---
title: "Purchase Orders Maintenance"
canonical: "https://kb.myframeworks.com.au/space/FRAM/28384676/Purchase%20Orders%20Maintenance"
format: markdown
---
# Overview
The **Purchase Orders Maintenance** screen allows you to create and maintain Purchase Orders, Stock Returns, Value Claims and Consignment Purchases. The screen provides comprehensive management of purchase transactions including detailed product information, delivery terms, and additional costs.
> ⚠️ the **Purchase** **Ordering** module can be customised to meet your business's specific needs. In order to do this, various system settings are required to be enabled or disabled to define different functionality. Refer to [Purchasing and Receipting Related System Settings](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28401318).
# Accessing the Purchase Order Maintenance Screen
To access the Purchase Order Maintenance screen:
1. Click **Frameworks **then navigate to **Purchasing & Receipting > Transaction Processing >** **Purchase Orders** from the navigation tree.
2. Click **Find **to view all of the current Purchase Orders, Stock Returns, Value Claims and Consignment Purchases in Frameworks.
> ℹ️ The **Branch** field defaults to the current session branch.
3. Click **New **to create a new Purchase Order, Stock Return, Value Claim or Consignment Purchase OR click the relevant **Order **hyperlink to maintain an order.
# Navigating the Purchase Order Maintenance Screen
Once you have entered the **Purchase Orders Maintenance** screen you will be able to view, edit and maintain your orders.
The Purchase Orders Maintenance screen is made up of 6 main sections:
> Macro (toc)
## 1. The Header (Details) Information
In this section you are able to view and edit the order's header details. You can make changes to the Header information by clicking the **Actions** button and selecting **Edit Header**.
The information displayed includes:
- **Supplier No: **Displays the **Supplier ID** and **Supplier Name** for the order.
- **Attachments Icon: **Click the **Attachments** icon to open the **Attachments** window and attach files and documents related to the transaction.
- Click the **Paperclip** icon if there are files or documents already attached to the transaction.
- Once attached, they can also be accessed when enquiring on the transaction from the **Supplier Transaction Enquiry** screen or from the **Supplier Dashboard.**
> ✅ Refer to [Attachments](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30529422) for more information.
- **Contract: **Displays the **Contract** name which will be used for the order.
- **Promotion: **Displays the **Promotion** selected for the order.
- **Status: **Displays the current **Status** of the order.
- **Type: **Displays the **Transaction Type** of the order.
- **Order Branch: **Displays the ordering branch.
- **Ref**: Displays the **External Reference** if added.
- **Date Required: **Displays the date the order is required.
- **Order Type**: Displays what the Purchase Order type is, **Daily** or **Stock**.
- **Order Confirmation Information: **Under order type it will display **Confirmation Not Yet Applied** or **Confirmation Applied** depending on if a confirmation has been applied via an **Imported Confirmation**.
## 2. The Actions Menu
From the **Actions **button additional options are available to manage the order.
For more information on the available actions, click here.
**Edit Header**
Click **Edit Header **to make changes to the orders header and shipping details.
> ℹ️ You are able to change the **Type** field to either a **Stock Return** or **Value Claim** if the transaction has not been [receipted](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30515486).
---
**Print** **Order**
Click **Print Order** to open the print **Output Dialog **window. Select the Information you would like print, then click **Go**.
> ℹ️ Unprinted Purchase Orders are created but not sent to the Supplier. Once printed the status of the Purchase Order is set to **Printed**.
> ✅ Refer to [Sending a Purchase Order](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30515616) for more information on sending an order to a supplier or branch.
> ✅
> ✅ Refer to [Printing, Emailing or Faxing Stationery from Frameworks](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30517140) for more information on using the print dialog box.
---
**Import Confirmation**
This option allows you to import a file back from the supplier to be compared against the purchase order and change prices, quantities etc. based on what the supplier confirms back to you.
> ✅ Refer to [Importing and Applying Purchase Order Confirmations](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30515506) for more information.
---
**Apply Confirmation**
This option will be available once an **Import Confirmation **has been imported. Select to update the order from **Confirmation Not Yet Applied** to **Confirmation Applied.**
> ✅ Refer to [Importing and Applying Purchase Order Confirmations](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30515506) for more information.
