Purchase Order Screen, SAP Business One

A/P Reserve Invoice Data (above tabs)

Vendor/Supplier

1) Enter or select the Vendor/Supplier by code, defaults if the Vendor/Supplier Name was already selected

a) Press tab to move from field to field.

Name

1) Enter or select the Vendor/Supplier by name, defaults if the Vendor/Supplier Code was already selected

Contact Person

1) Contact person will default from the Vendor/Supplier setup and can be changed to another contact person in the Vendor/Supplier setup if needed

Vendor/Supplier Ref No

1) Enter reference information for this A/P Reserve Invoice, optional

a) e.g. Purchase Order Number, if not using the Copy TO/FROM features.

Posting Date, Delivery Date and/or Document Date

1) Defaults to today’s date but can be changed, if needed

a) A prior or future date can be used instead of today’s date.

 

Contents

Item/Service Type

1) Select Item or Service

a) With Item, an inventoried item is selected from the database for the A/P Reserve Invoice.
b) With Service, an description of the service is entered for the A/P Reserve Invoice.

Description

1) Enter the Description of the Service

a) Only applicable if Service Type is selected.

G/L Account

1) Enter or select the G/L Account number for the service

a) Only applicable if Service Type is selected. E.g. general ledger account for consulting service.

Item No

1) Enter or select the Item by code, defaults if the Item Description was already selected

a) Only applicable if Item Type is selected.

Item Description

1) Enter or select the Item by name, defaults if the Item Code was already selected

a) Only applicable if Item Type is selected.

Mfg No

1) Defaults from the Item setup

a) Only applicable if Item Type is selected.

Quantity

1) Enter the quantity of the Item or Service being ordered

a) Only applicable if Item Type is selected.

Unit Price

1) Defaults from the Item setup, change if needed

a) Only applicable if Item Type is selected.

Discount %

1) Enter a discount %, if applicable

a) Only applicable if Item Type is selected. Applies only to the Item(s) on that line.

Tax Code

1) Defaults from Vendor/Supplier setup, change if needed

Total

1) Defaults from Quantity times Unit Price times Discount %

a) For Service Type – enter the Total. For Item Type – after entering the Quantity and Unit Price, if you override the Total, the Discount % will automatically calculate based on the information entered.

Whse

1) Defaults from the Item setup, change if needed

a) Only applicable if Item Type is selected. This is the warehouse the item(s) will be received into.

 

Logistics

Ship To

1) Defaults from the Vendor/Supplier setup, change if needed

Pay To

1) Defaults from the Vendor/Supplier setup, change if needed

Accounting

Journal Remark

1) Defaults, can be changed if needed

Payment Terms

1) Defaults from Vendor/Supplier setup, change if needed

Payment Method

1) Defaults from Vendor/Supplier setup, change if needed

All Other Boxes

1) Optional

 

A/P Reserve Invoice Data (below tabs)

Buyer

1) Optional

Owner

1) Optional

Remarks

1) Enter any remarks for the A/P Reserve Invoice, if any

Total Before Discount

1) Defaults from information entered

Discount %

1) Enter a Discount % and the Discount Total will automatically calculate, if applicable

a) If Discount Total is overridden, the Discount % will automatically calculate based on the Total Discount Total entered. Applies to the entire A/P Reserve Invoice.

Discount Total

1) Enter a Discount Total and the Discount % will automatically calculate, if applicable

a) If the Discount % is overridden, the Discount Total will automatically calculate based on the Total Discount % entered. Applies to the entire A/P Reserve Invoice.

Freight

1) Select yellow arrow to add Freight charges, if needed

 

Freight Charges

Remarks

1) Enter Remarks for the Freight Charges, if any

Tax Code

1) Defaults from the Vendor/Supplier setup, change if needed

Total Tax Amount

1) Defaults from tax information entered

Distribution Method

1) Defaults to None, can be changed to Quantity, Volume, Weight, Equally, or Row Total

a) None – The freight amount is not distributed among the document rows.
b) Quantity – Distributes the freight amount among the document rows in proportion to the quantity of each row.
c) Volume – Distributes the freight amount among the document rows in proportion to the volume of the items in each row.
d) Weight – Distributes the freight amount among the document rows in proportion to the weight of the items in each row.
e) Equally – Distributes the freight amount equally among the document rows.
f) Row Total – Distributes the freight amount among the document rows in proportion to the total amount of each row.

Amount

1) Enter the Amount of the Freight Charges

Update/Cancel

1) Click on Update to update the Freight Charges entered

OK/Cancel

1) Click on OK to continue

Rounding

1) Defaults, can be changed if needed

Tax

1) Defaults from tax information entered

Total Payment Due

1) Defaults, can be changed if needed

a) If the Total Payment Due is overridden, the difference will be entered into the Discount Total.

Add/Cancel

1) Click on Add when complete

 

Copy From Button

Purchase Orders

1) Copies all data from a Purchase Order to the A/P Reserve Invoice

a) This option is not available until the Vendor/Supplier is entered and they have Open Purchase Orders associated with them.

 

Copy To Button

Goods Receipt PO

1) Copies all data from the A/P Reserve Invoice to a Goods Receipt PO

a) These options are not available until A/P Reserve Invoice has been Added.

A/P Credit Memo

1) Copies all data from the A/P Reserve Invoice to an A/P Credit Memo

a) These options are not available until A/P Reserve Invoice has been Added.