COINS Ti Purchase Order Change Orders and Revisions

Transcription

1 Modules Affected: Purchase Order/Inventory Versions Affected: COINS version 7 (software level 9.7c2.31) and COINS Ti 2.3 (software level 9.7c2.31TI) Documentation Updated: New fields and screens described within this CE document are included in the online help and/or appropriate Reference Manuals concurrent with the software release. This document may also contain information that is not incorporated into the documentation, such as procedures and sample reports, so you may want to keep a copy for future use. An archive of CE documents is available on SHAKER s Client Center web site at The discussion of this new feature is divided into the sections shown below. Overview... 2 Revisions and Change Orders in Enter Purchase Orders... 2 Screen Changes... 4 Changes in COINS Ti... 4 Changes in COINS Version Sample Reports /18/07 1 Copyright Shaker Computer & Management Services, Inc.

2 Overview This document describes changes to how the COINS Ti module tracks changes to purchase orders. Clients often need to make corrections to a purchase order without incrementing the change order number, since they typically share the change orders with external contacts. Prior to this release, any change made to a posted purchase order in COINS Ti Enter Purchase Orders resulted in a new change order number being assigned to the purchase order. The change order number was treated basically as a revision number. Starting with this release of COINS Ti, purchase orders have separate revision and change order numbers. The P/O C/O field at the top of the Enter Purchase Orders was renamed and now displays as P/O Rev. The revision number is automatically incremented when you change a posted P/O as an audit trail to P/O changes. The system uses the P/O Rev number combination to uniquely identify the purchase order at a specific point. The C/O number is a new field for the P/O. Note for COINS Version 7 users Although the changes described in this document primarily affect COINS Ti, some changes are visible in COINS version 7 as well, particularly on reports. See Changes in COINS Version 7 on page 6 for details. Revisions and Change Orders in Enter Purchase Orders The COINS Ti Enter Purchase Orders Primary Info screen was updated with the label change and new C/O field as shown in Figure 1. The Subcontract C/O field was removed from the Subcontract tab. The label for key field ohd_conum in the PO header was changed from P/O C/O to P/O Rev. The C/O field (ohd_extrachc3) was moved from the Subcontract tab (where it was labeled Subcontract C/O) to the Primary Info tab. See Figure 1 for a sample of the updated purchase order screen. When you install the.31 release, a fix programs populates the new C/O field for all purchase orders that were entered in COINS or COINS Ti. It updates the new C/O field (ohd_extrachc3) with the data in the former C/O field (ohd_conum) for all existing purchase orders. 06/18/07 2

3 Figure 1: Enter Purchase Order Screen Field Definitions (selected fields) P/O Rev C/O On the COINS Ti Enter Purchase Orders screen, the key field P/O C/O has been changed to P/O Rev. This indicates the true nature of the incremental number. A separate C/O field was added to the Primary Info tab. The C/O field is disabled on the original unposted purchase order and contains the default value of 0. It is only accessible for posted purchase orders. 06/18/07 3

4 This field formerly appeared on the Subcontract tab as Subcontract C/O, but has been renamed and can be used for both Normal and Subcontract purchase orders. The C/O number automatically increments with each new revision number but can be changed. For example, you can set it back to match the prior C/O number. When you create Rev for a posted purchase order, the C/O field becomes enabled and contains the value of 1, which you can change back to 0. Since you can change the C/O number, the Rev and C/O are not necessarily the same. If you post the revision described above and then do another revision, the Rev number is incremented by 1 and becomes The C/O increments by 1 as well, to C/O = 1, since it was previously set to 0. You may enter a value in the C/O field that is less than the C/O for the previous revision, but a warning message will be displayed. The C/O number is stored in the database with leading zeros, e.g., but on the P/O screen, in Argon and on reports the leading zeroes are stripped. Screen Changes Changes in COINS Ti Throughout COINS Ti, all labels on screens and reports that referenced a purchase order C/O have been changed to say Rev instead. Clients may use the separate C/O field to track changed P/Os as change orders when exchanging information with their vendors and subcontractors. The following COINS Ti functions were updated: Table 1: COINS Ti Functions That Were Updated with the Label Change Module Function Notes Change Posted Invoice Enter Invoices The Enter Invoices screens, error messages, and posting reports have been updated to use P/O Rev terminology. Held Invoices Report Invoice Inquiry Missing Receipts Report Subcontract F/M Subcontract Inquiry Subcontract Ledger Report Void Invoices All Error messages 06/18/07 4

5 Module Function Notes All F5 Lookups on Purchase Order number The C/O field was placed after the Rev field in the standard column set for purchase order F5 lookups. G/L Argon > Argon P/O Receipts Detail J/S Argon Argon The Rev and C/O columns are available in the Column Editor and can be added to your column set definitions. Neither column is part of the standard column set. See Figure 2. Change Posted PO Displays Rev and C/O fields but doesn t update them. Enter P/O Receipts Enter Purchase Order Inventory Status Inquiry Open Purchase Order Item Status Overdue Item Report P/O Committed Costs Report P/O Line Item Status The new C/O number was also added. Report P/O Receipt Posting Report P/O Receipts History The new C/O number was also added. Inquiry P/O Register Report P/O Variance Report Post Purchase Orders Print Purchase Orders On purchase orders printed from COINS Ti or from edocuments, the former C/O field (which has become the Rev field, ohd_conum) was replaced with the new C/O field (ohd_extrachc3). The Change Order label and field value are printed only if the new C/O field value is not , so that it is only printed for change orders. Purchase Order Complete Purchase Order Inquiry The new C/O number was also added. Purchase Order Line Status Inquiry The new C/O number was also added. 06/18/07 5

