Purchase Order Fields

Here is a description of the fields available on a purchase order.

Note: When the Purchase Order record type is either Approved Internal Purchase Order or Approved Drop Ship Purchase Order, the grid will be in read-only mode.

Key: * – Mandatory field, R – Read-only, Cl – Classic Edition, L – Lightning Experience, A - Automatically populated when you calculate tax using Avalara AvaTax.

Field		Description
Applied Rebate Amount		Total amount of rebates applied to purchase order lines.
Approval Date		The date and time when the purchase order was approved. It is set at the time of approval.
Award Code		Enter an award code to establish a record and reason why a supplier was awarded this purchase order.
Batch	R	A batch number indicating the set of recurring purchase orders that the purchase order belongs to. Recurring purchase orders that are simultaneously created from a purchase agreement or a purchase order at one operation are assigned the same batch number. When they are created from a purchase order, the batch number is also assigned to the originating order. Each new set of recurring orders is assigned a different batch number. This means that, if you create a recurring purchase order from an active agreement and as a result three purchase orders are generated, these three orders will have the same batch number, for example 000001. If you then create another recurring purchase order from the same active agreement and as a result, five purchase orders are generated, these five orders will have the batch number 000002. This field populates automatically.
Blanket Order Quantity Limit		The established quantity limit for the number of items that can be procured against this order agreement.
Blanket Order Spend Limit		The established total spend limit for items that can be procured against this order agreement.
Buyer		The user who is responsible for the purchase order. If left empty it defaults to the user creating the purchase order.
Buyer Instructions to Supplier		These are the buyer's general instruction notes to the supplier, used for external purposes.
Buyer Notes		These are the buyer's general notes regarding this purchase order, used for internal purposes.
Confirm To		The Supplier's representative that accepted the order.
Created Year		Formula field. This field stores the year the purchase order record was created.
Currency	*	This defaults from the Supplier Site but can be overridden by the user.
Delivery Options		Select the method to deliver the purchase order.
Delivery Status		The status of the purchase order with respect to the delivery to the supplier.
Drop Ship		Indicates whether the purchase order is drop shipped.
Drop Ship Address Validated		Indicates whether the drop ship address of the purchase order has been validated by Avalara AvaTax. Automatically selected when you validate the address using the Validate Drop Ship Address Lightning action. Automatically deselected when you change any of the following fields: Drop Ship City Drop Ship Country Drop Ship Line 1 Drop Ship Line 2 Drop Ship State / Province Drop Ship Zip / Postal Code
Drop Ship City		Drop ship address information.
Drop Ship Country
Drop Ship Line 1
Drop Ship Line 2
Drop Ship Name
Drop Ship State / Province
Drop Ship Zip / Postal Code
End Date		The established end date for when Items can be procured against this order agreement. The start date and end date indicate the date range that the purchase order is valid for.
Engagement		Engagement Represents a single customer engagement that can include diverse revenue streams. It links together related products for a customer within a given time frame, such as professional services, subscriptions, and goods. to which the purchase order relates. For more information, see Engagements.
Existing Purchase Order Number		This field is required during the loading of legacy purchase orders.
External Tax Status	A	The status of the tax calculation when using an external system to calculate tax for the purchase order. The following statuses are available: "Not Calculated" "Calculated" If you make any of the following changes after calculating tax, the value automatically changes from "Calculated" to "Not Calculated": Add a new line item to the purchase order. Change a field related to tax on the purchase order. These fields include: Drop ship address fields Override Ship to Address Procured for Ship to Warehouse Supplier Site Change a field related to tax on an existing purchase order line item. These fields include: Delivery Method Drop ship address fields Item Being Procured Option Cost Per Unit Override Avalara Tax Code Quantity Ship to Warehouse Unit Cost
Number of Cancelled Lines		The number of purchase order lines that have been cancelled.
Number of Closed Lines		The number of lines on the purchase order that are closed (fully received).
Number of Item Lines		The number of Item type lines on this purchase order.