---
**Receipting**
Once the stock has arrived, select **Receipting** to go to the Stock Receipting screen.
> ⚠️ For internal branch transfers the **Receipting **option is **not **available. Refer to [Branch Transfer via a Purchase Order](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30515152) for more information.
> ✅ Refer to step 4 in [Receipting Stock](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30515486) to continue to receipt the stock.
---
**Copy**
This option allows you to copy a previous or existing purchase order into the current purchase order by adding the product lines from the copied purchase order into the current one.
> ✅ Refer to [Create a Purchase Order with Copy](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30530944) for more information.
---
**Save Order**
This option saves any changes which have been made to the order.
> ℹ️ When **Products** are added to a Purchase Order it automatically saves the order.
---
**Void Order**
> ✅ Refer to [Voiding a Purchase Order](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30530916) for more information.
---
**Close Order**
> ✅ Refer to [Closing a Purchase Order](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30529204) for more information.
## 3. Order Notifications and Totals
This section will display any purchase order related notification in **red**.
> 📝 **For Example:**
> 📝
> 📝 If the Purchase Order, is less than the Supplier's minimum order value, you may receive the following message: "*Order is under the supplier minimum order value of $nnnnn, penalty surcharge of $nnnnnn may apply*".
> ✅ Refer to the [Purchasing and Receipting Related System Settings](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28401318), **InvPoPen** for more information on Supplier Penalty Surcharges
> ✅
> ✅ Refer to [Supplier Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28390076) for more information on defining the Minimum P/O Value.
## 4. The Order Maintenance Tabs
*Click a heading below for more information*
### 1. Order Lines Tab
The **Order Lines Tab **is where you can add, view and edit products that have been added to the order
This tab has 2 sections:
1. The **Product Entry** section is where you are able to add products to the order. If you know the **Product Numbers** and the **UOM **click the **Rapid Entry** button to open the **Purchase Order Rapid Line Entry** window.
> ✅ Refer to [Add Products to a Purchase Order](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30530866) for more information on how to use product entry.
2. The **Product Grid** section displays the product information which has been added to the order.
For more information about the Product Grid, click here.
**Line**
Displays the line number automatically assigned to the product as it is added to the order.
---
**Product No**
Displays the product number. Click the product hyperlink to display previous sales of that product.
---
**Description**
Displays a brief description of the product.
---
**Picking Alert**
Displays any Picking Alert messages defined for the product.
---
**Catalog No**
Displays the Supplier's catalogue number, if applicable.
---
**Reference**
Displays any additional text.
---
**UOM**
Displays the unit of measure for the given product.
---
**Quantity**
Displays the quantity required for the given product.
---
**Tally**
Where there is a tally product entered on the PO, the tally icon will be available to allow editing of tally details.
---
**Unit Cost**
Displays the automatically populated Unit Cost of the product based on the product, customer and agreed pricing structure. Update the unit cost for the product as required.
> ✅ Refer to [Purchasing and Receipting Related System Settings](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28401318), **FWRecalCost** for more information on recalculating costs.
---
**Total Cost**
Displays the total price of the Purchase Order line. This cannot be modified.
---
**Contract**
Displays any contract which has been applied to the product.
---
**Comments**
Allows you to type any additional comments relating to this product.
---
**Supplier Reference**
Displays any additional supplier reference information, for example, the Supplier's Contract reference.
---
**Linked S/O**
Displays the linked **Sales Order Number**. Click the hyperlink to open the Sales Order.
---
**Rcvd to Date**
Displays the amount of stock already receipted for the Order.
---
**SOH**
Displays the stock on hand of each product in the order branch.
---
**Weight (Kg)**
Displays the total weight of the products ordered on that line if defined in [Product Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28378114).
---
**Volume (m3)**
Displays the total volume of the products ordered on that line if defined in [Product Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28378114).
---
**CDF Src**
Displays as enabled if this product is sourced through the Central Distribution Facility.
**Available Line Actions:**
- **Edit Icon (pencil)** - Click to open the **Edit Purchase Order Line** window, where you can edit the **Product**, **Quantity**, **UOM**, **Unit Cost** and add any comments to an existing product.
