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Purchase Order - White Ware, Inc

1. T LOL anaa STVIOL 22 saequmny aoAI Ted 00 8 T3 0000752 ZTOTETS9DIT siequng 006 TOOONN 0000 ET ATY 00 002 uoradraoseq 19 wear uotqeso7 snaeag 203 qacdey uedg ATddng szepttng apog 3502 aseud aor Ag z0Dz TO OT 2002 92 60 2002 0 0 2002 92 60 2002 0 0 2002 92 60 peasenbay seagq qaodey pug snas TPOO0000 dant TP000000 TO032Y TP000000 TOO32Y 34938 ON aspain a aopusA Hd 65 2 zo0z Ot 60 Purchase Order User s Manual 6 10 Scheduled Delivery Report Worksheet The Scheduled Delivery Report Worksheet shows the orders you are supposed to receive on the date you enter This report is valuable if the end of a posting or other important time period is approaching and you want to see what inventory you should have received You can also use the Scheduled Delivery Report as a physical inventory worksheet you can compare the items in the report against a physical count of inventory by checking off the items you received An example of the Sc
2. Information for reports is sorted first by a space _ then by special characters then by digits then by uppercase letters and finally by lowercase letters No matter what you enter in the From and Thru fields however your entries are sorted in alphabetical order unless the function provides an option to sort the information differently Sorting by alphabetical codes or IDs is easy For example the ID ACL comes before the ID BB because A comes before B Purchase Order User s Manual 1 67 Reports Introduction Use caution when you enter codes or IDs consisting of characters other than letters the order might not be what you expect For example if 20 items are labeled 1 through 20 and all are included in a report you might enter 1 at From and 20 at Thru expecting them to be listed 1 2 3 19 20 However since OSAS sorts in alphabetical order the numbers are listed in this order 1 10 19 2 20 In this example numbers 3 9 are not included in the sort since they fall after 20 in an alphabetical sort To prevent this situation pad extra spaces in codes and IDs with zeros so that numbers in alphabetical order are also in numerical order In the example above the items would be labeled 000001 through 000020 Output the Report The type of menus you use controls which options are available to output reports If you are using graphical function screens you have the following output options Printer Print Pre
3. e Press G to go to a specific document line This command is available only when there is more than one screen of line items Use the Exit F7 command to return to the function screen from which you accessed the Documents command when you finish viewing documents 1 66 Purchase Order User s Manual Reports Selecting a Range of Information Sorting To produce a report you must specify the amount of information you want in the report e To produce a report that includes all the available information leave the From Thru fields on the report screen blank For example if you want information about all the vendors to be in a report leave the Vendor ID From and Thru fields blank e limit the amount of information in the report enter the range of information in the From Thru fields For example if you want a report to include information only about vendor ACE001 enter ACEO01 at both From and Thru If you want the report to include information only about vendors that start with CO enter CO at From and COZZZZ at Thru Each field where you enter information on a report screen usually restricts the overall output of the report For example if you leave the Vendor ID From and Thru fields blank the report contains information about all the vendors But if you enter invoice 100 in the Invoice Number From and Thru fields and invoice 100 is assigned only to vendor ACEO01 the report includes information only about vendor
4. Enter New Orders Enter Goods Received Orders Enter Goods Received Invoiced Orders Edit Orders C Receive Goods C Apply Invoices C Receive Goods and Invoices Select the type of action you want to perform e If you select Enter New Order you can enter items ordered in the line item entry screen that appears after you enter the header information and memo totals for reference e Ifyou select Enter Goods Received Orders you can do the above and enter receipt information for goods received e Ifyou select Enter Goods Received Invoiced Orders you can do the above and enter invoice totals The system uses the invoice totals to calculate costs e Select Edit Orders to make changes to orders on file Depending on what changes you made to the order you are editing you might be able to receive goods apply invoices both or neither e Select Receive Goods Apply Invoices and Receive Goods and Invoices for orders that have been entered If you receive goods for an order the status of the order changes to Goods Received and the memo totals screen appears If you apply an invoices to an order the status of the order changes to Invoice Received and the invoice totals screen appears 5 6 Purchase Order User s Manual Daily Work Enter Orders Entering and Editing Orders When you enter a new order the status of the line is Open When you edit an order you can change the line item status to Cancelled or
5. 5 icc Ship Darje fe GL Period Company H 10 01 2002 Terminal 000 OVR Field Description Field The fields that appear in the line item entry area when you add or change line items are listed Accept the current fields or change them Do not delete lines or rearrange the account descriptions The system looks for these accounts by their position in the table it treats the information on the first line as the request date the information on the second line as the location ID and so on Purchase Order User s Manual 7 21 Tables File Maintenance Field Description Data If you want the cursor to stop at a field when you press Enter enter E If you want the cursor to stop at a field when you use the Jump command or when you press Enter enter T If you do not want the cursor to stop at a field leave the field blank 7 22 Purchase Order User s Manual Edit Purchase Order Number Use the Edit Purchase Order Number function to change the number the system assigns to the next purchase order or return You can use this function only if you elected to have the system generate purchase order numbers in the Resource Manager Options and Interfaces function This function is useful if you use preprinted purchase order forms and want the system generated purchase order number to match the number on the form Edit Purchase Order Number Screen Select Edit Purchase Order Number from the File Maintenan
6. AGREED PAY 3000 2 1 PLEASE NOTIFY JANE ACE WHEN ITEM IS MAILED CALLED CUSTOMER ABOUT PAST DUE BALANCE zi ij zj Ref ID end Date new ID Append Enter edit First Next Prev Last Goto Company 10 08 2002 Terminal T000 OVR 1 Enter the ID for which you want to view or enter comments in the ID field at the top of the screen The Inquiry F2 command is available 2 The ID of the terminal you are working at appears in the Ref ID field To work with comments for only the default reference ID press Enter To work with comments for a different reference ID enter that ID To work with all comments clear this field and press Enter 3 Enter the date of the most recent comment you want to work with in the End Date field or press Enter to work with all comments 1 62 Purchase Order User s Manual Introduction Information Menu The date reference and text that appear for each comment depend on the reference ID and end date you enter The comments are arranged by date the most recent date first then by reference ID 4 Use these commands to work with the comments on the screen e Press R to return to the Ref ID field to enter a new reference ID e Press D to return to the End Date field and enter a new end date by which to sort comments e Press I to return to the ID field and enter a new ID for which to view or enter comments e Press A to add a new comment The Append C
7. Discount cannot exceed total less prepayment The difference between the total and the prepayment is the largest amount the discount can be Extended cost is too large The extended amount of the line item is too large to fit in the space provided Check the quantity and unit cost you entered If they are correct you must enter the line item as two line items to accommodate the total Field size is too large The amount of the invoice is too large to fit in the space provided Check the amounts you entered in the Tax Freight and Misc fields If they are correct you must enter the invoice as two invoices to accommodate the total File unavailable file name This message appears for one of three reasons function you are trying to access needs one or more files that are locked by another user on your system When a file is locked other users cannot access it during posts and other functions that need to keep the file intact e function you are trying to access needs one or more files that are not on your system Use the Options and Interfaces function on the Resource Manager Company Setup menu to verify that the correct interfaces have been selected If that does not correct the problem get help from a support technician e You are working with the wrong company Return to the menu then use the Change Company F3 command to enter the ID you want In any case press Enter to get back to the menu correc
8. Enter your earlier version number of Purchase Order and press Enter You can determine the version by looking at the copyrights screen when you start the old version of OSAS or in most versions by clicking the Application Versions tool button or pressing Shift F2 in text mode on the menu screen If data files already exist for Purchase Order in the intended destination path the PO data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and convert the files from the version in the source path select Yes or enter Y in text mode if not select No or enter N in text mode If you elect not to erase existing files you must change your directory choices so that no conflict exists Accounts Payable and its version number appear automatically You must convert the AP data files as well in order to use Purchase Order If data files already exist for Accounts Payable in the intended destination path because you already converted them the AP data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and reconvert the files from the version in the source path select Yes or enter Y in text mode if not select No or enter N in text mode Use the Proceed OK command to begin the conversion process The Do you want a printout of error log after each application prompt appears If you want the error log to be produced after files are
9. 001 of 003 Header First Last Next Prev View Open Document Goto Company 10 08 2002 Terminal T000 OVR Purchase Order User s Manual 1 65 Information Menu Introduction Enter the ID for which you want to view attached documents The Inquiry F2 command is available Use these commands to view document information open an attached document or switch between or select a new ID e Press to return to the header section to select a new ID e Press F to view documents attached to the first ID on record e Press Lto view documents attached to the last ID on record e Press N to view documents attached to the next ID on record e Press P to view documents attached to the previous ID on record e Press V to view document information The View Documents screen appears and lists the file name directory path and description of the attached document Press any key to return to the Documents screen e Press to open the attached document in the appropriate software application You may need to edit the Resource Manager File Types function in order to associate files with your preferred applications If you have problems opening a document return to the function in which the document was attached and edit the attachment to change the direction of the slashes used in the directory path If the directory path contains backward slashes change them to forward slashes and vice versa
10. the list box Purchase Order User s Manual 1 35 OSAS Text Functions Like the text menu OSAS text function screens can be used on all operating systems On Windows workstations text function screens can also be used with graphical menus or vice versa the text menu can be used with graphical function screens Function screens provide you an interface to the data in your data files allowing you to view update and change information as needed Function screens also allow you to print reports or perform tasks on your data such as calculations purges or the resetting of accumulated totals oxi Settings Edit Print Help MINNEAPOLIS WAREH You can move around the screen in these ways e Press the down arrow or Enter to move from field to field e Select the appropriate command on the command bar Purchase Order User s Manual 1 37 OSAS Text Functions Introduction e Use commands to access information screens or to toggle commands on and off See Commands and Flags on page 1 38 for more information e Ifa screen contains more than one section press PgDn when prompted to move to the next section e menu appears prompting you for the kind of information to enter or maintain such as on Transaction or File Maintenance screens select the appropriate option and press Enter e Press F7 to exit the screen and return to the main menu Text Function Screen Elements Command Line The command l
11. 1 If you assigned an account number in the vendor s record that number appears 2 If Purchase Order interfaces with Inventory and you entered an item ID the inventory account from the item record appears 3 If Purchase Order does not interface with Inventory or if the line is for a noninventory item the account from the DFxxxxxx table appears Accept that account number or enter a different account number The Inquiry F2 and Maintenance F6 commands are available if Purchase Order interfaces with General Ledger 5 53 Enter Returns Daily Work Field Returned Goods Qty Inquiry Units Maint Unit Cost Ext Cost 5 54 Description Enter the number of units you are returning of the item Enter serialized items in whole units If Purchase Order interfaces with Inventory and you entered an item ID the quantity on hand in the item record is reduced by the quantity you enter here unless you entered a job ID If Purchase Order interfaces with Inventory and you entered an item ID accept the base unit of measure or enter an alternate unit of measure If Purchase Order does not interface with Inventory or if you did not enter an item ID EA appears Accept it or enter the unit of measure by which you purchased the item for example you might enter DZ if you purchased the item by the dozen If Purchase Order interfaces with Inventory and you entered an item ID the last unit cost you paid for
12. 9T 96 T 00 P9 9LET ZS 6lv2T TVIOL araa qEAI323d SHJIOANI dod TYLOL 00007 006 aequ series 005004 sPexoeg xionTTTH oss 51009 AOA T LOL 00007 0000 8 0000 8 006 Aad aur uoradraoseq wear Aad penazsoy satun Aad paod wear sedA Tenazooy TT 203 qaodey ATddng szapting 000002 OOZPOT qor 000908 ssusdxg DOPPOT AaoqusAuT dil Tenisoy 2002 92 60 TPO00000 TOON2W 200 00000 2002 92 60 2 000000 000Z TZ ZT 52000000 TOOTIN 00 2002 92 60 aaas 6 000000 TOOLLY TOO 200000 000Z TZ ZT aaas 000000 TOOTTE 800 aeq aspi ON aug wowa NY TS 8 Z0OZ TO OT Purchase Order User s Manual 6 20 Goods Not Received Report The Goods Not Received Report lists orders whose goods have not been received If an order has a line item that has not been fully received it is listed in the report with the detail for each incomplete line item 09 30 2002 3 55 PM Dates Vendor Entry Ordered Ordered By Status Requested Received By Batch ID Order No Order Stat ELLOOl 12 21 2000 000001 0000
13. Tables 21 22 23 24 Toggle between YES or NO to indicate whether you want to use the vendor name for the description when you post transactions to the General Ledger application Toggle between YES or NO to indicate whether you want the system to warn you when a duplicate PO number is entered in order entry Toggle between YES or NO to indicate whether you want to be able to post batches of transactions for which the Purchases Journal Returns Journal and Receipts and Invoices Journal have not been printed When you are finished selecting options press W to save your entries Then use the Exit F7 command to return to the Options and Interfaces screen Select another application whose options and interfaces you want to change or use the Exit F7 command to return to the Resource Manager Company Setup menu Tables store information relating to the system data options and default settings for other applications Use tables only to enter and store data Do not delete lines or rearrange the account descriptions The system looks for information by the position of the lines in the table For example in the APGLxxx table the system treats the account on the first line as the discount account and the account on the second line as the cash account You must set up these tables before you build the Purchase Order data files APGLxxxx APPDxxxx DFxxxxxx DMxxxxxx Purchase Order User s Manual 3 11 Setup Check
14. Copy Recurring Orders Log 05 30 2002 12 49 PM Builders Supply Copy Recurring Orders Report Run Codes 1 12 Cutoff Date 09 30 2002 Batch 000001 To P 0 No Error Messages Rl5655 Remaining balance 0 Recurring entry not copied R155838 Past cutoff date Recurring entry not copied 932135 Past cutoff date Recurring entry not copied R5666 Past cutoff date Recurring entry not copied ROO00012 Past cutoff date Recurring entry not copied Total amount copied to Purchase Order file 00 End of Report 5 86 Purchase Order User s Manual Change Batches The Change Batches function allows you to manually change the batch ID for a single order or an entire batch of orders that has not been posted If you did not elect to use transaction batching in the Resource Manager Options and Interfaces function you cannot use this function Change Batches Screen Select Change Batches from the Daily Work menu This screen appears 2515 Commands Edit Modes Other Help 2x OK Abandon r Change Order No C Batch ID Old Batch ID 000001 aj Order No 100000046 aj New Batch ID 000002 aj Inquiry 2 Inquiry 3 Eempany 09 30 2002 Terminal T000 Select the type of change you want to make You can copy a single order to a new batch or you can move all orders from one batch to another Enter the batch number from which you want to move the order or orders
15. For example use ACE 01 and ACE 11 instead of ACE 1 and ACE 11 or ACE 01 3 4 Purchase Order User s Manual Setup Setup Considerations e Ifyou use letters in IDs use either all uppercase or all lowercase letters so that the IDs can be sorted correctly e Use descriptive IDs For example WINOO1 and WINO02 are more descriptive IDs than 000001 and 000002 However if you already use a numbered system you might want to stick with it e Ifyou want to sort items by a particular attribute name or group put the attribute in the ID For example to organize vendors by name put the first characters of the name in the vendor ID e To ensure that you can insert new items into a sequence use a combination of letters and numbers that leaves room in the sequence for later additions For example setting up two consecutive IDs of WINO01 and WINOOS leaves room for three vendors in between Purchase Order User s Manual 3 5 Setup Checklist and Functions Follow the steps below to set up the Purchase Order system Each step is explained in this section Set up the options and interfaces Build the tables Build the POSHxxx Ship to Address file Enter initial balances Set up access codes Set up a backup schedule DN AE Options and Interfaces An application can be interfaced to work in conjunction with other applications Purchase Order can interface with General Ledger Inventory Job Cost and Bank Reconciliati
16. I 10 Tab 1 72 Up Arrow 1 72 Reports conventions 1 67 including all information 1 67 limiting information 1 67 printing 6 3 selecting information for 1 67 requested ship dates entering for line items 3 10 Resource Manager Data File Conversion function 2 5 2 6 features of 1 3 Install Applications function 2 3 2 5 Return Authorization window 5 56 return statuses 5 45 returned debit memo status for returns 5 45 returned status for returns 5 45 returning goods 5 45 lotted goods 5 60 lotted serialized goods 5 62 serialized goods 5 58 returns authorizing 5 56 editing line items for 5 51 entering and editing 5 47 entering line items for 5 51 entering totals 5 67 posting 6 26 Returns Journal function 1 14 6 15 sample 6 16 Right Arrow report command 1 72 Right Arrow function key 1 57 right click defined 1 19 run codes 1 10 S sample data changing to 1 30 1 35 Scheduled Delivery Report Worksheet function 1 14 6 11 Purchase Order User s Manual scroll region commands 1 57 Down Arrow 1 48 1 57 End 1 48 1 57 Enter 1 57 F3 1 48 1 57 Home 1 48 1 57 Ins 1 48 1 57 PgDn 1 48 1 57 PgUp 1 48 1 57 Tab 1 48 Up Arrow 1 48 1 57 Select Payables function 1 13 Serial Inventory Lookup function key 1 56 pull down menu command 1 49 serialized goods applying invoices for 5 29 entering 5 23 entering for debit memos 5 74 returning 5 58 Serialized Item file 1 9 serial
17. e Information from the header screen is summarized at the top of the screen e line item scroll region appears in the middle of the screen e Memo totals appear at the bottom of the screen Purchase Order User s Manual 5 65 Enter Returns Daily Work Commands Use these commands to work with the information on the screen Press Enter to edit the selected line item See Entering or Editing Line Items on page 5 51 for more information You cannot delete a line if you applied a debit memo to it You can change the status of each line item in the return to Cancelled e Press A to add a line item to the end of the return See Entering or Editing Line Items on page 5 51 for more information e Press D to apply a debit memo to the selected line item See Applying Debit Memos to a Line Item on page 5 64 for more information e Press to return to the header screen press You do not lose the line item and totals information for returns and debit memos because that information is saved You cannot change the Return No Status Returned Loc ID and Vendor ID fields In addition you cannot use the Delete F3 command to delete a return e Press T to view the Totals screen For orders with Returned status the Return Totals screen page 5 67 appears For orders with Returned Debit Memo status you are prompted to select return totals R or debit memo totals D then the screen for the totals you sele
18. moving up or back one field 1 44 selecting item 1 55 Cursor end function key 1 58 Cursor home function key 1 58 Cursor left function key 1 57 Cursor right function key 1 57 Customer Vendor Inventory Lookup function key 1 49 1 56 pull down menu command 1 49 D D1099xxx table description 7 11 setting up 3 12 Daily Work menu structure 1 7 Purchase Order User s Manual data dictionaries 2 3 Data File Conversion function 2 5 2 6 Data File Creation function 2 4 data files backing up 3 19 Debit Memo Totals window 5 69 Debit Memos applying 5 45 5 64 applying for returns 5 72 editing for returns 5 73 entering for lotted goods 5 76 entering for lotted serialized goods 5 77 entering for serialized goods 5 74 entering totals 5 69 posting 6 27 printing online 5 66 Del function key 1 57 Delete function key 1 44 pull down menu command 1 44 tool button 1 50 delete information on a screen 1 44 line item 1 48 1 57 Delete character function key 1 57 Delete Line command function key 1 48 1 57 pull down menu command 1 48 Delete to End of Line function key 1 58 Description Inventory Lookup function key 1 49 1 56 pull down menu command 1 49 deselect defined 1 20 Detail Inventory Lookup function key 1 49 detail method initial balances 3 17 DFxxxxxx table description 7 15 setting up 3 13 discounts 5 39 5 71 7 10 Purchase Order User s Manual DISCxxxx table description
19. new line on the Generate Orders screen Edit Line 5 xl Commands Edit Modes Other Inventory Lookups Help 2x g OK _ Abandon Vendor ID 001 aj Location ID aj Item ID 100 aj Desc Electrical Package Quantity 3 0000 Units PKG 4 Unit Cost 343 5500 Date Initiated 11 03 2000 Entered By Jackie W Reference ID jo Ext Cost 1030 6500 Source Application Field Vendor ID Location ID Item ID Desc Requested Ship Date Quantity Company 09 30 2002 Terminal T000 OVR Description Enter the ID of the vendor from whom you want to purchase the item This field appears only if you set up a default location ID in the Resource Manager Company Information function Enter the item ID you want to include in the order The Inquiry F2 and Maintenance F6 commands are available if Purchase Order interfaces with Inventory The item s description appears This field appears only if you elected to use requested ship dates on line items in the Resource Manager Options and Interfaces function Accept the current date or enter the requested ship date for the order Enter the quantity of the item you want to include in the order Purchase Order User s Manual Daily Work Generate Orders Field Inquiry Units Maint Unit Cost Ext Cost Date Initiated Entered By Source Application Reference ID Descrip
20. you shipped and applied debit memos to appears The Current Debit Memo Ext Cost field shows the extended cost of the unposted debit memos Posted Goods Qty The posted quantity ship goods and debit memos you shipped and applied debit memos to appears The Posted Debit Memo Ext Cost field shows the extended cost of the posted debit memos 5 56 Purchase Order User s Manual Daily Work Enter Returns Finishing Line Item Entry Use the Proceed OK command to save the information and update totals You cannot cancel or abandon the return A blank line item entry screen appears enter another line item or exit to the Enter Returns line item entry screen If you selected the Goods Returned and Debited option on the Transaction Type selection screen the Apply Debit Memo screen appears see Applying Debit Memos to a Line Item on page 5 64 for more information If you selected the Goods Returned or Edit Returns option on the Transaction Type selection screen or if you pressed Enter or A on the Returns screen and the line is for a serialized item skip to Applying Debit Memos to Serialized Goods on page 5 74 If the line is not for a serialized item see Returns Screen on page 5 65 If you are returning serialized lotted or lotted serialized items the Return Serialized Goods Entry Return Lotted Goods Entry or Return Lotted Serialized Goods Entry screen appears Purchase Order User s Manual 5 57 Enter Ret
21. 12 new 5 4 6 7 open 5 4 printed 5 4 6 7 received 1 9 summary method initial balances 3 16 1 11 t accounts posting 6 24 Tab report command 1 72 scroll region command 1 48 Tables all companies 3 12 3 13 APGLxxxx 3 12 6 19 7 7 APPDxxxx 3 13 7 9 assigning to terminal 3 13 companies that use same defaults 3 13 company specific 7 6 D1099xxx 3 12 7 11 Defaults 3 13 deleting or rearranging information 3 11 DFxxxxxx 3 13 7 15 DISCxxxx 3 12 7 10 DMxxxxxx 3 13 7 15 F1099 3 13 7 12 FORMXxxx 3 13 7 13 function 7 5 individual companies 3 12 3 13 MRGLxxxx 3 12 7 14 prefix and suffix information 3 13 QCxxxxxx 3 13 7 19 QENTxxxx 3 13 7 16 QExxxxxx 3 13 7 16 QMATxxxx 3 13 7 21 QMxxxxxx 3 13 7 19 QNxxxxxx 3 13 7 16 QRETxxxx 3 13 7 18 ORxxxxxx 3 13 7 18 QXxxxxxx 3 13 7 19 QZxxxxxx 3 13 7 18 screen 7 6 setting up 3 11 system selection 3 14 terminal ID 3 14 terminal specific 7 6 use of 3 11 temporary vendors 5 10 B 4 terminal assigning table to 3 13 parameter 1 4 I 12 toggle between halves of reports 1 72 tool button Access Code 1 30 Application Information 1 33 Calculator 1 31 1 50 change to from Favorites 1 31 Copy 1 50 Delete 1 50 Help 1 33 1 50 Maintenance 1 50 MS DOS prompt 1 34 Online Documentation 1 50 Paste 1 50 Pop Up Calendar 1 50 5 Command 1 34 Start Over 1 50 Workstation Date 1 30 toolbar functi
22. 13 and the Returns Journal see page 6 15 so that you can look up the numbers of the returns and entry numbers of the line items you want to edit After you make the changes print the report and journals again so that the audit trail is accurate Entering Header Information When you select an option from the Transaction Type selection screen or when you select the Header command on any screen the header screen appears 2515 Commands Edit Modes Other Information Help 2Xt gt aelmal7 OK Abandon Batch ID Ja Date 09 27 2002 Status Returned DM Return Number al Loc ID 0 aJ MINNEAPOLIS WAREHOUSE VendorID 001 aj Ship to ID 001 aj PLUMBING SUPPLY COMPANY Bil Folz 6769 GOLDEN GATE DRIVE 1124 Hennepin Ave Suite 105 Minneapolis MN SAN FRANCISCO CA aJ f S 35454 5548 55420 Terms Code 003 aj Type Reg FOB TemsDesc 1 10 n 30 Terms 1 0 Days 10 NetDays 30 Pt Ship Via FedEx Tax Group aj Returned By Sara Notes Shipped By Jeff Purchase Order User s Manual 5 47 Enter Returns Daily Work Field Inquiry Batch ID Maint Return No Date Status Loc ID 5 48 Description Enter the batch ID Use the batch ID to group orders and returns by purchasing agent by time entered or in any other way that fits your operations You can print and post batches of returns and purchase orders while others are working with diff
23. 2002 GL Job Period Phase Locati Item Descri 200300 for Current Receipts and Invoices on ption Air Conditioner MNOO01 200300 1 0000 Air Conditioner MNOO01 300 1 0000 Refrigerator Black MNOO01 811003 Paint 0001 811003 Paint 5 0000 Ivory Flat 0000 Ivory Flat RECEIPTS INVOICES 000003 TOTAL RECEIPTS 000003 TOTAL INVOICES TOTAL RECEIPTS TOTAL INVOICES Unit Cost Extended 429 9500 429 9500 239 6600 13 9800 13 9800 9951 49 3844 67 6 17 Accrual Verification Report The Accrual Verification Report lists the amounts accrued for orders The summary report lists only the General Ledger and Purchase Order accrual amounts and the variance for each account The detailed version of the report lists each accrual for each order s line items You set up the accrual accounts in the APGLxxxx table see on page 7 7 If Purchase Order does not interface with General Ledger or if you elected not to use accruals in the Resource Manager Options and Interfaces function the General Ledger account accruals are zero An example of the Accrual Verification Report is on the next page Purchase Order User s Manual 6 19 Transaction Reports Accrual Verification Report Accrual Verification Report 9T 96LET 99 6 2 OT 9 0T ST STSZT 82 LT6T amy 0099 6 2 OOOT SE0T 0099 6 2 0025 406 aso atun
24. 5 56 B backup schedule for data files 3 19 for programs 3 20 setting up 3 7 3 19 Bank Reconciliation interface with Purchase Order 1 15 3 8 base applications defined 1 3 Batch Control file 1 8 batch numbers system generated 3 9 Bell mode pull down menu command 1 46 Calculator tool button 1 31 1 50 cancel line items 5 5 5 7 orders 5 7 cancelled status 5 4 5 12 for returns 5 45 Change Open Invoice Status function 1 13 change to from Favorites tool button 1 31 1 35 changing companies graphical menus 1 35 Check Register function 1 13 checks keeping history 3 10 printing on forms 3 10 printing online 5 41 click defined 1 19 codes setting up 3 3 sorting 3 3 Command Help pull down menu command 1 46 commands in field editing 1 57 report 1 72 scroll region 1 57 comments adding 1 64 editing 1 64 viewing 1 62 companies changing 1 35 company assigning access codes 3 18 tables 3 12 company ID printing on check stubs 3 10 company parameter 1 4 completed status 5 4 5 12 Control file 1 8 conventions report 1 67 user s manual 1 19 conversion before converting 2 5 setup considerations 2 5 converting to OSAS version 6 1 2 6 Copy function key 1 45 1 58 pull down menu command 1 45 tool button 1 50 Copy Recurring Orders function 1 9 5 85 Ctrl J function key 1 45 Ctrl Z function key 1 45 cursor moving down or forward one field 1 44
25. 6 11 6 13 6 15 6 17 6 19 6 21 6 23 7 3 7 23 8 3 1 1 1 1 Purchase Order User s Manual Introduction Welcome to OSAS The Purchase Order System Conventions OSAS Text Menu OSAS Graphical Menu OSAS Text Functions OSAS Graphical Functions Menu and Function Commands Favorites Menu Information Menu Reports Purchase Order User s Manual Welcome to OSAS The OPEN SYSTEMS Accounting Software OSAS product line consists of several accounting applications Each application addresses a different phase of your financial operations together they form a powerful accounting solution to your daily and periodic accounting needs Customer Support Open Systems Inc has a strong commitment to customer service and product quality If you have difficulty using Open Systems Inc products consult your user s manual and other OSAS reference materials If you need more information consult a customer support representative OSAS Overview Resource Manager The Resource Manager application is the foundation or shell of OSAS It provides the operating environment that holds the other applications Resource Manager also includes three powerful business features Global Inquiry Executive Information Summary EIS and Print Manager With Global Inquiry you can drill through your accounting data to find selected information throughout your system With EIS you can access company information quickly a
26. 7 10 setting up 3 12 DMxxxxxx table description 7 15 setting up 3 13 Documents 1 65 File Types 1 65 opening 1 66 viewing 1 66 double click defined 1 19 Down Arrow inquiry command 1 55 report command 1 72 scroll region command 1 48 1 57 Edit debit memos for returns 5 73 line items 5 12 line items for returns 5 47 5 51 orders 5 7 returns 5 47 edit line item 1 57 Edit Purchase Order Number function 1 8 7 23 Edit Register function 1 13 editing comments 1 64 EIS defined 1 3 End inquiry command 1 55 report command 1 72 scroll region command 1 48 1 57 End function key 1 58 Enter debit memo totals 5 69 inquiry command 1 55 invoice totals 5 37 line items 5 12 line items for returns 5 51 lotted goods for debit memos 5 76 lotted serialized goods for debit memos 5 77 prepaid orders 1 receipts and invoices 5 17 return totals 5 67 scroll region command 1 57 serialized goods 5 23 serialized goods for debit memos 5 74 Enter Orders function 1 9 5 3 Enter Returns function 1 9 5 45 Esc inquiry command 1 55 Executive Information Summary defined 1 3 Exit function key 1 45 pull down menu command 1 45 exit from inquiry window 1 55 from report to menu 1 72 from screen or window 1 45 F 1 function key 1 47 F10 function key 1 58 F1099 table description 7 12 setting up 3 13 F2 function key 1 44 F3 function key 1 50 scroll region command 1 48 1 57 F3 funct
27. Amt 61007 100 12 Open 343 5500 65 2 aj zj 1 p Entry 001 of 001 Goto Line item serial Detail K Purchase Order User s Manual 4 7 Purchase Orders Information Inquiry 4 8 Use these commands to work with receipt detail items e Press to go directly to a particular line item then enter the line number This command is available only when there is more than on screen of items e Press to return to the Purchase Orders screen e Press Lto return to the Line Items screen e Press D to view serial lot detail If you entered a lotted item the command is labeled Lot Detail if you entered a serial item the command is labeled Serial Detail Invoice Detail The Invoice Detail screen appears when you press on the Line Items screen and lists invoice information about ordered items Purchase Order Inquiry Invoice Detail E 5 xl Commands Edt Modes Other Scroll Commands SE E e Gk Abandon ltemID 400 Interior Materials Units PKG Batch 000001 00000035 Status OPEN Loc ID 0001 Invoice Date Per Status Quantity Unit Cost 38 12 21 2000 12 Open 0000 840 8300 198307 8408 30 Lo f p gp Dp j Extended Amt b p Dor Enty 001 of 001 Goto Line item Totals serial Detail Purchase Order User s Manua
28. Chapter 6 for information about the APGLxxxx table What happens if turn the accrual option on or off after start to process purchase order transactions You must manually adjust General Ledger to reverse the partial accruals that were or will be created when you turn the accrual option on or off However you can toggle the switch at any point If you turn off the accrual option after you begin processing you must reverse the receipts that accrued without the accompanying invoices The process consists of a few steps 1 Post transactions Purchase Order User s Manual B 5 Common Questions Print the detail version of the Accrual Verification Report Look for receipt accruals that do not have the accompanying invoice accruals Use the General Ledger Transactions function to reverse the accruals Use the Resource Manager Options and Interfaces function to turn off the switch If you turn on the accrual option after you begin processing the next time you post transactions you must reverse the accruals that are created for invoices that are posted without the accompanying receipts The process consists of a few steps B 6 Use the Resource Manager Options and Interfaces function to turn off the switch Post transactions Print the detail version of the Accrual Verification Report Look for negative accruals that do not have the accompanying receipt accruals you need to reverse these entries Use the Genera
