Home

Purchase Orders User Manual

1. Within Days Net Enter the number of days within which invoices must be paid in order to avoid service charges Specific Days of the Month If you entered 3 in the Payment Code field enter the date s of the month from which the payment days will be counted You can enter up to two dates for discounts and two dates for net payments For example if you entered 10 25 under Discount and 25 10 under Net it would mean e For invoices dated from the 25th through the 9th the discount due date is the 10th and the net invoice due date is the 25th e For invoices dated from the 10th through the 24th the discount due date is the 25th and the net invoice due date is the 10th of the following month The entered data is validated Press RETURN to save the information on this screen Select Next Record to go to the next Terms record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Terms file Purchase Orders User Manual 67 4 File Maintenance Option 3 Alternate Addresses This file contains alternate addresses that are used regularly such as the ship to send to or ship from addresses on purchase orders The ship to address refers to where the merchandise is sent send to is where the purchase order paperwork should be sent and ship from is the address from which the merchandise originates 99 66 By default the syst
2. Operator ID Enter an uppercase alphanumeric field up to 3 characters in length Only numbers and letters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed to edit transactions for another operator All control groups are separated by operator Control Number Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of invoices This number is printed on the journal tracked on the Transaction Control file and if General Ledger is a part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail Operator Exclusive Enter Y yes or N no The initial default value is N This field is required Indicate whether or not you are reserving exclusive rights to this group of invoices Y Yes access is restricted to the original operator N No access is not restricted Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this group of invoices This description will appear on the Transaction Control re port and inquiry Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal This entry i
3. N which assumes that the creation of 1099 forms has or will run smoothly If it is necessary to create a correction tape for some vendors enter Y and modify the sort range to create a tape containing only corrections Check GT Max The system displays either Y or N to indicate whether a check to be created will exceed the user specified maximum check amount This field is used in the Cash Requirements Report to indicate this condition for all checks to be created The entered data is validated Press RETURN to continue Select Next Record to go to the next Vendors record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Vendors file The screen below presents additional information about Vendors Purchase Orders User Manual 63 4 File Maintenance Figure 17 The Vendors Screen Part 2 of 2 Data items for the preceding screen are described below Vendor The Vendor and Name fields are displayed from the previous screen and are not editable Credit Limit Supply the amount of your credit limit with this particular vendor If you leave a blank or zero 0 entry in this field the system assumes a limit of zero not an unlimited line of credit An unlimited amount of credit is represented by 9999999999 However the Credit Limit field does not preclude entry of purchases over the limit For informational purposes only the Vendor Credit Limi
4. N to indicate whether or not Purchase Orders updates history in the Products By Vendor file during end of month processing Y Purchase Orders updates history in the Products By Vendor file during end of month pro cessing N Purchase Orders does not update history in the Products By Vendor file during end of Purchase Orders User Manual 97 4 File Maintenance month processing Products By Vendor history is be updated through the Inventory Con trol application Current Calendar Month Year The system displays the current calendar month and year Number of Fiscal Months The system displays 12 or 13 to specify the number of periods in the fiscal year Ask for Operator ID An entry of Y indicates that you want to be able to edit another operator s entries during Receipts Entry in Order Processing An entry of N means that the entries in the Receipts file will belong to the operator who entered them and will not be editable by another op erator Receipts in Purchase Orders Y Product receipts are entered through Purchase Orders If the Inventory Control application is part of the system receipt entry updates the on order uncosted and on hand quantities in the Products By Warehouse file If Inventory Control is not part of the system receipt entry updates only the on order quantity N Receipts are not entered through Purchase Orders they must be entered through the Inven t
5. Alpha Enter a unique code of up to 8 characters for this vendor You may want to use a portion of the vendor name as the code This field is required The code that you enter allows you to locate the vendor if you do not know the vendor num ber Also the system will use this code to sort data for reports Name Enter up to 30 characters for the vendor name This field is required If this is a miscellaneous vendor you may want to enter Miscellaneous Vendor for the name During invoice entry in Live Operations you can change this entry to a specific ven dor name Address Line 1 Enter up to 30 characters for the first line of the vendor address When entering a purchase order for this vendor in Live Operations if you do not enter a code from the Alternate Addresses file then the address that you enter here appears in the Ship From and Send To fields Address Line 2 Enter up to 30 characters for the second line of the vendor address City Enter up to 20 characters for the city in the vendor address Be sure to enter a comma as the last character if one should be printed between the city and state on the vendor s check during Accounts Payable Check Processing State Enter the standard 2 letter state abbreviation if applicable Zip Code Enter up to 10 characters for the zip code in the vendor address if applicable Country Enter up to 20 characters for the vendor s country 60 Purchase Orders User Man
6. Expert Distributing Inc 04 18 91 11 21 am KAY Page Request for Quotes List Vendor Req No RFQ Date PO Date Date Req Rets Org Special Instr Prepaid Printed Rate PO Status Purchase Order Number 00000010 Miscellaneous Supplier 1 03 31 90 010 2 10 Net 30 Warehouse 00 Ship Via Ship To Send To Miscellaneous Supplier FOB Ship From Miscellaneous Supplier Line Vendor Prod Product Quantity Quantity Price Fctr Amount Offset Account Description Purchase UM Pricing UM Curr Price Purchase Order Number Raw Materials 00000020 Pool and Associates 1 04 01 90 04 10 90 000 050 Net 30 Warehouse 10 Main Facility Ship Via Ship To Main Warehouse Best Way Send To Pool and Associates FOB Ship From Pool and Associates Warehouse Line Vendor Prod Product Instr Quantity Quantity Price Fctr Offset Account Taxable Description Purchase UM Pricing UM Curr Price 1035WRX2 10 200 00 1070001000MA 10 3 1 2 White Round X 2 EACH Inventory Corp Mfg 0412GPBRX2 20 1070001000MA 4 12 Gold P1 Blk Rnd X 2 2012 50 Inventory Corp Mfg Purchase Orders User Manual 49 2 Transaction Processing Option 12 Generate POs from RFQs This function allows you to generate purchase order entry records automatically from requests for quotes that were entered with purchase order numbers The purchase orders that are created are iden tified by the purchase order numbers entered on the requests for quotes To run this function select Gener
7. Lead Time Quantity Factor EACH 1 0000 010 MTD Units 234 YTD Units 1500 LY Units 5000 MTD Purchases 20000 YTD Purchases 120000 LY Purchases 250000 EACH MTD Units YTD Units LY Units MTD Purchases YTD Purchases LY Purchases EACH MTD Units YTD Units LY Units MTD Purchases YTD Purchases LY Purchases EACH MTD Units YTD Units LY Units MTD Purchases YTD Purchases LY Purchases File Maintenance 4 Option 20 Status Codes List This option prints a listing of the Status Codes file A sample output is shown below Expert Distributing Inc 04 18 91 03 57 pm KAY Page Status Codes List Status Number PO Status Confirmed Pending Backordered Delayed Past Due Partial Credit Hold Purchase Orders User Manual 111 4 File Maintenance Option 21 Special Instructions List This option prints a listing of the Special Instructions file A sample output is shown below Expert Distributing Inc 04 18 91 03 58 pm Special Instructions List Instruction No Description Text Complete Please hold delivery until order is complete Partial deliveries will not be accepted unless special arrangements are made with corporate headquarters 206 246 8080 Call First Please notify corporate headquarters by 9 00 AM day of delivery 206 246 8080 No B Order Back orders are not acceptable Quantities not filled in original shipment will be considered cancelled unless prior arrangement i
8. File Maintenance 4 Vendors are also assigned attributes that affect the method and impact of the payment For instance you can place a hold status on a particular vendor to prevent check generation in the Accounts Pay able application You also assign vendors to a specific liability account so that the system automatically posts payments to this account When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Vendors from the File Maintenance menu Here is a sample Vendors screen Figure 16 The Vendors Screen Part 1 of 2 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Vendor Enter a unique code of up to 5 characters to identify the vendor This is the code that will be used to recall or reference this record elsewhere in the system Purchase Orders User Manual 59 4 File Maintenance
9. Pricing Fetr Unit Price 3 25000 1 0000 5 75000 Qty Invd Oty Recd Amount Invoiced 08 15 89 08 08 89 08 15 89 0 00 150000 00 150000 00 0 00 Accum Dsc Accum Tax Accum Rtn Accum Oth Qty Invd Qty Recd Amount Invoiced 96000 00 EACH 60000 00 96000 00 EACH 60000 00 Taxable N 57 50 Taxable N 8 20 Taxable N 040 No Sub 10 Confirmed 00 00 00 00 19500 00 Taxable N 34500 00 Taxable N Reports and Inquiry 5 Option 7 Purchase Order Status Inquiry This inquiry provides information on the status of a selected purchase order The information includes the purchase order number vendor purchase order date dates required and shipped and data on quan tities ordered and received Enter the number of the purchase order for which you want to display status information Below is a sample Purchase Order Status Inquiry PO No 1002 Vendor 00000020 Pool and Associates PO Date 08 01 89 Contact Susan White Date Required 08 10 89 Phone 206 555 4778 Acknowledged 08 15 89 Order No 18212525 Shipping Date 08 08 89 Status Confirmed Special Instr Receiving department is not allowed to accept any substitutions without written acknowledgement from corporate headquarters Please notify in advance of any substitution 206 246 8080 Qty Rec d Qty Ord Unit Vendor Product Description 6000 00 EACH 1035WRX2 10 3 1 2 White Round x 2 x 6000 00 EACH 0412GPBRX2 4 12 Gold Pl Blk
10. Resale Inventory Cost of Goods Sold Sales Whls File Maintenance 4 Option 16 Products List This option prints a listing of the Products file The screen shown below allows you to choose to print the short Products List Figure 29 The Products List Screen Data items for the preceding screen are described below Print Short List Enter Y yes or N no The initial default value is N This field is required Indicate whether or not you wish to print the short Products List Press RETURN to save the information on this screen Purchase Orders User Manual 105 4 File Maintenance A sample Products List long form is shown below Expert Distributing Inc 04 18 91 11 42 am KAY Page Products List Class I U U Ctn Stk Tax U M DS Package Frt Cl Est Frt S A Ship Wt Commiss Sub Product ABC Cycle Phys 10 3 1 2 White Round WHITE ROUND 1 1 00 Y N Each N 010 4 12 Gold Plated Black Round BLACK ROUND 1 1 00 Y Y Each N 020 56 10 Red Cylinder RED CYLINDER 1 1 00 Y N Each N 010 58 10 Yellow Cylinder YEL CYLINDER 1 1 00 Y N Each 010 106 Purchase Orders User Manual File Maintenance 4 A sample Products List short form is shown below Expert Distributing Inc 04 18 91 11 48 am KAY Page 1 Products List Short Product Unit Stock Product Description Alpha Measure Item Taxable 10 2 White Round WHITE ROUND 4 12 Gold Plated Black Round BLACK ROUND 56 10 Red Cyl
11. Rnd X 2 3000 00 EACH 4510RCX3 56 10 Red Cylinder X 3 Purchase Orders User Manual 121 APPX Software Inc Purchase Orders User Manual Published 5 95
12. Use this selection to verify the current status of the Purchase Orders application Monthly Status pro vides an on screen display that shows the current calendar period and year Select Monthly Status from the Monthly Processing menu Here is a sample Monthly Status display Calendar Month Year 08 89 Purchase Orders User Manual 55 3 Monthly Processing Option 2 Close Month During the Close Month procedure Purchase Orders files are prepared for the next accounting month When closing the month the system updates the Products By Vendor file if this update is specified in the Parameters file It also updates the current month and year in the Parameters file If Purchase Orders updates the Product by Vendor file during end of month processing as defined in the Parameters file the following changes are made in the Products By Vendor file e The Price 1 Month Ago field is set to the Current Price e The Price 1 Month Ago through Price 5 Months Ago buckets are rolled back one month That is the Price 1 Month ago becomes the Price 2 Months ago the Price 2 Months ago becomes the Price 3 Months Ago and so on e If this is the final month of the year the LY Units and LY Purchases fields are set to the amounts in the YTD Units and YTD Purchases fields The YTD Units and YTD Purchases fields are cleared The Inventory Control Parameters file specifies whether the final month is the final month of the fiscal or calen
13. from the File Maintenance menu Here is a sample Special Instructions screen Figure 27 The Special Instructions Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Purchase Orders User Manual 95 4 File Maintenance Instruction No Enter a unique code of up to 3 digits to identify the instruction This is the number requested when the item is recalled or referenced on a purchase order Description Enter up to 10 characters to describe the instruction This description is displayed when the code is entered on a purchase order Instruction Text Enter up to 5 lines of 60 characters each for the special instruction or standard message This instruction or message is printed on the purchase order form Press RETURN to save the information on this screen Select Next Record to go to the next Special Instructions record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Special Instructions file Option 11 Parameters The Parameters file defines options that specify how the Purchase Orders applica
14. system this number must be on file in the Chart of Accounts file You can use the Scan op tion to find an appropriate entry The system displays the corresponding description so that you can verify your entry Over Under Enter the General Ledger account number for the adjustment account to which all overages and underages for products in this class will be posted If the General Ledger application is part of the system this number must be on file in the Chart of Accounts file You can use the Scan option to find an appropriate entry The system displays the corresponding description so that you can verify your entry Sales Enter the General Ledger account number for the sales account for products in this class If the General Ledger application is part of the system this number must be on file in the Chart of Accounts file You can use the Scan option to find an appropriate entry The system dis plays the corresponding description so that you can verify your entry Cost of Goods Sold Enter the General Ledger account number for the cost of goods sold account for products in this class If the General Ledger application is part of the system this number must be on file in the Chart of Accounts file You can use the Scan option to find an appropriate entry The system displays the corresponding description so that you can verify your entry Estimated Freight Enter the General Ledger account number for the estimated freight account to w
15. to specify whether or not this is a regularly stocked product Y This is a regularly stocked product Sales invoices posted with this product number in the Product No field will reduce on hand quantities in inventory N This is a nonstock product A nonstock item does not have on hand quantities that can be reduced You can also enter N here for a service for example installation or repair Sales invoices posted with this product number will not reduce on hand quantities Items per UM Enter up to 5 digits to specify the number of individual items included in the unit of measure Using the example given for the Unit of Measure field if each package unit of measure contains 3 shirts you would enter 3 here This field is for your information only If this field is changed the system automatically changes this field on all Products By Ware house records that include this product Taxable Enter Y or N to specify whether or not this product is subject to sales tax when sold This field is used by the Order Entry and Accounts Receivable applications Y This product is subject to sales tax N This product is not subject to sales tax If this field is changed the system automatically changes this field on all Products By Warehouse records that include this product Thus you should change this field only if no purchase orders remain open or if you also plan to modify all related records through the ap
16. 12 characters to identify the vendor s product number for the product This infor mation is included on purchase orders to the vendor Quantity Factor Enter up to 5 digits and 2 decimals for the factor used to convert the purchase unit to your inventory or stockkeeping unit For example if you buy a product in gallons but price and stock the product in pints the Quantity Factor is 8 On the other hand if you purchase the product in pints but price and stock the product in gallons the Quantity Factor is 125 This factor is used to determine how many products are entered into the inventory from a purchase It is also used by the reorder function in Inventory Control to determine the reorder quantity for automatically generated purchase orders When the reorder point is reached the system uses this factor to convert your reorder quantity into purchasing units The default is 1 00 the Quantity Factor used if the purchase unit and the stockkeeping unit are the same Here is an example of the relationship between the conversion factors Purchasing Unit Gallons stock purchased in gallons Pricing Factor 8 Pricing Unit Pint stock priced in pints Quantity Factor 8 Stockkeeping Unit Pint stock quantity maintained in pints Vendor Prod Desc Enter up to 30 characters for the vendor s description of the product This information is included on purchase orders to the vendor Lead Time Ent
