Purchase Order PO0100 Help - Elliott Business Software



Processing

Processing

Purchase Order Processing

 

Application Overview

 

The Purchase Order Processing application allows the entry of purchase orders.  Once entered, purchase orders may later be modified, canceled or printed out on the Purchase Order Edit List.  Closed orders may be purged from the file and blanket orders may have releases issued against them.  The purpose and function of each of these features is discussed below.  Refer to The Purchase Order Cycle in the Package Overview for supplemental information.

 

Purchase Orders

 

A purchase order is a formal request for the delivery of merchandise or services.  It is also a written contract that itemizes what should be delivered, how much it should cost, where it should be delivered, how it should be shipped, what the payment terms are, etc.  This information is printed on a purchase order form by means of the Print Purchase Orders application and is then sent to the vendor.  A printed purchase order is a formal commitment to accept delivery of and pay for the goods or services that it lists (except in the case of blanket orders).

 

The data entered on a purchase order is of two basic types:  that which is of interest to the vendor and that which is of purely internal interest.  The vendor needs to know what you want,  where you want it shipped and when it is supposed to be delivered, for instance.  The company needs to keep track of the asset or expense accounts that are affected by the purchase, what job the merchandise or services are for, where the merchandise should be transferred once it is received and who should be notified in the event of any problems that arise during receiving or accounts payable voucher entry.  Both types of data are entered on the purchase order and are retained until the order is physically purged from the file.

 

Purchase Order Types

 

There are four purchase order types.  Both kinds of data are entered on the purchase order regardless of its type.  The most common purchase order type is called the normal type.  On such purchase orders you simply list what you want to order, print the data on a purchase order form and send it to the vendor.  The vendor will then ship you merchandise or deliver services on the basis of the order.

 

The second type is the drop shipment purchase order.  This is an order which is to be delivered to one of your customers directly by the vendor.  Except for this difference, it is exactly the same as a normal order.

 

Another purchase order type is called the blanket type.  Like a normal order, a blanket order lists goods and services to be delivered.  A blanket order, however, is not a true order.  It is, instead, merely an agreement to purchase specific goods and services over a period of time.

 

Each purchase that is made of items listed on a blanket order is referred to as a release.  This is the fourth purchase order type.  A release is very similar to a normal purchase order except that it references the blanket order against which it is released and it is allowed to specify only those items that were included on the blanket order.

 

Adding Purchase Orders

 

Purchase orders are entered on two screens.  The first screen accepts the entry of general order information such as the vendor number, buyer, shipping destination and terms.  The program validates the data as it is entered.  For instance, the vendor number that is entered must be that of a vendor that has been defined in the Vendor file.  If this condition is not satisfied the entry is disallowed and a message displays explaining why.  You may enter normal and blanket purchase orders in this manner.  The general information on the first screen is sometimes referred to as the purchase order header.  You then advance to a second screen upon which specific items or services are ordered.  One screen full of data is required to described each item on the order.  Each of these items is referred to as a line item since it is a single line on the purchase order and it pertains to a particular item.  The data required to describe a line item includes the item number, unit cost, quantity ordered and request date.  There may be up to 999 line items on a single purchase order.

 

Changing Purchase Orders

 

The change mode allows you to change, within limits, informa­tion on purchase orders.  If changes occur after the purchase order is printed, there are certain changes that the vendor needs to be informed of.  For instance, if an additional item is added to the order or if the quantity of an item on the order changes, it would be pointless to merely make the changes without notifying the vendor.  Consequently, changes of this nature trigger the printing of change orders.  A change order lists the original order plus the changes.  Change orders, like original orders, are printed by means of the Print Purchase Orders application.

 

Cancel Purchase Orders

 

Just as you cannot arbitrarily change an active purchase order without notifying the vendor, you cannot delete one unless you first cancel it and inform the vendor of the cancellation.  The Cancel Purchase Orders function provides you with the ability to cancel orders.  The package sees to it that a cancellation order is later printed through the Print Purchase Orders applications.  Once the cancellation order has been printed, the status of the purchase order will automatically be set to X (canceled) and the order will then be eligible for deletion.

 

Closed orders, (those which have been fully received and invoiced and which have had their order status set to C), and canceled orders may be deleted by means of the Purge Closed Purchase Orders application.  This application optionally allows the deletion of orders which have not been formally closed (have not had their order status changed to C), but which are eligible to be closed.   It also allows the deletion of disapproved orders that were never printed.

 

During the purge process, the program posts historical information about the order to the Vendor file and the Purchase Line History file.  This information is later accessed to produce the Vendor Performance Analysis Report and the Purchase Line History Report.