29. Completed You can change the status of a line item to Completed in two ways e Manually change the status The quantities received and invoiced must be equal e Post the order The system changes the status of each line item whose quantities received and invoiced are equal and whose quantities received and invoiced are equal to or greater than the quantity ordered to Completed An order may be complete even though the vendor has invoiced you for more items than you received In this situation you can do one of these things e Ifyou do not want to assign a cost to the extra items enter an invoice for the extra quantity and enter 0 as the unit cost If Purchase Order interfaces with Inventory an Inventory bucket is created for the item with a unit cost of 0 e Ifyou want to assign a cost to the extra items enter the invoice number you want to edit Then change the quantity to match the number of invoiced items When the status of each line item in an order is Completed the order is removed from the system when you post You can cancel a line item only if the quantity received is zero and you have not applied an invoice to the line item Before you edit or cancel orders or line items print the Purchases Journal see page 6 13 and the Returns Journal see page 6 15 so that you have the correct order numbers After you edit or cancel orders produce the Open Order Report see page 6 9 the Purchases Journal see page 6 13 and
30. Function Commands Introduction Inventory Lookup 1 56 If you use the Inventory application and the cursor is in an Item ID field on a function screen you can use any of the Inventory Lookup commands to search for information about items and select an item for entry in the field In graphical mode these commands are available on the Inquiry Lookup menu In text mode the IN Search flag appears at the bottom of the screen to alert you that these commands are available Command Alias Lookup Customer Vendor Lookup Detail Lookup Lot Lookup Serial Lookup Description Lookup Hot Key Shift F3 Shift F4 Shift F5 Shift F6 Shift F7 Shift F8 Operation Searches for items with a specified alias listed as an alternate item When you enter the alias you can use the and wildcard characters to restrict or widen the search Searches for an item based on customer or vendor ID When you enter the ID you can use the and wildcard characters to restrict or widen the search Searches for detailed information about an item Enter information in any of the fields that appear using these wildcards to restrict or widen the search 2 lt gt Searches for an item based on lot number When you enter the lot number you can use the and wildcard characters to restrict or widen the search Searches for an item based on serial number When you enter the serial number you can use the and
31. GL Account E Requested T Units Filled E Backordered E Unused Ext Cost Company H 10 01 2002 Terminal 000 OVR Field Description Field The fields that appear in the line item entry area when you add or change material requisitions are listed Accept the current fields or change them Do not delete lines or rearrange the fields The system looks for the fields by their position in the table it treats the first line as the description the second line as the first additional description and so on Data If you want the cursor to stop at a field only when you press Enter enter E If you want the cursor to stop at a field when you use the Jump command or when you press Enter enter T If you do not want the cursor to stop at a field leave the field blank 7 20 Purchase Order User s Manual File Maintenance Tables QMATxxxx Table The QMATxxxx table stores the quick entry stops used by the Enter Material Requisitions function when you enter header information When you enter the table ID the rest of the table appears 21515 Commands Edit Modes Other 2x OK Abandon Table ID Description Quick Entry Table Header Mat Req Column Length 12 v Request 5 iocation ID T Oo Request No T O Requested Byle __ Date Needed Notes ship to ID tT 5 5 5 mipcto Nane 0 ship vis t
32. Inventory or if you are purchasing a noninventory item EA appears Accept it or enter the unit of measure by which you order the item for example you might enter DZ if you measure the item by the dozen If Purchase Order interfaces with Inventory messages that help you make purchasing decisions appear at the bottom of the screen when you enter the ordered quantity and units For example a message might tell you the quantity you usually order for the item the quantity on order and the quantity available for resale If the order will overstock the item or if you are not ordering enough to replenish stock a message states that you are above a maximum or below a minimum After you have read the message press Enter Then change the ordered quantity or units if necessary If the vendor is set up for the item Purchase Order uses the unit of measure you ordered as the default If Purchase Order interfaces with Inventory and you entered an item ID the last unit cost you paid for the item appears regardless of your choice of inventory costing methods Accept that unit cost or enter a different unit cost If Purchase Order does not interface with Inventory or if you did not enter an item ID enter the unit cost of the item Purchase Order User s Manual Daily Work Enter Orders Field Ext Cost Description If the vendor is set up for the item in Inventory Purchase Order uses the last purchase cost for that vendo
33. Options and Interfaces function e If Purchase Order interfaces with General Ledger entries are made in the cash accounts payable and discount accounts in the GLJRxxx file e If Purchase Order interfaces with Bank Reconciliation disbursement entries are created in the BRTRxxx file for the checks that were posted Periodic Maintenance When you do periodic maintenance several things happen e Totals are transferred from the APVExxx file to the last year fields and period to date quarter to date and year to date totals are cleared e Atthe end of the calendar year 1099 YTD payments are moved to last year This chart shows the effects of periodic maintenance on the APVExxx file Value General Information Customer Comments Purchases PTD QTD YTD and LY Payments PTD QTD YTD and LY Discount Taken PTD QTD YTD and LY Purchase Order User s Manual Updated or Use the Customers function Use the Customers function Increased Post orders Post payments Post orders Decreased Post returns Post payments Post returns The Purchase Order System Introduction Value Updated or Increased Decreased Discount Lost PTD QTD Post orders Post returns YTD and LY Last Purchase Number Post orders Post returns Last Purchase Date Post orders Post returns Last Purchase Amount Post orders Post returns Last Payment Date Post orders Post returns Last Check Number Post orders Post retu
34. Report Commands 1 72 Use the following commands when a report appears on the screen Key PgUp PgDn Home End F7 Exit Left Right Tab Toggle Up Down Operation Moves to the previous page of the report Moves to the next page of the report Moves directly to the top of a group of pages Moves directly to the bottom of a group of pages Exits to the menu from any point in the report Moves left one character Moves right one character Toggles between the left and right halves of a report Moves a line up and down the screen to line up information when you toggle between halves of a report Purchase Order User s Manual Installation and Conversion Installation Conversion Purchase Order User s Manual 2 3 2 5 2 1 Installation Before You Install Purchase Order Make sure your system meets these minimum requirements before you install Purchase Order The Purchase Order system needs a minimum of eight megabytes 8 Mb of disk space to work correctly with programs sample data data dictionaries system files and graphics files Having more disk space available is necessary for the data files you will create and maintain The OSAS system requires at least one megabyte 1 Mb of main memory to run More memory may be necessary in certain environments and operating systems Installing Purchase Order 1 Use the Install Applications function in Resource Manager to install Accounts Payab
35. T2 2T aunowy PE9661 TOOZ2Y 00 TEL6PI TOO032Y wa TP000000 00000 TPO000000 00000 TPO00000 00000 TOO000 Waxed TYLOL LO 86T SIXNIgYVO 5 TOOTIN LOL ZT 000Z TZ ZT OOPPOT 0 zT 000Z TZ ZT DOPPOT 0 ZT 0002 2 2 OOPPOT eo ZT ODOZ TZ ZT DOPPOT uotadtzoseq pue amosoy 19 sseT2 qor 3503 aiequng Aq Treaeq saseyoang s ptmg 0ESET TOOTIN 00 amp 0 86 TOOTIN 00 086T TOOTIN 200 LO ES6T TOOTIM TOO soroAuT aug wo se000000 56000000 56000000 5 000000 56000000 g Nd TSE 2002 0 60 Purchase Order User s Manual 6 14 Returns Journal The Returns Journal contains debit memos and miscellaneous debits It serves as an audit trail of the debit memos to be posted The detailed version of the journal can serve as a compact paper record of your debit memos Print the journal every day after you finish the day s work but before you post orders If you find incorrect debit memos or miscellaneous debits in the Returns Journal use the Enter Orders or the Enter Returns function to edit or delete them You cannot edit or delete posted returns An example of the Returns Journal is on the next page Purchase Order User s Manu
36. a debit memo to a new line item select the Goods Returned or the Goods Returned and Debited option then see Applying Debit Memos to a Line Item on page 5 64 When you select the Apply Debit Memos option the Apply Debit Memos header screen appears In the Return No field enter the number of the return whose goods you want to return and to which you want to apply a debit memo The return information appears you cannot edit any of the other fields 5 72 Purchase Order User s Manual Daily Work Enter Returns When the Debit All prompt appears select No or enter N in text mode if you do not want to apply the debit memo to all the line item quantities then see Apply Debit Memos Screen on page 5 74 If you want to apply the debit memo to all the line item quantities select Yes or enter Y in text mode then see Debit Memo Screen below When you respond to the Debit AII prompt transactions with Returned status change to Returned Debit Memo status Debit Memo Screen The Debit Memos screen appears when you elect the Debit AII option or after you enter serialized items for debit memos 2015 Commands Edit Modes Other Help x e OK Thea Memo No Date Period D13854 al 09 27 2002 03 Enter the debit memo number you are applying The number you enter is applied to every line item on the return 2 Enter the date of the debit memo After you use the Proceed OK command to save
37. a return you accrued When you post the debit memo for an accrued return of items that affected a job these entries are made Job Accrual AP Accrual Account Account To The job accrual and AP accrual accounts come from the APGLxxxx table When you post a debit memo for an accrued return of inventory items that did not affect a job these entries are made Inventory Accrual AP Accrual Account Account EE The inventory accrual and AP accrual accounts come from the APGLxxxx table When you post a debit memo for an accrued return of noninventory items that did not affect a job these entries are made Expense Accrual AP Accrual Account Account DB CR The expense accrual and AP accrual accounts come from the APGLxxxx table Purchase Order User s Manual 6 27 Post Transactions Transaction Reports Before Posting Before you post perform these tasks e Ifyou have a multiuser system make sure that no one else is using the Purchase Order system You cannot post if someone else is using Purchase Order functions in the batches you are posting e Print the Purchases Journal see page 6 13 e Print the Returns Journal see page 6 15 e Print the Receipts and Invoices Report see page 6 17 This report is optional you do not need to print it in order to post transactions e Back up all your data files The information in the Purchases Journal the Returns Journal and the Receipts and Invoices Report comes from the
38. can delete only the line items whose net unposted receipt invoice quantities are zero No processing allowed on cancelled or completed lines If the status of the line item is not open you cannot receive goods for it or apply invoices to it On hand on order will exceed maximum of mask The quantity on hand plus the quantity on order will exceed the mask shown in this message Enter a smaller quantity or relieve your inventory of this item Another option is to use the Items function in Inventory to copy the attributes of this item to a new item ID and use the new ID for this order and beyond See the Inventory User s Manual for more information Order cancelled You cannot print a purchase order for an order with cancelled status Order has been cancelled You cannot change or restore an order that you cancelled through the Edit Orders option If you change your mind you must reenter the order from scratch Order in process on terminal Tn Someone at another terminal is changing or updating the order you want to use Try again later A 8 Purchase Order User s Manual System Messages Order is already on file The order number you want to use for the new order is already on file Make sure that you selected the right company or enter a different order number Order not found The number of the order you entered is not on file Enter a different order number Order quantity nnn current on order nnn availabl
39. click Abandon to restore the original date or click Exit or press F7 to close the box without changing the date Purchase Order User s Manual 1 21 OSAS Text Menu The text main menu can be used on all operating systems Using text based menus the text menu shown below offers easy access to your applications ioi x Settings Edit Print Help 08 21 2002 Company H Builders Supply 3 21 PM Main Menu GENERAL Report Writer STEMS Accounting Software SESER When you select an application the application s menu which presents several related functions is superimposed over the main menu Selecting a function leads you to a function screen or to another menu You can select applications from the main menu in these ways e Usethe arrow keys to move the cursor up or down highlighting the application you want to use Then press PgDn or Enter to select it e Press the first letter of the application you want to use The cursor jumps to the first application beginning with the letter Continue to press the letter key or the down arrow until the application you want is highlighted When your choice is highlighted press PgDn or Enter to select it Purchase Order User s Manual 1 23 OSAS Text Menu Introduction e Position the mouse cursor over the application and click The application briefly highlights and switches to the application screen e To jump to the first applic
40. converted for each application select Yes or enter Y in text mode If you want the log to be produced after files for all applications are converted select No or enter N in text mode If you are converting only Purchase Order files your answer to this prompt makes no difference If a problem occurs and you indicated that you want the system to pause when a problem occurs a prompt alerts you To stop the conversion process select Yes or enter Y in text mode To let the conversion run its course and investigate later select No or enter N in text mode Purchase Order User s Manual 2 7 Conversion Installation and Conversion 12 When the process finishes the files are converted Select the output device for the error log See Output the Report on page 1 68 for more information on output devices After conversion is finished and the error log is produced the main menu with Purchase Order added appears 2 8 Purchase Order User s Manual Setup Setup Considerations Setup Checklist and Functions Purchase Order User s Manual 3 3 3 7 3 1 Setup 3 2 Introduction Most of the Purchase Order system is already set up since it relies on the Accounts Payable system Use the functions explained in this chapter to do tasks designed specifically for the Purchase Order system If you need to use a task on the File Maintenance menu in Purchase Order and you cannot find the function or table descripti
41. delivered Use the Maintenance F6 command to open the Ship to Addresses function to enter or edit shipping addresses If the shipping address is on file the name and address appear after you enter the ship to ID If the shipping address is not on file enter the name and address Purchase Order User s Manual Daily Work Enter Orders Field FOB Ship Via Ordered By Received By Requested Ship Date Description Enter the free on board terms or press Enter to skip this field This term usually indicates who pays for the shipment of the goods or the insurance on the shipment Common entries are destination the vendor pays and shipping point or origin you pay Another common entry is the name of a city meaning that the vendor pays to move the goods to that city and you pay to move it beyond that point If you entered a ship to ID that is on file the shipping method appears Accept it or enter a different shipping method If you entered a ship to ID that is not on file or if you did not enter an ID enter the shipping method or press Enter to skip this field Enter a name or description identifying the person who placed the order If the goods have been received enter a name or description identifying the person who received them Enter the date you want the vendor to ship the order This date is used in the Open Order Report to forecast receipts If you add edit or cancel an order or a line item
42. different from the unit cost you can enter the actual cost in the Unit Cost field when you enter serial numbers B 4 Purchase Order User s Manual Common Questions Posting had a failure while was posting What should do If the posting process fails because of a power surge or an error you must start over because the system did not keep track of which orders and entries were posted before the failure If you backed up the accounting data files before you posted restore the files affected by posting including those in interfaced applications Then run the Post Transactions function again When post transactions see entries in the posting log for GOODS RCVD and INV RCVD What are these entries The GOODS RCVD entries are created for accruing goods you have received but not invoiced The amount accrued is the quantity received times the unit cost at which they were received When you receive the invoice for the accrued goods and then post the transaction INV RCVD entries are created to reverse the amounts that were posted when you received the goods See Chapter 5 for information about posting accrual entries If you elect to use accruals in the Resource Manager Options and Interfaces function you set up the accrual accounts accounts payable inventory jobs and expense in the APGLxxxx table Set up unique accrual accounts instead of using the accounts you use to track inventory accounts payable and so forth See
43. discount you received when you purchased the items you are returning The discount reduces the amount owed you by the vendor The discount is based on your inclusion exclusion selections in the DISCxxxx table If you did not set up a DISCxxxx table the amount the discount is calculated from includes sales tax freight charges and miscellaneous charges 5 71 Enter Returns Daily Work Field Description Net Return The total amount the vendor is refunding total minus prepayment and discount appears If you applied another debit memo to the return the totals information for that debit memo appears when you use the Proceed OK command to save the debit memo totals Enter totals information for each debit memo you applied to the return When you save the totals information you are returned to the Returns screen Press N to enter another return or use the Exit F7 command to return to the Transaction Type selection screen Applying Debit Memos You can apply debit memos in one of three ways e Select Goods Returned or Goods Returned and Debited from the Transaction Type selection screen to apply a debit memo to a new return as you enter it e Select Edit Returns to edit a return and apply a debit memo e Select Apply Debit Memo to apply debit memo to an existing return Select Apply Debit Memos on the Transaction Type selection screen only if you want the information to take effect for a return you have entered To apply
44. function Purchase Order User s Manual 1 19 Conventions Introduction To deselect an object move the cursor off the icon or folder onto a blank space within the window and press the left mouse button Some mouse manufacturers allow you to change the function of the mouse buttons for those who prefer for example to use the mouse with their left hand In this case reverse the commands when you use them For example a click refers to a single press of the right mouse button while the term right click refers to a single press of the left button GUI Text Command Conventions When you see the phrase use the Proceed OK command in the user s manuals press PgDn in either text or graphical mode In graphical mode clicking OK has the same effect as pressing PgDn GUI Text Menu and Function Conventions When you start OSAS the main menu appears and lists the applications available for use If you are using UNIX or Linux the text main menu appears If you are using Windows you can choose between the text main menu the graphical main menu or the start style main menu Use the Defaults function under the Resource Manager Workstation Configuration menu to select the style of menu you want to appear by default or you can press Shift F5 to toggle between the menu styles from any menu You can use any of the menus regardless of whether you use the text or graphical modes for the OSAS functions In addition if you are
45. greater than starting balance A recurring entry s remaining balance is the starting balance minus an amount Therefore the recurring entry s balance cannot be greater than its starting balance Remaining balance 0 The recurring entry was not copied because the remaining balance is zero Use the Recurring Entries function see the Accounts Payable User s Manual to delete the recurring entry from the file Purchase Order User s Manual A 11 System Messages Remaining balance less than purchase amt The recurring entry was copied even though the remaining balance is less than the amount of the recurring purchase Use the Recurring Entries function to adjust or delete the recurring entry Use the Edit Orders option to check the order that was created when the entry was copied and to make changes if necessary Remaining payment 0 The recurring entry was not copied because the remaining payment is zero Use the Recurring Entries function to delete the recurring entry from the file Return total is too large The total of the return is too large to fit in the space provided Check the amounts in the Sales Tax Freight and Misc fields If they are correct you must enter the return as two returns to accommodate the total Serial number already in stock The serial number you entered is already in stock in the warehouse Enter a different serial number Serial number already used in this return You cannot delete a mater
46. in several applications such as using the Transactions and Cash Receipts function in Accounts Receivable GL Account function in General Ledger and Price and Availability and Item Inquiry functions in Inventory you can set up a Favorites menu rather than moving between each application The Favorites menu for the graphical main menu is illustrated below AR Edit Cash Receipts GL Accounts IN Price and Availability IN Item Locations To set up the Favorites menu do the following 1 Select the function you want to add to the menu and press F10 or use the right click menu in graphical mode 2 Press F2 to confirm that your selection was added To remove a function from the menu follow these steps 1 Select the function on the Favorites menu that you want to remove 2 Press F10 or use the right click menu in graphical mode Purchase Order User s Manual 1 59 Information Menu The Information menu appears on some function screens in certain applications and gives you access to additional information about a customer vendor item job bill of material or employee The commands available on the Information menu are determined by the applications you have installed and can include e General Information e Comments History e Documents Not all of the commands above appear on every Information menu instead commands are available only as they are relevant to the task you are performing For examp
47. it in the invoice you are working with before you can edit it The Edit Line screen appears and lists the serial number tag status and invoice tagged 2518 Commands Edit Modes Other Scroll nds Help x OK Abandon Serial Number 12 10294 Tagged v Invoice Tagged 1993654 Unit Cost 22500 Comment Edit the unit cost of the item received if necessary and enter a comment if desired Use the Proceed OK command to save your changes and return to the Invoice Serialized Goods Entry screen Press D to exit from the Invoice Serialized Goods Entry screen Purchase Order User s Manual Daily Work Enter Orders Applying Invoices for Lotted Serialized Goods If you are applying invoices for lotted serialized goods this screen appears Invoice Lotted Serialized Goods Entry E Commands Edit Modes Other Scroll Commands Help 2x remm g at Invoice Number 1993654 Date 09 26 2002 Item ID 700500 Qty Received 5 0000 Lot No Serial No Comment Tag Invoice Unit Cost 1333654 1993654 1993654 ES 000001 of 000005 Average Cost 2 2500 Ext Cost 11 25 Enter tag untag Tag all Untag all Edit Done The invoice number date and item ID you entered on the Apply Invoices screen appear The screen also lists a running total of the items for which you have entered invoices t
48. mail reports you must enter details about your e mail system using the E Mail Setup function on the Resource Manager System File Maintenance menu You can e mail only selected reports In general any report or form that makes up part of your audit trail cannot be e mailed Follow these steps to e mail a report 1 Select E mail or enter M 2 When available select Standard or enter S if you want to e mail a standard width report or select Compressed or enter C if you want to e mail it in compressed width The E Mail Information screen appears E Mail Information Commands Edit Modes Other Help xt memu e OK E Mail To amyd osas com Ce Subject Tax Groups List Attachment v 3 If you e mailed this report previously the last e mail address to which you sent the report appears Press Enter to use this address change it if necessary or enter a new e mail address 4 Enter another address to send the e mail to as a carbon copy if necessary 5 OSAS automatically enters the name of the report in the Subject field Change this subject line if necessary 6 Selectthe Attachment check box or enter Y in text mode to send the report as a text file attachment to the e mail message If you clear this box or enter N in text mode the report is sent in the body of the e mail 7 Click OK or press Enter to e mail the report Purchase Order User s Manual 1 71 Reports Introduction
49. menu appears on some function screens in certain applications The functions on the menu are determined by the applications installed The Information menu also gives you access to documents attached to customer vendor employee invoice or other records When the Information menu appears select the appropriate Documents command to open the Documents screen where you can view document information or open attached documents Purchase Order User s Manual 1 47 OSAS Graphical Functions Introduction Scroll Commands Menu Commands Edit Modes Other Scroll Commands Information Help XX m E First Line lt Home gt Previous Page lt PgUp gt Previous Line lt Up gt Next Line lt Down gt Next Page lt PgDn gt Last Line lt End gt Insert lt Ins gt Delete lt F3 gt Jump The Scroll Commands menu appears only on screens with scroll regions Command First Line Previous Page Previous Line Next Line Next Page Last Line Insert Delete Jump 1 48 Description Moves the cursor to the first data entry field Displays the previous page Moves the cursor up to the previous line Moves the cursor down to the following line Displays the following page Moves the cursor to the last data entry field Inserts characters between pre existing entries in a field Deletes the selected characters Moves the cursor to the next section of the screen in some functions Purchase Order User s Ma
50. n Sort mode you can change the order of certain Inquiry windows by pressing the letter key associated with the window sort You can see the available sorts in any Inquiry window by pressing Esc Command Help To shorten your data search use a partial key inquiry to cut down the size of the inquiry list For example if you know that the ID starts with JAR enter JAR in the ID field before you use the Inquiry command The Inquiry list starts with JAR and runs through the end of the list 1 54 Purchase Order User s Manual Introduction Menu and Function Commands The following commands are available inside Inquiry windows The scroll buttons are available in graphical mode only Key Button Home z PgUp g Up 2 Down x PgDn zj End E Ins Look Up F7 Exit Enter Esc View Commands Purchase Order User s Manual Description Moves directly to the first item on file Displays the previous page of the window Moves up one item Moves down one item Displays the next page of the window Moves directly to the last item on file Toggles between Search mode and Sort mode Leaves the Inquiry window without selecting anything Selects the item to which the cursor is pointing Opens a window that shows Inquiry window commands and the Window ID The Esc key is available in text mode only In graphical mode select Command Help from the Help menu to view a list of commands available 1 55 Menu and
51. pay attention to the transaction totals The system puts the entire payment balance in the Payment 1 field when a quantity a cost or an amount is changed If the calculated discount is different from the cash discount a screen appears where you can elect to automatically use the calculated amount When you save the header information the Append Line screen appears if no line items are associated with the order see Entering or Editing Line Items on page 5 12 for more information If the order has line items the Orders screen appears see Transactions Screen on page 5 32 for more information Purchase Order User s Manual Enter Orders Daily Work Entering or Editing Line Items The line item entry screen appears if you selected the Enter New Orders Enter Goods Received Orders Enter Goods Received Invoiced Orders or Edit Orders option on the selection screen or when you press Enter or A on the Orders or the Receive Goods and Invoices screens 2519 Commands Edit Modes Other Information Inventory Lookups Help 2 xer pe mnl g OK Abandon Entry 001 Line Status Open TaxClass 00 9 Job Phase ID ajf aj ItemID 200300 aj Cost Code aj Description air Conditioner GLAccount 104000 aj GL Desc INVENTORY RAW MATERIALS Goods Qty Units Invoice Oty Unit Cost Ext Cost Ordered 1 0000 EA a 429 9500 429 95 Total Recd 0000 0000 Bal Due 1 0000 1 0000 Invd Ext Cost Current 0000 0000 00 Posted 0000 000
52. reports you should limit access to the functions that provide confidential information or are sensitive to change For maximum security protect the Purchase Order application itself each of the Purchase Order menus and the individual functions After you have set up your access codes print a list of the codes and store it ina safe place For more information about access codes see the Resource Manager User 5 Manual Backup Schedule Plan a backup schedule before you begin day to day operations You can lose files because of disk drive problems power surges and outages and other unforeseen circumstances Protect yourself against such an expensive crisis by planning and sticking to a backup schedule Backing up Data Files Back up your Purchase Order data files whenever they change every day or every week and before you run these functions Post Transactions Post Material Requisitions Post Payments Periodic Maintenance Purge Selected Files Purge Vendor Comments Use the Backup function on the Resource Manager Data File Maintenance menu to back up files Purchase Order User s Manual 3 19 Setup Checklist and Functions Setup You must back up all the files in the data path for a particular list of companies at once to ensure that you have up to date copies of the system files Do not try to use operating system commands to back up only a few files that have been changed if you do your system may no
53. returning the goods Use the Maintenance F6 command to open the Ship to Addresses function If the shipping address is on file the name and address appear after you enter the ship to ID If the shipping address is not on file enter the name and address FOB Enter the free on board terms or press Enter to skip this field This term usually indicates who pays for the shipment of the goods Common entries are destination the vendor pays and shipping point or origin your business pays Another common entry is the name of a city meaning that the vendor pays to move the goods to the city and you pay to move them beyond that point Ship Via If you entered a shipping address ID that is on file the shipping method appears Accept it or enter a different shipping method If you entered a shipping address ID that is not on file or if you did not enter an ID enter the shipping method or press Enter to skip this field Returned By Enter the name of the person authorizing the return Shipped By Enter the name of the person who shipped the goods back to the vendor When you save the header information the line item entry screen appears if no line items are associated with the return If the return has line items the Returns screen appears page 5 65 5 50 Purchase Order User s Manual Daily Work Enter Returns Entering or Editing Line Items Inquiry Maint Purchase Order User s Manual The line item en
54. text mode then see Receiving Goods and Invoices on page 5 44 If you want to apply all invoices select Yes or enter Y in text mode then see Applying Invoices on page 5 43 When you select the Receive Goods and Invoices option the Receive and Invoice AII prompt appears If you do not want to receive goods and apply invoices for all the line items on the order select No or enter N in text mode then see Receiving Goods and Invoices on page 5 44 If you want to receive all the goods for the order select Yes or enter Y in text mode then see Receiving All Goods on page 5 42 and Applying Invoices on page 5 43 Receiving All Goods To change the status of the orders to GoodsReceived select Yes or enter Y in text mode at the Receive All or the Receive and Invoice All prompt The screen that appears is identical to the Receive Goods screen page 5 20 However the system sets the quantity received equal to the quantity ordered minus any quantity received you entered previously You cannot change the unit and extended costs Enter a receipt number If you have already entered a receipt for a line item the remaining quantity is received at the cost of the first receipt you entered If you selected the Receive Goods and Invoices option on the selection screen the Apply Invoice screen page 5 43 appears When you save the receipt information the receipt number date and general ledger period are assi
55. the characters you enter push other characters in the field to the right If there is no Ins flag the characters you enter overwrite other characters in the field PgUp Moves back to the first field on the screen or the first field after the key field without erasing any entries PgDn Approves the data on the screen updates the data file accordingly and proceeds to the next field or section Tab Moves the cursor to the next block or field that requires an entry Up Down Moves the cursor up or down through the fields arrow F1 Help Esc H Opens the help description for the current field Purchase Order User s Manual 1 39 OSAS Text Functions Introduction 1 40 Command Key F2 Inquiry F3 Delete F4 Others F5 Abandon F6 Maint F7 Exit F8 Print Screen F9 Undo Typing F10 Delete Shift F2 Info Menu Alternate PANT Description Key Esc W Opens the Inquiry screen for the current field This command is available for a field when the Inquiry flag appears at the bottom of the screen See Inquiry Commands on page 1 54 for more information Esc D Deletes the current record or line item when allowed Esc O Opens a utility menu similar to the Other Commands menu on graphical screens See Other Commands Menu on page 1 32 for more information on the commands available Esc X Abandon processing or clear all fields Esc F Opens the appropriate File Maintenance function w
56. the information the Apply Debit Memos screen page 5 74 appears The debit memo quantity of each line item on the return is set equal to the quantity returned The unit and extended costs you assigned to each line item when you entered the return are used as the costs for which the vendor gave you credit If the return has a line for a serialized item the debit memo is applied to the serial numbers you assigned to the line when you entered the return If the information the vendor gave you credit for is different from the information you entered for a line item edit the debit memo You can edit only unposted debit memos To edit a debit memo enter the number of the unposted debit memo and change the quantity to the correct quantity Purchase Order User s Manual 5 73 Enter Returns Daily Work Apply Debit Memos Screen The Apply Debit Memos screen appears when you elect not to use the Debit All option or when you save the information on the line item entry screen This screen is identical to the Returns screen See Returns Screen on page 5 65 for more information on the screen and its commands Applying Debit Memos to Serialized Goods If the line you selected on the Apply Debit Memos screen is for a serialized item this screen appears when you approve the debit memo information Debit Serialized Goods Entry Commands Edit Modes Other Scroll Commands Help 2x relma g Dr Db Memo Number 013854 Da
