Purchase Order Item Maintenance
Action: PIMAINT
This form allows special ordered item details to edit prior to issuing it on a PO. It also allows for the creation of items to be ordered for stock inventory. All PO Items are displayed within this grid (whether issued onto POs or not) and can be found by their Item number.
This PO Item Maintenance form allows edits to the un-issued PO Items.
UPDPOITEM security is required to edit, add, or delete PO Items.
Note
When a PO Item has been received, then set out of the store via the RCR module, a alert message will display in the bottom right corner of the form as reference.
Special Orders
PO items are usually created from sales tickets when the item's status is set to Order. These orders are often referred to as Special Orders. Once a special order item is created, it's details may be edited from this form.
PO Item Numbers for Specials can be found on the sales ticket, Events-> Spec Orders / Pickup tab or Customers-> Spec Orders / Pickup tab or Purchase Order/Item Work form. Each can take you to this Item Maintenance form.
Stock Orders
A PO Item entry must be created for Stock Orders as well. Stock Order items are created via this form. See the Stock Purchase Overview for more information. The system automatically assigns a Item Number (an item number is comparable to a sequential serial number) to each item when it is created. Item numbers for Stock Orders can be found on the Purchase Order/Item Work form.
Field Definitions
PO item number...This is the PO item number automatically generated by ProfitSystem when the item was originally sold and you indicated that it should be special ordered. Double-click on this field to display the ticket containing the PO item.
Customer...The name of the customer this item was ordered for. For stock orders, field is not shown.
Event...The name of the event this item was ordered for. For stock orders, field is not shown.
Date created...The date the PO item was created. For a special order, this is the date it was originally sold to the customer. For a stock PO item this is the date is was added.
Quantity...The total quantity outstanding. This is the original quantity ordered minus the total quantity received.
Orig. quantity...The original quantity of this item ordered. Works in conjunction with the Last Received Date/Quantity field (discussed later).
Vendor number...The unique vendor number that is supplying this item.
Vendor style...The manufacturers style number.
Style code...The store style number for this item.
Description...The description for this item. This comes from the Retail Inventory.
Category, sub-category...The inventory category and sub-category for this item. This comes from the Retail Inventory.
Sales Associate...The clerk who created the PO item.
Size, Color, Width...For the item ordered.
Size, Color, and Width chart...These fields only appear for stock PO items and must be filled in to create the stock PO item.
Date received...The date that this line item was fully received. That is, the total quantity ordered was received. If you've only partially received this item, the date last received will show a date, but this field will be empty.
Date last received...The date you last received any quantity on this PO item.
Last quantity received...The quantity you received the last time you received anything for this PO item.
Total quantity received...The total quantity you've received for this item. Between these fields and the Original Quantity Ordered (explained above), you can determine if all items ordered have been received or not. If, say, a PO was created for 5 items but only 3 have been received so far. These fields would indicate how many have been received so far and the date the item was last received.
Unit cost, Extended cost...Manufacturers unit and extended cost for this item.
Special instructions...These are general instructions to the manufacturer concerning the item being ordered. Typically these instructions are entered from the sales ticket when the sale is being created. These instructions are normally printed onto the customer receipt for the customer to see and approve. They may be edited from this form. These are printed onto the PO when it is created.
Private Instructions... These are detailed instructions to the manufacturer concerning the item being ordered. Typically these instructions are entered from the sales ticket when the sale is being created and are NOT seen by the customer. They may be edited from this form. These are printed onto the PO when it is created.
Notes... General comments about the item. These comments are maintained with the item and are NOT printed on the PO or customer receipt.
Buttons
Matrix button...After filling in the size, color, and width charts click this button to display a matrix. You can then enter the quantities of each size/color/width directly into the matrix to create the un-issued PO items.
View/Edit SCW button...Displays the Stock PO Items form (POSCW) A special order PO item is a single item (the item ordered by a customer) A stock PO item can be multiple items, in various sizes, colors, and widths. The Stock PO Items form shows you these line items. Normally, these line items are created when you use a matrix to create the stock PO. Alternatively, you can click Add on the PIMAINT form, enter the style code and details, and click the View/Edit SCW button to display the Stock PO items form. From there you can enter the sizes, colors, widths, and quantities to order.
Extra Charges... When a item is ordered from a ticket, i.e. special ordered, additional charges for changes or add-ons may be applied called Extra Charges. These charges include a retail price and a wholesale cost. These charges are printed on the PO for this item and appear on the customer's sales ticket that created the order. This button will display the Extra Charges and allow for a user to edit or delete them. Changes to extra charges should be done when the PO item is not issued. However the extra charge wholesale cost can be edited at anytime.
View Ticket... For special order items, ie those created from a customer ticket, this button will display the ticket that created the item.
Delete button...Deletes the displayed/highlighted PO Item.
Add button...Will add a new PO Item for a Stock Order. Customer/Special Orders are created from sales tickets.
Done button...Exits the form and returns to the previous screen.