Purchasing & Procure to Pay
Common Procure to Pay questions and tips
Vendor Creation and Modification FAQ
How can I print a report that has my vendor terms on it?
Only the Vendor terms id is available to the grid. You can add the ve_teid to the grid and cross reference a printed report of terms that has the te_id number or if you have a small amount of terms a nested IIF statement could be used in a user-defined column on the grid. This would show the actual terms name on the grid. Below is an example IIF statement.
IIF(ve_teid=1, "2% 10 Net 30", IIF(ve_teid=2, "Net 10", IIF(ve_teid=3, "Net 30", IIF(ve_teid=4, "Due Upon Receipt", IIF(ve_teid=5, "Net 15", "Fix formula")))))
Can you do a mass field change in the Vendor records similar to Mass Pricing Change in Item Master?
No, but you can filter the records that you need to change, then change the field, page down, change the field, page down, etc. This will allow you to quickly make the changes, without closing and opening the records. Please note that changes made to Vendor records will not automatically update existing open purchase orders.
Is there a way to see all the Vendors created in a given year?
Yes, navigate to System > Query Tool and enter the query below. In the example, the query is designed to return all vendors created in 2018.
SELECT ve_name, lo_date
FROM dmvend, dxlog
where lo_table = 'dmvend'
and lo_recid = ve_id
AND lo_date > '01/01/2018'
Purchase Order Entry FAQ
How do I copy a purchase order?
To copy a Purchase Order, navigate to Purchasing > Order Entry, select a Vendor, click "Copy PO", select Purchase Order, from select order lines to copy form select lines (by default all lines are selected), click "Continue" button, modify PO as needed and click "Save" button. Copying a Purchase Order will copy the lines exactly as they were on the original PO. Re selecting the part number will bring over any changes that have been made to the item master since the original PO was entered.
Can I pay a vendor invoice without a PO?
No, in DEACOM a purchase order is required to pay an invoice.
When creating a purchase order, how do I know who my preferred vendor is?
The preferred vendor is used in conjunction with MRP functionality. MRP will display your preferred vendor and you can automatically create purchase orders. You can also create Manual POs in MRP. You could also look up your preferred vendor in Inventory > Item Master, View part, click "View Vendors" button.
I get an error when I try to attach documents to sales orders and purchase orders.
Make sure you can access the path entered in the System > Options > Documents tab "Doc Link Folder" field from within Windows Explorer. If not, re-map the drive and try again. Alternatively, an administrator can delete the path entered in the Doc link folder field if many users are unable to attach documents.
How can I have item line notes automatically populate on a purchase order?
You cannot automatically populate line notes (pu_notes) on a purchase order line. However, in Inventory > Item Master, you can add notes in the "Notes" field (pr_notes) at the bottom of General 1 tab for the Item. This field is available to the purchase order report.
My purchase order is not printing the correct ship-to address even though I have the correct facility selected. What is the problem?
Confirm that the correct Ship to is selected on the "Misc 1" tab. Ship to locations are maintained at Purchasing > Maintenance > Ship To Locations.
What is the problem if I can no longer enter decimals in my purchase orders?
Check the "Pricing Decimals" value in Inventory Options. This field determines the number of decimals for purchase orders.
Purchase order line quantity ordered field is not showing the quantity that was ordered. What is the problem?
Check that the part, unit of measure and\or Vendor Part Cross Reference is setup correctly.
I have entered new pricing orders for some vendors. I am re selecting the parts on the purchase orders, but the prices are not changing. Why aren’t the new pricing orders working?
Please check the pricing methods on the lines you are trying to update. The unit cost will not update if the lines have previously been manually priced. You will have to delete the original line and renter a new line.
Why is the vendor part not showing up on the PO line? The vendor cross reference is set up the same as other parts that are working correctly.
Please verify if the vendor cross reference is facility specific and if the PO is written to the correct facility.
The default purchase order type on the Purchase Order Entry form is suddenly "Transfer Hold". Why and how do I change it back to "Purchase Order"?
This is coming from the default Ship To Location. When the default Ship to Location has a hold facility specified, the default purchase order type becomes Transfer Hold. Removing the hold facility from the default Ship to Location will resolve the issue. Go to Purchasing > Maintenance > Ship to Locations. Modify the default Ship to Location, clear the Hold facility field OR remove the check from the Default checkbox.
How do we print the order contact name on the Purchase order report layout?
Contact information may be added to the purchase order print out via the contact people (dmcontpeople) fields which are available to the Purchase Order Print Out report layout.
How do I know when a Purchase Order Confirmation was printed?
The Purchase Order Printed date can be viewed by adding the "tp_prtpo" field to the Purchase Order Reporting grid.
Requisitions and Approval Troubleshooting
Purchase Order Reporting FAQ
What are the pre-filter settings to run an open prepayment purchase order report?
Set pre-filters - Report type to Order Summary, View to Purchase Order, Status to Not Received and View. Then set Advanced Filter to Balance < Field totdue. This will show all open purchase orders that have prepayments.
How do we print the order contact name on the Purchase Order report layout?
Contact information may be added to the purchase order print out by adding the contact people (dmcontpeople) fields to the Purchase Order Print Out report layout. Additional information on modifying the Purchase Order report layout is available via the Modifying Purchase Order Report page.
Can I edit purchase order user fields after an order has been received?
Yes. Users with the security setting: "Purchase orders -- edit user fields from View Order form" set to yes may edit both header and line purchase order user fields when clicking the "View Detail" button on purchase order reports and forms throughout the system. This ability was added to support various different scenarios including the need to indicate the reason for vendor returns after the purchase order is marked as received in the system.