57. the line items to which you applied the debit memo Accept it or enter a different sales tax If you change the current sales tax the Sales Tax Breakdown screen appears See page 5 68 for more information on this screen 5 70 Purchase Order User s Manual Daily Work Enter Returns Field Current Total Posted Freight Misc Sales Tax Total Total DM Freight Misc Sales Tax Total Prepayment Check No Payment Date Discount Purchase Order User s Manual Description The total amount of the debit memo the unposted subtotal plus the unposted sales tax freight charges and miscellaneous charges appears The posted freight charges miscellaneous charges sales tax and total of the debit memo appear The total sales tax freight charges miscellaneous charges and total of the debit memo appear If the vendor refunded part of the debit memo enter the amount of the refund If you entered a prepayment refund enter the number of the check used for the refund or press Enter if you were paid cash CASH appears Enter the date of the prepayment refund or press Enter if no date applies The Use Calculated Discount of n appears If you want to use the calculated discount select Yes or enter Y in text mode Then press Enter to accept the calculated amount If you don t want to use the calculated amount select No or enter N in text mode Then accept the discount amount shown or enter the cash
58. to edit item information See the Inventory User s Manual 5 51 Enter Returns Daily Work Field Desc Additional Descriptions GL Desc Inquiry 5 Maint 5 52 Description If Purchase Order does not interface with Inventory enter the item number or press Enter to skip this field If Purchase Order interfaces with Inventory and you entered an item ID the description of the item appears Accept it or enter a different description If Purchase Order does not interface with Inventory or if you did not enter an item ID enter a description of the item you are returning If you elected to use additional descriptions in the Resource Manager Options and Interfaces function you can enter up to 10 lines of information If you also elected to use Inventory additional descriptions additional descriptions if any from Inventory appear If you elected to post summary information to General Ledger in the Resource Manager Options and Interfaces function this field is skipped If you elected to post detailed information to General Ledger in the Resource Manager Options and Interfaces function enter a description to identify the return or press Enter to skip this field If Purchase Order interfaces with General Ledger the description you enter appears in the Description column of the GLJRxxx Journal file when you post the return If you do not enter a description the debit memo number an
59. unposted invoice in the Invoice No field and make the necessary changes Purchase Order User s Manual B 3 Common Questions If you posted the invoice enter a return with returned debit memo status You can enter the original invoice number in the Note Additional Descriptions or GL Desc field for reference on the Debit Memo screen in the Enter Returns function am going to delay payment on some invoices How do eliminate the cash discounts You do not have to do anything special The cash discount is applied only if you print the check before the due date Order Entry Why are some order numbers missing The system assigns order numbers in sequence If you cancel an order or if you cancel or exit out of an order while you are entering it the number will not correspond to anything see a vendor 00001 in my Open Order Report What is it It is a temporary vendor Temporary vendors are assigned a sign in front of the ID You can use the system assigned vendor ID when you select orders for the Open Order Report or when you return goods Serial Numbers Can enter serial numbers for reference even if Purchase Order and Inventory are not interfaced You can enter serial numbers in the Additional Descriptions window You must set up this option in the Resource Manager Options and Interfaces function What if my individual serialized items have different unit costs If the actual cost of the serial number is
60. which you have not applied debit memos Returned Goods Qty minus Total Ship appears The unposted quantity of goods you shipped appears The unposted quantity to which you applied debit memos appears The extended cost of the unposted debit memos appears The posted quantity of goods you shipped appears The posted quantity to which you applied debit memos appears The extended cost of the posted debit memo appears 5 55 Enter Returns Daily Work Authorizing Returns The Return Authorization screen appears when you press Enter in the Ext Cost field on the line item entry screen Return Authorization l x Commands Edit Modes Other Help xt amp ammu e Abandon RA No Date GL Pd 66 15234 09 27 2002 o9 1 Enter the return authorization number or press Enter to skip this field 2 Enterthe date the items were authorized to be returned or press Enter to skip this field 3 Press Enter to post the return to the current period or enter a different period These fields on the Append Edit Line screen are updated when you enter and post returns and debit memos Field Description Total Ship Goods Qty The total quantity ship goods and debit memos you shipped to the vendor appears Balance Due Goods The balance due quantity ship goods and debit Qty memos you did not ship and apply debit memos to appears Current Goods Qty The current unposted quantity ship goods and debit memos
61. you are performing Field Description Receipt No Enter the number of the receiving document or press Enter to skip this field Date Press Enter if you received the goods on the current date or enter a different date Period 1 13 Press Enter to post the receipt to the current period or enter a different period If this is a serialized or lotted item the Quantity Unit Cost and Ext Cost fields are not available Use the Proceed OK command to save the data then skip to Receiving Serialized Goods on page 5 23 or Receiving Lotted Serialized Goods on page 5 26 or use the Exit F7 command to return to the Transactions screen to cancel the entire task see Transactions Screen on page 5 32 for more information Purchase Order User s Manual Daily Work Enter Orders Field Description Quantity For the first receipt of a line item the ordered quantity appears For receipts after that the remaining quantity on order appears Press Enter if you received the current quantity or enter the quantity you received If Purchase Order interfaces with Inventory the line is for an inventory item and no job is involved the quantity you receive decreases the inventory quantity on order and increases the quantity available If the inventory item is purchased for a job the quantity you receive decreases the inventory quantity on order and the quantity committed the quantity available is not affected Unit C
62. 0 00 If you are editing a line item this screen is called the Edit Line screen If you are adding a line item this screen is called the Append Line screen Field Description Line Status When you add a line item the status of the line is open and you cannot change it When you edit or cancel a line item you can change the status of the line to open completed or cancelled Open status means that the line item was ordered but not received Completed status means that the line item was ordered and received Cancelled status means that the order was cancelled as though no order had been entered 5 12 Purchase Order User s Manual Daily Work Enter Orders Field Inquiry Item ID Maint Desc Additional Descriptions GL Desc Purchase Order User s Manual Description If Purchase Order interfaces with Inventory and you are ordering an inventory item enter the item number or press Enter to skip this field If you use the Maintenance F6 command the Items function opens where you can enter or edit item numbers See the Inventory User s Manual for more information If Purchase Order does not interface with Inventory enter the item number or press Enter to skip this field If Purchase Order interfaces with Inventory and you entered an item ID the description of the item appears Accept it or enter a different description If Purchase Order does not interface with Inventory or if you did not e
63. 0 purchase order numbers generating 3 9 Purchase Orders function 4 3 screen 4 3 Purchase Requisition file 1 9 Purchase Requisition Report function 1 14 6 5 Purchases Journal function 1 14 6 13 Q QCxxxxxx table description 7 19 setting up 3 13 QENTxxxx table description 7 16 setting up 3 13 QExxxxxx table description 7 16 screen 7 17 setting up 3 13 QMATxxxx table description 7 21 setting up 3 13 QMxxxxxx table description 7 19 setting up 3 13 QNxxxxxx table description 7 16 setting up 3 13 QRETxxxx table description 7 18 setting up 3 13 QRxxxxxx table description 7 18 setting up 3 13 Quick mode pull down menu command 1 46 QXxxxxxx table description 7 19 setting up 3 13 QZxxxxxx table description 7 18 setting up 3 13 R receipts entering 5 17 Receipts and Invoices files 1 9 Receipts and Invoices Report function 1 14 6 17 Receive Lotted Goods Entry window 5 25 received status 1 9 receiving all goods 5 42 receiving goods 5 20 receiving goods and applying invoices 5 41 receiving goods and invoices 5 44 receiving goods for line item 5 33 receiving lotted goods 5 25 receiving lotted serialized goods 5 26 receiving partial shipments B 2 Recurring Entries files 1 9 Recurring Orders function 1 10 recurring purchases B 2 report commands 1 72 Down Arrow 1 72 End 1 72 Exit 1 72 F7 1 72 Home 1 72 PgDn 1 72 PgUp 1 72 Right Arrow 1 72
64. 0002 Total 10 0000 13 9800 Ext Cost 139 8000 Enter edit Append Done The screen lists the return number and the date and GL period the item s return was authorized The screen also lists information about the item returned such as item ID quantity returned total and average unit cost and extended costs A running total of the lot numbers you enter appears in the lower left corner Use the commands to work with the lot numbers in the scroll region Press Enter to edit the selected line The Edit Lot Number screen appears e Press A to add a lot number The Add Lot Number screen appears e Press D to exit from the Return Lotted Goods Entry screen 5 60 Purchase Order User s Manual Daily Work Enter Returns Append Edit Lot Number Screen The Append Edit Lot Number screen appears when you add or edit a lot number line If you are editing a lot number line you cannot change the lot number but you can adjust the unit cost or edit the comment Append Lot Number E lol xl Commands Edit Modes Other Help Es x mg m OK Abandon Lot Number 1222 aj Quantity Shipped 5 0000 Unit Cost 13 9800 Comment Select the lot number for the returned item then adjust the unit cost if necessary and add a comment Use the Proceed OK command to save your changes and return to the Return Lotted Goods Entry screen If you do not enter a lot number for the full quantity
65. 0034 GDRCD ELLOOl 12 21 2000 000001 00000034 GDRCD MILOOl 12 21 2000 000001 00000035 INRCD ACEO01 09 26 2002John 000003 10 01 20023andra 00000041 INRCD Purchase Order User s Manual Goods Not Received Report Builders Supply Goods Not Received Report By Order No for 11 Status Location Qty Available Item ID Description GL Description 15 0000 100 Electrical Package MNOOD1 15 0000 100 Electrical Package FOR OBERDING HOUSE TOTALS 0001 550 Millwork Package TOTALS Batch 000001 TOTAL MNOO01 13 0000 300 Refrigerator Black Serial Numbers LTQ6131012 TOTALS Batch 000003 TOTAL Quantity Dollars Received 1374 20 1030 65 4122 60 2061 30 8 0000 3 0000 8288 80 3108 30 109278 36 13697 24 5 0000 1 0000 1198 30 239 66 Amount Per Unit 1198 30 1198 30 Unreceived 2061 30 5 0000 5180 50 95581 12 4 0000 958 64 96539 76 6 21 Post Transactions When you post transactions the orders receipts invoices returns and debit memos update the APVExxx Vendor APINxxx Open Invoice APHIxxx Detail History and APHSxxx Summary History files If Purchase Order interfaces with General Ledger or Job Cost those applications are also updated Inventory is not affected when you post since it is updated online when you enter purchase order transactions See the Accounts Payable User s Manual for more information about what happens when you p
66. 4 ool FedEx Bill Folz 1124 Hennepin Ave Suite 105 Minneapolis MN 55420 002 FedEx Gina Morrison 15454 College Ave Goshen MN 55122 caool FedEx John Abrams Oakland Warehouse 47777 North Bayshore Hwy Dakland CA 90000 01 FedEx Joel Sanchez 49838 N 65th Street Suite 498 Baltimore MD 21211 TXO001 UPS Mary Johansen 4662 SE Main Dallas TX 75206 Purchase Order User s Manual System Messages Messages on the screen or in a report indicate an error or tell you how to enter data or what is happening in the function you are using Self explanatory messages are not listed Access denied Your access code is not set up to access this function A valid GL account is required Because Purchase Order interfaces with General Ledger you must enter an account number that is set up in the GLMAxxx Master file for the company Basic Error error Host Error error Line line Program program Basic Error ferror Line line Program program A serious error has occurred Write down the information that is listed and get help from a support technician Below minimum of number The on hand quantity of the item you are ordering has fallen below the desired minimum level and the quantity you are ordering will not bring it above that level Increase the quantity you are ordering or press Enter to order the original quantity Blank invoice numbers not allowed Blank memo numbers not a
67. 429 9500 429 95 The screen s title contains either New or Edit depending on the task you performing Field Description Invoice No Enter the number of the vendor s invoice Date The system uses the date of the vendor s invoice to calculate when the payment is due Accept the currrent date or enter a different date If this is a serialized or lotted item the Quantity Unit Cost and Ext Cost fields are not available Use the Proceed OK command to save the data then skip to Receiving Serialized Goods on page 5 23 or Receiving Lotted Serialized Goods on page 5 26 or use the Exit F7 command to return to the Transactions screen page 5 32 to cancel the entire task Quantity Enter the invoice quantity You cannot enter a quantity that is greater than the total received Unit Cost The unit cost you entered for the receipt appears Accept it or enter the unit cost from the invoice Purchase Order User s Manual Daily Work Enter Orders Field Description Ext Cost Accept the current extended cost the quantity multiplied by the unit cost or enter a different extended cost If you change the extended cost the unit cost is updated accordingly When you save the information the Transactions screen appears page 5 32 Receiving Serialized Goods If you are receiving goods for serialized line items the Receive Serialized Goods Entry screen appears after you save the receipt on the Recei
68. 49731 Air Conditioner 199634 Paint Ivory Tax loc CA cls 00 Tax loc CA cls 00 Tax loc CA cls 00 AP Total posted to jobs End of Report Purchase Order User s Manual Builders Supply Post to GL and Jobs Current Fiscal Year GL Account 104400 104400 104000 104000 104000 104000 503000 999900 104000 429 95 104000 69 90 806000 806000 17 20 806000 2 80 200000 1756 64 2285 49 2285 49 6 31 File Maintenance Ship to Addresses Tables Edit Purchase Order Number Purchase Order User s Manual 7 3 7 5 7 23 7 1 7 2 File Maintenance Introduction Purchase Order shares some Accounts Payable menus with some of its own functions Information Inquiry Daily Work File Maintenance and Master File Lists Refer to the Accounts Payable User s Manual for questions on these shared menus or for questions on functions not covered in this manual Purchase Order User s Manual Ship to Addresses Use the Ship to Addresses function to add or change addresses of locations to which you ship your orders The addresses and the ship to IDs you assign to them are saved in the POSHxxx Ship to Address file When you enter the ship to ID for a purchase order the address appears on the screen To print the ship to addresses on mailing labels or in a list use the Ship to Address Labels function See Ship to Address Labels on page 8 3 for more information Ship to Addresses Screen Select S
69. F2 command is available if Purchase Order interfaces with Inventory If Purchase Order does not interface with Inventory you can skip this field Enter the ID of the vendor to whom you are returning the goods Use the Maintenance F6 command to open the Vendors function where you can enter or edit vendor information You can change a vendor ID only for returns with new status After you enter the ID the vendor s name and address appear To return goods to a temporary vendor enter the code you assigned to the vendor In the inquiry window temporary vendors are designated with a sign and a five digit number If you cannot find the code enter TEMP and then the vendor s name address and distribution code to create a temporary vendor record Enter the terms code or press Enter to skip this field Use the Maintenance F6 command to open the Terms Codes function to enter or edit terms codes If you enter a code the term type description percent days and net due days for the term appear Enter the tax group Use the Maintenance F6 command to open the Tax Groups function to enter or edit tax groups See the Resource Manager User 5 Manual for information about this function You can enter two lines of notes to associate with the return The notes are printed on the debit memo form 5 49 Enter Returns Daily Work Field Description Inquiry Ship to ID Enter the ID of the address from which you are Maint
70. If you have not already applied an invoice to a line item the entire quantity for which you received goods is invoiced at the cost you received them If the vendor s cost is different from the receiving cost or if you did not receive all the invoices you can change the quantity to reflect only the quantity for which you are invoiced Purchase Order User s Manual 5 43 Enter Orders Daily Work 5 44 Receiving Goods and Invoices When you select No or enter N in text mode at the Receive All the Invoice All or the Receive and Invoice All prompts or when you save the receipt invoice information for a nonserialized item the Transactions screen page 5 32 appears If you are receiving serialized lotted or lotted serialized goods see Receiving Serialized Goods on page 5 23 Receiving Lotted Goods on page 5 25 or Receiving Lotted Serialized Goods on page 5 26 for information Refer to Transactions Screen on page 5 32 for information on using the commands to receive goods and apply invoices When you are finished receiving goods for and or applying invoices to line items on the current order press N to go to a blank header screen select another order for which to receive goods or apply invoices When you are finished working with orders exit to the Daily Work menu When you finish entering receipts or applying invoices to all orders print the Receipts and Invoices Report see page 6 17 to comple
71. If you selected to move a single order enter the order number you want to move Purchase Order User s Manual 5 87 Change Batches Inquiry Maint 5 88 4 Daily Work Enter the batch number to which you want to move the order or group of orders Use the Maintenance F6 command to open the Batch Control function to add or edit batch IDs Press PgDn to copy the orders After the orders are moved the Daily Work menu appears Purchase Order User s Manual Batch Control Use the Batch Control function to inquire about the status of your batches to set up new batches and to maintain existing batches If you did not elect to use transaction batching in the Resource Manager Options and Interfaces function you cannot use this function Batch Control Screen Select Batch Control from the Daily Work menu This screen appears 2519 Commands Edit Modes Other Help 2x re ma g OK _ _Abandon Batch ID Lock Flag Report Status Description Monday s Orders Purchases Journal Unprinted Status Released Retums Journal Unprinted Receipts and Invoices Unprinted Tem UserName Tem User Name 001 Tom T002 Caroline Company 08 30 2002 Terminal T000 OVR Inquiry Enter the batch ID you want to add or edit If you elected to use automatic Maint batch number generation use the Proceed OK command to create a new batch ID 2 Ifaterminal ID appears in th
72. Next Page command function key 1 48 1 57 pull down menu command 1 48 numbers sorting 3 4 OK Proceed function key 1 44 pull down menu command 1 44 online checks 3 10 5 41 debit memos 5 66 purchase orders 3 10 Online Documentation function key 1 47 pull down menu command 1 47 tool button 1 50 Open Order files 1 9 Open Order Report function 1 14 6 9 open status 5 4 5 12 opening documents 1 66 options accruing expenses at post 3 10 entering additional descriptions for line items 3 9 entering requested ship dates for line items 3 10 generating purchase order numbers 3 9 keeping additional description history 3 9 keeping check history 3 10 keeping history for line items 3 9 post without print reports 3 11 posting material requisitions to inventory item accounts 3 10 posting transactions in detail or summary 3 9 printing checks on forms 3 10 printing company ID on check stubs 3 10 printing company name on purchase orders 3 10 printing online checks during order entry 3 10 printing online purchase orders during order entry 3 10 selecting type of purchase order forms 3 10 system generated batch numbers 3 9 transaction batching 3 9 using vendor name in journal entries 3 11 warn on duplicate PO number 3 11 Options and Interfaces setting up 3 7 writing saving specifications 3 11 order entry system generated batch numbers 3 9 transaction batching 3 9 warning on duplica
73. OPEN SYSTEMS Accounting Software Purchase Order User s Manual 2210 PO65 2003 Open Systems Holdings Corp All rights reserved Document Number 2210 PO65 No part of this manual may be reproduced by any means without the written permission of Open Systems Inc OPEN SYSTEMS is a registered trademark and OSAS Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp BB is a trademark and PRO 5 and Visual 5 are registered trademarks of BASIS International Ltd Novell and NetWare are registered trademarks of Novell Inc Microsoft Windows Windows 95 Windows NT Windows 2000 and MS DOS are either trademarks or registered trademarks of Microsoft Corporation Adobe and Acrobat are registered trademarks of Adobe Systems Inc TrueType is a registered trademark of Apple Computer Inc Open Systems Accounting Software for UNIX uses PKUNZIP utilities from Ascent Solutions Inc 9009 Springboro Pike Miamisburg OH 45342 Phone 937 847 2374 Internet www asizip com Printed in U S A This manual is recyclable April 2003 Release 6 5 This document has been prepared to conform to the current release version of OPEN SYSTEMS Accounting Software Because of our extensive development efforts and our desire to further improve and enhance the software inconsistencies may exist between the software and the documentation in some instances Call your customer support representative if y
74. Order Options a Commands Edit Modes Other Scroll Commands Help 2xXte gt aelaal Description Interface with General Ledger Interface with Inventory Interface with Job Cost Interface with Bank Reconciliation Use transaction batching YES System generated batch numbers NO Post transactions in detail or summary Detail Keep detail purchase history YES Auto generate purchase order numbers YES Use additional descriptions YES Copy additional descriptions from Inventory YES Keep additional description history NO Allow printing of online checks YES Keep summary purchase history YES Check form type Print online Purchase Orders se accrual during post Option 001 of 026 Enter Toggle Goto Write Company 09 25 2002 Terminal T000 OVR Purchase Order User s Manual Setup Setup Checklist and Functions 1 Press Enter to toggle between YES or NO to indicate whether or not you want to interface Purchase Order with General Ledger Inventory Job Cost and Bank Reconciliation The interface options work independently of each other you can set interfaces in any combination 2 Press Enter to toggle between YES or NO to indicate whether you want to use transaction batching to group orders and returns by user by entry period or by any other method that applies to
75. Order User s Manual File Maintenance Tables 2 If you entered a new table ID the Copy From field appears To copy a company specific or terminal specific table enter the table ID plus the company ID and terminal ID A set of tables comes with the sample company Builders Supply You can copy the sample tables for a company and then change the appropriate fields To copy a sample table enter the table ID 3 Accept the current description of the table or enter a different description The number of columns the length of the columns and the type of characters you can enter alphanumeric A numeric with two decimals numeric with three decimals 3 or numeric with four decimals 4 appear APGLxxxx Table The APGLxxxx table stores the accounts to which purchase order transactions and checks are posted in the GLJRxxx Journal file When you enter the table ID the rest of the APGLxxxx table appears 1 15 xl Commands Edit Modes Other Help 2x OK Abandon Table ID APGL aj Description General Ledger Accounts Number of Cols 2 Column Length 12 Type A v DESCRIPTION G L ACCOUNT DISCOUNTS 804000 CASH 100000 IN Accrual 104400 Exp Accrual 306000 Accrual 200000 Job Accrual 104200 Company H 10 01 2002 Terminal T000 OVA Purchase Order User s Manual 7 7 Tables File Maintenance Field Description GL Account 7 8 Description Purchase Order p
76. POOHxxx and POORxxx files Posted entries are cleared from these files to make room for the next group of entries Because you cannot reconstruct the journals after you post printing them before you post is important Backing up your data files before you post is an important practice Unforeseen problems such as a power surge or failure can interrupt the post and result in the loss of data 6 28 Purchase Order User s Manual Transaction Reports Post Transactions Post Transactions Screen Select Post Transactions from the Transaction Reports menu The Post Transactions screen appears ix Commands Edit Modes Other Help 2 pre mal g OK Abandon Have Y ou Completed PO Transaction Entry Have You Backed Up Your Data Files Batches to Post 3 Do You Want to Post All Invoices as Held Posting to Fiscal Year 2002 Company 08 30 2002 Terminal T000 OVR 1 Ifyou entered and reviewed the purchase order transactions select the check box or enter Y in text mode if not clear the check box or enter N in text mode return to the Transaction Reports menu and do so before continuing 2 If you printed the purchase orders the Purchases Journal the Returns Journal and backed up the data files select the check box or enter Y in text mode if not clear the check box or enter N in text mode return to the Transaction Reports menu and do so before continuing 3 If you elected to
77. POTB file respectively The following tables are related to Purchase Order e APGLxxxx e APPDxxxx e DFxxxxxx e e DISCxxxx e D1099xxx e F1099 e FORMxxx e MRGLxxxx e e QENTxxxx e QMxxxxxx e QMATxxxx e QNxxxxxx e QRxxxxxx e QRETxxxx QXxxxxxx 7 For more information about each of these tables see their individual descriptions in this section Purchase Order User s Manual 7 5 Tables File Maintenance For information about shareable unshared and terminal tables see Tables on page 3 11 The OPTxxx Options table stores options and interfaces settings Maintain the information stored in this table by using the Resource Manager Options and Interfaces function rather than editing the table itself Tables Screen Select Tables from the File Maintenance menu A blank Tables screen appears 21515 Commands Edit Modes Other Help 2x g OK Abandon Table ID aj Description Number of Cols 0 Column Length 0 Company H 10 01 2002 Terminal 000 OVR 1 To add or edit a table enter the table ID To set up a company specific table enter the table ID plus the one character to three character company ID To set up a terminal specific table enter the table ID plus the four character terminal ID To delete the table use the Delete F3 command 7 6 Purchase
78. Purchase Order User s Manual System Messages Cannot delete order if goods have been received You can delete an order only if the quantity received is zero If you did not post the order yet you can return the order s items and then delete the order You cannot delete a posted order Cannot delete return if goods have been returned You cannot delete a return if you applied a debit memo to it Cannot delete this line You cannot delete a line item to which you applied a posted debit memo Cannot remove debit tag from posted debited serial number Cannot remove invoice tag from posted invoiced serial number You cannot untag a serial number that you posted an invoice or a debit memo for Changing line status on new entry is not allowed You cannot change the status of a new line You can exit to the line item scroll region move to the line whose status you want to change press Enter to edit the line and then change the status Copy date prior to start date The recurring entry was not copied because the copy date you entered is earlier than the entry s start date for being copied Enter a different copy date Cost must be positive You must enter a positive number for a cost Debit memo number does not exist for return number The number of the debit memo you entered has not been applied to the return shown in this message Enter a different debit memo number Purchase Order User s Manual A 3 System Messages
79. QExxxxxx QENTxxxx and QNxxxxxx Tables The QExxxxxx table stores the quick entry stops used by the Enter Orders function when you edit an order The QENTxxxx table stores the quick entry stops used in order headers The QNxxxxxx table stores the quick entry stops used by the Enter Orders function when you enter an order and when you enter a line item through the Receive Goods or the Receive Goods and Invoices option 7 16 Purchase Order User s Manual File Maintenance Tables When you enter the table ID the rest of the table appears A QExxxxxx table is shown below Commands Edit Modes Other Help xt 5e amp mu e OK Abandon Table ID QE 3 Description Edi Order Quick Entry T able Number of Cols 2 Column Length 12 Type Y Description Descr GL Descr nea Date rax Code Ton ID er Acct No Ordered T nits E Cost E Ext Cost Company 10 01 2002 Terminal 000 OVR Field Description Field A12 The fields that appear in the line item entry area when you add or change line items are listed Accept the current fields or change them Do not delete lines or rearrange the account descriptions The system looks for these accounts by their position in the table it treats the information on the first line as the description the information on the second line as the additional description and so on Data If you want the cursor to stop at a field onl
80. Searches for an item based on serial number When you enter the serial number you can use the and wildcard characters to restrict or widen the search Searches for an item based on item description When you enter the description you can use the and wildcard characters to restrict or widen the search 1 49 OSAS Graphical Functions Introduction 1 50 Function Screen Toolbar 55 tm Like the main menu s toolbar the toolbar located near top of function screens gives you quick access to frequently used commands Click the appropriate button to access a command Button Ix amp gt TUM e B ii e Result Opens the appropriate File Maintenance function to update information about the field you are in Deletes the information on the screen Since this command can delete an entire record use it with caution Moves the cursor back to the first field on the screen or to the first field after the key field without erasing any entries or changes Copies the contents of the current field Pastes the contents you copied from a previous field into the current field Opens the OSAS calculator screen Opens the pop up calendar Use the calendar to add and review reminders for any date Displays information about the field you are in Opens your PDF file viewer so that you can view the online documentation Purchase Order User s Manual Introduction OSAS Gr
81. Sxxx file e APHIxxx file is updated by detailed line item and totals information e If Purchase Order interfaces with General Ledger debit and credit entries are made to accounts payable material inventory and miscellaneous material accounts in the GLJRxxx file These entries can also be made in inventory item accounts This file is used only if you elect to post credits to inventory item accounts in the Resource Manager Options and Interfaces function e If Purchase Order interfaces with Job Cost the job and phase records are updated by cost information in the JOBSxxx file Preparing Payments and Paying Invoices When you prepare payments and pay invoices the flow of information is identical in the Purchase Order and Accounts Payable systems 1 12 Purchase Order User s Manual Introduction The Purchase Order System Use the Pay Invoices functions to prepare payments and pay your bills These Purchase Order functions are optional you could go through an entire Purchase Order work cycle without using these functions Since many of your payments are likely to be by check these functions are useful because you can send the information directly from the APINxxx and APIXxxx files to the APCHxxx file and then to the checks themselves Before you prepare checks place disputed invoices on hold and release held invoices that can be paid To place all invoices on hold or release all held invoices for one or more vendors use
82. VOIHUGVA SROINIA GNYTdZSHII TOONIL SmOdNIm GNYTIZSHII TOOWIL SMOdNIN 1 TOOWIL 000000 00 TOO000 000000 TOO t 000000 00 TOO000 000000 200 TOO000 000000 Too TOO000 2000000 500 00000 2000000 00 TOO000 ze000000 00 TOO000 z 000000 200 TOO000 zeo000000 TOO TOO000 oconoo00 00 TOO000 0 000000 200 TOO000 02000000 Too TOO000 Purchase Order User s Manual Scheduled Delivery Report Worksheet Aqtauend uotadtzoseq ON 35079 pepueaxg 3503 atun satun Aarauenp peaoedxg wear aeq drug peasenbey aug yog assusuiop aaxodeg Hd OS ATddng szepting 2002 08 60 Scheduled Delivery Report Worksheet 6 12 Purchases Journal Print the Purchases Journal to check for mistakes and omissions and to use as an audit trail of invoiced orders to be posted The detailed version of the journal can serve as a compact paper record of your invoiced orders Print the journal every day after you finish the day s work but before you post orders If you find incorrect information in the Purchases Journal use the Enter Orders function to edit or delete the order You cannot edit or delete orders that have been posted An example of the Purchases Journal is on the next page Purchase Order User s Manual 6 13 Transaction Reports Pur
83. a4uno22Y 19 SSETQ asqmy Aq yTeuanop suma y ATddng szepttng qaoday T Tooo00 TYIOI HpaI O00TP TOO315 101 DOTP TOO312 00 0 0 TOQATI 200 ooTe TOO3123 ON LTOSP TOO3OW 101 LTOSP TOO32Y 00 LTOSP TOONOYV 200 LTOSP TOO32W TOO owe ad AopueA Quy pug WLOL 2 000000 amp 000000 TO0000 2 000000 2 000000 3 000000 seooo0000 TO0000 3 000000 3 000000 ON u aea Wd 25 z00z 0 60 Purchase Order User s Manual 6 16 Receipts and Invoices Report The Receipts and Invoices Report lists the receipts and invoices on file This report is useful when you are verifying payments and want to see which payments were posted Receipts and Invoices Report 09 30 2002 3 53 PM Batch ID 000003 00000041 000003 00000041 000003 00000041 000003 00000041 000003 00000041 Vendor ACEO01 ACEO01 ACEO01 ACEOOL ACEOOL End of Report Receipt Invoice Number 149731 R11053 R11053 199634 By Order Status CURRENT CURRENT CURRENT CURRENT CURRENT Purchase Order User s Manual Type No Builders Supply Receipts and Invoices Report 09 26 2002 09 26 2002 09 26 2002 03 26 2002 03 26
84. abetically The items are listed in this order for each position blank spaces characters and so forth numbers 0 9 uppercase letters A Z lowercase letters a z Alphabetical rules are not intuitive when numbers are involved Numbers are sorted as if they were letters when the first characters of several IDs are compared the ID with the smallest first character is placed first in the list If the first character of the IDs is the same the second characters are compared and the ID with the smallest second character is placed first in the list This comparison is made for each character in the range of IDs until the IDs are clearly in alphabetical order If you use numbers for IDs pad them with zeros so that they are all the same length and numeric rules can hold true For example in alphabetical sorting ID 112 comes before ID 60 since anything that starts with 1 comes before anything that starts with 6 alphabetically If ID 60 were ID 000060 and ID 112 were ID 000112 ID 000060 would be listed first since 060 is less than 112 alphabetically and numerically When you assign IDs and codes establish a format that makes sense for your business and use it consistently These suggestions may help e To prevent organization problems use zeros to make all IDs the same length If IDs are divided into more than one part the parts should be the same length in every ID Do not use spaces to divide IDs into more than one part