Number of Lines		The number of lines on the purchase order.
Number of Partially Received Lines		The number of lines on the purchase order that have been partially received.
Number of Recurrences		Sets the number of recurring purchase orders you want to create. This is the number of purchase orders you want to create in addition to the originating purchase order.
Number of Service Lines		The number of service type line items.
Number of Service Lines Shipped		Number of Service Lines that have been shipped.
Number of Service Lines to Allocate		The number of Service Lines that still need to be allocated.
Number Open Lines		The number of open lines on the purchase order. This field is automatically calculated.
Order Type	R	Formula field. IF( SCMC__Number_of_Item_Lines__c = SCMC__Number_of_Lines__c , "Item", or IF( SCMC__Number_of_Service_Lines__c = SCMC__Number_of_Lines__c , "Service', "Mixed") ) The type of lines on the purchase order determines the order type. The default is Item. If there are line items of different types the order type will be "Mixed".
Override Ship to Address		For drop ship purchase orders that are associated with a sales order, we need the override ship to from the sales order if it is there, otherwise the ship to address is taken from the customer record.
Ownership		The project this purchase order is related to. An ownership code can be assigned to a project.
Partially Vouchered		Formula field. This field calculates the open vouchered amount.
Payment Terms		The payment terms flowed down from the selected supplier. It can be overridden by the user.
Procured for		The customer this is being procured for. This is valid only on a drop ship purchase order type.
Purchase Agreement		The purchase agreement associated with the purchase order. This field is pre-populated when you create a purchase order from a purchase agreement. Once the purchase order contains lines, you cannot change this field.
Purchase Order Date	*	The date this purchase order version was created.
Purchase Order Name		You can enter a Name for the purchase order. This is optional.
Recurrence Interval		Sets the recurrence interval for the recurring PO records. The recurrence period and the recurrence interval value determine the time between each recurring purchase order.
Recurrence Period		Select the recurrence period for the recurring PO records. Values are Day, Week, Month and Year. The recurrence period and the recurrence interval value determine the time between each recurring purchase order.
Recurring Purchase Order?		Checkbox - Select this control if you want to create recurring purchase orders from the purchase order record.
Resale		Checkbox. If checked, the items on the purchase order are procured for resale.
Revision		The revision number for the purchase order.
Sales Order		Only used if this is a drop ship purchase order that was created from a sales order.
Ship to Warehouse		The warehouse the parts on the sales order are shipped to. This field is mandatory for internal purchase orders. To automatically populate this field when creating a new purchase order, select an associated purchase agreement that has a value entered in its Ship to Warehouse field. Selecting an associated purchase agreement does not change any existing values if the purchase order already has a value entered in the Ship to Warehouse field.
Shipment Options		Value can be Collect on delivery, delivery confirmation, signature required, advanced shipment notice - email, advanced shipment notice - fax or international shipment.
Shipment Services		Value can be most economical (Default), three (3) day, two (2) day, overnight, courier, company truck LTL Less than Truck Load or company truck FTL Full Truck Load.
Start Date		Initiation date for when order agreement becomes effective. The start date and end date indicate the date range that the purchase order is valid for.
Status		Value can be open, approved, revised, closed, cancelled, submitted for approval, disapproved, drop ship submitted for approval or drop ship approved.
Status Change Date		The date and time of the last status change. This field is automatically set when the status of the purchase order changes.
Supplier Ship Via		Instructions to supplier. This appears on the purchase order.
Supplier Site	*	Lookup to current suppliers.
Total Amount Vouchered		Total amount vouchered for this purchase order.
Total Quantity Vouchered		Total quantity vouchered for the purchase order.
Total Value of PO		The total value of purchase order.

Purchase Order Line Item Fields

All the fields in the field set are available on the Purchase Order Line Items Lightning Page. For more information on the purchase order field set, see Purchase Order Line Item Field Sets.

Here is a description of the fields available on a purchase order line item. The fields that appear when editing a purchase order line item are determined by the purchase order line item record type that is selected.