17. 456 7890 313 568 9652 206 555 9872 303 987 5515 206 555 4778 352 9821 352 1456 352 0764 206 555 4112 262 987 6541 206 555 9874 206 555 1008 206 555 6000 206 555 9871 303 987 2274 206 555 4777 206 555 1212 File Maintenance 4 KAY Page Description 2 10 25 N 25 10 2 10 Net 30 Cash Cash Net EOM Net EOM 3 15th Net 25th Net EOM Net EOM Cash Cash Cash Net 30 Net EOM Purchase Orders User Manual 101 4 File Maintenance Option 13 Terms List This option prints a listing of the Terms file A sample output is shown below Expert Distributing Inc 04 30 91 11 49 am KAY Page 1 Terms List Disc Disc Code Discount Discount Net Code Net Net Description i Code Days Description Day of Mo Day of Mo Code Description Day of Mo Day of Mo 2 10 Net 30 x Specific Days Specific Days Net EOM is End of Month 3 15th Net 25th 3 Specific Days Specific Days Cash nf Invoice Date Net 30 x Invoice Date Invoice Date 2 10 25 N 25 10 x Specific Days Specific Days 102 Purchase Orders User Manual Option 14 Alternate Addresses List File Maintenance 4 This option prints a listing of the Alternate Addresses file A sample output is shown below 04 18 91 11 36 am Addr Code Expert Distributing Alternate Addresses List Address Commercial Supplies 114 E Marginal Way BLDG 12 Attn A Daniels Seattle WA 981166 Commercial Supplies OFFSITE 8900 Olympic Way West At
18. By Vendor file Pricing Factor The system displays the pricing factor for the product from the Products By Vendor file This is the factor used to convert the number of purchasing units Purch Units Ord to pricing units Pricing Qty Ord The system displays the number of pricing units on the order This is the number of purchas ing units on the order Purch Units Ord multiplied by the Pricing Factor The pricing unit of measure is displayed in the Pricing UM field on this screen see below Pricing UM The system displays the description of the pricing unit of measure for the product from the Products By Vendor file Current Price The system displays the unit price of the product from the Products By Vendor file This is the price per pricing unit of measure quoted by the supplying vendor You can enter a differ ent current price of up to 6 digits and 5 decimals to override the display Amount The system displays the extended amount of this line item The amount is computed accord ing to this formula Purch Units Ord x Pricing Factor x Current Price This formula is equivalent to the following Pricing Unit x Current Price You can enter up to 7 digits and 2 decimals to override the display If you change the amount the system recalculates the Current Price Taxable This field indicates whether or not sales tax is charged for this product Y Sales tax is charged for this product N Sales tax is not charged for
19. Desc The system displays the vendor s product description from the Products By Vendor file You can enter a different description of up to 30 characters to override this display Warehouse The system displays the Warehouse entry from the previous screen and the corresponding description from the Warehouses file You can enter a different warehouse number to over ride the display You can use the Scan option to find an appropriate entry The system dis plays the corresponding description so that you can verify your entry Purchase Qty Ord Enter up to 5 digits and 2 decimals for the number of purchasing units on the request for quote The purchasing unit is displayed in the Purchase UM field on this screen see below Purchase UM The system displays the purchasing unit of measure for the product from the Products By Vendor file 46 Purchase Orders User Manual Transaction Processing 2 Pricing Factor The system displays the pricing factor for the product from the Products By Vendor file This is the factor used to convert the number of purchasing units on this request for quote entered in the Qty Ordered field to pricing units of measure Pricing Qty Ord The system displays the number of pricing units on the request for quote This is the number of purchasing units on the request Purch Units Ord multiplied by the Pricing Factor The Pricing unit of measure is displayed in the Pricing UM field on this screen see belo
20. In all cases the User ID date and time are printed Select Warehouses from the File Maintenance menu Here is the Warehouses entry screen Figure 22 The Warehouses Screen Purchase Orders User Manual 77 4 File Maintenance When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Warehouse Enter 2 digits to identify the warehouse This is the code that will be used to recall or refer ence this record elsewhere in the system Description Enter up to 30 characters to describe the warehouse Address Line 1 Enter up to 30 characters for the warehouse s address During purchase order entry the system displays the address you enter here as the default ship to address Address Line 2 If needed enter up to 30 additional characters to complete the warehouse address City Enter up to 20 characters for the city where the warehouse is located State Enter the standard 2 letter state abbreviation Zip Code Enter up to 10 characters for the zip code Country Enter up to 20 characters for the country where the warehouse is l
21. Y if any changes are made to this purchase order and resets the flag to N when the delete completed POs function is run Last Inv The system displays the date of the last invoice posted for the purchase order The system updates this date as invoices are processed for the purchase order Accum Sub The system displays the subtotal amount line items exclusive of freight tax and other amounts already invoiced on the purchase order The system updates this figure as invoices are posted Accum Tax The system displays the tax amount already invoiced on the purchase order The system up dates this figure as invoices are posted Purchase Orders User Manual 13 Transaction Processing Accum Inv The system displays the amount already invoiced on the purchase order The system updates this figure as invoices are posted Accum Frt The system displays the freight amount already invoiced for the purchase order The system updates this figure as invoices are posted Accum Discount The system displays the discount amount already taken on invoices for the purchase order The system updates this figure as invoices are posted Accum Retention The system displays the retention amount already withheld on invoices for the purchase or der The system updates this figure as invoices are posted Accum Other The system displays other charges already invoiced on the purchase order The system updates this
22. all Products By Ware house records that include this product Cycle Count 76 Enter up to 2 digits to specify the number of times per year that physical inventory should be taken for this product This entry provides another classification to use when selecting prod ucts for physical inventory Purchase Orders User Manual File Maintenance 4 Physical Type Enter up to 3 characters to provide an additional classification for this product The physical type can be used to group products of similar types when a partial physical in ventory is taken It can also be used to sort products for reports and inquiry If this field is changed the system automatically changes this field on all Products By Ware house records that include this product The entered data is validated Press RETURN to save the information on this screen Select Next Record to go to the next Products record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Products file Option 6 Warehouses The Warehouses file describes each inventory warehouse in the system Each record in the file in cludes a unique warehouse number an address and phone number and a manager s name When you use this option a record of all entries is printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown
23. an appropriate entry After you enter a valid account number the system displays the corresponding description so that you can verify your entry Offset Account Provide an offset account to use as a default on invoices entry for the vendor You may change the default during transaction entry You can use the Scan option to find an appropri Purchase Orders User Manual 61 4 File Maintenance ate entry For example if you always purchase office supplies from this particular vendor enter the expense account for offices supplies If no offset account is specified no default will occur during transaction entry If an account number is entered it must be a valid ac count in the Chart of Accounts file and the system will display the account description so that you can verify your entry Retention Enter a nondecimal number of up to 3 digits as a percentage for computing the retention amount For example to retain 10 on invoices from this vendor enter 10 Hold Checks Enter Y or N to indicate whether or not the system will prevent this vendor s checks from being created during Accounts Payable Check Processing Y Do not create checks for this vendor regardless of pay status If a Cash Requirements Report is printed in Accounts Payable all invoices for this vendor will have a hold status N Process this vendor s checks as usual Tax Identifying No Enter the social security number or other tax i
24. figure as invoices are posted The entered data is validated Press RETURN to save the information on this screen Select Next Record to go to the next Purchase Orders record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Purchase Orders file The screen shown below presents information about Purchase Order Line Items 14 Purchase Orders User Manual Transaction Processing 2 Figure 4 The Purchase Order Line Items Screen Certain entries on this screen will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below PO Line No The system provides a line number beginning with 1 for each line item on the order You can enter a new line number to override the display Product Enter a product number from the Products file You can use the Scan option to find an appro priate entry This entry iden
25. file the system displays a warning You can create a Products By Warehouse record by selecting Option 18 You should use caution in creating records in this way as only a skeleton record will be cre ated and many fields will be filled with the file default values One such field is the Qty Factor field which is set to 1 See the description of this field in the discussion of the Prod ucts By Vendor file in the File Maintenance section of this manual You can edit these records later to complete the detail If you entered a product number in the previous field the system displays the corresponding description If not or if you want to override the display enter up to 30 characters to de scribe the product or the line item If you are using Option 17 this field is displayed from the purchase order and can be changed Offset Account Enter the offset account to which this invoice applies You can use the Scan option to find an appropriate entry The system displays the corresponding description from the Chart of Ac counts file so that you can verify your entry If you are using Option 17 the system displays the offset account from the purchase order You can enter another offset account to override the display Prorate 36 Indicate whether or not freight tax and other amounts should be prorated to this line item If this field is set to N no amount is prorated to the line item nor is the line item amount in cluded i
26. is an original order Y This purchase order is the initial order to the vendor N The purchase order is not the initial order to the vendor This field is for your information only Ship From If the order if any generated from this request for quote will be shipped from an address other than the address on the Vendors record see the Vendor No field description enter the corresponding code from the Alternate Addresses file You can use the Scan option to find an appropriate entry The system displays the corresponding Addressee Name so that you can verify your entry If no alternate address is entered the system displays the name from the Vendors record Prepaid Amt Enter up to 7 digits and 2 decimals for the amount prepaid against this purchase order Warehouse If this request for quote will be converted to a purchase order enter a 2 digit warehouse num ber from the Warehouses file to identify the warehouse to which the order will apply You can use the Scan option to find an appropriate entry The system displays the corresponding description so that you can verify your entry This entry appears as the default Warehouse No when you enter line items for this request for quote Purchase Orders User Manual 43 2 Transaction Processing Ship Via If this request for quote will be converted to a purchase order enter up to 20 characters to identify the freight company to be used This entry is printed on the purchase or
27. months ago After you run Close Month processing the unit price in the Price 1 Month Ago field rolls back into this field Price 3 Months Ago The system displays the unit price charged by the vendor three months ago After you run Close Month processing the unit price in the Price 2 Months Ago field rolls back into this field Price 4 Months Ago The system displays the unit price charged by the vendor four months ago After you run Close Month processing the unit price in the Price 3 Months Ago field rolls back into this field Purchase Orders User Manual 91 4 File Maintenance Price 5 Months Ago The system displays the unit price charged by the vendor five months ago After you run Close Month processing the unit price in the Price 4 Months Ago field rolls back into this field Price 6 Months Ago The system displays the unit price charged by the vendor six months ago After you run Close Month processing the unit price in the Price 5 Months Ago field rolls back into this field MTD Units The system displays the number of pricing units purchased from the vendor in the current month YTD Units The system displays the number of pricing units purchased from the vendor in the current year including the current month Depending on the specification in the Inventory Control Parameters file the current year may be either the current fiscal year or the current calendar year If Inventory Control is not pa
28. record If the Reorder Vendor field is left blank the vendor name on the reorder record is blank it can be entered after the record is created The entered data is validated Press RETURN to continue Select Next Record to go to the next Products By Warehouse record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Products By Warehouse file Below is the second Products By Warehouse screen Figure 24 The Products By Warehouse Screen Part 2 of 2 Certain entries on this screen will be automatically displayed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed Also certain fields on the screen do not apply if the Inventory Control or Order Entry application is not part of the system In this case you do not need to make entries in these fields An asterisk appears next to these fields Purchase Orders User Manual 83 4 File Maintenance Product The system displays the Product entry from the previous screen and the corresponding de scription Warehouse The system displays the Warehouse entry from the previous screen and the corresponding description from the Warehouses file On Hand Qty The system displays the number of stockkeeping units of the product that are on hand at the warehouse Requis d The system displays the number of stockkeeping units of the product that are
29. requisitioned in Inventory Control for this warehouse Cost The system displays the current unit cost of the product at this warehouse The unit cost in cludes both the purchase price of the unit and any additional prorated costs applied to the cost of the product for example freight and tax On Order The system displays the number of stockkeeping units of the product that are on order for this warehouse Uncosted The system displays the number of stockkeeping units of the product that have been received but not yet invoiced costed If the Inventory Control application is part of the system Inventory Control transactions up date this field on line Last Cost The system displays the most recent unit cost of the product at the warehouse Committed The system displays the number of stockkeeping units of the product that have been commit ted sales orders not yet shipped from this warehouse 84 Purchase Orders User Manual File Maintenance 4 If the Order Entry application is part of the system this field is updated by Sales Order Entry Online Adj The system displays the number of stockkeeping units of the product that have been sold and shipped but not posted If the Order Entry application is part of the system this field is updated by Sales Order Entry or Shipping Confirmation Total Cost The system displays the total cost of all stockkeeping units on hand at this warehouse For example if 50 of these produ
30. the system displays a warning You can cre ate a Products By Vendor record by selecting Option 17 The record that you create will have valid product and vendor numbers if the following conditions is true Purchase Orders User Manual 45 2 Transaction Processing The option to keep detailed product by vendor information is selected in the Inventory Con trol Parameters file If the option to keep product by vendor detail is not selected the record you create will have a valid product number and a blank vendor number The pricing and unit of measure informa tion that you enter on this screen are used as the initial values for the generated Products By Vendor record Similarly if the Products By Warehouse record is not on file the system displays a warning You can create a Products By Warehouse record by selecting Option 18 You should use caution in creating records in this way as only a skeleton record will be cre ated and many fields will be filled with default values One such field is the Qty Factor field which is set to 1 See the description of this field in the discussion of the Products By Vendor file in the File Maintenance section of this manual You can edit these records later to com plete the detail Vendor Product The system displays the vendor s number for this product from the Products By Vendor file You can enter a different vendor product number of up to 12 characters to override the dis play Vendor Prod
31. this number need not be exactly sequential the number itself is important as a part of your audit trail Purchase Orders User Manual 27 2 Transaction Processing The entered data is validated Press RETURN to continue to the next screen Select Next Record to go to the next Invoice Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoice Control Groups file The Invoices header screen appears below Figure 8 The Invoices Screen When the key value for a particlar record is requested you can review all of the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Transaction No The system automatically numbers transactions in sequence beginning with 1 Transaction Type The system displays a 1 digit code to identify the type of transaction The default is S for purchase order invoice You may also enter 2 for a debit credit memo The transaction type description is displayed following the type code 28 Purchase Orders User Manual Transaction Processing 2 Vendor Enter a vendor number from the Vendors file You can use the Scan option
32. this product This entry is printed on the purchase order Purchase Orders User Manual 17 2 Transaction Processing Offset Account The system displays the offset account for the product from the Product Classes file followed by the description of this account from the Chart of Accounts file You can enter a different offset account number to override this display use the Scan option to find an appropriate entry Special Instr If a special instruction will be printed on the purchase order for this line item enter the 3 digit code from the Special Instructions file You can use the Scan option to find an appropriate entry The system displays the associated description so that you can verify your entry Quantity Received The system displays the number of purchasing units that have been received This informa tion is updated from posted receipts Quantity Invoiced The system displays the number of pricing units that have been invoiced This information is updated from posted invoices Amount Invoiced The system displays the amount that has already been invoiced The entered data is validated Press RETURN to display system supplied information and then press RETURN again to save the information on this screen Select the Previous Image option to go back to the Purchase Orders screen Select the Next Record option to go to the next Line Items screen Select the END option to go to the next Purchase Orders screen