85. al total including freight and miscellaneous charges and sales tax and net amounts after any prepayments appear on the left side of the screen The order s posted and unposted amounts that are invoiced the total amounts that are invoiced and the difference between the unposted and total amounts that are invoiced appear on the right side of the screen Follow these steps to use the entry fields on the screen 1 In the Freight and Misc fields enter any shipping and miscellaneous charges and the tax class to which you want to apply them In the Sales Tax field enter the sales tax from the vendor s invoice If you enter a sales tax amount that is different from the calculated amount this screen appears and lists the calculated amount Sales Tax Breakdown Memo lol xl Commands Edit Modes Other Help OK Abandon Tax Loc CA 67 93 19 99 00 47 93 Tax Adjust 7 3 Tax Loc aj Class aj Sales Tax 67 93 19 99 00 47 94 The difference between the sales tax amount you entered and the calculated amount appears in the Tax Adjust field Edit this amount or press Enter to accept it then enter the tax location and tax class for the adjustment Use the Proceed OK command to save your changes and return to the Order Totals screen Purchase Order User s Manual 5 35 Enter Orders Daily Work 3 If you prepaid a portion of the order enter the amount in the Prepay field 4 If you e
86. al 6 15 Transaction Reports Returns Journal Returns Journal predeagq 00 predeagq aq 007 predeaq z9 69L6 04 2522 0000 4 02 508 0000 5 22 TTLT 0000 2 aed 007 predeaq 92 68TE 55 Ere o000 T 90 ST8ST 0000 2 59 0 0 0000 S9 6TSPT S9 6TSPT T9aoL among 6 amp 55 0 TEAL aunowy T9 08 Op X 2 2 aunomy o00z TZ2 2T 00 aubreig ebenxosed HACMTTTH oss TOOONN pZ noputm Aq OS TOOONH DOP TOOONN 0002 2 2 00 00 DSTH DOT TOOONN ehexoeg OST TOOONH DOT TOOONN uoradraoseq Aqtquend aed we3I 907 qor xe seTes 60 T28 xB seTes 5L SSEOT aunowy amp 985 xe seTes 9 08 aunowy SE T6T xe seTes 9po3 asog 95 869ET 98 869 amog 00 qunoostq 29 6946 qunowy N i660T ZT 000Z TZ ZT ONI 5 0 GINYTIZAZTO ZT 000Z TZ ZT DOPPOT 0 ZT 0002 2 DOPPOT 0 ZT 0002 TZ ZT DOPPTOT 0 00 qumoastd 660T 92 68 0002 2 2 ANVdWOS 714415 5 32V ZT 000Z TZ ZT DOPPOT 0 ZT 000Z TZ ZT DOPPOT 0 ZT 0002 TZ ZT DOPPOT pue poraed
87. als in the Resource Manager Options and Interfaces function accrual entries are created in General Ledger when you receive goods without the invoice When you post goods received for a job these accrual entries are made Job Accrual AP Accrual Account Account DB CR The job accrual and AP accrual accounts come from the APGLxxxx table When you post goods received for an inventory item that you did not purchase for a job these accrual entries are made Inventory Accrual AP Accrual Account Account Lm The inventory accrual and AP accrual accounts come from the APGLxxxx table CR Purchase Order User s Manual Transaction Reports Post Transactions When you post goods received for a noninventory item that you did not purchase for a job these accrual entries are made Expense Accrual AP Accrual Account Account DB CR The expense accrual and AP accrual accounts come from the APGLxxxx table If you elected to use accruals in the Resource Manager Options and Interfaces function the original accrual entries are reversed in General Ledger when you invoice the goods that have accrued When you post an invoice for accrued goods that were purchased for a job these entries are made AP Accrual Job Accrual Account Account DB CR The AP accrual and job accrual accounts come from the APGLxxxx table When you post an invoice for accrued inventory goods that were not purchased for a job these entries are made Invent
88. aphical Functions Right Click Menu Online Documentation Proceed Start Over Field Up Field Down Abandon Delete Jump Exit The right click menu gives you quick access to commonly used commands such as those used to access help move around the function screen work with information on EIS dashboards and so on The commands that are available on the right click menu depend on the function and the field you are currently using Function Field Inquiry When the Inquiry button appears next to a field a function screen you either click the 9 button or press the F2 Inquiry key to open the inquiry screen and search for information Verification Buttons OK Abandon When you ve completed data entry on a function screen you can either click OK or press PgDn to proceed to the next screen or to save your entries Click Abandon or press F5 to abandon entries Purchase Order User s Manual 1 51 Menu and Function Commands OSAS lets you navigate around the main menu and function screens in a variety of ways This section describes the commands that are available when you access a specific command For example accessing the Help command makes the Maintenance and Exit commands available while you are in that function This section also describes how to navigate within scroll regions and fields while you work with OSAS functions Help Commands When you use the Help F1 command you can us
89. ard copy 6 To print from this screen select Print from the File menu To exit from this screen select Exit from the File menu Save the Report as a File To save the report as a text file select File or enter F The data path set up for the workstation in the Defaults function on the Resource Manager Workstation Configuration menu appears If necessary enter a new data path or click the Browse button to navigate to the correct directory then enter the file name followed by the txt extension The file name plus extension that you enter must be less than 35 characters Press Enter to save the report in that directory View the Report on Screen Text Screens Only If you are using text screens you can view selected reports directly in the OSAS screen Keep in mind that this option displays the report one page at a time storing previously viewed pages in the workstation s memory Use the Defaults function on the Resource Manager Workstation Configuration menu to limit the number of screen pages you can view to conserve memory resources Follow these steps to view the report on screen 1 Enter S to select S creen 2 Whenavailable enter S if you want to view the report in standard width or C if you want to view it in compressed width 3 When the report appears press Enter to view the next page or Page Up to view previous pages 1 70 Purchase Order User s Manual Introduction Reports E mail the Report Before you can e
90. ars Invoice Serialized Goods Entry Commands Edit Modes Other Scroll Commands Help 2x telamm g at Invoice Number 199634 Date 09 26 2002 Item ID 900 Qty Received 1 0000 Serial Number Comment Tag Invoice Unit Cost LTQ6131012 br p pr 000001 of 000001 Average Cost 0000 Extended Cost 00 Enter tag untag Tag all Untag all Edit Done The invoice number date and item ID you entered on the Apply Invoices screen appear The screen also lists a running total of the items for which you have entered invoices the average cost and the extended cost of the item The Tag field indicates whether the item is included in the invoice you entered on the Apply Invoices screen If the item is tagged the check box is selected or YES appears in text mode the item is included in the invoice if the item is not tagged the check box is clear or NO appears in text mode the item is not included Use these commands to work with the information on the screen Press Enter to tag the selected serialized item as included in the invoice you entered e Press T to tag all serialized items listed as included in the invoice e Press to untag all items listed for the invoice Purchase Order User s Manual 5 29 Enter Orders Daily Work 5 30 Press E to edit the selected line item You must tag the line item to include
91. ation on the menu press Home To jump to the last application on the menu press End To select a function from an application menu highlight and select your choices the same way you do on the main menu with one exception you can press PgDn only when an option leads to another menu You must press Enter to select a function On an application menu you can press PgUp to move to the menu immediately above it If you are several menu levels away from the main menu you can return to the main menu by pressing PgUp repeatedly or by pressing the Tab key You can exit from a menu in these ways e Press PgUp to go to the previous menu one menu up Press the Tab key to go to the main menu e Use Exit F7 to go to the operating system Commands 1 24 Several commands are available within the menu to perform various tasks such as changing the system date entering access codes switching between sample data and live data and so on To access a command press the corresponding key If you re working with a keyboard that lacks function keys labeled with an F followed by a number or if you re working with an emulator in UNIX which can cause function keys to become unavailable press the appropriate alternate key combination to access the command Command Alternate Key Key Description Esc Opens a menu listing available commands Purchase Order User s Manual Introduction OSAS Text Menu Command Alternate Key Key Descrip
92. ayment is due This is a memo field When you approve the totals you exit from the Order Totals screen and return to the Transactions screen 5 36 Purchase Order User s Manual Daily Work Enter Orders Invoice Totals When you select the Totals command on the Transactions screen and then press I to work with invoices totals you are prompted to enter the invoice number you want to view or edit Enter the number or accept the number that appears the Inquiry F2 command is available The Invoice Totals screen appears 2515 Commands Edit Modes Other Help 2x IEEE 7 OK _Abandon Invoice No 149731 Date 09 26 2002 GLPe 9 10897 Current Class Posted Total Invd Taxable 429 95 00 429 95 Nontaxable 00 00 00 Subtotal 429 95 00 429 95 Freight 00 E 00 00 Misc 00 aj 00 00 Sales Tax 17 20 00 17 20 Total 447 15 447 15 447 15 Prepayment 00 Check Number Discount 447 Payment Date Online Check F Payment 1 442 68 Due Date 1 10 06 2002 Payment 2 00 Due Date 2 i Payment 3 00 Due Date 3 7 7 Field Description Invoice No The invoice number you selected appears Date The system uses the date of the vendor s invoice to calculate when the payment is due Accept the current date or enter a different date Adjust Due Dates This field appears only if you change the date If you want to recalculate the due dates based on the date you entered select Yes o
93. bels function and when you enter an order or a return The PODExxx Additional Descriptions file stores the additional descriptions you assign to line items This file is used only if you elect to enter additional descriptive text for line items in the Resource Manager Options and Interfaces function Purchase Order User s Manual 1 9 The Purchase Order System Introduction File Interaction The Purchase Order system tracks money committed and owed to vendors When you enter and post orders information is retained in or distributed to the appropriate files to keep the information up to date make the information available through reports and keep the system in balance Transactions You can enter two categories of transactions orders or returns and material requisitions Orders and Returns When you enter an order you can take the following possibilities into account e You have not received the goods and have not paid the bill e You received the goods but have not paid the bill e You received the goods and paid the bill You can assign goods and invoice information to existing orders but you cannot pay a bill apply an invoice for goods until you receive them You can copy recurring orders to an order Use the Recurring Orders function to define the run codes that identify recurring orders The information is kept in the APRLxxx and APRHxxx files When you enter the order enter the run code from the Recurring Orde
94. buttons to move from line to line in scrolling regions e Ifa screen appears prompting for the kind of information to enter or maintain such as on File Maintenance or Transactions screens select the appropriate option and click OK to continue e Press PgDn if prompted to move to the next section e Click Header when it appears to return to the screen s header section e Press F7 to exit the screen and return to the main menu Purchase Order User s Manual 1 43 OSAS Graphical Functions Introduction Graphical Function Screen Elements 1 44 Like the main menu graphical function screens also contain pull down menus and toolbars These menus and toolbars are described below Function Pull Down Menus Commands Menu Commands Edit Modes Other Information Help Inquiry Maintenance Proceed Start Over Field Up Field Down Abandon Delete Jump Exit lt F2 gt lt F6 gt lt PgDn gt lt PoUp gt lt Up gt lt Down gt F5 F3 lt Ctrl J gt lt F7 gt Command Inquiry Maintenance Proceed OK Start Over Field Up Field Down Abandon Delete Description Lists valid entries for the current field Opens the appropriate File Maintenance function Proceeds to the next screen or saves your entries Moves back to the first field on the screen or to the first field after the key field without erasing any entries or changes Moves the cursor to the previous field Mov
95. ce menu The function screen appears Edit Purchase Order Number Ioj Commands Edit Modes Other Help 2x g OK Abandon Purchase Order Number 55 Company 10 01 2002 Terminal T000 OVR Purchase Order User s Manual 7 23 Edit Purchase Order Number File Maintenance Enter the number you want the system to assign to the next purchase order or return The system starts with this number and increments it by one each time you enter a purchase order or return 2 Use the Proceed OK command to save the number and return to the File Maintenance menu 7 24 Purchase Order User s Manual Master File Lists Ship to Address Labels 8 3 8 1 8 2 Master File Lists Introduction Purchase Order shares some Accounts Payable menus with some of its own functions Information Inquiry Daily Work File Maintenance and Master File Lists Refer to the Accounts Payable User s Manual for questions on these shared menus or for questions on functions not covered in this manual Purchase Order User s Manual Ship to Address Labels Use the Ship to Address Labels function to print a list of the IDs and addresses to which you ship orders or to print these addresses on mailing labels The list is a helpful reference when you enter orders Ship to Address Labels Screen Select Ship to Address Labels from the Master File Lists menu The Ship to Address Labels screen screen app
96. ch you ve entered lot numbers the total and the extended cost of the item Totals and extended costs are updated when you finish line item entry Use these commands to work with the lot numbers on the screen Press Enter to edit the selected line s unit cost number or to add a comment e Press A to add a new lot number The Append Edit Lot Number screen appears when you edit or add a lot number Exi Commands Edit Modes Other Help 2x mA ma o Abandon Lot Number 1221 4 Quantity Received 5 0000 Unit Cost 13 9800 Comment Purchase Order User s Manual 5 25 Enter Orders Daily Work Enter the lot number and quantity for the item you received then edit or change the unit cost and comment if desired Use the Proceed OK command to save your changes and return to the Receive Lotted Goods Entry screen e Press to go to a specific line This command is available only when there is more than one screen of items e Press D to exit from the Receive Serialized Goods Entry screen Receiving Lotted Serialized Goods When you receive goods for an order with lotted serialized goods this screen appears so that you can enter serial and lot information Receive Lotted Serialized Goods Entry Commands Edit Modes Other Scroll Commands Help 2xXtl aelmaal at Receipt Number R925126 Date 09 26 2002 GLPerod 09 Item ID 700500 Qty Ordered 5 0000 Serial Number Comment Qty Received Uni
97. chases Journal Purchases Journal predead D00 0sT aa 00 05 8 66h 06 69 aunomg 06 69 0000 5 S6 6z2 oo000 T 00 predezq eaed 00 96 6 PTT 02 2202 0000 2 of 80 8 0 OT 2T OFS oo00 6 Aarauenp abe TZ SS92T S8 6TS T9391 z 0000 5 Aa3rauenp Wi 9 SETZT T9391 qunowy 9 9212T T9391 aq z ymomg 007 sTM PE9661I aeta aubrs 00 oo aubre aured xe SeTES 00 02 24 XBL seTes z002 90 0T 839 262 T T aunowg 02 2 xB seTeS 22 sisquny e00TTs TOOONN ATH ooso02 TOOONN awaq z aunowy 007 DSH abeyoeg 470 oss T oor T 2004 ose 00 T uoradr dI 00 aubre 00 ATTTH 00079 Aaaqug 00079 aosaq gt 01 07989 xel seres O0O00z T ZT 8 88TT T T aunowy 3989 aa xel T8 8P6TT 38 66P qunowy 251 aunoosrq N i660T T S6 6z 60 2002 92 60 aunomr T 101 dGNvdS 00000 4234 TVIOL xoeus TELERI ANWdHOD ATdd ns ONIGHNTd 32V TOONOY LOL 60 2002 92 60 OO00POT oo 60 2002 92 60 oooroT oo 96 8PPIT qunowy S 2v2 3unoosTq N i660T 96 6EPTT ZT O00Z
98. complete purchasing history but it is more time consuming than the summary method You must leave the amount fields in the vendor records blank and enter and post all transactions from the beginning of the year The detail method consists of these steps 1 Leave the history fields except last year s values in the vendor records blank Use the Enter Orders function page 5 3 to enter the purchase orders for the first general ledger period Use the Enter Goods Received Invoiced Orders option for invoiced orders Use the Enter Goods Received Orders option for orders for which you have received goods but no invoices Use the Enter New Orders option for orders whose goods or invoices you have not yet received Use the Enter Returns function page 5 45 to enter miscellaneous debits and returns for the first general ledger period Use the Goods Returned and Debited option for fully and partially credited returns Use the Goods Returned option for uncredited returns Back up the accounting data files see the Resource Manager User s Manual Purchase Order User s Manual 3 17 Setup Checklist and Functions Setup 5 Post the transactions to update the vendor records and to build the APINxxx Open Invoice file 6 Produce the Open Invoice Report and make sure that all the invoices are included Produce the Vendor Analysis Report and make sure that the amount due each vendor matches your records See the Accounts Payable User
99. counts Payable 2 3 installing Purchase Order 2 3 and Accounts Payable 2 3 interfaces with Purchase Order Bank Reconciliation 1 15 3 8 General Ledger 1 11 1 12 1 15 3 7 Inventory 1 9 3 7 5 3 5 7 Job Cost 1 11 1 12 3 7 Inventory interface with Purchase Order 1 9 3 7 5 3 5 7 Inventory Lookup commands 1 49 1 56 Inventory Lookup commands 1 49 alias lookup 1 49 customer vendor lookup 1 49 description lookup 1 49 detail lookup 1 49 lot lookup 1 49 serial lookup 1 49 Shift F3 1 49 Shift F4 1 49 Shift F5 1 49 Shift F6 1 49 Shift F7 1 49 Shift F8 1 49 Inventory lookup commands Alias Lookup 1 56 alias lookup 1 56 Customer Vendor Lookup 1 56 Description Lookup 1 56 Detail Lookup 1 56 Lot Lookup 1 56 Serial Lookup 1 56 inventory search commands 1 56 Shift F6 1 56 invoice received status 5 4 for returns 5 45 invoiced and posted status 1 9 invoiced status 1 9 invoices applying 5 22 applying all 5 43 applying for line items 5 33 applying for lotted goods 5 28 applying for lotted serialized goods 5 31 applying for serialized goods 5 29 entering 5 17 entering totals 5 37 voiding B 3 J Job Cost interface with Purchase Order 1 11 1 12 3 7 posting effects 6 24 Jump function key 1 45 pull down menu command 1 45 Jump command function key 1 48 pull down menu command 1 48 L Last Line command function key 1 48 1 57 pull down menu command 1 48 Left Arrow repor
100. cted appears e Press V to view information for the selected line item Press any key to return to the Returns screen e Press Oto print a debit memo online The Print Online Debit Memo prompt appears To print the debit memo select Yes or enter Y in text mode you are taken to the Print Orders function To cancel the print instruction select No or enter N in text mode you are returned to the Returns screen 5 66 Purchase Order User s Manual Daily Work Enter Returns e Press to go directly to a specific line item then enter the line number This command appears only if there is more than one screen of line items e Press N to return to the Transaction Type selection screen page 5 46 Return Totals The Return Totals screen appears when you select the Totals command on the Returns screen and then press R to work with the return totals Tix Commands Edit Modes Other Help 8 OK _ Abandon Retum Class Current DM Posted DM Variance Subtotal 2094 92 1955 12 00 139 80 Freight 8 50 57 00 00 00 150 57 Misc amp 8 83 00 00 00 19 83 Sales Tax 388 62 91 95 00 6 67 Total 2363 94 2048 15 00 316 87 Prepayment 500 00 00 00 500 00 Check No Discount 23 64 00 00 23 64 1840 30 2048 15 00 206 77 The return totals are memo totals the system does not use them The current and posted amount to which debit memos are applied and the difference between the two appea
101. d See the Inventory User s Manual for information about how to reduce an item s unit cost or the Job Cost User s Manual for information about how to reduce a job s cost Use Receive Goods to delete the serial number You must use the Receive Goods option to delete serial numbers Valid entries are range Valid units are number Enter one of the valid selections shown in this message Vendor ID is missing Vendor ID is missing from the Vendor file Vendor ID is not on file The vendor ID associated with the record has been deleted You can add the vendor ID to the APVExxx Vendor file if necessary Purchase Order User s Manual A 15 System Messages Vendor ID record in use The vendor record is being accessed by another user Try to access the record again later Warning job or phase has a finish date The Job Cost job or phase that the item is to be applied to has a finish date Make sure that you do not apply costs to the job or phase after that date Warning last line has no serial numbers Return will be abandoned The return contains only a serialized line but no serial numbers are assigned to it they may have been deleted The return will be removed from the system when you exit Warning phase has a finish date The Job Cost phase that the item is to be applied to has a finish date Make sure that you do not apply costs to the phase after that date Wrong debit memo number Can change co
102. d to open the Vendors function to edit or enter vendor information You can change a vendor ID only for orders with new status After you enter the ID the vendor s name and address appear 5 9 Enter Orders Daily Work Field Inquiry Terms Code Maint Inquiry Tax Group Maint Notes Inquiry Ship to ID Maint 5 10 Description To enter a vendor you plan to deal with only once enter TEMP and then the vendor s name and address The system assigns each temporary vendor an ID that consists of a sign and a five digit number This ID prints in the Purchases Journal Temporary vendors that have balances of zero are removed from the APVExxx Vendor file when you do periodic maintenance Enter the terms code If you use the Maintenance F6 command the Terms Codes function opens where you can enter or edit terms code information See the Accounts Payable User s Manual for information about this function After you enter the terms code the description and the percent for the payment terms of the transaction appear Enter the vendor s tax group Use the Maintenance F6 command to open the Tax Groups function to enter or edit tax group information See the Resource Manager User s Manual for information about this function Enter up to two lines of notes to associate with the order The notes print on the purchase order form Enter the ID of the address to which you want the order
103. d Report Post Transactions Purchase Order User s Manual 6 3 6 5 6 7 6 9 6 11 6 13 6 15 6 17 6 19 6 21 6 23 6 1 Printing a Transaction Report The functions on the Transactions Reports menu let you print reports containing information about transactions entered in Purchase Order such as reports detailing order and receipt or invoice status journals listing purchases and returns or multi purpose reports that can be used as delivery worksheets or receipt checklists These lists give you valuable information about your transactions and serve as part of your company s audit trail All transaction reports are produced in the same way Use the instructions below to print a transaction report modifying the procedure as necessary for the report you are printing For example if the screen for the report you want to print does not contain check box options ignore that step and continue to the next Follow these steps to print a transaction report 1 Select the report you want to print from the Transaction Reports menu The selection screen for that report appears The Open Order Report screen is shown below as an example Open Order Report 3 xl Commands Edit Modes Other Inventory Lookups Help 2x OK Abandon OrderNo From 00000030 aj JobandPhase From aj Thu 00000046 Thu aj From aj Requested Date From Thr 001 aj Thru Item ID From 100 aj Th
104. d the item description appear in the Description column when you post the return Enter the tax class for the return Use the Maintenance F6 command to open the Tax Classes function to enter or edit tax classes See the Resource Manager User s Manual for information about this function Purchase Order User s Manual Daily Work Enter Returns Field Inquiry Job Phase ID Maint Inquiry Cost Code Maint Inquiry GL Account Maint Purchase Order User s Manual Description Enter the ID of the job and phase affected by the return or press Enter to skip these fields The Inquiry F2 and Maintenance F6 commands are available if Purchase Order interfaces with Job Cost You cannot change these fields if you are editing a line item If Purchase Order interfaces with Job Cost and you enter something in these fields the system treats the returned item as related to a job and does not update the quantity on hand in the INVExxx Items file If you entered a job ID and Purchase Order interfaces with Job Cost enter a cost code If you entered a job ID and Purchase Order does not interface with Job Cost enter a cost code or press Enter to skip this field If Purchase Order interfaces with Job Cost and you entered a job ID the WIP account from the DFxxxxxx table appears If Purchase Order does not interface with Job Cost or if you did not enter a job ID the account number is selected in this order
105. dentical to those in Accounts Payable Material Requisitions Management Reports History Reports and Pay Invoices Purchase Order shares some Accounts Payable menus with some of its own functions Information Inquiry Daily Work File Maintenance and Master File Lists The Purchase Order Information Inquiry menu has one additional function Purchase Orders The Purchase Order Daily Work menu is almost entirely different than the Accounts Payable Daily Work menu See chapter 5 for a description of each Daily Work function Purchase Order User s Manual 1 7 The Purchase Order System Introduction The Purchase Order File Maintenance menu has two additional functions Ship to Addresses and Edit Purchase Order Number Use the Ship to Addresses function to assign goods you buy to customers to make a reselling task easy and efficient Use the Edit Purchase Order Number function to reset the next number for system generated purchase order numbers The Purchase Order Master File Lists menu has one additional function Ship to Address Labels Use it to print a list of addresses and IDs of locations you have orders shipped to or to print mailing labels After you establish the valid codes and IDs through the File Maintenance functions you can use the Daily Work functions and the Material Requisitions functions to enter orders You can account for the goods received and invoices applied at the time you place the order or you can do it la
106. der functions You cannot copy recurring orders until the other users exit from these functions Copy Recurring Orders Screen Select Copy Recurring Orders from the Daily Work menu The Copy Recurring Orders screen appears Commands Edit Modes Other Help xtmmemui OK Abandon Run Code From Thru ML Copy to GL Period 3 Cutoff Date 09 30 2002 Batch ID 000001 al CompanyH 09 30 2002 TeminalT000 OVR Purchase Order User s Manual 5 85 Copy Recurring Orders Daily Work Inquiry Maint Enter the run codes whose recurring orders you want to copy Press Enter to copy the orders to the current period or enter a different period When you entered recurring orders you might have entered cutoff dates for them Accept the system date as the cutoff date or enter a different date Orders that have cutoff dates before the date you enter here are not copied to the POOHxxx and POORxxx files Select the batch ID to which you want the orders copied Select the output device for the Copy Recurring Orders Log See Output the Report on page 1 68 for more information on output devices This report shows the the total amount of recurring orders that were copied to the POOHxxx and POORxxx files and lists errors occurring during the copy process such as a recurring order for a vendor whose record has been deleted from the APVExxx file After the report is produced the Daily Work menu appears
107. e APGL for General Ledger accounts for example For company specific tables the suffix is a company ID Generic system wide tables do not have suffixes If you delete a company specific table that company uses the generic table For example if you delete table APGLA01 company A01 uses the APGL table You must set up the F1099 table for all companies in the system Because all companies share the table you cannot assign a suffix to it The FORMxxx table tracks the last check number and is created when you enter the online check or print checks You must set up one APPDxxxx table for each company in the system for each company you must assign a corresponding suffix to the APPDxxxx table Each Defaults table DFxxxxxx DMxxxxxx and each Quick Entry table QCxxxxxx QExxxxxx QENTxxxx QMxxxxxx QMATxxxx QNxxxxxx QRxxxxxx GRETxxxx QXxxxxxx and QZxxxxxx is identified by a two character prefix and a four character suffix The prefix is the table name DF for Defaults QR for Quick Entry Returns and so forth The suffix is a terminal ID or a company ID system wide tables do not have a suffix You can set up the Defaults and Quick Entry tables for the following situations e Assign each table to a particular terminal For example you can assign table DFTO001 to terminal T001 e Assign each table to all terminals in a particular company For example you can assign table DFA to all terminals in company A e Setup each tab
108. e For example if you are using quick entry to enter a purchase for company A01 on terminal T001 the system first looks for QRTOO1 If it cannot find table QRT001 it looks for If it cannot find table QRA it uses the system wide table QR If the system cannot find any applicable table perhaps because the system wide table was accidentally deleted an error message appears and you must rebuild the table 3 14 Purchase Order User s Manual Setup Setup Checklist and Functions Ship to Addresses The Purchase Order system can keep track of the addresses to which you have purchased items shipped The POSHxxx file stores the addresses and the IDs you assign to them When you assign a ship to ID to an order the address of the destination appears automatically You can print the shipping addresses on mailing labels or on standard paper The following strategies might help you establish and assign IDs to your shipping addresses e Base the IDs on the first letters of the location name for easy reference e Use the Accounts Receivable customer ID as the shipping address of a drop ship customer so that you can send the vendor s product directly to the customer e Establish a convention that matches the first letters of an ID with types of addresses For example you might start your own location IDs with L and customer IDs with C e Ifyou have only a few addresses use fewer than six characters for IDs This practice leav
109. e Lock Flag field the batch is or was produced or posted on that terminal Do not change it unless you need to release a locked batch Purchase Order User s Manual 5 89 Batch Control Daily Work 3 Enter a description of transactions in this batch 4 Enter the status of the batch Enter H if the batch is on hold or R if it is released If you place a batch on hold you can print or post it but you cannot enter or edit orders in that batch 5 Foreach report listed toggle the report status The report status begins as Not Applicable When you enter purchases or miscellaneous debits the status automatically changes to Unprinted When you print the report the status automatically changes to Printed If you then add or change orders or returns the status automatically changes to Reprint 6 Ifyou selected a batch that is in use the terminal ID and the user name of the person entering orders or returns appear A maximum of 20 terminal IDs can appear at one time 7 Use the Proceed OK command to save the information then enter information about a different batch ID or use the Exit F7 command to return to the Daily Work menu 5 90 Purchase Order User s Manual Transaction Reports Printing a Transaction Report Purchase Requisition Report Print Orders Open Order Report Scheduled Delivery Report Worksheet Purchases Journal Returns Journal Receipts and Invoices Report Accrual Verification Report Goods Not Receive
110. e Maintenance Tables D1099xxx Table The D1099xxx table stores a company s federal and state tax identification numbers When you enter the table ID the rest of the D1099xxx table appears 2515 Commands Edit Modes Other Help g OK Abandon Table ID Description Tax Identification Numbers T able Number of Cols 2 Column Length 12 Type A Y Description Tax ID Federal TIN 469 78 3627 State TIN MN 12 723422 Company H 10 01 2002 Terminal T000 OVA Field Description Description The descriptions Federal TIN and State TIN appear Accept each description or change the descriptions Do not delete lines or rearrange field names The system looks for the defaults by their position in the table it treats the item on the first line as the company s federal tax identification number and the item on the second line as the company s state tax identification number Tax ID Enter the company s federal tax ID on the first line and the state tax ID on the second line The tax IDs you enter are used as the default IDs when you prepare 1099 forms Purchase Order User s Manual 7 11 Tables File Maintenance F1099 Table The F1099 table stores the minimum amounts for preparing 1099 forms for your vendors When you enter the table ID the rest of the F1099 table appears 7 12 Commands Edit Modes Other Help 2Xt Be mal OK Abandon Table ID F1099 3 Description t 099 For
111. e goods you ordered You can use wildcards or Enter the receipt number for the goods you ordered You can use wildcards or The system tracks orders in terms of the following statuses which indicate where an order is in the work cycle New Printed Goods Rcvd Invc Rcvd invoice received Returned Returned DM debit memo and Cancelled Select a status to view purchase orders with that status Select All to view all purchase orders regardless of status Use these commands to work with the information in the scroll region Press G to go to a specific line item then enter the line number This command is available only when there is more than one screen of items 4 4 Purchase Order User s Manual Information Inquiry Purchase Orders Press Enter to view line items for the selected order The Line Items screen appears e Press N to search for a new purchase order e Press S to sort the orders in a different way by purchase order number purchase order date vendor ID location ID requested date order status or ship via Then select the sort option you want to use e Press V to view header information for a selected line item Line Items The Line Items screen appears when you press Enter on the Purchase Orders screen to view line item detail for a selected order 21519 Commands Edit Modes Other Scroll Commands S x E 2 Ok Abandon Vendo
112. e nnn When you are in the Ordered Goods Qty field of a line item the quantity you usually order from the vendor the quantity on order and the quantity available for sale are displayed This message can help you make purchasing decisions Order total is too large The total of the order is too large to fit in the space provided Check the amounts in the Sales Tax Freight and Misc fields If they are correct you must enter the order as two orders to accommodate the total Past cutoff date The recurring entry was not copied because the entry s cutoff date is older than the cutoff date you entered Phase ID is not on file The phase ID is not set up for the job Enter a different phase ID the Inquiry F2 command is available Posted debit memos exist Cannot edit You cannot edit a line item to which you applied a posted debit memo Purchase Order User s Manual A 9 System Messages Posted receipts invoices exist Cannot delete line item You cannot delete a line item if the total quantity received invoiced is not zero or if you posted a receipt invoice for the line item Prepayment cannot exceed total You cannot enter a prepayment that is greater than the order total Printer busy The printer you are trying to use is being used by another program Press Enter to continue with your entry and try again later Purchase order already exists The recurring entry was not copied because an order in the POORxxx Op
