Purchase Order Processing

Transcription

1 Purchase Order Processing 2210.PO600 AddonSoftware

2 Open Systems Holdings Corp. provides this manual as is, without warranty of any kind, either expressed or implied, including, but not limited to, the particular purpose. Open Systems Holdings Corp. reserves the right to make improvements and/or changes in the product(s) described in this manual at any time. This product could include technical inaccuracies or typographical errors. Periodically, new versions of this manual may be made available. Any changes to the product will be incorporated in these new versions. SpeedShip, SpeedSearch, ADD+ON, ADD+ON Software, ADD+ON Software, Inc., and ADD+ON Systems are trademarks of Open Systems Holdings Corp. Open Systems Holdings Corp All Rights Reserved Revised April, 1996 Technical Writer: Ellen Adams Technical Editor: Carla Johnson ii Purchase Order Processing

3 Table of Contents Introduction Overview Required and Optional Modules Features and Benefits Integrated with Accounts Payable Integrated with Inventory Control Automatic Replenishment Replenishment Report Easy Purchase Order Entry Multiple Required Dates Multiple Purchasing Addresses Flexible Terms Codes Multiple Locations Flexible Order Format Flexible Cost Precision Purchase Order Printing Purchase Order Receipts Open Purchase Order Report Cash Requirements Report Purchase Order History by Item Complete Purchase Order Transaction History Vendor Comments Purchase Order Tracking and Expediting Backorder Fulfillment Reports & Registers Purchase Order Processing System Flow A Word to the User Software Registration Form Product Suggestion/Problem Form Installation Overview Installing Other Modules Gathering the Information Purchase Order Processing Information Checklist Define Parameters Define Line Codes Define Message Codes Define Rejection Codes Create Purchase Calendar Entering the Information Converting Open Purchase Orders Installation/Training Schedule System Parameters Data Collection Form Default Values Parameters Data Collection Form Sequence Number Parameters Data Collection Form Line Code Maintenance Data Collection Form Message Code Maintenance Data Collection Form Rejection Code Maintenance Data Collection Form Purchase Calendar Data Collection Form Open Purchase Order Conversion Data Collection Forms Line Type S Line Type V Line Type O Table of Contents iii

4 Line Type N Flow of Processing Overview Flow of Daily Processing Create Requisitions and Purchase Orders Print Requisitions and Purchase Orders Convert Requisitions Process Purchase Order Receipts Enter Invoices to Accounts Payable Quality Assurance Processing Replenishment Processing Analyzing Replenishment Data Periodic Processing Purging Receipt History Purging Rejection History Reporting Purchase Order Processes Open Purchase Requisition Report Requisitions By Item Report Open Purchase Order Report Purchase Orders By Item Report Purchase Order Expediting Report Purchase Order Status Report PO Cash Requirements Report PO Receipt Variance Report PO Receipt Cost Variance Report QA Work In Process Report QA Rejection History Report Operations Overview About the Purchase Order Processing Tasks Purchase Order Processing Menu Function Replenishment Selection Function About the Fields Replenishment Register Function About the Fields Printing Updating Replenishment Analysis Definitions Replenishment Review Considerations Replenishment Adjustment Codes Purchase Requisition Entry Function About the Fields Vendor Information Requisition Detail Item Detail Entering Item Detail Lines Creating a New Purchase Address Entering Drop Shipment Information Utilizing Additional Options Print Purchase Requisitions Function About the Fields iv Purchase Order Processing

5 Printing Updating Purchase Requisition Register Function About the Fields Printing Updating Purchase Order Entry Function About the Fields Vendor Detail Purchasing Detail Item Detail Entering Item Detail Lines Print Purchase Orders Function About the Fields Printing Updating Quality Assurance Receipt Entry Function About the Fields Receiving and Approving Entire Orders Entering QA Item Detail Entering QA Item Rejection Detail Generating Lot/Serial Numbers Quality Assurance Receipt Register Function About the Fields Printing Updating Purchase Order Receipt Entry Function About the Fields Purchase Order Receipt Register Function About the Fields Printing Updating Purchase Order Invoice Entry Function About the Fields Purchase Order Detail Invoice Line Item Detail General Ledger Distribution Detail Purchase Order Invoice Register Function About the Fields Printing Updating Purchase Order Reports Menu Function About the Purchase Order Reports Open Purchase Requisition Report Function About the Fields Printing Requisitions By Item Report Function About the Fields Printing Open Purchase Order Report Table of Contents v

6 Function About the Fields Printing Purchase Orders By Item Report Function About the Fields Printing Purchase Order Expediting Report Function About the Fields Printing Purchase Order Status Report Function About the Fields Printing PO Cash Requirements Report Function About the Fields Printing Billed/Unbilled PO Receipts Report Function About the Fields Printing PO Receipt Variance Report Function About the Fields Printing PO Receipt Cost Variance Report Function About the Fields Printing PO Receipt History By Vendor Report Function About the Fields Printing PO Receipt History By Item Report Function About the Fields Printing QA Work In Process Report Function About the Fields Printing QA Rejection History Report Function About the Fields Printing Period End Processing Menu Function About the Period End Processing Tasks Purge PO Receipt History Function About the Fields Purge Rejection History Function About the Fields Purchase Order Maintenance Menu Function About the Purchase Order Maintenance Tasks Create Purchase Calendar Function About the Fields vi Purchase Order Processing

7 Creating Purchase Calendar Maintenance Function About the Fields Making Changes to the Calendar Print Purchase Calendar Function About the Fields Printing Purge Purchase Calendar Function About the Fields Purging Line Code Maintenance Function About the Fields Message Code Maintenance Function About the Fields Rejection Code Maintenance Function About the Fields Parameter Maintenance Function About the Fields System Parameters Default Values Sequence Numbers Purchase Order Utility Menu Function About the Purchase Order Processing Utilities Tasks Rebuild PO Cross-References Rebuild PO History Cross-References Appendix A Registers, Reports & Listings Index A to Z Table of Contents vii

8 viii Purchase Order Processing

9 Introduction Overview Thank you for selecting the AddonSoftware Purchase Order Processing module. This manual introduces you to the capabilities of the software, helps you install and operate the software with the guidance of your dealer, provides processing instructions, and serves as a reference guide for all menu tasks and data entry fields. The manual is divided into five main sections. Introduction This section consists of an overview of the Purchase Order Processing module features, a list of standard reports and registers, and a flow chart of system processing. Installation This section provides information that helps you and your dealer install the software. Instructions are provided for gathering the required information, making decisions about system parameters, and entering the information you gathered. Data collection forms follow the Installation section. Flow of Processing This section consists of step-by-step procedures for daily, monthly, and annual processing with the module. Refer to the processing checklist regularly when operating Purchase Order Processing. Operations This section contains instructions for operating the Purchase Order Processing tasks. Each task is explained in the order it appears in the standard software, with descriptions of each field and prompt. Appendix The appendix contains sample copies of the Purchase Order Processing reports and registers. Introduction 1-1

10 Required and Optional Modules There are some programs that are required for the operation of each and every AddonSoftware software module. These programs are included in the AddonSoftware Administrator module. The Administrator module is provided with your first-time purchase of any AddonSoftware product. The AddonSoftware Inventory Control and Accounts Payable modules are required for the operation of the Purchase Order Processing module. It is not necessary that the Inventory Control and Accounts Payable modules be fully operational before the Purchase Order Processing module is installed, but several files and codes must already be established. If the AddonSoftware Shop Floor Control and Material Requirements Planning (MRP) modules are installed, data is passed to and from the Purchase Order Processing module. When several AddonSoftware modules are to be used, your dealer will help determine the best installation sequence. Features and Benefits The following is a list of features of the AddonSoftware Purchase Order Processing module and how they are used. Integrated with Accounts Payable The Purchase Order Processing module is integrated with the AddonSoftware Accounts Payable module, making it possible to use existing vendor information when processing purchase orders. Vendor records are automatically updated when a purchase order is entered. Inquiries can be made at any time into the status of all purchase orders placed with a given vendor. Invoices are verified against purchase order receipts and price differences are reported on the Billed/Unbilled Purchase Order Receipts Report. Integrated with Inventory Control The Purchase Order Processing module is integrated with the AddonSoftware Inventory Control module so that inventory information can be used in processing purchase orders. Inventory items are automatically updated when orders are placed, adjusted, or received. Inquiries into the status of all open purchase orders for a specific item can be made at any time. Automatic Replenishment The automatic replenishment feature helps your purchasing department buy more efficiently, improve margins, decrease paper, and reduce inventory levels. During the replenishment review process, the system analyzes current inventory data and user-defined buying parameters (who is authorized to buy each inventory item, from what vendor the item should be purchased, and how often purchasing reviews should be made). 1-2 Purchase Order Processing

11 Replenishment Report The Replenishment Report lists by vendor recommended purchase quantities for all items due to be replenished. Recommended purchase quantities are based on minimum purchase amount, maximum stocking levels, line point, EOQ, average usage, and safety stock. This easy-to-follow report helps your buyers purchase in quantities that allow the most favorable pricing, prevent shortages during the purchase order lead time, reduce the number of purchase orders generated, and decrease inventory carrying costs by maintaining optimal stocking levels. Easy Purchase Order Entry Purchase order entry is fast and easy with on-screen lookups of vendors, items, and other information. Multiple Required Dates Each line item on the purchase order carries its own required date. This feature allows multiple shipments of the same item, with multiple required dates, to be ordered on a single purchase order. Multiple Purchasing Addresses A vendor can have as many as 99 different purchasing addresses. Flexible Terms Codes Default terms codes, specified for each vendor in the AddonSoftware Accounts Payable module, can be automatically assigned to each purchase order or easily overridden. Multiple Locations Items can be ordered for any location or warehouse; orders for multiple locations can appear on a single purchase order. Flexible Order Format Different types of items can be shown on one purchase order. Inventory items, non-stock items, miscellaneous charges, or memos can be entered on any line of the purchase order. Flexible Cost Precision Unit costs can be represented with 2, 3, or 4 decimal places. Purchase Order Printing Purchase orders can be printed or reprinted at any time, and purchase order printing can be restarted in the event of a paper jam. Purchase Order Receipts Purchase orders can be partially received or received in their entirety through an easy and straightforward receiving process. Purchase orders are easily located using simple vendor and purchase order lookups. Introduction 1-3

12 Open Purchase Order Report A report of all or selected open purchase orders can be printed on demand. Each detail line of the purchase order is listed. Cash Requirements Report Your future cash requirements for purchase orders can be projected by accounting period or by a specific number of days. The report can be summarized by vendor and purchase order number, or it can include all detail lines on the purchase orders. Selection is made according to date required and vendor terms. Purchase Order History by Item A complete history of issued purchase orders and receipts is retained for each inventory item. This history is retained until purged. Complete Purchase Order Transaction History The detailed history of transactions entered in Purchase Order Receipts can be kept as long as needed. Reports can be printed by date range for all or selected vendors. This history file is also used to interface with the Accounts Payable s Invoice Entry task to reconcile purchase order receipts with vendor invoices, thereby assuring accurate vendor payment. Vendor Comments Parameters can be established which enable vendor comments to display whenever a vendor is selected in the Purchase Order Entry task. Comments can alert you of any special circumstances regarding the vendor. Purchase Order Tracking and Expediting The Open Purchase Orders by Item Report shows all items on outstanding purchase orders. The Purchase Order Expediting Report lists all open purchase orders not received on schedule and is useful for preventing shortages and accelerating receipts. Backorder Fulfillment The day s outstanding product order receipts are listed in order number sequence on the Suggested Backorder Fill Report. This report is useful to determine whether any customer backorders can be filled and in what priority sequence. 1-4 Purchase Order Processing

13 Reports & Registers The AddonSoftware Purchase Order Processing module includes a full range of reports and registers that provide up-to-date information about the status of purchase orders and other entered data. Replenishment Register Print Purchase Requisitions Print Purchase Order Printing Purchase Requisition Register Quality Assurance Receipt Register QA Work In Process Report Purchase Order Receipt Register QA Rejection History Report Purchase Order Invoice Register Requisitions By Item Report Purchase Order Expediting Report Print Purchase Calendar Open Purchase Order Report Purchase Order Status Report Open Purchase Requisition Report PO Receipt Cost Variance Report PO Receipt History By Item Report PO Receipt Variance Report PO Receipt History By Vendor Report PO Cash Requirements Report Rejection Code Maintenance Report Line Code Maintenance Report Message Code Maintenance Report Purchase Orders by Item Report Each report and register is described in the Operations section of this manual and samples are shown in Appendix A. In addition to these standard features, your dealer can customize the software to tailor reports/registers to your exact needs. Introduction 1-5

14 Purchase Order Processing System Flow This chart shows the flow of data through the AddonSoftware Purchase Order Processing system. A detailed description of the system s operation can be found in the Operations section of this manual. Inventory Control Item Masterfile Inventory Control Parameters File Inventory Control Maintenance Codes File Inventory Control Item Detail File General Ledger Parameters File Accounts Payable Vendor Masterfile Accounts Payable Parameters File Purchase Order Processing Replenishment Selection Purchase Requisition Entry Purchase Order Entry Replenishment File Purchase Order File Print Purchase Requisition File Purchase Requisition File Replenishment Register Print Purchase Requisitions Purchase Requisition Register Print Purchase Orders Replenishment Register Update Print Purchase Requisitions Update Purchase Requisition Register Update Print Purchase Orders Update Open Purchase Order Open Purchase Requisition Purchase Orders By Item Requisitions By Item Purchase Order Expediting Purchase Order Status PO Cash Requirements 1-6 Purchase Order Processing

15 Purchase Order Processing System Flow, con t. Purchase Order Entry Quality Assurance Receipt Entry PO Receipt Variance PO Receipt Cost Variance Purchase Order Receipt Entry Purchase Order Invoice Entry Quality Assurance Receipt File PO Receipt History By Vendor Purchase Order Receipt File Purchase Order Invoice File PO Receipt History By Item Quality Assurance Receipt Register Purchase Order Receipt Register Purchase Invoice Receipt Register Quality Assurance Receipt Update Purge PO Receipt History Purchase Order Receipt Update Purchase Order Invoice Update QA Work In Process QA Rejection History Report Line Code Maintenance File Shop Floor Control Create Purchase Calendar Purge Rejection History Message Code Maintenance File Materials Requirement Planning Purchase Calendar Maintenance Rejection Code Maintenance File Purchase Order Masterfile Print Purchase Calendar Parameter Maintenance File Purchase Order Processing Purge Purchase Calendar Introduction 1-7

16 A Word to the User AddonSoftware, Inc. wants to keep you updated! Periodic enhancements are made to the Purchase Order Processing module and we want you to know about them. To register your software, fill out the Software Registration Form and send it to AddonSoftware, Inc. at the registration address below. We also want to keep our documentation as up to date and relevant as possible. If procedures are missing or not detailed enough for you, they may also be lacking for someone else. Send us a note describing the problem or question to the documentation address below. A Product Suggestion Form is also provided for you to document suggestions for enhancing our software to make it as relevant to you as possible. We value your suggestions and welcome them. For registration: AddonSoftware, Inc. Sales Services SW Koll Parkway, Suite C Beaverton, OR For documentation changes or product suggestions: AddonSoftware, Inc SW Koll Parkway, Suite C Beaverton, OR FAX: Attn: Product Development 1-8 Purchase Order Processing

17 Software Registration Form Purchase Order Processing Module To ensure that you receive available updates to your AddonSoftware and other important information, register your software by filling out this form and returning it to the address on the reverse side. Your dealer can help you complete the form. Your AddonSoftware Dealer s Name Your Company Name Address City State Zip Telephone ( ) Your Name Title Date Description of Primary Business Number of Employees Computer Type and Model Other software used Comments Introduction 1-9

18 AddonSoftware, Inc. Sales Services SW Koll Parkway, Suite C Beaverton, OR Remove from binder, fill out other side, fold and mail to address above Purchase Order Processing

19 Advantage/V Product Suggestion/Problem Form Submitted by: Company: City, State: Phone: FAX: Date: Version: Application: Menu/Program: OS and Language: Suggestion/ Problem NOTE: Document the error number and error message by printing the screen whenever possible. Attach supporting documentation or examples. Introduction 1-11

20 AddonSoftware, Inc. Product Development SW Koll Parkway, Suite C Beaverton, OR Remove from binder, fill out other side, fold and mail to address above Purchase Order Processing

21 Installation Overview The Installation section of this manual provides you with the information needed to convert from your existing system to the AddonSoftware Purchase Order Processing module. The care you take in planning the installation influences the overall benefits you obtain from it. Generally, your AddonSoftware dealer should manage the installation and setup of the software. The installation process involves five steps: Step One Prepare your facility before the physical installation of your computer equipment, and order any necessary forms and supplies. These items are explained in the Getting Started With AddonSoftware section of the Administrator manual. Step Two Gather the information required for the operation of the Purchase Order Processing module. If desired, this can be done before the actual installation of the programs and data files. An important part of this step is deciding how the parameters will be set and the selection of requisition and purchase order sequence numbers. Step Three Install the AddonSoftware Accounts Payable and Inventory Control modules and define required data files. The Vendor Masterfile, Inventory Masterfile, terms codes, warehouse codes, Inventory Control parameters, and Accounts Payable Report Form parameters must be established. Step Four Load the Purchase Order Processing tasks onto your computer as per the Media Installation Instructions shipped with the module diskettes. This step may be performed by your dealer before you take delivery of the equipment. Step Five Convert your open purchase orders by entering them into the system in preparation for live operation. This step is optional, as you may want to begin operation by entering only new purchase orders. NOTE: If you intend for more than one company to use the Purchase Order Processing module, perform steps 2, 3, and 5 separately for each company. Ninety-eight companies can use the module concurrently. Each company s information, even though stored in the same set of data files, is segregated from the others in the way that the data is stored in the files. Installation 2-1

22 Read this section before starting any work, and consult the person managing your software installation if you do not understand some of the instructions. Each software installation step must be performed carefully and thoroughly so that the Purchase Order Processing module produces the desired results and interfaces to other AddonSoftware modules correctly. If the installation process seems like a lot of work, remember that you need go through it only once. After your company s purchase orders are converted to the computer, you will find the management of purchase orders requires much less work than a manual system. Installing Other Modules If you are implementing more than one module, the installation sequence depends on the modules involved and your greatest needs. The sequence of implementation for any given set of modules is dependent on the other module(s) with which they interact. Certain modules require that others be in place before they can function, so a specific implementation sequence may be required. The AddonSoftware Purchase Order Processing module is dependent on information from the AddonSoftware Accounts Payable and Inventory Control modules. These modules must be installed and certain files established before the Purchase Order Processing module will function properly. Keep in mind that a fully operational module is not needed in order for it to meet the prerequisites of another module. Only the basic information, such as masterfiles and supporting code files, must be defined for these modules to serve as a base for Purchase Order Processing. In Accounts Payable, you must define the Vendor Masterfile, terms codes, and report form parameters. In Inventory Control, the Inventory Item Masterfile, buyer codes, warehouse codes, and parameters must be established. The users manual for each module tells which other modules are required or optional for its operation. This information can help you determine the sequence for implementing your modules. Set realistic goals for the completion of each step and allow enough time to properly complete the data conversion effort. 2-2 Purchase Order Processing

23 Gathering the Information You can gather most of the information required to install the Purchase Order Processing module before the installation. This includes the assignment of line and message codes, as well as the parameters that form the foundation of how the module functions. Some information, such as rejection codes, must be assigned identification codes prior to being entered. Gather all the information and define the required codes before entering anything into the system. Follow the order below for best results. Purchase Order Processing Information Checklist Define Parameters Define Line Codes Define Message Codes Define Rejection Codes Create Purchase Calendar Installation 2-3

24 Define Parameters Use the Purchase Order Processing parameters to tailor the module to the specific needs of your business. Parameters for the module are separated into 3 different options: System, Default Values, and Sequence Numbers. Setting each parameter so that it best matches the way your company operates requires careful study of each option. You must define a set of parameters for each company. Define the different parameters you require and enter them on the Parameter Maintenance form at the end of this section. These forms provide a record of how the module is established and should be kept for future reference. See the Parameter Maintenance task in the Operations section of this manual for instructions on how to enter any of the parameter option information. You can change some of the parameters presented here after the module is operating. However, be sure to check with your AddonSoftware dealer if any changes need to be made after the module is in use. System Parameters The parameters within the System Parameter option determine how the module performs when you are using the system. Vendor comments, method of costing, etc., are established with this option. Plain Paper Purchase Order Forms Use this parameter to establish whether your purchase orders are printed on plain paper or pre-printed forms. Landed Cost Method Use this parameter to determine the method for updating landed cost for purchase order items. The landed cost for a purchase order is updated automatically with every inventory receipt and as a result of receipt or adjustment type inventory transactions within the Inventory Control module. CAUTION: The landed cost parameter may be changed at any time after the module is installed, but has corresponding affects on the way the purchase order costs are recorded and reported. Indiscriminately changing this parameter may result in a significant change to the total value of your purchase order calculations. Consult with your accounting department before making any changes. Display Vendor Comments Use this parameter to determine whether vendor comments will be displayed when entering purchase orders or requisitions. Print Vendor Item Number Use this parameter to automatically print the vendor s item number, if applicable, on purchase orders or requisitions. 2-4 Purchase Order Processing

