A Purchase Order is a record of expenses or financial commitment that serves as an approved, written contract for goods and services. Purchase Orders are entered in the P/O Entry [poent] screen. To transfer P/O lines to A/P, use A/P Entry [apte]. Once a P/O is entered and saved in PSL3, it is considered an Open P/O and appears as a commitment on the Estimated Final Cost Report [efcrpt]. Please note P/O transactions do not get posted.
|►||To access the P/O Entry [poent] screen, click on Tab #2 or press 'ALT' and the number '2' Key simultaneously to open the screen. |
|►||P/O Entry [poent] can also be accessed from the menu tree under the 'P/O' module (see following screen shot).|
|►||You can also access this screen by typing the screen or acronym name in the blue prompt bar located above the 'Setup' menu. Then, press Enter.|
The screen then appears.
|•||Reference Number - System-assigned number that is also referred to as transaction number. To generate the next sequential Reference Number, press the F4 Key or select the 'Add' icon located on the toolbar. You can also right click outside a field (in which the 'Add' option appears) to add the next record.|
|•||Effective Date - Date of the transaction that is recorded on the Bible Report [bdbr] and appears as a Committed Cost on the Estimated Final Cost Report [efcrpt]; should default with today's date after generating the Reference Number. You can always change it by typing over the defaulted date or by right clicking in that field for the calendar selection to appear. Please note you can not input a date that is in a previously closed period.|
Please email a request to firstname.lastname@example.org if you need a transaction's Effective Date changed and include the Reference Number(s). Please be advised depending on your specific studio's guidelines, the Support Department may need to obtain approval from your Studio Finance Executive before proceeding.
|•||Description - Explanation of this P/O transaction as a whole which can hold up to 30 alpha/numeric characters. This Reference Description defaults in the distribution lines. If this field is left blank, PSL3 defaults the distribution description with the description of the first account number selected.|
|•||Status - Overall status of the transaction. Status types of the entire P/O are as follows:|
|►||O (Open) - The P/O transaction status is Open and appears as a commitment on the Estimated Final Cost Report [efcrpt]. |
|►||C (Closed) - The P/O transaction status is Closed either by the P/O lines being relieved to A/P Entry [apte] or by manually closing the P/O.|
PSL3 updates the status automatically when relieving the P/O to A/P Entry [apte].
|•||Codes that are attached to the transaction. These fields are pulled from the User Entry [suuser] screen located in the 'Setup' module (if setup beforehand). To change the defaulted codes, press the F2 Key or right click in any of these fields (Batch, Production, Company and Currency) to make your selection.|
|•||Select the vendor needed by pressing the F2 Key or by right clicking in the Vendor ID field. Once the list of vendors appears, you can scroll through to find the vendor or click on the column headers: Name, City or Vendor to sort alphabetically or numerically. If the vendor does not exist in PSL3, you can add it by pressing the F5 Key or selecting the 'Zoom' icon located on the toolbar. This zooms into the Vendor Entry [apven] screen. To search for a vendor while zoomed into the Vendor Entry [apven] screen, type the wildcard character using the asterisk (*) in the Vendor Name field. For example, if you want to see if vendor John Smith exists, you would type *John* or *Smith* and press the F7 Key or select the 'Find' icon located on the toolbar. PSL3 displays how many records for that criteria exist by selecting the 'Arrow' icons (First, Prior, Next and Last) located on the toolbar or by pressing the 'Page Up' or 'Page Down' Keys until you find the vendor needed. Once you locate the vendor, press the F1 Key, then 'F' option or select the select the 'Fetch' icon to fetch this record back to the P/O Entry [poent] screen.|
|•||P/O Number - Number of the P/O which can hold up to ten alpha/numeric characters (depending on your studio); usually production assigned. The P/O Number is used in A/P Entry [apte] to transfer the P/O lines.|
|•||Expiry Date - Date by which the goods ordered by the P/O should be received; this date should appear on the P/O. If the goods haven't been received by this date and the P/O is still Open, the P/O would be considered past due.|
|•||P/O Type - User-defined code to track your company's different classifications of P/O's which can hold up to 3 alpha/numeric characters. This field is similar to a Free Field Code in that you determine your own codes for each P/O Type. Please note P/O Types do not appear as search criteria in the Bible Report [bdbr] as they only appear in the P/O Edit List [poedtl] and P/O Report [poentp].|
|•||P/O Amount - Dollar or other currency amount due for the P/O.|
|•||Amount Remaining - Dollar or other currency amount of the P/O distribution lines that have not been Closed, Transferred, or Relieved (in other words, this is the amount remaining to be relieved).|
|•||Amount Distributed - Dollar or other currency amount that should match the Amount Remaining. Please note you are not able to access this field.|
|•||Account Number - Chart of Accounts number that will be debited or credited on this distribution line. Press the F2 Key or right click to choose the account number. If the account number doesn't exist in PSL3, you can add it by pressing the F5 Key or selecting the 'Zoom' icon located on the toolbar. This zooms into the Chart of Accounts Entry [glca] screen in which you can add the account number immediately. Once saved, press the F1 Key, then 'F' option or select the 'Fetch' icon to fetch the account back to the P/O Entry [poent] screen.|
The Series, Location, Set and Free Field Codes are brought over from the User Entry [suuser] screen located in the 'Setup' module if setup. Otherwise, press the F2 Key or right click in these fields to make your selection.
