This application
provides the means whereby the Purchase Order and Receiving package
keeps track of the vendors who provide particular items, and it allows the
vendor's identifying number for an item to be associated with your identifying
number for the same item, so that both numbers can be printed on the purchase
order. The Item Vendor File Maintenance application allows you to add,
modify, delete, and print lists of such item/vendor relationships.
There are two
reports available in the application. One lists the vendors that provide
particular items; the other lists the items provided by particular vendors.
Both reports are valuable to a buyer because he needs to know which vendors are
available for the purchase of an item, as well as what items a vendor is
capable of delivering. The reports also provide vendor performance information
so that the buyer can judge the reliability of the vendors that are competing
for his business. If the vendor is not to be purchased from, a warning to this
effect will print on the report as well.
Having the
vendor's item number associated with your own item number is a great help to
receiving and accounts payable personnel, since they commonly deal with
correspondence and documents issued by the vendor that contain only the
vendor's identifying numbers for the items in question. In many places
throughout the package, the operator may enter either the item number or the
vendor's item number in order to identify an item.
There are two ways
in which these item/vendor relationships can be established. During the entry
of line items on a purchase order, the program will request the entry of the
vendor's item number if the item vendor data is not yet on file. After the
number has been entered, the program will automatically update the item vendor
file to include this relationship. The item vendor data may also be entered
manually through the Item Vendor File Maintenance application.
In addition to the
data already discussed, the Item Vendor file stores the minimum order amount
that the vendor requires for a particular item and the vendor's last activity
date. Each time an item is ordered from a vendor, the Purchase Order Processing
program automatically updates the vendor's last activity date in the Item
Vendor file. Vendor items which have not been ordered for a long time probably
do not need to have their data maintained. The Item Vendor File Maintenance
application allows you to purge obsolete vendor items from the file through a
specified Last Activity Date.
RUN INSTRUCTIONS
Select
Item Vendor File from the pull down P/O Maintenance
window. The following screen will then be displayed:
The
following options are available:
* Select
the desired mode from the Item Vendor File Maintenance menu bar
* Enter
the data requested on the screen
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
Item Vendor Entry
|
Name
|
Type
and Description
|
|
Item No
|
15 alphanumeric
characters.
Enter the item number. The
number need not be that of a valid item in the item file. If the item file
specifies that the item is normally manufactured, rather than purchased, the
screen will display a warning to that effect, but you will not be prohibited
from entering the number of a manufactured item. Once a valid number has been
entered, the item's description will display beside the entry.
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 name.
|
|
Vendor No
|
6
alphanumeric characters.
Enter the Vendor number. The
number must be that of a valid vendor. Once a valid number has been entered,
the vendor's name will display beside the entry.
Pressing the F7 key
will allow you to search for a vendor by number or pressing the F8 key
will allow you to search for a vendor by name.
In change and delete modes,
you will have the option of pressing the F1 key to display the first
(and subsequent) vendors that provide the item specified above. This feature
allows the buyer to quickly review what vendor resources there are when he is
evaluating vendors for the purchase of an item.
Once
a valid vendor number has been entered, the program will check the vendor's
status. If the vendor has a status of N assigned in the Vendor file,
(NO PURCHASES) will display below the vendor's name. The program will then
display the vendor's performance statistics. The average lead time is the
length of time, in days, that the vendor historically has taken to deliver
what was ordered.
|
|
Vendor No (continued)
|
The
average days late pertains to merchandise delivered past the requested
receipt date. The reject percent indicates how much of the merchandise that
the vendor ships is unacceptable. The cost variance represents the historical
average difference between the price at which merchandise was ordered and the
price at which it was billed. These four fields are derived from the Vendor
file in the Accounts Payable package.
All
of this displayed information can influence a buyer's decision to purchase
from one vendor as opposed to another. Even where a vendor has the best
prices, if it has a history of late deliveries or a large number of rejects,
the buyer might be wise to shop elsewhere.
|
|
Avg Lead Time
|
Display
only.
Displays
the average lead time when ordering.
|
|
Avg Days Late
|
Display
only.
Displays
the average number of days that a shipment arrives late.
|
|
Reject Pct
|
Display
only.
Displays
the average percentage of shipments that are received late from this vendor.
|
|
Cost Variance
|
Display
only.
Displays
the cost variance for this product to other vendors.
|
|
2. Vendor Item No
|
15
alphanumeric characters.
Enter the number the vendor
uses to identify this product.
This
number is available from catalogs, price lists and promotional literature,
as well as vendor salesmen and order processing clerks.
|
|
3. Minimum Order
|
A
standard quantity format.