25 Default Values Parameters After you have determined and/or entered purchase order codes (line, message), return to this parameter to set default values that are common to most purchase orders and requisitions created by your company. Sequence Numbers Parameters Determine the beginning numbers for your requisitions, purchase orders, and receivers. This parameter sets the next number from which these are automatically numbered. You also need to determine the incremental sequencing for automatic numbering of item detail lines. Define Line Codes Line codes permit you to establish different standards for line types, such as landed cost and drop shipments, and are used during requisition and purchase order entry. You can create codes to establish standard detail line information on vendors, shipments, items, and so forth. Virtually any number of line codes may be established but each line code must be one of five line types: S Standard The standard type is most commonly used for purchase order detail lines containing stock inventory or drop ship items. This line code type assumes that the expense inventory purchasing account for a line is determined from the distribution code of the item s warehouse information. N Non-Stock Use the non-stock type to order and invoice any item not in the Inventory masterfile. If the General Ledger module is installed, on-stock items require that a general ledger expense account be defined for the line code. Product type processing must also be defined for non-stock lines (see the Line Code Maintenance task in the Operations section). Non-stock line types do not affect inventory quantities during order/invoice entry or the Purchase Order Receipt Register update. M Message An M type provides the capability to put messages on an order or invoice. To enable this feature, one M type line code should always be established. Because type M lines do not reference a product or allow for a price entry, they have no effect on the Accounts Payable, Inventory Control, Shop Floor Control, or Material Requirements Planning modules during the Purchase Order Receipt Register update process. O Other Other is used primarily to define a special charge or priced message line. You may want to have several type O lines defined, each as a separate line code and description (e.g., Office Supplies, Overhead, Maintenance). If the General Ledger module is installed, type O lines require that a general ledger expense account be defined for the line code. Installation 2-5

26 During order/invoice entry, O type lines provide up to 40 characters for additional line description. V Vendor Part Number Type V lines provide the capability of entering vendor part numbers for items you order. If you enter a non-stock item and number it according to your own numbering system, this line type enables you to further identify the part with the same number the vendor uses to identify it. At a minimum, AddonSoftware recommends that the following line codes and descriptions be established: Code Type Description S S Standard inventory item stocked at one or more warehouses. At least one type S line code must be established for the module to work properly. D S Drop ship item shipped directly from another supplier to you. N N Non-stock item that may be a drop ship item or any product not currently stocked (has no assigned part number). M M A line that enables a message to be printed on an order or invoice. No price is associated with a message line. 0-9 O Priced message line such as Office Supplies, Overhead, Maintenance, or other non-inventory item for which a price is entered. If the priced messages are given numerical line item codes, they appear at the beginning of the windowed line code lookup. V V Vendor part number. Use after a non-stock line to enter a vendor number different than the number you use for the item. Define the different line codes that best suit your company s operation and enter them on the Line Code Maintenance form at the end of this section. See the Line Code Maintenance task in the Operations section for instructions on how to enter the information. Define Message Codes Message codes represent standard messages you may want to appear on your purchase orders and requisitions. You can also create message codes that apply to information on detail lines. Semi-regular messages, such as seasonal greetings, can be stored in your system and accessed when necessary. Define the different message codes you require and enter them on the Message Code Maintenance form at the end of this section. 2-6 Purchase Order Processing

27 Define Rejection Codes Rejection codes indicate the reasons purchases are rejected by quality assurance. You can create codes that describe damaged shipments, faulty parts, and so forth, to show why specific goods are not accepted. A Rejection Code Purge task is available to remove rejection history. Define the different rejection codes you require and enter them on the Rejection Code Maintenance form at the end of this section. Create Purchase Calendar If you are using the Shop Floor Control and/or Material Requirements Planning modules along with the Purchase Order Processing module, purchasing is based upon calendars set up from the maintenance menu. By identifying regularly required purchases, you can create a calendar that shows what purchases to make on a certain date. The calendar identifies holidays and days off as well as work days. Shutdown periods for Christmas holidays or any other extended period can be established. Out-ofdate calendars can be removed with the Purge Purchase Calendar task. Define the different purchases you require and enter them on the Purchase Calendar form at the end of this section. Installation 2-7

28 Entering the Information Now that you have gathered the information, you are ready to enter it into the module. Refer to the Operations section of this manual for detailed information on each task referenced. It is important to enter the information in the sequence specified below since some programs rely on other information already entered. 1. Parameters Enter the parameter information you gathered on your Parameter Maintenance forms. The parameter information for default values can be entered after the line, message, and rejection codes. 2. Line Codes Enter the line codes from the Line Code Maintenance form. To establish a standard default code, enter the code as two blank spaces with a description of Standard. 3. Message Codes Enter the message codes from the Message Code Maintenance form. To establish a standard default code, enter the code as two blank spaces with a description of Standard. 4. Rejection Codes Enter the rejection codes from the Rejection Code Maintenance form. To establish a standard default code, enter the code as two blank spaces with a description of Standard. 5. Purchase Calendar Enter the calendar information from the Purchase Calendar form. 2-8 Purchase Order Processing

29 Converting Open Purchase Orders The final installation step is to convert your open purchase orders by entering them into the system in preparation for live operation. This step is optional, because you may not have any open purchase orders or you may wish to begin operation by entering only new purchase orders. This section describes the necessary conversion steps, but refer to the Operations section of this manual for information about using the tasks. After the conversion phase is completed, you can begin live operation of the Purchase Order Processing module. 1. Complete conversion forms for existing purchase orders. To enter existing purchase orders into the system, you first need to obtain a copy of each open purchase order. A Purchase Order Conversion form appears at the end of this chapter, but it is not essential that you use the form provided here. If you are converting only a small number of purchase orders, you can write the various codes on the purchase orders themselves and perform data entry directly from the source documents. Or, if you are converting from another automated purchase order processing system, you may be able to use printouts from the old system as your data entry documents. NOTE: It is recommended that you file and retain your original input documents as a record of how you established the system. 2. Determine ordered/received quantities. Since each detail line of outstanding purchase orders must be entered into the system, it is necessary to determine the original amount ordered for each item, as well as the quantity received to date. 3. Enter outstanding purchase orders. Use the Purchase Order Entry task to enter the purchase orders. When assigning purchase order numbers, use the same numbers as used for the manual purchase orders. For partially-received purchase orders, enter the remaining balance due rather than the original order quantity. 4. Verify and correct purchase orders. Use the Print Purchase Order task to print the purchase order information. Verify that the purchase orders were entered correctly. If necessary, use the Purchase Order Entry task to make any changes, and reprint the purchase orders. When the printed purchase orders are correct, enter Yes to the update prompt. The purchase orders in the updated batch will not print again unless specifically requested. 5. Establish vendor pricing. (optional) The AddonSoftware Inventory Control module enables standard vendor prices to be associated with each inventory item. To establish these prices, access the Inventory Item Maintenance task (Inventory Maintenance Menu) and select the Vendor Maintenance option. Define primary and secondary vendors for each item, vendor part numbers, and up to three levels of quantity breaks per item. Refer to the AddonSoftware Inventory Control manual for further information about this feature. Installation 2-9

30 2-10 Purchase Order Processing

31 Installation/Training Schedule Target Completed Pre-Installation Review: Signature Information Review: Signature Conversion Training: Signature Conversion Review: Signature Daily Processing Training: Signature Installation Complete: Signature Installation 2-11

32 Parameter Maintenance System Parameters Plain Paper Purchase Order Forms Landed Cost Method (Q/C/N) Display Vendor Comments (Y/N) Print Vendor Item Number (Y/N) (Y/N) 2-12 Purchase Order Processing

33 Parameter Maintenance Default Values Parameters Requisition Hold Flag (Y/N) Requisition Message Code (3) Purchase Order Message Code (3) Line Code (2) Ship Via (15) Freight Terms (15) F.O.B. (15) Installation 2-13

34 Parameter Maintenance Sequence Number Parameters Next Requisition Number (7) Next Purchase Order Number (7) Next Receiver Number (7) Detail Line Number Increment (2) 2-14 Purchase Order Processing

35 Line Code Maintenance Line Code (2) Description (20) Line Type (S/V/N/M/O) Dropship (Y/N) Landed Cost (Y/N) Use For Lead Time Calculations (Y/N) S Line Types Only Expense Account (10) N and O Line Types Only Line Code (2) Description (20) Line Type (S/V/N/M/O) Dropship (Y/N) Landed Cost (Y/N) Use For Lead Time Calculations (Y/N) S Line Types Only Expense Account (10) N and O Line Types Only Installation 2-15

36 Message Code Maintenance Message Code (3) Description (20) Message Type (R/P/B/N) Seq (1-99) Comment (40) 2-16 Purchase Order Processing

37 Rejection Code Maintenance Rejection Code (3) Description (30) Rejection Code (3) Description (30) Rejection Code (3) Description (30) Rejection Code (3) Description (30) Rejection Code (3) Description (30) Rejection Code (3) Description (30) Installation 2-17

38 Purchase Calendar Last Day Currently Scheduled 1st Day To Be Scheduled Number Of Weeks Days To Omit (1 through 7, Sun=1) 2-18 Purchase Order Processing

39 Open Purchase Order Conversion Vendor (6) P.O.# (7) Purchase Address (2) Date Ordered (MMDDYY) Date Required Date Promised Not Before Date Last Receipt Ship Via (15) Freight Terms (15) Ship To (2) Terms Code (2) F.O.B. (15) Acknowledged By (20) Message (3) Ship To (2) Installation 2-19

40 Open Purchase Order Conversion Line Type S Vendor (6) P.O.# (7) Seq (3) Cd (2) Wh (2) Item (10) UM (2) Conv (7) Ordered (12) Cost (11) Extension (13) Loc (10) Req d (6) Additional Options Date Promised (6) Not Before Date (6) Message (3) Work Order 2-20 Purchase Order Processing

41 Open Purchase Order Conversion Line Type V Vendor (6) P.O.# (7) Seq (3) Wh (2) Item (20) Additional Options Date Promised (6) Not Before Date (6) Message (3) Work Order Installation 2-21

42 Open Purchase Order Conversion Line Type O Vendor (6) P.O.# (7) Seq (3) Description (40) Cost (11) Extension (13) Date (MMDDYY) Additional Options Date Promised (6) Not Before Date (6) Message (3) Work Order 2-22 Purchase Order Processing

43 Open Purchase Order Conversion Line Type N Vendor (6) P.O.# (7) Seq (3) Wh (2) Item (10) Description (40) UM (2) Ordered (12) Cost (11) Extension (13) Rec d (10) Date (6) Additional Options Date Promised (6) Not Before Date (6) Message (3) Work Order Installation 2-23

44 2-24 Purchase Order Processing

45 Flow of Processing Overview The Flow of Processing section helps you learn how to operate the Purchase Order Processing module for the first time and provides guidelines for operation after it is installed. The AddonSoftware Purchase Order Processing module is used for automatic replenishment processing and entering, maintaining, and displaying vendor purchase orders for all items ordered, whether they are inventory or non-stock items. It is designed to integrate with the AddonSoftware Accounts Payable and Inventory Control modules, and can interface to the AddonSoftware Shop Floor Control and Materials Requirement Planning modules as well. Flow of Daily Processing Daily processing refers to the procedures performed each day while using the Purchase Order Processing module, such as creating requisitions and purchase orders or entering receipts and invoices. Depending on the volume of business your company handles, requisitions and purchase orders are created during most daily operations. You can process these records either singularly or in groups. To audit the flow of daily processing, registers are printed for purchase requisitions and purchase orders before an update takes place. Create Requisitions and Purchase Orders Generally, before purchase orders are issued, requisitions are created in the Purchase Requisition Entry task to request a purchase. The same information required for purchase order entry is required for requisition entry. When approval of a requisition is granted, you can enter the requisition number in the Purchase Order Entry task to automatically convert the requisition to a purchase order. At other times, you may be using the Purchase Order Entry task to enter a purchase order without a requisition. Whether using the Purchase Requisition Entry or Purchase Order Entry tasks, general information such as the vendor name and address is requested, as well as dates, shipping instructions, terms code, freight terms, and so forth. As line items are entered, they are assigned codes which tell the system how to process the line. There are five different types of detail lines available for the items entered on requisitions and purchase orders: standard, nonstock, vendor part number, message, and other. See the Open Purchase Order Conversion forms at the end of the Installation section for the type of information requested for the different detail lines. Flow of Processing 3-1

46 Print Requisitions and Purchase Orders Use the Print Purchase Requisitions task to print requisitions before issuing purchase orders. Requisitions are printed by requisition number, vendor number, alternate sequence, or warehouse. A message can be printed on the requisition if desired. Verify that the requisitions were entered correctly. Use the Purchase Requisition Entry task to make any necessary changes, and reprint the requisitions. When the printed requisitions are correct, update the print file. Updated requisitions will not print again except with the reprint option. Just as you printed requisitions, use the Print Purchase Orders task to print current purchase orders. The same print options and processes for requisitions are used. Always verify that purchase orders were entered correctly. If necessary, use the Purchase Order Entry task to make any changes before updating the print file. If desired, print reports from the Purchase Order Reports Menu. Different reports on that menu can show the current status of all or selected open requisitions and purchase orders, and the cash requirements, by required date, of all outstanding purchase orders. Convert Requisitions Although you can convert individual requisitions into purchase orders by entering the requisition number in the Purchase Order Entry task, you can also convert an entire group of requisitions by updating the Purchase Requisition Register. The register may include entries for several days and should be printed and reviewed before converting requisitions to purchase orders. Any requisition with the Hold field set to N is converted in the process. The requisitions are assigned the next available purchase order numbers. Process Purchase Order Receipts As purchase order receipts (generally called packing lists, shipping documents, or receivers) come in, stamp and date them. Use the Purchase Order Receipt Entry task to enter purchase order receipts. Purchase order receipts can be entered singularly or in groups. Run the Purchase Order Receipt Register to obtain a list of all purchase order receipts entered since the last register was printed. Verify that the receipts were entered correctly. Use the Purchase Order Receipt Entry task to make any necessary changes, and reprint the register. When the register is correct, update the register. The day s purchase order receipts for backordered products are listed on the Suggested Backorder Fill Report, which automatically prints at the end of the Purchase Order Receipt Register whenever backordered products are received. The report is used to determine whether any customer backorders can be filled by recent purchase order receipts. 3-2 Purchase Order Processing

47 If desired, print the PO Receipt History By Vendor and the PO Receipt History By Item reports to obtain a list of all or selected receiving transactions. Enter Invoices to Accounts Payable Vendor invoices are entered and paid with the AddonSoftware Accounts Payable module. A copy of the Purchase Order Receipt Register, PO Receipt History By Vendor or PO Receipt History By Item reports can be provided to the Accounts Payable department to assist in identifying items for which vendor invoices have been received. For more information about the payment of vendor invoices, refer to the AddonSoftware Accounts Payable manual. Quality Assurance Processing If your company has a quality assurance department, you can use the Quality Assurance Receipt Entry task to enter goods received but not yet accepted into stock. This task enables you to track goods that are being reviewed by QA. Depending on the nature and volume of your business, this process might be performed on a daily basis. If desired, print the QA Work In Process Report and the QA Rejection History Report. These reports show the current status of all goods being reviewed by quality assurance and the reason goods may have been rejected. Although you can receive individual goods by taking them out of the QA process, you can also receive an entire group of purchases by updating the Quality Assurance Receipt Register. The register may include entries for several days and should be printed and reviewed before receiving goods. Replenishment Processing Replenishment processing enables your purchasing department to buy more efficiently, improve margins, decrease paper, and reduce inventory levels. By analyzing current inventory data and user-defined buying parameters, you can determine what items to purchase, from which vendors, and in what purchase quantities. Depending on the nature and volume of your business, this process might be performed on a daily basis. Analyzing Replenishment Data Specify the buyer/vendor/review date in the Replenishment Selection task. You can designate a series of buyer/vendor/review date combinations by repeatedly accessing the task. Once the parameters for the review cycle are entered, print the Replenishment Report. It shows recommended purchase quantities based on minimum purchase amount, maximum stocking levels, line point, EOQ, average usage, and safety stock. Flow of Processing 3-3

48 Periodic Processing Periodic processing are those tasks you perform semi-regularly to maintain the files within the Purchase Order Processing module. Purging Receipt History All received purchase orders are retained in the system until deleted with the Purge PO Receipt History task. This task is normally run each month to remove the oldest historical purchase orders from the system. Select the date before which all closed purchase orders will be erased from the system. You may choose to delete the purchase order history for one inventory item, a range of items, or all items. Before beginning the purge, it is suggested that you make a tape or diskette copy of the purchase order history file and print file copies of the history reports found on the Purchase Order Reports Menu. Purging Rejection History Purchase order rejection history is retained in the system until deleted by the Purge Rejection History task. You should normally run this task each month to remove the oldest rejection history from the system. Select the date before which all rejection history will be erased from the system. Before beginning the purge, it is suggested that you make a tape or diskette copy of the rejection history file and print a file copy of the QA Rejection History Report. Reporting Purchase Order Processes The following reports can aid you in processing and tracking your purchase requisitions and purchase orders. These reports should be run as needed. Open Purchase Requisition Report Shows the current status of all or selected requisitions on file. Requisitions By Item Report This report prints your requisitions by item. Use it to determine which vendors are supplying particular items required by your requisitions. A total by item is displayed. Open Purchase Order Report Shows the current status of all or selected purchase orders which have not been completely received or updated. Purchase Orders By Item Report 3-4 Purchase Order Processing

49 This report is the same as the Requisitions By Item Report except that the information is about purchase orders. See above. Purchase Order Expediting Report This report tracks purchase order items by their required date. Use it to determine if an item has arrived, is due soon, or is overdue. Items are displayed by vendor. Purchase Order Status Report Shows the status of all current purchase orders, including quantity ordered, received, in QA, and invoiced. PO Cash Requirements Report This report forcasts cash requirements based on current purchase orders and their scheduled receipt date. PO Receipt Variance Report This report lists receipts and shows the variance between the scheduled and actual receipt date. PO Receipt Cost Variance Report This report lists receipts and shows the variance between receipt amount and actual cost. QA Work In Process Report Shows all items currently in the quality assurance process. QA Rejection History Report This report lists receipts by item showing quantity ordered, received, accepted, and rejected. Flow of Processing 3-5

50 3-6 Purchase Order Processing

51 Operations Overview The Operations section contains descriptions of Purchase Order Processing tasks. A sample of each screen is shown, each field is described, and the operation of each task is explained. Examples of each report and register are also provided. Use this section as a reference when using the Purchase Order Processing module. For a complete understanding of the Purchase Order Processing module, study the Introduction, Installation, and Flow of Processing sections in conjunction with the Operations section. The tasks in this section are organized according to their order of appearance on the menu in a standard installation of the software. Because you can customize the AddonSoftware menus, the appearance and function of your Purchase Order Processing module may vary slightly from the descriptions in the manual. For instructions on how to use menus in the AddonSoftware system, refer to the AddonSoftware Administrator manual. Operations 4-1

52 About the Purchase Order Processing Tasks Tasks in Purchase Order Processing are grouped into areas of operation. Common tasks, such as requisition and purchase order entries, are stand-alone tasks accessed directly from the main menu; tasks that work in concert with one another, such as period-end processing tasks or maintenance tasks, are accessed through a sub-menu off the main menu. One menu gives you access to the majority of reports available for the processing of purchase orders. The Purchase Order Reports Menu contains the many standard reports offered with the module. Other reports that display codes entered into the system can be generated from maintenance tasks. Additionally, there are some tasks that have several options available for more complete processing. For example, the Parameter Maintenance task accesses system parameter information and default values. You select these processes from an option menu. 4-2 Purchase Order Processing

53 Purchase Order Processing Purchase Order Processing Main Menu Function This menu provides access to the tasks of the AddonSoftware Purchase Order Processing module, including those of the Purchase Order Reports, Period End Processing, and Purchase Order Maintenance menus. To access this menu... Select Purchase Order Processing from the AddonSoftware Main Menu. Operations 4-3

