Creating PO Definitions

Users with appropriate security rights can create a new structured Purchase Order definition through the Reference Data Area with Purchase Order Definitions.

To create a Purchase Order definition:

1. Select the Reference Data option from the Mega Menu.

The Reference Data Area is displayed.

2. Select Purchase Order Definitions from the drop-down list.

The Purchase Order Definitions list view is displayed.

3. Press New. If you do not have security rights to maintain Purchase Order definitions, this button does not appear on the page.

The Purchase Order Definition page appears.

4. Enter Purchase Order definition information in the page. Required information is indicated by a red asterisk (*).

5. In section 2: Purchase Order Summary Definitions, specify which fields contained in the Purchase Order are required for a successful file upload by selecting the checkbox on the left side of the System Defined Fields, Buyer User Defined Fields and Seller User Defined Fields tables. The fields you have selected will then appear on the right side of the section, in the PO Summary Data Order table.

6. In the PO Summary Data Order table, specify the order in which the fields must appear in the upload file by entering the corresponding number.

7. Press Update to refresh the page with your changes.

8. If files uploaded using this definition need not have line item details, skip to step 9. If line item details are required, specify which fields contained in the Purchase Order are required for a successful file upload by selecting the checkbox on the left side of the System Defined Fields and Produce Characteristics User Defined Fields tables. The fields you have selected will then appear on the right side of the section, in the Line Item Details Data Order table.

9. In the Line Item Details Data Order table, specify the order in which the fields must appear in the upload file by entering the corresponding number.

10. Press Update to refresh the page with your changes.

11. Press Save & Close after you have finished entering the necessary information,.

The new Purchase Order definition is saved and the Reference Data Area with Purchase Order Definitions list view is re-displayed.

Links and Action Buttons:

Link or Action Button	Description
	Displays the help topic for the Purchase Order Definition form (in the appropriate language).
(General)	Clicking this Image Link will collapse or expand the General Section , depending on whether the section is expanded or collapsed respectively
(Purchase Order Summary Data Definition)	Clicking this Image Link will collapse or expand the ‘Purchase Order Summary Data Definition’ Section, depending on whether the section is expanded or collapsed respectively.
(Purchase Order Line Item Detail Data Definition)	Clicking this Image Link will collapse or expand the Purchase Order Line Item Detail Data Definition Section , depending on whether the section is expanded or collapsed respectively.
( Purchase Order summary data order table)	Selecting this control will remove the field from the Purchase Order summary data order table and deselect (uncheck) the checkbox. Note: that this control does not appear for the mandatory fields.
( Line Item data order table)	Selecting this control will remove the field from the Line Item order table and deselect (uncheck) the checkbox. Note: that this control does not appear for the mandatory fields.
Return	Selecting this hyper link takes the user to the previous page without saving the data. If any changes/updates are made to the page, Save/Discard popup dialog box displays.
1. General	The user will be taken to the 1. General section of this form.
2. Purchase Order Summary Data Definition	The user will be taken to the 2. Purchase Order Summary Data Definition section of this form.
3. Purchase Order Line Item Detail Data Definition	The user will be taken to the 3. Purchase Order Line Item Detail Data Definition section of this form.
Expand All/ Collapse All	Expands/Collapses all sections
Hide Tips / Show Tips	Hides all the displayed tips.
Back to Top	Takes the control to the top of the page.
Save	Saves the Template group details in the database, but the page will not be closed. The saved time will be updated on the page.
Save and Close	Saves the Template group details in the database and Closes the page. User is taken back to the previous page.
Close	Closes the page without saving any data and returns the user to the originating page.
Delete	Deletes the template group from the database. This will not appear when adding a new Purchase Order Definition, it only appears when editing an existing.
Create Creation Rule	Takes the user to the Creation Rule Form with the Purchase Order Definition field pre-filled.
Add 4 More (Buyer User Defined Fields)	Adds 4 more rows to the user defined table. Maximum of 10 rows can be added in the buyer user-defined fields table.
Add 4 More (Seller User Defined Fields)	Adds 4 more rows to the user defined table. Maximum of 10 rows can be added in the Seller user-defined fields table.
Add 4 More (Product characteristics user defined field)	Adds 4 more rows to the user defined table. Maximum of 7 rows can be added in the Product characteristics user-defined field.
Update Order	This button appears twice – in the Purchase Order Summary section and in the Purchase Order Line Item section. It applies the changes made by the user in relation to the re-ordering of the fields.

Creating PO Definitions

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