33. tion Any modification of the software or documentation is the responsibility of the licensed software consultant who makes the modification Contents In addition to an overview explaining the functions of the application this manual includes e Sample screen displays e Data field characteristics e Instructions and explanations for valid entries e Pertinent examples e Sample reports lists and inquiries Other Manuals The APPX User Manual provides general information about starting up your system making entries printing and using other features common to all APPX applications Since the information contained in the APPX User Manual is not repeated in this or other APPX manuals you should read it carefully before working with the system This manual the Purchase Orders System Administration manual which provides information about the Initial Setup phase and the Recovery Processing phase and the APPX User manual complete the set of manuals that accompany each APPX application For questions about the computer hardware used at your installation refer to the manuals provided by the hardware manufacturer 2 Purchase Orders User Manual General Information I Phases The Purchase Orders application operates in three distinct phases e Initial Setup e Live Operations e Recovery Processing Each of these phases has a specific role in processing data Initial Setup During Initial Setup master files and system maint
34. to find an appro priate entry The system displays the corresponding name so that you can verify your entry If you enter the number for a miscellaneous vendor you must enter the name of the vendor in the Miscellaneous Vendor Name and Address fields see the next screen description If you are using Option 17 the vendor number is displayed from the purchase order and can not be changed PO No Enter a valid purchase order number of up to 8 characters to identify the purchase order to which the invoice applies You can use the Scan option to find an appropriate entry You can leave this field blank if the invoice is not associated with a purchase order Pay Status The system displays the 1 character pay status code from the Vendors file This code identi fies how the invoice payment will be handled You can enter a different code to override the display The valid choices are N Normal use the payment terms as defined in the Terms file H Hold place a hold on the check until it is released during Check Processing Edit Pay Status in Accounts Payable D Disputed do not pay until the problem is resolved T Take discount regardless of payment terms The system displays the description of the pay status code so that you can verify your entry Description Enter up to 30 characters to describe the invoice The system prints this entry on the Invoices journal If you are using Option 17 to create this invoice entry this fie
35. 0 characters to identify the product If this field is changed the system automatically changes this field on all Products By Ware house and Products By Vendor records that include this product Thus you should change this field only if no purchase orders remain open or if you also plan to modify all related records through the appropriate File Maintenance functions Product Class Enter the product class to which this product belongs You can use the Scan option to find an appropriate entry The product class you enter must be in the Product Classes file The sys tem displays the corresponding description so that you can verify your entry The Product Classes record identifies the General Ledger accounts that are used for this product If this field is changed the system automatically changes this field on all Products By Ware house records that include this product Posted purchase orders are not changed and would require an operator to manually change any affected General Ledger accounts on the purchase order Unit of Measure Enter up to 4 characters to describe the stockkeeping unit of measure used for the product as Purchase Orders User Manual 73 4 File Maintenance it is stored in inventory For example if shirts are stored by the package in inventory you could enter Pkg here This field is for your information only It is occasionally displayed for reference on other records Stock Item Enter Y or N
36. 1000MA Inventory Corp Mfg 10 10 3 1 2 White Round X 2 0002 1070001000MA Inventory Corp Mfg 10 4 12 Gold Pl Blk Rnd X 2 0003 1070001000MA Inventory Corp Mfg 56 10 Red Cylinder X 3 Post Mo Yr 08 89 Totals gt Control Group Totals gt Entered Calculated Difference Control Group KAY 0012 Control Totals 81 95 Exclusive N Hash Totals 20 Post Now Prepayment Retention Subtotal Discount Freight Grand Totals gt Number of Errors in This Journal Number of Warning Purchase Orders User Manual 39 2 Transaction Processing Option 8 Receipts Post During the receipts post procedures the Purchase Orders are updated Option 9 Invoices Post During the invoices post procedures the Purchase Orders Vendors Vendor History Unpaid In voices Transactions Inventory Costing and General Ledger Detail are updated Option 10 Request for Quotes Maintenance This function is used to enter requests for supplier quotes Two screens are used the header to enter general information for a request for quote and the second to enter line items You can enter any num ber of line items for a single request for quote Many of the fields are not required for a request for quote However they can be entered for purchase orders that will be generated using the Generate POs From RFQs function Alternatively you can enter only basic information for the request for quote generate a purchase order f
37. 12525 08 08 89 Product Number Totals 6010 00 Product 30 56 10 Red Cylinder 1001 0003 08 01 89 00000020 Pool and Associates 113250 08 05 89 2 00 1002 0003 08 01 89 00000020 Pool and Associates 18212525 08 08 89 3000 00 Product Number Totals gt Grand Total gt 116 Purchase Orders User Manual Reports and Inquiry 5 Option 3 Purchase History by Product Report This report lists each product and vendor For each product vendor combination it shows unit and purchase information the last cost and purchase detail in pricing units for the current month current year and previous year Here is a sample Purchase History by Product Report Expert Distributing Inc 04 19 91 10 43 am Product Purchase History Report Last Last Pricing MTD MTD YTD LY LY Price Pur Date Unit Units Purchases Purchases Units Purchases Product Class 10 Standard Product 10 10 3 1 2 White Round 00000020 Pool and Associates 100 250 05 29 89 EACH 20000 1500 00 120000 5000 00 250000 Product Subtotals gt Product Class Subtotals gt Product Class 20 Special Order Product 20 4 12 Gold Plated Black Round 00000020 Pool and Associates 150 750 05 29 89 y x 500 00 50000 Product Product Class Subtotals gt Product Class 30 Custom Product 30 56 10 Red Cylinder 00000020 Pool and Associates 98 100 06 10 89 EACH s 3 135 00 14200 Product Subtotals Product 40 58 10 Yellow Cylinder 000000
38. 20 Pool and Associates 04 05 89 EACH Product Subtotals Product Class Subtotals Grand Totals 5 153625 Purchase Orders User Manual 117 5 Reports and Inquiry Option 4 Purchase History by Vendor Report This report lists each vendor and shows a separate line for each product including the description pricing unit and month to date year to date and last year units and purchases This report can also be printed through the Inventory Control application if Inventory Control is part of the system Only summary data for this report is kept if the option to keep Products By Vendor Detail by vendor is not chosen in the Inventory Control Parameters file Here is a sample Purchase History by Vendor Report Expert Distributing Inc 04 19 91 10 44 am Vendor Purchase History Report Pricing MTD MTD YTD LY Product Description Unit Units Purchases Purchases Purchases Vendor 00000020 Pool and Associates 10 3 1 2 White Round EACH 234 1500 00 120000 5000 00 250000 4 12 Gold Plated Black Round EACH 125 125 00 18750 500 00 50000 56 10 Red Cylinder EACH o s 25 00 2375 135 00 58 10 Yellow Cylinder EACH 320 x 400 00 12500 0 00 Vendor Subtotals gt Grand Totals gt 118 Purchase Orders User Manual Reports and Inquiry 5 Option 5 Inflation Report This report lists each product its cost per unit for each supplying vendor for the past six months its current price and the annualize
39. 7 digits and 2 decimals for the amount prepaid against this purchase order The prepayment is carried over to the invoice to reduce the invoice amount Warehouse Enter a warehouse number to identify the warehouse to which the order will apply You can use the Scan option to find an appropriate entry The system displays the corresponding de scription from the Warehouses file so that you can verify your entry This entry appears as the default Warehouse No when you enter line items for this purchase order Purchase Orders User Manual 11 2 Transaction Processing Ship Via Enter up to 20 characters to identify the freight company to be used This entry is printed on the purchase order Spec Inst Enter a code of up to 3 digits from the Special Instructions file for the instructions that will be printed on the bottom of the purchase order You can use the Scan option to find an appropri ate entry The system displays the corresponding description so that you can verify your entry FOB Enter up to 20 characters to identify the destination or shipping point to which the order will be shipped free on board This entry is printed on the purchase order Status Enter a 2 digit code from the Status Codes file to describe the status of this order You can use the Scan option to find an appropriate entry The system displays the corresponding de scription so that you can verify your entry The status code is included on the
40. At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Purchase Order Line Items file 18 Purchase Orders User Manual Transaction Processing 2 Option 2 Purchase Order Forms This function is used to print purchase order forms These forms are designed to print on standard 8 1 2 x 11 inch paper The purchase order form includes the send to and ship to addresses ship via information the date required the terms and the free on board FOB destination or shipping point Any instructions from the Special Instructions file are printed at the bottom of the form or immediately below the line item s to which they refer Room is also provided for an authorization signature Select Purchase Orders from the Forms Option on the Transaction Processing menu Here is a sample Purchase Orders form P O Number 1002 Revision Page 001 PURCHASE ORDER Order Date 08 01 89 Ship Pool and Associates To South End Facility 985 E University Way South End Warehouse Suite 115 114 E Marginal Way Bldg 12 Seattle WA Seattle WA 98521 USA 98166 Original PO Y Date Required 08 10 89 Ship Via AIR FREIGHT Terms FOB WAREHOUSE Product Purchase Unit Quantity Curr Price ted 1035WRX2 EACH 6000 00 3 25000 19500 00 10 3 1 2 White Round x 2 0412GPBRX2 EACH 6000 00 5 75000 34500 00 4 12 Gold Pl Blk Rnd X 2 4510RCX3 EACH 3000 00 4 10000 12300 00 56 10 Red Cylin
41. Enter a unique code of up to 5 characters to identify the alternate address This code could be associated with the vendor number or the warehouse number to make it easier to remember For example the alternate ship from address for vendor 500 might have 500 for the Address Code Addressee Name Enter up to 30 characters for the name of the addressee Address Line 1 Enter up to 30 characters for the first line of the address Address Line 2 Enter up to 30 characters for the second line of the address City Enter up to 30 characters for the name of the city State Zip Code Enter 2 characters to identify the state and up to 10 characters for the zip code if applicable Country Enter up to 20 characters to identify the country Press RETURN to save the information on this screen Select Next Record to go to the next Alternate Addresses record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Alternate Addresses file Purchase Orders User Manual 69 4 File Maintenance Option 4 Product Classes The Product Classes file identifies product classifications and the General Ledger accounts used for products within each classification Each product class is assigned a unique number The record in the Products file for each product con tains a reference to the product class number Because the product class is associated with General Ledger accounts each prod
42. Full PO function one of the Special Programs on the Transaction processing menu The Purchase Orders Parameters file specifies whether or not receipts are entered through the Purchase Orders application If not they are entered through the Inventory Control application 20 Purchase Orders User Manual Transaction Processing 2 If receipts are entered through Purchase Orders receipt entries automatically update the Products By Warehouse on order figures If the Inventory Control application is part of the system receipt entries also update on hand and uncosted quantities Receipt entries remain uncosted until the corresponding invoices are posted Purchase orders must be fully receipted and invoiced before they are deleted from the system during Delete Completed POs posting Select Receipts from the Data Entry option on the Transaction processing menu A sample Receipts entry screen is shown here Figure 5 The Receipts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Transaction No The system automatically numbers transactions in seq
43. If the journal shows any errors the errors must be corrected and the journal reprinted If the journal has been printed and some of the data is modified the journal must be reprinted before the data can be posted An additional feature is available that allows you to use Option 17 to create invoice entries directly from purchase orders This eliminates the need to enter the same information that is stored on the purchase order To use this procedure 1 Enter the purchase order number 2 Select Option 17 3 Enter information in a few fields that do not receive information from the purchase order These fields include the Vendor Invoice Invoice Date Freight Tax and Other fields 4 Press RETURN to enter the displayed values Purchase Orders User Manual 23 2 Transaction Processing The freight discount tax and other costs entered on the invoice header are prorated across the line items based on the amount of the line item These costs adjust the purchase price then post the cost of a product to the Products By Warehouse record You can choose not to use this option and to simply enter freight tax and other costs as line items In this case these costs are not prorated against any products If you choose to use the estimated freight option in the Inventory Control Parameters file the Freight field on the invoice header must be used Select Invoices from the Data Entry option on the Transaction processi
44. Orders Mentse a nen iah eaae EAn a EAE ea a Eea A AA aE ee e ERAS 5 Chapter 2 Transaction Processing scoecssesesssesesooesssooecsseccesseeesoossssoosssseee 7 Option 1 Purchase Orders 0 eee Option 2 Purchase Order Forms w Option 3 Request for Quotes Forms s ssssseseeesessrsreesreseserestsrstrrsrsrsrsrerereresenrsrstseeet 20 Option 4 Receipts e euen E E E AE E E AAT S 20 Option 5 INVoICes mni a eh tie ates s e ra e e arae ee ee ear e e aa ea ER 23 Option 6 Receipts Journal inseri tencon iiaii 38 Option 7 Invoices Journal sisin a E AE AAE A R A 39 Option 8 Receipts Post xisccsrores Pee se E E ea Aas N a a 40 Option 9 Invoices Post s s 40 Option 10 Request for Quotes Maintenance 40 Option 11 Request for Quotes List 4d Option 12 Generate POs from RFQs 50 Option 13 Receipt Full PO 0 1 30 Option 14 Delete Completed POS 000 0 eeseseeseeeceeeeeeesseeseeseeeceesecsesaesaeeaeeaeeeeeees 51 Option 22 Print All Journals i jcscacescc desea cockecteszscdsecscusscsesdecsdugs AEE A AA Ais 51 Option 23 Post All Transactions essssssessseseeesretsrstsretsrereserrerstststrersrsrsrersreresenrersrstset 52 Option 24 Print Post All Transactions s sssesesesesesssseerssesesestsesisterrstersrstsrererenenrsrsrseset 52 Chapter 3 Monthly Processing cscssssscssscssssssscssesssesssessssssenessseseeees 53 Option L Monthly Status 2 262 c seccsesets e
45. Purchase Orders User Manual Confidential Information This document contains propri etary and valuable confidential trade secret information of APPX Software Inc Richmond Virginia Notice of Authorship This publication and the computer software it relates to were authored by APPX Software Inc 1995 by APPX Software Inc 1100 Boulders Parkway Richmond Virginia 23225 APPX is a registered copyright of APPX Software Inc All rights reserved No part of this publication may be reproduced or used in any form or by any means electronic or mechanical including photocopy ing and recording or by any information storage and retrieval system without permission in writing from APPX Software Inc Table_of Contents Chapter 1 General Information ccsccssessscssesssscssscsesssssscsssesssssessssessees 1 Purpose cherse iis Contents Other Manijal Sr inesnn e a e E UE E E E RAET 2 PASE REE a E EE E A T E AE A E E E OST 3 Initial Setpa anea feiss ees RE A A he emi le Meena RE 3 Live Operations a Sele a aisha ta E E EN AA ate E E EAA E ANR N 3 Recovery Processin amp ria devised odeensivtsiiacng T a ie RET ET ELE 3 Accounting Audit Trails sine e E E O E Matai E ES 4 Transaction Entry Journal Printing Transaction Posting Modification Logs ee Application Features Application Interfaces 4 4escevesiee dauccesendaveseiiea nies EO RE 5 Purchase
46. Purchase Orders Report and provides a way to selectively print purchase orders Ship Date Enter the date the order will be or was shipped This field is for your information only BO Date If the purchase order is backordered enter the date the order was placed on backorder This field is for your information only Vendor Order Enter up to 8 characters for the vendor s order number for the purchase order Ackn Date Enter the date that the vendor acknowledged the purchase order This field is for your infor mation only 12 Purchase Orders User Manual Transaction Processing 2 Last Adjust If the purchase order is revised or adjusted you may enter the date of the most recent revision Printed The system displays Y or N to indicate whether or not the purchase order has been printed since it was last modified Y This purchase order has been printed N This purchase order has not been printed This flag is reset to N if any changes are made to this purchase order Revision No If the purchase order is revised you may enter a Revision Number which will be printed on the Purchase Order form Modified The system displays Y or N to indicate whether or not the purchase order has been modi fied since the last time the Delete Completed POs function was run Y This purchase order has been modified N This purchase order has not been modified The system sets this flag to
47. ained files can be set up and transaction history may be entered This information provides a basis for the Live Operations phase Live Operations In Live Operations purchase orders specifying particular products vendors and warehouses are en tered Receipts and invoices can be entered for each purchase order Certain special programs can be used to enter requests for quotes and to convert requests for quotes to purchase orders Purchase Orders can produce a variety of reports including e Purchase Orders Report e Purchase Orders By Product Report e Purchase History By Product Report e Purchase History By Vendor Report e Inflation Report Inquiry functions are available to display the status of posted purchase orders on your screen Recovery Processing As you use the Purchase Orders application there is a certain day to day risk of losing data due to sudden power surges or outages and other system problems Recovery Processing is used to manually restore information to system maintained fields and files that are normally not accessible during the Live Operations phase Recovery Processing is provided as an aid to your system administrator and should only be accessed by your system administrator or under his or her direction Purchase Orders User Manual 3 I General Information This application is designed to interface with other APPX accounting applications Check with your software consultant for more information about integra