54 Replenishment Selection Replenishment Selection Function Use this task to specify which vendor/buyer/review dates are applied in a replenishment analysis. You can select one or more buyer/vendor combinations, along with a date range into which the vendor/buyer s next review date must fall. To access this task... Select Replenishment Selection from the Purchase Order Processing Main Menu. 4-4 Replenishment Selection

55 About the Fields After you enter parameters for replenishment analysis in the following fields, you can select the Replenishment Register to display what items should be purchased from which vendors and in what quantities. Additional selections can be made by repeating the selection process for different buyer codes, stocking vendors, and/or review dates. In the Clear Previous Selections field... This field is accessible only when there are existing replenishment selections. Enter Y to clear the previous replenishment selections. Enter N to add to existing selections. Press F4 to return to the Purchase Order Processing Menu. In the Beginning Buyer Code field... Enter the number of the first buyer code to review. Press F1 to select the first buyer code on record. Press F3 to select from a list of buyer codes. In the Ending Buyer Code field... Enter the number of the last buyer code to review. Press F1 to select the last buyer code on record. Press F3 to select from a list of buyer codes. In the Beginning Vendor field... Enter the number of the first vendor to review. Press F1 to select the first vendor on record. Press F3 to select from a list of vendors. In the Ending Vendor field... Enter the number of the last vendor to review. Press F1 to select the last vendor on record. Press F3 to select from a list of vendors. Operations 4-5

56 In the Beginning Review Date field... Enter the beginning date to review. Press F1 to select the first date on record. Press F3 to use the terminal date. Press Return to select the default. In the Ending Review Date field... Enter the last date to review. Press F1 to select the last date on record. Press F3 to select the terminal date. Press Return to select the default. In the Comment field... Enter 1 to 50 characters to appear on the printed register. When you finish making entries to the fields, the system issues the prompt: Is The Above Information Correct? Enter Y to accept the information. To see the results of your selections, print the Replenishment Register. Enter N to make changes to the fields. Press F4 to exit this task. 4-6 Replenishment Selection

57 Replenishment Register Replenishment Register Function Use this task to print a register designed to help your purchasing department buy more efficiently, improve margins, decrease paper, and reduce inventory levels. You must first enter the replenishment parameters by using the Replenishment Selection task. See Appendix A, page 5-3, for a sample of the register. To access this task... Select Replenishment Register from the Purchase Order Processing Main Menu. Operations 4-7

58 About the Fields Recommended purchase quantities are based on minimum purchase amount, maximum stocking levels, line point, EOQ, average usage, and safety stock. According to the parameters you established in the Replenishment Selection task, the system analyzes current inventory data and user-defined buying parameters (who is authorized to buy each inventory item, from what vendor the item should be purchased, and how often purchasing reviews should be made). Use these fields to determine what part of that information you want printed. In the Print Warehouse Detail field... Enter Y to print usage and quantity detail by warehouse for each listed item. Enter N to print information summarized for each item. In the Print All Items field... Enter A to print all analyzed items. Enter S to print only suggested buy quantity items. When you finish making entries to the fields, the system issues the prompt: Is The Above Information Correct? Enter Y to print the register. Enter N to make changes to the fields. Press F4 to exit this task without printing. Printing As the register prints, item numbers display on the screen to show its progress. When the printing is complete, the system issues the prompt: Are You Ready To Update The Replenishment Register? Enter Yes if you are ready to update. Enter No to return to the Purchase Order Processing Menu without updating. Updating As the information is updated, item numbers display on the screen to show the progress of the update. The system issues the prompt: 4-8 Replenishment Register

59 Update Review Cycle Dates For All Selected Buyers And Vendors? Enter Yes to update the date. The Next Review Date becomes the terminal date plus the Review Cycle Days entered in the Replenishment Parameters option of the Accounts Payable Vendor Maintenance task. Enter No to ignore and return to the Purchase Order Processing Menu without updating the review cycle dates. When you enter Yes at the previous prompt the system issues another: Create Purchase Requisitions? Enter Yes to create purchase requisitions for suggested buy items. Enter No to update the review date without creating requisitions. Replenishment Analysis Definitions The following definitions show how AddonSoftware determines replenishment selection. Reorder Point Average use during lead time (calculated) plus safety stock (from Inventory Item Maintenance) Line Point Reorder point plus average use during review cycle time (calculated) Current Quantity Quantity available (from Inventory Item Maintenance) plus quantity on order (from open purchase orders and open work orders) Maximum Quantity Maximum desired quantity on hand (user-defined in Inventory Item Maintenance) Suggested Order Maximum quantity minus quantity on hand minus quantity on order, rounded up to nearest EOQ if maximum quantity = 0, suggested order = EOQ if maximum quantity = 0 and EOQ = 0, suggested order = Line Point if maximum quantity = 0 and EOQ = 0 and line point = 0, suggested order = Reorder Point Operations 4-9

60 Replenishment Review Considerations Items belonging to a selected vendor/buyer code combination appear on the Replenishment Report if the current quantity of any item in the selected vendor/buyer code is less than or equal to the reorder point. If target amounts are set for a vendor/buyer code combination and the targets are fulfilled by suggested orders for items whose current quantity is less than or equal to the reorder point, only those items appear on the report with a suggested order amount. If target amounts are set for a vendor/buyer code combination and the targets are not fulfilled by the items described above, items whose current quantity is less than or equal to the line point also appear on the report with a suggested order amount. If no target amounts are set for a vendor/buyer, and Review Cycle Days = 0 for the vendor/buyer, only items with a current quantity of less than or equal to the reorder point appear on the report with a suggested order. If no items belonging to a vendor/buyer code were suggested for replenishment, the Next Review Date for that vendor/buyer does not change. Replenishment Adjustment Codes One or more adjustment codes may appear in the first field of a Suggested Order line. These codes are used to alert the buyer to any unusual inventory situation and to explain the calculation of the suggested order amount. ** Indicates Warehouses are Combined O Indicates On Hand Greater than Maximum U Indicates Unusual Monthly Usage M Suggested Buy Based on Maximum E Suggested Buy Rounded to EOQ Amount L Suggested Buy Based on Line Point R Suggested Buy Based on Reorder Point Y Suggested Buy Limited to One Year s Usage 2 Suggested Buy Increased 1/2 Month s Usage 4-10 Replenishment Register

61 Purchase Requisition Entry Purchase Requisition Entry Function Use this task to enter requests for purchases without actually creating purchase orders. After a requisition is created, you can manually convert it into a purchase order at any time by entering the requisition number in the Purchase Order Entry task. You can also generate multiple purchase orders automatically from requisitions with the Purchase Requisition Register. To access this task... Select Purchase Requisition Entry from the Purchase Order Processing Main Menu. Operations 4-11

62 About the Fields Use the fields in this task to enter requisition information, such as vendor name, required dates, and terms. This is the same information requested for purchase order entry. You can access requisition information by vendor or by requisition number. The information is separated into three sections: Vendor Information, Requisition Detail, and Item Detail. Vendor Information In the Vendor field... Enter a valid vendor. Press F1 to access the Req # field. Press F3 to select from a list of vendor numbers. Press F4 to exit to the Purchase Order Processing Menu. When you select a valid vendor, the name and address are displayed. If the Display Vendor Comments field is set to Y in the Parameter Maintenance System Parameter option, any comments associated with the vendor are also displayed. In the Contact section, the vendor contact, phone number, and fax number are displayed. Press Return to proceed to the Req # field. In the Name field... Display only. Shows the name of the vendor. In the Address field... Display only. Shows the address of the vendor. In the Contact field... Display only. Shows the name of the vendor contact. In the Phone field... Display only. Shows the phone number of the contact. In the Fax field... Display only. Shows the fax number of the contact. In the Req # field... Enter a valid requisition number. Press F1 to select the next available number Purchase Requisition Entry

63 Press F2 to return to the Vendor field. Press F3 to select from a list of requisition numbers. If you enter an existing requisition number, information regarding the requisition displays in the Requisition Detail section and the system issues the prompt: Is This The Correct Requisition? Enter Y if it is the correct requisition. Enter N to return to the Req # field. Press F1 to view the next requisition for this vendor. When you enter Y for the correct requisition, the system issues the prompt: Is The Above Information Correct? Enter Y if the information is correct. Enter N to make changes to the fields. Enter Reprint to print this individual requisition. This selection is available when a requisition has been previously printed. Enter Delete to remove this requisition from your records. Press F4 to return to the Req # field. When you select Y as a response to the prompt, the item detail on the requisition is displayed. See Item Detail following the Requisition Detail section. When you press F1 to select the next available requisition number, the system issues the prompt: Is This A New Record? Enter Y to continue. Enter N to return to the Req # field. Operations 4-13

64 Requisition Detail In the Purchase Address field... Enter a valid purchase address code. Press F1 for none. Press F3 to select from a list of purchase address codes. Press Return to accept the default. If you enter a purchase address code that doesn t exist, the system issues the prompt: Create A New Purchase Address? Enter Y to create a new purchase address. See Creating a New Purchase Address at the end of the Purchase Requisition Entry field instructions. Enter N to continue without an address. In the Requisition Date field... Enter the date that the requisition was ordered. Press Return to accept the default of the current date. In the Date Required field... Enter the required date for an order. Press Return to accept the default of the current date. In the Date Promised field... This field is optional. Enter the promised delivery date. In the Not Before Date field... This field is optional. Enter a date before which delivery cannot be made. In the Ship Via field... Enter 1 to 15 characters for a shipping method or a carrier. Press Return to select the default established in the Parameter Maintenance Default Values option Purchase Requisition Entry

65 In the Freight Terms field... Enter 1 to 15 characters for freight terms. Press Return to select the default established in the Parameter Maintenance Default Values option. In the Terms Code field... Enter a valid terms code. Press F3 to select from a list of terms codes. Press Return to select the default established in the Vendor Maintenance task of the Accounts Payable module. In the F.O.B. field... Enter 1 to 15 characters of optional F.O.B. information. Press Return to select the default established in the Parameter Maintenance Default Values option. In the Acknowledged By field... Enter 1 to 15 characters for the vendor acknowledgment of the order. In the Hold field... Enter Y to hold this requisition for manual release. Enter N to enable selection by the Purchase Requisition Register task. The Purchase Requisition Register task automatically converts selected requisitions to purchase orders during an update. If a requisition has a hold on it, the conversion will not take place. In the Message field... Enter a standard message code. Press F1 for none. Press F3 to select from a list of message codes. Press Return to select the default established in the Parameter Maintenance Default Values option. Operations 4-15

66 AddonSoftware provides for the printing of two different types of messages for your requisitions/purchase orders: a standard message that prints on all your requisitions/purchase orders (i. e., Seasons Greetings) and specific messages pertaining to line items (i.e., Requires Part #3342). This field is for the standard message. In the Ship To field... Enter a valid warehouse ID. Press F3 to select from a list of warehouse IDs. The warehouse you select in this field becomes the default warehouse for line items. Item Detail If you are working on an existing requisition and you select Y as a response to the Is The Above Information Correct? prompt in the Requisition Detail section, the item detail is displayed and the system issues the Is The Above Information Correct? prompt again. Enter Y to accept the requisition item detail as shown. Enter N to add more item detail. Enter L to display, screen by screen, an extended list of item detail. Enter R to review each detail line one at a time. Enter Delete to remove the requisition from your records. Enter Print to make a hard copy of the requisition. Enter a line number to access that line directly. Press F2 to return to the requisition detail section Purchase Requisition Entry

67 Entering Item Detail Lines You may not be required to enter information to all of the following fields. The fields requiring your input are determined by the selection you make in the Cd field, a code that tells the system what type of information is required for each detail line. Line codes are assigned line types in the Line Code Maintenance task. You can assign one of five different types to a line code. A line code assigned the standard type requests input to most of the following fields. Line codes assigned the non-stock, vendor part number, message, or other types require less input. At a minimum, AddonSoftware recommends the following codes: S V N O M Standard inventory item Vendor part number (comment line only) Non-stock item Other/miscellaneous charge Message See the Installation section for more information on line code types. In the Seq field... Enter a 3-digit sequence number for the item detail line. Press Return to select the next sequential number. Enter the number of an existing line to access that line directly. Press F4 to exit from the detail entry process. In the Cd field... This field is skipped during input. Back up to this field with the F2 key in order to change the default line code set up in the Parameter Maintenance task. Enter a line code. Press F3 to select from a list of line codes. Press Return to accept the default. A description of the line code is displayed, and Y/N flags show whether the item is drop-shipped or if lead time is recalculated for receipts. Depending on the type assigned to the selected line code, the remaining fields accessible in the detail line differ. If the Order Processing module is installed, a valid customer and order/line number are required for drop shipment. If you select a line code that requires delivery, the Drop Shipment Information window appears. See Entering Drop Shipment Information following the Purchase Requisition Entry field descriptions. Operations 4-17

68 In the Wh field... This field is skipped during input. Back up to this field with the F2 key in order to change the default code entered in the Ship To field. Enter a warehouse code. Press F3 to select from a list of warehouse codes. Press Return to accept the default. If you enter a warehouse not associated with the vendor, the system issues the prompt: Warning: This Warehouse Does Not Match Header Ship-to Press Return to continue purchase requisition entry. In the Vendor Part Number field... This field is available for V type detail lines. Enter the vendor part number. Press Return to accept the default. NOTE: If a V line type immediately follows an S line type containing an item with a vendor part number, that number is automatically displayed. In the Message field... This field is available for M and O type detail lines. Enter 1 to 40 characters as a message to print on the purchase requisition. Message Example Do Not Backorder, Color Black, Unbroken Cases Only, Gift Wrap, etc. In the Item field... Enter a valid item number. Press F3 to select from a list of item numbers. In the UM field... Enter the standard unit of measure for the item. Press Return to accept the default. Unit of Measure Example 4-18 Purchase Requisition Entry

69 Any two characters can be entered, such as PR for pair, CS for case, PL for pallet, or LB for pound. In the Conv field... Enter the conversion factor for the item. Press Return to accept the default. Conversion Example Type the factor used to convert from purchase quantity to stocking quantity. For example, if the item ordered is shipped in cases of 24 but inventoried and stocked singly, enter 24. If the item is shipped in cases of 12 but stocked in pairs, enter 6. The displayed cost changes automatically. In the Quantity field... Enter the order amount of the item. Quantity Order Example Use the same unit of measure that the vendor uses to ship the item. For example, if two cases of 24 items each are being ordered, enter 2. The extension is automatically recalculated. In the Cost field... Enter the cost per unit. Press Return to accept the default. In the Loc field... Enter the receiving location for the item. Press Return to accept the default. In the Req d field... Enter the date the item is required. This date is used once the requisition is converted to a purchase order for calculations in Material Requirements Planning, the Cash Requirements Report, the Purchase Order Expediting Report, and to update the Last Purchase Date in the Inventory Masterfile. In the Extension field... Display only. Shows the extended cost of Quantity times Cost. Operations 4-19

70 In the Line End field... Enter Return to accept the line detail as entered. Press F1 for additional options. See Utilizing Additional Options following the Purchase Requisition Entry field descriptions. Press F2 to back through the fields. Enter D to delete the line details. Press F4 to end line detail entry. When you finish making entries to the fields, the system issues the Is The Above Correct? prompt again. Creating a New Purchase Address Sometimes a vendor requests that you make delivery to a purchase address not listed on your system. You can enter the address without leaving this task. Simply enter a new code in the Purchase Address field. The Purchase Address Maintenance window is accessed. Any information you enter is added to the vendor s file and available for future use. In the Purchase Number field... Display only. Shows the code you entered in the Purchase Address field. In the Purchase Name field... Enter 1 to 30 characters for a name to associate with the address. In the Address field... Enter 1 to 24 characters for the address. Up to three lines of address information are available. In the Zip/Postal field... Enter 5 to 9 digits for the zip/postal code. In the Telephone field... Enter the telephone number for the purchase address. In the Ext field... Enter 1 to 4 digits for a telephone extension Purchase Requisition Entry

71 In the Fax Phone field... Enter the facsimile number for the purchase address. In the Contact field... Enter 1 to 20 characters for the name of the contact at the purchase address. When you finish making entries to the fields, the system issues the prompt: Is The Above Information Correct? Enter Y to accept the information and continue purchase requisition entry. Enter N to make changes to the fields. Enter Delete to remove the address information Entering Drop Shipment Information If the Order/Invoice Processing module is installed and you enter a drop ship item to the purchase requisition, a valid customer and order/line number are required. The Drop Shipment Information window is automatically accessed whenever you enter a drop ship line code to an item detail line. In the Customer field... Enter a valid customer number. Press F3 to select from a list of customer numbers. Press F4 to exit the Drop Ship Information window. In the Name field... Display only. Shows the name associated with the selected customer number. In the Address field... Display only. Shows the address associated with the customer. In the Order field... Enter the work order associated with this item. Press F3 to select from a list of work orders. In the Sales Order Line Item field... Operations 4-21

72 Enter the line on the sales order where the item appears. In the Ship To field... Display only. Shows the ship to address. When you finish making entries to the fields, the system issues the prompt: Is The Above Information Correct? Enter Y to accept the drop ship information and return to item entry. Enter N to make changes to the fields. Utilizing Additional Options You can use the Additional Options fields to view or change delivery information. In the Date Promised field... Enter the date promised. Press Return to accept the default. Press F4 to return to the Line End field. In the Not Before Date field... Enter a date before which the item cannot be delivered. Press Return to accept the default. In the Message field... Enter the code of any message you want to print with this line. Press F3 to select from a list of message codes. Press Return to accept the default Purchase Requisition Entry

73 In the Work Order field... Enter the work order number that generated this purchase requisition. Press F1 for none. Press F3 to select from a list of work order numbers. When you select a work order you are required to specify a detail line number. In the Work Order Materials field... Enter the detail line number from the work order that lists the materials for this item. When you finish making entries to the fields, the system issues the prompt: Is The Above Information Correct? Enter Y to accept the information and return to the Line End field. Enter N to make changes to the fields. Press F4 to return to the Line End field without adding options. Operations 4-23

74 Print Purchase Requisitions Print Purchase Requisitions Function This task prints purchase requisitions entered since the last Purchase Requisition Register update and not printed individually from the Purchase Requisition Entry task. The requisitions are designed to print on plain 8-1/2 x 11 inch paper, with all necessary lines and headings displayed. See Appendix A, page 5-4, for a sample of the requisition. To access this task... Select Print Purchase Requisitions from the Purchase Order Processing Main Menu Print Purchase Requisitions

75 About the Fields You can print requisitions in sequence by warehouse, vendor, and so forth. Typically, you will only enter text in the Sequence and Message fields. The Restart and Vendor fields are used when you have a paper jam or printer malfunction while printing the requisitions. In the Sequence field... Enter P to print by requisition number. Enter N to print by vendor number. Enter A to print by alternate vendor sort. Enter W to print by warehouse. Press F4 to return to the Purchase Order Processing Main Menu without printing. In the Message field... Enter 1 to 38 characters to print an optional message at the bottom of each requisition. In the Restart field... Enter Y to restart printing with a specific vendor after a printer malfunction. Enter N to begin printing with the first vendor on file. Enter Y in this field only in the case of a printer malfunction, power outrage, or other such situations that cause the report to not run completely. In the Vendor Number field... This field is accessible if you entered Y in the Restart field. Enter the number of the first vendor for whom to restart printing. Press F3 to select from a list of vendor numbers. The system issues the prompt: Is The Above Information Correct? Enter Y to begin printing. Enter N to make changes to the fields. Press F4 to return to the Purchase Order Processing Main Menu without printing. Operations 4-25

76 Before beginning printing, the system issues the prompt: Do You Want To Print A Test Pattern? Enter Y to print a test pattern to aid in the alignment of the requisitions. Enter N to print the requisitions without a test pattern. Printing As the requisitions print, vendor and purchase requisition numbers display on the screen to show the progress of the printing. When the printing is complete, the system issues the prompt: Are You Ready To Update The Requisition Print File? Enter Y to update the print file. Enter N if the purchase requisitions did not print correctly. Updating As the requisition print file is updated, vendor and purchase requisition numbers display on the screen to show the progress of the update. Updated requisitions will not print when you next use the Print Purchase Requisitions task but can be reprinted when selecting them in the Purchase Requisition Entry task Print Purchase Requisitions

77 Purchase Requisition Register Purchase Requisition Register Function Use this task to print a register of requisitions entered since the last update. You can select requisitions by vendor and date and sort the register in one of three print sequences. When you update the register, any requisitions not on hold are converted to purchase orders. See Appendix A, page 5-5, for a sample of the requisition. To access this task... Select Purchase Requisition Register from the Purchase Order Processing Main Menu. Operations 4-27

