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^{Functional Specifications}

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(c) OpusXenta Pty Ltd, 2020

Purchase Order Header

This is the Purchase Order creation/summary screen.

v1/InvoCare release: POs to be created using the Sales Order and Memorial Order functions only
v1 InvoCare data integration requirements

v2/OXGold release: will include ability to create POs independently and include integration requirements for Sage 300 [green button/status placeholder showing below]

Purchase Order Header

Tab Headers

This represents the tab headers/links required for the Purchase Order entity: Documents + Tracking

PURCHASE ORDER: is the main summary screen for the entity

DOCUMENTS: is the standard CRM document library.

TRACKING: to be activated for all fields showing on the Supplier block: 4,5,7,8 and the Purchase Header block: 14-24

Top Content

This is the top content for the Purchase Summary screen.

The top content is to show the following field values:

PURCHASE ORDER NUMBER
STATUS
SALES & BOOKING ID

SYNC STATUS [v2/ERP integration]

Screen Block: Supplier

This is a screen section with title: Supplier
The screen block is to include fields: 4-5 and 7-8

Supplier

This is the Company on whom the purchase order is being raised.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Search Select		1. Lookup to Company records. 1a. Filter to Type = Vendor 1b. Filter to Active company records 2. When screen is in VIEW mode, hyperlink to Company summary screen 3. Allow edit when STATUS = Open	Y		Y per rule 3)

Sales & Booking

This is the Sales & Booking ID to which the purchase order is attached.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
string		1. Auto-populates from the originating Sales & Booking transaction. 2. When screen is in VIEW mode, hyperlink to Sales & Booking, Purchases list	Y		N

Sync Status [ERP/v2]

This is a placeholder for v2 functionality - will show ERP integration status

Sales & Booking Type

This shows the originating Sales & Booking transaction Type, e.g. Burial Booking, Sales Order, Memorial Order.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Selection List	This field shares the Sales & Booking (tran_Type) selection list	1. Auto-populate with Sales & Booking TYPE	Y		N

PO Created By

This is the name of the staff member that generated/created the purchase order.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Lookup		1. Auto-populate with name of user creating new purchase order.	Y		N

Button: Change

This is an action button to put an existing summary record into edit mode.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Button	Subject to all standard CRM rules.	1.This Button is visible when the screen is in VIEW mode. 2. Selection places the screen into edit mode 3. This button is visible when the STATUS = Open, Issued	N				-

Button: Save

This is an action button to save the record.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Button	Subject to all standard CRM rules.	1.This Button is visible when the screen is in NEW or EDIT mode. 1a. This button is hidden if Status = Completed 2. When selected: 2a. NEW entries are inserted to the database, and STATUS = Open. 2b. Edited entries are updated in the database.					-

Button: Change Status

This is an action button to change the status of the purchase order, and trigger associated functions.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Button		1.This Button is visible when the screen is in VIEW mode. 1a. This Button is hidden when the STATUS = Completed 2. Selection opens the Change Status screen in EDIT mode.					-

Button: Print PO

This is an action button to open a print screen and generate a purchase order.
Refer here for forms design.

When PO form generates to PDF - auto-file in Documents library; referencing Purchase Number, Sales & Booking ID, Supplier (company)

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Button		1. This button is visible when the screen is in VIEW mode.

Screen Block: Purchase Header

This is a screen section with title: Purchase Header
The screen block is to include fields: 14-24.

Purchase Order Number

This is a system generated purchase order number.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
string		1. Auto-inserted when the record is created. 1a. Refer to Reference Numbers for system configuration requirements	Y		N

Purchase Date

This is the date the purchase order was created.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Date		1. Default to current date when screen is in NEW mode. 2. Allow editing when STATUS = Open	Y		Y per rule 2)

Terms

This shows the terms of purchase for the purchase order.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Search Select		1. Lookup to the list of Terms 1a. Default to value on Supplier (company) record. comp_TermID 1b. Display Term Description 2. Allow editing when STATUS = Open	Y		Y per rule 2)

Site

This is the Site (cemetery/funeral home) to which the originating Sales & Booking is attached

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Search Select		1. Lookup to the list of Sites 1b. Auto-populate with Site from originating Sales & Booking record. 1c. Display Site Description	Y		N

Details

This is a field for general notes and special requests.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Multiline Text		1. This is a free-form text field. 2. Allow editing when STATUS = Open, Issued	N		Y per rule 2)

Status

This shows the current status / progression of the purchase order.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Selection List	These statuses are designed to represent these stages of the order cycle: OPEN: when order is being prepared ISSUED: when PO has been sent to supplier (or integrated ERP) CANCELLED: when PO is no longer required COMPLETED: when PO has been receipted	1. Selection List values: - Open - Issued - Cancelled - Completed 2. Default value for NEW Purchase Orders: Open 2a. Edited only via Change Status button (11)	Y		N

Required Date

This is the date by when goods or services are to be provided by the Supplier.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Date		1. Default to current date when screen is in NEW mode. 2. Allow editing when STATUS = Open, Issued	N		Y per rule 2)

Supply Reference

This is an information field to record a supplier's reference number for this order.
[IVC integration will hold RQN/PO number returned by Compass ERP]

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
string		1. This is a text entry field. 2. Allow editing when STATUS = Open, Issued	N		Y per rule 2)	100

Sales Order

This is the originating Sales Order transaction, auto-populated by the Create PO function.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
string		1. Auto-populate when PO is created using the Create Purchase Order function on a Sales Order 2. When screen is in view mode, hyperlink to Sales Order Header screen	N		N

Receipt Number

This is the system assigned number when status changes to completed, that is, goods/services are delivered.

[IVC integration will hold receipt number returned by Compass ERP]

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
string		1. Auto-populates via rules on Change Status screen.			N

Receipt Date

This is the date the goods/services are delivered.

[IVC integration will hold receipt date returned by Compass ERP]

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Date		1. Populates via rules on Change Status screen.			N

Screen Block: Purchase Details

This is a screen section with title: Purchase Details
It contains the Purchase Order Details, i.e. list of items ordered

Item Details Grid

This is the list of items required for this purchase order.

The list will show columns for:

Item Number (hyperlink to Purchase Details screen)

Item Description

Quantity

Buy Price

Extended Price

Button: Add Item

This is an action button to open a New Purchase Details entry screen

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Button		1. When selected, opens the new Purchase Details entry screen. 2. Button is visible when STATUS = Open

Button: Issue PO [ERP/v2]

This is a placeholder for v2 functionality - will change PO status to Issued and trigger Sage 300 integration activities.
This button will be visible when STATUS = Open

Screen Block: Purchase Totals

This is a screen section with title: Purchase Totals
The screen block is to include fields: 30-31

Total Tax

This is the calculated amount of Tax for all purchase detail lines

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Numeric		1. This is a calculated field value, updated as each Purchase Detail line is added/saved. 2. Calculation: sum (Purchase Details: Extended Tax)	Y	Currency	N		0.00

Total Purchase Order

This is the calculated Total Amount for the purchase order.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Numeric		1. This is a calculated field value, updated as each Purchase Detail line is added/saved. 2. Calculation: sum (Purchase Details: Extended Amount)	Y	Currency	N		0.00

The contents of Purchase Order Header

Purchase Details

Change Status: screen

Reference Number: PO numbers

Purchase Order: Find

Company: Purchase Order List

Sales & Booking: Purchases List

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