48. ales data will be posted to Sales Analysis N Sales data will not be posted to Sales Analysis or Sales Analysis is not part of the system This entry can be specified in the Products By Warehouse file if not appropriate at the product level If this field is changed the system automatically changes this field on all Products By Ware house records that include this product Shipping Weight Enter up to 5 digits and 2 decimals for the weight of the product when it is packaged for ship ping This amount should reflect a consistent standard unit of measure for example ounces pounds or tons Commission Amount If your salespeople receive a fixed commission for this product enter up to 5 digits and 2 decimals for the dollar amount of the commission per unit of measure Freight Class Enter up to 3 digits to identify the freight class under which this product as packaged for shipping is shipped If the Order Entry application is part of the system this freight class Purchase Orders User Manual 75 4 File Maintenance must be on file in the Freight Classes file and the system will display the corresponding de scription so that you can verify your entry Estimated Freight Enter up to 3 digits and 2 decimals to specify the percentage used to cover the estimated freight cost of the product To use the estimated freight Option it must be specified in the Parameters file in the Inventory Control application The estimated fre
49. and new field contents are shown and in all cases the User ID date and time are printed Select Products from the File Maintenance menu The Products entry screen is shown below Figure 21 The Products Screen 72 Purchase Orders User Manual File Maintenance 4 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Product Enter up to 12 characters to identify the product This is the code that will be used to recall or reference this record elsewhere in the system Product Alpha Enter a unique code of up to 12 characters for this product The code that you enter allows you to locate the product if you do not know the product number Also the system can use this code to sort data for reports If this field is changed the system automatically changes this field on all Products By Ware house and Products By Vendor records that include this product Thus you should change this field only if no purchase orders remain open or if you also plan to modify all related records through the appropriate File Maintenance functions Description Enter up to 3
50. and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Product Enter the product number from the Products file to be set up on the Products By Vendor record You can use the Scan option to find an appropriate entry The system displays the corresponding description so that you can verify your entry Vendor If the Inventory Control application is part of the system and you choose to keep detail by vendor or if Inventory Control is not part of the system enter a 5 digit number from the Vendors file You can use the Scan option to find an appropriate entry The system displays the vendor name so that you can verify your entry 88 Purchase Orders User Manual File Maintenance 4 Multiple vendors can be entered on separate Products By Vendor records If Inventory Con trol is part of the system and you do not choose to keep detail by vendor in the Products By Vendor file leave this field blank Alpha The system displays the Vendor Alpha from the Vendors record Product Class The system displays the product class number to which the product belongs The correspond ing description from the Product Classes file is also displayed The system changes this field automatically if the Product Class No field on the Products record is changed Pric
51. ansactions are only posted to files after journals have been printed without error From this Transaction processing menu you may print Purchase Order forms and Request For Quote forms Special programs are available to maintain and print lists of Request For Quotes to generate purchase orders from your Request For Quotes and to receipt and delete purchase orders The Transaction Processing menu is shown below Figure 2 The Transaction Processing Menu Screen Option 1 Purchase Orders This function is used to enter and edit purchase orders Two screens are used the first or Purchase Orders header screen to enter general information for a purchase order and the second to enter line items Any number of line items may be entered for a single purchase order After you enter a pur chase order you can recall and edit it at any time Regardless of how your system is configured the on order quantities and last purchase date in the Products By Warehouse file are updated on line when you enter purchase orders 8 Purchase Orders User Manual Transaction Processing 2 Once a purchase order has been entered receipts and invoices can be entered for it A fully receipted and invoiced purchase order is deleted when the Delete Completed POs or Post All posting functions are run Select Purchase Orders from the Order Entry option on the Transaction Processing menu The first of two Purchase Order entry screens is shown below Figur
52. ate POs from RFQs from the Special Programs option on the Transaction processing menu Option 13 Receipt Full PO This function is used to create receipt entries for an entire posted purchase order or create receipt entries for the remainder of a partially receipted purchase order To enter receipts for particular line items on a purchase order you should use the Receipts program one of the Data Entry programs on the Transaction processing menu Receipts are written into the Receipts data entry file where they can be changed and where a journal is required This function can be used only if the Receipts in PO option is chosen in the Parameters file For more details on receipt entry refer to the description of the Receipts Data Entry program earlier in this sec tion Select Receipt Full PO from the Transaction processing menu Here is the screen that appears Figure 13 The Receipt Full PO Screen 50 Purchase Orders User Manual Transaction Processing 2 Data items for the preceding screen are described below PO No Enter a purchase order number This purchase order will be completely receipted That is receipt entries will be created for all line items on the order Description The system displays the Description entry for the purchase order you selected Press RETURN to receipt another purchase order When you have selected all purchase or ders that will be completely receipted press END to end the sel
53. ble to the discount change this amount to reflect the total of the line items to which the discount does apply Invoice Date Enter the date on the invoice This field is required Disc Due 30 The system determines the discount due date using the invoice date and the terms code from the Vendors record or from the purchase order if the terms code was overridden on the pur chase order and you are using Option 17 It displays this date which may be changed Purchase Orders User Manual Transaction Processing 2 Invoice Due The system displays the invoice due date using the invoice date and the terms code from the Vendors record or from the purchase order if the terms code was overridden on the purchase order and you are using Option 17 The date may be changed Discount The system displays the discount percentage from the Terms file or from the purchase order if this percentage was overridden on the purchase order and you are using Option 17 You can enter up to 2 digits and 3 decimal places to override the display Disc Amt The system displays the discount amount You can enter up to 7 digits and 2 decimals to override the display This discount is prorated over the line items based on the line item amount Retention Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The retention amount is calculated and displayed based on the Retention from the Vendor ma
54. can option to find an appropriate entry The system displays the corresponding name so that you can verify your entry Terms No The system displays the terms code for the vendor you identified in the preceding field You can enter another terms code from the Terms file to change this display You can use the Scan option to find an appropriate entry The system displays the corresponding description so that you can verify your entry The system uses the terms selected here to calculate discount dates and amounts and due dates during invoice entry Ship To If the product will be shipped to an address other than that of the warehouse you select see the Warehouse field description below enter the corresponding code from the Alternate Ad dresses file You can use the Scan option to find an appropriate entry The system displays the corresponding Addressee Name so that you can verify your entry If no alternate address code is entered the system displays the description from the Ware houses record This address is only printed on the purchase order form if you enter an alternate address code Retention Pct The system displays the Retention Percent field from the Vendors record You can enter a different nondecimal retention percentage to override the display The system uses this percentage to compute the retention amount during invoice entry 10 Purchase Orders User Manual Transaction Processing 2 Send To If the purchase ord
55. ce Date Invoice No Balance Credit Limit Retention Last Last Last Invoice Ami Last Pymt Date Last Check No Last Check Amt Check GT Max N 0 Invoice Date Invoice No Balance Credit Limit Retention Last Last Last Invoice Amt Last Pymt Date Last Check No Last Check Amt Check GT Max N 0 Invoice Date Invoice No 12698 00 9999999 1767 15 08 14 89 96215 2058 00 08 11 89 312 427 55 In Process Y 0 00 9999999 0 00 0 00 In Process N 0 00 9999999 0 00 0 00 o 0 00 In Process N A sample Vendors List short form is shown below 04 18 91 11 31 am Albert Materials Inc Carpenter s Union 101 Electrician s Union 238 Hardware Services Inc Insurances Unlimited Internal Revenue Service Sam Jones Miscellaneous Supplier Mountain Air Conditioning George Peters Pool and Associates State Industrial Insurance State Withholding Agency State Unemployment Insurance Travel Planners Kris Williams Vendor 00000040 00000150 00000160 00000050 00000070 00000110 00000080 00000010 00000030 00000090 00000020 00000130 00000120 00000140 00000060 00000100 Expert Distributing Inc Vendors List Short Contact Milton Albert Fritz Holden Cal Worthington George Johnson Scott Hansen Henry Worthmeyer Herman Hill Susan White Joel Bomburg Janice Sdmith Jill Peterson Phone 206 555 1256 206 441 2367 206 431 8909 206 555 0079 206 555 9988
56. creen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoice Control Groups file This screen may optionally be used to display information about Invoice Control Groups 26 Purchase Orders User Manual Transaction Processing 2 Figure 7 The Invoice Operator ID Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an uppercase alphanumeric field up to 3 characters in length Only numbers and letters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed to edit trans actions for another operator All control groups are separated by operator Control Number Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of invoices This number is printed on the journal tracked on the Transaction Control file and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although
57. cts By Vendor file in the File Maintenance section of this manual You can edit the record later to complete the details Vendor Product The system displays the vendor s number for this product from the Products By Vendor file You can enter a different vendor product number of up to 12 characters to override the dis play Vendor Prod Desc The system displays the vendor s product description from the Products By Vendor file You can enter a different description of up to 30 characters to override this display Warehouse The system displays the Warehouse entry from the previous screen and the corresponding description from the Warehouses file You can enter a different warehouse number to over ride the display You can use the Scan option to find an appropriate entry The system verifies that the product that you enter for each line item is available at this ware house that is that the product warehouse combination is on file in the Products By Ware house file If not you can select Option 18 to create a Products By Warehouse record for this combination Purchase Qty Ord 16 Enter up to 5 digits and 2 decimals for the number of purchasing units on the order The purchasing unit description displays in the Purchasing UM field on this screen see below Purchase Orders User Manual Transaction Processing 2 Purchasing UM The system displays the description of the purchasing unit for the product from the Products
58. cts are on hand at the warehouse the system displays the com bined cost of these 50 products Due to fluctuations in the Cost field the Total Cost field should not be expected to contain a value equal to the quantity of the product multiplied by its current cost Last Qty Purch The system displays the number of stockkeeping units of the product that were last purchased for this warehouse This field is updated during purchase order entry on line and during invoice posting Last Purchase The system displays the date on which the product was last purchased for the warehouse During purchase order posting this field is updated to the purchase order date During in voice posting this field is updated to the invoice date Last Qty Sold The system displays the number of units of the product that were included in the last sale of the product from this warehouse Invoice posting updates this field Last Sale The system displays the date that the product was last sold from this warehouse Quantity Breaks You can enter up to 5 quantity price breaks The quantities for each price break are identified here The prices are entered in the column to the right Enter up to 5 digits and 2 decimals to identify each of the quantity breaks Quantity price breaks are used by the Order Entry application Purchase Orders User Manual 85 4 File Maintenance Price Breaks The prices for each quantity break are identified here The q
59. d inflation rate The average inflation rate by product is also shown Here is a sample Inflation Report Expert Distributing Inc 04 19 91 10 46 am KAY Page Inflation Report Price 6 Price 5 Price 4 Price 3 Price 2 Price 1 Current Mnths Ago Mnths Ago Mnths Ago Mnths Ago Mnths Ago Mnth Ago Price Product Class 10 Standard Product 10 10 3 1 2 White Round 00000020 Pool and Associates x 7 97 000 110 250 Average gt Product Class 20 Special Order Product 20 4 12 Gold Plated Black Round 00000020 Pool and Associates 133 300 5 140 000 142 750 145 500 155 750 Average gt Product Class 30 Custom Product 30 56 10 Red Cylinder 00000020 Pool and Associates i 100 000 102 000 105 000 Average Product 40 58 10 Yellow Cylinder 00000020 Pool and Associates 2 22 750 Average Purchase Orders User Manual 119 5 Reports and Inquiry Option 6 Purchase Orders Detail List This report shows all open purchase orders including detail of all header and line item fields Here is a sample Purchase Orders Detail List Expert Distributing Inc 04 19 91 10 47 am KAY Page 1 Purchase Orders Detail List PO Date Date Req Terms Vendor Ack Date BO Date Vendor Ord Ret Org Rev Rate Ship Date Last Inv Last Adj Special Instr PO Status Purchase Order Number 1001 RESALE INV 08 01 89 00000020 Pool and Associates 08 10 89 070 113250 08 10 89 08 05 89 010 10 Complete Confirmed Wa
60. dar year Select Close Month from the Monthly Processing menu to run this function 56 Purchase Orders User Manual Chapter 4 File Maintenance 4 File Maintenance File Maintenance During the Initial Setup phase master files are established These files contain information that the system uses to verify field entries post transactions and produce reports As you use the system during Live Operations you may want to add or change data in these files For example you might add a new vendor to the Vendors file change the payment terms in the Terms file or change the vendor s product number on a purchase order The File Maintenance functions allow you to update and print lists of these files A number of these files for example Vendors Products Products By Warehouse and Products By Vendor may be shared with other applications including Accounts Payable and Inventory Control If so they may be updated through the other applications as well as through Purchase Orders Here is the File Maintenance menu Figure 15 The Inventory Control Menu Screen The following pages provide sample screens and field definitions for each File Maintenance function Option 1 Vendors The Vendors file contains a record for each vendor Each Vendors record includes general information such as the vendor s name and address the terms to use from the Terms file and the credit limit with that vendor 58 Purchase Orders User Manual
61. dentification number for the recipient of income reported on the 1099 form Use this field only if you plan to generate a 1099 form for this vendor If you make an entry in this field the system automatically reports income for the vendor on a 1099 form Pay Status Enter one of the following codes to define the way in which the vendor is paid Code Description N Normal use the payment terms defined in the Terms file T Take the discount regardless of the payment terms H Hold place a hold on the check until it is released during Accounts Payable Check Processing Edit Pay Status D Disputed keep the payment on hold until the problem is resolved This status is similar to hold status Bank Account No 62 For vendors expected to receive a 1099 form an account number identifying the vendor is required When creating 1099 forms on magnetic media it is useful to be able to distinguish various accounts in this way Purchase Orders User Manual File Maintenance 4 This entry may be a checking or savings account number or any other unique combination of characters Using a vendor s Social Security Number is NOT recommended In Process The system displays either Y or N to indicate whether checks have been created for this vendor but are not yet posted This field is used in the Cash Requirements Report to prevent the creation of multiple checks for the same invoice Correct 1099 The system defaults
62. der Spec Instr If this request for quote will be converted to a purchase order enter a code from the Special Instructions file for the instructions that will be printed on the purchase order You can use the Scan option to find an appropriate entry The system displays the corresponding descrip tion so that you can verify your entry FOB If this request for quote will be converted to a purchase order enter up to 20 characters to identify the destination or shipping point to which the order if any generated from this re quest for quote will be shipped free on board This entry is printed on the purchase order Status Enter a code from the Status Codes file to describe the status of this request for quote You can use the Scan option to find an appropriate entry The system displays the corresponding description so that you can verify your entry The status code is included on the request for quote form and provides a way to selectively print requests for quotes Printed The system displays Y or N to indicate whether or not this request for quote has been printed since it was last modified The entered data is validated Press RETURN to save the record and continue Select Next Record to go to the next Request for Quotes record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Request for Quotes file At this point you can enter line items for the request