Key: * – Mandatory field, R – Read-only, Cl - Classic Edition, L - Lightning Experience, A - Automatically populated when you calculate tax using Avalara AvaTax.

The mandatory fields are determined by the selected purchase order line item record type.

Field Name		Description
Amount Received		The total amount received against the purchase order line item. This is the sum of all amounts on the related receipt lines. This field is only populated for category and description purchase order lines for which the Receive by Amount checkbox is selected.
Applied Rebate Amount		Total amount of rebate applied to the purchase order line.
Budget		The requestor's budget. If a budget has been provided for the associated requisition line, the value for this field will be taken from the requisition line. You can override the value coming from the requisition line by editing this field.
Category	*, Cl, L	The category of the goods or services being purchased. This field is used for category purchase order line items. The category corresponds to a product group that has been set as a category. This field is mandatory for purchase order lines of type Category. This field is also available on the Purchase Order Line Items Lightning page.
Charge Number		The authorized charge number used for this purchase.
Condition		Condition of the Item that is being procured.
Currency	*	This defaults from the Supplier Site but can be overridden by the user. Note: If you are using a multiple currency org, we recommend that you do not add the Currency picklist field to layouts on the Purchase Order Line Item object because the field has no function on these layouts. If you add the Currency picklist field to these layouts and attempt to select a line level currency from the picklist that is different to the header currency, the line item currency will automatically reset to the header currency when you save the line item.
Delivery Method		The means by which the item is to be delivered. Value can be physical delivery, Electronic delivery, load and leave or ASP Application Server Provider. An application server provider hosts an application and customers access it on their servers. The customers don't actually receive anything, they are accessing the application via the world wide web. delivery.
Description	Cl, L	This description is used for capital equipment, description and contractor line item types. This field is also available on the Purchase Order Line Items Lightning page.
DPAS Rating		Defense priorities and allocations system rating for government contracts.
Drop Ship		Indicates whether the purchase order line item is drop shipped.
Drop Ship City		The drop ship address information of the purchase order line item.
Drop Ship Country
Drop Ship Line 1
Drop Ship Line 2
Drop Ship Name
Drop Ship State / Province
Drop Ship Zip / Postal Code
Editable Purchase Order Line Item Name		For system use. Used to enable the Foundations Transform service to edit the record.
End Date		The end date for a purchase order line item, populated automatically for recurring purchase orders.
Government Contract Number		The government contract number this purchase order supports.
Item Being Procured		The part that is being purchased if this is an item type Purchase Order. This field is mandatory for the following record types: Blanket Order Capital Equipment Contractor Item Misc. Charge
Item Master	Cl, L	Lookup to the item master record to which this purchase order line item applies. This field is also available on the Purchase Order Line Items Lightning page.
Logistics Cost		The logistics cost associated with this item. This supports landed costs.
Mode of Delivery	L	Select either Drop Ship or Ship to Warehouse. The editable line fields vary based on the option selected.
Number of Days Late		Formula field. This field calculates whether the Supplier Commitment Date is before today's date.
Outbound Parts Status		For a services purchase order, there must be at least one part selected, allocated, and shipped. This status field indicates the status of this activity.
Override Avalara Tax Code		The Avalara tax code used for the line. When defined, the value is used to calculate tax for the line in AvaTax. When this is not defined, the tax code is determined from AvaTax code to product group mappings. This is stored in the Tax Code field. For more information, see AvaTax Code to Product Group Mappings.
Pending Voucher	R	Formula field. This field stores the amount pending to be vouchered, calculated as: (Max value between Quantity and Quantity Received) - Quantity Vouchered
PO Line Number	R	Purchase order line number converts to a number to enable users to change and sort purchase order lines.
Production Order Line		Production order line that generated this purchase order line.
Purchase Agreement Line		The purchase agreement line that you want to associate with the purchase order line. The purchase agreement line must belong to the purchase agreement that is already associated with the purchase order for which you are creating the line. If the purchase order is not associated with an agreement , leave this field blank.