Enter
the minimum order amount that the vendor requires in the item's stocking unit
of measure. This field is purely documentary.
|
|
Minimum Order (continued)
|
The entry you make here will
have no influence upon the processing in other programs. It is provided to
assist the buyer in the selection of a vendor. An entry of zero (blank) means
that there is no applicable minimum.
|
|
4. Activity Date
|
A
date in the standard date format.
Enter the last date when
there was activity concerning this vendor and this item. This field is
similar to the last activity date in the Vendor file, but here it pertains to
activity concerning a specific item. Once entered, it will be automatically
updated by the Purchase Order Processing application each time an
order is placed with this vendor for this item.
The
entry defaults to today's date.
|
List
|
Name
|
Type
and Description
|
|
Report Type
|
1
alphabetic character.
The allowable entries are V
and I.
V = List the items for each vendor
I = List the vendors for each item.
The
entry in this field determines which of two versions of the report will
print. If you enter V, you will be requesting the version that lists
the items that each vendor provides, and you will be required to enter a
range of vendors. If you enter I, you will be requesting the version
that lists the vendors who provide each item, and you will be required to
enter a range of items.
|
|
Starting Vendor No
|
6
alphanumeric characters.
If
you selected a V report type, this field is displayed. Enter the
starting vendor number in the range you want to list, or press RETURN
to default to All vendors.
|
|
Ending Vendor No
|
6
alphanumeric characters.
Enter
the ending vendor number in the range you want to list.
|
|
Starting Item No
|
15
alphanumeric characters.
If
you select an I report type, this field is displayed. Enter the
starting item number in the range you want to list, or press RETURN to
default to all items.
|
|
Ending Item No
|
15
alphanumeric characters.
Enter
the ending item number in the range you want to list.
|
|
Date
filled out _________ by ___________ ADD CHANGE DELETE
ITEM VENDOR FILE MAINTENANCE FILE LOAD SHEET
Item
No _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Vendor
No _ _ _ _ _ _
Vendor
Item No _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Minimum
Order _ _ _ , _ _ _ . _ _
Activity
Date _ _ / _ _ / _ _
********************
Item
No _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Vendor
No _ _ _ _ _ _
Vendor
Item No _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Minimum
Order _ _ _ , _ _ _ . _ _
Activity
Date _ _ / _ _ / _ _
********************
Item
No _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Vendor
No _ _ _ _ _ _
Vendor
Item No _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Minimum
Order _ _ _ , _ _ _ . _ _
Activity
Date _ _ / _ _ / _ _
|
LOAD SHEET
Item Vendor File
Maintenance
Item
Vendor List
Screens
Run Date: Nov 13, 1992
12:02pm Elliott Electronics
Co. Page 1
V E N D O R I T E M L I S T
Range: For All Vendor Numbers
Vendor No Ld
Time Rej Pct Vendor Item No Min Order Item No Item Description
Vendor Name Days
Lt Cost Var Act Date
000100
17.98 1.29 100 CLOCK 10.000 CLOCK 25 Meg Clock
For Mother Board
Computer Electronics Center
3 11.23 11/13/92 Clock 25M
100
CPU30MG 8.000 CPU 30MEG Z80 Micro Processor 30 Meg
11/13/92 CPU Z80
100
DATABUS 10.000 DATA BUS Data Bus/Buffer 25 Meg
11/13/92 Data Buffer
100 KEYBRD 10.000 KEYBOARD Key Board For System
Computer
11/13/92 25 MHZ
100 VIDADD 8.000 VID AD Video Addressing Module
11/13/92 Vid Address
100 VIDCLK 10.000 VID CLKS Video Clock For 25 Meg Video
11/13/92 Video Clock
100 VIDRAM 8.000 VID RAM Video Ram For 25 Meg Video
11/13/92 Video Ram
7 Items For This Vendor
000300
4.00 2.22 300 CHARGEN 8.000 CHAR GEN Character
Generator At 25 Meg
Anawalt Computer Company
0 6.23 11/13/92 Character Gen
25
300 DATACTL 8.000 DATA CONTRL Data Control Module
11/13/92 Data Control
300 MEMMGR 10.000 MEMMGR Memory Manager For CPU Board
11/13/92 MEM Manager
300 PORTSEL 8.000 PORT SELECT Port Selector Z80 25 Meg
11/13/92 Port Seletor
300 RAM2MG 6.000 RAM 2MEG 2 Meg Ram For Mother Board
11/13/92 Ram 2 Meg
300 SETCPU 5.000 RESET CPU CPU Reset for Board REPORTS
