In the right portion of the window, you will see the order rows for the purchase orders that you selected in the left portion of the window.
Each order that can be linked to an invoice has its own section. The order number and partial delivery number (if any) can be seen as a heading row for each section. To the right of the heading row, you can also see which purchaser (buyer) was the reference person on this order. Under the order number, you can see the order rows included in the order, i.e. the part rows, service rows or text rows that were registered on the purchase order.
You can delete an order row that was added using the Add rows button by clicking on the Delete row button in the Window functions or by clicking on the F6 key.
Link the Row
Check the box on the current order row if it should be linked to the invoice. All order rows are linked by default. The order rows that are not linked will remain as an invoice basis in the Invoice List, and can later be linked to another invoice. When loading an invoice that was previously Preliminary linked to order rows, you will see a yellow highlight on them here. However, you can delete these links if needed.
Approval (A)
Here you can mark an order row as approved, a kind of "approval per row". It has nothing to do with the authorization of the invoice, but it can be useful to approve order rows if, for example, there are several purchasers on an order that shall check and approve their specific order rows. If you check this box, you will see the by whom and when the order row was approved.
Type (T)
Here you can see which row type the order row is:
Part number
In the Part number column you will see the part number for each order row.
Name
In this column you will see the part name for each order row. For row type 4 (text rows), you will see the additional name for the order row here.
Arrived Quantity
This column shows the quantity of the part or service in question that have been arrival reported. However, you can change the quantity in this field by double-clicking in the field. You cannot enter a quantity that is larger than the initial quantity. It may be useful to change the quantity for example when you get two invoices referring to the same order row. When the quantity is changed, a new row is automatically created for the rest quantity. This row can be linked to another supplier invoice later. Changing the quantity does not affect the stock balance for the part.
Unit
This column shows the standard unit or the alternate unit used for the arrival reported quantity.
Arrival Date
In this column you will see the date when each order row arrived.
Price Each
This field shows the price each for the order row, taken from the purchase order, excluding VAT. This price can be changed if you need to adjust it according to the invoice. This field shows the price using the currency in which the order was registered. Once the invoice has been final coded, this price will also affect the statistical price for this part, such as the average purchase price, last purchase price, FIFO, etc. The price each can also be automatically calculated if the Amount field is changed. The price each will then be calculated according to the Amount divided with the Arrived qty.
Discount (%)
Here you can see the discount that applies to the current order row. The discount can be edited, if needed.
VAT (V)
This field shows the VAT code that was registered on this part or service when the purchase order was registered. This field can be filled in on the rows that have been added using the Add rows button.
Amount
Here you see/enter the order row's amount, excluding VAT, in other words the price each multiplied by the Arrived qty. If this field is modified, the price each will also be adjusted accordingly.
Account
Here you can see the purchase account that applies to the respective order rows. This field shows the account that was entered during order registration, but can be changed if needed. Click on PopUp (F4) to search for the account in the Chart of Accounts. If the current account can/must be posted with sub-objects, the system automatically opens a box for this, unless it was already entered during order registration.
C (Sub-object)
If the current account can/must be posted with sub-objects, you can access the box to enter the additional coding alternatives: Cost center, Cost unit and Project using the C button.
The Sub-object window.
Manufacturing Order Number
In the M-order column you can see and enter a manufacturing order number on the rows. This opportunity is activated with the setting called Show manufacturing order number on the rows when linking orders, under Accounts Payable under the Purchase tab in the Settings procedure.
Setup
For subcontract purchase orders which contain setup prices, this box is checked by default on the separate setup price row.
Position
Here you will see the row's position number.
Approved By
If the row has been approved (by using the checkbox under the A column) you will here see by whom.
Approved When
Here you will see when the row was approved.
Order Price
Here you will see the price each taken from the purchase order. This is an information field and cannot be modified.
Rejects
If rejects have been made for an arrival, the rejected quantity will be shown in red in this column.
Supplier's Part Number
The supplier's part number is shown if it has been entered for the part in the part register. By using the function Save layout, you can move the column to another place, if needed.
Standard Price
Here you will see part's standard price.
Log Date
This field shows the date which matches the date displayed in the procedures Historical Inventory Movements and Inventory Value List. As opposed to the Arrival date field that shows the date entered manually as arrival date during the arrival reporting.