Purchase Journal
A document with the same header and lines as a Purchase Order, kept as its own record. Purchase orders take their lines from it with the Purchase Journal button, and what they take is counted against it, so the journal holds what is still left to order.
What it is for
It records a planned purchase from one vendor that will be ordered in several call-offs. Each purchase order copies the lines it needs. A purchase order can never take more of a journal line than is left on it.
The journal keeps drafts: it acts as a source for orders once it is released. Nothing on it posts.
Every field in plain words
The header is the purchase order's header: Purchase Journal (the number), Purchase Type (starts at PO, locked after Create), Order Journal, Vendor Account, Vendor for Invoice, Name, Posting Date, Required Date, Notes, Purchase Reason, Reason No, Reason Detail, Currency, Vendor Reference and its date, Vendor Reference for Return, Project, Responsibility Central, Responsible, the budget ticks, Purchase Organization, Purchase Group, Purchase Responsible, Purchase By. Then the same tabs: Payment, Pricing & Discount; Delivery Address & Controls (with Delivery Stop, Invoice Stop and Prevent Partial Delivery); Delivery; Site & Warehouse, Tax & Controls; Terms & Conditions; Header; Footer. See Purchase Order for what each field means.
The lines have the purchase order's columns: Purchase, Purchase No, Name, Item Variant, Site, Warehouse, Unit, Quantity, Price, Gross Amount, the discount columns, Tax Zone, Tax Group, Account, Special Indicator, catch weight, project, asset, dates, delivery address, the last purchase rate columns and Line Text.
| What save checks | |
|---|---|
| Quantity | Must be above zero on every line |
| Price | Must be above zero on every line |
| Catch weight | A catch-weight line needs its unit and a weight above zero |
| Lines copied from a vendor invoice or a purchase order | Cannot exceed what is left on the source |
How to configure it
The columns and the Terms & Conditions tab follow the same ticks in Procurement and Sourcing Setting as the purchase order (Required Date, terms and conditions).
Scenarios
- A year's supply of packaging at one price, called off monthly. Enter the year's quantity on a Purchase Journal and release it. Each month, a Purchase Order copies the month's quantity with the Purchase Journal button.
What it is connected to
- Purchase Order - draws its lines down.
- Procure to pay - an optional step before ordering.
If something looks wrong
- "Purchase Order - Line ID: 0001 - Quantity cannot be zero" or "... - Gross Price cannot be zero". The journal's messages use the words Purchase Order. Fill the quantity and price.
- "Basic Data - Line ID: ... cannot exceed Balance Quantity ... in Purchase Order". More was copied than is left on the source order.
- On the purchase order, "... cannot exceed Balance Quantity ... in Purchase Journal". The order asks for more than the journal line has left.