Items of purchase

The items of purchase express itemized view on Purchase Orders. The book is important especially for browsing the Items of Purchase Orders in order to provide users with information about the status of settlement of the particular items. You can also create subordinate documents in bulk for items.

Picture: Purchase Items book

Displaying the records in this book is based on working with Filters. The book does not support displaying of items in the Book state (no records are displayed in this state). If the Purchase Items book is not activated from the button with a predefined selection, then it starts to run in the Book status.

In addition to applying filters, the items can also be filled in directly from the required Purchase documents. by means of Ctrl+Shift+F7 keys from any page of doc. If you start on page 0, the filter is created either for the current documents in container or for documents indicated by stars.

Apart from the basic identification of item data (as the Order identification, Article identification, Existence of an item on the subordinate documents), the following belongs to the predefined columns:

• Date of Desired Delivery - corresponds to the Required field on the Purchase Item form.
• Date of Planned Delivery or Delivery Confirmation - corresponds to the Delivery field on the Purchase Item form.
• Delay - the value is calculated depending on the existence or non-existence of a confirmed Receipt Card:
  • If an item does not have a confirmed Receipt Card, then it is calculated as the difference between the current date and the date of planned / confirmed delivery (if this is not filled in, then the date of desired delivery is completed in).
  • If an item has a confirmed receipt card, then it is calculated as the difference between the Receipt Card confirmation date and the date of planned / confirmed delivery (if this is not filled in, then the date of desired delivery is completed in).
  • A positive value in this column means delay; a negative value determines how many days remain to delivery (at the items with a Receipt Card it means in how many days before the delivery was realized).

Note: By using a linkage field, it is possible to display the random data at items from all purchase documents, from articles etc. Because of this, the Warehouse field is displayed in the bottom panel to find out or to execute changes of a current information warehouse.

Edit Purchase items

The Purchase Items book does not support the Change mode. Only the Line editing of dates and quantities is allowed. The change of quantity is executed from the perspective of a Purchase Order - this means if the item contains the non-confirmed subordinate documents, then the change of the quantity (increasing/decreasing) is performed also on these documents. If you want to change the values on a requested item, press the Enterkey to activate the column with date or quantity; the value will change. Then, confirm it using the Enter key again.

You can also change the dates on items in bulk in the menu Form - Bulk actions - Change of record.

Creation / cancellation of subordinate documents for items

Display the form for creation / cancellation documents for items by pressing the F5 key or by means of the Creation / Cancellation of subordinate documents button. The subordinate documents can be created / cancelled for the items indicated by asterisks only. (Note: If it is not possible to mark the item with asterisks, it means that the item of the document does not exist - it has been deleted by another user). A new subordinate document is always created, even though another unconfirmed document of the type already exists to the Purchase Order. If the items of several orders are marked, then a multidocument is or is not created depending on the settings in the Do not create multidocument option, which appears after the activation of document creation. Even you permit multidocuments, they are not created for items for various customers! Multidocuments are created just for sales orders of one customer.

If at least one item exists which is not possible to be processed, the action will not be executed and none of the indicated items will be assorted to a required document. The items which have not been possible to be processed because of holding (holding a document) or changing the item by another user will be indicated by the icon in the "B" column (see the Check accessibility items). All items will stay indicated by asterisks. (Note: The asterisks will be deleted only from the items that do not exist on the document any more and from those items for which the action is not meaningful (e.g. the document already exists)). You can display the "Hold. user" column (CFHoldUser) for information about who currently holds the blocking items. The user that is holding the record will be displayed in this column.

You can also add the items on the already existing documents. Activate the Add on existing option in the form for creating the documents at the required document type. This will automatically open the book with the selection of unconfirmed documents to select a document. You can also display the book whenever you wish by pressing the button with three dots. You can also add the items simultaneously on various document types. If you add the item of Sales Order with completed Planned warehouse field on a stock document with another warehouse, then the warehouse from the heading of the selected document will be used for the item (simultaneously as when adding an item on the 2nd page of the documents). If you add items to an already existed document, you can continue in multidocuments creating for more customers.

In the form for document creation, you can activate either the creation or cancellation of the documents at the same time. It is not possible to create the documents and to cancel the others documents at the same time. If you activate the Create filter of documents option, then the already created documents will be entered into the switched filter on in theirs books.

The control of items' accessibility

The control checks whether you can work with selected items - it means whether they are held by another user or whether they have not been changed by another user. The control runs automatically always before the item's assorting on/deletion from a document and is further accessible also by pressing the Check items Accessibility button or by pressing Alt+F5 keys. The function goes through all the items that are indicated by asterisks and also the items that are evaluated from previous control as held. The result of the control of holding is displayed in the new default "B" column (BFHold) by means of the icons:

• Inspected item - unblocked:
• Inspected item - blocked (blocked document item):
• Inspected item - changed:
• Inspected item - deleted:

You can then display the "Hold. user" column (CFHoldUser) to get the information about who currently holds the blocking items. The user who is holding the record will be displayed in this column.

Functions over Purchase Items

F5	Create / cancel subordinate documents in bulk. (detailed description of the function in the text)
Alt+F5	Runs the control of accessibility/holding items. (detailed description of the function in the text)
Shift+F5	The Coverage form is displayed.
Ctrl+F4	It displays the book of Batches and sets the light indicator on an appropriate batch from the item.
Ctrl+F5	It displays the book of Contract Codes and it sets the light indicator on an appropriate code from the item.
Ctrl+o, Ctrl+p, Ctrl+f, Ctrl+d	Switch to item documents (purchase orders, receipt cards, invoices, delivery confirmation)
Ctrl+Enter	Switch to the Article book on the appropriate Article card.