Purchase Order		The purchase order this line item is related to. All purchase order line items must have a purchase order.
Purchase Price Variance		The difference between the purchase order cost for the line and the amount actually invoiced.
Quantity	*, Cl, L	The number of units being ordered. This field is also available on the Purchase Order Line Items Lightning page.
Quantity Received		The number of items received against this line item. This is the sum of all quantities on the related receipt lines.
Receive by Amount		If selected, the purchase order line item is received by amount instead of quantity.
Record Type	L	Type of purchase order line. If a purchase order is created from a requisition, then the record type of the purchase order line item refers to the record type of the requisition line item. This can be one of the following: Blanket Order Capital Equipment Category Contractor Description Item Logistics Miscellaneous Charge On-Site Service Service For more information, see Purchase Order Line Types. When a line is created, this field is populated with default value.
Requested Delivery Date		Date on which the item has been requested to arrive at its destination.
Requisition Line Item		The requisition line that triggered this requirement.
Sales Order Line Item		The Sales Order Line used to create this Purchase Order Line.
Service Being Procured	L	Description of the service to be procured. This field is available on the Purchase Order Line Items Lightning page.
Ship to Address	L	The address to which the items are to be delivered. This field is not editable when the Mode of Delivery is set to `Ship to Warehouse`. This field is editable when the Mode of Delivery is set to `Drop Ship`. When you click the edit icon in the field, the Ship to Address window displays. You can enter the Drop Ship Name, Drop Ship address, City, State, Zip code and Country and click Save to save the information.
Ship to Warehouse	Cl, L	The warehouse where the items are to be delivered. Defaults to the purchase order header. Can be changed at line level. This field is populated with a default value when a line is created and if available in the Header. This field is also available on the Purchase Order Line Items Lightning page.
Status	*	The status of the line item. This is never set by the user. Open indicates that no parts have been received against this line item. Partially Received indicates some items on this line item have been received. Closed indicates that all parts have been received. Cancelled indicates the order was cancelled. This field is also available on the Purchase Order Line Items Lightning page.
Status Change Date		The date of the last status change.
Supplier Commitment Date	Cl, L	The original date that the supplier committed to for delivery of the goods or service being procured. This date along with the current promise date and the date of receipt is used to evaluate the supplier performance. Do not change this after the purchase order is approved. This field is also available on the Purchase Order Line Items Lightning page.
Supplier Current Promise Date	Cl, L	Initially this is the same as the commitment date. As the supplier updates the delivery date, this is changed to reflect the current schedule. This field is also available on the Purchase Order Line Items Lightning page.
Tax	A	The total tax value for the line item.
Tax Code	A	The code used to calculate tax for the line item. If tax calculation using Avalara AvaTax is enabled in your org, this is the Avalara tax code for the line. The code is automatically populated using the predefined mappings, according to the item being sold and the delivery method. For more information, see AvaTax Code to Product Group Mappings.
Tax Name 1-3	A	The name of the tax used when calculating tax for this purchase order line item. You can use up to three fields to represent the state, county, and city tax authorities.
Tax Rate	A	The total tax rate to use when calculating tax for this purchase order line item.
Tax Rate 1-3	A	The tax rate to use when calculating tax for this purchase order line item. This enables you to view a breakdown of the tax rates applied per jurisdiction.
Tax Value 1-3	A	The tax value calculated from the corresponding tax rate. This enables you to view a breakdown of the calculated tax values per jurisdiction.
Taxable?		Determines whether this purchase order line item is subject to tax. Note: This field is not used when you calculate tax using Avalara AvaTax.
Unit Cost	*	The unit cost of the item being ordered.
Unit Cost With Options		The unit cost with options of the purchase order line item. This is calculated as: Unit Cost + Option Cost Per Unit
Use Code		For use tax purposes. Determines what the item is to be used for.

Buttons

Here is a description of the buttons available on a purchase order.

Key: L - Only available in Lightning Experience.

