PO Skill Builder:

PO Item Distribution

If You Use Receiving

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Table of Contents

About this Course .......................................................................................................................................... 3

PO Item Distribution ................................................................................................................................. 4

Step 1: Create a purchase order ............................................................................................................... 4

Step 2: Create a PO item distribution ....................................................................................................... 7

Step 3: Receive the PO distribution lines .................................................................................................. 9

Step 4: Review the new AP Company Parameters options .................................................................... 14

Step 5: Invoice the PO ............................................................................................................................. 15

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About this

Course

Course Description

Welcome to the PO Skill Builder course!

This course will provide you with the fundamental knowledge and skills necessary to use the PO

Item Distribution feature.

Course Objectives

After completing this course you will be able to distribute a purchase order into multiple item

lines, enter receipts on those distribution lines, and then invoice them in the AP module.

After completing this lesson, you will be able to:

• Distribute a purchase order into multiple item lines

• Enter receipts on those distribution lines

• Invoice the distribution lines in the AP module.

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PO Item Distribution

The PO Item Distribution form is a new enhancement in Viewpoint’s V6 version 6.4.1. This new form

allows you to distribute PO items into multiple lines, which gives you the ability to redirect the costs,

both committed and actual, to a different job, phase, or cost type.

This form is optional. If you find that you have no need of this feature, you can use the PO module as

you have in the past. Simply be aware that there is a new Line field on the PO Receipts Entry form and

on the AP Transaction Entry form. Enter 1 in that field or set up a F3 override to default a value of 1.

This Job Aid assumes you already have a working knowledge of how to create a Purchase Order, enter a

receipt, and create an invoice in Accounts Payable.

Step 1: Create a purchase order

In this step we will create a purchase order with one PO item that is not associated with a job. In later

steps we will add distribution lines to this PO item, receive it in the PO module, and then invoice it in the

AP module.

1. To create the PO, select PO Purchase Order Entry in the PO module Programs folder. This will

open the Batch Selection form.

2. In this example we will create a new batch, which will open the PO Purchase Order Entry form.

PO Purchase Order Entry form

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3. Enter a PO number, vendor number, and PO description in the upper portion of the form.

PO Purchase Order Entry form - Enter the PO general information

4. Create a PO item in the lower portion of the form.

5. In this example, select Expense in the Type drop down menu to create a PO item that is not

associated with a job. We will use the PO Item Distribution feature to distribute a portion of this

PO item to a specific job after it is posted.

6. Check the Receiving box since we are receiving the PO item.

PO Purchase Order Entry form - Enter the PO item information

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7. Once the PO has been entered, select File> Process Batch to process the batch and post the PO.

This will open the PO Batch Process form.

PO Batch Process form – Post the batch

8. Validate, print or preview the audit reports, and then post the batch.

During the posting process the system creates a single distribution line for each item on the PO. In the

next section, we will look at that distribution line.

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Step 2: Create a PO item distribution

In this step we will use the PO Item Distribution form to distribute a portion of the PO item that we just

created to a job.

1. Select PO Item Distribution in the PO module Programs folder. This is not a batch process so the

PO Item Distribution form will open.

2. From the PO Item Distribution form, use the PO and PO Item fields to select the PO and PO

item that you created in Step 1 : Create a purchase order.

PO Item Distribution – Open the PO you just created

3. Enter the month and year that the committed costs should be recorded in using the JC

Month field. This field will default the current month and year.

4. The Info tab in the upper portion of the form displays the PO item information. These fields

are display only and cannot be changed.

5. The lower portion of the form already displays PO item line #1. The system automatically

created this item distribution when the PO item was posted.This line is automatically

updated by the system when new item distributions are entered or changed.

6. In the Line field, enter + or n to create a new distribution.

7. Entering a PO item distribution is very similar to entering a PO item. In this example select

Job in the Type drop down to distribute a portion of the PO item to a job.

8. Complete the JC Company, Job, Phase, and Cost Type fields, and then enter the number of

units that you would like to distribute from the original PO item to the job using the Units

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field. Notice that you cannot change the unit of measure. If you are using a Lump Sum unit of

measure, you can enter the Amount.

PO Item Distribution – Create a new distribution line in the lower portion of the form

9. Click the Save icon when complete.

10. On the Grid tab review the line 1 distribution.

PO Item Distribution – The system updates PO item line #1

11. Notice that the system has updated PO item line #1 based on the line that you just created.

In our example, line 1 had 100 units and we created a new line that redistributed 40 of those

units to a job, so now line 1 has 60 units.

Note: When a record with a job is saved in this form, committed costs in the Job Cost module are

updated automatically.

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Step 3: Receive the PO distribution lines

There are two ways to receive purchase orders in the PO module:

• PO Initialize Receipts - Use this form to enter a large number of receipts. This form allows quick

entry of many receipts but it does not allow you to edit the receipts that you have already

entered.