63. der X 3 Receiving department is not allowed to accept any substitutions without written acknowledgement from corporate headquarters Please notify in advance of any substitution 206 246 8080 Authorized Signature Purchase Orders User Manual 19 2 Transaction Processing Option 3 Request for Quotes Forms This function is used to print Request for Quote documents These forms are designed to print on standard 8 1 2 x 11 inch paper The company name and address appears first on the form followed by the vendor s name and address Both the product number and the vendor product number are provided for each product Current prices and lead time are printed but room is provided for the supplier to enter new quote or lead time information Select Request for Quotes from the Forms option on the Transaction Processing menu Here is a sample Request for Quotes form Expert Distributing Inc REQUEST FOR SUPPLIER QUOTE Pool and Associates 985 E University Way Suite 115 Seattle WA 98521 USA Our Vendor Number 00000020 RFQ No 1 04 01 90 Vendor Product Our Product Current Price Lead Time Descripti to N 10 3 1 2 White Round X 2 10 DAYS 0412GPBRX2 20 155 750 4 12 Gold Pl Blk Rnd X 2 21 DAYS Option 4 Receipts This function is used to enter receipts for one or more line items on a purchase order To enter re ceipts for all line items on a purchase order at once you may use the Receipt
64. ducts By Vendor List Option 20 Status Codes List Option 21 Special Instructions List 0 00 cece eseeseesceceeeeneesecsceseeeceeceeseseeseeseeeceeeees Option 22 Parameters List mira ae a E a a EAR A Eora Chapter 5 Reports and Inquiry e esssesssesssessoesooesoossesssesssossceseoesosssoesooesosese 113 Option 1 Purchase Order Control Report s ssesessssssessrsssesrsrssssrrersrsrsrerereresesrersrseset 115 Option 2 Purchase Orders By Product Report ssssseessesesesesssseeersrersrsrerererererenrersset 116 Option 3 Purchase History by Product Report sssssessesesesesssssseerersrsrsrererereserrererseses 117 Option 4 Purchase History by Vendor Report ccc ecessessceseeeeeeceeeseeeeseeseeeeeeeees 118 Option 5 Inflation Report 0 0 cece eeeeeeenecsecseeseesceececsessesaeeseeecessessessesseesseaseeeees 119 Option 6 Purchase Orders Detail List cece esceeesesesseeseeseeeceececsesseeseeseeaeeeaes 120 Option 7 Purchase Order Status Inquiry eee eceeeeseseseeeseeseeeceeceeeeseeaeesseaseeeees 121 iv Purchase Orders User Manual Chapter 1 General Information I General Information Purpose This manual provides instructions for using the Live Operations phase of the Purchase Orders applica tion Use this manual as a guide for performing day to day and monthly purchase order procedures All features and options described in this manual are included in the APPX Purchase Orders applica
65. e 3 The Purchase Order Screen Certain entries on this screen will automatically display In most cases a displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below PO No Enter a unique code of up to 8 characters to identify the purchase order This is the number that will be used to recall or reference this record elsewhere in the system Purchase Orders User Manual 9 2 Transaction Processing PO Date Enter the date for the purchase order Desc Enter up to 16 characters to describe this purchase order If Option 17 is used to create an invoice record from the purchase order see the description of the Invoices Data Entry program the description is transferred as the invoice description Date Required Enter the date the order is required This date is used as a sort option for the Purchase Orders report Vendor No Enter the supplying vendor s number from the Vendors file You can use the S
66. e record will be displayed for editing Data items for the preceding screen are described below Status No Enter a unique code of up to 2 digits This is the code that will be used to recall or reference this record elsewhere in the system Description Enter up to 11 characters to describe the corresponding status Examples might be CON FIRMED or PENDING Press RETURN to save the information on this screen Select Next Record to go to the next Status Codes record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Status Codes file 94 Purchase Orders User Manual File Maintenance 4 Option 10 Special Instructions This file contains special instructions that are printed on purchase order forms Each instruction in this file is identified by a code To include a special instruction on an order enter the code on the purchase order during data entry Special instructions can apply either to an entire purchase order printed at the bottom of the form or to a specific line item on a purchase order printed with the line item on the form When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Special Instructions
67. ection process and generate receipt entries for the selected purchase orders The entered data is validated Press RETURN to display system supplied information and then press RETURN again to save the information on this screen Option 14 Delete Completed POs This function should be run periodically to delete any completed purchase orders from the Purchase Orders file A purchase order is considered to be completed if it is fully invoiced and if receipts are entered through Purchase Orders See Parameters file it is fully received Since completed purchase orders remain on file until this function is run it should be run on a regular basis As a convenience it is run automatically whenever the Post All Transactions or Print Post All Transactions options are selected Purchase orders may also be manually deleted whether or not they are completed by using the Pur chase Orders entry function To run this program select Delete Completed POs from the special Programs option on the Trans action processing menu Option 22 Print All Journals You are required to print journals for all purchase order receipts and invoices before you post The Print All Journals selection allows you to print all of these journals consecutively During journal print ing the system verifies that the records are accurate Make sure that you also manually verify the journals for accuracy If the system finds no errors you can post the transacti
68. ed the Amount is recomputed if you change the Quantity or Price entry If you change the Amount field the Price is recomputed Item Code If you are using Option 17 the product number is displayed from the purchase order line item to which this invoice applies It can be changed Otherwise enter the product number up to 12 characters for the product on the line item to which this invoice applies You can use the Scan option to find an appropriate entry The system verifies that the product is on file in the Products file It also verifies that this product is on file in the Products By Vendor files for vendor you entered on the previous screen If the Products By Vendor record is not on file the system displays a warning You can cre ate a Products By Vendor record by selecting Option 17 The record that you create will have valid product and vendor numbers if either of the following conditions is true Purchase Orders User Manual 35 2 Transaction Processing Desc e The option to keep detailed product by vendor information is selected in the Inventory Control Parameters file e Ifthe option to keep product by vendor detail is not selected the record you create will have a valid product number and a blank vendor number The pricing and unit of mea sure information that you enter on this screen are used as the initial values for the gener ated Products By Vendor record Similarly if the Products By Warehouse record is not on
69. ehouse record You can use the Scan option to find an appropriate entry The system displays the corresponding description so that you can verify your entry Warehouse Enter the number from the Warehouses file that identifies a warehouse carrying the product You can use the Scan option to find an appropriate entry The system displays the corre sponding description so that you can verify your entry You must establish a separate record for each product warehouse combination 80 Purchase Orders User Manual File Maintenance 4 Description Enter up to 30 characters to describe the product warehouse combination Location Enter up to 4 characters to specify the location of the product in the warehouse Product locations are printed on physical count sheets to aid in taking physical inventories Product Class The system displays the product class number for this product from the Products file You can enter a new product class to override the display The description from the Product Classes file is displayed so that you can verify your entry Product Alpha The system displays the product alpha from the Products record You can enter a new prod uct alpha to override the display Items Per UM The system displays the Items Per UM entry from the Products record You can enter up to 5 digits to override the display UM Per Ship Carton The system displays the UM Per Ship Carton entry from the Products record You can enter u
70. em uses the address from the Warehouses file for the ship to address It uses the address from the Vendors file for the send to and ship from addresses These default addresses are used if these fields are left blank during purchase order entry However if no alternate address is entered the ship from address that is the default is not printed on the purchase order If you often use alternate addresses they can be set up here and identified by code on the purchase order When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Alternate Addresses from the File Maintenance menu Here is a sample Alternate Addresses screen Figure 19 The Alternate Addresses Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing 68 Purchase Orders User Manual File Maintenance 4 Data items for the preceding screen are described below Address Code
71. en shown below presents information about Invoice Line Items Figure 10 The Invoice Line Items 34 Purchase Orders User Manual Transaction Processing 2 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Line Item No The system automatically numbers line items in sequence beginning with 1 Quantity Enter up to 5 digits and 2 decimals for the number of pricing units invoiced at unit price see the Unit Price field below You must enter a value greater than or equal to 1 here If you are using Option 17 this field is displayed from the purchase order and can be changed Price Enter up to 6 digits and 3 decimals for the price per pricing unit If you are using Option 17 this field is displayed from the purchase order and can be changed Amount The system calculates and displays the line item amount by multiplying the Quantity and Unit Price entries The result is rounded to 2 decimal places If you are using Option 17 this field is displayed from the purchase order and can be changed Because the Amount Quantity and Price are interrelat
72. er that is the physical paperwork will be sent to an address other than the address on the Vendors record see the Vendor No field description enter the code from the Alternate Addresses file for that address You can use the Scan option to find an appropriate entry The system displays the corresponding Addressee Name so that you can verify your entry If no alternate address code is entered the system displays the name from the Vendors record Originating Enter Y or N to indicate whether this purchase order is an original order to the supplying vendor or whether it is a confirmation of an order already placed with the vendor Y This purchase order is the initial order to the vendor N The purchase order is a confirmation of an order already placed with the vendor This field is for your information only Ship From If the order will be shipped from an address other than the address on the Vendors record see the Vendor No field description enter a code of up to 5 characters from the Alternate Ad dresses file for that address You can use the Scan option to find an appropriate entry The system displays the corresponding Addressee Name so that you can verify your entry If no alternate address code is entered the system displays the name from the Vendors record The ship from address is only printed on the purchase order form if it is different from the address on the Vendors record Prepaid Amt Enter up to
73. er up to three digits to identify the number of days of lead time needed when ordering the product from this vendor Lead time is printed on the Request for Quotes form Price Expires Enter the date on which the Unit Price expires This field is for your information only 90 Purchase Orders User Manual File Maintenance 4 Last Purchase The system displays the date of the last invoice for this product from this vendor This field is updated when invoices are posted Price Change The system displays the date of the last price change for the product from this vendor The date comes from entries made using the Purchase Price By Product or Purchase Price By Percentage utility program in Inventory Control Last Price The system displays the price charged on the last invoice of this product from this vendor that is the unit price on the last posted invoice If the Inventory Control application is present this figure is updated during invoice posting The following items reflect the current price in effect at each month end for the last six months These prices are updated during Close Month processing through Purchase Orders or Inventory Control Price 1 Month Ago The system displays the unit price charged by the vendor one month ago After you run Close Month processing the unit price in the Current Price field rolls back into this field Price 2 Months Ago The system displays the unit price charged by the vendor two
74. erms from the File Maintenance menu Here is a sample Terms screen Figure 18 The Terms Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Terms Code Enter a code of up to 3 digits to identify this Terms record This is the code that will be used to recall or reference this record elsewhere in the system Description Enter up to 16 characters to describe the payment terms for example 2 10 net 30 66 Purchase Orders User Manual File Maintenance 4 Discount Enter the discount percentage for this Terms record You can enter up to 6 characters includ ing the decimal point and up to 3 decimal places For example 2 1 2 would be entered as is Payment Code Enter one of the following codes to indicate the date from which the payment days are counted 1 From the invoice date 2 From the last day of the month 3 From a specific day or days of the month for example the 15th or the 25th Within Days Discount Enter the number of days within which invoices must be paid in order to qualify for the dis count percentage
75. for quote A sample screen is shown below 44 Purchase Orders User Manual Transaction Processing 2 Figure 12 The Request for Quote Line Items Screen Certain entries on this screen will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Line No The system provides a line number beginning with 1 for each line item on the request for quote If this request for quote is converted to a purchase order the line number is also used on the order Product Enter a product number from the Products file You can use the Scan option to find an appro priate entry The system verifies that the product is on file in the Products file It also veri fies that this product is on file in the Products By Warehouse and Products By Vendor files for the warehouse and vendor you entered on the previous screen If the Products By Vendor record is not on file
76. for the product When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Products By Warehouse from the File Maintenance menu Certain fields on the screen do not apply if the Inventory Control Order Entry or Sales Analysis applications are not part of the system Below is the first Products By Warehouse screen Purchase Orders User Manual 79 4 File Maintenance Figure 23 The Products By Warehouse Screen Part 1 of 2 Certain entries on this screen are automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Product Enter the product number from the Products file to be set up on the Product By War
77. hase Last Qty Sold Last Sale 6000 00 05 29 89 0 00 10 3 1 2 White Reorder Point Reorder Quantity Reorder Vendor Auto POs 61 00 0 00 301 00 6 00 On Order Committed Requis d Uncosted MTD Sales MTD Units MTD Margin 1000 00 4 00 440 00 20 South End Facility On Hand 722 00 On Order 260 00 Committed 0 00 Requis d 90 00 Uncosted 12 00 MTD Sales MTD Units MTD Margin 99 Drop Ship Warehouse On Hand 00 On Order 00 Committed 00 Requis d 00 Uncosted 00 110 000 13965 00 0 00 Last Cost Total Cost Estimated Freight Quantity Breaks 6820 00 31 00 3400 00 YTD Sales YTD Units YTD Margin B 02 WHITE ROUND Cost 16 146 Last Cost 62 500 Total Cost 14402 50 Estimated Freight 0 00 Quantity Breaks YTD Sales YTD Units YTD Margin Cost Last Cost Total Cost Estimated Freight Purchase Orders User Manual Units Per Carton Post to S A N Cycle Count Price Breaks 1 00 250 000 10 00 245 000 25 00 240 000 50 00 220 000 100 00 200 000 020 010 Items Unit Units Per Carton Post to S A N Cycle Count 04 Price Breaks 1 00 320 000 10 00 315 000 25 00 310 000 50 00 305 000 100 00 295 000 010 Items Unit Units Per Carton Post to S A Cycle Count 109 Option 19 Products By Vendor List 4 File Maintenance This option prints a listing of the Products By Vendor file A sample output is shown below 04 18 91 12 51 pm Product Vendor Descript
78. he Warehouse No is displayed from the purchase order and can be changed Retention Acct Enter an uppercase alphanumeric field up to 12 characters in length You can use the Scan option to find an appropriate entry The Retention Account from the Accounts Payable Parameters file is provided You may change the account number If the General Ledger application is part of your system the new account number must be on file in the Chart of Accounts file The system displays the de scription of this account so that you may verify your entry Post Mo Yr Enter up to 2 characters each to identify the calendar month and year to which this transaction is to be posted If you are using 13 period accounting enter the fiscal period Valid entries are 1 13 Calendar period or fiscal period if you are using 13 period accounting EY End of Year The entered data is validated Press RETURN to save the information on this screen Select Next Record to go to the next Invoices record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoices file 32 Purchase Orders User Manual Transaction Processing 2 If you entered a miscellaneous vendor number in the Vendor field the system displays an additional set of name and address fields Use these fields to identify a specific miscellaneous vendor for this in voice The sample screen below shows how the miscellaneous vendor fields appear beneath the i