78 About the Fields In the Beginning Requisition field... Enter the number of the first requisition to appear on the register. Press F1 to select the first requisition on record. Press F3 to select from a list of requisition numbers. Press F4 to exit the task. In the Ending Requisition field... Enter the number of the last requisition to appear on the register. Press F1 to select the last requisition on record. Press F3 to select from a list of requisition numbers. In the Print Sequence field... Enter A to print the register in alternate sequence. Enter V to print in vendor sequence. Enter R to print in requisition sequence. In the Beginning Vendor field... Enter the number of the first vendor to appear on the register. Press F1 to select the first vendor on record. Press F3 to select from a list of vendor numbers. In the Ending Vendor field... Enter the number of the last vendor to appear on the register. Press F1 to select the last vendor on record. Press F3 to select from a list of vendor numbers. In the Which Date field... Enter O to print the requisitions within an order date range Purchase Requisition Register

79 Enter P to print within a promised date range. Enter R to print within a required date range. Enter D to print within a delivery date range. In the Beginning Date field... Enter the first date to appear on the register. Press F1 to select the first date on record. In the Ending Date field... Enter the last date to appear on the register. Press F1 to select the last date on record. In the Page Break field... Enter Y to insert page breaks on the register between vendors. Enter N to minimize paper usage. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the register. Enter N to make changes to the fields. Printing As the register prints, vendor numbers display on the screen to show the progress of the printing. When the printing is complete, the system issues the prompt: Are You Ready To Update The Purchase Requisition Register? Enter Yes to update the register. Enter No to return to the Purchase Order Processing Menu without updating. Updating As the requisition file is updated, vendor and purchase requisition numbers display on the screen to show the progress of the update. Operations 4-29

80 Updating the Purchase Requisition file creates purchase orders out of the selected requisitions Purchase Requisition Register

81 Purchase Order Entry Purchase Order Entry Function Use this task to enter purchase order information, such as vendor name, required dates, item information, purchase terms, etc., or to create, change, inquire, or delete purchase orders. You can access information by vendor, purchase order number, or by requisition number. To access this task... Select Purchase Order Entry from the Purchase Order Processing Main Menu. Operations 4-31

82 About the Fields Purchase order entry is divided into three sections: Vendor Information, Purchase Order Detail, and Item Detail. In the vendor information fields, name, address, purchase address, and purchase order number of the vendor you select is displayed; also the name, phone number, and fax number of the contact person for the vendor. The purchase order detail section includes shipping information, such as terms, dates, ship-to address, and so forth. The detail lines of the purchase order appear in the item detail section. You can begin purchase order entry from either the Vendor, PO #, or Req # fields. From the Vendor field, you can select a vendor and then choose from a list of purchase orders assigned to the vendor. Or you can create a new purchase order for that vendor. When you use the PO # field, selecting a purchase order automatically displays the vendor and possible requisition number associated with the order. The Req # field has three types of lookups: purchase orders, purchase orders created from requisitions, or requisitions. You can use this field to select an individual requisition and convert it to a purchase order. Use the function keys to toggle between the fields. Whether you select a purchase order with the PO # field or the Req # field, the system displays the purchasing information and issues the prompt: Is The Above Information Correct? Enter Y if the information is correct. Enter N to make changes to the fields. Enter Reprint to add a previously printed purchase order to the print queue. Enter Delete to remove this purchase order. When you select Y as a response to the prompt, the item detail is displayed. See Item Detail following the Purchasing Detail section. Vendor Detail The following field descriptions are based on a purchase order entered from the Vendor field. In the Vendor field... Enter a vendor number. Press F1 to access the PO # field. Press F2 to access the Req # field. Press F3 to select from a list of vendor numbers. Press Return to select the next sequential vendor number on record Purchase Order Entry

83 Press F4 to exit to the Purchase Order Processing Menu. When you select a valid vendor, the name and address are displayed. If the Display Vendor Comments field in Parameter Maintenance System Parameters is set to Y, any comments associated with the vendor are also displayed. Press Return to proceed to the PO # field. In the Name field... Display only. Shows the name of the vendor. In the Address field... Display only. Shows the address of the vendor. In the Contact field... Display only. Shows the name of the vendor contact. In the Phone field... Display only. Shows the phone number of the contact. In the Fax field... Display only. Shows the fax number of the contact. In the PO # field... Enter a purchase order number. Press F1 to create a new purchase order with the next available number. Press F2 to access the Vendor field. Press F3 to select from a list of purchase order numbers. Press Return to select the first purchase order created for this vendor. If you select a purchase order for which a receipt has already been entered, the system issues the prompt: Warning: A Purchase Order Receipt Entry Exists For This Purchase Order. It May Not Be Changed. Press Return to access the PO # field again. Operations 4-33

84 When you enter an existing purchase order, the purchasing detail information is displayed and the system issues the prompt: Is This The Correct Purchase Order? Enter Y to continue purchase order entry. Enter N to return to the PO # field. Press F1 to select the next purchase order existing for this vendor. If you enter a number that does not exist, the system issues the prompt: Is This A New Record? Enter Y to continue purchase order entry. Enter N to return to the PO # field. Purchasing Detail In the Req # field... Enter the number of any requisition that is the source for the purchase order. Press F1 for none. Press F3 to select from a list of requisition numbers. In the Purchase Address field... Enter a purchase address code. Press F1 for none. The billing address is used for the purchase address. Press F3 to select from a list of purchase addresses for the vendor. If you enter a new code the system issues the prompt: Create A New Purchase Address? Enter Y to create a new purchase address. Enter N to return to the Purchase Address field. When you select Y at the previous prompt, the Purchase Address Maintenance window is accessed. See Creating a New Purchase Address following the Purchase Requisition Entry field descriptions Purchase Order Entry

85 In the Date Ordered field... Enter the order date. Press Return to accept the default of the current date for new purchase orders or the initial order date for existing purchase orders. In the Date Required field... Enter the date the order is required. Press Return to accept the default of the current date for new purchase orders or the initial required date for existing purchase orders. In the Date Promised field... This field is optional. Enter the promised delivery date. In the Not Before Date field... This field is optional. Enter a date before which delivery cannot be made. In the Last Receipt field... Display only. Shows the date of the last receipt for this purchase order. In the Ship Via field... Enter 1 to 15 characters for a shipping method or carrier. Press Return to select the default established in the Parameter Maintenance Default Values option. In the Freight Terms field... Enter 1 to 15 characters for freight terms. Press Return to select the default established in the Parameter Maintenance Default Values option. In the Terms Code field... Enter a valid terms code. Press F3 to select from a list of terms codes. Operations 4-35

86 Press Return to select the default established in the Vendor Maintenance task of the Accounts Payable module. In the F.O.B. field... Enter 1 to 15 characters of optional F.O.B. information. Press Return to select the default established in the Parameter Maintenance Default Values option. In the Acknowledged By field... Enter 1 to 15 characters for the vendor acknowledgment of the order. In the Message field... Enter a standard message code. Press F1 for none. Press F3 to select from a list of message codes. Press Return to select the default established in the Parameter Maintenance Default Values option. AddonSoftware provides for the printing of two different types of messages for your requisitions/purchase orders: a standard message that prints on all your requisitions/purchase orders (i. e., Seasons Greetings) and specific messages pertaining to line items (i.e., Requires Part #3342). This field is for the standard message. In the Ship To field... Enter a valid warehouse ID. Press F3 to select from a list of warehouse IDs. Press Return to select the default. The warehouse you select in this field becomes the default warehouse for line items. When you finish making entries to the fields the system issues the Is The Above Information Correct? prompt again. Item Detail 4-36 Purchase Order Entry

87 When you select Y as a response to the Is The Above Information Correct? prompt, the item detail is displayed and the system issues the Is The Above Correct? prompt again. Enter Y to accept the purchase order item detail as shown. Enter N to add more item detail. Enter L to display, screen by screen, an extended list of item detail. Enter R to review each detail line one at a time. Enter Delete to remove the purchase order from your records. Enter Print to make a hard copy of the purchase order. Enter a line number to access that line directly. Press F2 to return to the purchasing detail section. Entering Item Detail Lines You may not be required to enter information to all of the following fields. The fields requiring your input are determined by the selection you make in the Cd field, a code that tells the system what type of information is required for each detail line. Line codes are assigned line types in the Line Code Maintenance task. You can assign one of five different types to a line code. A line code assigned the standard type requests input to most of the following fields. Line codes assigned the non-stock, vendor part number, message, or other types require less input. At a minimum, AddonSoftware recommends the following codes: S V N O M Standard inventory item Vendor part number (comment line only) Non-stock item Other/miscellaneous charge Message See the Installation section for more information on line code types. In the Seq field... Enter a 3-digit sequence number for the item detail line. Press Return to select the next sequential number. Enter the number of an existing line to access that line directly. Press F4 to exit from the detail entry process. Operations 4-37

88 In the Cd field... This field is skipped during input. Back up to this field with the F2 key in order to change the default line code set up in the Parameter Maintenance task. Enter a line code. Press F3 to select from a list of line codes. Press Return to accept the default. A description of the line code is displayed, and Y/N flags show whether the item is drop-shipped or if lead time is recalculated for receipts. Depending on the type assigned to the selected line code, the remaining fields accessible in the detail line differ. If the Order Processing module is installed, a valid customer and order/line number are required for drop shipment. If you select a line code that requires delivery, the Drop Shipment Information window appears. See Entering Drop Shipment Information following the Purchase Requisition Entry field descriptions. In the Wh field... This field is skipped during input. Back up to this field with the F2 key in order to change the default code entered in the Ship To field. Enter a warehouse ID. Press F3 to select from a list of warehouse IDs. Press Return to accept the default. The warehouse name appears at the bottom of the screen. If you enter a warehouse not associated with the vendor, the system issues the prompt: Warning: This Warehouse Does Not Match Header Ship-to Press Return to continue purchase order entry. In the Vendor Part Number field... This field is available for V type detail lines. Enter the vendor part number. Press Return to accept the default. NOTE: If a V line type immediately follows an S line type containing an item with a vendor part number, that number is automatically displayed Purchase Order Entry

89 In the Message field... This field is available for M and O type detail lines. Enter 1 to 40 characters as a message to print on the purchase order. Message Example Do Not Backorder, Color Black, Unbroken Cases Only, Gift Wrap, etc. In the Item field... Enter a valid item number. Press F3 to select from a list of item numbers. In the Description field... This field is available for N and O type detail lines. Enter 1 to 40 characters to describe a non-stock item or other charge. Use this field to describe a non-stock item or to enter charges such as freight and handling costs. In the UM field... Enter the standard unit of measure for shipping the item. Press Return to accept the default. Unit of Measure Example Any two characters can be entered, such as PR for pair, CS for case, PL for pallet, or LB for pound. In the Conv field... Enter the conversion factor for the item. Press Return to accept the default. Conversion Example Type the factor used to convert from purchase quantity to stocking quantity. For example, if the item ordered is shipped in cases of 24 but inventoried and stocked singly, enter 24. If the item is shipped in cases of 12 but stocked in pairs, enter 6. The displayed cost changes automatically. Operations 4-39

90 In the Qty Ord field... Enter the order amount of the item. Quantity Order Example Use the same unit of measure that the vendor uses to ship the item. For example, if two cases of 24 items each are being ordered, enter 2. The extension is automatically recalculated. In the Rec d field... Display only. Shows the amount received of the item. In the Purchase Order Entry task, this field is always zero. In the Cost field... Enter the cost per unit. Press Return to accept the default. In the Loc field... Enter the receiving location for the item. Press Return to accept the default. Location Example You can enter a warehouse, bin number, or short comment for the receiving location. For example, if the order is for supplies for an employee, enter the employee name. If the order is a special purchase for a customer, enter the customer number. In the Req d field... Enter the date the item is required. This date is used for calculations in Material Requirements Planning, the Cash Requirements Report, the Purchase Order Expediting Report, and to update the Last Purchase Date in the Inventory Masterfile. In the Extension field... Display only. Shows the extended cost of Qty Ord times Cost. In the Line End field... Enter Return to accept the line detail as entered Purchase Order Entry

91 Press F1 for additional options. See Utilizing Additional Options following the Purchase Requisition Entry field descriptions. Press F2 to back through the fields. Enter D to delete the line details. Press F4 to end line detail entry. When you finish making entries to the fields, the system issues the Is The Above Correct? prompt again. Operations 4-41

92 Print Purchase Orders Print Purchase Orders Function This task prints purchase orders entered since the last print update and not printed individually from the Purchase Order Entry task. You can print purchase orders in sequence by warehouse, vendor, and so forth. The purchase orders are designed to print on plain 8-1/2 x 11 inch paper, with all necessary lines and headings displayed. See Appendix A, page 5-6, for a sample of the purchase order. To access this task... Select Print Purchase Orders from the Purchase Order Processing Main Menu Print Purchase Orders

93 About the Fields Typically, you will only enter text in the Sequence and Message fields. The Restart and Vendor fields are used when you have a paper jam or printer malfunction while printing the purchase orders. In the Sequence field... Enter P to print by purchase order number. Enter N to print by vendor number. Enter A to print by alternate vendor sort. Enter W to print by warehouse. Press F4 to return to the Purchase Order Processing Main Menu without printing. In the Message field... Enter 1 to 38 characters to print an optional message at the bottom of each requisition. In the Restart field... Enter Y to restart printing with a specific vendor after a printer malfunction. Enter N to begin printing with the first vendor on file. Enter Y in this field only in the case of a printer malfunction, power outrage, or other such situations that cause the report to not run completely. In the Vendor Number field... This field is accessible if you entered Y in the Restart field. Enter the number of the first vendor for whom to restart printing. Press F3 to select from a list of vendor numbers. The system issues the prompt: Is The Above Information Correct? Enter Y to begin printing. Enter N to make changes to the fields. Press F4 to return to the Purchase Order Processing Main Menu without printing. Operations 4-43

94 Before beginning printing, the system issues the prompt: Do You Want To Print A Test Pattern? Enter Y to print a test pattern to aid in the alignment of the purchase orders. Enter N to print the purchase orders without a test pattern. Printing As the purchase orders print, vendor and purchase order numbers display on the screen to show the progress of the printing. When the printing is complete, the system issues the prompt: Are You Ready To Update The Purchase Order Print File? Enter Y to update the print file. Enter N if the purchase orders did not print correctly. Updating As the purchase order print file is updated, vendor and purchase order numbers display on the screen to show the progress of the update. Updated purchase orders will not print when you next use the Print Purchase Orders task but can be reprinted when selecting them in the Purchase Order Entry task Print Purchase Orders

95 Quality Assurance Receipt Entry Quality Assurance Receipt Entry Function When your company has a quality assurance department, use this task to track purchases by quality assurance standards. You can track purchases by vendor or PO number, and once assigned, by receiver number. Additional packing information can be added to original orders. Whole or partial orders can be accepted or rejected. To access this task... Select Quality Assurance Receipt Entry from the Purchase Order Processing Main Menu. Operations 4-45

96 About the Fields The fields of the Quality Assurance Receipt Entry task are nearly identical to that of the Purchase Order Entry and Purchase Requisition Entry tasks concerning the heading, ribbon, and detail sections. For that reason, the fields in the Quality Assurance Receipt Entry task are explained here only where they differ. See those other tasks for additional information on field descriptions and item detail entry. Entire orders can be received and approved the first time you enter them for receipt entry. This is accomplished by entering Y in a series of fields that appear the first time the receipt is entered. See Receiving and Approving Entire Orders further in this task description. Specific line items are accepted or rejected in the item detail section. The items on the purchase order are described, along with the required date, order amount, received amount, and so forth. When you accept a detail line with any amount entered in the Rej field, additional fields are automatically displayed for the entering of rejection information. See Entering QA Item Rejection Detail following the item detail field descriptions. You can begin quality assurance receipt entry from the Vendor, Rec #, or PO # fields. From the Vendor field, you can select a vendor and then enter a receiver number and purchase order. For purchase orders already received, the Rec # field has several types of lookups from which to make your selection: receiver number, purchase order number, vendor, warehouse ID, or inventory item. Once you make your selection, the vendor and purchase order information is displayed. When you use the PO # field, selecting a purchase order automatically displays the vendor and possible receiver number associated with the order. Use the function keys to toggle between the fields. NOTE: If you are entering a new receipt, a vendor must be selected before you can assign a new receiver number. In the Rec # field... Enter a receiver number. Press F1 to access the PO # field; if a vendor has been selected, press F1 to select the next available receiver number. Press F2 to access the Vendor field. Press F3 to select from a list of receiver numbers. Press F4 to exit the task. If you first selected a vendor, only receiver numbers assigned to that vendor appear in the lookup. If you entered this field without selecting a vendor, all receiver numbers on record appear in the lookup Quality Assurance Receipt Entry

97 If you enter an existing receiver number, the purchase order information is displayed and the system issues the prompt: Is This The Correct Purchase Order? Enter Y to accept the purchase order. Enter N to return to the selection fields. Press F1 to enter the next receiver number. Once you select a purchase order the system displays the purchasing information and issues the prompt: Is The Above Information Correct? Enter Y to accept the purchase order number. Enter N to make changes to the Date Received and/or Packing List fields. Enter Delete to remove this purchase order from quality assurance receipts. If you enter a receiver number that does not exist, the system issues the prompt: Is This A New Record? Enter Y to continue quality assurance receipt entry. Enter N to return to the Rec # field. In the Date Received field... Enter the date that the order was received. Press Return to select the displayed date. In the Packing List field... Enter 1 to 15 characters of optional information. Operations 4-47

98 Receiving and Approving Entire Orders The first time a purchase order is selected for quality assurance receipt entry, three fields appear before the purchase order detail lines are displayed. Using these fields can shorten data entry requirements because you can receive and approve an entire order by entering Y in each field, and bypass the detail lines altogether. In the Completely Receive This Purchase Order field... Enter Y to accept all items on the purchase order as complete. Enter N if the purchase order is not complete. When you enter Y in this field, the purchase order is closed during the Quality Assurance Receipt Register update. This is generally done if all items are received, or if the items not received are canceled (no backorders created). When you enter N, the purchase order is not closed during the update. In the Set Quantity Received Equal To Quantity Ordered field... Enter Y to set the QA quantity received to be the same as the quantity ordered. The Rec field in the detail line section defaults to the quantity ordered. Enter N to set the quantity received to zero. This field simplifies entry by defaulting the received items quantity to the quantity of items ordered. Entering Y causes all receipt quantities to be set to the order quantities, and entering N causes all receipt quantities to be set to zero. In either instance, you can override the default, so select the default that requires the least amount of data entry. In the Approve All Receipt Quantities field... This field is not available when you enter N at the previous field. Enter Y to approve quantity received. The App field in the detail line section defaults to the quantity received. Enter N to set quantity approved to zero. When a received item is approved by quality assurance and updated, it becomes a purchase order receipt. This field simplifies entry by defaulting the approved items quantity to the quantity of received items. If you enter Y in each of the previous three fields, the system issues the prompt: Do You Wish To Edit This Receipt? Enter Y to access the item detail lines Quality Assurance Receipt Entry

99 Enter N to update the Purchase Order Receipt Entry file with this order information without accessing the detail lines. You are returned to the Vendor field where you can enter additional quality assurance receipts or exit the task. When you enter Y to the previous prompt, the detail lines are displayed and the system issues the Is The Above Correct? prompt. Entering QA Item Detail Quality Assurance Receipt Entry detail lines contain four fields that don t appear for purchase requisition or purchase order entry. As with purchase order entry, each line can be reviewed separately and accepted, deleted, or changed. You can also make changes to the location of the item, unit cost, required date, and so forth. To receive, approve, and/or reject amounts different than ordered, enter any detail line sequence number at the Is The Above Correct? prompt and press F2 to back through the fields. In the Rec field... If you entered Y in the Set Quantity Received Equal To Quantity Ordered field, this field displays the ordered amount. Enter the quantity received of the item. Press Return to accept the default. In the App field... If you entered Y in the Approve All Receipt Quantities field, this field displays the received quantity. Enter the quantity approved. Press F1 to enter the system calculation of quantity received minus quantity rejected. In the Rej field... Enter the number of rejected items. Press F1 to enter the system calculation of quantity received minus quantity approved. In the Updt field... Enter Y to update the Purchase Order Receipt Entry file with this information when the Quality Assurance Receipt Register update is run. Enter N to signal the Quality Assurance Receipt Register to not update any partially approved line items. Operations 4-49