• PO Receipts Entry – Use this form to enter individual receipts, modify receipts entered using the

PO Initialize Receipts form, or modify any receipt that has been posted.

Both of these forms allow you to enter receipts on distribution lines.

1. Select PO Receipts Initialization from the PO module Programs folder. Since this is a batch

process, the Batch Selection form will display. You can either create a new batch or add the

receipts to an existing batch. In this example we’ll create a new batch. This will open the PO

Initialize Receipts form.

2. Enter the PO that we created in the PO # field and all of the distribution lines will display in

the lower portion of the form.

PO Initialize Receipts – All distribution lines display on the form

3. You can enter receipts on these distribution lines using this form, but in this example we will

enter receipts using the PO Receipts Entry form.

4. Click the Clear button and then exit the form.

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5. Select PO Receipts Entry in the Programs folder in the PO module. Since this is a batch

process, the Batch Selection form will display. You can either create a new batch or add the

receipts to an existing batch. In this example we’ll create a new batch. This will open the PO

Receipts Entry form.

6. Enter the PO number, PO Item number, and PO distribution line #1.

7. The Changes to Received field will populate with all of the units on the PO distribution

line that haven’t been received yet.

8. Click Save to enter the receipt.

PO Receipts Entry – Receive PO item line #1

9. Receive PO item line #2 by creating a new sequence in the form and then entering the PO #,

Item, and the Line.

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PO Receipts Entry – Receive PO item line #2

10. Now in this example we will create another distribution line and then receive it – for

example if we want to distribute units to another project.

11. Select Tasks> Open PO Item Distribution in the toolbar at the top of the form. This will open

the PO Item Distribution form.

12. Use the lower portion of the form to create another distribution line – for example if you

want to distribute another 20 units to another job. Notice that the system automatically

updates PO item line #1 again based on the number of units that you distribute to the new

item line.

PO Item Distribution – Create another PO distribution line

13. Close the PO Item Distribution form and return to the PO Receipts Entry form.

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14. Create a new sequence in the form and then receive the PO distribution line #3 that you just

created.

PO Receipts Entry – Receive PO Item Line #3

15. Open the Grid tab and notice that the units on the receipt of PO item line #1 have not

updated like they did on the PO Item Distribution form. In this example they should be 40,

not 60 because an additional 20 were just distributed to PO item line #3.

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PO Receipts Entry – Notice the units on the first receipt did not update

16. Update the receipt of PO item line #1 so that the number of units is correct.

17. Now that all of the receipts have been entered, select File> Process Batch to process and

then post the receipts. This will open the PO Batch Process form.

18. Click the Validate button to validate the receipts in the batch and then click the Post button

to post the receipts. This will post all of the receipts in the batch and close the PO Batch

Process form.

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Step 4: Review the new AP Company Parameters options

There are two set-up options on the Audit Options tab of the AP Company Parameters form that apply

to the PO Item Distribution feature.

AP Company Parameters> Audit Options tab> Purchase Orders section

• Allow transactions to exceed item line’s current total cost - Check this box to allow users to

enter an invoiced amount that exceeds the current total cost of the purchase order item line.

• Allow invoiced to exceed PO item line received - Check this box to allow users to enter an

invoiced amount that exceeds the received units or amounts for the purchase order item line.

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Step 5: Invoice the PO

In this step we will add the PO that we created to an invoice using the AP Transaction Entry form, and

then we will create another distribution.

1. Select AP Transaction Entry in the Accounts Payable module Programs folder. AP Transaction

Entry is a batch process, so the Batch Selection form will display. In this example we will

create a new batch. This will open the AP Transaction Entry Detail form.

AP Transaction Entry Detail

2. Create a new invoice.

3. Enter a vendor, AP reference number, invoice date, due date, and invoice total in the upper

portion of the form.

AP Transaction Entry Detail – Enter the invoice information

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4. Move the cursor into the lower portion of the form and select File> Initialize from PO. This

will open the AP Purchase Order Initialize form.

AP Purchase Order Initialize – Select the PO

5. Select the purchase order that you created and distributed and then click the Initialize

button.

6. Open the Grid tab.

7. All of the of PO item distribution lines display in the lower portion of the form – the system

generated distribution line and the lines that you manually created using the PO Item

Distribution form.

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AP Transaction Entry Detail – All of the distribution lines have been added

8. If you want to create another distribution line, you can select Tasks> Open PO Item

Distribution. This will open the PO Item Distribution form again, which allows you to create a

new distribution line. In this example we will not create a new distribution item.

9. Click the Save icon to save the invoice. You will not be able to save it until the amount in the

Invoice Total field in the upper portion of the form matches the item total in the lower

portion of the form.

10. Select File> Process Batch to open the process and then post the batch.