79. hich esti mated freight costs for products in this class will be posted If the General Ledger application is part of the system this number must be on file in the Chart of Accounts file You can use the Scan option to find an appropriate entry The system displays the corresponding descrip tion so that you can verify your entry Purchase Orders User Manual 71 4 File Maintenance If you use this feature in Purchase Orders you must select it in the Inventory Control Param eters file The actual percentage is entered on the Products record The entered data is validated Press RETURN to save the information on this screen Select Next Record to go to the next Product Classes record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Product Classes file Option 5 Products The Products file contains a record for each product in inventory Products in this file can be raw materials standard inventory products nonstock items including services or manufactured goods Records in the Products file are tied to Product Class records which include General Ledger account numbers so that transactions involving each product can be posted to the appropriate General Ledger accounts When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents
80. his warehouse during the current year This field is updated from Order Entry The entered data is validated Press RETURN to save the information on these screens Select Next Record to go to the next Products by Warehouse record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Products By Warehouse file Option 8 Products By Vendor The Products By Vendor file associates each product with a vendor If the Inventory Control applica tion is part of the system the option to keep detail by vendor can be chosen in the Inventory Control Parameters file If this option is chosen a separate record is established for each product vendor com bination if more than one vendor supplies the product If this option is not chosen detail is kept by product only If Inventory Control is not part of the system detail must be kept by vendor Information in this file is kept in terms of the supplier s pricing units You can enter conversion fac tors which are used by the system to convert purchasing units to pricing and stockkeeping units With Inventory Control in the system you have the option of maintaining records on a calendar or fiscal year basis Records in this file can be created automatically by selecting Option 17 during purchase order line item entry Refer to the description of Purchase Orders in the Order Processing chapter of this manual Such records are created with default values fo
81. ice line item will apply If you are using Option 17 this field is displayed from the purchase order and can be changed Warehouse The system displays the Warehouse entry from the previous screen and the corresponding description from the Warehouses file You can enter a different warehouse number to over ride the display You can use the Scan option to find an appropriate entry The system verifies that the product that you enter for each line item is available at this ware house that is that the product warehouse combination is on file in the Products By Ware house file If not you can select Option 18 to create a Products By Warehouse record for this combination If you are using Option 17 this field is displayed from the Purchase Order and can be changed The entered data is validated Press RETURN to save the information on this screen Select Previous Image to return to the Invoices record Select Next Record to go to the next Invoice Line Items record Select END to go to the next Invoices record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoice Line Items file Purchase Orders User Manual 37 2 Transaction Processing Option 6 Receipts Journal Before receipts can be posted you must print the Receipts Journal The Receipts Journal option prints a journal of receipt transactions entered During journal printing the system verifies that the records are accu
82. ight percentage is used during invoice entry in Live Operations The percentage is applied to each invoice line item that contains this product before cost records are updated in the Inventory Control applica tion The added cost is posted to the estimated freight account identified on the product s Product Classes record If this field is changed the system automatically changes this field on all Products By Ware house records that include this product Sub Product No Enter the product number of a product that can be substituted for this product if this product is not available The product number you enter must be on file in the Products file The substitute product number will be available in the Order Entry application to refer orders for the unavailable product to the substitute product Sub Product Name The system displays the description of the substitute product entered in the preceding field Product ABC Enter A B or C to provide another way to classify this product This selection can be entered by warehouse using the Product Warehouse file The ABC classification can be used to sort products for reports or inquiry on a dollar or like type basis If the Inventory Control application is part of the system this classification can also be used to select products with similar cost or turnover for partial physical inventory If this field is changed the system automatically changes this field on
83. inder RED CYLINDER 58 10 Yellow Cylinder YEL CYLINDER Purchase Orders User Manual 107 4 File Maintenance Option 17 Warehouses List This option prints a listing of the Warehouses file A sample output is shown below Expert Distributing Inc 04 18 91 12 17 pm Warehouses List Warehouse Ship to Address Manager Phone Main Facility Main Warehouse A Daniels 123 Main Street 206 246 3118 Seattle 98166 South End Facility South End Warehouse B Smith 114 E Marginal Way Bldg 12 206 246 3118 Seattle WA 98166 North End Facility North End Warehouse J Jangaard 8900 Olympic Way North 206 282 9998 Everett WA 98119 Drop Ship Warehouse Drop Ship Warehouse Corporate Office 123 Main Street 202 246 7022 Seattle 98166 108 Purchase Orders User Manual File Maintenance 4 Option 18 Products By Warehouse List This option prints a listing of the Products By Warehouse file A sample output is shown below Expert Distributing Inc 04 18 91 12 40 pm Products By Warehouse List Phys Warehouse Type ABC Stk Tax 10 3 1 2 White Round 10 Main Facility A 10 WHITE ROUND 010 010 Reorder Point 150 On Hand 291 00 Cost 34 913 Items Unit Reorder Quantity 100 Reorder Vendor 00000020 Auto POs 5 00 05 29 89 4 00 08 01 89 Last Qty Purch Last Purchase Last Qty Sold Last Sale 10 3 1 2 White Round Reorder Point 100 Reorder Quantity o Reorder Vendor 00000020 Auto POs N Last Qty Purch Last Purc
84. information on this screen Select Next Record to go to the next Products By Vendor record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Products By Vendor file Option 9 Status Codes This file contains codes for each type of purchase order status for example confirmed pending or backordered A status code can be entered on a purchase order record for reference It is included in the Purchase Orders report and it can be used as a sort option for the report As the status of a posted purchase order changes the code can be updated using Purchase Orders Data Entry When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Status Codes from the File Maintenance menu Here is a Status Codes entry screen Purchase Orders User Manual 93 4 File Maintenance Figure 26 The Status Codes Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN th
85. ing Unit Enter up to 4 characters to identify the pricing unit used by the vendor when quoting prices For example if the vendor price for this product is quoted as 06 per foot for example of wire the pricing unit would be Foot Purchasing Unit Enter up to 4 characters to identify the purchasing unit of measure For example if the pric ing unit is a foot and it is purchased by rolls the Purchasing Unit would be Roll The Purchasing Units Ordered field on a purchase order must be entered in terms of purchas ing units This field is for your information only Unit Price Enter up to 7 digits and 2 decimals for the current price of the pricing unit Pricing Factor Enter up to 5 digits and 4 decimals for the factor used to convert the purchasing unit to the pricing units The default is 1 00 the pricing factor used if the pricing and purchasing units are the same For example if the purchasing unit is gallons and the pricing unit is pints then the Pricing Factor entry would be 8 If the purchasing unit is pints and the pricing unit is gallons then the Pricing Factor entry would be 125 As another example if the purchasing unit is tons and the pricing unit is pounds the Pricing Factor would be 2000 If the purchasing unit is pounds and the pricing unit is tons the Pricing Factor would be 0005 Purchase Orders User Manual 89 4 File Maintenance Vendor Product Enter up to
86. ion Expert Distributing Inc Products By Vendor List Alpha Prod Class Vendor Product 10 00000020 20 00000020 30 00000020 40 00000020 10 3 1 2 White Round Pool and Associates 10 3 1 2 White Round x 2 Unit Price Price Expires Price Change 110 250 07 31 85 Last Purchase Last Price 05 29 89 100 250 4 12 Gold Plated Black Round Pool and Associates 4 12 Gold Pl Blk Rnd X 2 Unit Price Price Expires Price Change 155 750 07 31 85 Last Purchase Last Price 05 29 89 150 750 56 10 Red Cylinder Pool and Associates 56 10 Red Cylinder X 3 Unit Price Price Expires Price Change 98 000 07 31 85 Last Purchase Last Price 06 10 89 98 100 58 10 Yellow Cylinder Pool and Associates 58 10 Yellow Cylinder 1035WRX2 1 Month Ago 2 Months Ago 3 Months Ago 4 Months Ago 5 Months Ago 6 Months Ago 0412GPBRX2 1 Month Ago 2 Months Ago 3 Months Ago 4 Months Ago 5 Months Ago 6 Months Ago 4510RCX3 1 Month Ago 2 Months Ago 3 Months Ago 4 Months Ago 5 Months Ago 6 Months Ago 7839YCX3 Unit Price Price Expires Price Change Last Purchase Last Price 110 25 350 04 05 89 0 000 1 Month Ago 2 Months Ago 3 Months Ago 4 Months Ago 5 Months Ago 6 Months Ago Purchase Orders User Manual Pricing Unit EACH 145 500 142 750 140 000 138 750 135 000 133 300 EACH 105 000 102 000 100 000 Pricing Factor Purch Unit
87. ld defaults to the description entry for the purchase order which can be changed Invoice Enter up to 8 characters for the invoice number This field is required Apply To The system defaults to the Vendor Invoice number from the previous field It may be changed The system uses the vendor number that you entered in the Vendor field plus the Purchase Orders User Manual 29 2 Transaction Processing invoice number that you enter here to verify that the invoice is not on file and has not been previously processed Prepayment If all or a portion of this invoice was prepaid enter up to 7 digits and 2 decimals for the pre paid amount If you are using Option 17 this entry is displayed from the purchase order and can be changed Invoice Amount Enter up to 7 digits and 2 decimals for the net amount of the invoice This amount reflects the subtotal on the invoice plus freight tax and other charges less any prepayment If you are using Option 17 this amount is displayed from the purchase order and can be changed Subtotal Enter up to 7 digits and 2 decimals for the total of the product line items This is the sum of the line items If you are using Option 17 this entry is displayed from the purchase order and can be changed Disc Basis The amount used to calculate the invoice discount is supplied Normally this amount will be equal to the invoice subtotal If however the invoice has a line item not applica
88. n the amount of proration for other line items For example if you wish to enter freight as a line item but do not want any tax or other amounts prorated to the freight set the Prorate field to N If an amount is entered in any of the freight tax or other fields on the invoices screen at least one line item must accept the proration amount If no freight tax or other amounts are entered this entry is ignored If you are using the Discounts Lost method discount amounts are also prorated according to the above guidelines Purchase Orders User Manual Transaction Processing 2 Subsidiary Type The system displays the subsidiary type for the account as defined in General Ledger This reflects the subsidiary to which this line item will post If General Ledger is not part of your system you may enter any value in this field The trans actions posted to various subsidiary types and codes can be printed on the Subsidiary Codes GL Distributions report on the Monthly Processing menu Subsidiary Code Supply a subsidiary code if this line item is to be posted to a subsidiary costing application If the sub type is GL it is assumed the transaction will flow through to the General Subsidiary You cannot enter a subsidiary code if the subsidiary type is blank conversely if the subsid iary type is not blank you must enter a subsidiary code PO Line Enter up to 5 characters for the purchase order line number to which this invo
89. nce transactions have been entered and the journal has been printed and verified the transaction data is ready to be posted to your permanent master files This process usually involves adding records to a system maintained detail file and summarizing the detail for historical records Each transaction is deleted after it has been posted 4 Purchase Orders User Manual General Information Modification Logs In all APPX applications optional Modification Logs may be enabled to provide an additional degree of audit control over who makes changes to master files and when such changes are made When a modification log name is supplied to a file maintenance function a record of all additions deletions and changes to that file is supplied to a print file When additions are made all new field contents are shown when deletions are done the key value and all field contents are recorded when changes are made old field contents and new field contents are shown In all cases the user ID of the individual who performed the maintenance is printed along with the date and time of the change Examples of master files in Purchase Orders are Vendors Terms and Alternate Addresses Modifica tion logs are not enabled for transaction files such as Purchase Orders Receipts and Invoices Application Features These features are offered in the Purchase Orders application e Purchase orders requires the inventory control and accounts payable applicatio
90. ng menu The screen shown below presents information about Invoice Control Groups When you enter invoices you see only one of the two possible screens for Invoice Control Groups Which screen you see depends on how you answered two questions on your Accounts Payable Param eters file These are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you see the screen below and can enter control and hash totals for your invoices In addition a record is written to the Accounts Payable Transaction Control file for each control group posted If you answered Y to Ask Operator ID and N to Use Transaction Control you see the sec ond screen which displays only the Operator ID and the Control Number If you answered N to both questions you see the second screen but you are not allowed to edit the Operator ID Figure 6 The Invoice Control Groups Screen 24 Purchase Orders User Manual Transaction Processing 2 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below
91. ns e Purchase history is maintained on a calendar or fiscal basis e Quantities ordered receipted and invoiced are updated on line in the inventory files e The vendor and terms files are shared with accounts payable e The products product classes warehouses products by warehouse and products by vendor files are shared with inventory control e Purchase orders can be automatically designated as received in full e Purchase orders can be generated or converted from a Request For Quote entry e Unit pricing can be designated in Purchasing units or Pricing units Application Interfaces Purchase Orders receives data from Inventory Control and transfers to Accounts Payable Inventory Control and General Ledger Purchase Orders Menu This is the primary Purchase Orders application menu It allows you to access specific Inventory Control submenus Purchase Orders User Manual 5 1 General Information Figure 1 The Purchase Orders Menu Screen 6 Purchase Orders User Manual Chapter 2 Transaction Processing 2 Transaction Processing Transaction Processing The Transaction Processing menu lists many of the functions used during the routine operation of the Purchase Orders application Order entry and data entry functions are used to enter purchase orders receipts and invoices Journals must be printed for receipts and invoices These journals provide an audit trail and verification of the entries Tr
92. nt This is the amount of the last check processed for this vendor During Initial Setup you may provide the amount of the check you entered in the Check Number field Comment Enter a text field up to 237 characters in length Use this field to store a comment or any other pertinent information relating to this vendor This text is displayed on several inquiries and reports Option 2 Terms The Terms file contains a set of standard payment schedules and discount terms that are assigned to vendors By specifying discount days and net days you can set limits on when an invoice must be paid in order to receive a discount and when the net invoice amount is actually due During invoice entry the system computes and enters the discount amount and due dates for the invoice according to the terms code assigned to the vendor on the invoice Purchase Orders User Manual 65 4 File Maintenance The due dates for discount and net invoice payments are defined by a payment code This code speci fies whether the system calculates this date based on the invoice date the end of the month or up to two specific days in the month When you use this option a record of all entries is printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown In all cases the User ID date and time are printed Select T
93. nvoice header Figure 9 The Invoices Miscellaneous Vendor Screen Data items for the preceding screen are described below Name Enter up to 30 characters for the vendor name Address 1 Enter up to 30 characters for the first line of the vendor address Address 2 Enter up to 30 characters for the second line of the vendor address City Enter up to 20 characters for the city in the vendor address If you want a comma to print after the city name be sure to enter it here Purchase Orders User Manual 33 2 Transaction Processing State Enter the standard two letter abbreviation Zip Enter up to 10 characters for the vendor s zip code Country Enter up to 20 characters for the vendor s country After you complete the invoice header the system displays the header at the top of the screen while paging through the line items in the bottom half Each line item is assigned a number so that it can be referenced and changed if necessary You can enter as many line items for an invoice as you wish The entered data is validated Press RETURN to save the information on this screen Select Next Record to go to the next Invoices record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoices file If you are using Option 17 invoice line items described below have been created automatically from the purchase order You can change them in Change mode The scre
94. ocated Phone Enter up to 14 characters for the warehouse s phone number including area code You can use any notation or format for example HHE t HHHF 78 Purchase Orders User Manual File Maintenance 4 Manager Enter up to 20 characters for the warehouse manager s name The entered data is validated Press RETURN to save the information on this screen Select Next Record to go to the next Warehouses record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Warehouses file Option 7 Products By Warehouse The Products By Warehouse file associates each product in the Products file with the warehouse s in which it is stored If products are found in more than one warehouse a record is set up in this file for each combination Each product must be on file in the Products file and each warehouse must be on file in the Warehouses file During purchase order entry a missing Products By Warehouse record can be created by selecting Option 18 Refer to the description of Purchase Orders in the Order Processing chapter of this manual Such records are created with default values for certain fields and blanks for others These records should be completed by entering detail through this File Maintenance function Product By Warehouse records contain the system maintained cost quantity purchases and sales data plus the selling price and quantity breaks and the reorder points