 

Copy PO Function

 

When users press F3, they may create a PO by copying from an existing PO.  Once the PO is copied, the user will be in the change mode to make further changes if necessary.  In addition, this PO Copy function has been improved to support copying the comments and notes.

Printing the Edit List

 

The final major function in this application is the Purchase Order Edit List.  This function enables you to print for internal use the information entered on the purchase orders.  The report accommodates a variety of range parameters.  For instance, you can specify which purchase order types and statuses are to be included; which vendor's orders, which buyer's orders and which shipping destina­tion's orders should be included (one or all in each case); a range of purchase order dates; and a range of purchase order numbers.  Con­sequently you can evaluate the purchase orders that are on file from a number of different viewpoints.  This makes the edit list useful as a tool for management, purchasing and even finance.

 

Create PO by Sales History

 

The F3 key has been enabled in the P/O Line Item Screen “1. Line No” field.  Pressing the F3 key will provide up to two years of sales history breakdown by month, to assist the buyer with purchasing, in a popup window that prompts for the following selection criteria:

·                     Product Categories

·                     User Defined Codes

·                     Buyer Codes

·                     For Qty Available Less Than

·                     Show Item Qty on Order > 0

·                     Only Show Qty Available < Re-Order Level

·                     (Qty Avail/Last Year Usage) Less Than

·                     (Qty Avail/YTD Qty Usage) Less Than

 

Based on the criteria the user provides, a list of items will be displayed in the next list window.  In the list window, as each item is highlighted, the details of sales/usage history of that item will be displayed.  In addition, the user can drill down to stock status inquiry and further drill down to many other functions to obtain more details of this item.  The information provided will assist the buyer with determining how many to purchase for each item.  The buyer can simply indicate how many to order in the list window.  Once the user is done editing the list window, they can simply exit by using the ESC key.  The system will create the PO line items based on the quantity the user indicated in the list window.

 

 

Run Instructions

 

    Select Purchase Order Processing from the pull down P/O Processing  window.  The following screen will then be displayed:

 

 

Purchase Order Processing Entry Screen

 

 

 

 

 

    The following options are available:

 

              *        Select the desired mode from the Purchase Order Processing menu bar

              *        Enter the data requested on the screen

              *        When you add an order a screen will display upon which you enter general order information such as the order type, order date, vendor number, buyer code, terms, etc.  This information is sometimes referred to as the order header.

              *        Once you have entered the general order data, you will advance to a screen upon which you specify the items you are ordering.  These items are referred to commonly as line items or order lines.  There is only one order header per order but there are as many line items as you choose to enter, up to 999.  When you have entered all of the line items for the order, you may F10 or ESC for entry of a new order.

              *        To Cancel Purchase Orders you will be asked to specify the number of the order you wish to cancel.  After the program has verified that the order exists, that it is an order that has not already been canceled or closed and that it is an order that has been printed, a message will display on the screen asking if you wish to cancel the order.  If you answer Y, a message will then display on the screen asking if the order is being canceled because of vendor negligence.  If you answer Y, the program will cause the vendor's performance statistics to be updated accordingly when the order is deleted.  Whether you answer Y or N, the order will be marked for cancellation but the order will not actually be canceled yet.  In this manner you may mark as many orders for cancellation as you like.  When there are no more orders to cancel, press ESC while the cursor is positioned for entry of the purchase order type. Once an order has been canceled it can only be reinstated if the cancellation order has not been printed.  If the cancellation order has been printed, then it cannot be reinstated.  To do so you must re‑enter the order through the add mode, assigning it a different number and treating it as an entirely new order.

              *        Next you must print the orders through the Print Purchase Orders application.  This application will complete the cancellation process for you automatically.  Once the cancellation orders have been printed you may physically delete the orders by means of using the Purge Closed Purchase Orders application

 

       To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.

 

Entry Field Descriptions

 

Order Header Entry

 

The field descriptions presented here are valid for the Add, Change, Cancel and List modes.  Restrictions that pertain to a particular mode of operation are specified for the entry field to which they apply.

 

Name

Type and Description

1.   P.O. No

6 numeric digits (999999).

 

In the add mode, you may press the F1 key to default to the next available order number.

 

In the cancel mode, two additional numeric digits are required to specify the release number.

 

When adding an order, enter the purchase order number (or press the F1 key for the next order number.  You may specify any number that you like but the program will check to make sure that the number has not been used by another order currently on file.

2.   P.O. Type

1 alphabetic character.

 

N, B or D.

 

A submenu will display to remind you  of the options.

 

Enter the purchase order type. 

The valid entries are

N = Normal

B = Blanket

D = Drop‑Ship Order.

 

The entry defaults to N.