113. e ready to convert files use the Data File Conversion function on the Company Setup menu in Resource Manager see the Resource Manager User s Guide to upgrade Purchase Order data files You can upgrade from version 3 2 4 xx 5 xx or 6 xx If you want to convert to version 6 5 from a version earlier than 3 2 contact a client support representative When you convert Purchase Order the system automatically prompts you to convert Accounts Payable as well You must install the new version of both Accounts Payable and Purchase Order before you convert files You can replace and update the programs properly only by using the Install Applications function in Resource Manager Before you convert an application s files make note of the version number of the application from which you are converting The Data File Conversion function has no way of determining this information Before you convert an application s files back up your data files Consider Your Setup Before you convert your version of Purchase Order to the current version consider the exact setup of your system Since OSAS code can be customized modifications to your system might be lost if you install a new version of a program or update a file If you are not sure whether your system is ready for conversion consult your value added reseller Purchase Order User s Manual 2 5 Conversion Installation and Conversion Converting to Version 6 5 Select Data Fi
114. e the Enter Returns function to return the number to the vendor Do not enter a job ID in the Job Phase ID fields Serial number not found in warehouse I D The serial number you entered is not in the warehouse Enter a different serial number Serial numbers on file must be deleted first The line item you are trying to delete has serial numbers on file You must delete the serial numbers before you can delete the line item Purchase Order User s Manual A 13 System Messages System generated purchase order numbers not implemented You cannot use the Edit Purchase Order Number function because you elected not to use system generated numbers in the Resource Manager Options and Interfaces function Terms code ID is not on file The terms code you entered is not on file Use the Terms Codes function see the Accounts Payable User s Manual or the Maintenance F6 command to add a terms code This type number has already been used The invoice or memo number you entered has been posted to the APINxxx Open Invoice or APHIxxx Detail History file Accept it as a duplicate invoice or memo number or enter a different number Thru value cannot be less than From value The value you entered at Thru is smaller than the value you entered in the From field Press Enter then enter the correct value in the Thru field Total amount of the entry is greater than 9999999 99 Cannot verify order You cannot receive or apply an in
115. e these commands Key F3 Delete F6 Maintenance F7 Exit Purchase Order User s Manual Operation Deletes the help screen content To recover a deleted screen copy the xxHELP file from the distribution media to the PROGxx subdirectory xx is the application ID The copying process overwrites changes you made to other help screens In graphical mode you must first press F6 to enter the edit screen for the help content before you can press F3 Edits a help screen Exits the help screen and closes the window 1 53 Menu and Function Commands Introduction Inquiry Commands When the Inquiry button 8 appears next to a field or the Inquiry flag appears in the lower right corner of the screen the Inquiry command is available Click the button or press F2 to open the Inquiry screen to look up and select an appropriate entry The Inquiry screen operates in two modes Search and Sort You can toggle between these modes within an Inquiry window by pressing the Ins Insert key You can also choose the default mode for Inquiry windows by using the Defaults function on the Workstation Configuration menu within Resource Manager e n Search mode you can move through the keys listed by typing progressively larger portions of the key you want to find For example when you press C the window displays keys beginning with the letter C When you next press A the window displays keys beginning with CA and so on e
116. ears Ship to Address Labels 4 O xl Commands Edit Modes Other Help 2x g OK Abandon Pick ShiptolD From 001 aj Thu Tx001 aj Print Ship Via Company 10 01 2002 Terminal T000 Enter the range of ship to IDs for which you want to produce labels 2 If you want to include the shipping method in the list select the check box or enter Y in text mode if not clear the box or enter N in text mode 3 Select the output device See Output the Report on page 1 68 for more information on output devices Purchase Order User s Manual 8 3 Ship to Address Labels References If you selected Printer or Print Preview as the output device a message appears prompting you to mount the labels To print a list place standard printer paper in the printer To print mailing labels place 3 1 2 by 15 16 inch single column mailing labels in the printer When the printer is ready press Enter to continue If you selected Printer or Print Preview as the output device five lines of Xs print as a test pattern If the labels are not properly aligned adjust the labels or the printer and select No or enter N in text mode to reprint the test pattern Continue reprinting the test pattern until the labels are aligned Then select Yes or enter Y in text mode to begin printing the labels After the list or labels are produced the Master File Lists menu appears Ship to Address Labels 8
117. eck the data and enter it again Consult the user s manual or use the Help F1 command for information Invalid Period Conversion table The CNVTxxx table for the company is invalid A common reason is that you did not update the table with the corresponding data for the next period Use the Tables function see on page 7 5 to make adjustments Invoice number does not exist for order number number The number of the invoice you entered has not been applied to the order shown in this message Enter a different invoice number Item is discontinued You cannot enter a transaction with a discontinued item Someone may have removed the item record Press Enter to remove the message Then make sure that you have the correct item Item ID not found in warehouse 0 The number of the item that you entered is not in the warehouse shown in this message Job job 10 not found Job job ID is not on file The job number you entered is not on file in the Job Cost system Check your records Then enter a job number that the Job Cost system recognizes or add the job number to Job Cost List contains more than 100 entries When you print purchase orders and debit memos you can print a maximum of 100 orders at a time Print remaining orders in the next batch A 6 Purchase Order User s Manual System Messages Location D is not on file Location ID not found The location you entered is not on file in the Inve
118. ect the year you are entering transactions for when you enter transactions into an empty file All the transactions you enter afterward default to the year you selected until you post You can enter the ordered goods when you enter the order or you can enter the order first and enter the fact that you received the goods later You can enter all the goods at once or enter some goods at one time and other goods at another If you purchase items from your own company for internal use or for jobs use the Enter Material Requisitions function to enter these orders You can assign an invoice to the order enter the amount due when you enter the order or enter the order first and assign the invoice later You can assign the entire cost to the order at once or some of the cost at one time and another part of the cost at another The status assigned to each order and each line item alerts you and the system where the order and each line item fall in the Purchase Order work cycle An order can have one of four statuses New Goods Received Invoice Received and Printed A line item can have one of three statuses Open unposted Cancelled or Completed posted Use the Edit Orders option to change order information without updating the order status for example to add or delete line items or correct order quantity mistakes you discover after you have entered the order and to cancel orders You can cancel an order in these ways e Use the Edi
119. ee Entering or Editing Line Items on page 5 12 for more information e Press Ato add a line item to the end of the list See Entering or Editing Line Items on page 5 12 for more information e Press R to enter receipts and apply invoices to the selected line item See Receiving Goods on page 5 20 for more information This command appears only if you selected the Enter Goods Received Orders or the Enter Goods Received Invoiced Orders options on the selection screen or if you are editing a received order e Press to return to the header screen You do not lose the line item entries because you already saved them You cannot change the Purchase Order No Status Loc ID and Vendor ID fields regardless of the status For orders with Goods Received and Invoice Received status you also cannot change the Vendor ID field You cannot use the Delete F3 command to delete an order if it has been received or invoiced e Press Tto view the Totals Payments screen For orders with New or Goods Received status the Order Totals screen page 5 34 appears For orders with Invoice Received status the system prompts you to select order totals or invoice totals 1 then the screen for the total you selected appears Purchase Order User s Manual 5 33 Enter Orders Daily Work e Press V to view information for the selected line item Press any key to return to the Transactions screen e Press to print a purchase order onl
120. emo you are working with before you can edit it Edit the unit cost of the item if necessary and enter a comment if desired Use the Proceed OK command to save your changes and return to the Debit Serialized Goods Entry screen e Press D to exit from the Debit Serialized Goods Entry screen Finishing Debit Memo Entry for Serial Numbers When you are finished working with serial numbers use the Exit F7 command to exit from the Debit Serialized Goods Entry screen The debit memo quantity is updated by the number of serial numbers you tagged If you applied a debit memo to a selected line item or tagged a line item one of these things happens e Ifthe return contains another line the Debit Memo screen appears for that line See Debit Memo Screen on page 5 73 for more information e the return does not contain another line the Apply Debit Memos screen appears Apply a debit memo to a different line item press N to apply a debit memo to a different return see Debit Memo Totals on page 5 69 for more information or exit from the Enter Returns function Purchase Order User s Manual 5 75 Enter Returns Daily Work Applying Debit Memos to Lotted Goods If the line you selected on the Apply Debit Memos screen is for lotted goods this screen appears when you approve the debit memo information Debit Memo Lotted Goods Entry Commands Edit Modes Other Scroll Commands Help 2xXtl aelaa
121. en Order file has the same order number You must receive and post the invoice for the order before the recurring order can be copied Qty returned cannot be less than the total ship DM quantity The amount in the Returned Goods Qty field must be greater than or equal to the amount in the Total Ship DM Quantity field See Chapter 5 for more information Quantity cannot be less than zero You cannot enter a negative value for the quantity Quantity must be an integer You must order quantities in whole units for serialized items Quantity must be greater than zero You must order or return a quantity that is greater than zero A 10 Purchase Order User s Manual System Messages Receipt records exist Cannot cancel this line You can cancel a line item only if the quantity received is zero Record in use Another terminal is using the record you are trying to access Exit from the function Then try to access the record again when the other terminal is finished with it Recurring entry has no line items The recurring entry was not copied because the entry does not have any line items Use the Recurring Entries function see the Accounts Payable User s Manual to enter line items or to delete the entry Recurring entry not copied Some recurring entries within the cutoff date were not copied The message printed above this one explains why the entry was not copied See that message in this appendix Remaining balance cannot be
122. entory level or satisfy a particular demand Requisitions are not real purchase orders They are stored in the POPQxxx Purchase Requisition file which stores items requested To make these proposed purchase orders real use the Generate Orders function to move them from the POPQxxx file to the POOHxxx and POORxxx Open Order files For example you might have a demand for 15 of item 100 but the system indicates you get a price break when you purchase 20 items from a vendor Use this function to find the optimal way to purchase items the vendor from which to purchase them and how many to purchase Once the orders are determined and stored as requests you can generate them as actual orders sent directly to the POOHxxx and POORxxx files If you choose not to generate them as orders they are kept in the POPQxxx file indefinitely You can use the Delete F3 command to delete them as you can any other line item If you use the Sales Order application it can also add information to the POPQxxx file If Inventory and Purchase Order are interfaced and you use the Generate Orders function the Inventory system also sends reorder information to the POPQxxx file To generate an order you must know the vendor from whom you are purchasing the item When you flag the item and generate the order flagged items become open orders When you generate orders all items with like vendors and locations print on one purchase order Purchase Order User
123. er s Manual File Maintenance Tables Field Description Do not delete lines or rearrange the fields The system looks for the fields by their position in the table it treats the first line as the description the second line as the first additional description and so on Data If you want the cursor to stop at a field only when you press Enter enter E If you want the cursor to stop at a field when you use the Jump command or when you press Enter enter T If you do not want the cursor to stop at a field leave the field blank QMxxxxxx and QXxxxxxx Tables The QCxxxxxx table stores the quick entry stops used by the Enter Material Requisitions function see the Accounts Payable User s Manual when you change material requisitions The QMxxxxxx table stores the quick entry stops used by the Enter Material Requisitions function when you enter material requisitions The QXxxxxxx table stores the quick entry stops used by the Enter Material Requisitions function when you return material requisitions Purchase Order User s Manual 7 19 Tables File Maintenance When you enter the table ID the rest of the table appears A QCxxxxxx table is shown below 21515 Commands Edit Modes Other 2x re ma g OK Abandon Table ID gc i Description Change Mat Req Quick Entry T able Number of Cols 2 Column Length 12 Type A v Description Addl Descr 1 Addl Descr 2 GL Descr Job ID
124. er a different serial number for each item in the order Edit the unit cost if necessary then enter a comment if desired Use the Proceed OK command to save your changes and return to the Receive Serialized Goods Entry screen After you enter the information for the last serial number or when you exit from the Serial Number field the system updates the receipt and invoice quantities to match the number of serial numbers you entered A blank line item entry screen appears Enter information about the next line item for the order or exit to the Transactions screen page 5 32 Press G to go to a specific line This command is available only when there is more than one screen of items Press D to exit from the Receive Serialized Goods Entry screen Purchase Order User s Manual Daily Work Enter Orders Receiving Lotted Goods If you are receiving lotted goods this screen appears Commands Edt Modes Other Scroll Commands Help 2Xt aelmal OK Receipt Number 11053 Date 09 26 2002 GLPerod 09 ltemID 811003 Qty Ordered 5 0000 Lot Number Comment Oty Ordered Oty Received Unit Cost 2 2 i zj 000001 of 000001 Total 5 0000 13 9800 Ext Cost 69 9000 Enter edit Append Done The receipt number date GL Period item ID and quantity ordered you entered for the order appear The screen also lists a running total of the items for whi
125. erent batches at the same time If you have entered previous returns the batch ID you entered previously appears to speed data entry If you are entering a new return and you elected to have the system generate order numbers in the Resource Manager Options and Interfaces function the return number appears and cannot be changed If you did not elect this option or if you are changing or cancelling a return enter the return number To delete the entire return use the Delete F3 command This command is not available if you accessed the header screen from a command If you are entering the first return in a group the system date appears otherwise the date you assigned to the last return appears Accept this date or enter a different date The status that appears depends on which option you selected from the Transaction Type selection screen You cannot change this status If you entered a default location ID when you set up the company that ID appears If you change the ID of the location whose items you are returning the description of the location appears for verification Purchase Order User s Manual Daily Work Enter Returns Field Inquiry Vendor ID Maint Inquiry Terms Code Maint Inquiry Tax Group Maint Notes Purchase Order User s Manual Description If you did not enter a default location ID enter the ID of the location whose items you are returning The Inquiry
126. es room for future expansion For more information about entering ship to address records refer to the Ship to Addresses function Initial Balances After you have set up the tables and shipping addresses build the POOHxxx and POORxxx Open Order files to set up initial vendor balances and payables history If you are keeping detail and summary history you must also build the APHIxxx and APHSxxx Detail and Summary History files Purchase Order User s Manual 3 15 Setup Checklist and Functions Setup 3 16 Follow these instructions only if you are adding Purchase Order immediately after adding or converting Accounts Payable If you are adding Purchase Order to and existing Accounts Payable system you do not need to set up the vendor history or open invoice files In this case simply enter any orders that you have not yet received and begin normal processing You can use the summary method or the detail method to set up the initial vendor balances and open invoices Summary Method The summary method is quicker than the detail method but it does not provide complete purchasing history First enter a summary amount in each vendor record for the period to date quarter to date and year to date and last year purchases and payment history Then enter outstanding transactions The summary method consists of these steps Enter purchase and payment history information for each vendor in the Vendors function see the Account
127. es the cursor to the next field Clears data from all fields and moves the cursor to the first field on the screen Deletes information on the screen Since this command deleted an entire record use it with caution Purchase Order User s Manual Introduction OSAS Graphical Functions Command Description Jump Moves the cursor to the next block of data on the screen or to the next field that requires an entry Exit Exits from a screen or a window without saving data Edit Menu Commands Edit Modes Other Information Help E xt Copy Shft F9 Paste lt Shft F10 gt e Undo Ctrl Z Command Description Copy Copies the contents of the current field Paste Pastes the value you copied from a previous field into the current field Undo Restores the contents of the current field from before you made changes to it Modes Menu Select the options you want to use Commands Edit Modes Other Information Help 3 xE p v Verify Exit gt v Bell Quick Verify PgDown Command Description Verify Exit When verification is on you must press a key twice to verify that you want to exit or abandon functions Purchase Order User s Manual 1 45 OSAS Graphical Functions Introduction 1 46 Command Bell Quick Verify PgDown Description When the bell is turned on it sounds at an error or when you must verify a command When this option is off the cursor stops at every field possible To
128. escription Period 1 00 13 00 Enter the number of the current period This period is incremented when you perform periodic maintenance Fiscal Year Enter the current fiscal year The fiscal year is incremented when you perform year end maintenance Periods Year Enter the number of accounting periods your company uses in a year Purchase Order User s Manual 7 9 Tables File Maintenance DISCxxxx Table 7 10 The DISCxxxx table stores the fields you can include in or exclude from vendor discounts sales tax freight and miscellaneous charges When you enter the table ID the rest of the DISCxxxx table appears 251 Commands Edit Modes Other Help 2x ma g _ a pea Description Cash Discounts Table Number of Cols 2 Column Length 12 Type 7 Freight YES Misc YES CompanyH 10 01 2002 Terminal 000 OVA Field Description The three fields Sales Tax Freight and Misc you can include or exclude from discounts appear Accept each description or enter different descriptions Do not delete lines or rearrange field names The system looks for the defaults by their position in the table it treats the item on the first line as sales tax the item on the second line as freight and the item on the third line as miscellaneous charges Discount For each field enter YES to include the field in discount calculations or NO to exclude the field Purchase Order User s Manual Fil
129. exit from the Totals screen If you elected to print an online check the Output device prompt appears see Printing Online Checks on page 5 41 otherwise you are returned to the Transactions screen 5 40 Purchase Order User s Manual Daily Work Enter Orders Printing Online Checks If you elected to print an online check for an invoice and you entered a prepayment you are prompted to produce the check To inspect your new purchase orders before you print the checks print the Open Order Report see page 6 9 If you need to change some orders select the Edit Orders option on the selection screen If you elected to print checks the message Mount forms for copy 1 appears After you mount the forms press Enter then select the output device for the checks See Output the Report on page 1 68 for information on output devices If you selected the Prompt to Mount Forms and Do You Want to Print Alignment Mark Before Printing options in the Resource Manager Form Codes function an alignment form prints and the Is Form Aligned message appears If the X is not centered in the alignment box adjust the forms and select No or enter N in text mode to print the alignment form again Repeat this procedure until the form is aligned correctly Then select Yes or enter Y in text mode to print the check If you accessed the Output device prompt by pressing at the Order or Invoice Totals prompt to work with the invoice totals a c
130. fy that you want to perform an operation Verification is on when the Verify flag appears at the bottom of the screen Messages Messages appear at the bottom of the screen when a command is unavailable or when OSAS needs information to continue r Verification Press lt PgDn gt to proceed 1 42 Purchase Order User s Manual OSAS Graphical Functions On Windows workstations you can choose to use the graphical mode for function screens These screens contain all the functionality of text screens presented in a graphical mode similar to other Windows software programs A Textocations 2515 Commands Edt Modes Other Scroll Commands Help gr Abandon P x 5ma mu e Tax Location MNMPLS Level 2 Authority Tax Liability Acct Class Description Consumer Goods n Resale Sales 00 amp 02 Exempt Sales 00 aj Ind Agr Prod 0 000 0 000 00 00 Interstate Comm 0 000 0 000 00 00 Motor Vehicles 0 000 0 000 00 00 Food Products 0 000 0 000 00 00 Clothing 0 000 0 000 100 00 zj Gasoline 0 000 0 000 00 00 y Services 0 000 0 000 oo 00 zj Total 00 00 Calculated 00 00 Over Short 00 00 Enter edit Tax Loc First Last Next Prev View Header Company 08 23 2002 Terminal T000 OVR You can move around the screen in these ways e Use the mouse or press Tab to move from field to field Use the scroll
131. gned to open line items If you did not enter a receipt for a line item the entire quantity is received at the purchase order cost If you did not receive all the goods for a line item you can change the receipt to reflect only the quantity that was received 5 42 Purchase Order User s Manual Daily Work Enter Orders Applying All Invoices To apply an invoice to all the line item quantities for which you received goods changing order statuses of New Printed or Goods Received to Invoice Received select Yes or enter Y in text mode at the Invoice All or the Receive and Invoice All prompts The screen that appears is identical to the Apply Invoice screen page 5 22 Enter the number of the invoice you are applying The number you enter is applied to every line item on the order 2 Enter the date of the invoice 3 Enter the invoice information When you are finished use the Proceed OK command to save it then see Receiving Goods and Invoices on page 5 44 When you save the invoice information the invoice number and date are assigned to the open line items for which you have received goods and the invoice quantity becomes equal to the remaining quantity If the order has a line for a serialized item the invoice is applied to the serial numbers you entered for the receipt If you have already applied an invoice to a line item the remaining quantity is invoiced at the cost of the last invoice you applied
132. gram Product Suggestions Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History 1 32 Pop Up Calendar Inventory Price Calculator Command Description Calculator Opens the OSAS calculator Execute an Operating System Command Call a PRO 5 Program Product Suggestions Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Commenis EIS Dashboard Display EIS Dashboard History Allows you to enter an operating system command from within OSAS Allows you to execute a PRO 5 program Creates a report for future OSAS product suggestions Allows you to view the application options you have set up for a particular application Allows you to search across your data You can select from the installed applications which data to search Allows you to search for information on employees customers and vendors Displays the OSAS Support Information Allows you to record comments for your own use Displays the EIS Dashboard Displays the EIS Dashboard history Purchase Order User s Manual Introduction OSAS Graphical Menu Command Description Pop Up Calendar Allows you to create and read date reminders in OSAS Inventory Price Allows you to calculate prices and view quantity Calculator cost and pricing information for inventory items Help Menu Fie Modes Tool
133. graphical menu exiting from 1 28 features of 1 27 right click menu 1 34 1 51 sample screen 1 28 graphical menus right click menu 1 34 1 51 GUI Text Using OSAS with Contractors Job Cost 1 27 H Help 1 35 function key 1 47 pull down menu command 1 47 tool button 1 33 1 50 help commands F3 1 53 F6 1 53 F7 1 53 History command 1 64 history information keeping for checks 3 10 keeping for line items 3 9 keeping for totals 3 10 Purchase Order User s Manual Hold Release Invoices function 1 13 Home inquiry command 1 55 report command 1 72 scroll region command 1 48 1 57 Home function key 1 58 IDs setting up 3 3 sorting 3 3 Information command 1 61 Information Inquiry menu structure 1 7 Information menu 1 61 Comments command 1 62 Documents command 1 65 History command 1 64 Information command 1 61 initial balances detail method 3 17 setting up 3 7 summary method 3 16 Inquiry function key 1 44 1 51 graphical 1 51 partial key 1 54 pull down menu command 1 44 inquiry commands Down Arrow 1 55 End 1 55 Enter 1 55 Esc 1 55 F7 1 55 Home 1 55 Ins 1 55 PgDn 1 55 PgUp 1 55 Up Arrow 1 55 Ins inquiry command 1 55 scroll region command 1 48 1 57 Ins function key 1 58 Insert Line command function key 1 48 1 57 pull down menu command 1 48 Insert line item 1 48 1 57 Insert mode function key 1 58 Install Applications function 2 3 2 5 installing Ac
134. he average cost and the extended cost of the item The Tag field indicates whether the item is included in the invoice you entered on the Apply Invoices screen If the item is tagged the check box is selected or YES appears in text mode the item is included in the invoice if the item is not tagged the check box is clear or NO appears in text mode the item is not included Use these commands to work with the information on the screen Press Enter to tag the selected serialized item as included in the invoice you entered e Press T to tag all serialized items listed as included in the invoice e Press to untag all items listed for the invoice Purchase Order User s Manual 5 31 Enter Orders Daily Work e Press D to exit from the Invoice Serialized Goods Entry screen e Press E to edit the selected line item You must tag the line item to include it in the invoice you are working with before you can edit it e Press D to exit from the Invoice Serialized Goods Entry screen Transactions Screen The Transactions screen appears under several circumstances e You save header information for an order that has line items e You exit from the line item entry screen when entering or editing orders e You exit from the Receive Goods screen without involving serialized items e You exit from the Apply Invoice screen without involving serialized items e You exit from the Receive Serialized Goods Entry screen e You exit from an
135. he current sales tax the Sales Tax Breakdown screen appears See page 5 35 for more information on this screen Current Total The total amount of the invoice the unposted subtotal plus the unposted freight charges miscellaneous charges and sales tax appears 5 38 Purchase Order User s Manual Daily Work Enter Orders Field Posted Freight Misc Sales Tax Total Prepayment Check Number Payment Date Online Check Discount Payment 1 Purchase Order User s Manual Description The posted freight charges miscellaneous charges sales tax and total of the invoice appear If you prepaid a portion of the invoice enter the amount If you entered a prepayment enter the number of the check you used or press Enter if you paid cash CASH appears Enter the date of the prepayment You can produce an online check only if you entered a check number and if you elected to in the Resource Manager Options and Interfaces function If you do not want to produce an online check for the invoice clear the box or enter N in text mode If you want to produce an online check select the box or enter Y in text mode If you entered a terms code with a discount percentage on the header screen the amount of the discount appears if not 00 appears Accept the current discount or enter a different discount The discount is based on your inclusion exclusion selections in the DISCxxxx table If you did not set
136. he system to prompt for an access code after opening enter a in the Target field followed by a space followed by c and the company ID In the Windows icon properties the parameter marks m t or n can be entered in any combination but must be before the separation dash The access code and company ID commands a and c must be entered after the separation dash See the Resource Manager Installation Manual for more information on these parameters Purchase Order User s Manual 1 5 The Purchase Order System Use the Purchase Order system to account for orders you place with vendors Purchase Order encompasses the capabilities of Accounts Payable you can record purchases you made from vendors and orders you have not yet paid Purchase Order lends its tracking capabilities to other applications associated with tracking assets Inventory for example Purchase Order represents a liability when you place orders with vendors The orders when goods are received and invoices are applied are expressed as losses to your source of revenue and gains to the assets you paid for For example when you receive goods for an order the order represents a gain to inventory when you apply invoices to the order it represents a loss to your capital Menu Structure The Purchase Order menu structure is similar to that of Accounts Payable and other OSAS applications functions appear roughly in order of use Several Purchase Order menus are i
137. heck is printed only for that invoice then you are returned to the Transactions screen Receiving Goods and Applying Invoices You can receive goods for an order as many times as necessary When you receive goods for an order with New or Printed status the status of the order changes to Goods Received When you apply an invoice to an order with Goods Received status the status of the order changes to Invoice Received You cannot apply an invoice to an order before you receive goods When you select the Receive Goods the Apply Invoices or the Receive Goods and Invoices option on the Transaction Type selection screen the header screen appears In the Purchase Order No field enter the number of the purchase order whose goods you want to receive and to which you want to apply an invoice The order information appears you cannot edit the other fields Purchase Order User s Manual 5 41 Enter Orders Daily Work When you select the Receive Goods option the Receive All prompt appears If you do not want to receive all the quantities on the order select No or enter N in text mode then see Receiving Goods and Invoices on page 5 44 If you want to receive all the quantities select Yes or enter Y in text mode then see Receiving All Goods on page 5 42 When you select the Apply Invoices option the Invoice AII prompt appears If you do not want to apply an invoice to all the line items on the order select No or enter in
138. heduled Delivery Report is on the next page Purchase Order User s Manual 6 11 Transaction Reports 0 902 SL LTLT SS PE TP ESTZT PP 68LL 89 292 62 O0PLT 93 z822L 90 5 8 08 2 095 96 206 0788 DL SzZPET Te T8Tz 28 850 T WLOL Pt000000 WAMO DOSS PE oud 0055 ond T LOL 000000 uxqdo 00 2 862 592 0095 28 Oud 0850 sre ond TWLOL 2 000000 o0es 2406 0002 OTOFT 0066 922 Wi ooTO 22 Wi 0028 ZRET 59 T YLOL 0000000 amio 00 0 T2T DOLP 9LT 0000 2ST 0000 5 0000 0000 2 0000 0000 F 0000 0000 0T X X x sbexoed 2 ebexoed 052 ehexyoeg SutqumtTa ost TBOTAISTH DOT sBexoeq Burqunld OST sqaoddng esas 059 oog agug ose oot iorisaxg 052 ubZ AOPUTA 009 OE Aq 09 bZ moputg Aq 11105 SITIA TOOTTH 14105 SITIA ANVdWOO NOILINYLSNOD sido ANVdWOO NOILINYLSNOD 5 0 ANVdWOO NOILINYLSNOD SIOA SsdoLlwoliaya SOIISYTId SIILSYTd TOO Td S3IISYTId TOO Td SOILS 1d SOILS 1d SUOlVOIuSgWVA SuOlvOIUgVA SuOlVOINUSVA SuOl
139. here you can view or update master file information This command is available when the Maint flag appears at the bottom of the screen Esc M Exits from the function Esc L Allows you to output the current screen to a printer to a print preview window or to a file Esc U Clears the contents of the current field Ctrl Z Deletes information to the end of the line Esc l Opens an information menu for the function when the Info flag appears at the bottom of the screen The commands that are available depend on the applications you have installed See Information Menu on page 1 47 for more information Purchase Order User s Manual Introduction OSAS Text Functions Command Key Shift F3 Shift F4 Part Lookup Shift F5 Item Detail Lookup Shift F6 Lot Lookup Shift F7 Serial Number Lookup Shift F8 Item Descr Lookup Alternate Key Esc B Esc C Esc G Esc K Esc N Esc Q Purchase Order User s Manual Description Uses the item alias lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 56 for more information In Sales Order pressing this key combination allows you to enter purchase requisitions from the Ordered Units Shipped and Backordered fields In sales tax fields pressing this key combination allows you to view sales tax breakdowns Uses the customer vendor part number lookup when the IN Search flag appears f