95. on to find an appropriate entry The system displays the corresponding name so that you can verify your entry PO No If this request for quote will be converted to a purchase order enter up to 8 characters for the ID code that will be assigned to the new purchase order If this request for quote will not be converted leave this field blank Purchase Orders User Manual 41 2 Transaction Processing Request No The system provides a sequence number beginning with 1 for each request for quote RFQ Date Enter the date for the request for quote Desc Enter up to 16 characters to describe this request for quote If the request for quote is converted to a purchase order this description is transferred to the purchase order If Option 17 is used to create an invoice record from the purchase order see the description of the Invoices Data Entry function the description is transferred as the in voice description PO Date If this request for quote will be converted to a purchase order enter the date for the purchase order Terms No The system displays the terms code for the vendor you identified in the Vendor No field You can enter another terms code from the Terms file to change this display You can use the Scan option to find an appropriate entry The system displays the corresponding description so that you can verify your entry Date Required Enter the date the merchandise is required Ship To If the o
96. ons Samples of the Receipts and Invoices Journals can be found in the sections on the Receipts Journal and Invoice Journal Purchase Orders User Manual 51 2 Transaction Processing Option 23 Post All Transactions When you are ready to post receipts and invoices select this option from the Transaction processing menu The system verifies that journals have been printed before it posts the transactions Refer to the sections on Receipts Post and Invoices Post for details about posting Option 24 Print Post All Transactions If you choose this option the system prints a journal for all transactions It then immediately posts all transactions During journal printing the system verifies that the records are accurate Make sure that you also manually verify the journal for accuracy The system verifies that all journals have been printed before it posts the transactions Refer to the Journals and Post sections on Receipts and Invoices for details and samples 52 Purchase Orders User Manual Chapter 3 Monthly Processing 3 Monthly Processing Monthly Processing The Monthly Processing menu includes the monthly status inquiry function and the monthly closing function Here is the Monthly Processing menu Figure 14 The Monthly Processing Menu The rest of this chapter provides explanations and samples of the Monthly Processing function 54 Purchase Orders User Manual Monthly Processing 3 Option 1 Monthly Status
97. ory Control application The Receipts Data Entry Journal and Post functions in Purchase Orders Live Operations Transaction Processing are disabled Preprinted Forms It is possible to get special forms that have been designed specifically for this Purchase Orders application However you can print the forms on standard 9 1 2 by 11 inch paper if you prefer Enter Y to indicate that you are using the special preprinted form indicated The entered data is validated Press RETURN to save the information on this screen 98 Purchase Orders User Manual File Maintenance 4 Option 12 Vendors List You can print the contents of any file by selecting the corresponding list from the File Maintenance menu Lists include those items in each record that can be entered or changed as well as system maintained information During Live Operations you should print lists to check the accuracy of the data that is being entered These lists provide you with a printed record of the information used during Live Operations This option prints a listing of the Vendors file The screen shown below allows you to chose to print the short Vendors List Figure 29 The Vendors List Screen Data items for the preceding screen are described below Print Short List Enter Y yes or N no The initial default value is N This field is required Indicate whether or not you wish to print the short Vendors List Press RETURN to sa
98. p to 5 digits and 2 decimals to override the display Stock Item The system displays the Stock Item flag Y or N from the Products record It may be changed Product ABC The system displays the Product ABC type entry from the Products record It may be changed Taxable The system displays the Taxable flag Y or N from the Products record It may be changed Purchase Orders User Manual 81 4 File Maintenance Cycle Count The system displays the Cycle Count entry from the Products record You can enter a new cycle count of up to 2 digits to override the display Post Detail to SA The system displays the Post Detail to SA flag Y or N from the Products record It may be changed Physical Type The system displays the Physical Type entry from the Products record You can enter a new physical type of up to 3 characters to override the display Auto POs Enter Y or N to specify whether or not the system will automatically create Inventory Control reorder records when the product reaches the reorder point at the warehouse If you use this feature Inventory Control must be part of the system Y Reorder records will be created for the product when it reaches the reorder point N Reorder records will not be created Enter N if Inventory Control is not part of the system You can review change or delete reorder records at any time The system uses reorder record
99. propriate File Maintenance functions UM per Ship Carton 74 Enter up to 5 digits and 2 decimals for the number of units of measure in the shipping carton used for this product Using the Unit of Measure example if shirts are shipped in cartons that contain 4 packages units of measure you would enter 4 here This field is for your infor mation only If this field is changed the system automatically changes this field on all Products By Ware house records that include this product Purchase Orders User Manual File Maintenance 4 Drop Shipments OK Enter Y or N to specify whether or not this product can be drop shipped from the vendor directly to the customer s site Y This product can be drop shipped N This product cannot be drop shipped Drop shipped products are products in transit that are assigned to a dummy warehouse known as a drop ship warehouse The drop ship warehouse is specified in the Parameters file in the Inventory Control application A drop shipment is recorded as on hand inventory in the drop ship warehouse until a sales invoice is posted against it UM Package Size Enter up to 12 characters to describe the size or dimensions of the package This field is for your information only Post Detail to SA Enter Y or N to specify whether or not sales data detail for the product units dollars and margin will be posted to the Sales Analysis application Y S
100. r certain fields including Pricing Factor Quantity Fac tor and Lead Time Some fields in these records are also left blank including Pricing Unit and Pur chasing Unit Month to date and year to date purchase data prices and units are kept for all purchase orders pro cessed during the month or year Last year totals for the number of units purchased and the dollar amounts of those purchases from each supplying vendor are also maintained The system maintains price changes for the six months previous to the current month When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Purchase Orders User Manual 87 4 File Maintenance Select Products By Vendor from the File Maintenance menu The entry screen is shown below Figure 25 The Products By Vendor Screen Certain entries on this screen are automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen
101. rate Make sure that you also manually verify the journal for accuracy If the system finds no errors you can post the Receipts transactions A sample output is shown below Expert Distributing Inc 04 22 91 02 00 pm Receipts Journal Purchase Purchase Pricing Pricing Pricing Description Line No Quantity Unit Factor Quantity Unit Product No Operator ID AAA 0001 1001 0002 1001 0003 1001 Number of Errors in This Journa 38 Purchase Orders User Manual Transaction Processing 2 Option 7 Invoices Journal Before invoices can be posted you must print the Invoices Journal The Invoices Journal option prints a journal of invoice transactions entered During journal printing the system verifies that the records are accurate Make sure that you also manually verify the journal for accuracy If the system finds no errors you can post the Invoice transactions A sample output is shown below Expert Distributing Inc 04 19 91 11 54 am KAY Page 1 Accounts Payable Invoices Journal Trx Vendor Pay Status Inv Date Dsc Date Due Date Description PO No Mo Yr Liab Account Trx Type Wh Retention Account Invoi ay i Subtotal D t Disc Basi Frei Oth Control Group KAY 0012 August Post Month Year 08 89 0001 00000020 Pool and Associates 09 01 89 09 30 89 RESALE INV 2010001001 Accounts Payable Sales PO Invoice 10 A010 A010 81 95 0 00 81 95 i 81 95 0 00 Line Account Item Code Wh i Quantity Prorate Prorata 0001 107000
102. rchase order The Reports and Inquiry menu is shown below Figure 30 The Reports and Inquiry Menu 114 Purchase Orders User Manual Reports and Inquiry 5 Option 1 Purchase Order Control Report This report lists open purchase orders and shows the current status of each purchase order A sample Purchase Order Control Report is shown below Expert Distributing Inc 04 19 91 09 57 am KAY Page 1 Purchase Order Control Report Required Shipping Ack n Vendor Contact Phone Date Date Date PO Status Pool and Associates 113250 Susan White 206 555 4778 08 01 89 08 10 89 08 05 89 08 10 89 Confirmed Pool and Associates 18212525 Susan White 206 555 4778 08 01 89 08 10 89 08 08 89 08 15 89 Confirmed Purchase Orders User Manual 115 5 Reports and Inquiry Option 2 Purchase Orders By Product Report This report lists for each product the open purchase orders on which the product appears Here is a sample Purchase Orders By Product Report Expert Distributing Inc 04 19 91 10 41 am Purchase Orders By Product Report Vendor Shipping original Vendor Name Order Date Product 10 10 3 1 2 White Round 1001 0001 08 01 89 00000020 Pool and Associates 113250 08 05 89 1002 0001 08 01 89 00000020 Pool and Associates 18212525 08 08 89 Product Number Totals gt 6005 00 Product 20 4 12 Gold Plated Black Round 1001 0002 08 01 89 00000020 Pool and Associates 113250 08 05 89 1002 0002 08 01 89 00000020 Pool and Associates 182
103. rder if any generated from this request for quote will be shipped to an address other than that of the warehouse you select see the Warehouse field description below enter the corresponding code from the Alternate Addresses file You can use the Scan option to find an appropriate entry The system displays the corresponding Addressee Name so that you can verify your entry If no alternate address code is entered the system displays the first line of the Address entry from the Warehouses record 42 Purchase Orders User Manual Transaction Processing 2 Retention Pct The system displays the Retention Percent field from the Vendors record You can enter a different nondecimal retention percentage to override the display The system uses this percentage to compute the retention amount during invoice entry Send To If the order if any generated from this request for quote will be sent to an address other than the address on the Vendors record see the Vendor No field description enter the corre sponding code from the Alternate Addresses file for that address You can use the Scan op tion to find an appropriate entry The system displays the corresponding Addressee Name so that you can verify your entry If no alternate address is entered the system displays the name from the Vendors record Originating If this request for quote will be converted to a purchase order enter Y or N to indicate whether or not the order
104. rehouse 10 Ship To Send To Ship Main Facility Main Warehouse Pool Pool Ship Via AIR FREIGHT FOB TERMINAL 0 00 0 00 0 00 0 00 Prepaid Accum Inv Accum Dsc Accum Tax Accum Rtn Accum Oth 00 00 00 00 INC and Associates Accum Sub From and Associates Accum Frt Vendor Prod Description Line Product 1035WRX2 10 10 3 1 2 White Round X 2 Offset Account 1070001000MA 0412GPBRX2 20 4 12 Gold P1 Blk Rnd X 2 Offset Account 1070001000MA 4510RCX3 30 56 10 Red Cylinder X 3 Offset Account 1070001000MA Instr Quantity Purchase UM 10 Inventory 10 Inventory 20 Inventory Purchase Order Number 1002 RAW MAT INVENT 08 01 89 00000020 Pool and Associates 08 10 89 080 Warehouse 20 Ship To Send To Ship South End Facility From Vendor Prod Description Line Product 1035WRX2 10 10 3 1 2 White Round X 2 Offset Account 1070001000MA 0412GPBRX2 20 4 12 Gold P1 Blk Rnd X 2 Offset Account 1070001000MA 120 South End Warehouse Pool and Associates Pool and Associates Instr Quantity Pricing UM 18212525 Ship Via AIR FOB FREIGHT WAREHOUSE Quantity Purchase UM 6000 00 EACH Corp 20 Inventory 6000 00 EACH Corp 20 Inventory Purchase Orders User Manual Quantity Pricing UM 6000 00 EACH MEg 6000 00 EACH MEg INC Pricing Fetr Unit Price 000 Prepaid Accum Inv Accum Sub Accum Frt
105. reire e r A iie 55 Option 2 Close Month saeni ee E E EA ates A R 56 Purchase Orders User Manual iii Table of Contents Chapter 4 File Maintenance csccscsssssscsssecsssccsceessssecscssesssecsessesseeoees Option T Vendors eienenn a i a clea pbitee bbcode a eeN Option 2 Terms 30343 anion hhh diel ancien Masia a ee neg eat Option 3 2 Alternate Addresses ionin cece oE ERRA cacber AE AN E Option 4 Product Classes eccceesssessceseescseesecseeseeeceececsesseeseeseeaceecsessesaeesesseeaseeseeees Option 5 ProdUcts tse ssccsteecsheseseseevecsessdd sagen cevesossdedubdevsesehd sedebieh Saves E ea AE aiea Option 6 Warehouses sioen iion aE E A KRETA E ARN Option 7 Products By Warehouse Option 8 Products By Vendor Option 9 Status Codes Option 10 Special Instructions cee eseeeecseeseeseeseeecesseeseeseeeceesecsesseeseeseeaseeseeees Option Ll Parameters niui e cds eee a e E aA Ea aae E T nE Option 12 Vendors List ersen senate AEA A ele tee Option 13 lt Terms Lists e irern shes AEE tases R E E E RRE ENAREN Option 14 Alternate Addresses List ssssseseeessessseeeesestsesestsrststerersrsrersreresenrersrstset Option 15 Product Classes List ececeeesesecseeseeseesceecseesecseeseeeceecsessessesseesseaeeeeees Option 16 Prodincts List rens oireitani a ia ekis Option t7 Warehouses Lists cinch nnn anana O E AE E Option 18 Products By Warehouse List Option 19 Pro
106. rom it and add infor mation to the purchase order using Change mode in the Purchase Orders function When you use this option a record of all entries is printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown In all cases the User ID date and time are printed Select Request for Quotes Maintenance from the Special Programs option on the Transaction pro cessing menu The first of two Request for Quotes entry screens is shown below 40 Purchase Orders User Manual Transaction Processing 2 Figure 11 The Request for Quotes Screen Certain entries on this screen will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Vendor No Enter the supplying vendor s number from the Vendors file You can use the Scan opti
107. rt of the system the current year is always the calendar year LY Units The system displays the number of pricing units purchased from the vendor in the previous year Depending on the specification in the Inventory Control Parameters file the previous year may be either the previous fiscal year or the previous calendar year If Inventory Control is not part of the system the previous year is always the calendar year MTD Purchases The system displays the cost of the pricing units purchased from the vendor in the current month YTD Purchases The system displays the cost of the pricing units purchased from the vendor in the current year including the current month 92 Purchase Orders User Manual File Maintenance 4 Depending on the specification in the Inventory Control Parameters file the current year may be either the current fiscal year or the current calendar year If Inventory Control is not part of the system the current year is always the calendar year LY Purchases The system displays the cost of the pricing units purchased from the vendor in the previous year Depending on the specification in the Inventory Control Parameters file the previous year may be either the previous fiscal year or the previous calendar year If Inventory Control is not part of the system the previous year is always the calendar year The entered data is validated Press RETURN to save the
108. s balanced against the running total kept by the system as entries are made For invoices enter the adding machine total of all invoice amounts to be entered The system will Purchase Orders User Manual 25 Transaction Processing display the running total of amounts entered in the Current field and the balance remaining will be shown in the Remaining field This entry is optional Vendor Hash Total Enter a positive number with up to 12 digits Enter the sum of all vendor numbers to be entered in this control group The system will keep a running total of vendor numbers and balance it against this entry This entry is optional Print Journal Enter Y yes or N no The initial default value is Y This field is required Y is displayed to indicate that this group is ready for journal printing If you want to delay journal printing for any reason enter N Journal OK The system display indicates whether or not this group has been verified the journal printed and no errors are present and is correct Post Now Enter Y yes or N no The initial default value is Y This field is required Y is displayed to indicate that this group is ready for posting If you want to delay posting for any reason enter N The entered data is validated Press RETURN to continue to the next screen Select Next Record to go to the next Invoice Control Groups record At this s
109. s made with corporate headquarters 206 246 8080 Receiving department is not allowed to accept any substitutions without written acknowledgement from corporate headquarters Please notify in advance of any substitution 206 246 8080 Option 22 Parameters List This option prints a listing of the Parameters file A sample output is shown below Expert Distributing Inc 04 18 91 03 59 pm Purchase Orders Parameters List Post to Other Applications AP Y ICY Update Product Vendor at EOM Y Current Calendar Month Year 8 89 Number of Fiscal Months 12 Receipts in Purchase Orders Y Preprinted Forms Purchase Orders Request for Quotes 112 Purchase Orders User Manual Chapter 5 Reports and Inquiry 5 Reports and Inquiry Reports and Inquiry The Purchase Orders application includes reports that show open purchase orders by product number purchase history by vendor and product and annualized inflation rates by vendor and averaged by product Report information is based on data contained in the Purchase Orders and Inventory Control files You can sort the information that appears in these reports according to your needs and you can select the level of detail that you want to appear Some reports contain information that is not available if the Inventory Control Accounts Payable or Order Entry applications are not part of the system The Inquiry selection provides a quick way to look at the status of a selected pu