 

In the cancel mode, enter the 6‑digit purchase order number and then enter the 2‑digit release number.  For normal and blanket orders the release number is zero, so you may press RETURN for the release number to default the entry to zero.  A non zero release number is only required for re­leases of blanket orders.

3.   P.O. Date

A date in the standard date format.

 

Enter the purchase order date. 

This is a reference date for determining how long a purchase order has been on file. It is not a reliable indicator of how long the vendor has had the order, however, since an order may remain on file indefinitely before it is printed and sent to the vendor.  The package automatically keeps track of the date the order was printed since that is a more useful indicator of how long the vendor has had the order.

 

The entry defaults to the current date.

4.   P.O. Status

1 alphabetic character. 

 

U or R.

 

In the add mode this field defaults automatically to U, unreleased but you may change the value to R, for released.  There are several valid purchase order statuses, but some of them are assigned by various programs in the package and cannot be modified by the operator once they have been set.

 

The possible values are:

 

U   =  Unreleased

R   =  Released

X   =  Canceled

P   =  Printed

C   =  Closed

 

An unreleased order is one which is on file pending modifications and approval.  It may or may not be in the state it will be in when the vendor receives it.  Line items on an unreleased order may be changed and deleted at will.  The package will not make any effort to keep track of these changes since the vendor need not be notified of them. The Print Purchase Orders application will disregard orders that have a status of U when it is deter­mining which orders should be printed.

P.O. Status  (continued)

A canceled order is one which was previously a released order for which a purchase order was printed and sent to the vendor.  Later, the decision was made to retract the order so it was canceled through the Cancel mode.  A cancellation order was printed by the Print Purchase Orders application and during the process of printing the cancella­tion, the program automatically set the order status to X.

 

You are not allowed to manually change the status to X since to do so would  bypass the steps necessary to get the cancellation order printed.  Also, once an order has a status of X, the status may not be changed.  A canceled order, once printed, may not be uncanceled.

 

A closed order is one for which all line items have either been fully received and fully invoiced, canceled, or fully received and the Close P.O.'s Not Fully Invoiced flag in Purchase Order Setup is Y. You may change the status to C manually from the status of P if all of the line items are fully received and billed or canceled. 

 

The primary advantage of manually setting the status of an obsolete order to C is that doing so will speed up processing for those programs that are designed to specifically ignore or specifically look for closed purchase orders.  In the change mode, you are allowed to change the purchase order status from U to R or R to U.

 

The status may also be changed from P to C (providing the other qualifications for closing an order are met) or C to P.

 

The normal sequence of events is that a purchase order begins with a status of U.  The status is then changed to R once the order has been approved. The order next then gets printed and its status is automatically changed to P. Once all items on the order have been received and invoiced, the status gets set to C.  Later, the order is purged.

 

A released order is one which has been finalized and is ready to printed. You must set the status of an unreleased order to R in order for the Print Purchase Orders application to print it.

 

P.O. Status (continued)

A printed order is a released order which has been printed through the Print Purchase Orders application. This application automatically  changes the status from R to P.  Once an order has a status of P you may not change the status back to U or R.

5.   Vendor No

6 alphanumeric characters.

 

Enter the number of the vendor with whom this order is being placed.  The vendor's name will display beside the entry.  The vendor that you specify must be on file in the Vendor file.

 

Pressing the F7 key will allow you to search for the vendor by number or pressing the F8 key will allow you to search for the vendor by name.

 

The program will check to make sure that the vendor is one from whom purchases are allowed. If the A/P Vendor File specifies that the vendor should not be purchased from, a message will display on the bottom of the screen asking Vendor Should Not Be Purchased From - Ok to place order ?  You must respond to the question by answering Y or N.  There is no default.  If you answer N, the program will position the cursor for re‑entry of the vendor number.  Generally when this situation arises, you will want to stop the order.  You may do so by pressing the ESC key for the vendor number's entry.

6.   Buyer

2 alphanumeric characters.

 

Enter the Buyer code of the buyer for whom this order is being entered.  The code entered must be that of a buyer that is on file.  The buyer's name will display beside the entry.

 

If you know the buyer's name but not his code, you may press the F1 key to display the code and  name of the first (and subsequent) buyers that are on file.  You may page through all of the Buyer codes in this manner.  When the Buyer code that you require dis­plays, answer Y to the Right Buyer ? question; remember that 1 and 2 are also valid answers to Yes/No questions.

 

In add or change mode, press the F7 key to search for Buyer Code.

7.   Ship‑To

6 alphanumeric characters.

 

Enter the Ship‑To code for the warehouse or receiving location where the merchandise on the order should be shipped.  The code entered must be that of a valid Ship‑to code on file.  Once a valid code has been entered, its description will display beside the entry.