- **Pick Alert Icon (warning)** - Click to open the **Picking Alert** window, which displays the picking alert message for the selected product line.
- **Delete Icon** - Click to delete the product line/s from the purchase order.
- **View Alert Msg** - Click to open the **Product on Alert** window to view all products that have alert messages.
### 2. Delivery Details Tab
This tab displays the delivery information for the Order. The **Save Address** button allows you to add the order's address as a new address for the supplier.
#### a. Where the Order is Coming From (Left-hand side)
- The **Order From** field shows the supplier location for the order. The Frameworks automatically defaults this based on your selected **Shipping Basis **(Right-hand side). Click the **search **icon next to **Order From** to select a different supplier address, or manually edit the address and contact fields as needed. When you select a different address, all related fields (address, phone, email, etc.) update automatically.
> ℹ️ **How the default Order From** **Address is determined:**
> ℹ️
> ℹ️ - If the supplier has a **Branch Shipping Terms** entry matching your branch and shipping basis, that address is used.
> ℹ️ - If no Branch Shipping Terms entry exists, the supplier's main address (from the **General** tab) is used.
- The **Address** information of supplier location for the order is displayed in editable fields below the **Order From **field.
- Special **Instructions** and **Contact **details for the supplier, related to the order, are also displayed.
#### b. Where the Order is Going To (Right-hand side)
- Select the **Shipping Basis **for the order. If different **Branch Shipping Terms **have been defined for the supplier, the **Order From** address will change according to the selected **Shipping Basis.**
- The **Delivery address **of the Ordering Branch is displayed. This defaults to the Branch’s Purchase Order Shipping address.
- Any **Instructions** or **Comments **for the Supplier, related to the Purchase Order, are also displayed.
> ℹ️ The System Setting Flag **PurAddrToShip** controls the interaction between **Order From** and **Shipping Basi**s.
> ℹ️
> ℹ️ The **Shipping Basis** and **Pickup Method** for a Purchase Order can also be updated from the **Delivery Maintenance** window in Runsheet Maintenance, without returning to the **Purchase Orders Maintenance** screen. Changes made there apply the same validation rules as editing the PO header here. Refer to [Runsheet Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28399634) for more information.
### 3. Header Tab
Displays the header information for the order.
For more information about the Header Tab, click here.
**Date Ordered**
Displays the date the Purchase Order was ordered.
---
**Ordered By**
Displays the logged in user who placed the Purchase Order.
---
**Assignee**
Displays the currently assigned user to the order. This is typically the user who created the order. Click **Change** to reassign the order. When the assignee has been updated a notification will appear on the new assignee's Notification screen "* has assigned Purchase Order nnnnn to you*", informing them of the order number and from whom it was assigned.
---
**Sent via ETM**
Enable if the Purchase Order was sent via ETM. Disable if the Purchase Order wasn't sent via ETM.
---
**Confirmed**
Enable if the Purchase Order has been confirmed with the Supplier. Disable if the Purchase Order hasn't been confirmed with the Supplier.
---
**Loading Port**
Displays the loading port where the products will be sent from, if applicable.
---
**Arrival Port**
Displays the arrival port where the products will be delivered to, if applicable. This is copied to the Container Worksheet when it is first created.
---
**Bill of Lading**
Displays bill of lading information, if applicable. This is copied to the Container Worksheet when it is first created. This is a free-form text field.
---
**FEC Allocated?**
Displays whether FEC contracts have been allocated to this Purchase Order. If the Forward Exchange Currency Contracts Feature is activated (FeatureFEC), this field is enabled if FEC contracts have been allocated. FEC contracts are used to offset imported goods costs against fluctuation in international currency exchange rates.
---
**Shipment**
Displays details of the shipment that the purchase order is attached to, if applicable.
---
**Last Receipt**
Displays the date in which the last stock receipt was completed.
---
**Claim type**
Displays information of the claim type if it is a **Value Claim** or **Stock Return**.
### 4. Added Costs Tab
The **Added Costs** tab allows you to configure and manage additional costs that apply to the purchase order. These costs are applied in addition to the product costs and can be allocated based on various methods.