140. hip to Addresses from the File Maintenance menu The Ship to Addresses screen appears o xi Commands Edit Modes Other Help 2x OK Abandon Ship to CAQUT Name John Abrams Addr 1 Oakland Warehouse Addr 2 47777 North Bayshore Hwy Addr 3 Oakland 90000 Addr 4 Ship Via FedEx Company 10 01 2002 Terminal T000 OVR Purchase Order User s Manual 7 3 Ship to Addresses File Maintenance 7 4 1 Enter the ID of the shipping address you want to add or edit If you are entering a new address enter a descriptive ID to make the ID easy to remember Enter the ship to location If the address is for a drop ship customer enter the customer name Enter the shipping address Enter the means by which you normally send the goods to the site in the Ship Via field Use the Proceed OK command to save the ship to address record then enter another ship to ID or use the Exit F7 command to return to the File Maintenance menu Purchase Order User s Manual Tables Tables store information about the system data options and default settings for other applications Many Purchase Order tables have the same name as those in Accounts Payable but to use them in Purchase Order you must build them again so that the correct information is accessed when you use Purchase Order Information about Accounts Payable and Purchase Order tables is kept in the APTB file and the
141. ial requisition or a serial number that has been sold from your inventory Delete the return first Serial number has already been entered You already entered the serial number for the line item You cannot have duplicate serial numbers Serial number is in Inventory Cannot return it from a job To return a serial number you purchased for a job the status of the number must be sold A 12 Purchase Order User s Manual System Messages Serial number is in stock at warehouse D The warehouse in the message already has the item with this serial number in stock Enter a different serial number Serial number is in use Cannot delete You cannot delete a serial number to which you applied an invoice Serial number is in use Cannot return it You can return only serial numbers with available status Serial number is not in Inventory file You can return only the serial numbers that are in your inventory Make sure that you entered the right number If you did exit from the Purchase Order system and use the functions on the Inventory Reports and File Maintenance menus to find and correct the problem Serial number is not in stock Return the material requisitions to inventory Because the number is not in Inventory you cannot return the serial number First use the Return Material Requisitions option see the Accounts Payable User s Manual to return the number to stock enter the number of the job in the Job field Then us
142. ield Memo No Date Description The number you entered appears Press Enter if the correct debit memo date appears or enter a different date Purchase Order User s Manual 5 69 Enter Returns Daily Work Field Description GL Per 1 13 Press Enter if you want to post the debit memo to the current period or enter a different period 1099 If the vendor does not receive a 1099 MISC form the check box is cleared or NO appears in text mode and you cannot change it If the vendor receives a 1099 MISC form the check box is selected or YES appears in text mode If you want the debit memo to update the 1099 Payments Year to Date field in the vendor s record press Enter if not clear the check box or enter N in text mode For more information about 1099 forms see the Accounts Payable User s Manual Current Taxable The unposted taxable and nontaxable amounts and the Nontaxable Subtotal subtotal of the debit memo appear Posted Taxable The posted taxable and nontaxable amounts and the Nontaxable Subtotal subtotal of the debit memo appear Total DM Taxable The total taxable and nontaxable amounts and the Nontaxable Subtotal subtotal of the debit memo appear Inquiry Current Freight Misc Enter the shipping and miscellaneous charges from the Maint debit memo Enter the tax class to which you want to apply the charges Current Sales Tax The calculated sales tax is based on the tax codes you assigned to
143. ift F9 Copy Field Contents Shift F10 Paste Field Contents 1 58 Introduction Description Switches insert mode on and off When the Insert flag appears at the bottom of the screen characters you enter push characters after the cursor over When insert mode is turned off characters you enter write over existing ones Moves the cursor to the beginning of the field Moves the cursor to the end of the field Restores a field to the way it was before you changed it You can use this command only while you are in the field once you move past it you must use the Abandon F5 command Deletes the characters in the field to the right of the cursor If insert mode is turned off and you enter a character in the field s first position everything in the field is deleted Copies the contents of the current field Pastes the value you copied from a previous field into the current field Purchase Order User s Manual Favorites Menu The Favorites menu operates in any of the menu formats and gives you quick and easy access to the OSAS functions you use most allowing you to add selections for entire menus or particular functions After you ve set up the menu you can access the functions either by pressing F2 or by selecting Change to Favorites from the graphical Favorites pull down menu With the Favorites menu you save time by eliminating the need to switch between applications For example if you perform tasks
144. ime and you elected in the Resource Manager Options and Interfaces function to have the system generate purchase order numbers for you the number appears and you cannot change it Purchase Order User s Manual Daily Work Enter Orders Field Date Status Loc ID Inquiry Vendor ID Maint Purchase Order User s Manual Description If you did not elect the option or if you are working with an existing purchase order enter the purchase order number you want to view or edit To delete the entire order use the Delete F3 command If you are entering the first order in a group the system date appears otherwise the date you assigned to the last order appears Accept the current date or enter a different date The status that appears depends on which option you selected on the selection screen You cannot change this status If you entered a default location ID when you set up the company that ID appears If you change the ID of the location for which you are purchasing the items the description of the location appears for verification If you did not enter a default location ID enter the ID of the location for which you are purchasing the items The Inquiry F2 command is available if Purchase Order interfaces with Inventory If Purchase Order does not interface with Inventory you can skip this field Enter the ID of the vendor from whom you are ordering goods Use the Maintenance F6 comman
145. ine The Print Online Purchase Order prompt appears To print the order select Yes or enter Y in text mode you are taken to the Print Orders function To cancel the print instruction select No or enter N in text mode e Press G to go directly to a particular line item then enter the line number This command is available only when there is more than one screen of line items e Press N to return to the Transaction Type selection screen Order Totals The Order Totals screen appears when you select the Totals command on the Transactions screen and then press O if necessary to work with the order totals Order Totals Memo E 5 xl Commands Edit Modes Other Help xt m5mmu e OK Abando Order Class Curr Invd Posted Invd Variance Sub Total 1698 15 499 85 00 1198 30 Freight 100 aj 00 00 00 Misc 00 a 00 00 00 Sales Tax 57 93 19 99 00 47 94 Total 1766 08 519 84 00 1246 24 Prepay 00 00 00 Check No Discount 00 5 20 00 5 20 1766 08 514 64 00 1251 44 Payment 1 00 Due Date 1 i Payment 2 00 Due Date 2 n Payment 3 00 Due Date 3 Er 5 34 Purchase Order User s Manual Daily Work Enter Orders Inquiry Maint Inquiry Maint The order totals are memo totals the system does not use them You can indicate that the order was prepaid and track a payment schedule upon which you and the vendor agree The order s subtot
146. ine appears at the bottom of the screen and gives you access to commands that allow you to move around the screen add or edit information change settings for selected lines or select output devices Press the highlighted key to use a command Enter edit Append View Workstation ID Header The commands that are available depend upon the function you are using Consult the user s manual for the appropriate application for information on commands in the command line Commands and Flags Like the text menu text function screens also contain several commands that allow you to perform tasks related to the function you are using Some of these commands are not available for every function when a command is available a flag appears at the bottom of the screen 1 38 Purchase Order User s Manual Introduction OSAS Text Functions To access a command press the corresponding key If you re working with a keyboard that lacks function keys labeled with an F followed by a number or if you re working with an emulator in UNIX which can cause function keys to become unavailable press the appropriate alternate key combination to access the command Command Alternate Key Key Description Enter Moves the cursor to the next field and accepts the data entered or access a line for editing Esc Opens a window listing available commands for the screen Ins Toggles between insert and overwrite modes for entry When the Ins flag appears
147. information you entered When you have verified that everything is correct use the Post Transactions function to send the information to the appropriate files Purchase Order shares some Accounts Payable menus with some of its own functions Information Inquiry Daily Work File Maintenance and Master File Lists Refer to the Accounts Payable User s Manual for questions on these shared menus or for questions on functions not covered in this manual Purchase Order User s Manual Enter Orders Use the Enter Orders function to e enter new orders for which you have not yet received goods e enter new orders for which you have received goods but not invoices e enter new orders for which you have received goods and invoices You can enter orders for inventory items taking serialized or lotted items into account as necessary and noninventory items However Purchase Order must interface with Inventory before you can enter orders for lotted serialized or lotted serialized items e edit and cancel orders e enter the receipt of goods when part or all of an order arrives before an invoice e apply an invoice when it arrives after the ordered goods e enter the receipt of goods and invoices that arrive at the same time including serialized and lotted items Purchase Order User s Manual 5 3 Enter Orders Daily Work If Purchase Order interfaces with General Ledger and last year files exist you must sel
148. inneapolis MN 55420 429 9500 239 6600 13 9800 13 9800 Prepaid Total 00 1773 45 Received By Authorized Signature Purchase Order User s Manual Open Order Report The Open Order Report lists the items and orders you entered into the POOHxxx and POORxxx Open Order files You can use this report in several ways depending on the orders you select e Printa list of new orders every time you enter them It serves as a reference and an audit trail and is more compact and easier to use than a stack of purchase order forms e Print a receiving report as a reference of order and line item entry numbers when you receive goods or change orders e After posting print a list of the goods that are due It can help you decide whether to purchase the items from other vendors e Printa list of outstanding orders for a vendor or an item It can help you analyze your purchases e Ifyou enter job information print a list of the items you ordered for a job or phase e Usethe second page of the report to get an aged breakdown of the orders you are scheduled to receive in the next 90 days Purchase Order User s Manual 6 9 Transaction Reports 0000 5 06 69 0000 5 ST 869T 0000 5 0000 5 peaspap 06 69 0000 5 06 69 0000 5 99 6EZ atun momy 0 86 0000 5
149. ion key 1 44 F5 function key 1 44 F6 function key 1 50 F6 function key 1 44 F7 inquiry command 1 55 report command 1 72 F7 function key 1 45 F9 function key 1 58 Favorites Menu 1 59 adding items to 1 35 changing to from 1 35 Favorites Menus removing items from 1 35 Field Down function key 1 44 pull down menu command 1 44 Field Up function key 1 44 pull down menu command 1 44 File Maintenance menu structure 1 8 files backing up 3 19 Purchase Order 1 8 First Line command function key 1 48 1 57 pull down menu command 1 48 FORMXxxx table description 7 13 setting up 3 13 Function help 1 35 function keys Ctrl J 1 45 Ctrl Z 1 45 Del 1 57 Down Arrow 1 44 End 1 58 F1 1 47 F10 1 45 1 58 F2 1 44 1 51 F3 1 44 F5 1 44 F6 1 44 F7 1 45 F9 1 58 Home 1 58 Ins 1 58 Left 1 57 PgDn 1 44 PgUp 1 44 Right 1 57 Shift F3 1 56 Shift F4 1 56 Shift F5 1 56 Shift F6 1 56 Shift F7 1 56 Shift F8 1 56 Shift F1 1 47 Purchase Order User s Manual Shift F10 1 58 Shift F3 1 49 Shift F4 1 49 Shift F5 1 49 Shift F6 1 49 Shift F7 1 49 Shift F8 1 49 Shift F9 1 45 1 58 Up Arrow 1 44 G General Ledger interface with Purchase Order 1 11 1 12 1 15 3 7 posting effects 6 24 Generate Orders function 1 9 5 79 Global Inquiry defined 1 3 Goods Not Received Report function 1 14 6 21 goods received status 5 4 for returns 5 45
150. it Reports Copy Recurring Entries Bills of Materials Kitting Periodic Processing IGL Joumal Bank Reconciliation File Maintenance GL Activity Report Payroll with Direct Deposit Statement Maintenance GL and Transaction Inquiry Fixed Assets Master File Lists General Ledger Post to Master Inventory Job Cost Purchase Order Sales Order 1 Company Terminal T000 08 14 2002 11 30 AM You can exit from a graphical menu in these ways e Select a button from a previous menu e Press the Tab key to go to the OSAS menu e Click the Close box in the upper right corner of the window e Use Exit F7 e Select Exit from the File menu 1 28 Purchase Order User s Manual Introduction OSAS Graphical Menu Start Style Main Menu T000 OPEN SYSTEMS Accounting Software a Agel xl File Modes Tools Favorites Other Help Aa 2M we Date and Time y Data Set Builders Supply 08 4 2002 Live Data 11 32 Sample Data 1 GENERAL Report Writer 4 obec kit C Bills of Materials AKitting 3 ion C Payroll with Direct Deposit LL Fixed Assets LL General Ledger C Inventory C Job Cost CI Purchase Order C Sales Order C s gt ns C Reconciliation lt Void Checks and Stop Payments 2 File Maintenance gt N BR Journal L Master File Lists gt Bank Account Register S Post Transactions QSAS OPEN SYSTEMS Accoun
151. ized items 1 9 1 10 1 12 serialized lotted goods applying invoices for 5 31 entering for debit memos 5 77 receiving 5 26 returning 5 62 Set up application 1 35 setting up Purchase Order 3 3 access codes 3 18 backup schedule 3 19 checklist 3 7 codes and IDs 3 3 information to gather 3 3 initial balances 3 15 options and interfaces 3 7 ship to addresses 3 15 tables 3 11 Shift F2 menu 1 61 Comments command 1 62 Documents command 1 65 History command 1 64 Information command 1 61 Shift F1 function key 1 47 Shift F10 function key 1 45 1 58 Shift F3 function key 1 56 Purchase Order User s Manual Shift F4 function key 1 56 Shift F5 function key 1 56 Shift F6 function key 1 49 1 56 Shift F7 function key 1 49 1 56 Shift F8 function key 1 49 1 56 Shift F9 function key 1 45 1 58 Ship to Address file 1 9 setting up 3 7 3 15 Ship to Address Labels function 1 8 1 9 8 3 sample 8 4 Ship to Addresses function 1 8 1 9 7 3 screen 7 3 setting up 3 15 sorting alphabetical 3 4 codes and IDs 3 3 Start Over function key 1 44 pull down menu command 1 44 tool button 1 50 Start style menu exiting from 1 29 features of 1 27 right click menu 1 34 1 51 sample screen 1 29 statuses cancelled 5 4 completed 5 4 for line items 5 4 for orders 5 4 for returns 5 45 goods received 5 4 invoice received 5 4 invoiced 1 9 invoiced and posted 1 9 line items 5
152. l at Db Memo Number 013854 Date 09 27 2002 Item ID 811003 Lot Number Comment Qty Shipped Qty Debited Unit Cost Lr p pr Ukala 000001 of 000002 Total 10 0000 13 9800 Ext Cost 139 8000 Enter edit Append Done Use these commands to work with the lot number line items on the screen e Press Enter to edit the selected line Edit the quantity debited and the unit cost then use the Proceed OK command to save your changes and return to the Debit Memo Lotted Goods Entry screen e Press A to add a lot number to the end of the list of numbers Enter the lot number quantity debited and the unit cost 1f necessary then use the Proceed OK command to save your changes e Press D to exit to the Apply Debit Memos screen 5 76 Purchase Order User s Manual Daily Work Enter Returns Applying Debit Memos to Lotted Serialized Goods If the line you selected on the Apply Debit Memos screen is for lotted serialized goods this screen appears when you approve the debit memo information Debit Lotted Serialized Goods Entry E ioj xl Commands Edit Modes Other Scroll Commands Help P t8 El E e Ok Abendon Db Memo Number DM8988 Date 09 30 2002 Item ID 700500 Qty Shipped 6 0000 Lot No Serial No Comment Tag Unit Cost DM8988 DM8988 SLOPE LO LES 000001 of 000006 Average Lost 2 2500 E
153. l Information Inquiry Purchase Orders Use these commands to work with receipt detail items e Press to go directly to a particular line item then enter the line number This command is available only when there is more than on screen of items e Press to return to the Purchase Orders screen e Press L to return to the Line Items screen e Press T to view invoice totals The Order Totals screen appears page 4 6 e Press D to view serial lot detail If you entered a lotted item the command is labeled Lot Detail if you entered a serial item the command is labeled Serial Detail Purchase Order User s Manual 4 9 Daily Work Enter Orders Enter Returns Generate Orders Copy Recurring Orders Change Batches Batch Control Purchase Order User s Manual 5 3 5 45 5 79 5 85 5 87 5 89 5 1 Daily Work 5 2 Introduction Use the Daily Work functions to record orders you received from a vendor If you ordered goods from a vendor that is not associated with a recurring order use the Enter Orders function If the vendor is associated with a recurring order use the Copy Recurring Orders function The information about recurring orders is copied to the POORxxx and POOHxxx Open Order files If you enter an order by mistake you can use the Enter Returns function to cancel it When you have the orders that you want you can produce the Open Order Report and the Purchases and Returns Journals to verify the
154. l Ledger Transactions function to reverse the accruals Purchase Order User s Manual Numerics 1099 form 5 70 7 12 1099 MISC form 5 70 7 12 A Abandon function key 1 44 pull down menu command 1 44 verification button 1 51 About OSAS pull down menu command 1 46 Access Code tool button 1 30 access code entering in graphical menus 1 30 Access Codes parameter 1 4 access codes company specific information 3 18 setting up 3 7 3 18 what to protect 3 19 Accounts Payable before you install 2 3 installation 2 3 installing new version before converting 2 5 posting effects 6 23 accrual entries 6 24 Accrual Verification Report function 1 14 6 19 accruing expenses at post 3 10 adding comments 1 64 Additional Descriptions 1 9 1 10 entering for line items 3 9 file 1 9 Purchase Order User s Manual Index history 3 9 address IDs setting up 3 15 Alias Inventory Lookup function key 1 49 1 56 pull down menu command 1 49 alphabetical sorting 3 4 APBTxxx file 1 8 APGLxxxx table description 7 7 screen 7 7 setting up 3 12 APPDxxxx table description 7 9 setting up 3 13 Application Information tool button 1 33 Application Setup right click menu 1 35 Apply Debit Memos 5 45 5 64 for returns 5 72 Apply Invoice 5 22 for line item 5 43 for line items 5 33 lotted goods 5 28 lotted serialized goods 5 31 serialized goods 5 29 APRHxxx file 1 9 APRLxxx file 1 9 authorizing returns
155. lations When you receive the invoice for the items you prepaid copy the amount from the Order Totals screen to the Prepayment field on the Invoice Totals screen This amount is subtracted from the amount due on the vendor s invoice When you prepare checks only the outstanding amount if any is paid The general ledger cash account is updated when you post payments and not before The prepayment is posted from the APINxxx Open Invoice file the next time you post payments The unpaid amount is not posted until an invoice is received and a check is prepared Purchase Order User s Manual B 1 Common Questions How can I use Purchase Order to enter a payment that does not need a purchase order Use the Enter Orders function to enter utility payments and other transactions as invoice received orders use the Enter Goods Received Invoiced Orders option On the line item entry screen skip the Item ID field and enter the description of the utility payment in the Desc field The invoice is posted to the APINxxx file at the end of the day for payment in the appropriate check cycle How do handle recurring purchases Use the Recurring Entries function see the Accounts Payable User s Manual to set up recurring purchases in the APRLxxx and APRHxxx Recurring Entries files Then use the Copy Recurring Orders function to copy entries to the POOHxxx and POORxxx Open Order files Can I enter blanket purchase orders You cannot ente
156. le If you are installing Accounts Payable and Purchase Order at the same time install Accounts Payable first then select Yes or enter Y in text mode at the Install Another Application prompt 2 Install the current version of Purchase Order See the Resource Manager Installation Manual for more information about the Install Applications function Setting up Purchase Order Once you have installed Accounts Payable and Purchase Order on your system you must prepare your data files for everyday use Purchase Order User s Manual 2 3 Installation Installation and Conversion You can prepare files for use with Accounts Payable and Purchase Order in one of two ways you can create and set up your files manually on a new system or you can convert your old files when you upgrade from an earlier version To create files on a new system use the Data File Creation function on the Resource Manager Company Setup menu see the Resource Manager User s Manual For instructions on converting your files see Conversion on page 2 5 If you plan to use General Ledger Inventory Bank Reconciliation or Job Cost with Accounts Payable and Purchase Order you must set up those applications before you set up Accounts Payable and Purchase Order 2 4 Purchase Order User s Manual Conversion If you use an earlier version of OSAS Purchase Order you can convert your files from the older version to the current version When you ar
157. le if you are entering a transaction in Accounts Receivable you can access comments or documents about items or customers but not about employees or vendors Information The Information command gives you general information about the subject For customers the Information command lists sale amounts and important dates while for inventory items the same command lists quantities types and base prices When the Information screen appears enter the ID for which you want to view information Use the commands available at the bottom of the screen to scroll between or select a new ID then use the Exit F7 command to return to the function screen from which you accessed the Information command Purchase Order User s Manual 1 61 Information Menu Introduction Comments Use the Comments command when it appears to view comments added through File Maintenance functions or to add comments about a customer item vendor employee or job The Comments screen appears after you access the Comments command The Customer Comments screen is shown below as an example Customer Comments P Commands Edit Modes Other Scroll Commands Help 2X mal g Dr Customer ID 5 ACE BUILDERS Ref ID End Date 2 Date Ref Comment 06 15 2002 003 SPOKE WITH JON RE EMAIL CONF AND ORDER TRACKING zj PLEASE NOTIFY JANE OF ANY SHORT SHIPMENTS a TRACER PUT ON LAST SHIPMENT aj
158. le Conversion from the Company Setup menu in Resource Manager The Data File Conversion screen appears Data File Conversion E 2151 xl Commands Edit Modes Other Help 7 7 OK _Abandon r Select directory on which to create files osas65924 data Enter directory that contains the files to be converted 05 5 Do you want source files erased after conversion m Do you want conversion to pause if a problem is found Appl Description Version Appl Description Version 3 Purchase Order 5 12 Company 08 25 2002 Terminal T000 OVR 1 The system displays all valid OSAS data paths Select the destination directory where your new data files will reside 2 Enter the path drive and directory that has the files you want to convert You cannot enter the same path as the path you selected as the destination 3 Ifyou want source files to be erased after conversion select the box or enter Y in text mode if not clear the box or enter N in text mode 4 If you want the conversion process to pause if a problem occurs select the box or enter Y in text mode if not clear the box or enter N in text mode The system considers file corruption or evidence of data not converting correctly a problem 2 6 Purchase Order User s Manual Installation and Conversion Conversion 10 11 Enter PO in the Appl column Purchase Order appears
159. le as a general table for several companies to use For example you can set up table DF for the companies that use the same defaults Purchase Order User s Manual 3 13 Setup Checklist and Functions Setup If you have three 01 and CO1 you might want the terminals in companies A01 and to share table DF You might want company C01 to have some of its terminals use a set of defaults specific to each one while other terminals share values that are common among themselves but specific to company 1 Companies A01 and BO can share table DF no table has the label DFA or DFB Company C01 can have table DFC to be used for the terminals in company C01 that do not need their own set of defaults Each terminal in company C01 that needs its own set of defaults can have its own table for example terminal T001 has table DFTOO1 The system treats all terminals with the same ID the same way so you may want to make sure that each terminal ID is unique For example if you have two T001 terminals one in company A01 and one in company C01 the DFT001 table applies to both terminals regardless of the fact that they are in different companies When you enter or edit transactions the system first tries to find a table with a terminal suffix specific to your terminal If it cannot find one it looks for a table for the company in which you are working If it cannot find one it uses the system wide tabl
160. list and Functions Setup 3 12 DISCxxxx 01099 F1099 FORMxxx MRGLxxxx e QCxxxxxx QExxxxxx QENTxxxx e QMxxxxxx QMATxxxx QNxxxxxx e QRxxxxxx QRETxxxx QXxxxxxx e QZxxxxxx Most of these tables were set up in the Accounts Payable system You must set them up again in Purchase Order because the two applications do not share this information Information in Purchase Order tables is stored in the POTB file Information in Accounts Payable tables is stored in the APTB file You can set up the APGLxxxx DISCxxxx D1099xxx and MRGLxxxx tables for individual companies and for all companies that are in the system You can set up one table for all the companies that are alike and you can set up one table for each company that is different You must enter OWN in the Option Table Type field in the Options and Interfaces function to be able to set up company specific tables For example you can set up table APGL for companies that post purchase order transactions to the same general ledger accounts and you can set up table APGLAO1 for company A01 APGLBO1 for company and so on if those companies post purchase order transactions to different general ledger accounts Purchase Order User s Manual Setup Setup Checklist and Functions These tables are identified by a four character or five character prefix and a three character suffix The prefix is the table nam
161. llowed You must enter an invoice number or a debit memo number Purchase Order User s Manual A 1 System Messages Cannot access orders here Cannot access returns here You must use the Edit Orders option to edit or cancel an order You must use the Edit Returns option to edit a return Cannot change a serial number that is debited and posted Cannot change a serial number that is invoiced and posted You cannot change the information about a serial number if you posted an invoice or a debit memo for it Cannot change cost on posted debit item Cannot change cost on posied invoiced item You cannot change the unit cost of a serial number that you posted an invoice or a debit memo for Cannot delete a serial number that is debited and posted Cannot delete a serial number that is invoiced and posted You cannot delete a serial number if you posted an invoice or a debit memo for it Cannot delete a serial number that is debited Untag it first Cannot delete a serial number that is invoiced Untag it first You cannot delete a serial number if you applied an invoice or a debit memo to it You must untag the serial number before you can delete it See Chapter 5 for more information Cannot delete last line of order Cannot delete last line of return An order or a return must have at least one item You can reenter the order or return number view the header information or delete the entire order or return A 2
162. m Minimums T able Number of Cols 2 Column Length 16 Type Box Limit 2 Royalties 10 3 Other Income 600 4 Fed tax wh 5 Fishing Boat 6 Medical 600 7 Nonemployee 600 8 Substitute 10 9 Direct Sales 5000 Crop Insur 600 B Gold Paracut 0 C Gross Attorn 0 p Company H 10 01 2002 TeminalTOO0 OVR Field Description Box The descriptions of the payment boxes on the 1099 MISC form appear Accept or change each description Do not delete lines or rearrange the descriptions The system looks for these items by their position in the table it treats the item on the first line as rent information the item on the second line as royalties information and so forth Limit Enter the 1099 limit for each type of payment See the appropriate year s instruction booklet for the 1099 MISC forms issued by the Internal Revenue Service for the correct limits Purchase Order User s Manual File Maintenance Tables FORMxxx Table The FORMxxx table tracks the last check number and increments it each time a check is printed It is created when you enter online checks or print checks When you enter the table ID the rest of the FORMxxx table appears POTB lol xl Commands Edit Modes Other Help 2x g OK Abandon Table ID FORM i Description Next Check Number Number of Cols 1 Column Length 8 x Company H 10 01 2002 Ter
163. make the cursor skip the fields that do not require an entry in certain application functions select the option If verification is turned on you must press PgDn twice to proceed to the next screen or to save your entries Other Commands Menu Commands Edit Modes Other 3x ra Calculator Execute an Operating System Command Call a PROJ5 Program Product Suggestions Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History Pop Up Calendar Inventory Price Calculator See Other Commands Menu on page 1 32 for information on this menu s commands Help Menu Commands Edit Modes Other Information Help RX Be MH 2 e About OSAS Command About OSAS Command Help Command Help Help Fi Online Doc lt Shft F1 gt Description Opens the About OSAS dialog box Opens the OSAS Key Help screen Purchase Order User s Manual Introduction OSAS Graphical Functions Command Description Help Lists information about the field on which you are working Online Doc Launches your PDF file viewer and opens the documentation for the appropriate OSAS application Information Menu Commands Edit Modes Other Scroll Commands Information Help 2X 8 m 26 Vendor Information Vendor Comments Vendor Documents Item Information Item Documents The Information
164. mands Edt Modes Other Help 2x OK Abandon Order Class Curr Invd Posted Invd Variance Sub Total 9690 90 00 00 9690 90 Freight 00 00 00 00 Misc 00 00 00 00 Sales Tax 581 44 00 00 581 44 Total 10272 34 00 00 10272 34 Prepay 00 00 00 00 Check No Discount 00 00 00 00 Net 10272 34 00 00 10272 34 Payment 1 00 Due Date 1 Payment 2 00 Due Date 2 Payment 3 00 Due Date 3 Press any key View sales tax breakdown Purchase Order User s Manual Information Inquiry Purchase Orders Press V to view sales tax information for the order The Sales Tax Information screen appears Sales Tax Information memo E Aat xl Commands Edt Modes Other Help Z X te OK Tax Loc CA 581 44 00 00 581 44 Tax Adjust 00 Tax Loc Class Sales Tax 581 44 00 00 581 44 Press any key Press Enter to return to the Order Totals screen then press Enter again to return to the Line Items screen Receipt Detail The Receipt Detail screen appears when you press R on the Line Items screen and lists receipt information about ordered items Purchase Order Inquiry Receipt Detail aa loj xl Commands Edit Modes Other Scroll Commands Help E e Gk Abandon Item ID 100 Electrical Package Units PKG Batch 000001 00000034 Status OPEN Loc ID MNOO01 Receipt Date Per Status Unit Extended
165. mation e Press A to add a line item See Edit or Append Line on page 5 82 for more information e Press T to flag an item so that it can be combined with another generated or used to determine a vendor e Press F to flag all items without vendors e Press U to unflag all items e Press S to sort the information on the screen differently by item ID location ID source application initialization date or vendor ID e Press V to view information for the selected line item Press any key to return to the Generate Orders screen e Press D to determine which vendor best suits your needs in filling an order for the selected item If Purchase Order interfaces with Inventory the Determine Vendor screen appears Select the vendor with the lowest last cost fastest lead delivery time or best break point cost e Press E to assign a particular vendor to all flagged lines e Press G to generate flagged orders with a vendor You are returned to the Daily Work menu Press L to clear vendor IDs for all flagged line items then use the Proceed OK command to clear the vendor IDs e Press C to combine flagged lines with identical vendor IDs item IDs location IDs and requested shipping dates Purchase Order User s Manual 5 81 Generate Orders Daily Work Edit or Append Line Inquiry Maint Inquiry Inquiry Maint 5 82 The Edit Append Line screen appears when you edit an existing line or add
166. minal 000 OVR Edit the next check number if necessary then use the Proceed OK command to save your changes Enter the next table ID you want to add or edit or use the Exit F7 command to return to the File Maintenance menu Purchase Order User s Manual 7 13 Tables File Maintenance MRGLxxxx Table The MRGLxxxx table stores the accounts to which material requisitions are posted in the GLJRxxx Journal file When you enter the table ID the rest of the MRGLxxxx table appears 2519 Commands Edit Modes Other Help 2x g OK Abandon Table ID MRGL 3 Description Mat Req General Ledger amp ccounts Number of Cols 2 Column Length 12 Type Y DESCRIPTION G L ACCOUNT Incr Inv 104400 ner Misc 104000 Company H 10 01 2002 Terminal TOO OVR Field Description Description Material requisitions are posted to two accounts material requisitions from inventory and material requisitions for miscellaneous materials Accept each description or change the descriptions of the accounts Do not delete lines or rearrange the descriptions The system looks for these accounts by their position in the table it treats the account on the first line as the material requisitions account for inventory items and the item on the second line as the material requisitions account for noninventory items 7 14 Purchase Order User s Manual File Maintenance Tables Field Description GL Accou
167. n enter another line item or use the Exit F7 command to exit from the line item entry screen When you exit the Transactions screen page 5 32 appears if you selected Enter New Orders on the selection screen The Receive Goods screen appears if you selected Enter Goods Received Orders or Enter Goods Received Invoiced Orders on the selection screen See Receiving Goods on page 5 20 for more information If you selected the Receive Goods Apply Invoices or Receive Goods and Invoices option the process is slightly different since the system assumes you have already entered the line items See Receiving Goods and Applying Invoices on page 5 41 for more information Lot Entry Screen If you selected Yes or entered Y in text mode at the Do you wish to order lots prompt the Lot Entry screen appears 2519 Commands Edt Modes Other Scroll Commands Help 5 x Ba El 7 Gk Abandon Item ID 811003 Paint Ivory Flat Loc ID MN0001 MINNEAPOLIS WAREHOUSE Units GAL Requested Oty 10 0000 Lot Number Ordered Quantity Fulfilled Qty zu Ext Cost 0000 0 aj 2 zi i zj Lot Number 000001 of 000001 139 80 Enter Edit Append Goto Done 5 18 Purchase Order User s Manual Daily Work Enter Orders Use these commands to work with the lot numbers on the screen Press Enter to edit the selected line Press A to add a new lot number The Append Edit Lot Number