 

You may review the Ship‑To codes that are on file by pressing the F1 key while the cursor is positioned for entry of the Ship‑To code.  Once the correct code displays, answer the Right Ship-To ? question by entering Y.

    

Changing the Ship‑To code for an order that has already been printed is not allowed since it is this code that identifies the location for which the material is on order.  If the wrong Ship‑To code was entered, the order must be canceled and a new order re­leased.

 

For drop‑shipment orders the Ship‑To code must be one that specifies the address of one of your customers.  There is a code on each Ship‑to record which in­dicates whether the record is of this type.

 

You may enter the code directly or use the F1 key to page through the ship‑to on file if the one you need has been entered previously. 

 

In the add or change mode, press the F7 key to search for Ship-to Code.

8.   Ship‑Via

2 alphanumeric characters.

 

Enter the Ship‑via code for the means by which the merchandise should be shipped.  The code entered must be that of a valid Ship‑via code on file.  Once a valid code has been entered, its description will display beside the entry.

 

You may review the Ship‑via codes that are on file by pressing the F1 key while the cursor is positioned for entry of the Ship‑via code.  Once the correct code displays, answer the Right Ship-Via? question by entering a Y.

 

In Add or Change mode, press the F7 key to search for Ship-via code.

 

Defaults to the vendor's recommended ship‑via method as specified in the Vendor file.

9.   Terms

15 alphanumeric characters.

 

Defaults to the vendor's terms specified in the Vendor file.  Enter the description of the terms of sale. The terms entered here will print on the purchase order to advise the vendor of the terms you expect, but they serve a documentary purpose only. The package will not take any measures to enforce them.

10.  Fob

2 alphanumeric characters.

 

Defaults the FOB code for the FOB point.  The code entered must be that of a valid code on file.  Once a valid code has been entered, its description will dis­play beside the entry.

 

You may review the FOB codes that are on file by pressing the F1 key while the cursor is positioned for entry of the FOB code.  Once the correct code displays, enter Y.

 

In add or change mode, press the F7 key to search for FOB code.

11.  Col/Ppd

1 alphabetic character. 

 

C, P or Blank.

 

Valid entries are C for Collect and P for Prepaid. A submenu will display to remind you of the options.  You may leave this field blank if the proper code is unknown.

 

Enter the Collect/Prepaid code. 

 

Enter C if you wish to be billed for freight by the freight company; enter P if you wish the vendor to pay freight and bill you for it along with the merchandise.  This information will print on the purchase order to advise the vendor of how you wish to be billed for freight but the package will not actually enforce this condition.  The field serves a documentary purpose only.

12.  Acknowledge ?

1 alphabetic character.

 

The valid entries are Y for acknowledgment required, N for acknowledgment not required and A for acknowledgment received.  A menu will display to remind you of the options.

 

A is only allowed from Field Number ?

 

Defaults to the vendor's acknowledgment requirements specified in the Vendor file.

 

Order acknowledgments are useful in that they allow you to verify that the vendor has (or has not) correctly interpreted your pur­chase order.  This is particularly important for such factors as terms, shipping address, quantities ordered, unit costs and request dates.  It is also important just to know that the vendor received the order and intends to fill it.

 

You would enter Y or N at the time the order is being entered.  You would change this value to A once the acknowledgment is received.

13.  Confirm ?

1 alphabetic character.

 

The valid entries are Y for confirmation required, N for con­firmation not required and C for confirmation received.

 

C is only allowed from Field Number ?

 

Defaults to the vendor's confirmation requirements specified in the vendor file.

 

An order confirmation is notification from the vendor that the merchandise on an order has been shipped. The value entered here prints on the purchase order so that the vendor will know whether or not confirmation is required. Once confirmation has been re­ceived you may change the value to C so that there will be a record of the confirmation.

14.  Print Price ?

Y or N.

 

Answer Y if you wish the unit price that you expect to pay to be shown on the purchase order.  Answer N if you wish the prices to be blank on the purchase order.

 

Defaults to the vendor's price printing response specified in the vendor file.

15.  P.O. Weight

10 numeric characters with 4 decimal positions (999,999.9999).

 

The entry of this field is not allowed during add mode. The program will automatically calculate the purchase order weight as line items are entered.  Changes are allowed to this field during the change mode to provide override capability.

16.  Comment‑1

2 alphanumeric characters.

 

Order header comments print at the bottom of each page of the pur­chase order.

 

You may press RETURN to skip the entry of any field.

 

You may review the Comment codes that are on file by pressing the F1 key while the cursor is positioned for entry of any code.  Once the correct code displays, answer Y to the Right Comment ? question by entering Y.