100 When you enter Y in this field, any quantity approved for the line is moved from the QA process and entered into the purchase order receipt file during the next update of the Quality Assurance Receipt Register, regardless of whether the line s total quantity received into QA has been approved. Update Example You received 100 of an item into QA and approved 10; the register is updated. If you entered Y in this field, an entry is made in the purchase order receipt file for 10 received (PO quantity received equals QA quantity approved). The next time you pull up this order, the received quantity appears as 90 with zero approved. If you entered N, no receipts are entered into the purchase order receipt file. The next time you access this order, the quantity received is still 100, and the App field shows 10. In the Line End field... Press Return to accept the detail line. Press F1 for additional options. See Utilizing Additional Options following the Purchase Requisition Entry field descriptions. Press F2 to back through the fields. Press F3 to enter lot/serial numbers. (This option appears when the items on the detail line are lotted/serialized.) Enter R to record rejection information. Enter D to delete the detail line. Entering QA Item Rejection Detail When you enter R in the Line End field or accept a detail line with any rejection amount, additional fields are displayed for entering rejection information. It is here that you enter codes that describe the reason for rejection, amounts rejected under these codes, authorization numbers, and the identification of the person in QA responsible for rejecting the item. Several items within the same order can be rejected for different reasons. If you reject lot/serial items, you must first generate lot/serial numbers for approved items before entering rejection information. See Generating Lot/Serial Numbers following the rejection detail. In the Seq field... Enter a sequence number. Press Return to select the next sequential number. Enter the number of an existing line to access that line directly Quality Assurance Receipt Entry

101 In the Rejection Code field... Enter a rejection code that explains the reason for rejection. Press F3 to select from a list of rejection codes. Items rejected from the same order may have different rejection codes assigned to them. In the Description field... Display only. Shows the description of the code as entered in the Rejection Code Maintenance task. In the Quantity Rejected field... Enter the number of items being rejected under this rejection code. In the Authorization field... Enter an optional authorization number. In the Inspector s Initials field... Enter an optional 1 to 3 characters to identify the QA inspector. In the Line End field... Press Return to accept the rejection information. Enter D to remove the rejection information. When you finish entering rejection codes, press F4 from the Seq field. The system issues the prompt: Is The Rejection Information Correct? Enter Y to accept the rejection information and return to the detail lines. Enter N to make changes to the fields. Enter R to review each rejection line separately. Enter L to display, screen by screen, an extended list of rejection information. Enter D to remove the rejection information. Operations 4-51

102 Generating Lot/Serial Numbers If you approve items that are lotted/serialized, new numbers must be assigned for each item. You can either assign the numbers manually or use the system to automatically generate the numbers. The Generate Serial Numbers window appears when you accept a detail line with approved lot/serial items. In the First Serial Number field... Enter a number for the first lot/serial number. In the Quantity To Generate field... Enter the total lot/serial numbers required. The system issues the prompt: Is The Above Information Correct? Enter Y to automatically generate new lot/serial numbers. Enter N to return to the First Serial Number field. When you enter Y at the prompt, the generated lot/serial numbers are displayed on the screen, along with the quantity per lot/serial number and unit cost. Press Return to continue. If a previously assigned lot/serial number(s) exists within your series of numbers, the system passes over that number and continues generating numbers from the next available number. Lot/Serial Number Generation Example You approved 10 lot/serial items so they need new numbers. You select 40 as the first serial number. Previously, numbers 44 and 45 were assigned. The system generates numbers 40, 41, 42, 43, 46, 47, 48, 49, 50, 51. The system issues the prompt: Is The Lot/Serial Number Information Correct? Enter Y to accept the lot/serial numbers. Enter N to make changes to the lot/serial number fields. Enter R to review each lot/serial number line separately. Enter L to display, screen by screen, an extended list of lot/serial number lines. Enter D to remove the lot/serial number information Quality Assurance Receipt Entry

103 If you attempt to exit the process before all approved items have lot/serial numbers assigned, the system issues the prompt: Warning. Assigned X. Total Received Is X. Press Return to access the Seq field. Press F4 to exit without assigning the numbers. Operations 4-53

104 Quality Assurance Receipt Register Quality Assurance Receipt Register Function Use this task to run a register of all purchase orders received into quality assurance since the last update of the register. Quantities ordered, received, approved, and rejected appear on the register for selected vendors. See Appendix A, page 5-7, for a sample of the register. To access this task... Select Quality Assurance Receipt Register from the Purchase Order Processing Main Menu Quality Assurance Receipt Register

105 About the Fields In the Beginning Vendor field... Enter the number of the first vendor to print on the register. Press F1 to select the first vendor on record. Press F3 to select from a list of vendors. In the Ending Vendor field... Enter the number of the last vendor to print on the register. Press F1 to select the last vendor on record. Press F3 to select from a list of vendors. In the Beginning Receipt Date field... Enter the first date to appear on the register. Press F1 to select the first date on record. In the Ending Receipt Date field... Enter the last date to appear on the register. Press F1 to select the last date on record. In the Beginning Receiver field... Enter the number of the first receiver to appear on the register. Press F1 to select the first receiver on record. Press F3 to select from a list of receiver numbers. In the Ending Receiver field... Enter the number of the last receiver to appear on the register. Press F1 to select the last receiver on record. Press F3 to select from a list of receiver numbers. In the Page Break field... Operations 4-55

106 Enter Y to insert page breaks on the register between vendors. Enter N to minimize paper usage. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the register. Enter N to make changes to the fields. Printing As the register prints, vendor numbers display on the screen to show the progress of the printing. When the printing is complete, the system issues the prompt: Are You Ready To Update The Quality Assurance Receipt Register? Enter Yes to update the register. Enter No to ignore. Updating As the receipt file is updated, purchase order and receipt numbers display on the screen to show the progress of the update. For line items with the Updt field set to Y, updating the Quality Assurance Receipt Register generates a purchase order receipt for any quantities approved, regardless of whether the line item total quantity received into QA is approved. Otherwise, approved quantities sit in QA until all the receipt quantities for the line item are accounted for Quality Assurance Receipt Register

107 Purchase Order Receipt Entry Purchase Order Receipt Entry Function Use this task to enter purchase order receipts into the module. Purchase order receipts are made against orders previously entered with the Purchase Order Entry task, but new detail lines can be added to a purchase order during receipt entry. To access this task... Select Purchase Order Receipt Entry from the Purchase Order Processing Main Menu. Operations 4-57

108 About the Fields The fields of the Purchase Order Receipt Entry task are nearly identical to that of the Purchase Order Entry, Purchase Requisition Entry, and Quality Assurance Receipt Entry tasks concerning the heading, ribbon, and detail sections. For that reason, the fields in the Purchase Order Receipt Entry task are explained here only where they differ. See those other tasks for additional information on field descriptions and item detail entry. You can begin purchase order receipt entry from either the Vendor, Rec #, or PO # fields. From the Vendor field, you can select a vendor and then choose from a list of purchase orders assigned to the vendor. When you use the Rec # or PO # fields, selecting a purchase order automatically displays the vendor associated with the receiver or purchase order number. Use the function keys to toggle between the fields. No matter how you select a purchase order, the system displays the purchasing information and issues the prompt: Is This The Correct Purchase Order? Enter Y to accept the purchase order. Enter N to return to the selection fields. The first time a purchase order is selected for purchase order receipt entry, two fields for establishing defaults appear before the purchase order detail lines are displayed. In the Completely Receive This Purchase Order field... Enter Y to accept all items on the purchase order as complete. Enter N if the purchase order is not complete. When you enter Y in this field, the purchase order is closed during the Purchase Order Receipt Register update. This is generally done if all items are received, or if the items not received are canceled (no backorders created). When you enter N, the purchase order is not closed during the update. In the Set Quantity Received Equal To Quantity Ordered field... Enter Y to set the quantity received the same as the quantity ordered. Enter N to set the quantity received to zero. Entering Y in this field causes all receipt quantities to be set to the order quantities, and entering N causes all receipt quantities to be set to zero. In both instances, you can override the default, so select the default that requires the least amount of data entry. Backorders are created by the Purchase Order Receipt Register update for any items not received complete Purchase Order Receipt Entry

109 The item detail lines of the purchase order are displayed and the system issues the prompt: Is The Above Correct? Enter Y to accept the purchase order item detail as shown. Enter N to add more item detail. Enter L to display, screen by screen, an extended list of item detail. Enter R to review each detail line one at a time. Enter Delete to remove the detail information entered for this purchase order. Enter a line number to access that line directly. Press F2 to return to the header section. Operations 4-59

110 Purchase Order Receipt Register Purchase Order Receipt Register Function Use this task to print and update purchase order receipts entered with the Purchase Order Receipt Entry task since the last update of the register. Reports of stock inventory receipts, suggested backorder fill, and general ledger summaries are attached to the end of the register and can be used by different departments. See Appendix A, pages 5-8 & 5-9, for samples of the register. To access this task... Select Purchase Order Receipt Register from the Purchase Order Processing Main Menu Purchase Order Receipt Register

111 About the Fields There are no fields within this task. Instead, when you first access this task the system issues the prompt: Do You Want To Print The Purchase Order Receipt Register? Enter Y to print the register. Enter N to return to the Purchase Order Processing Menu. Printing As the register prints, vendor numbers, purchase order numbers, etc., display on the screen to show the progress of the printing. If you received purchase orders without assigning lot/serial numbers to required items, the system issues the prompt: Warning: There Were X Purchase Order Lines With Lot/Serial Number Differences. These Differences Must Be Corrected Before The Update Can Be Run. Use the register to determine which purchase order(s) is missing lot/serial numbers and then return to the Purchase Order Receipt Entry task to assign the numbers. If all lot/serial numbers are assigned, when the printing is complete the system issues the prompt: Are You Ready To Update The Purchase Order Receipt Register? Enter Yes to update the register. Enter No to return to the Purchase Order Processing Menu without updating. Updating As the receipt file is updated, vendor and receipt numbers display on the screen to show the progress of the update. NOTE: Until the Purchase Order Receipt Register is printed and updated, you can use the Purchase Order Receipt Entry task to access and modify any receipt information. Updating the Purchase Order Receipt Register has several effects. 1. All purchase orders received complete are closed and removed from the Open Purchase Order file. Operations 4-61

112 2. For any purchase order not received complete, backorders are created for items not received. 3. The Unit Cost field in the Inventory parameters may be updated, depending on the costing method established. 4. If a vendor record exists (as established in the Vendor Maintenance option of the Inventory Item Maintenance task) for an item received, the Last Purchase Date and Last Purchase Cost of the item is updated in the vendor record. If no vendor record exists, one is created. 5. The quantity received is added to the quantity previously received on all detail lines, and the quantity received becomes zero. 6. The month-to-date receipts, quantity on-hand, and quantity on-order in the Warehouse Status option of the Inventory Item Maintenance task is updated. 7. If the Shop Floor Control module is installed, transactions showing receipt costs are posted to the proper work orders. 8. The Purchase History and Purchase Order Receipt History files are updated. 9. When serialized/lotted inventory control is in use, serialized or lotted items are updated in the serial/lotted transaction file. 10. If the Shop Floor Control module is installed, and an order for a non-stock item has a work order number associated with it, certain general ledger postings take place. Refer to the Flow of Processing section of the Shop Floor Control manual for further information. 11. The day s purchase order receipts for backordered products are listed on the Suggested Backorder Fill report, which automatically prints at the end of the Purchase Order Receipt Register whenever backordered products are received. You can use the report to determine whether any customer backorders can be filled by recent purchase order receipts Purchase Order Receipt Register

113 Purchase Order Invoice Entry Purchase Order Invoice Entry Function Use this task to invoice standard purchase orders once orders are filled and the shipped quantity of the order items is known. You can also use invoice entry to enter a direct or one-time invoice without first creating a purchase order. To access this task... Select Purchase Order Invoice Entry from the Purchase Order Processing Main Menu. Operations 4-63

114 About the Fields The Invoice Entry screen is divided into two sections. In the upper section (header) fields you enter vendor information, including name, address, contact, etc. In most cases, this information is automatically retrieved from the Accounts Receivable customer masterfile after you select a vendor. The lower section fields contain default codes set up in the Purchase Order Maintenance tasks. These codes can be overridden if desired. Depending on the type of invoice you select, the fields appearing in this section can change. This section is also used for displaying the detail line entry fields. You must return to the upper section and the Vendor field in order to exit the task. When you first access this task the field for entering a default accounting date appears. In the Enter The Default Accounting Date field... Enter the default date for accounting. Press Return to accept the default. Press F4 to return to the Purchase Order Processing Menu. The entered date applies to all invoices you process in this batch. In the Vendor field... Enter a valid vendor number. Press F3 to select from a list of vendor numbers. Press F4 to exit the task. Vendor information is displayed after a vendor is selected. If the Display Vendor Comments field in the Parameter Maintenance System Parameters option is set to Y, vendor comments are automatically displayed. Press Return to access the fields. In the Name field... Display only. Shows the name of the vendor. In the Address field... Display only. Shows the address of the vendor. In the AP Type field... Enter a valid accounts payable type. Press F3 to select from a list of accounts payable types Purchase Order Invoice Entry

115 In the Invoice field... Enter an invoice number. If you enter an existing invoice number, the codes and due dates associated with that invoice are displayed and the system issues the prompt: Is The Above Information Correct? Enter Y to accept the information and continue with invoice entry. Enter N to make changes to the fields. Enter Delete to remove this invoice information. If you enter an invoice number which does not exist, the system issues the prompt: Is This A New Record? Enter Y to create a new invoice. Enter N to return to the Invoice field. In the Contact field... Display only. Shows the name of the contact entered in the Accounts Payable Vendor Maintenance task. In the Phone field... Display only. Shows the name of the contact entered in the Accounts Payable Vendor Maintenance task. In the Fax field... Display only. Shows the name of the contact entered in the Accounts Payable Vendor Maintenance task. In the Distribution Code field... Enter a valid distribution code. Press F3 to select from a list of distribution codes. Press Return to accept the default. Operations 4-65

116 In the Payment Group field... Enter a valid payment group code. Press F3 to select from a list of payment group codes. Press Return to accept the default. In the Terms Code field... Enter a valid terms code. Press F3 to select from a list of terms codes. Press Return to accept the default. In the Hold field... Enter Y to withhold this invoice from automatic payment selection Enter N to release the invoice for automatic payment selection. NOTE: Before an invoice can be paid, any hold status must be removed. In the Invoice Date field... Enter a date for the invoice. Press Return to accept the current date. In the Accounting Date field... Enter an accounting date for the invoice. Press Return to accept the current date. If you enter a date outside of the current period the system issues the prompt: Warning: The Current PO Period Is X (XX/XX/XX To XX/XX/XX) The XX/XX/XX Date Occurs After The Next Period Press Return to continue. In the Due Date field... Enter a due date for the invoice. Press Return to accept the current date Purchase Order Invoice Entry

117 In the Discount Date field... Enter a discount date for the invoice. Press Return to accept the current date. In the Reference field... Enter 1 to 10 characters of optional reference information. Press Return to leave blank. In the Memo field... Enter 1 to 16 characters of optional memo information. Press Return to leave blank. In the Total Invoice Amount field... Enter the amount of the invoice. In the Net Invoice Amount field... Enter the net amount of the invoice. The net invoice amount is the dollar value of the invoice that can be discounted after subtracting freight, shipping, and so forth. In the Adjustment Amount field... Display only. Shows the amount of adjustment from the original invoice and is entered as a positive (increase) or negative (decrease) amount. Adjustment Amount Example An invoice for $100 was previously entered, updated, and adjusted to $95. The Adjustment Amount field displays -5. In the Discount Amount field... Enter the amount of any discount to apply on the net invoice amount. When you finish making entries to the fields the system issues the Is The Above Information Correct? prompt again. Once an invoice is accepted, three sections appear one after the other for entering purchase orders/receivers, additional line item details, and general ledger distributions to the invoice. Operations 4-67

118 Purchase Order Detail You can invoice individual purchase orders from the Purchase Order Selection section by entering a purchase order number in the PO # field. The receiver number, ordered date, received date, terms, and total dollar amount of the purchase order are displayed. Multiple purchase orders can appear on the same invoice. A Total field at the top of the section displays the total amount of the purchase order and a running total as purchase orders are added. This section is optional and may be skipped if the invoice contains charges other than from a purchase order. In the Seq field... Enter a 3-digit sequence number. Press Return to accept the next number in sequential order. In the PO # field... Enter a valid purchase order receipt number. Press F3 to select from a list of purchase order receipt numbers. In the Rec # field... Enter a valid receiver number. Press F1 to select all receiver numbers for the selected purchase order. In the Ordered field... Display only. Shows the ordered date of the purchase order. In the Received field... Display only. Shows the date the items were received. In the Terms field... Display only. Shows the terms attached to the purchase order. In the Total field... Display only. Shows the total amount of the purchase order. In the Line End field... Press Return to accept the purchase order information. Press F2 to make changes to the fields Purchase Order Invoice Entry

119 Enter D to remove this line. When you finish making entries to the purchase order selection section, press F4. The system issues the prompt: Is The Above Correct? Enter Y to accept the purchase order information as shown. Enter N to add more purchase orders. Enter L to display, screen by screen, an extended list of purchase orders. Enter R to review each line one at a time. Enter Delete to remove the purchase order(s) entered for this invoice. Enter a line number to access that line directly. Press F2 to return to the header section. Invoice Line Item Detail The line item detail section enables you to enter items to the invoice not contained on an original purchase order. After you enter the purchase order(s) information, line items as received on the purchase orders are displayed. Items on the invoice, but not contained on original purchase orders, may be added here. Unit costs may be changed to reflect the actual cost which appears on the invoice. The Total field at the top of the detail section now displays the total amount of the invoice and a running total as line items are added. In the Seq field... Enter a 3-digit sequence number. Press Return to accept the next number in sequential order. In the Cd field... Enter a line code. Press F3 to select from a list of line codes. In the Wh field... Enter a warehouse code. Operations 4-69

120 Press F3 to select from a list of warehouse codes. In the Item field... Enter a valid item number. Press F3 to select from a list of item numbers. In the Received field... Display only. Shows the date the items were received. In the Quantity field... Enter the quantity invoiced for the item. In the UM field... Enter the standard unit of measure for the item. Press Return to accept the default. In the Cost field... Enter the cost per unit. Press Return to accept the default. In the Extension field... Enter the extended cost of the item. Press Return to accept the default. In the Line End field... Press Return to accept the invoice information. Press F2 to make changes to the fields. Enter D to remove this detail line. When you finish making entries to the line item detail section, press F4. The system issues the prompt: Is The Above Correct? 4-70 Purchase Order Invoice Entry

121 Enter Y to accept the line item detail as shown. Enter N to add more line item detail. Enter L to display, screen by screen, an extended list of line item detail. Enter R to review each detail line one at a time. Enter Delete to remove this invoice. Enter a line number to access that line directly. Press F2 to return to the purchase order selection section. General Ledger Distribution Detail If the General Ledger module is installed, any difference between the invoice total and the sum of the line item extensions must be allocated to the General Ledger. The general ledger distribution section provides a means to allocate differences. NOTE: The general ledger distribution section does not appear if the General Ledger module is not installed and interfaced to the Purchase Order Processing module or if your accounts payable is run on a cash basis. The Total field now displays the difference between distribution lines and the invoice amount. There can be one or more distribution lines for each invoice, depending on how the distribution of the invoice amount is made. Continue distribution until the Total field equals zero. If you accept the general ledger detail without distributing all monies, the system issues the prompt: Warning: This Invoice Is Out Of Balance By XXX.XX Where XXX.XX is the amount out of balance. Press Return to continue distribution. Remember that various Accounts Payable parameters impact the manner in which the detail lines are distributed. See that module s documentation for more information. In the Seq field... Enter a 3-digit sequence number. Press Return to accept the next number in sequential order. Operations 4-71

122 In the Account field... Enter a valid general ledger account number. Press F3 to select from a list of general ledger account numbers. In the Description field... Display only. Shows the description assigned the account number in the General Ledger Account Maintenance task. In the Amount field... Enter the amount of the distribution. In the Units field... Enter the units for the distribution. Press Return to accept the default. In the Line End field... Press Return to accept the distribution information. Press F2 to make changes to the fields. Enter D to remove this distribution line. When you finish making entries to the general ledger distribution section, press F4 from the Seq field. The system issues the Is The Above Correct? prompt again. Is The Above Correct? Enter Y to accept the distribution as shown. Enter N to add more distribution. Enter L to display, screen by screen, an extended list of distributions. Enter R to review each distribution line one at a time. Enter Delete to remove this invoice. Enter a line number to access that line directly. Press F2 to return to the line item detail section Purchase Order Invoice Entry