168. n text mode Then press Enter to accept the current discount amount If you do not want to use the calculated discount select No or enter N in text mode then enter the amount of the discount you received when you purchased the items you are returning The discount reduces the amount the vendor owes you 5 68 Purchase Order User s Manual Daily Work Enter Returns The discount is based on your inclusion exclusion selections in the DISCxxxx table If you did not set up a DISCxxxx table the amount the discount is calculated from includes sales tax freight charges and miscellaneous charges 6 Use the Proceed OK command to save your changes and return to the Returns screen Debit Memo Totals When you select the Totals command on the Returns screen and then press D to work with debit memo totals the system prompts you for the number of the debit memo whose totals you want to view or edit Enter the number the Debit Memo Totals screen appears 2515 Commands Edit Modes Other Help xer pe g OK Abandon 013854 Date 09 27 2000 GLPe 1097 Current Class Posted Total DM Taxable 1955 12 00 1955 12 Nontaxable 00 00 00 Subtotal 1955 12 00 1955 12 Freight 150 57 00 a 00 150 57 Misc 1983 00 00 19 83 Sales Tax 98 62 00 98 62 Total 2224 14 00 2224 14 Prepayment 500 00 Check Number CASH Discount 23 64 Payment Date 09 27 2002 Net Retum 1700 50 F
169. n the Resource Manager Options and Interfaces function Enter the requested ship date for the order Enter the tax class for the line item If you use the Maintenance F6 command the Tax Classes function opens See the Resource Manager User s Manual for information about this function You cannot change this field if an invoice has been applied against the line Enter the ID of the job and phase affected by the order or press Enter to skip these two fields The Inquiry F2 and Maintenance F6 commands are available if Purchase Order interfaces with Job Cost You cannot change these fields if goods have been received against the line If Purchase Order interfaces with Job Cost and you enter values in these fields the system treats the ordered item as related to a job and does not update the quantity on hand in Inventory If you entered a job ID and Purchase Order interfaces with Job Cost select a cost code to assign to the item The Inquiry F2 and Maintenance F6 commands are available Purchase Order User s Manual Daily Work Enter Orders Field Description If you entered a job ID and Purchase Order does not interface with Job Cost enter a cost code or press Enter to skip this field Inquiry GL Account If Purchase Order interfaces with Job Cost and you Maint Ordered Goods Qty Purchase Order User s Manual entered a job ID the WIP account from the DFxxxxxx table appears If Purchase Order does not in
170. nd view summaries of all aspects of a company or a group of companies With Print Manager when you print reports to file your reports can be stored sorted printed and searched for specific text Base Applications Base applications are designed and produced with the largest possible number of industries in mind They are most effective when you interface them with each other Base applications are usually named after common accounting operations Examples are General Ledger Accounts Payable Purchase Order Accounts Receivable Sales Order Payroll and Inventory Purchase Order User s Manual 1 3 Welcome to OSAS Introduction Running OSAS 1 4 OSAS runs on an operating system supported by 150 megabytes of permanent storage and 4MB of RAM You may need additional space or memory depending on the size of your data files and the operating system you use Consult your reseller for more information Starting OSAS in Windows To start OSAS on a computer running Windows double click the OSAS shortcut on the desktop or access the program from the Start menu Starting OSAS on Other Operating Systems To start OSAS on an operating system other than Windows enter osas at the operating system prompt The osas command can recognize three parameters t c and a The terminal ID t is the identification code assigned to the terminal you are using to run OSAS On multiuser systems each terminal usually has a default ID as
171. ne item information The POLSxxx Serialized Item file stores the serial number lot number order number line item entry number and status received invoiced or invoiced and posted when you enter line items that involve lotted or serialized items The POPQxxx Purchase Requisition file stores records for orders generated in the Generate Orders function In the Generate Orders function the records whose orders you generate are sent to the POOHxxx and POORxxx files The records whose orders you do not generate are kept in this file indefinitely The PORGxxx PORIxxx and PORTxxx Receipts and Invoices files store the receipts and invoices you entered for orders and the debit memos you applied to returns in the Enter Orders and Enter Returns functions The PORGxxx file stores line item information about goods received the PORIxxx file stores line item information about invoices applied the PORTxxx file stores totals information The APRLxxx and APRHxxx Recurring Entries files store information about payments you make regularly to vendors In Purchase Order this information is copied to the POOHxxx and POORxxx files when you use the Copy Recurring Orders function The POSHxxx Ship to Address file stores the IDs and addresses of the locations to which you ship ordered goods This file is built when you use the Ship to Addresses function to enter edit and delete addresses It supplies the address when you use the Ship to Address La
172. ns the Access Code dialog box See Access Codes on page 1 21 for more information Sample data set Live Toggles between Sample and Live data data set Workstation date Opens the Workstation Date dialog box See Workstation Dates on page 1 21 for more information Exit Exits OSAS Purchase Order User s Manual Introduction OSAS Graphical Menu Modes Menu File Modes Tools Favorites Other Help w GUI Functions lt Shift F6 gt Scale GUI Screens lt Shift F7 gt Command Description GUI Functions Toggles between graphical and text function screens Scale GUI Screens Toggles scaling of graphical screens on and off When selected this command enlarges graphical screens When off the command restores the OSAS screens to their original size This command does not take effect until you access a function Tools Menu File Modes Tools Favorites Other Help rs B Calculator j E5 Description Calculator Opens the OSAS calculator Favorites Menu Fie Modes Tools Favorites Other Help rs B oe Change to Favorites lt F2 gt Command Description Change to Favorites Toggles between the Favorites and main menus See Favorites Menu on page 1 59 for more information Purchase Order User s Manual 1 31 OSAS Graphical Menu Introduction Other Commands Menu File Modes Tools Favorites Other Help F3 9S on 2 m Calculator Execute an Operating System Command Call a PRO 5 Pro
173. nt For each account description accept the current General Ledger account number or enter a different account number Make sure that the account numbers you enter match the account mask for the descriptions so that amounts are posted to the correct accounts DFxxxxxx and DMxxxxxx Tables The DFxxxxxx and DMxxxxxx tables store default information associated with jobs Both store the WIP account for jobs The DFxxxxxx stores the inventory account for purchase order transactions and posting payments The DMxxxxxx table stores the inventory account for material requisitions When you enter the table ID the rest of the table appears A DFxxxxxx table is shown below A a 00 25101 Commands Edit Modes Other 2x pe mal OK Abandon Table ID DF 3i Description Transaction Default Accounts Number of Cols 2 Column Length 12 pzrauLT FLD DEFAULT VALU urr Account 104200 Account 104400 Batch ID 000001 Company H 10 01 2002 TeminalTO00 OVR Purchase Order User s Manual 7 15 Tables File Maintenance Field Description Default Fld The fields you can enter defaults for appear Accept or change the current values Default Valu For each field accept the current General Ledger account number or batch ID or enter a different value Make sure that any account numbers you enter match the account mask for the descriptions so that amounts are posted to the correct accounts
174. nter an item ID enter a description If you elected to use additional descriptions in the Resource Manager Options and Interfaces function you can enter up to 10 lines of information If you also elected to use Inventory additional descriptions the item s additional descriptions if any appear from Inventory If you elected to post summary information to General Ledger in the Resource Manager Options and Interfaces function this field is skipped If you elected to post detailed information to General Ledger in the Resource Manager Options and Interfaces function enter a description to identify the order or press Enter to skip this field If you elected to use the vendor name as the GL description in the Resource Manager Options and Interfaces function the vendor name appears Press Enter to use the name or enter a different description 5 13 Enter Orders Daily Work Inquiry Maint Inquiry Maint Inquiry Maint 5 14 Field Requested Ship Date Tax Class Job Phase ID Cost Code Description If Purchase Order interfaces with General Ledger the description you enter appears in the Description column of the GLJRxxx Journal file when you post the order If you do not enter a description the invoice number and item description appear in the Description column of the GLJRxxx file when you post This field appears only if you elected to use requested ship dates on line items i
175. ntered a prepayment enter the number of the check you used for payment or press Enter if you paid cash CASH appears 5 Ifyou entered a discount percentage on the header screen the amount of the discount appears in the Discount field if not 00 appears Accept this discount amount or enter a new value The discount is based on your inclusion exclusion selections in the DISCxxxx table If you did not set up a DISCxxxx table the amount the discount is calculated from includes sales tax freight charges and miscellaneous charges 6 The first payment amount appears in the Payment 1 field Accept this value or enter a different amount it must be less than the order total If you change the amount of the first payment the remaining payment appears in the Payment 2 field 7 Enter the date the first payment is due in the Due Date 1 field This is a memo field the system does not use this date 8 Accept the second payment amount or enter a new one If you change this amount the remaining payment appears in the Payment 3 field 9 Enter the date the second payment is due This is a memo field the system does not use this date 10 The third payment amount appears in the Payment 3 field If you need to split an invoice into more than three payments post the order then use the Hold Release Invoices function to split it further See the Accounts Payable User s Manual for information on this function 11 Enter the date the third p
176. ntory system Enter a location ID that is on file or add the location ID to the INQLxxx Quantity Locations file Maximum number of lines is 998 Maximum number of lines reached Cannot insert You cannot insert a line item if the transaction already has 997 line items Must be within range You must enter a value within the range specified in this message Must build table ID first You must build the table shown in this message before you can use the function Must delete serial numbers before entry can be deleted You must delete the serial numbers that you entered for a serialized item before you can delete the line item Must enter 1 number You must enter a value within the range specified in this message Must enter values You must enter the kind of value specified in this message Must first reduce DM quantity to zero To cancel a line you applied a debit memo to you must first reverse all the debit memos you applied to the line so that the debit memo quantity is equal to zero Must receive goods before applying invoices You cannot apply an invoice to an order with new or printed status Purchase Order User s Manual A 7 System Messages Must use negative quantities when making adjustments To reverse a receipt an invoice or a debit memo you must enter a negative quantity a positive unit cost and a negative extended cost Nonzero receipt invoice quantities exist Cannot delete line item You
177. nual Introduction OSAS Graphical Functions Inventory Lookups Menu Commands Edit Modes Other Inventory Lookups Information Help Alias Lookup lt Shift F3 gt Customer Vendor Lookup lt Shift F4 gt Detail Lookup Shift F5 Lot Lookup Shift F6 Serial Lookup lt Shift F7 gt Description Lookup Shift F8 If you use the Inventory application and the cursor is in an Item ID field you can use any of the Inventory Lookups commands to search for information about items and select an item for entry in the field you are in Command Alias Lookup Customer Vendor Lookup Detail Lookup Lot Lookup Serial Lookup Description Lookup Purchase Order User s Manual Description Searches for items with a specified alias listed as an alternate item When you enter the alias you can use the and wildcard characters to restrict or widen the search Searches for an item based on customer ID or vendor ID When you enter the customer or vendor ID you can use the and wildcard characters to restrict or widen the search Searches for detailed information about an item You can enter search information in any of the fields that appear using any of the following wildcard characters to restrict widen the search lt gt Searches for an item based on lot number When you enter the lot number you can use the and wildcard characters to restrict or widen the search
178. o Vendor Loc ID Req Date Status Ship Via 0 CA0001 00000031 Goods Revd 00000032 12 21 2000 New 00000033 12 21 2000 New 00000034 12 21 2000 Goods Revd 00000035 12 21 2000 Inve Revd 00000036 12 21 2000 RetumDM 00000037 12 21 2000 RetumDM 00000038 12 21 2000 RetumDM Lb p De Goto Enter line items New search Sort View header detail Company 08 25 2002 Terminal T000 OVR Field Description Inquiry Batch ID Enter the batch ID that you want to work with or use the Inquiry F2 function to select the batch ID Inquiry Enter the number of the purchase order you want to view You can use wildcards or Purchase Order User s Manual 4 3 Purchase Orders Information Inquiry Field PO Date Ship Via quy Vendor Iqury LocID Req Date Invoice No Receipt No Status Commands Description Enter the purchase order date or press Enter to skip this field Enter the shipping method You can use wildcards or Enter the vendor ID from whom you are ordering goods or press Enter to skip this field Enter the ID of the location for which you are purchasing the items or press Enter to skip this field The Inquiry F2 command is available if Purchase Order interfaces with Inventory Enter the requested ship date for the order or press Enter to skip this field Enter the invoice number for th
179. o print online checks during order entry If you select NO the APCHxxx Checks file is not used Toggle between YES or NO to indicate whether you want to keep history information for the totals of each purchase If you select NO the APHSxxx Summary History file is not used Toggle among PREPRINTED BLANK STUB or LASER to indicate whether you want to print checks on preprinted stubs blank stubs or laser forms Toggle between YES or NO to indicate whether you want to be able to print online purchase orders during order entry Toggle between YES or NO to indicate whether you want to accrue expenses when you post If you select YES the system posts the received orders to the accrual accounts Toggle between YES or NO to indicate whether you want to print the company name and address on plain paper purchase orders Toggle between YES or NO to indicate whether you want to enter requested ship dates when you enter line items Toggle among Plain Standard 8 1 2 x 11 or Laser to select the type of purchase order forms you want to use Toggle between YES or NO to indicate whether you want material requisitions to be posted to inventory item accounts Toggle between YES or NO to indicate whether you want to keep check history Toggle between YES or NO to indicate whether you want to print the company ID on check stubs Purchase Order User s Manual Setup Setup Checklist and Functions
180. omment screen appears e Press E to edit a selected comment The Edit Comment screen appears e Press F to view comments for the first ID on record e Press N to view comments for the next ID on record e Press P to view or edit comments for the previous ID on record e Press Lto view or edit comments for the last ID on record Press G to go to a specific comment This command is available only when there is more than one screen of comments Purchase Order User s Manual 1 63 Information Menu Introduction History 1 64 Adding or Editing Comments The Append Comment screen appears when you add a new comment The Edit Comments screen appears when you edit an existing comment Other than the title these screens are identical 5 Edit Comment E mi x Commands Edit Modes Other Help 2 mtu OK Abandon Date 05 15 2002 Reference 003 Comment SPOKE WITH JON RE EMAIL CONF AND ORDER TRACKING 1 Ifyou working with a new comment the system date appears otherwise the date entered for the comment you are editing appears Accept this date or enter a different date 2 The current terminal ID appears in the Reference field Edit this reference if necessary 3 Enter or edit the comment then press Enter to save the comment record When available the History command gives you access to customer history in a manner similar to OSAS Inquiry functions Select the customer for which you wan
181. on General Ledger When Purchase Order interfaces with General Ledger posting in Purchase Order makes entries in the GLJRxxx Journal file for transactions that affect the ledger such as sales tax freight miscellaneous expenses Inventory When Purchase Order interfaces with Inventory purchase order transactions update the quantities and costs in the INVExxx Items file Job Cost When Purchase Order interfaces with Job Cost posting in Purchase Order updates Job Cost related information in the Job Cost job and phase records When you enter invoices refer to the Job Cost Jobs and Phases List for vendor IDs and contract numbers Purchase Order User s Manual 3 7 Setup Checklist and Functions Setup 3 8 Bank Reconciliation When Purchase Order interfaces with Bank Reconciliation you must specify the ID of the bank account for the checks that are written Summary disbursement entries are created for each check in the BRTRxxx Transactions file in Bank Reconciliation for the bank ID Options and Interfaces Screen Select Options and Interfaces from the Resource Manager Company Setup menu The Options and Interfaces screen appears The name of the company you are working with appears Specify whether the Options table is shared or owned See the Resource Manager User s Manual for information about Options tables Then enter PO as the application ID The Purchase Order Options screen appears Purchase
182. on in this chapter see the Accounts Payable User s Manual Purchase Order User s Manual Setup Considerations After you have installed the software for the first time or after you have upgraded the software you must set up the system Follow the setup procedures carefully the choices you make determine how the system will operate To properly set up the Purchase Order system you need to gather and organize your accounting data You need this information e a chart of accounts for your business e purchasing and payment cycles e identification and credit information about your vendors e previous year and current year purchase return and receipt history by vendor Codes and IDs When you set up the system you assign codes and IDs to tell the system how to identify each item on file The system uses these identifiers to organize the information in reports and inquiry windows The system arranges code characters in a particular order In the following list codes and IDs are sorted from lowest to highest and dashes represent blank spaces 0 M 1 7 0 000000 000001 1 Purchase Order User s Manual 3 3 Setup Considerations Setup The organization of these codes illustrates the following principles e The system reads codes from left to right until it finds something other than a blank space e tems that make up a code are always listed alph
183. on screen toolbar 1 50 graphical menus 1 33 totals debit memos 5 69 invoices 5 37 returns 5 67 transaction batching option for 3 9 system generated batch numbers 3 9 Transaction Reports printing 6 3 transactions material requisitions 1 10 orders 1 10 posting in detail or summary 3 9 returns 1 10 U Undo function key 1 45 1 58 pull down menu command 1 45 unit costs changing incorrect costs B 3 Up Arrow inquiry command 1 55 report command 1 72 Purchase Order User s Manual scroll region command 1 48 1 57 user s manual conventions 1 19 V vendor name posting to GL 3 11 vendors temporary 5 10 B 4 verification button Abandon 1 51 Proceed OK 1 51 Verify exit mode pull down menu command 1 45 Verify PgDn mode pull down menu command 1 46 View inquiry command 1 55 viewing comments 1 62 documents 1 66 viewing line items 5 34 Void Checks function 1 13 voiding invoices B 3 Workstation date tool button 1 30 workstation date entering in graphical menus 1 30 Purchase Order User s Manual 1 13
184. ons you have installed Info Shift F5 Esc G On Windows workstations pressing this key Menu combination toggles between graphical and text Style main menus Shift F6 Esc K On Windows workstations pressing this key Toggle GUI combination toggles between graphical and text screens function screens PgUp Moves back one menu level Tab Moves back to the main menu from any application menus Enter Selects an application menu or function from a menu Up Down Moves the cursor up or down through the menu arrow selections 1 26 Purchase Order User s Manual OSAS Graphical Menu In a Windows environment you can choose from two types of graphical style menus The standard graphical menu features application selections that resemble many Windows functions The start style menu is named so because of its functional resemblance to the Start menu in Windows 95 98 NT and 2000 Both graphical menus provide pull down menus convenient tool buttons and easy access to your installed applications and their functions using either the mouse or keyboard The two graphical menus provide you with a visual choice in your interaction with OSAS and your data When you select an application in either graphical OSAS menu the application s main menu presenting several related functions appears beside the OSAS menu Selecting a function leads you to either a function screen or another menu Several commands are available within the men
185. or an Item ID field See Inventory Lookup on page 1 56 for more information Uses the item detail lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 56 for more information Uses the lot lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 56 for more information Uses the serial number lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 56 for more information Uses the item description lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 56 for more information 1 41 OSAS Text Functions Introduction Command Alternate Key Key Description Ctrl F Toggles quick entry on and off If this option is Quick off the cursor stops at every field possible If you Entry want to skip the fields that are not required thus speeding data entry turn this option on Quick entry is on when the Quick flag appears at the bottom of the screen Ctrl G Toggles the bell on or off If the bell is on it Bell sounds at an error or when you must verify a command Ctrl O Toggles function key display on and off If this Online option is on the available function keys appear at Hints the bottom of the screen to remind you of their use Ctrl V Toggles verification on and off If verification is Verify turned on you must press a key twice to veri
186. or serial number The Line Entry screen appears e Press D to exit from the Return Lotted Serialized Goods Entry screen 5 62 Purchase Order User s Manual Daily Work Enter Returns Line Entry Screen The Line Entry screen appears when you add a lot number or add or edit a serial number On the Line Entry screen for lot numbers only the Lot Number field appears The Line Entry screen for serial numbers is shown below If you are editing a serial number you cannot change the serial number but you can adjust the unit cost or enter a comment Commands Edit Modes Other Scroll Commands Help xts5e amp mm e OK Abandon Serial Number 12 10236 aj Quantity Shipped 1 0000 Unit Cost 2 2500 Comment Enter the lot or serial number then adjust the unit cost if necessary and enter a comment Use the Proceed OK command to save your changes and return to the Return Lotted Serialized Goods Entry screen The quantity shipped for serialized items is always 1 as you need to enter a serial number for each item shipped Use the value in the Qty Returned field and the running total on the Return Lotted Serialized Goods Entry screen to determine when you have entered serial numbers for all items returned If you do not enter lot or serial numbers for the full quantity returned the number of lot or serial numbers you enter updates the returned and debit memo quantities Continue entering lots and their associated serial number
187. orders entering B 1 Prepare Checks function 1 13 Previous Line command function key 1 48 1 57 pull down menu command 1 48 Previous Page command function key 1 48 1 57 Purchase Order User s Manual pull down menu command 1 48 Print Checks function 1 13 Print Manager defined 1 3 Print Orders function 6 7 printed status 5 4 6 7 for returns 5 45 printing checks 1 13 checks on forms 3 10 company ID on check stubs 3 10 company name on purchase orders 3 10 online checks 5 41 online debit memos 5 66 PRO 5 Command tool button 1 34 Proceed OK function key 1 44 pull down menu command 1 44 verification button 1 51 Proceed command 1 23 programs backing up 3 20 pull down menu functions commands 1 44 Edit 1 45 Help 1 46 Information 1 47 Inventory Lookup 1 49 Modes 1 45 Other 1 46 Scroll Commands 1 48 graphical menus 1 30 Favorites 1 31 File 1 30 Help 1 33 Modes 1 31 Other 1 32 Tools 1 31 pull down menus functions information menu 1 61 Purchase Order before converting 2 5 Purchase Order User s Manual converting to version 6 1 2 6 description 1 7 files 1 8 installation 2 3 installing new version before converting 2 5 interfaces 1 17 Bank Reconciliation 1 15 3 8 General Ledger 1 11 1 12 1 15 3 7 Inventory 1 9 3 7 Job Cost 1 11 1 12 3 7 menu structure 1 7 setting up 3 3 setup considerations 2 5 system requirements 2 3 purchase order forms 3 1
188. ory Accrual AP Accrual Account Account BEEN The inventory accrual and job accrual accounts come from the APGLxxxx table Purchase Order User s Manual 6 25 Post Transactions Transaction Reports When you post an invoice for accrued noninventory items that were not purchased for a job these entries are made AP Accrual Expense Accrual Account Account DB CR The AP accrual and expense accrual accounts come from the APGLxxxx table If you elected to use accruals in the Resource Manager Options and Interfaces function accrual entries are created in General Ledger when you post a return without the debit memo AP Accrual Job Accrual Account Account DB CR The AP accrual and job accrual accounts come from the APGLxxxx table When you post a return of an inventory item that does not affect a job these accrual entries are made AP Accrual Inventory Accrual Account Account DB CR The AP accrual and inventory accrual accounts come from the APGLxxxx table When you post a return for noninventory items that do not affect a job these entries are made AP Accrual Expense Accrual Account Account Te 6 26 Purchase Order User s Manual Transaction Reports Post Transactions The AP accrual and expense accrual accounts come from the APGLxxxx table If you elected to use accrual entries in the Resource Manager Options and Interfaces function accrual entries are created in General Ledger when you post a debit memo for
189. ost The unit cost you entered for the item on the line item entry screen appears You can change the unit cost only for the first receipt of goods for the line item If you do not know the unit cost of the received items enter the most accurate estimate possible so that a large COGS adjustment in Inventory is not necessary Ext Cost The extended cost the quantity times the unit cost appears You can change the extended cost only for the first receipt of goods for the line item If you change the extended cost the unit cost is updated accordingly If you selected the Enter Goods Received Orders option on the selection screen the line item entry screen page 5 12 appears after you save the information Enter the next line item or exit to the Transactions screen page 5 32 If you selected the Enter Goods Received Invoiced Orders option the Apply Invoice screen appears page 5 22 Purchase Order User s Manual 5 21 Enter Orders Daily Work Applying Invoices 5 22 The Apply Invoice screen appears if you selected the Enter Goods Received Invoiced Orders option on the selection screen if you selected the Apply inv or Rev gds amp inv command when it appears or if you selected Apply Invoices from the selection screen Apply Invoice New 1 loj xl Commands Edit Modes Other Information Help xt5e amp mmuscs se OK Abandon Invoice No Date Period Quantity Unit Cost Ext Cost 149731 aj 09 25 2002 09 1 0000
190. ost transactions If Purchase Order interfaces with General Ledger the year you selected in the Enter Orders function appears If Purchase Order interfaces with Inventory and you entered the wrong year delete all the transactions and reenter them Interfaces Accounts Payable For every invoiced order and debit memo an open invoice is created in the APINxxx and APIXxxx files The records of open invoices what you owe and open debit memos what your vendors owe you are kept on file until you purge them If the quantities received and invoiced are equal and are greater than or equal to the quantity ordered for a line item the status of the line item changes to Completed When all the lines in an order are Completed or Cancelled the order is removed from the POOHxxx and POORxxx Open Order files after posting completes Purchase Order User s Manual 6 23 Post Transactions Transaction Reports 6 24 Job Cost If Purchase Order interfaces with Job Cost the cost information in the JOHIxxx Detail History file is automatically updated and the JOBSxxx Jobs file is optionally updated when you post General Ledger If Purchase Order interfaces with General Ledger debit and credit entries are created in the GLJRxxx Journal file See the Accounts Payable User s Manual for an illustration of the debit and credit entries that are made in the GLJRxxx file when you post invoices and returns If you elected to use accru
191. osts to several accounts discounts taken cash checking inventory accruals for goods that are received but not invoiced expense accruals for goods that are received but not invoiced AP accruals for goods that are received but not invoiced job accruals for goods that are received but not invoiced Accept each description or change the descriptions of the accounts For each account description accept the current General Ledger account number or enter a different account number Make sure that the account numbers you enter match the account mask for the descriptions This practice ensures that amounts are posted to the correct accounts Purchase Order User s Manual File Maintenance Tables APPDxxxx Table The APPDxxxx table stores a company s current general ledger period fiscal year and number of periods per year for posting and periodic history When you enter the table ID the rest of the APPDxxxx table appears 2515 Commands Edit Modes Other Help 2x OK Abandon Table ID a Description Fiscal Y ear Period T able Number of Cols 3 Column Length 12 N PERIOD FISCAL YEAR PERIODS YEAR 00 _00 00 _00 _00 00 _00 _00 00 _00 _00 00 _00 _00 00 _00 _00 00 _00 _00 00 _00 _00 00 _00 _00 00 _00 _00 00 _00 o0 00 10 01 2002 Terminal TOO0 OVR Field D
192. ots and their associated serial numbers until you satisfy the received quantity Press D to exit from the Received Lotted Serialized Goods Entry screen Purchase Order User s Manual 5 27 Enter Orders Daily Work 5 28 Applying Invoices for Lotted Goods If you are applying invoices for lotted goods this screen appears Invoice Lotted Goods Entry Commands Edit Modes Other Scroll Commands Help 2X te gt elmaal 6 at Invoice Number 199634 Date 09 26 2002 Item ID 811003 Lot Number Comment Qty Received Qty Invoiced Unit Cost Le pp o Ukala 000001 of 000001 Total 5 0000 13 9800 Ext Cost 63 9000 Enter edit Append Done The invoice number date and item ID you entered on the Apply Invoices screen appear The screen also lists the total and the extended cost of the item The system updates totals when you finish the line item entry Use these commands to work with the lot numbers on the screen Press Enter to edit a line item e Press A to add a line item If you edit or add a line item the Append Edit Lot Number entry screen appears Enter the lot number quantity to invoice unit cost and a comment if desired e Press D to exit from the Invoice Lotted Goods Entry screen Purchase Order User s Manual Daily Work Enter Orders Applying Invoices for Serialized Goods If you are applying invoices for serialized goods this screen appe
193. ou encounter an inconsistency Open Systems Inc 1157 Valley Park Drive Suite 105 Shakopee Minnesota 55379 General Telephone 952 403 5700 General Fax 952 496 2495 Support Telephone 800 582 5000 Support Fax 952 403 5870 Internet Address www osas com Contents Introduction Welcome to osas The Purchase Order System Conventions OSAS Text Menu OSAS Graphical Menu OSAS Text Functions OSAS Graphical Functions Menu and Function Commands Favorites Menu Information Menu Reports Installation and Conversion Installation Conversion Setup Setup Considerations Setup Checklist and Functions Information Inquiry Purchase Orders Daily Work Enter Orders Enter Returns Generate Orders Copy Recurring Orders Purchase Order User s Manual 1 7 1 19 1 23 1 27 1 37 1 43 1 53 1 59 1 61 1 67 2 3 2 5 3 3 3 7 4 3 5 3 5 45 5 79 5 85 iii Contents Change Batches Batch Control Transaction Reports Printing a Transaction Report Purchase Requisition Report Print Orders Open Order Report Scheduled Delivery Report Worksheet Purchases Journal Returns Journal Receipts and Invoices Report Accrual Verification Report Goods Not Received Report Post Transactions File Maintenance Ship to Addresses Tables Edit Purchase Order Number Master File Lists Ship to Address Labels References System Messages Common Questions Index 5 87 5 89 6 3 6 7 6 9
194. port for example organize the report by order number select the option you want to use to sort the information If the screen contains options or Yes No fields that control how additional information prints on the report for example additional descriptions or summary information select the option or enter Y in text mode to print that information when printing the report Clear the option or enter N in text mode if you do not want to use that option or print that information If you elected to use additional descriptions in the Resource Manager Options and Interfaces function select how to print additional descriptions To skip printing additional descriptions on the report enter N To print additional descriptions in a short line format enter S To print additonal descriptions in a long line format that reduces the number of lines required to print multiple lines of descriptions enter L Select the output device to begin printing the report See Output the Report on page 1 68 for more information After you produce the report the Transaction Reports menu appears Purchase Order User s Manual Purchase Requisition Report Purchase Requisition Report 09 30 2002 3 07 PM Iten ID Item Description Electrical Package 450 Slide by Window 24 460 Slide by Window 30 End of Report You can use the Purchase Requisition Report to view requisitions that are on file without having to scroll through them in
195. r ID ELLOO1 ELLIS ELECTRICAL SUPPLY Batch 000001 OrderNo 00000034 Ship to ID Loc ID MNOOO1 Status Goods Item ID Quantities Units Unit Cost Description rd Rcv Inv Status Extended Cost Last Invoice 4 0000 343 5500 Electrical Package 1374 20 2 00 2 150 307 5300 Plumbing Package 1815 06 00 150 907 5300 gt Plumbing Package 907 53 2 00 xj Enty 001 of 008 Order Totals Memo Subtotal Sales Tax Freight Misc Disc Prepaid Total 9690 90 581 44 00 00 10272 34 00 00 Goto Header Totals View Receipt detail Invoice detail Purchase Order User s Manual 4 5 Purchase Orders Information Inquiry Use these commands to work with the line items e Press to go directly to a particular line item then enter the line number This command is available only when there is more than one screen of items e Press to return to the Purchase Orders screen e Press T to view order totals for the line The Order Totals screen appears e Press V to view detailed information about the selected line The View Detail Screen appears e Press R to view receipt detail The Receipt Detail screen appears e Press I to view invoice detail The Invoice Detail screen appears Order Totals The Order Totals screen appears when you press T on the Line Items screen and lists order subtotals charges payments and current and posted invoice amounts Order Totals Memo Jo xj Com