 

In add or change mode, press the F7 key to search for Comment code.

 

Enter here the Comment codes for up to three comments that you wish to appear on the purchase order. 

17.  Comment‑2

2 alphanumeric characters.

 

Order header comments print at the bottom of each page of the pur­chase order.

18.  Comment‑3

2 alphanumeric characters.

 

Order header comments print at the bottom of each page of the pur­chase order.

19.  Additional Comments

3 lines of 30 alphanumeric characters.

 

Space for additional comments is allowed so that comments specific to a particular vendor can be communicated on the purchase order without setting up Comment codes for them.  This field allows the free‑form entry of three lines of comments that will print on the bottom of each page of the pur­chase order.

 

For drop ship orders you will want to use these comments to take advantage of the opportunity to pass information about the customer and the customer's order back to COP to facilitate billing.  The Drop Ship Receivings Report (See Receivings Processing) prints these comments verbatim.  It is this report that is reviewed in COP to determine when to bill the customer for a drop shipment.

 

Line Item Entry

 

The field descriptions presented here are valid for the add, change and list modes. Restrictions that pertain to a particular mode of operation are specified for the entry field to which they apply.

 

Name

Type and Description

1.   Line No

3 numeric digits (999).

 

The entry defaults to the next available line number in the add mode.

 

The line number is the means by which one line item is distin­guished from another.  Line items will appear in numeric order on the purchase order form and on other reports where the order data is printed.  You may specify any line number for an item that you like, as long as the number has not already been used on the order.

 

In change mode you can access a particular line item by specifying its line number.  You may also add a line item to the order by specifying a line number that has not yet been used, then answering Y to the question that asks whether you wish to add the line item.  You may bring up previously entered line items for change by pressing the F1 key in change mode.

1.   Line No  (continued)

In add and change modes, you can press the F6 key to display all line items currently on the order.  You can then highlight a line item using the up/down arrow keys, and then display it by pressing the RETURN key.

In add mode, you can press the F3 key to obtain sales history for the vendor based on certain criteria.  You will be prompted in a new window for Product Categories, User Defined Codes, Buyer Codes, For Qty Available Less Than, Show Item Qty On Order > 0, Only Show Qty Available < Re-Order Level, (Qty Avail/Last Year Usage) Less Than, and (Qty Avail/YTD Qty Usage) Less Than.

2.   Item No

15 alphanumeric characters.

 

Enter the line item's item number.  The item's description will dis­play below the entry, if the number entered is a valid item number.

 

The item number does not need to be an item on file in the Item file if you are not using the Lifo or Fifo costing methods.  (If you are using the Lifo or Fifo costing methods, the Item number entered here must be defined in the Item file.)  For instance, the item may be some customer order that will never be stocked, it may be an expense item or it may be a service.  If you enter an invalid item number, the program will display a warning message and ask if you are sure the number is okay.

 

You may also enter the item number of an item that is normally manu­factured in‑house rather than ordered from a vendor.  The program will display a warning and ask if the entry is okay.

 

The only requirement for an item number is that something be entered.  A blank item number on a purchase order is not allowed.

 

Pressing the F7 key will allow you to search for an item by number or pressing the F8 key will allow you to search for an item by description.

3.   Item Desc

2 fields of 30 alphanumeric characters each.

 

The item description will display automatically if a valid item number is entered.  It is possible to change the description of an item that is on file but the change will be effective only on the purchase order.  Changing the description here has no effect upon the item description in the item file.

 

If the item number entered above is not that of a valid item, you will be required to enter a de­scription here.  Any non‑blank entry is allowed.

4.   Vnd Itm No

15 alphanumeric characters.

 

The vendor's item number will automatically display here if there is a Item Vendor record on file for the order's vendor number and the line item's item number.

4.   Vnd Itm No  (continued)

You will not be allowed to change it (unless you first change the Item Vendor record through the Item Vendor Maintenance applica­tion).  If no such record exists, you will be prompted to enter the number and what you enter will generate an Item Vendor record.

 

If you do not know the vendor's item number, leave this field blank.  A blank vendor item number will not generate an Item Vendor record, nor will an Item Vendor record be created in the case where the item number entered above is that of an invalid item.

5.   Account No

 

An account number in the standard format.

 

Enter the number of the inventory asset or expense account that will be affected by the payment for goods or services received against this line item.  An entry is not required but accounts payable processing will be more productive if an account number is available on the purchase order. 

 

Pressing the F7 key will allow you to search for the account by number or pressing the F8 key will allow you to search for the account by description.

 

The field defaults to the account number in the Material Cost Type/Loc File or the Inventory Setup if nothing is found in the first file.

6.   Line Stat

1 alphabetic character.