123 Purchase Order Invoice Register Purchase Order Invoice Register Function Use this task to print and update purchase order invoices entered with the Purchase Order Invoice Entry task since the last update of the register. You can sort the register by invoice, purchase order, or line item. See Appendix A, pages 5-10 through 5-12, for samples of the register. To access this task... Select Purchase Order Invoice Register from the Purchase Order Processing Main Menu. Operations 4-73

124 About the Fields In the Detail Level field... Enter I to print the register summarize by invoice. Enter P to print the register detailed by purchase order. Enter L to print the register detailed by line item. Press F4 to return to the Purchase Order Processing Menu without printing. If you made any mistakes in entering your invoices, the system issues the prompt: Warning: Errors Were Reported During The Generation Of The G/L Summary Report. The Update Will Not Be Run. Review The Register, Correct The Errors And Reprint. Press Return to continue. Printing As the register prints, invoice numbers display on the screen to show the progress of the printing. When printing is complete, the system issues the prompt: Are You Ready To Update The Purchase Order Invoice Register? Enter Yes to update the register. Enter No to return to the Purchase Order Processing Menu without updating. Updating As the receipt file is updated, invoice and purchase order numbers display on the screen to show the progress of the update. Updating the Purchase Order Invoice file creates an accounts payable open invoice. If an accounts payable record already exists for this accounts payable type/vendor/invoice combination, a transaction is added to the existing record. Purchase order invoices are moved to the history files. Additional updates include: Cross-reference files Vendor totals Quantity Invoiced for associated purchase orders Purchase order receipt history for quantities invoiced 4-74 Purchase Order Invoice Register

125 Purchase Order Reports Menu Purchase Order Reports Menu Function Use this menu to access a number of purchase order analysis reports. All reports come standard with the module and have various selection options. Your menu may contain additional reports, or have some reports removed, if your system was customized during installation. To access this menu... Select Purchase Order Reports Menu from the Purchase Order Processing Main Menu. Operations 4-75

126 About the Purchase Order Reports To access any task on this menu, enter the number assigned to the task in the Enter An Option field. Use the tasks on this menu to print reports showing information that can help you manage your purchasing. The PO Cash Requirements Report can aid you in determining the cost of your purchasing, while the Open Purchase Requisition Report and the Open Purchase Order Report can show outstanding activity Purchase Order Reports

127 Open Purchase Requisition Report Open Purchase Requisition Report Function Use this task to print a report showing all or selected open purchase requisitions on file. The report can be run at any time for all or selected vendors, and for a single warehouse or all warehouses. See Appendix A, page 5-13, for a sample of the report. To access this task... Select Open Purchase Requisition Report from the Purchase Order Reports Menu. Operations 4-77

128 About the Fields In the Beginning Requisition field... Enter the number of the first requisition to appear on the report. Press F1 to select the first requisition on record. Press F3 to select from a list of requisition numbers. Press F4 to return to the Purchase Order Reports Menu. In the Ending Requisition field... Enter the number of the last requisition to appear on the report. Press F1 to select the last requisition on record. Press F3 to select from a list of requisition numbers. In the Print Sequence field... Enter A to print the report in alternate sequence. Enter V to print in vendor sequence. Enter R to print in requisition sequence. In the Beginning Vendor field... Enter the number of the first vendor to appear on the report. Press F1 to select the first vendor on record. Press F3 to select from a list of vendor numbers. In the Ending Vendor field... Enter the number of the last vendor to appear on the report. Press F1 to select the last vendor on record. Press F3 to select from a list of vendor numbers. In the Which Date field... Enter O to print the requisitions within an order date range. Enter P to print within a promised date range Open Purchase Requisition Report

129 Enter R to print within a required date range. Enter D to print within a delivery date range. In the Beginning Date field... Enter the first date to appear on the report. Press F1 to select the first date on record. In the Ending Date field... Enter the last date to appear on the report. Press F1 to select the last date on record. In the Warehouse field... Enter a warehouse ID. Press F1 to select all warehouses. Press F3 to select from a list of warehouses. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Printing As the report prints, vendor numbers display on the screen to show the progress of the printing. All report headers that meet the selected criteria are printed. Only those detail lines that meet the criteria appear on the report. Operations 4-79

130 Requisitions By Item Report Requisitions By Item Report Function Use this task to print a report showing the items on open purchase requisitions. You may choose to print the open purchase requisitions for all or selected inventory items, for a single warehouse or for all warehouses. See Appendix A, page 5-14, for a sample of the report. To access this task... Select Requisitions By Item Report from the Purchase Order Reports Menu Requisitions By Item Report

131 About the Fields In the Beginning Warehouse field... Enter the first warehouse to appear on the report. Press F1 to select the first warehouse on record. Press F3 to select from a list of warehouse IDs. Press F4 to return to the Purchase Order Reports Menu. In the Ending Warehouse field... Enter the last warehouse to appear on the report. Press F1 to select the last warehouse on record. Press F3 to select from a list of warehouse IDs. In the Beginning Item field... Enter the number of the first item to appear on the report. Press F1 to select the first item on record. Press F3 to select from a list of item numbers. In the Ending Item field... Enter the number of the last item to appear on the report. Press F1 to select the last item on record. Press F3 to select from a list of item numbers. In the Beginning Requisition field... Enter the number of the first requisition to appear on the report. Press F1 to select the first requisition on record. Press F3 to select from a list of requisition numbers. In the Ending Requisition field... Enter the number of the last requisition to appear on the report. Operations 4-81

132 Press F1 to select the last requisition on record. Press F3 to select from a list of requisition numbers. In the Beginning Vendor field... Enter the number of the first vendor to appear on the report. Press F1 to select the first vendor on record. Press F3 to select from a list of vendor numbers. In the Ending Vendor field... Enter the number of the last vendor to appear on the report. Press F1 to select the last vendor on record. Press F3 to select from a list of vendor numbers. In the Which Date field... Enter O to print the requisitions within an order date range. Enter P to print within a promised date range. Enter R to print within a required date range. Enter D to print within a delivery date range. In the Beginning Date field... Enter the first date to appear on the report. Press F1 to select the first date on record. In the Ending Date field... Enter the last date to appear on the report. Press F1 to select the last date on record. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report Requisitions By Item Report

133 Enter N to make changes to the fields. Printing As the report prints, vendor numbers display on the screen to show the progress of the printing. Operations 4-83

134 Open Purchase Order Report Open Purchase Order Report Function Use this task to print a report showing the current status of all or selected open purchase orders on file; that is, any purchase order not received complete and updated with the Purchase Order Receipt Register update. The report can be run at any time for all or selected vendors, and for a single warehouse or all warehouses. See Appendix A, page 5-15, for a sample of the report. To access this task... Select Open Purchase Order Report from the Purchase Order Reports Menu Open Purchase Order Report

135 About the Fields In the Beginning Purchase Order field... Enter the number of the first purchase order to appear on the report. Press F1 to select the first purchase order on record. Press F3 to select from a list of purchase order numbers. Press F4 to return to the Purchase Order Reports Menu. In the Ending Purchase Order field... Enter the number of the last purchase order to appear on the report. Press F1 to select the last purchase order on record. Press F3 to select from a list of purchase order numbers. In the Print Sequence field... Enter A to print the report in alternate sequence. Enter V to print in vendor sequence. Enter P to print in purchase order sequence. In the Beginning Vendor field... Enter the number of the first vendor to appear on the report. Press F1 to select the first vendor on record. Press F3 to select from a list of vendor numbers. In the Ending Vendor field... Enter the number of the last vendor to appear on the report. Press F1 to select the last vendor on record. Press F3 to select from a list of vendor numbers. In the Which Date field... Enter O to print the requisitions within an order date range. Operations 4-85

136 Enter P to print within a promised date range. Enter R to print within a required date range. Enter D to print within a delivery date range. In the Beginning Date field... Enter the first date to appear on the report. Press F1 to select the first date on record. In the Ending Date field... Enter the last date to appear on the report. Press F1 to select the last date on record. In the Warehouse field... Enter a warehouse ID. Press F1 to select all warehouses. Press F3 to select from a list of warehouses. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Printing As the report prints, vendor numbers display on the screen to show the progress of the printing. All report headers that meet the selected criteria are printed. Only those detail lines that meet the criteria appear on the report Open Purchase Order Report

137 Purchase Orders By Item Report Purchase Orders By Item Report Function Use this task to print a report showing items not received, including those received incomplete on all open purchase orders. You may choose to view the open purchase orders for all or selected inventory items, and for a single warehouse or all warehouses. See Appendix A, page 5-16, for a sample of the report. To access this task... Select Purchase Orders By Item Report from the Purchase Order Reports Menu. Operations 4-87

138 About the Fields In the Beginning Warehouse field... Enter the first warehouse to appear on the report. Press F1 to select the first warehouse on record. Press F3 to select from a list of warehouse IDs. Press F4 to return to the Purchase Order Reports Menu. In the Ending Warehouse field... Enter the last warehouse to appear on the report. Press F1 to select the last warehouse on record. Press F3 to select from a list of warehouse IDs. In the Beginning Item field... Enter the number of the first item to appear on the report. Press F1 to select the first item on record. Press F3 to select from a list of item numbers. In the Ending Item field... Enter the number of the last item to appear on the report. Press F1 to select the last item on record. Press F3 to select from a list of item numbers. In the Beginning Purchase Order field... Enter the number of the first purchase order to appear on the report. Press F1 to select the first purchase order on record. Press F3 to select from a list of purchase order numbers. In the Ending Purchase Order field... Enter the number of the last purchase order to appear on the report. Press F1 to select the last purchase order on record Purchase Orders By Item Report

139 Press F3 to select from a list of purchase order numbers. In the Beginning Vendor field... Enter the number of the first vendor to appear on the report. Press F1 to select the first vendor on record. Press F3 to select from a list of vendor numbers. In the Ending Vendor field... Enter the number of the last vendor to appear on the report. Press F1 to select the last vendor on record. Press F3 to select from a list of vendor numbers. In the Which Date field... Enter O to print the requisitions within an order date range. Enter P to print within a promised date range. Enter R to print within a required date range. Enter D to print within a delivery date range. In the Beginning Date field... Enter the first date to appear on the report. Press F1 to select the first date on record. In the Ending Date field... Enter the last date to appear on the report. Press F1 to select the last date on record. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Operations 4-89

140 Printing As the report prints, vendor numbers display on the screen to show the progress of the printing Purchase Orders By Item Report

141 Purchase Order Expediting Report Purchase Order Expediting Report Function Use this task to print a report of all open purchase orders containing items scheduled to be received as of a given date, but not yet received. If an item is drop-shipped, ship to information is listed. See Appendix A, page 5-17, for a sample of the report. To access this task... Select Purchase Order Expediting Report from the Purchase Order Reports Menu. Operations 4-91

142 About the Fields A determining factor on whether purchase orders and detail line items print on this report is made by your selections in the Warehouse and Expedite Thru Date fields. If you select all warehouses, purchase orders and their line items from warehouses matching your criteria print. But if you select a single warehouse, only purchase orders from that warehouse with at least one detail item matching the required date are listed. In the Beginning Purchase Order field... Enter the number of the first purchase order to appear on the report. Press F1 to select the first purchase order on record. Press F3 to select from a list of purchase order numbers. Press F4 to return to the Purchase Order Reports Menu. In the Ending Purchase Order field... Enter the number of the last purchase order to appear on the report. Press F1 to select the last purchase order on record. Press F3 to select from a list of purchase order numbers. In the Beginning Vendor field... Enter the number of the first vendor to appear on the report. Press F1 to select the first vendor on record. Press F3 to select from a list of vendor numbers. In the Ending Vendor field... Enter the number of the last vendor to appear on the report. Press F1 to select the last vendor on record. Press F3 to select from a list of vendor numbers. In the Expedite Thru Date field... Enter the date through which items are due. Press Return to select the current date Purchase Order Expediting Report

143 This date is compared to the Date Required fields on the purchase order header and line item detail. If even one line item from a qualified warehouse has this date the entire purchase order prints. In the Warehouse field... Enter a warehouse ID. Press F1 to select all warehouses. Press F3 to select from a list of warehouse IDs. This date is compared to the Whse field on the purchase order header. Purchase orders matching your criteria from this warehouse are printed. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Printing As the report prints, vendor and purchase order numbers display on the screen to show the progress of the printing. Operations 4-93

144 Purchase Order Status Report Purchase Order Status Report Function Use this task to print a report showing information about required dates, quantities ordered, quantities in QA, quantities received and invoiced, balance due, and unit costs. The report can be printed for a single warehouse or for all warehouses and sorted by vendor, alternate sequence, or purchase order number. See Appendix A, page 5-18, for a sample of the report. To access this task... Select Purchase Order Status Report from the Purchase Order Reports Menu Purchase Order Status Report

145 About the Fields A determining factor on whether purchase orders and detail line items print on this report is made by your selection in the Warehouse field. If you select all warehouses, all purchase orders matching your criteria and their line items print. But if you select a single warehouse, all purchase order headers from that warehouse are listed, with or without line items; line items are only listed when they come from the selected warehouse. In the Beginning Purchase Order field... Enter the number of the first purchase order to appear on the report. Press F1 to select the first purchase order on record. Press F3 to select from a list of purchase order numbers. Press F4 to return to the Purchase Order Reports Menu. In the Ending Purchase Order field... Enter the number of the last purchase order to appear on the report. Press F1 to select the last purchase order on record. Press F3 to select from a list of purchase order numbers. In the Print Sequence field... Enter A to print the report in alternate sequence. Enter V to print in vendor sequence. Enter P to print in purchase order sequence. In the Beginning Vendor field... Enter the number of the first vendor to appear on the report. Press F1 to select the first vendor on record. Press F3 to select from a list of vendor numbers. In the Ending Vendor field... Enter the number of the last vendor to appear on the report. Press F1 to select the last vendor on record. Operations 4-95

146 Press F3 to select from a list of vendor numbers. In the Warehouse field... Enter a warehouse ID. Press F1 to select all warehouses. Press F3 to select from a list of warehouse IDs. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Printing As the report prints, vendor and purchase order numbers display on the screen to show the progress of the printing Purchase Order Status Report

147 PO Cash Requirements Report PO Cash Requirements Report Function Use this task to print a report showing the cash requirements, by required date, of outstanding purchase orders. The purchase orders are categorized into time periods corresponding to general ledger accounting periods or to a specified number of days. The report can be summarized with only the totals for each purchase order displayed for each vendor or expanded to include all detail. See Appendix A, page 5-19, for a sample of the report. To access this task... Select PO Cash Requirements Report from the Purchase Order Reports Menu. Operations 4-97

148 About the Fields A determining factor on whether purchase orders and detail line items print on this report is made by your selection in the Warehouse field. If you select all warehouses, all purchase orders matching your criteria print. But if you select a single warehouse, all purchase order headers from that warehouse are listed, with or without line items; line items matching your criteria are only listed when they come from the selected warehouse and are S, N, or O line types. In the Beginning Date field... Enter the first date to appear on the report. Press F4 to return to the Purchase Order Reports Menu. In the Period or Days field... Enter P to base the report on general ledger accounting periods. Enter D to base the report on a specified number of days. In the Number of Days field... This field is accessible when you enter D in the Period or Days field. Enter the number of days in the period. In the Warehouse field... Enter the warehouse ID. Press F3 to select from a list of warehouse IDs. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Printing As the report prints, vendor and purchase order numbers display on the screen to show the progress of the printing PO Cash Requirements Report

149 Billed/Unbilled PO Receipts Report Billed/Unbilled PO Receipts Report Function Use this task to print a report showing your billed and unbilled purchase orders. A purchase order receipt amount and variance is included. You can print the report to show all purchase order receipts, only invoiced purchase orders, or only purchase order receipts not invoiced. Information is amassed from the Purchase Order Receipt History and Purchase Order Invoice History files. See Appendix A, page 5-20, for a sample of the report. To access this task... Select Billed/Unbilled PO Receipts Report from the Purchase Order Reports Menu. Operations 4-99

150 About the Fields In the Print Sequence field... Enter A to print the report in alternate vendor sequence. Enter N to print in numeric vendor sequence. Press F4 to return to the Purchase Order Reports Menu. In the Beginning Vendor field... Enter the number of the first vendor to print on the report. Press F1 to select the first vendor on record. Press F3 to select from a list of vendors. In the Ending Vendor field... Enter the number of the last vendor to print on the report. Press F1 to select the last vendor on record. Press F3 to select from a list of vendors. In the Beginning Receipt Date field... Enter the first date to appear on the report. Press F1 to select the first date on record. In the Ending Receipt Date field... Enter the last date to appear on the report. Press F1 to select the last date on record. In the Detail Level field... Enter B to print billed purchase orders receipts. Enter U to print unbilled purchase orders receipts. Press F1 to print all purchase order receipts. When you finish making entries to the fields the system issues the prompt: Billed/Unbilled PO Receipts Report

151 Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Printing As the report prints, vendor and purchase order numbers display on the screen to show the progress of the printing. Operations 4-101

152 PO Receipt Variance Report PO Receipt Variance Report Function Use this task to print a report showing the variance between received dates and required and promised dates. You can generate the report based on an exact variance amount. See Appendix A, page 5-21, for a sample of the report. To access this task... Select PO Receipt Variance Report from the Purchase Order Reports Menu PO Receipt Variance Report

153 About the Fields In the Warehouse field... Enter a warehouse ID. Press F1 to select all warehouses. Press F3 to select from a list of warehouses. Press F4 to return to the Purchase Order Reports Menu. In the Beginning Item field... Enter the number of the first item to appear on the report. Press F1 to select the first item on record. Press F3 to select from a list of item numbers. In the Ending Item field... Enter the number of the last item to appear on the report. Press F1 to select the last item on record. Press F3 to select from a list of item numbers. In the Beginning Vendor field... Enter the number of the first vendor to appear on the report. Press F1 to select the first vendor on record. Press F3 to select from a list of vendor numbers. In the Ending Vendor field... Enter the number of the last vendor to appear on the report. Press F1 to select the last vendor on record. Press F3 to select from a list of vendor numbers. In the Beginning Receipt Date field... Enter the first date to appear on the report. Press F1 to select the first date on record. Operations 4-103

154 In the Ending Receipt Date field... Enter the last date to appear on the report. Press F1 to select the last date on record. In the Minimum Variance field... Enter the minimum variance in days to appear on the report. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Printing As the report prints, vendor, purchase order, and receiver numbers display on the screen to show the progress of the printing PO Receipt Variance Report

155 PO Receipt Cost Variance Report PO Receipt Cost Variance Report Function Use this task to print a report showing the cost variance of stock and non-stock line items between items ordered and items received. The variance is determined by the order value and the receipt value. A variance and variance ratio is displayed. You can generate the report based on a greater than percentage. See Appendix A, page 5-22, for a sample of the report. To access this task... Select PO Receipt Cost Variance Report from the Purchase Order Reports Menu. Operations 4-105

156 About the Fields In the Warehouse field... Enter a warehouse ID. Press F1 to select all warehouses. Press F3 to select from a list of warehouses. Press F4 to return to the Purchase Order Reports Menu. In the Beginning Item field... Enter the number of the first item to appear on the report. Press F1 to select the first item on record. Press F3 to select from a list of item numbers. In the Ending Item field... Enter the number of the last item to appear on the report. Press F1 to select the last item on record. Press F3 to select from a list of item numbers. In the Beginning Vendor field... Enter the number of the first vendor to appear on the report. Press F1 to select the first vendor on record. Press F3 to select from a list of vendor numbers. In the Ending Vendor field... Enter the number of the last vendor to appear on the report. Press F1 to select the last vendor on record. Press F3 to select from a list of vendor numbers. In the Beginning Receipt Date field... Enter the first date to appear on the report. Press F1 to select the first date on record PO Receipt Cost Variance Report

157 In the Ending Receipt Date field... Enter the last date to appear on the report. Press F1 to select the last date on record. In the Minimum Variance Percentage field... Enter the minimum percentage on which to base the variance that appears on the report. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Printing As the report prints, purchase order, and receiver numbers display on the screen to show the progress of the printing. Operations 4-107

158 PO Receipt History By Vendor Report PO Receipt History By Vendor Report Function Use this task to print a report showing the historical purchase order receipts for your vendors. You can sort the report by vendor number or name order and print a range of selected vendors and receipt dates. The report is available in either summary or detail format. See Appendix A, page 5-23, for a sample of the report. To access this task... Select PO Receipt History By Vendor Report from the Purchase Order Reports Menu PO Receipt History By Vendor Report