|•||1099 and Third Party Expense - 1099 Code associated with the distribution, if any. A 1099 is a tax form. Press the F2 Key or right click to choose the necessary code. The State Worked field in the Vendor Information section must be input for the 9 field to be accessible. Please note if the 9 field does not have a code displayed, the 3rd Party field will not be available to select the Third Party Vendor.|
|•||Description - Explanation for this distribution line which can hold up to 30 alpha/numeric characters.|
|•||Amount - Dollar or other currency amount for this distribution line; should default with the remaining P/O amount when you select or input an account number. Please note if you press the F2 Key or right click in the Amount field, a calculator displays for your convenience.|
|•||ST (Status) - Status types of individual P/O distribution lines are as follows:|
|►||O (Open) - The distribution line is still open (it has not been Transferred, Closed or Relieved). This field does not display a status type if Open (it is just left blank).|
|►||T (Transferred) - The distribution line has been Transferred to A/P Entry [apte], but the A/P transaction has not yet been posted. This distribution line is still a commitment on the Estimated Final Cost Report [efcrpt].|
|►||R (Relieved) - The distribution line has been Relieved (transferred to A/P Entry [apte] and the A/P has been posted and/or paid.)|
|►||C (Closed) - The distribution line has been Closed. |
|◆|| Manually Closing and Re-opening Entire P/O's and Individual P/O Lines:|
|►||To close an entire P/O that has not been relieved to A/P Entry [apte], place your cursor in the Reference Number field in P/O Entry [poent] and press the F1 Key, then 'P' option to close. PSL3 then prompts you to input a closing date.|
|►||To close an individual P/O line that has not been relieved to A/P Entry [apte], place your cursor in the distribution line you would like to close in P/O Entry [poent] and press F1 Key, then 'L' option. PSL3 then prompts you to input a closing date. |
|►||To re-open an entire P/O, place your cursor in the Reference Number field in P/O Entry [poent] and press the F1 Key, then 'O' option to open.|
|►||To re-open an individual P/O line, place your cursor in the distribution line you would like to open in P/O Entry [poent] and press the F1 Key, then 'L' option.|
Please make sure to save after performing any of the previously mentioned commands or the updates will not take effect.
|•||Make sure to input all white colored fields as white fields are required before saving in PSL3.|
|•||To save this entry, select either 'Save' icon located on the toolbar. |
|•||You can also press the F1 Key, then 'U' option to Update which saves and remains on screen or press the F1 Key, then 'A' option to Accept which saves and clears the screen (most common). |
|•||To add another distribution line, press Enter or Tab where the last line was entered.|
|•||To insert a distribution line in between already existing lines, place your cursor where you want to add and press the F4 Key or select the 'Add' icon . A new line is added beneath.|
|•||To delete a distribution line, place your cursor in the line you want to delete and press the F10 Key or select the 'Delete' icon . A red strike-through line appears which is deleted upon saving.|
|•||To search for an existing entry, press the F7 Key or select the 'Find' icon when the screen is clear. All records appear in which you can scroll through using the 'Arrow' icons (First, Prior, Next and Last) or by pressing the 'Page Up' or 'Page Down' Keys until you find the entry needed.|