 

This field is automatically assigned.  Its value may not be changed through this program.

 

During the initial entry of the line item in the add mode, the line status is automatically assigned a value of N for New.

Once the line item has appeared on a printed purchase order, its status is assigned a value of P for Printed.

 

If the line item is ever canceled, it will be assigned a status of X once the line item has appeared as canceled on a printed purchase order.

7.   Cancel ?

Y or N.

 

During the initial entry of the line item, this field is automati­cally assigned a value of N for No.  A change is not needed to this field during the add mode since if you wish to eliminate the line item from the order at this stage, you need merely press the ESC key to stop the entry.

7.   Cancel ?  (continued)

In the change mode, you may change the value to Y for Yes.  If the line item has not yet appeared on a printed purchase order, changing this field to Y means that you wish to delete the line from the order.  The program will verify that this is your intention, then remove the line from the order.  If it has ap­peared on a printed purchase order, it means that you wish the line item to be printed on a change order as a canceled line.  Once it has been printed as a canceled line its line status (see above) will automatically be changed to X.

 

There are two basic reasons why you would want to cancel a line item.  You decide you no longer want the item or you are forced to procure the item elsewhere because the vendor has failed to deliver it on time.  Whenever you cancel a line item, a question will display on the screen asking if the cancellation is required because of vendor negligence.  If it is, the program will keep track of this information so that the vendor performance statistics can be updated accordingly.

 

Once an item has been canceled, and has appeared as such on a change order, it may not be uncanceled.  To reinstate a canceled item you will be required to add it newly to the order.

8.   U Of M

2 alphanumeric characters.

 

Defaults to the item's purchase unit of measure in the item record.

 

You may enter either the purchase or stock unit of measure that is specified in the item record.

9.   Unit Cost

10 numeric digits with 4 decimal positions (999,999.9999).

 

Defaults to the last cost at which the item was ordered (specified in the Item file).

 

Enter the item's unit cost that you expect to pay when the vendor bills you for the order.  The difference between this expected unit cost and the actual unit cost at which you get billed is the basis for the price variance statistic by which the vendor's performance is evaluated.

 

10.  Commod Cd

4 alphanumeric characters.

 

If the line item is for a valid item, this field will automati­cally display the item's commodity code from the item file and you will not be allowed to change it. If the item is not on file in the item file you may enter any value.

11.  Notify

3 alphanumeric characters.

 

Defaults to the default notification initials specified in P/O Setup.

 

Enter the initials of the individual within the company who should be notified of problems and major developments with the order.  These should be the initials of someone such as the buyer or the department head whose department will receive the merchandise, someone who is aware of the terms and price agreements on the order and who is in a position of authority.

12.  Move To

3 alphanumeric characters.

 

Defaults to the default move‑to location specified in P/O Setup.

 

Enter the identifying abbreviation, initials or department number of the area to which the merchandise should be relocated once it has been received.

13.  Job No

6 alphanumeric characters.

 

Enter the number of the job for which this merchandise or service is destined. This must be a valid code in the Job Code File in the Maintenance section of A/P.

 

In add or change mode, press the F7 key to search for Job number.

14.  Blank Type

1 alphabetic character.

 

Defaults to E on blanket orders.

 

This field is only required if the order type is B (blanket).

 

Blank Type (continued)

The entry here indicates to the vendor the degree of commitment you are making on a blanket order. The allowable entries are:

 

F   =  Firm

E   =  Estimate

N   =  Minimum

X   =  Maximum

 

Firm means that the amount on the blanket order is the amount that you actually expect to order.  Estimate means that the amount you end up ordering may be more or it may be less but that this is the best guess you have.  Minimum means you will order at least the amount specified.  Maximum means you will order no more than the amount specified.

 

For blanket orders one of these values must be entered.

15.  Req Date

A date in the standard date format.

 

Enter the date on which you wish to receive the shipment.

16.  Prom Date

A date in the standard date format.

 

This field is not entered in the add mode.  In the change mode you may enter a promise date.  The promise date is a negotiated request date.  If the vendor is unable to meet the request date for the line item, he will propose a different date that can be met.  You should enter that date as the promise date, leaving the request date as it was originally entered.  Doing so  will enable you to see how late the shipment was compared to the original request date.

17.  Qty Ord

A standard quantity format.

 

Enter the quantity ordered for this line item.

 

In the change mode you may delete a new line item by changing its quantity ordered to zero.  The screen will ask if you wish to delete the line item and will physically remove the line from the order if you answer Y.  If the line item does not have a status of new, a message will display to inform you that the line cannot be deleted; it can only be canceled.

 

18.  Comment‑1               

2 alphanumeric characters.