159 About the Fields In the Print Sequence field... Enter A to print the report in alternate vendor sequence. Enter N to print in numeric vendor sequence. Press F4 to return to the Purchase Order Reports Menu. In the Beginning Vendor field... Enter the number of the first vendor to print on the report. Press F1 to select the first vendor on record. Press F3 to select from a list of vendors. In the Ending Vendor field... Enter the number of the last vendor to print on the report. Press F1 to select the last vendor on record. Press F3 to select from a list of vendors. In the Beginning Receipt Date field... Enter the first date to appear on the report. Press F1 to select the first date on record. In the Ending Receipt Date field... Enter the last date to appear on the report. Press F1 to select the last date on record. In the Detail Level field... Enter S to print a summarized report. Enter D to print a detailed report. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Operations 4-109

160 Enter Y to print the report. Enter N to make changes to the fields. Printing As the report prints, vendor, purchase order, and receiver numbers display on the screen to show the progress of the printing PO Receipt History By Vendor Report

161 PO Receipt History By Item Report PO Receipt History By Item Report Function Use this task to print a report showing the historical purchase order receipts for your items. You can generate a report based on warehouse, product, item, and type. See Appendix A, page 5-24, for a sample of the report. To access this task... Select PO Receipt History By Item Report from the Purchase Order Reports Menu. Operations 4-111

162 About the Fields In the Beginning Warehouse field... Enter the number of the first warehouse to include on the report. Press F1 to select the first warehouse number on record. Press F3 to select from a list of warehouse numbers. Press F4 to return to the Purchase Order Reports Menu. In the Ending Warehouse field... Enter the number of the last warehouse to include on the report. Press F1 to select the last warehouse number on record. Press F3 to select from a list of warehouse numbers. In the Beginning Product field... Enter the code of the first product to include on the report. Press F1 to select the first product type on record. Press F3 to select from a list of product types. In the Ending Product field... Enter the code of the last product to include on the report. Press F1 to select the last product type on record. Press F3 to select from a list of product types. In the Beginning Item field... Enter the number of the first item to include on the report. Press F1 to select the first item number on record. Press F3 to select from a list of item numbers. In the Ending Item field... Enter the number of the last item to include on the report PO Receipt History By Item Report

163 Press F1 to select the last item on record. Press F3 to select from a list of item numbers. In the Item Type field... Enter the item type to include on the report. Press F1 to select all item types. Press F3 to select from a list of item types. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Printing As the report prints, item numbers display on the screen to show the progress of the printing. Operations 4-113

164 QA Work In Process Report QA Work In Process Report Function Use this task to print a report showing items received by quality assurance. The vendor, receiver, and purchase order number is displayed, along with required and promised dates, extended costs, quantities ordered, received, approved, and rejected. See Appendix A, page 5-25, for a sample of the report. To access this task... Select QA Work In Process Report from the Purchase Order Reports Menu QA Work In Progress Report

165 About the Fields In the Beginning Vendor field... Enter the number of the first vendor to print on the report. Press F1 to select the first vendor on record. Press F3 to select from a list of vendors. Press F4 to return to the Purchase Order Reports Menu. In the Ending Vendor field... Enter the number of the last vendor to print on the report. Press F1 to select the last vendor on record. Press F3 to select from a list of vendors. In the Beginning Receipt Date field... Enter the first date to appear on the report. Press F1 to select the first date on record. In the Ending Receipt Date field... Enter the last date to appear on the report. Press F1 to select the last date on record. In the Beginning Receiver field... Enter the number of the first receiver to appear on the report. Press F1 to select the first receiver on record. Press F3 to select from a list of receiver numbers. In the Ending Receiver field... Enter the number of the last receiver to appear on the report. Press F1 to select the last receiver on record. Press F3 to select from a list of receiver numbers. Operations 4-115

166 In the Page Break field... Enter Y to insert page breaks on the report between vendors. Enter N to minimize paper usage. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Printing As the report prints, vendor numbers display on the screen to show the progress of the printing QA Work In Progress Report

167 QA Rejection History Report QA Rejection History Report Function Use this task to print a report showing items rejected by quality assurance. The reason for rejection is displayed, along with the quantity rejected, the total order amount, and the percentage difference. You can generate the report for a single warehouse or for all warehouses and print a range of selected vendors and receipt dates. See Appendix A, page 5-26, for a sample of the report. To access this task... Select QA Rejection History Report from the Purchase Order Reports Menu. Operations 4-117

168 About the Fields In the Warehouse field... Enter a warehouse ID. Press F1 to select all warehouses. Press F3 to select from a list of warehouses. Press F4 to return to the Purchase Order Reports Menu. In the Beginning Vendor field... Enter the number of the first vendor to print on the report. Press F1 to select the first vendor on record. Press F3 to select from a list of vendors. In the Ending Vendor field... Enter the number of the last vendor to print on the report. Press F1 to select the last vendor on record. Press F3 to select from a list of vendors. In the Beginning Receipt Date field... Enter the first date to appear on the report. Press F1 to select the first date on record. In the Ending Receipt Date field... Enter the last date to appear on the report. Press F1 to select the last date on record. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields QA Rejection History Report

169 Printing As the report prints, vendor numbers display on the screen to show the progress of the printing. Operations 4-119

170 Period End Processing Menu Period End Processing Menu Function Use this menu to access the purge tasks generally run as part of period end processing. To access this menu... Select Period End Processing Menu from the Purchase Order Processing Main Menu Period End Processing

171 About the Period End Processing Tasks To access any task on the menu, enter the number assigned to the task in the Enter An Option field. Use the tasks on this menu to purge receipt history and rejection history information from your system. Operations 4-121

172 Purge PO Receipt History Purge PO Receipt History Function Use this task to purge the purchase order receipt history file records created during the Purchase Order Receipt Register update. All records can be purged, or you can selectively purge by vendor, item, and warehouse. To access this task... Select Purge PO Receipt History from the Period End Processing Menu Purge PO Receipt History

173 About the Fields In the case of multiple receipts for a single purchase order, the purchase order receipt history record is only purged if all receipt dates fall before or on the date entered in the Purge Through Receipt Date field. Before you begin the purge, it is suggested that you print a file copy of the PO Receipt History By Vendor Report (for all vendors) and the PO Receipt History By Item Report (for all items) for all receipts prior to the planned purge date and back up the data. In the Purge Through Receipt Date field... Enter the date through which receipt history will be purged. Press Return to accept the current date. Press F4 to return to the Period End Processing Menu. In the Beginning Vendor field... Enter the number of the first vendor to include in the purge. Press F1 to select the first vendor on record. Press F3 to select from a list of vendors. In the Ending Vendor field... Enter the number of the last vendor to include in the purge. Press F1 to select the last vendor on record. Press F3 to select from a list of vendors. In the Beginning Item field... Enter the number of the first item to include in the purge. Press F1 to select the first item number on record. Press F3 to select from a list of item numbers. In the Ending Item field... Enter the number of the last item to include in the purge. Press F1 to select the last item on record. Press F3 to select from a list of item numbers. Operations 4-123

174 In the Beginning Warehouse field... Enter the number of the first warehouse to include in the purge. Press F1 to select the first warehouse number on record. Press F3 to select from a list of warehouse numbers. In the Ending Warehouse field... Enter the number of the last warehouse to include in the purge. Press F1 to select the last warehouse number on record. Press F3 to select from a list of warehouse numbers. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to begin the purge. Enter N to make changes to the fields. NOTE: You must run the Zero Balance Invoice Report and Purge (found on the APR menu) to purge any billed purchase order receipt history records Purge PO Receipt History

175 Purge Rejection History Purge Rejection History Function Use this task to purge the purchase order rejection history file records created during the Quality Assurance Receipt Register update. All rejection history can be purged, or you can selectively purge by vendor, receiver, and purchase order number. To access this task... Select Purge Rejection History from the Period End Processing Menu. Operations 4-125

176 About the Fields In the Beginning Vendor field... Enter the number of the first vendor to include in the purge. Press F1 to select the first vendor on record. Press F3 to select from a list of vendors. Press F4 to return to the Period End Processing Menu. In the Ending Vendor field... Enter the number of the last vendor to include in the purge. Press F1 to select the last vendor on record. Press F3 to select from a list of vendors. In the Beginning Receiver field... Enter the number of the first receiver to include in the purge. Press F1 to select the first receiver on record. Press F3 to select from a list of receiver numbers. In the Ending Receiver field... Enter the number of the last receiver to include in the purge. Press F1 to select the last receiver on record. Press F3 to select from a list of receiver numbers. In the Beginning PO field... Enter the number of the first purchase order to include in the purge. Press F1 to select the first purchase order on record. Press F3 to select from a list of purchase order numbers. In the Ending PO field... Enter the number of the last purchase order to include in the purge. Press F1 to select the last purchase order on record Purge Rejection History

177 Press F3 to select from a list of purchase order numbers. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to begin the purge. Enter N to make changes to the fields. Operations 4-127

178 Purchase Order Maintenance Menu Purchase Order Maintenance Menu Function You can use this menu to access the purchase calendar tasks, as well as the code maintenance and parameter maintenance tasks where information required by the module is entered. To access this menu... Select Purchase Order Maintenance Menu from the Purchase Order Processing Main Menu Purchase Order Maintenance

179 About the Purchase Order Maintenance Tasks To access any task on the maintenance menu, enter the number assigned to the task in the Enter An Option field. Use the tasks on this menu to set and maintain your purchase calendars, maintenance codes, and parameter information. Calendars can be created, maintained, printed, and purged with these tasks. The codes you use to reference purchase order detail lines, messages, and rejection can be established. Furthermore, default values can be established in the Parameter Maintenance task to speed up data entry. Operations 4-129

180 Create Purchase Calendar Create Purchase Calendar Function You can use this task to create a purchase calendar for a set length of time. The calendar determines the lead time offset for items entered on your purchase orders. You can create a calendar to replace any calendar currently in place or make changes to an existing calendar with the Purchase Calendar Maintenance task. To access this task... Select Create Purchase Calendar from the Purchase Order Maintenance Menu Create Purchase Calendar

181 About the Fields In the Last Day Currently Scheduled field... Display only. Shows the date of the last day currently scheduled. In the 1st Day To Schedule field... Enter the date for your purchase calendar to begin. In the Number Of Weeks field... Enter the number of weeks this calendar covers. In the Days To Omit field... Enter any number(s) from the list below to omit days from your work schedule. This field sets up a default for days off on the calendar. The Purchase Calendar Maintenance task can be used to override default days. 1 = Sunday 2 = Monday 3 = Tuesday 4 = Wednesday 5 = Thursday 6 = Friday 7 = Saturday The system issues the prompt: Is The Above Information Correct? Enter Y to create the calendar. Enter N to make changes to the fields. Press F4 to return to the Purchase Order Maintenance Menu without creating a new calendar. Creating As the calendar is created, dates display on the screen to show its progress. Operations 4-131

182 Purchase Calendar Maintenance Purchase Calendar Maintenance Function Use this task to make changes to an existing purchase calendar. The existing calendar is displayed by month and year. You can work backwards or forwards through the calendar overriding defaults created with the Create Purchase Calendar task. To access this task... Select Purchase Calendar Maintenance from the Purchase Order Maintenance Menu Purchase Calendar Maintenance

183 About the Fields When you first enter this task, any gaps in your purchase calendar are displayed in the lower section of the screen. Press Return to gain access to the fields. In the First Day Currently Scheduled field... Display only. Shows the first day of the current schedule. In the Last Day Currently Scheduled field... Display only. Shows the last day of the current schedule. In the Month To Change field... Enter the month of the calendar to change. In the Year To Change field... Enter the year of the calendar to change. The system issues the prompt: Is The Above Information Correct? Enter Y to make changes to the calendar. The current calendar is displayed with the selected month and year. See Making Changes to the Calendar, next page. Enter N to make changes to the fields. Press F4 to return to the Purchase Order Maintenance Menu without changing the calendar. Operations 4-133

184 Making Changes to the Calendar When you enter Y at the Is The Above Information Correct? prompt, a display of the current calendar showing the selected month and year appears on your screen. To guarantee that your calendar is correct, run the Print Purchase Calendar task immediately after leaving this task. There are several ways to make adjustments to the calendar. Press the Arrow keys to move from day to day within the month. Press the PgUp/PgDn keys to access the next month. Any changes you make to the month are saved when you access another. Press the Spacebar to toggle between scheduling a Closed, Holiday, or Work Day for the date. Press F4 to return to the Purchase Order Maintenance Menu. Any changes you made to the calendar are saved Purchase Calendar Maintenance

185 Print Purchase Calendar Print Purchase Calendar Function Use this task to print a hard copy of the purchase calendar. By viewing this calendar you are able to tell what days may need adjusting or if any inconsistencies exist. See Appendix A, page 5-27, for a sample of the calendar. To access this task... Select Print Purchase Calendar from the Purchase Order Maintenance Menu. Operations 4-135

186 About the Fields In the First Day Currently Scheduled field... Display only. Shows the first day of the current schedule. In the Last Day Currently Scheduled field... Display only. Shows the last day of the current schedule. In the Beginning Month field... Enter the first month to print on the calendar. Press F1 to enter the month in which the calendar begins. In the Beginning Year field... Enter the year of the month to print. Press F1 to enter the year in which the calendar begins. In the Ending Month field... Enter the last month to print on the calendar. Press F1 to enter the month in which the calendar ends. In the Ending Year field... Enter the year of the last month to print on the calendar. Press F1 to enter the year in which the calendar ends. The system issues the prompt: Is The Above Information Correct? Enter Y to print the calendar. Enter N to make changes to the fields. Press F4 to return to the Purchase Order Maintenance Menu without printing the calendar. Printing As the calendar prints, dates display on the screen to show the progress of the printing Print Purchase Calendar

187 Purge Purchase Calendar Purge Purchase Calendar Function Use this task to remove an outdated calendar, or parts of a calendar, from the system. A calendar can be purged through a selected date. To access this task... Select Purge Purchase Calendar from the Purchase Order Maintenance Menu. Operations 4-137

188 About the Fields In the First Day Currently Scheduled field... Display only. Shows the beginning date of the forecast. In the Last Day Currently Scheduled field... Display only. Shows the last day of the scheduled forecast. In the Date To Purge Through field... Enter the purge through date. When you enter a purge through date other than the one in the Last Day Currently Scheduled field, only part of the calendar is removed. The First Day Currently Scheduled becomes the day after the purge through date. The system issues the prompt: Is The Above Information Correct? Enter Y to purge the calendar. Enter N to make changes to the fields. Press F4 to return to the Purchase Order Maintenance Menu without purging the calendar. Purging As the calendar is purged, dates display on the screen to show the progress of the purge Purge Purchase Calendar

189 Line Code Maintenance Line Code Maintenance Function Use this task to define and maintain line codes. Line codes control how the General Ledger and Inventory Control modules are affected by the Purchase Order Receipt Register update and must be defined before you enter purchase orders. A listing of all line codes and their descriptions is also available. See Appendix A, page 5-28, for a copy of the listing. To access this task... Select Line Code Maintenance from the Purchase Order Maintenance Menu. Operations 4-139

190 About the Fields You may not be required to enter information to all of the following fields. The fields requiring your input are determined by whatever selection you make in the Line Type field, a code that tells the system what type of information is entered to the line. NOTE: At least one code with a line type of S must be created before the module can operate properly. In the Line Code field... Enter a line code of up to 2 characters. Press F3 to select from a list of line codes. Press Return to select the next code on record. Press F4 to exit the task. When you enter an existing code, the description and associated information for the code is displayed and the system issues the prompt: Is The Above Information Correct? Enter Y if the information is correct. Enter N to make changes to the fields. Enter Delete to remove this code from the file. Press F4 to return to the Purchase Order Maintenance Menu. If you enter a code that does not exist, the system issues the prompt: Is This A New Record? Enter Y to continue entering line code information. Enter N to return to the Line Code field. In the Description field... Enter 1 to 20 characters for a description of the code. Press Return to leave blank Line Code Maintenance

191 In the Line Type field... Enter a line type. You can assign one of five different types to a line code. The selected type determines which of the remaining fields are accessed. Some types require less input. See the Installation section for more information on line types. In the Dropship field... Enter Y if this line code describes a drop ship item. Enter N if it is not. Drop ship items are those normally carried in inventory but shipped directly from another supplier in certain circumstances. Drop ship items are handled as regular purchase items by the Purchase Order Receipt Register update except that inventory quantities are not affected. In the Landed Cost field... Enter Y if detail lines with this line code should be included when calculating landed costs. Enter N to exclude lines with this line code when calculating landed costs. In the Calculations field... Enter Y if lead time should be recalculated for receipts. Enter N to ignore. In the Expense Account field... This field is accessible when you enter N or O in the Line Type field and the General Ledger module is installed. Enter a valid general ledger account. Press F3 to select from a list of valid accounts. When you finish making entries to the fields, the system issues the Is The Above Information Correct? prompt again. When you press F4 to exit, the system issues the prompt: Print A List Of All Records? Enter Y to print a list of all line codes. Enter N to return to the Purchase Order Maintenance Menu without printing. Operations 4-141

192 Message Code Maintenance Message Code Maintenance Function Use this task to create, modify, or delete any message codes required for your purchase orders. You can use messages for tracking purchasing or calling attention to special situations, etc. Messages print on purchase orders and requisitions. A listing of all message codes is available. See Appendix A, page 5-29, for a sample of the listing. To access this task... Select Message Code Maintenance from the Purchase Order Maintenance Menu Message Code Maintenance

193 About the Fields In the Message Code field... Enter 1 to 3 characters for a message code. Press F3 to select from a list of message codes. Press F4 to exit the task. When you enter an existing code, the description and associated information for the code is displayed and the system issues the prompt: Is The Above Information Correct? Enter Y if the information is correct. Enter N to make changes to the fields. Enter Delete to remove this code from the file. Press F4 to return to the Purchase Order Maintenance Menu. In the Description field... Enter 1 to 20 characters for a description of the code. In the Message Type field... Enter R to print this message on requisitions. Enter P to print this message on purchase orders. Enter B to print this message on both. Enter N if the message is not to be printed. After the information is entered and accepted in the previous fields, the Comment Maintenance window appears. If this is a new code, use this window to enter the text of your message. If this is an existing code, the window displays previously entered text. Use the PgUp/PgDn function keys to view several pages of previously enterd text and the up and down arrow keys to scroll through lines of text. Press F1 to add to existing text. Press F4 to return to the Message Code field. Select a message for modification. 1. Press Return to access a highlighted line of text. 2. Type over the original comment. Operations 4-143

194 Press F2 to back up and change the Seq number. Press F4 to access the Line End field. When you press F1 to add text, or when you are creating a new message code, the system accesses the Comments Maintenance fields, beginning with the Seq field. In the Seq field... Enter a 2-digit sequence number. Press Return to accept the next number in sequential order. Enter a sequence number to access that line directly. In the Comment field... Enter text of 1 to 40 characters in length. There is no word-wrapping capability within the Comments Maintenance window. A message of several lines must have each line accepted individually before moving on to the next line of text. When you finish entering text to a line, press Return to access the Line End field. In the Line End field... Press Return to accept the text. Enter D to remove the text. Press F2 to return to the Comment field and enter changes. When you finish making entries to the fields and text, press F4 to exit the Comment Maintenance window and return to the Message Code field. When you press F4 again to exit the task, the system issues the prompt: Print A List Of All Records? Enter Y to print a list of all message codes. Enter N to return to the Purchase Order Maintenance Menu without printing Message Code Maintenance

195 Rejection Code Maintenance Rejection Code Maintenance Function Use this task to create, modify, or delete any rejection codes required by quality assurance for your purchase orders. You can use rejection codes for tracking purchases, calling attention to special situations, and so forth. A list of rejection codes is available. See Appendix A, page 5-30, for a sample of the listing. To access this task... Select Rejection Code Maintenance from the Purchase Order Maintenance Menu. Operations 4-145

196 About the Fields In the Rejection Code field... Enter 1 to 3 characters for a rejection code. Press F3 to select from a list of rejection codes. Press F4 to exit the task. When you enter an existing code, the description and associated information for the code is displayed and the system issues the prompt: Is The Above Information Correct? Enter Y if the information is correct. Enter N to make changes to the fields. Enter Delete to remove this code from the file. Press F4 to return to the Purchase Order Maintenance Menu. In the Description field... Enter 1 to 30 characters for a description of the code. In the Retain Quantity field... Enter Y to retain rejected quantities. Any quantities rejected will remain on order. Enter N to remove rejected quantities. This reduces the on order quantity by the quantity rejected. After the information is entered and accepted in the previous fields, the Comment Maintenance window appears. Use this window to enter any additional text regarding the rejection code. See the Message Code Maintenance task for information about using the Comment Maintenance window. When you finish making entries to the fields and text, press F4 from the Rejection Code field. The system issues the Is The Above Information Correct? prompt again. When you press F4 again to exit, the system issues the prompt: Print A List Of All Records? Enter Y to print a list of all rejection codes. Enter N to return to the Purchase Order Maintenance Menu without printing Rejection Code Maintenance