From this tab you can:
- Click **Add Cost** to create a new added cost entry
- Click the **Edit** icon to modify an existing added cost entry
- Click the **Delete** icon to remove an added cost entry
For more information about the Added Costs tab, click here.
**Description**
Displays the added cost description based on the selected purchase cost ID.
---
**Prod. Group**
Displays the product group the added costs are applied to.
---
**Sub Group**
Displays the product sub group the added costs are applied to.
---
**Total Order $**
Displays the order total up to which the added cost is applied.
---
**Method**
Displays the pricing method used for calculating the added cost. Available options include:
- **Percent**: Percentage of the total order cost decided by the factor
- **Total**: The factor is applied in one total amount
- **Per kg**: Factor to be applied per kg of the order's weight
- **Per m³**: Factor to be applied per m³ of the order's volume
- **Per Cubic Volume**: Factor to be applied per cubic measurement of the order's volume
---
**Factor**
Displays the amount to be applied per the assigned pricing method.
---
**Use Creditors**
Enable to use creditors for this added cost. When enabled, the cost will be processed through the creditors system.
---
**Per Delivery**
Enable to apply the added cost per delivery. When enabled, the cost is applied to each individual delivery/receipt. When disabled, the cost is allocated proportionally across all receipts.
---
**Subcontractor**
Displays the assigned subcontractor for the added cost.
> ℹ️ Subcontractor settings enable third-party cost processing
---
**Maximum Charge**
Displays the maximum charge to be applied for this added cost.
---
**Total Added Costs**
Displays the calculated total added costs for this entry. This field cannot be modified.
---
**Received Added Costs**
Displays the total received added costs that have been processed through receipting. This field cannot be modified.
> ✅ Refer to [Understanding Purchase Order Added Costs](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/53149736) for more information on configuring and using added costs.
> ✅
> ✅ The automation of added costs are configured through [Purchase Cost Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/104693762) and [Purchase Cost Defaults](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/104759302)
### 5. Credit Claim Tab
This tab is available for stock returns and value claims with a linked credit claim. This information can be changed at any time while the claim or return is still open.
> ⚠️ This option is only available when **FeatureSCC** (Supplier Credit Claim Tracking) is active.
### 6. Diary Notes Tab
Allows you to [Create a Diary Note](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30516256) and also displays any existing diary notes for the Order.
> 📝 **For Example:**
> 📝
> 📝 When you print an order a diary note will be added.
For more information about the Diary Notes Tab, click here
**Type**
Displays the type of order the diary note is for.
---
**Date**
Displays the date the diary note was created.
---
**Time**
Displays the time the diary note was created.
---
**User**
Displays the name of the user who created the diary note.
---
**Follow-Up**
Displays a follow up date, if applicable. A reminder prompt containing the diary note is presented to the User in the **Notifications** section of the [Frameworks Home Page](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28379174) on the applicable follow up date.
- Validation has been placed on the follow-up date field in Diary Maintenance so this field cannot be back dated
---
**Diary Note**
Displays the diary note information.
## 5. The Order Totals
Along the bottom of the screen, the following totals are displayed:
- **Order Total** - The total value of the products within the order
- **Added Costs** - The total value of all added costs configured for the order
- **Grand Total** - The total value of the purchase order including all products and added costs
- **Order Weight (kg)** - The total weight of the order, used for delivery purposes
- **Order Volume (m3)** - The total volume of the order, used for delivery purposes
## 6. The Command Buttons
The command buttons allow you **Save** or **Cancel** any changes made and **Close** the purchase order screen.
> ℹ️ When **Products** are added to an Order it automatically saves the order.
# Additional Information
> ✅ Refer to [Purchasing and Receipting Related System Settings](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28401318) for more information on how to configure your purchase orders screen.
> ✅
> ✅ For information about configuring added costs functionality, refer to:
> ✅
> ✅ - [Purchase Cost Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/104693762): Configure individual purchase cost definitions
> ✅ - [Purchase Cost Defaults](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/104759302): Set up default cost allocations
> ✅ - [Understanding Purchase Order Added Costs](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/53149736): Comprehensive guide to using added costs functionality