 

Line item comments print on the purchase order immediately below the line item's order data.  Enter here the comment codes for the comments that you wish to have associated with a particular line item.  You may press RETURN to skip entry of either field.

 

If you are unsure of what comment code to enter, you may press the F1 key while the cursor is positioned for entry of either code to display, in order, the cost that are on file.  Once the correct code displays, answer Y to Right Comment ? to accept it.

 

In the add or change mode, press the F7 key to search for Comment code.

19.  Comment‑2

2 alphanumeric characters.

 

Line item comments print on the purchase order immediately below the line item's order data.  Enter here the comment codes for the two comments that you wish to have associated with a particular line item.  You may press RETURN to skip entry of either field.

 

If you are unsure of what comment code to enter, you may press the F1 key while the cursor is positioned for entry of either code to display, in order, the cost that are on file.  Once the correct code displays, answer Y to Right Comment ? to accept it.

20.  Additional Comments

2 lines of 30 alphanumeric characters.

 

This field allows free‑form entry of two lines of comments that will print on the purchase order immediately below the line item's order data.

 

The F2 key allows for expanded comments to be entered on the purchase order immediately below the line items order data.


Line Item Display Fields

 

Name

Type and Description

P.O. No

Display only.

 

This is the number of the purchase order that is currently being added or changed.  It serves to remind you of which purchase order you are working on.

Last Line No

Display only.

 

This is the last number of the last line item added to the order.  During entry of the first line item on an order this field is blank.  This field helps you to keep track of your position on the purchase order.

Last Item No

Display only.

 

This is the item number of the last line item to be added to the order.  This field is blank during entry of the order's first line number.  Like the last line number, it helps you keep track of your position on the purchase order.

Qty‑On‑Hand

Display only.

 

This is the quantity of the item that is on‑hand at the warehouse location specified in the Ship‑To record.  If the ship‑to location is the item's default location, the quantity that displays is the quantity for All locations; other­wise it is merely the quantity at the location where the order is destined to be shipped.  The quan­tity displays in the item's stocking unit of measure and the description for this unit of measure displays beside the quantity.

Qty‑Allocated

Display only.

 

This is the quantity of the item that is currently allocated.  As for the quantity on‑hand, the amount that displays depends upon the ship‑to location.  If the order is for the item's default location, the amount that displays is the quantity allocated at All locations; otherwise it is merely the quantity allocated at the location where the order is to be shipped.  The quantity displays in the item's stocking unit of measure and the description for this unit of measure displays beside the quantity.

Qty‑On‑Order

Display only.

 

This is the quantity of the item that is currently on order at the order's ship‑to location.  The quantity displays in the item's stocking unit of measure and the description for this unit of measure displays beside the quantity.

Reorder‑Level

Display only.

 

When the stock level of the item hits this level at the order's ship‑ to location, reordering is recommended.  The display of this field allows you to compare the quantity on‑hand with the reorder‑level to see where you stand.  The reorder‑level displays as it was entered in the Item file in the item's stocking unit of measure.

Line Weight

Display only.

 

The program automatically multiplies the weight of an item by the number of items, then displays the extended line weight.

Receipt Date

Display only.

 

Change mode only.  This is the date of the most recent re­ceiving against this line item.

Qty Received

Display only.

 

Change mode only.  This is the quantity received against this line item so far. It displays in the unit of measure entered for the purchase order line.

Qty Rejected

Display only

 

Change mode only.  This is the quantity the vendor shipped against this line item that was rejected.

 

For blanket orders, the quantity that has been released displays instead.  The units display in the unit of measure entered for the purchase order line.

Qty Invoiced

Display only.

 

Change mode only.  This is the quantity that has been invoiced against this line item.  It displays in the unit of measure entered for the purchase order line.


List

 

Name

Type and Description

Starting P.O. Number

6 numeric digits followed by 2 numeric digits (999999‑99).

 

Defaults to All.

 

Enter the purchase order number of the first purchase order that is to be eligible to appear on the Edit List.

Ending P.O. Number

6 numeric digits followed by 2 numeric digits (999999‑99).

 

Defaults to the starting number's value.

 

Enter the purchase order number of the last purchase order that is to be eligible to appear on the Edit List.

Starting P.O. Date

A date in the standard format.

 

Defaults to All.

 

Enter the earliest purchase order date that will enable a purchase order to appear on the Edit List.

Ending P.O. Date

A date in the standard date format.

 

Defaults to the starting date's value.

 

Enter the latest purchase order date that will qualify a purchase order to appear on the Edit List.

P.O. Type

Four 1‑character alphabetic fields.

 

The valid entries are N, B, and D.

 

The first field defaults to All.