197 Parameter Maintenance Parameter Maintenance Function Use this task to add, change, view, and/or delete parameter information for the Purchase Order Processing module. Parameters are set up as part of the system installation and generally not changed afterward. If you want to modify parameters after the system is in use, carefully study the Installation section as well as the following information. To access this task... Select Parameter Maintenance from the Purchase Order Maintenance Menu. Operations 4-147

198 About the Fields There are no fields within the Parameter Maintenance task. Instead, an option menu appears on the screen when you access the task. Use the System Parameters option to establish, modify, delete, or display the Purchase Order module parameters. The Default Values option is used to establish default information for the entering of item detail lines on a purchase order. Finally, the Sequence Numbers option is where you enter the next sequence number for the automatic numbering feature. For additional information regarding the Purchase Order parameters, please see Define Parameters in the Installation section. System Parameters Use this option to set the parameters that determine how the Purchase Order module performs for your system. When you select System Parameters from the option menu, the screen displays the current settings and the system issues the prompt: Is The Above Information Correct? Enter Y to accept the current default values. Enter N to make changes to the fields. In the Plain Paper Purchase Order Forms field... Enter Y if you are using plain paper for purchase orders Parameter Maintenance

199 Enter N if you are using custom forms. In the Landed Cost Method field... Enter Q to allocate quantity as your landed cost method. Enter C to allocate cost as your landed cost method. Enter N to ignore. In the Display Vendor Comments field... Enter Y to display vendor comments during purchase order and purchase requisition entry. Enter N to ignore. In the Beginning Comment Line field... This field is accessible when you enter Y in the Display Vendor Comments field. Enter the number of the first customer comment line to view during purchase order entry. Press Return to accept the default. In the Ending Comment Line field... This field is accessible when you enter Y in the Display Vendor Comments field. Enter the number of the last customer comment line to view during purchase order entry. Press Return to accept the default. In the Print Vendor Item Number field... Enter Y to print vendor item numbers on purchase orders and requisitions. Enter N to ignore. In the Update With Unreleased Work Orders field... Enter Y to generate material issues for special order items whether or not they are needed on an unreleased work order. Enter N to ignore updating special order items until the work order is released. This field is used by the Purchase Order Receipt Register update when the Shop Floor Control module is installed and interfaced to the Purchase Orders module. When you Operations 4-149

200 receive items, the update checks to see if the item is a special order item as set up in the Item Masterfile. It then checks to see if any unreleased work orders require the item. At that point, it checks this parameter to see if a material issue should be generated. When you finish making entries to the fields, the system issues the Is The Above Information Correct? prompt again. Default Values Use this option to create default values for entering item detail line information. You can set defaults for the line code, message code, freight terms, and so forth, most commonly used for your requisitions and purchase orders. Default codes can be overridden. When you select Default Values from the option menu, the screen displays the current settings and the system issues the prompt: Is The Above Information Correct? Enter Y to accept the current default values. Enter N to make changes to the fields. In the Requisition Hold Flag field... Enter Y to automatically hold requisitions. Enter N to ignore. In the Requisition Message Code field Parameter Maintenance

201 Enter the code of a message to print on requisitions. Press F3 to select from a list of message codes. Press Return to accept the default. In the Purchase Order Message Code field... Enter the code of a message to print on purchase orders. Press F3 to select from a list of message codes. Press Return to accept the default. In the Line Code field... Enter a code to be used as a default. The default line code identifies the type of sale most commonly entered. If a default line code is not established, you must manually enter a valid line code for each new requisition and purchase order detail line. In the Ship Via field... Enter the code for a default shipping method. Press Return to select the default. In the Freight Terms field... Enter the code for a default freight term. Press Return to select the default. In the F.O.B. field... Enter the code for a default free on board term. Press Return to select the default. In the Standard Type Line Code field... Enter the default for a standard line code. Press F3 to select from a list of standard line codes. Press Return to select the default. Operations 4-151

202 In the Non-Stock Type Line Code field... Enter the default for a non-stock line code. Press F3 to select from a list of non-stock line codes. Press Return to select the default. In the Message Type Line Code field... Enter the default for a message line code. Press F3 to select from a list of message line codes. Press Return to select the default. When you finish making entries to the fields, the system issues the Is The Above Information Correct? prompt again. Sequence Numbers Use this option to set the first number for the automatic sequencing feature of the module. When you select Sequence Numbers from the option menu, the screen displays the next requisition, purchase order, receiver, and detail line number sequences and the system issues the prompt: Is The Above Information Correct? Enter Y to accept the current sequences. Enter N to make a change to the fields. In the Next Requisition Number field... Enter the next number to begin sequencing requisitions. Press Return to select the default Parameter Maintenance

203 In the Next Purchase Order Number field... Enter the next number to begin sequencing purchase orders. Press Return to select the default. In the Next Receiver Number field... Enter the next number to begin sequencing. Press Return to select the default. In the Detail Line Number Increment field... Enter the incremental number to use for line sequencing. Press Return to select the default. When you finish making entries to the fields, the system issues the Is The Above Information Correct? prompt again. Operations 4-153

204 Purchase Order Utility Menu Purchase Order Utility Menu Function Use this menu to gain access to the different utility tasks for the Purchase Order Processing module. The tasks on this menu are seldom, if ever, used. They are there for recovery after a system crash. To access this menu... Enter POX at any menu prompt Purchase Order Utility Menu

205 About the Purchase Order Processing Utilities Tasks To access any task on the utility menu, enter the number assigned to the task in the Enter An Option field. Use the tasks on this menu to rebuild purchase order cross-references and purchase order history cross-references. Rebuild PO Cross-References Use this task to rebuild the cross-reference file which accesses purchase order items. Your dealer may request that this task be run if it appears that your cross references are not correct. The system issues the prompt: Do You Wish To Rebuild Purchase Order Cross-References? Enter Yes to begin rebuilding. Enter No to return to the Purchase Order Utilities menu. Rebuild PO History Cross-References Use this task to rebuild the history cross-reference file which accesses purchase order items. Your dealer may request that this task be run if it appears that your cross references are not correct. See Rebuild PO Cross-References, above. Operations 4-155

206 4-156 Purchase Order Utility Menu

207 Purchase Order Addendum Overview Since the release of version 5.1, a few enhancements have been made to the Purchase Order module. These enhancements now enable the Purchase Order module to enter and track purchase requisitions and to use those requisitions to create purchase orders. In addition, if you have the Shop Floor Control module installed on your system, the new Purchase Order Calendar can assist you with determining the timing of purchasing sub-contracted items on your purchase orders. We are interested in keeping our documentation as up-to-date and relevant as possible. Since our user guides will be updated with the next release of our software, it is not practical to reprint them at this time. In the meantime, you are encouraged to add this addendum to your current documentation. The tasks that are new to the Purchase Order module are the Purchase Requisition Entry, Purchase Requisition Print, Purchase Requisition Register, and the Purchase Order Maintenance Menu. On the Purchase Order Maintenance Menu you will find the Create Purchase Calendar, Purchase Calendar Maintenance, Print Purchase Calendar, and Purge Purchase Calendar tasks. A field, Req #, was added to the Purchase Order Entry task to incorporate the new requisition ability. Although there were no changes made to the report tasks, with version 5.1 all reports have been grouped together on the Purchase Order Reporting Menu task. The following pages document these changes using the same format that will be used with the new user guide. Addendum 1-1

208 1-2 Purchase Order Processing

209 Purchase Requisition Entry Purchase Requisition Entry Function This task allows employees without purchasing authority to submit a list of required items to a purchasing agent. With this task you create a purchase requisition or modify an existing one. The purchasing agent can then create a purchase order based on the requisition. To access this task... Press Purchase Requisition Entry from the Purchase Order Processing menu. Addendum 1-3

210 About the Fields The fields within this task are divided into three sections. The Header section contains fields that include information about the vendor, such as vendor number, address, requisition number, etc. The Ribbon section contains information regarding the terms of the requisition, such as order date, shipping instructions, freight terms, etc. The Detail section contains information about the individual items on the purchase requisition. Header Information In the Vendor field... Enter a valid vendor number. Press F3 to select from a list of all valid vendor numbers. Press F4 to return to the Purchase Order Processing menu. When you select a valid vendor number the name, address, and any comments associated with that vendor are displayed on the screen. Press Return to continue. If there are no comments, the system issues the prompt: No Comments Found Press Return to continue. In the Req. # field... Enter the requisition number. Press F1 to create a new requisition. Press F3 to select from a list of all valid requisitions associated with this vendor. Press Return to select the next open requisition for this vendor. Open requisitions are those ones that have not been approved for purchase orders. When you press F1 to create a new requisition, the system issues the prompt: Is This A New Requisition? Enter Y to create a new requisition. Enter N to return to the Req. # field. If you enter the number of a requisition that already exists but is not associated with this vendor the system issues the prompt: Warning: Req # 0004 In Use Where 0004 is whatever requisition number is being used. 1-4 Purchase Order Processing

211 Press Return to continue. The system will then issue another prompt: Do You Want To Re-Use This Requisition Number? Enter Y to use this number for your new requisition. Enter N to return to the Req. # field. In the Purch Address field... Press F1 to use the vendor address. Press F3 to select from a list of all valid vendor addresses. Press Return to leave this field blank. The system issues the prompt: Is The Above Information Correct? Enter Y to continue. The Order Date field in the Ribbon section will be active. Enter N to return to the Purch Address field. When you are viewing an existing requisition different responses are requested for this prompt: Enter Y to continue. Any existing ribbon section information will be displayed. Enter N to return to the Purch Address field. Enter Delete to remove this requisition from the file. -or Enter Reprint to reenter this requisition in the print file. When a requisition is printed using the Purchase Requisition Print task it is automatically removed from the print file. You will be returned to the Vendor field. Press Return to view the next requisition for this vendor. Ribbon Information In the Order Date field... Enter the date of the order. In the Ship Via field... Addendum 1-5

212 Enter the method for shipping. Press Return to leave blank. In the Frt Terms field... Enter the terms for freight. Press Return to leave blank. In the Ship To field... Enter a valid warehouse code. Press F3 to select from a list of all valid warehouses. In the Terms Code field... Enter a valid terms code. Press F3 to select from a list of all valid terms. In the Acknowledged field... Enter any vendor acknowledgements of up to 20 characters. Press Return to leave blank. In the Hold? field... Enter Y to hold this requisition from automatic purchase order generation. Enter N to allow automatic generation for this requisition. The system issues the prompt: Is The Ribbon Information Correct? Enter Y to continue to the Detail section. Enter N to return to the Order Date field. Enter the number of any ribbon field to access that field directly. 1-6 Purchase Order Processing

213 Detail Information In the Sq field... Enter a sequence number. Press Return to accept the default. This field assigns line numbers to each item on your requisition. In an existing requisition you can access an item line directly by entering the desired line number here. Up to 99 lines may be created for each requisition. In the C field... Enter S if this item is a standard inventory item. Enter V is this item is a vendor item. Enter M to create a message line. Enter N if this item is a non-stock item. Enter O if this item is of other charges. The remaining active fields in the Detail section vary depending upon the type of entry you make in the this field and are noted in italics under the field names. When you enter an M or an O in this field the system displays a line where you can enter a memo or a description of up to 40 characters. Each new memo must be accepted using the Line End field. A description for other charges will require entry in the Cost and Line End fields. In the Wh field... Standard and Non-Stock types only. Enter a valid warehouse code. Press F3 to select from a list of all valid warehouse codes. In the Vendor Item Number field... Vendor types only. Enter the vendor part number for this item. Press Return to accept the default. The default in this field can either be a part number from a preceding standard inventory item or no number at all. Text entered in this field is entered on any ensuing purchase order. Addendum 1-7

214 In the Non-Stock Item Number field... Non-Stock types only. Enter the number of this non-stock item. Press Return to leave blank. In the Description field... Non-Stock types only. Enter a description of up to 40 characters for this non-stock item. In the Item field... Standard types only. Enter a valid item number. Press F3 to select from a list of all valid item numbers. In the U/M field... Standard and Non-Stock types only. Enter a two-character unit of measure needed for this item. In the Conversion Factor field... Standard types only. Enter the factor to be used to convert this item from purchase quantity to stocking quantity. Press Return to accept the default. Conversion Factor Example If the item ordered will be shipped in cases of 24 but inventoried and stocked singly, enter 24. If the item will be shipped in cases of 12 but stocked in pairs, enter 6. In the Order field... Standard and Non-Stock types only. Enter the quantity of this item required from the vendor. In the Cost field... Other, Standard and Non-Stock types only. Enter the cost of the item. Press Return to accept the displayed amount. 1-8 Purchase Order Processing

215 In the Extension field... Other, Standard and Non-Stock types only. Display only. Shows the extended amount of Cost times Order. In the Date Req field... Standard and Non-Stock types only. Enter the date the item is required. Press Return to accept the terminal date. In the WO field... Non-stock types only when Shop Floor Control is installed on your system. Enter the number of the work order for which the item are being ordered. Press F1 for none. Press F3 to select from a list of all valid work orders. In the Seq # field... Non-stock types only when Shop Floor Control is installed and a work order has been entered Enter a valid sequence number for a sub-contract detail line from the work order. NOTE: There is a link established between the Work Order subcontract detail line and the purchase requisition when the WO and Seq # fields are filled in. This link follows the requisition through the Purchase Order and into receipt status. In the Loc n field... Standard and Non-Stock types only. Enter the location where this item will be received. Press Return to leave blank. Location Example Types of locations may include: stock, shop, employee name, customer name, etc. In the Line End field... All types. Press Return to accept this requisition entry. Enter D to remove this requisition entry. Addendum 1-9

216 Press F2 to make changes to the fields. When you have finished making entries to the fields or when you are exiting the Detail section, the system issues the prompt: Is The Detail Information Correct? Enter Y to accept the information and return to the Vendor field in the Header section. -or Enter N to access the Sq field. Enter the sequence number to access any line item directly. Enter Review to display each line item individually. Enter List to display, screen by screen, the item detail lines. Enter Print to print a hard copy of the purchase requisition Purchase Order Processing

217 Purchase Requisition Print Purchase Requisition Print Function This task prints all requisitions currently entered in the system which have not been cleared from the print file. A standard message may be entered that prints with all the requisitions. Requisitions can be printed again and again until the print file is cleared. Requisitions cleared from the print file can once again be printed by entering the Purchase Requisition Entry task and selecting reprint. To access this task... Press Purchase Requisition Print from the Purchase Order Processing menu. Addendum 1-11

218 About the Fields The Message field allows you to print a standard message that appears on all your requisitions. You may also choose to restart the printing of requisitions automatically if there is a paper jam or malfunction. In the Message field... Enter any message of up to 40 characters. In the Restart field... Enter Y to automatically restart printing after a malfunction or delay. Enter N to not restart printing. In the Vendor Number field... Accessible only when selecting Y in the Restart field. Enter a valid vendor number. Press F3 to select from a list of all valid vendor numbers Purchase Order Processing

219 Purchase Requisition Register Purchase Requisition Register Function The Purchase Requisition Register is the task that converts requisitions into purchase orders. Any or all of the requisitions on file can be updated at the same time. Before updating the register, this task prints a copy of the requisitions that you are converting. Use those copies to verify the requisitions as correct. The register must be printed before the update is run. To access this task... Press Purchase Requisition Register from the Purchase Order Processing menu. Addendum 1-13

220 About the Fields In the Beginning Vendor field Enter the number of the first vendor whose requisitions will be included on the register. Press F1 to select the first vendor on file. Press F3 to select from a list of all valid vendors. Press F4 to return to the Purchase Order Processing menu. In the Ending Vendor field... Enter the number of the last vendor whose requisitions will be included on the register. Press F1 to select the last vendor on file. Press F3 to select from a list of all valid vendors. In the Page Break field... Enter Y to print the requisition register with a page break between vendors. Enter N to print the requisition register without page breaks. The system will issue the prompt: Is The Above Information Correct? Enter Y if the information is correct. The vendor numbers will print across the screen as the register is being printed. Enter N to return to the Beginning Vendor field. Whenever you run a register for a selected range of requisitions, those requisitions are automatically updated to purchase orders. However, if your selections in the Beginning Vendor and Ending Vendor fields were First and Last, after the register is printed the system issues the prompt: Are You Ready To Update The Purchase Requisition Register? Enter Yes to update the register and convert the requisitions to purchase orders. Enter No to return to the Purchase Order Processing menu without updating the requisitions Purchase Order Processing

221 Purchase Order Maintenance Menu Purchase Order Maintenance Menu Function The Purchase Order Maintenance Menu provides access to tasks that create, maintain, print, or purge purchase order calendars. These calendars are necessary when you wish to integrate a purchasing schedule for the Shop Floor Control module. To access this task... Press Purchase Order Maintenance Menu from the Purchase Order Processing menu. Addendum 1-15

222 About the Purchase Order Maintenance Menu Tasks To access any task on this menu, enter the number assigned to the task in the Enter An Option field. Create Purchase Calendar Use this task to create a calendar for any length of time. The calendar will be used to determine the lead time offset of any purchased items. When you create a calendar it replaces any calendar currently in place. In the Last Day Currently Scheduled field... Display only. Shows the date of the last day currently scheduled. In the 1st Day To Schedule field... Enter the date that your purchase calendar will begin. In the Number Of Weeks field... Enter the number of weeks this calendar will cover. In the Days To Omit field... Enter any number(s) from the list below to omit those days from your work schedule. This field sets up a default for days off on the calendar. The Purchase Calendar Maintenance task can be used to override default days. 1 = Sunday 2 = Monday 3 = Tuesday 4 = Wednesday 5 = Thursday 1-16 Purchase Order Processing

223 6 = Friday 7 = Saturday The system will issue the prompt: Is The Above Information Correct? Enter Y to create the calendar. Enter N to make changes to the fields. Press F4 to return to the Purchase Order Maintenance Menu without creating a new calendar. Creating As the calendar is being created the dates will be displayed on the screen to show its progress. Purchase Calendar Maintenance This task allows you to make changes to an existing calendar. In the First Day Currently Scheduled field... Display only. Shows the first day of the current schedule. In the Last Day Currently Scheduled field... Display only. Shows the last day of the current schedule. In the Month To Change field... Enter the month of the calendar to change. Addendum 1-17

224 In the Year To Change field... Enter the year of the calendar to change. The system will issue the prompt: Is The Above Information Correct? Enter Y to make changes to the calendar. The current calendar will be displayed showing the month that you selected. See Making Changes to the Calendar, next page. Enter N to make changes to the fields. Press F4 to return to the Purchase Order Maintenance Menu without changing the calendar. Making Changes to the Calendar A display of the current calendar showing the selected month appears on your screen when you enter Y at the Is The Above Information Correct? prompt. There are several ways to make adjustments to the calendar. Press the Arrow keys to move from day to day within the month. Press the PgUp/PgDn keys to access the next month. Any changes you make to the month will be saved when you access another. Press the Spacebar to toggle between scheduling a Closed, Holiday, or Work Day for the date Purchase Order Processing

225 Press F4 to return to the Purchase Order Maintenance Menu. Any changes you make to the calendar will be saved. If you make changes to the calendar that don t coincide with existing data, a message will appear the next time you use this task informing you of gaps in your calendar. The best way to guarantee that your calendar is correct is to run the Print Purchase Calendar task immediately after leaving this task. Print Purchase Calendar Use this task to print a hard copy of the purchase calendar you created. By viewing this calendar you will be able to tell what days may need adjusting or if any inconsistencies exist. In the First Day Currently Scheduled field... Display only. Shows the first day of the current schedule. In the Last Day Currently Scheduled field... Display only. Shows the last day of the current schedule. In the From Month field... Enter the first month of the calendar that is to be printed. Press F1 to enter the month in which the calendar begins. In the From Year field... This field is bypassed if you used F1 in the previous field. Enter the year of the month that is to be printed. Addendum 1-19

226 In the Thru Month field... Enter the month of the calendar through which you will be printing. Press F1 to enter the month in which the calendar ends. In the Thru Year field... This field is bypassed if you used F1 in the previous field. Enter the year of the month through which you will be printing. The system will issue the prompt: Is The Above Information Correct? Enter Y to print the calendar. Enter N to make changes to the fields. Press F4 to return to the Purchase Order Maintenance Menu without printing the calendar. Printing As the calendar is being printed the dates will be displayed on the screen to show the progress of the printing. Purge Purchase Calendar Use this task to remove outdated calendars, or parts of a calendar, from the system. Calendars can be purged through a selected date. In the First Day Currently Scheduled field... Display only. Shows the beginning date of the purchase calendar Purchase Order Processing