110. s the factor used to convert the number of purchasing units to pricing units Pricing Quantity Received Enter up to 5 digits and 2 decimals for the number of the vendor s pricing units received in the current entry If you enter this field the purchasing quantity received see above is com puted Pricing UM The system displays the pricing unit of measure Product No The system displays the product number on the purchase order line item to which this receipt applies 22 Purchase Orders User Manual Transaction Processing 2 Warehouse No The system displays the warehouse number on the purchase order line item to which this re ceipt applies The entered data is validated Press RETURN to save the information on this screen Select Next Record to go to the next Receipts record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Receipts file Option 5 Invoices This function is not available unless the Accounts Payable application is part of the system If your system includes both the Purchase Orders and the Accounts Payable applications invoices for purchase orders must be entered through Purchase Orders Each group of invoices includes a control group record and a series of one or more invoices each with any number of line items The normal process of posting invoices includes 1 entering the invoices 2 printing the Invoices Journal and 3 posting the invoices
111. s to generate purchase orders The entries you make in the Reorder Point Reorder Quantity and Reorder Vendor fields on this screen are used on the initial reor der record Estimated Freight The system displays the Estimated Freight Percentage entry from the Products record You can enter a new percentage of up to 3 digits and 2 decimals to override the display Reorder Point Enter up to 5 digits to identify the point at which the product should be reordered for this warehouse The reorder point is the number of on hand stockkeeping units at which more product should be ordered Reorder Quantity Enter up to 5 digits for the number of stockkeeping units to be ordered when the reorder point is reached The system converts the stockkeeping units entered here into purchasing units using the Quantity Factor on the Product By Vendor record for the reorder record 82 Purchase Orders User Manual File Maintenance 4 Reorder Vendor Enter the 5 digit number from the Vendors file for the vendor to be used on reorders of this product You can use the Scan option to find an appropriate entry The system displays the vendor s name on the screen so that you can verify your entry You can leave this field blank if you do not know who the reorder vendor will be If the Auto POs option is used in Inventory Control the vendor is included on the automatic reorder record before it creates purchase orders The vendor may be changed on the reorder
112. ster file and the Invoice Amount field from this entry You may change this amount The retention amount will be credited to the account entered in the Retention Account field Freight Enter up to 7 digits and 2 decimals for the freight charges on the invoice This charge is prorated over the line items based on each line item amount Prorated costs become a part of product cost in inventory Tax If any sales tax is applicable enter up to 7 digits and 2 decimals for the amount This tax is prorated over the line items based on each line item amount Other If any miscellaneous charges are applicable enter up to 7 digits and 2 decimals for the amount These charges are prorated over the line items based on each line item amount Purchase Orders User Manual 31 2 Transaction Processing Liability Acct The system displays the liability account number from the Vendors record You can enter another valid account number from the General Ledger Chart of Accounts file to override the display You can use the Scan option to find an appropriate entry The system displays the account description from the Chart of Accounts file so that you can verify your entry Warehouse Enter a number to identify the warehouse where the product was received You can use the Scan option to find an appropriate entry The system displays the corresponding description from the Warehouses file so that you can verify your entry If you are using Option 17 t
113. t appears on the Accounts Payable Vendor Activity Inquiry and the Vendor Credit Report Balance During Initial Setup enter the outstanding balance owed to the vendor In Live Operations this balance is maintained by the system based on the invoices payments and adjustments posted to the Vendor s account For informational purposes only the Vendor Balance ap pears on the Accounts Payable Vendor Activity Inquiry and the Vendor Credit Report Retention Provide the retention balance owed to this vendor During Live Operations this field is sys tem maintained and display only 64 Purchase Orders User Manual File Maintenance 4 Last Invoice Date The date of the most recent invoice processed for this vendor is shown Last Payment Date The check date of the last payment made to this vendor is shown During Initial Setup you may enter this date Last Invoice Number The number of the last invoice processed for this vendor is shown During Initial Setup you may enter the number of the last invoice received from this vendor Last Check Number The check number of the last check processed for this vendor is displayed During Initial Setup you may supply the number of the last check issued to the vendor Last Invoice Amount The amount of the last invoice posted for this vendor is displayed During Initial Setup you may provide the amount of the invoice you entered in the Last Invoice Number field Last Check Amou
114. the General Ledger Chart of Accounts file You can enter a different offset account number to override this display You can use the Scan option to find an appropriate entry Special Instr If desired enter a code from the Special Instructions file for the special instruction to be printed on the request for quote line item You can use the Scan option to find an appropriate entry The system displays the corresponding description so that you can verify your entry This entered data is validated Press RETURN to display system supplied information and then press RETURN again to save the information on this screen Select the Previous Image option to go back to the Request for Quotes screen Select the Next Record option to go to the next Line Items screen Select the END option to go to the next Request for Quotes screen At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Request for Quotes Line Items file 48 Purchase Orders User Manual Transaction Processing 2 Option 11 Request for Quotes List This function prints a listing of all requests for quotes that you have entered and not yet converted to purchase orders Lists include items in each request for quote that can be entered or changed as well as system maintained information Select Request For Quotes List from the Special Programs option on the Transaction processing menu A sample Request for Quotes List is shown below
115. tifies the product that will appear on this line item on the pur chase order The system verifies that the product is on file in the Products file It also verifies that this product is on file in the Products By Warehouse and Products By Vendor files for the ware house and vendor that you enter If the Products By Vendor record is not on file the system displays a warning You can create a Products By Vendor record by selecting Option 17 Purchase Orders User Manual 15 2 Transaction Processing The record that you create will have valid product and vendor numbers if the following con dition is true The option to keep detailed product by vendor information is selected in the Inventory Con trol Parameters file If the option to keep product by vendor detail is not selected the record you create will have a valid product number and a blank vendor number The pricing and unit of measure informa tion that you enter on this screen are used as the initial values for the generated Products By Vendor record Similarly if the Products By Warehouse record is not on file the system displays a warning You can create a Products By Warehouse record by selecting Option 18 You should use caution in creating records in this way as only a skeleton record will be cre ated and many fields will be filled with default values One such field is the Qty Factor field which is set to 1 See the description of this field in the discussion of the Produ
116. ting applications Accounting Audit Trails During Live Operations the Transaction Processing File Maintenance and Reports and Inquiry menus provide functions used during day to day operation of the system To process transactions a three step procedure is followed 1 transaction entry 2 journal printing and 3 transaction posting where records are integrated with permanent master files Transaction Entry During purchase order entry and the entry of receipts and invoices the system performs validation checks on all transactions entered Journal Printing After transaction entry of receipts or invoices the transaction data must be printed on a journal before it can be posted The journals should be reviewed or edited by the operator or someone else in the department who can verify the entered data Save the journals they are an important part of your audit trail During journal printing the system performs validation checks on the data to ensure that it can be posted correctly Errors and warnings may be printed on the journal and summarized at the end of the journal Transaction data that prints with errors will not be allowed to post until the errors are cor rected and the journal is reprinted without errors This process ensures that data is verified twice before being posted to permanent master files and gives added assurance that erroneously entered data will not be posted to permanent files Transaction Posting O
117. tion works The in formation in this file specifies interfaces with other applications and various system options The Purchase Orders application refers to this file during routine processing When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Parameters from the File Maintenance menu Here is the Parameters screen 96 Purchase Orders User Manual File Maintenance 4 Figure 28 The Parameters Screen Certain entries on this screen automatically display In most cases a displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed Data items for the preceding screen are described below Post to Other Applications The system displays Y or N to indicate whether or not information can be transferred to each of the applications listed Abbreviations are AP Accounts Payable IC Inventory Control Either of these displays can be changed If you enter N for AP you must also enter N for IC That is your system must post to Accounts Payable if it will post to Inventory Control Update Product Vendor at EOM The system displays Y or
118. tn J Jangaard Seattle WA 98119 Commercial Supplies OUTLET 9000 Airport Way Attn R Wolff Seattle WA 98166 International Affiliate 1000 Harbour Avenue Building 909A Victoria BC N6B 2H8 East Coast Subsidiary 9010 Boylston Avenue Suite 3600 Boston MA 20038 Inc KAY Page Purchase Orders User Manual 103 4 File Maintenance Option 15 Product Classes List This option prints a listing of the Product Classes file A sample output is shown below 04 18 91 11 37 am Account 010 Standard 1100001001WH 3010001001WH 4190000001WH Inventory Sales Estimated Freight 020 Special order 1100001000WH 3010001001WH 4190000001WH Inventory Sales Estimated Freight 030 Custom 1100001001WH 3010001001WH 4190000001WH Inventory Sales Estimated Freight 104 Expert Distributing Inc Product Classes List Description Resale Inventory Sales Outlet Sales Wholesale Freight Out Sales Wholesale Resale Inventory Sales Wholesale Freight Out Sales Wholesale Resale Inventory Sales Outlet Sales Wholesale Freight Out Sales Wholesale Purchase Orders User Manual Account Over Under Cost of Goods Sold Over Under Cost of Goods Sold Over Under Cost of Goods Sold 1100001000WH 4010000001WH 1100001000WH 4010000001WH 1100001000WH 4010000001WH Description Resale Inventory Cost of Goods Sold Sales Whls Resale Inventory Cost of Goods Sold Sales Whls
119. ual File Maintenance 4 Contact Enter up to 20 characters for the name of the contact person for this vendor Telephone Enter up to 14 characters for the vendor s phone number including area code You can use any notation or format for example HHEP or HHHH THEI THHHP Facsimile Furnish the Vendor s FAX number Terms Code Enter the code from the Terms file that identifies the payment terms for this vendor You can use the Scan option to find an appropriate entry The system displays the description of the payment terms so that you can verify your entry Misc Vendor Enter Y or N to indicate whether or not this vendor is a miscellaneous vendor Miscella neous vendor records are normally used for one time vendors During invoice entry you enter a name and address to differentiate between miscellaneous vendors rather than allowing the system to use a fixed name and address from the Vendors file You can set up more than one miscellaneous vendor Vendor Type The vendor type is another method that can be used to categorize vendors Many reports can be sorted and selected using vendor type You can use the Scan option to find an appropriate entry The system displays the corresponding description so that you can verify your entry Liability Account Enter a liability account number from the General Ledger Chart of Accounts file This field is required You can use the Scan option to find
120. uantities are entered in the col umn to the left Enter up to 6 digits and 3 decimals to identify the selling price offered at each quantity break Here is a sample table of quantity and price breaks Quantity Breaks Price Breaks 1 00 15 000 100 00 13 000 10000 00 11 000 This table indicates the following pricing e Purchases of 1 to 99 units are priced at 15 00 per unit e Purchases of 100 to 9 999 units are priced at 13 00 per unit e Purchases of 10 000 units and up are priced at 11 00 per unit MTD Sales The system displays the month to date sales dollars earned on the product at this warehouse This field is updated from Order Entry MTD Margin The system displays the month to date sales margin sales dollars less cost for the product at this warehouse This field is updated from Order Entry MTD Units The system displays the number of units of the product that have been sold from this ware house during the current month This field is updated from Order Entry YTD Sales The system displays the year to date sales dollars earned on the product at this warehouse This field is updated from Order Entry YTD Margin The system displays the year to date sales margin sales dollars less cost for the product at this warehouse This field is updated from Order Entry 86 Purchase Orders User Manual File Maintenance 4 YTD Units The system displays the number of units of the product that have been sold at t
121. uct is associated with the appropriate General Ledger accounts When you use this option a record of all entries is printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown In all cases the User ID date and time are printed Select Product Classes from the File Maintenance menu The Product Classes entry screen is shown below Figure 20 The Product Classes Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below 70 Purchase Orders User Manual File Maintenance 4 Product Class Number Enter a unique number of up to 3 digits to identify the product class This is the number that will be used to recall or reference this record elsewhere in the system Description Enter up to 30 characters to describe the product class Inventory Enter the default General Ledger account number for the inventory account to which all activ ity for products in this class will be posted If the General Ledger application is part of the
122. uence beginning with 1 PO No Enter a valid purchase order number to identify the purchase order to which the product re ceipt applies You can use the Scan option to find an appropriate entry The system displays the corresponding description so that you can verify your entry Purchase Orders User Manual 21 Transaction Processing PO Line No Enter a valid line number of up to 4 characters to identify the purchase order line item to which the product receipt applies Purchasing Quantity Received Enter up to 5 digits and 2 decimals for the number of the vendor s purchasing units received in the current entry If you leave both this field and this Pricing Quantity Received field see below blank the system defaults to the remaining quantity to be receipted the quantity or dered minus the quantity already received If you enter this field the pricing quantity re ceived see below is computed Purchasing UM The system displays the purchasing unit of measure Total Qty Ordered The system displays the total quantity ordered from the purchase order It is expressed in the vendor s purchasing units Quantity Previously Received The system displays the total number of purchasing units received to date This does not include the amount you entered in the Purchasing Quantity Received field above Pricing Factor The system displays the pricing factor on the purchase order line item to which this receipt applies This i
123. ve the informa tion on this screen Purchase Orders User Manual 99 4 File Maintenance A sample Vendors List long form is shown below 04 18 91 11 26 am 00000040 ALBERT 00000150 CARPENTR 00000160 ELECTRIC 100 Expert Distributing Albert Materials 10112 West Smith Inc Seattle USA Phone 206 555 1256 Contact Milton Albert Vendor Type 10 Supplier Liab Acct 2010001001 Offset Acct Comment Prompt Supplier WA 98112 Carpenter s Union 101 Union Hall Seattle WA 98101 USA Phone 206 441 2367 Contact Fritz Holden Vendor Type 40 Agent Liab Acct 2050600000 Offset Acct Comment Carpenter s Electrician s Union 238 Electrician s Hall Seattle WA 98111 USA Phone Contact 206 431 8909 Cal Worthington Agent 2050700000 Vendor Type 40 Liab Acct Offset Acct Comment Electrician Purchase Orders User Manual Accounts Payable 4010000000MA Cost of Goods Sold Corp Mfg Inc Vendors List Hold Checks N Misc Vendor N Normal 205698 Correct 1099 N FAX 206 555 9874 Terms 060 2 10 25 N 25 10 Sales Hold Checks N Pay Statu Tax ID No Bank Acct No Correct 1099 FAX Terms Misc Vendor N Normal Union 101 Hold Checks N Misc Vendor N Normal Correct 1099 FAX Terms s Union 238 Balance Credit Limit Retention Last Last Last Invoice Ami Last Pymt Date Last Check No Last Check Amt Check GT Max N 3 Invoi
124. w Pricing UM The system displays the pricing unit of measure for the product from the Products By Vendor file Current Price The system displays the unit price of the product from the Products By Vendor file This is the price per pricing unit of measure quoted by the supplying vendor The pricing unit of measure is displayed in the Pricing UM field on this screen You can enter a different cur rent price of up to 6 digits and 5 decimals to override the display Amount The system displays the extended amount of this line item The amount is computed accord ing to this formula Purch Units Ord x Pricing Factor x Current Price This formula is equivalent to the following Pricing Unit x Current Price You can enter up to 7 digits and 2 decimals to override the display If you change the amount the system recalculates the Current Price Taxable This field indicates whether or not sales tax is charged for this product Y Sales tax is charged for this product N Sales tax is not charged for this product By default the system displays N in this field You can enter Y to override the display Purchase Orders User Manual 47 2 Transaction Processing If this request for quote is converted to a purchase order this entry is noted on the purchase order form Offset Account The system displays the offset account for the product from the Product Classes file followed by the description of this account from

Purchase Orders User Manual

Contents

Download Pdf Manuals

Related Search

Related Contents