO#
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This is a unique purchase order number and is generated by Jim2 (and cannot be changed). The PO# field will be coloured yellow if this is a back order.
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Vend#
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Enter the vendor card code within Jim2 that you will be paying for the stock.
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Status
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The status of this purchase order.
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Name#
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Choose a user from the dropdown list (it will default to the current user). If a user doesn't appear, they can be added via the Item#.
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Our Ref#
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The company reference number for this purchase order.
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From#
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The name of the supplier of the goods – who you are buying the stock from.
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Type
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The Type field relates to either a purchase, opening balance, expense order, debtors purchase order, consign in/buy or inter-company transfer (only applicable if licensed to use Multi-Company).
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Mode
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Shows as Active by default, and will change based on where the purchase is at in the workflow, ie. Finish, etc.
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Ship#
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The card code of the customer the goods are to be delivered to.
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Priority
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Choose priority for the purchase/expense order from the dropdown list.
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Vend Inv#
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The invoice number from the vendor.
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*Freight to Cost By
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Used only for purchase orders. This is the method used to split freight over the stock on the purchase order – by value, weight or quantity. This will default to the option selected in Purchase Options. See here for more information on how the freight is split.
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Date In
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Purchase order date – this will default to today's date, but can be changed.
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Date Due
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Used only for purchase orders. Select a date that the vendor has promised the goods are to be delivered on, or use the required days information entered in the vendor's cardfile.
Note: The due date for a supplier invoice is calculated based on the Vendor Terms selected on the Vendor cardfile. It is not related to this due date.
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Vend Inv Date
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Enter the date when the status is Received or Finish. On Received, only the date is required. On Finish, the vendor invoice must be entered to allow finishing.
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Cost Method
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Used only for expense orders. This is the method used to distribute the expense over the goods – by value, weight or quantity. This will default to the option selected in Purchase Options.
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*BackOrd#
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Used only for purchase orders. Back order number. When placing a purchase order with a vendor, if all of the goods are not received within that order, create a new (back order) purchase order and this field will show the original purchase order number. From this field it is possible to view the original purchase order.
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*Orig PO#
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Used only for purchase orders. Original purchase order number. This field is for tracking original purchase orders allowing for a purchase order to continue for a number of orders before completion.
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Allow Part Ship
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Allow partial shipment. If this box is ticked, stock will be shipped immediately. Anything out of stock will be shipped as they become available.
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Tax Paid
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Determines whether this purchase order is tax paid or tax free – this will default to the option set in the vendor's cardfile.
Note: This should only be unticked for overseas suppliers.
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Tax Total
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The method used to calculate prices: Tax Free Up or Tax Paid Down.
Note: If the method of calculation on a purchase order is changed, this will change which field can be edited.
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Withhold GST
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It is advisable not to tick this box. If there is a withholding tax query, please contact the company's accountant for the best way to manage this.
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Bid Ref#
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Bid Ref# is entered here when special pricing is provided by a vendor for special circumstances. This can be when special pricing is negotiated to win a deal/contract, or the vendor advises you can have special pricing for a certain customer (eg. government pricing). The Bid Ref# is basically a reference number included on the PO to the vendor as a way to obtain this special pricing. The field is limited to 24 characters., and you can change the name via Options.
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Est. Departure
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If ticked in Tools > Options > Purchase, this field will appear, where a date can be entered for estimated departure. This column can also be added to a purchase order list if desired.
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Notes
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Record any special delivery or payment details in this field.
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Branch, GL Dept
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Choose from these dropdown lists, if applicable.
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