Button Name		Description
Calculate Tax	L	Calculates tax for the purchase order using the external tax calculation service. For more information, see Calculating Tax for a Purchase Order Using Avalara AvaTax.
Cancel Purchase Order/Cancel		Changes the purchase order status to "Cancelled". A canceled purchase order is no longer valid for receipt. This button appears as Cancel in the Purchase Order Lightning page.
Create Recurring POs/Create Recurring Purchase Orders		This button opens a new Visualforce page for creation of recurring purchase orders. This button appears as Create Recurring Purchase Orders in the Purchase Order Lightning page.
Add Lines from Agreement	L	This button opens a window where you can select multiple purchase agreement lines to add them as purchase order lines.
PO Clone/Clone		Clones the purchase order and its lines. This button appears as Clone in the Purchase Order Lightning page.
Price/Set Price		To set price, ensure the purchase order is associated with a supplier site and an active supplier catalogue. If the item master on the purchase order lines is available in the supplier catalogue items, then the price is applied to the purchase order lines based on the applicable supplier catalogue price break of the item. This button appears as Set Price in the Purchase Order Lightning page.
Print		Opens a print preview of the purchase order.
Reverse Allocate Service Items		Reverses the allocation of inventory on the service purchase order line items included in the purchase order.
Revise		Enables you to edit an approved purchase order. You must submit the purchase order for approval again after making your changes. This button is also available on the Purchase Order Lightning page. For more information, see Revising an Approved Purchase Order.
Send		Sends the purchase order to the supplier or the supplier site. This button is also available on the Purchase Order Lightning page. Currently, only sending of purchase orders as PDFs is supported in Lightning Experience.
Validate Drop Ship Address	L	Validates the drop ship address of the purchase order in Avalara AvaTax. For more information, see Validating the Drop Ship Address of a Purchase Order.

Here is a description of the buttons available on a purchase order line item.

Key: L - Only available in Lightning Experience.

Button Name		Description
Allocate Items for Service		Enables you to allocate inventory to the purchase order line item. Only displays for purchase order line items of type "Service".
Apply		Applies the costs in the purchase order line item to the associated inventory position. You cannot use this action on purchase order line items of type "Category".
Associate Inv		Enables you to associate an inventory position with the purchase order line item. You cannot use this action on purchase order line items of type "Category".
Cancel Purchase Order Line		Changes the purchase order line item status to "Cancelled". A canceled purchase order line item is no longer valid for receipt. For more information, see Canceling a Single Purchase Order Line.
Reverse Allocate Items for Service		Reverses the allocation of inventory for a service purchase order line item.

Here is a description of the buttons available on a Purchase Order Line Item Lightning page.

Button		Description
Search the grid	L	Enter a few letters or words to search in the grid records. The search option is available only on the Purchase Order Line Item Lightning page.
	L	Clones the selected line.
	L	Deletes the selected line.
Cancel	L	Click Cancel, to continue editing or discard changes. Click Discard to cancel the unsaved changes.
Create Receipt	L	Enables you to create a receipt for the purchase order. This button displays in the Purchase Order line items grid only when: The purchase order status is "Approved". This button is available only if the Process_Acquisitions custom permission is assigned to your User group. For more information, see Permission Sets and Other Technical Documentation. This button is only available on the Purchase Order Line Items Lightning page.
Save	L	Saves the lines.

If you are using a multiple currency org, we recommend that you do not add the Currency picklist field to layouts on the Purchase Order Line Item object because the field has no function on these layouts. If you add the Currency picklist field to these layouts and attempt to select a line level currency from the picklist that is different to the header currency, the line item currency will automatically reset to the header currency when you save the line item.

Extension Packages That Add Fields to the Purchase Order Object

Several Certinia extension packages add fields and buttons to the Purchase Order and Purchase Order Line Item objects. For more information, follow the relevant links.

Extension Packages
Extension Package	Further Information
Order and Inventory Management – FinancialForce Connector	Purchase Order Fields
Order and Inventory Management Direct for Avalara	Purchase Order Fields