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In order for a corporate organisation to use the Trade Services system’s purchase order features, there must be a PO Definition. The PO Definition is used to define data for manual purchase order entry in the system as well as being required before the user can upload purchase orders to the system. The corporate organisation can have one or more PO Definition(s).
The PO Definition page allows you to define details for a PO Definition that the user references when purchase orders are uploaded or manually entered into the Trade Services system. In order to work with PO upload definitions, you must have security rights to maintain reference data.
This page contains the following sections:
· General
The General section of the PO Definition page allows you to define the name, description, and fields for a PO definition. In this section, you specify information for each field present in the purchase order data file.
The fields and controls contained in this section are described below.
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Field/Control |
Description |
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*Definition Name |
The name of the PO definition This field can contain up to 35 characters and is a required field. |
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*Description |
A description of the PO definition. This field can contain up to 35 characters and is a required field. |
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The PO Definition will be used in the following manner: |
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Upload PO file only |
Select this option to indicate that the PO Definition will be used for upload purposes only. Selecting this option makes the Beneficiary Name, Currency, and PO Amount fields required when the PO Definition is to be used for uploading purposes. |
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Manual Entry of POs only |
Select this option to indicate that the PO Definition will be used for manual entry purposes only. Selecting this option makes the Beneficiary Name, Currency, and PO Amount fields not required when POs are entered manually only. |
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Both Upload of PO file and Manual Entry of POs |
Select this option to indicate that the PO Definition will be used for both upload and manual entry purposes. Selecting this option makes the Beneficiary Name, Currency, and PO Amount fields required when the PO Definition is to be used for uploading purposes as well as manual entry purposes. |
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Use this Upload Definition as the default |
Selecting this checkbox indicates that this PO definition is the default definition. The default definition is the one selected by default for upload operations. |
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Dates format: |
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MM/DD/YYYY |
Select this option if it is the preferred date format for uploading or manually entering PO details |
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DD/MM/YYYY |
Select this option if it is the preferred date format for uploading or manually entering PO details. |
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PO Data Format: |
Indicates the format for the purchase order data file: Delimited data - Select this option button if the data fields in your data file are separated by a delimiter character. If you select this option, you must also select a character in the Delimiter Character drop-down list. Available selections include Comma, Semicolon, or Tab. Fixed length data - Select this option button if the data fields in your data file are fixed length. If you select this option, the length of each data field in the file must match exactly the number of characters specified for each field in the Size field on the General & Data Definition tab. |
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*PO Number |
This field is required when the PO Definition is for upload use only or for both upload and manual entry purposes as specified in the fields/controls above. In this case, define the Field Name that you will use to reference the data item in later sections of this page. In the Size field, enter the maximum number of characters that appear in the data file or will appear in the PO display for the data item. These fields are not required when POs are entered manually only. |
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Item Number |
Identification of the field name and size specifications for this field in the PO data you will be uploading or manually entering is optional. If desired, define the Field Name that you will use to reference the data item in later sections of this page. In the Size field, enter the maximum number of characters that appear in the data file or will appear in the PO display for the data item. |
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PO Text |
The PO Text field allows a large (up to 250 characters) block of text to be entered for each purchase order. Identification of the field name and size specifications for this field in the PO data you will be uploading or manually entering is optional. If desired, define the Field Name that you will use to reference the data item in later sections of this page. In the Size field, enter the maximum number of characters that appear in the data file or will appear in the PO display for the data item. |
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Latest shipment |
Identification of the field name and size specifications for this field in the PO data you will be uploading or manually entering is optional. If desired, define the Field Name that you will use to reference the data item in later sections of this page. In the Size field, enter the maximum number of characters that appear in the data file or will appear in the PO display for the data item. |
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*Beneficiary/Seller name |
This field is required when the PO Definition is for upload use only or for both upload and manual entry purposes as specified in the fields/controls above. In this case, define the Field Name that you will use to reference the data item in later sections of this page. In the Size field, enter the maximum number of characters that appear in the data file or will appear in the PO display for the data item. These fields are not required when POs are entered manually only. |
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*Currency |
This field is required when the PO Definition is for upload use only or for both upload and manual entry purposes as specified in the fields/controls above. In this case, define the Field Name that you will use to reference the data item in later sections of this page. In the Size field, enter the maximum number of characters that appear in the data file or will appear in the PO display for the data item. These fields are not required when POs are entered manually only. |
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*PO Amount |
This field is required when the PO Definition is for upload use only or for both upload and manual entry purposes as specified in the fields/controls above. In this case, define the Field Name that you will use to reference the data item in later sections of this page. In the Size field, enter the maximum number of characters that appear in the data file or will appear in the PO display for the data item. These fields are not required when POs are entered manually only. |
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Field Name |
The name to be used when you reference each field in the purchase order data file. Each field name can contain up to 15 characters and is required for each field present in the data file. |
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Size |
The maximum number of characters that appear in the purchase order data file for each data field present in the data file. The maximum you enter here must not exceed the maximum length indicated for each field in the Max Length column. |
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Data Type |
The data type for each field present in the purchase order data file. The data type is indicated for the first six fields; however, you must select a data type for each of the 'Other' fields you specify (Data Item 1, Data Item 2 ... Data Item 4). Available data types include Date, Number, and Text. |
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Max Length |
The maximum number of characters that each of the first six fields can contain, in read-only format. For each field, the value you enter in Size cannot exceed the number you enter here. This column does not display for the 'Other' fields. |
PO Definition Field Order
The PO Definition Field Order section of the PO Definition page allows you to define the format and field order for the data contained in the PO data file.
The Goods Description section of the PO Definition page allows you to define the column header text, footer text, and field order for the PO definition. The Goods description layout determines how the Goods Description will be formatted when the purchase order line items are loaded or entered into import letter of credit transactions.
The fields and controls contained in this section are described below.
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Field/Control |
Description |
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Order and Field Name |
The order that the field selected in the Field Name should appear in the Goods Description field in Import Letter of Credit transactions. To specify the order of the fields, select the check box before each field name, supply an Order numberand press the Update Order button to re-order.. The Total Line Length calculation will update dynamically when a field is selected to be included in the Goods Description. |
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Include column headers at the top of the Goods Description |
Selecting this checkbox indicates that you want to include column headers containing the field name for each column at the top of the Goods Description. |
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Include the footer shown below at the bottom of the Goods Description |
Selecting this checkbox indicates that you want to include a footer at the bottom of the Goods Description. If you select this checkbox, you must also enter the text of the footer in the text lines below. You can include a maximum of three footer lines, and each text line can contain up to 65 characters. |
Reference Data Area with PO Upload Definitions