6 Module Function Notes Reinstate Purchase Orders This option on the Enter Purchase Orders > Other Tasks menu displays the Rev and C/O fields Scheduled Receipts Report Tailoring S/M Enter Work Orders S/M Work Order Inquiry Figure 2: PO Argon Screen, showing Rev and C/O columns Changes in COINS Version 7 The Enter Change Orders function is used to create change orders in COINS version 7. The P/O and Change Order labels on the Enter Change Order screens were not changed. However, the Change Order you enter there is the same as the Rev number in COINS Ti. In the COINS v7 Post Change Order function, changes were made to copy the ohd_conum field (the C/O number in version 7 and the Revision in COINS Ti) into the new C/O field (ohd_extrachc3) for compatibility between COINS v7 and COINS Ti data. 06/18/07 6

7 Report labels and column headings that referred to the purchase order C/O number were updated to refer to Rev instead. This change affects reports printed in COINS v7 as well as COINS Ti, since most report programs are shared. No changes were made in CA/DT because of the complex way it handles subcontract change orders. 06/18/07 7

8 Sample Reports Figure 3: Purchase Order / Revision Posting Report RUN DATE 04/10/07 13:40:52 COINS PURCHASE ORDER MODULE PAGE 1 QA - M1 v97c2 Stage PURCHASE ORDER / REVISION POSTING REPORT BATCH: KE POSTED TO G/L Y POSTED TO J/S Y POSTING DATE: 04/10/07 POSTED TO EQ Y PURCHASE ORDER POST: 0319 POSTED TO SM N PURCHASE ORDER REVISION VENDOR FISCAL DATE CENT 21ST CENTURY ENVIR. MGMENT INC 12/31/06 TYPE: N NORMAL SHIP VIA: BEST WAY JOB: P/O DATE: 06/29/06 FREIGHT: CO Collect PHASE: FISCAL DATE: F.O.B.: COST CODE: 1000 WRITTEN BY: John Adams P/O DESC: HYPO hook CATEGORY: MA GIVEN TO: INSTRUCTIONS: CONTRACT: DATE REQUIRED: TITLE-WRITTEN BY: Purchasing agent WORK ORDER: PRINT P/O(Y/N): Y TERMS: NET 45 S/O NUMBER: PRINT PRICES: Y CONFIRMED: Y ON 06/29/06 REQ #: CHANGE ORDER: 1 P/O CATEGORY: NCO CO/DIV: PRIOR TO THIS REV THIS REV TOTAL P/O LINE: 5, , SALES TAX: FREIGHT: ================= ================= ================= TOTAL: 6, , WEIGHT: VENDOR: SHIP TO: 21ST CENTURY ENVIR. MGMENT INC v97c2 QA stage 124 Testing Street P O BOX PO Box 1345 BOSTON, MA Albany, NY LINE: 001 **CHANGED** ITEM: 123abc DESCRIPTION: 123abc JOB: SIZE: PHASE: QUANTITY: TAXABLE: Y COST CODE: 1000 U.O.M: pr DIRECT PAY: N CATEGORY: MA UNIT COST: TAX JURISDT: 01 PROPOSAL: LINE COST: 3, REQUIRE DATE: CONTRACT TYPE: 06/18/07 8

9 Figure 4: Detail Purchase Order Line Item Status Report RUN DATE 04/10/07 14:54:56 COINS PURCHASE ORDER MODULE PAGE 1 QA - M1 v97c2 Stage DETAIL PURCHASE ORDER LINE ITEM STATUS LAST PURCHASE ORDER SORTED BY PURCHASE ORDER STARTING PURCHASE ORDER DATE 01/01/20 ENDING PURCHASE ORDER DATE 12/31/19 PURCHASE CHANGE ORDER REV VENDOR ORDER CENT 21ST CENTURY ENVIR. MGMENT INC 1 CHANGED CO/DIV: TYPE: N NORMAL SHIP VIA: BEST WAY JOB: DATE: 06/29/06 FREIGHT: CO Collect PHASE: WRITTEN BY: John Adams F.O.B.: COST CODE: 1000 GIVEN TO: P/O DESC: HYPO hook CATEGORY: MA DATE REQUIRED: INSTRUCTIONS: CONTRACT: PRINT P/O(Y/N): Y TITLE-WRITTEN BY: Purchasing agent WORK ORDER: PRINT PRICE: Y TERMS: NET 45 SALES ORDER: CONFIRMED: Y ON 06/29/06 P/O LINE AMT: 5, EQUIPMENT: COMPLETE(Y/N): N P/O FREIGHT: 0.00 REQ #: SALES TAX INV: 0.00 P/O SALES TAX: QTY VARIANCE: 0.00 FREIGHT INV: 0.00 P/O TOTAL: 6, COST VARIANCE: 0.00 USE TAX ACCR: 0.00 AMT INVOICED: 0.00 TOTAL VARIANCE: 0.00 AMOUNT PAID: 0.00 OUT COMMIT: 5,360.92N COMMITTED COST: 0.00N P/O LINE BAL: 6, P/O BALANCE: 6, VENDOR: SHIP TO: 21ST CENTURY ENVIR. MGMENT INC v97c2 QA stage 124 Testing Street P O BOX PO Box 1345 BOSTON, MA Albany, NY LINE: 001 CHANGED CO/DIV/CTR: ITEM: 123abc DESCRIPTION: 123abc JOB: PHASE: ORIGINAL QTY: REQUIRE DATE: COST CODE: 1000 CURRENT QTY: PROMISE DATE: CATEGORY: MA U.O.M: pr PROM SHIP DT: PROPOSAL: UNIT COST: DROP SHIP: N CONTRACT TYPE: ORIG LINE AMT: 3, UNIT WEIGHT: TAXABLE: Y 06/18/07 9