 

Enter the purchase order types that will qualify a purchase order to appear on the Edit List.

P.O. Status

Five 1‑character alphabetic fields.

 

The valid entries are U, R, P, X, and C.

 

The first field defaults to All.

 

Enter the purchase order statuses that will qualify a purchase order to appear on the Edit List.  This feature enables you to print lists of only closed orders, only canceled orders, only closed and canceled orders, only unreleased orders and other such combina­tions.

Vendor Number

6 alphanumeric characters.

 

Defaults to All.

 

Enter the vendor number of the vendor whose purchase orders are to appear on the Edit List.  The vendor's name will display below the entry.  The Edit List may be printed to include one or all vendors. 

Ship‑To Code

2 alphanumeric characters.

 

Defaults to All.

 

Enter the Ship‑To code of the shipping destination which is to receive the order.  The Ship‑To code's description will display beside the entry.  The Edit List may be printed to include orders for one or all Ship‑To codes.

 

You may display each Ship‑To code that is on file by pressing the F1 key while the cursor is positioned for entry of the code.  Once the correct code displays, press RETURN to accept it.

Buyer

6 alphanumeric characters.

 

Enter the appropriate buyer code or F1 to display the next buyer on file.  Once the correct code displays, press RETURN to accept it.

Show Headers Only ?

Y or N.

 

Defaults to N.

 

Answer Y if you wish the Edit List to show purchase order header information only.  This feature allows you to print an abbreviated version of the Edit List which excludes the item information.  Answer N if you wish all purchase order information to be shown.

 

 

 

 

 


 

Purchase Order Processing Screen 1

 

 

 

 

 

Purchase Order Processing (Screen #2)

 

 

 

 

 

Purchase Order Processing (F5 Display Order)

 

 

 

 

 


Run Date: Nov 13, 1992 ‑ 12:05pm         Elliott Electronics Co.                                                            Page    1

 

                                          P U R C H A S E   O R D E R   E D I T   L I S T

 

    Range: All Purchase Order Numbers

           All Purchase Order Dates

           All Purchase Order Types

           All Purchase Order Statuses

           All Vendors

           All Ship‑To Codes

           All Buyers

 

P.O. Number: 000001‑00  Ordered From:                   Ship To:                        Order Comments:

P.O. Date:   02/03/92   Computer Electronics Center     The Computer Unlimited Company

P.O. Type:   Normal     1874 North Lake Ave             2441 Honolulu

P.O. Status: Printed    Los Angeles, Ca                 Montrose, CA 91020

Cancelled ?  N          93478

Changed ?    Y                                          Code: LA      LA Whse

Print Date:  05/10/92                                   Location: LA  Los Angeles

 

Vendor No: 000100  Name: Computer Electronics Center     Buyer: Janice Johnson        Terms: 5% 30 / NET 60   Col/Ppd:

Fob: Los Angeles   Ship‑Via: Trucking Co.     Confirm: No   Acknowledge: No   Print Price: Yes  Order Weight:       .000

 

Line‑No: 001 Item‑No: CHAR‑GEN          Desc: Character Generator At 25 Meg   Qty‑Ord:       50.000  Req‑Date:    02/03/92

Status:  P   Vnd‑Itm:                         Character ‑ Gen ‑ 25            Qty‑Rec:       10.000  Prom‑Date:

Cancel ? N   Acct‑No: 01100‑00000‑00000 Comm:                                 Qty‑Rej:         .000  Rcpt‑Date:   02/03/92

U‑Of‑M:  EA  Job‑No:  PC100                                                   Qty‑Inv:         .000  Rejection:

Blanket:     Comm‑Cd:                                                         Exp‑Cst:       7.8000  Line‑Cost:       390.00

Notify:  JLB Move‑To: QC                                                      Act‑Cst:       7.8000  Amt‑Inv:            .00

    Packaging must be handled through shippment with extra          paper packing. Multiple layers of paper should be applied.

    **********************************************************      Any aditional handling should be prepared by manufacturing

    and met by shippment management.                                ************************************************************

    These Parts are very sensitive and need to be boxed at top      of shippments.

 

Line‑No: 002 Item‑No: PAR‑PORT          Desc: Parallel Port For I/O           Qty‑Ord:       40.000  Req‑Date:    02/03/92

Status:  P   Vnd‑Itm:                         Parallel Port                   Qty‑Rec:       10.000  Prom‑Date:

Cancel ? N   Acct‑No: 01100‑00000‑00000 Comm:                                 Qty‑Rej:         .000  Rcpt‑Date:   02/03/92

U‑Of‑M:  EA  Job‑No:  PC100                                                   Qty‑Inv:         .000  Rejection:



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