196. r a true blanket order You can set up a new order for the entire quantity of a blanket order receiving goods and applying invoices as you go The procedure requires some estimation guess what you expect to receive and pay for receive the goods and apply the invoices as they come and add or change the status of extra line items to cancelled subtract if necessary This method does not handle multiple releases of an order and you cannot enter a cutoff date or a maximum dollar limit Receiving Orders How receive partial shipments B 2 Part of receiving goods is specifying quantities so you can receive a partial quantity at any point To receive goods for a new order use the Enter Goods Received Orders option in the Enter Orders function To receive goods for an existing order use the Receive Goods option in the Enter Orders function To receive goods and apply an invoice to an existing order use the Receive Goods and Invoices option in the Enter Orders function Purchase Order User s Manual Common Questions entered the wrong unit cost for goods received How can I change it Once you enter a receipt for a line item you cannot change the receipt unit cost If you chose to use accruals in the Resource Manager Options and Interfaces function the following receipts you enter for the line item must use the same unit cost because the receipt unit cost is used for goods accrual It must be consistent so that the co
197. r as the default Accept the current extended cost the quantity times the unit cost or enter a different extended cost If you change the extended cost the unit cost is updated accordingly These fields are updated and appear when you enter receipts and invoices Field Total Revd Goods Invoice Qty Bal Due Goods Invoice Qty Current Goods Invoice Qty Current Invd Ext Cost Posted Goods Invoice Qty Posted Invd Ext Cost Purchase Order User s Manual Description The total quantity posted and unposted of goods you received and applied invoices for appears The quantity yet to be received Ordered Goods Qty minus Total Revd Goods Qty and invoiced Ordered Goods Qty minus Total Revd Invoice Qty appears The unposted quantity of goods you received and invoiced appears The extended cost of the unposted invoices appears This value is the unit costs of the goods for which you applied invoices multiplied by the quantity The posted quantity of goods you received and invoiced appears The extended cost of the posted invoices appears Enter Orders Daily Work If Purchase Order interfaces with Inventory and you ordered a lotted item ID this prompt appears after you save the line item Do you wish to order lots If you select Yes or enter Y in text mode the Lot Entry screen appears see Lot Entry Screen below for more information Use the Proceed OK command to save the information the
198. r enter Y in text mode If you due dates to remain as calculated select No or enter N in text mode Purchase Order User s Manual 5 37 Enter Orders Daily Work Field Description GL Per 1 13 Press Enter if you want to post the invoice to the current period or enter a different period 1099 If the vendor does not receive a 1099 MISC form the check box is cleared or NO appears in text mode and you cannot change it If the vendor receives a 1099 MISC form the check box is selected or YES appears in text mode If you want the invoice to update the 1099 Payments Year to Date field in the vendor s record press Enter if not clear the box or enter N in text mode For more information about 1099 forms see the Accounts Payable User s Manual Current Taxable The unposted taxable and nontaxable amounts and the Nontaxable Subtotal subtotal of the invoice appear Posted Taxable The posted taxable and nontaxable amounts and the Nontaxable Subtotal subtotal of the invoice appear Total Invd Taxable The total taxable and nontaxable amounts and the Nontaxable Subtotal subtotal of the invoice appear Current Freight Misc Enter the shipping and miscellaneous charges from the invoice Then enter the tax class to which you want to apply the charges Current Sales Tax The sales tax that appears is based on the tax codes you assigned to the invoiced line items Accept it or enter a different sales tax If you change t
199. r on the right side of the screen Follow these steps to use the entry fields on the screen Inquiry 1 Inthe Freight and Misc fields enter any shipping and miscellaneous charges Maint that the vendor must refund then select the tax class to which you want to apply them Purchase Order User s Manual 5 67 Enter Returns Daily Work 2 Inthe Sales Tax field enter the sales tax from the vendor s invoice If you enter a sales tax amount that is different from the calculated amount the Sales Tax Breakdown screen appears and lists the calculated amount Sales Tax Breakdown Memo 5 xl Commands Edit Modes Other Help 2x OK Abandon Tax Loc CA 97 54 91 95 00 5 59 Tax Adjust 1 08 TaxLoc Class 00 Sales Tax 98 62 91 95 00 6 67 The difference between the sales tax amount you entered and the calculated amount appears in the Tax Adjust field Edit this amount or press Enter to accept it then enter the tax location and tax class for the adjustment Use the Proceed OK command to save your changes 3 If the vendor refunded part of the return enter the amount of the refund in the Prepayment field 4 Ifyou entered a prepayment refund enter the number of the check used for the refund or press Enter to leave the field blank if you paid cash 5 The prompt Use Calculated Discount of n appears If you want to use the calculated discount select Yes or enter Y i
200. rder User s Manual 1 17 Conventions This manual helps you install OSAS on any standard computer running any of several popular operating systems and helps with your accounting software questions Use the manual as a reference for the OSAS interface and application functions Manual Conventions This manual is divided into the following sections e This introduction provides an overview of this application and the OSAS system the basic functionality of the application including graphical and text based application features and function key references e The remainder of the chapters explains the set up workflow and functions of the application where each function fits within the application and how to use each function to get the most out of the application Mouse Conventions The standard mouse has two buttons left and right each performing certain functions In this manual these terms are used for operating the mouse click right click double click and deselect The click is a single press on the left mouse button Place the cursor over the desired function and press the left button to enable or select that function A right click is a single press of the right mouse button To double click move the cursor over the desired function and quickly press the left mouse button twice If there is too long a pause between clicks the computer may interpret your action as two separate clicks and may not perform the desired
201. returned the value you entered in the Quantity Shipped field updates the returned and debit memo quantities Purchase Order User s Manual 5 61 Enter Returns Daily Work Returning Lotted Serialized Goods When you return lotted serialized goods this screen appears Return Lotted Serialized Goods Entry E Ac xl Commands Edit Modes Other Scroll Commands Help 2x eel mn g Bi Abandon Retum Number 66 11023 Date 09 30 2002 GLPerod 09 Item ID 700500 Qty Retumed 4 0000 Lot Number Qty Shipped Unit Cost 4 0000 b p br Ud lad 000001 of 000001 4 0000 2 2500 3 00 Enter edit Append Done The screen lists the return number and the date and GL period the item s return was authorized The screen also lists information about the item returned such as item ID quantity returned total and average unit cost and extended costs You must enter the lot number for the lotted serialized item first then enter the serial number for each item returned in that lot The screen changes after you add a lot number so that you can enter serial numbers for each item in that lot Use the commands to work with the lot or serial numbers in the scroll region e Press Enter to edit the selected line If you edit a lot number line the screen changes to list the serial numbers you entered for that lot number If you edit a serial number line the Line Entry screen appears e Press A to add a lot
202. rial number line you cannot change the serial number but you can adjust the unit cost or edit the comment Append Serial Number 5 xl Commands Edit Modes Other Help mu ck Abandon Serial Number 5773242 oo Quantity Shipped 1 0000 Unit Cost 3471100 Comment Select the serial number for the returned item then adjust the unit cost if necessary and add a comment Use the Proceed OK command to save your changes and return to the Return Serialized Goods Entry screen The quantity shipped for serialized items is always 1 as you need to enter a serial number for each item shipped Use the value in the Qty Returned field and the running total on the Return Serialized Goods Entry screen to determine when you have entered serial numbers for all items returned If you do not enter serial numbers for the full quantity returned the number of serial numbers you enter updates the returned and debit memo quantities Purchase Order User s Manual 5 59 Enter Returns Daily Work Returning Lotted Goods If you are returning lotted goods this screen appears Return Lotted Goods Entry 5 xl Commands Edit Modes Other Scroll Commands Help x amp e Ok Abandon Retum Number 66 15234 Date 09 30 2002 GLPeriod 09 Item ID 811003 Qty Returned 10 0000 Lot Number Comment Qty Returned Qty Shipped Le p pr 5 0000 Ud ad 000001 of 00
203. rinter error for example enter the last order number that printed correctly in the Last Good Order Number field If you are beginning a new batch job press Enter to skip this field If you selected the Prompt to Mount Forms option in the Resource Manager Form Codes function the message Mount check forms now appears after you select the orders to print Place the correct forms in the printer then press Enter to continue If you also selected the Do you want to print alignment mark before printing option in the Resource Manager Form Codes function an X prints in the upper right corner of the first form If the X is not centered in the alignment box adjust the forms and select No or enter N in text mode to print the alignment character again Repeat this procedure until the form is aligned then select Yes or enter Y in text mode to print the orders Purchase Order User s Manual 6 7 Print Orders Transaction Reports Purchase Order 6 8 Builde rs Supply 1157 Valley Park Dr Shakop Ord Date 09 26 2002 200300 Air 300 Refrig 811003 Paint Lot Subtot 1698 Comments ee MN 55379 Ordered By John 1 10 n 30 PLUMBING SUPPLY COMPANY 6769 GOLDEN GATE DRIVE SAN FRANCISCO C 35454 5548 nditioner erator Black Ivory Flat 1221 al Freight 15 00 Purchase Order PO Number Page 00000041 1 Req Ship Date 10 01 2002 Bill Folz 1124 Hennepin Ave Suite 105 M
204. rns Last Payment Amount Post orders Post returns YTD 1099 Payments Post orders Post returns Last Year 1099 Payments Post orders Post returns Purge Selected Files When your files become too large you can clear data through the Purge Selected Files function This list shows the effects of purging selected files e Paid invoices with check dates before the date you specify are removed from the APINxxx and APIXxxx files e Detail history with invoice dates before the date you specify is removed from the APHIxxx file e Summary history before the period fiscal year you specify is removed from the APHSxxx file e Check history with check dates before the date you specify is removed from the APHCxxx file e Recurring entries with cutoff dates before the date you specify are removed from the APRLxxx APRHxxx and APRDxxx files Purchase Order User s Manual Introduction The Purchase Order System Application Interaction Purchase Order needs Accounts Payable to work properly The two applications can be used without other applications but you get optimal use from them when you interface them with other applications Accounts Payable Nap EUM Bank Reconciliation S General Ledger Interfacing applications means that the information you enter in one application can be transferred to and used in other applications to reduces data entry time and the number of errors that might creep in along the way Purchase O
205. rrect accrual entries are reversed when you post the associated invoice When you receive the invoice for the goods enter the actual cost from the invoice Your accounts payable inventory jobs and expense accounts are correctly updated when you post the invoice How change the cost of an item that is already received and invoiced If you applied an invoice but did not post it you can edit the invoice In the Apply Invoice window enter the number of the unposted invoice in the Invoice No field and then make the necessary changes If you applied and posted an invoice enter a return with returned debit memo status to remove the item from Inventory at the incorrect unit cost Then enter an order with invoice received status at the correct unit cost entered a receipt and or an invoice against the wrong line item How can correct my mistake To change an unposted invoice entry use the Edit Orders option in the Enter Orders function On the Edit Orders screen press R In the Apply Invoice window enter the number of the unposted invoice and enter the adjustments To change or back out a receipt entry use the Receive Goods or Edit Orders option in the Enter Orders function In the line item scroll region press R Then apply another receipt to the line item with the correct information How void an invoice If you have not posted the invoice you can edit it In the Apply Invoice window enter the number of the
206. rs function Information about unposted orders and returns is stored in the PORGxxx PORIxxx PORTxxx POOHxxx and POORxxx files When you enter a line item for a serialized or lotted item the serial number order or return number and associated line item entry number are stored in the POLSxxx file If the description field for each line item is not long enough you can enter 10 lines of additional descriptive text about each line item The additional text is stored in the PODExxx file and prints on purchase orders and debit memos Purchase Order User s Manual Introduction The Purchase Order System When you post orders and returns several things happen Information about orders and returns is moved from the POOHxxx POORxxx PORGxxx PORIxxx and PORTxxx files to the APHSxxx and APINxxx files vendor s company and vendor records are updated in APHSxxx file e The amount due amount prepaid and purchase and payment history fields are updated in the APVExxx file e Serial numbers are removed from the POLSxxx file when the order is removed e f you keep detail and summary history the APHIxxx file is updated by detailed line item and totals information and the APHSxxx file is updated by summary line item and totals information This information comes from the POOHxxx POORxxx PORGxxx PORIxxx and PORTxxx files e If Purchase Order interfaces with General Ledger debit and credit entries are made
207. s Favorites Other Help Sor 8 lt Help F1 About OSAS Command Description Help Opens help descriptions for the application menus and functions About OSAS Opens the About OSAS dialog box Main Menu Toolbar The main menu toolbar gives you quick access to frequently used OSAS commands To access a command click the appropriate button Baw MABHS Button Description raj Opens the Workstation Date dialog box to change the date See Workstation Dates on page 1 21 for more information El Opens the Access Code dialog box to switch between access codes See Access Codes on page 1 21 for information Displays the Application Information dialog box Purchase Order User s Manual 1 33 OSAS Graphical Menu Introduction 1 34 Button Description Opens help descriptions for the application menus and functions Opens the calculator Displays the pop up calendar screen You can use the calendar to add and review reminders for any date me Opens an MS DOS command window Displays a screen for calling any BBx program that does not require variables to be passed to it For more information see Appendix F in the Resource Manager User s Manual o Toggles between the Favorites and main menus See 7 i p Favorites Menu on page 1 59 for more information Right Click Menu Add to Favorites Change to Favorites Sample Data GL Setup Function Informa
208. s Manual 5 79 Generate Orders Daily Work Generate Orders Screen Select Generate Orders from the Daily Work menu The Generate Orders screen appears and lists the item ID date information was entered and related location and amount information 2519 Commands Edit Modes Other Scroll Commands Help 2x te nealgaa lt Item ID Init Date Sc Vendor Loc ID Flag Quantity Ext Cost 03 2000 PO 01 MNOO01 2j 11 03 2000 MILOO1 0001 zl 11 03 2000 MILOO1 MNODO1 aj 4 Enter edit Append Toggle flag Flag all Linflag all Sort View Determine vendor Enter vendor Generate cLear vendors Combine lines Company 09 30 2002 Terminal T000 OVR The Source field lists the application that is the source of the item information If lines have been combined appears The Flag check box indicates whether the item is to be included in processing such as combining orders generating orders assigning vendors or determining vendors If the check box is selected or Y appears in text mode the item is included If it is clear or N appears in text mode it is not included in processing 5 80 Purchase Order User s Manual Daily Work Generate Orders Commands Use these commands to work with the line items on the screen e Press Enter to edit the selected line item See Edit or Append Line on page 5 82 for more infor
209. s Manual for these functions 7 Enter material requisitions and returned requisitions for the first period in the Enter Material Requisitions function see the Accounts Payable User s Manual 8 Post the requisitions see the Accounts Payable User s Manual 9 Repeat steps 2 8 until you reach the current date Access Codes 3 18 To safeguard your system prevent access by unauthorized people Use the Resource Manager Access Codes function to set up access codes on your system You can set up access codes for the Purchase Order system itself for menus in the system and for individual functions To control users access to menus and functions you can set up an access code for each user or group of users that performs the same functions A Code for Each Company Access codes are company specific When you set up an access code for a user the code is assigned to the company you are using Because the codes are company specific you must set up a code for each company a user needs to access You can use the same code for each company so that the user does not need to remember different codes For example you can set up the access code CHARM for companies 01 and CO1 so that a user can use the same code for each company Purchase Order User s Manual Setup Setup Checklist and Functions What Should Be Protected Because of the sensitive nature of some of the information in the Purchase Order data files and
210. s Payable User s Manual 2 Usethe Enter Orders function see on page 5 3 to enter outstanding purchase orders Use the Enter Goods Received Invoiced Orders option for unpaid invoiced orders If you made payments against invoices enter them in the Prepayment field Use the Enter Goods Received Orders option for orders for which you have received goods but no invoices Use the Enter New Orders option for orders whose goods or invoices you have not yet received 3 Use the Enter Returns function see on page 5 45 to enter outstanding miscellaneous debits and returns for which you have not fully received credit from the vendor Use the Goods Returned and Debited option to enter returns for which you have received partial credit Use the Goods Returned option for returns whose credit you have not received yet 4 Back up the accounting data files see the Resource Manager User s Manual Purchase Order User s Manual Setup Setup Checklist and Functions 7 Post the transactions to update the vendor records and to build the APINxxx Open Invoice file Produce the Open Invoice Report and check it to make sure that all the invoices are included Produce the Vendor Analysis Report and check it to make sure that the amount due each vendor matches your records See the Accounts Payable User s Manual for these functions Post the requisitions see the Accounts Payable User s Manual Detail Method The detail method provides
211. s for vendors and items e Purchases Journal lists invoiced orders e Returns Journal lists debit memos in the file Goods Not Received Report lists the order line items that goods have not been received for or been only partially received for e Receipts and Invoices Report shows which payments have been posted and which have not The POOHxxx and POORxxx files provide information about posted payments The PORGxxx PORIxxx and PORTxxx files provide information about unposted payments Scheduled Delivery Report shows which orders you are scheduled to receive on a particular date The Accrual Verification Report lists the amounts currently accrued for orders The POPQxxx file provides the list of purchase requisitions required to produce the Purchase Requisition Report Posting Payments When you use the Post Payments function to post the checks you printed several files are affected nvoices that are paid in full change to paid status in the APINxxx file e totals in the APVExxx file are updated for the invoices you paid APCHxxx file is cleared for the next check cycle e The invoice information is transferred to the APHIxxx and APHSxxx files Purchase Order User s Manual Introduction The Purchase Order System e APHCxxx file is updated with the checks general ledger account numbers if you elected to keep check history in the Resource Manager
212. s until you satisfy the returned quantity When you finish entering lot and serial number information use the Done command to return to the Line Item Entry screen Purchase Order User s Manual 5 63 Enter Returns Daily Work Applying Debit Memos to a Line Item The Apply Debit Memo screen appears if you selected the Goods Returned and Debited option on the Transaction Type selection screen and entered and saved a line item The screen also appears when you use the Debit Memo command on the Returns or the Apply Debit Memos screen Apply Debit Memo New zl xl Commands Edit Modes Other Help 2x OK Abandon Memo No Date Period Quantity Unit Cost Ext Cost D13854 aj 09 27 2002 09 2 0000 343 5500 687 10 Field Description Memo No Enter the number of the debit memo you are applying to the line item If you enter the number of an existing debit memo Edit replaces New in the title of the Apply Debit Memo screen Date GL Period Press Enter if the correct debit memo date appears or enter a different date The associated GL period appears Press Enter to accept it or enter a different period Quantity Enter the item quantity included in the debit memo Unit Cost Enter the cost of the items returned Extended Cost The extended cost of the item appears If you change the extended cost the unit cost is recalculated Use the Proceed OK command to save the information then apply a debit memo to ano
213. screen appears when you edit or add a lot number 2515 Commands Edit Modes Other Help 2 OK Abandon Lot No 1101 aj Orig Oty 10 0000 Cost 13 9800 Ext Cost 139 80 Fulfill Qty 0000 000 Comment Field Description Lot No Enter the lot number for the item Orig Qty Enter or change the ordered quantity of the item Cost The cost of the item appears Ext Cost The extended cost of the item appears Fulfill Qty Backord You cannot change these quantities on a new order Qty Comment Enter additional information about the item Press G to go to a specific line This command is available only when there is more than one screen of items Press D to exit from the Lot Entry screen Purchase Order User s Manual 5 19 Enter Orders Daily Work Receiving Goods 5 20 If you selected the Enter Goods Received Orders option or the Enter Goods Received Invoiced Orders option on the selection screen the Receive Goods screen appears when you save the line item information or when you select the Rev goods or the Rev gds and inv command on the Orders or the Receive Goods and Invoices screen Receive Goods New loj xl Commands Edit Modes Other Information Help xtm5amus se OK Abandon Receipt No Date Period Quantity Unit Cost Ext Cost R1138 aj os 26 2002 03 1 0000 423 3500 429 95 The screen s title contains either New or Edit depending on the task
214. signed when the terminals were added to the system Use the t parameter only when you want to log on with an ID other than the default ID The terminal parameter is valid only if you are using Resource Manager for LANs The company ID c is the identification code assigned to a company If your system carries two or more companies and you do not enter a company ID the menu of the company entered by the last person who used the terminal appears The access code a is your personal password Use the Access Codes function on the Resource Manager Company Setup menu to set up access codes The most general expression for getting into OSAS takes all the parameters into account For example if you are on terminal 2 T2 working with company B and the password is apple specify that information to access the system osas t T2 c B a apple Purchase Order User s Manual Introduction Welcome to OSAS In UNIX you can enter the parameters in any order and you can use any combination You must leave a space between the parameter mark t or a and the parameter itself In Windows you can set up OSAS such that it always opens using a certain access code Open the OSAS program shortcut s properties and enter the access code and your company ID in the Target box For example using apple as your access code and H as your company ID enter the following C osas progRM osastm exe m4096 tT00 nTOO aapple cH If you want t
215. st only for debit memo number You already applied a debit memo to the serial number To change the unit cost of the serial number first enter the same debit memo number as the one you applied Wrong type number Can remove tag only for type number You applied a different invoice or debit memo number to the serial number you are trying to untag You can untag the serial number for only the invoice or debit memo listed in this message Your hard disk is full unable to finish copying The system cannot finish converting your files because your hard disk is full Delete unnecessary files optimize your hard disk or take other measures to make space Then restore the backup you made before converting the files and try again A 16 Purchase Order User s Manual Common Questions These commonly asked questions about the Purchase Order system are divided into the following categories Installation Purchase Orders Receiving Orders Order Entry Serial Numbers and Posting Installation How do I use Accounts Payable after install Purchase Order When you install Purchase Order Accounts Payable is not on the main menu You must enter your Accounts Payable transactions through the Purchase Order system as invoiced orders Purchase Orders How can enter a prepaid order You can enter a prepayment on the Order Totals screen when you enter the order Order totals are just memo totals the system does not use them in any calcu
216. t Cost 1 0000 2 2500 b gt o 1 0000 1 0000 1 0000 Ud lad 000001 of 000005 Total 5 0000 2 2500 Ext Cost 11 2500 Enter edit Done The receipt number date GL Period item ID and quantity ordered you entered for the order appear The screen also lists a running total of the items for which you ve entered lot and serial numbers the total and the extended cost of the item The system updates totals and extended costs when you finish line item entry 5 26 Purchase Order User s Manual Daily Work Enter Orders The quantity ordered defaults to 1 for serial items until you enter the serial numbers for each individual item because individual serialized items cannot share serial numbers unlike individual lotted items Use these commands to work with the lot and serial numbers on the screen Press Enter to edit the selected line s unit cost or to add a comment Press A to add a new serial or lot number The Line Entry screen appears when you edit or add a lot or serial number 2515 Commands Edit Modes Other Scroll Commands Help TXE a Abandon Serial Number 12 10293 aj Quantity Received 1 Unit Cost 2 2500 Comment Enter the lot or serial number for each item you received When you enter a lot number a screen appears so that you can enter serial number information associated with that lot Continue entering l
217. t Orders option to delete the order from the system When you post orders the deleted order is erased from the POOHxxx and POORxxx files 5 4 Purchase Order User s Manual Daily Work Enter Orders e Ifyou want an audit trail that is more detailed than the Open Order Report and the order you want to cancel has been posted enter a return to back out the order see Enter Returns on page 5 45 To cancel an order that has not been posted enter a return for the order with Invoice Received status so that it is posted at the same time as the return You can assign Cancel status only to orders with New or Printed status You can cancel a line item only if the quantity received is zero and you have not applied an invoice against it To cancel a line item change the status of the line to Cancelled when the line item is on the screen Cancel an order only when you know that you will not receive goods A cancelled order is treated like an order that never existed If you cancel an order and then claim credit by returning goods that according to the system s records were never purchased you distort values throughout your Inventory and Purchase Order systems Purchase Order User s Manual 5 5 Enter Orders Daily Work Transaction Type Selection Screen Select Enter Orders from the Daily Work menu A selection screen appears Transaction Type 1 loj xl Commands Edit Modes Other Help 5 m 4 ok Abandon
218. t Standard or enter S if you want to print the report in standard width or select Compressed or enter C if you want to print it in compressed width Click OK or press Enter to begin printing the report If you want to stop printing after it has begun press Ctrl Break Click OK or press Enter to continue View the Report using Print Preview Windows Workstations Only The Print Preview option is only available for workstations running Windows However before Print Preview will work you must add a sysprint device line in the config bbx file for that printer Use the Devices function on the Resource Manager Workstation Configuration menu to add this line Follow these steps to view a report using Print Preview 1 2 Select Print Preview in graphical screens or enter R in text screens If multiple printers are available for the terminal either select the printer from the list or enter the appropriate code for the printer and press Enter Use the Devices function on the Resource Manager Workstation Configuration menu to add printers to the terminal Click OK or press Enter to continue Purchase Order User s Manual 1 69 Reports Introduction 4 When available either select Standard or enter S if you want to view the report in standard width or select Compressed or enter C if you want to view it in compressed width 5 Press Enter The Print Preview screen displays the report as it will look when printed out in h
219. t command 1 72 Left Arrow function key 1 57 line item receiving goods for 5 33 line items applying invoices to 5 33 cancelling 5 5 editing 5 12 editing for returns 5 47 entering 5 12 live data changing to 1 30 1 35 Lot Inventory Lookup function key 1 49 1 56 pull down menu command 1 49 lotted goods applying invoices 5 28 entering for debit memos 5 76 receiving 5 25 returning 5 60 Purchase Order User s Manual lotted items 1 9 1 10 1 12 lotted serialized goods applying invoices for 5 31 entering for debit memos 5 77 receiving 5 26 returning 5 62 M mailing labels 1 8 3 15 8 3 Maintenance function key 1 44 pull down menu command 1 44 tool button 1 50 manual conventions 1 19 Master File Lists menu structure 1 8 Material Requisitions function 1 12 posting to inventory item accounts 3 10 Menu styles 1 20 menus Daily Work 1 7 File Maintenance 1 8 Information Inquiry 1 7 information menu 1 61 Master File Lists 1 8 structure in Accounts Payable 1 7 structure in Purchase Order 1 7 Transaction Type Enter Orders 5 6 Enter Returns 5 46 miscellaneous debits 5 45 mouse commands click 1 19 deselect 1 20 double click 1 19 right click 1 19 MRGLxxxx table description 7 14 setting up 3 12 MS DOS prompt tool button 1 34 N new status 5 4 6 7 Purchase Order User s Manual for returns 5 45 Next Line command function key 1 48 1 57 pull down menu command 1 48
220. t the problem and select the function again A 4 Purchase Order User s Manual System Messages GL account is a memo account You cannot use a memo account as the expense account for a line item GL account is not in Master file The account number you entered is not in the GLMAxxx Master file Enter the correct account number the Inquiry F2 command is available Goods record is missing A critical error has occurred Get help from a support technician Insert not allowed when applying invoices only You cannot use the Apply Invoices option on the Transaction Type selection screen to insert a line item You cannot apply invoices to goods you have not received or not entered which is what an Insert command here would do Similarly the Append command is not available on the Apply Invoices screen You can use any other option on the menu Invalid date mm dd yyyy Invalid date dd mm yyyy The date you entered is invalid or the format you used is incorrect for example American format in a European format system This message is usually accompanied by one of two explanatory messages Month out of range 1 to 12 Day out of range 1 to nn If you entered an invalid date press Enter and enter a valid one You can enter dates in either format 010102 or 01012002 Purchase Order User s Manual A 5 System Messages Invalid entry The information is not valid in the field where you entered it Ch
221. t to view detail information enter a date from which to view information if desired then press Enter to view invoice or payment information Use the commands at the bottom of the screen to switch between or change customers view totals or select the line item to view Use the Exit F7 command to return to the function screen from which you accessed the History command Purchase Order User s Manual Introduction Information Menu Documents The Documents command lets you view or open documents attached to certain master file records You cannot use this command to attach a document to a record instead use the appropriate File Maintenance function to attach documents Before you can open documents you need to have the appropriate file associations set up in the File Types function on the Resource Manager Workstation Configuration menu The entries you make in this function help OSAS identify which software applications to use to open attached documents See the Resource Manager User s Manual for more information The Documents screen appears after you access the Documents command The Employee Documents screen is shown below as an example amp Employee Documents E 5 xl Commands Edt Modes Other Scroll Commands Help 5 re ma g OK Abanden 2 Boure Linda C Employee ID BOunDaot Document Name ID doc bb o 111444 Line
222. t work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time Backing up Programs Once a month or so back up your programs Even though these files do not change backup media can be damaged or deteriorate so it pays to have a fresh copy in storage in case you need it Media Keep more than one set of backups in case one set is bad or damaged Rotate the sets of backup media keeping one set off site 3 20 Purchase Order User s Manual Information Inquiry Purchase Orders Purchase Order User s Manual 4 3 4 1 4 2 Information Inquiry Introduction Purchase Order shares some Accounts Payable menus with some of its own functions Information Inquiry Daily Work File Maintenance and Master File Lists Refer to the Accounts Payable User s Manual for questions on these shared menus or for questions on functions not covered in this manual Purchase Order User s Manual Purchase Orders Use the Purchase Orders function to view transactions in the POOHxxx and POORxxx Open Order files Purchase Orders Screen Select Purchase Orders from the Information Inquiry menu This screen appears Li 2519 Commands Edt Modes Other Scroll Commands 2x ik Abandon Batch ID Vendor i InvoiceNo E Loc ID i Receipt No PO date ET Req Date Status All Y Ship Via PO N
223. te 09 27 2002 Item ID 310001 Qty Shipped 3 0000 Serial Number Comment Tag Unit Cost a 306 9700 E DSWw6467109 m 013854 306 9700 E DSW6467110 m 013854 306 9700 xi xj zl 000001 of 000003 Average Cost 306 9700 Extended Cost 920 91 Enter tag untag Tag all Untag all Edit Done The screen lists the debit memo number date item ID and quantity shipped The average and extended costs for the item appear in the lower right corner of the screen The extended cost is updated if you edit the unit cost for an item The Tag field indicates whether the debit memo you entered on the Apply Debit Memos screen includes the line item If the line item is tagged the check box is selected or YES appears in text mode the line item is included in the debit memo if the item is not tagged the check box is clear or NO appears in text mode the line item is excluded from the debit memo 5 74 Purchase Order User s Manual Daily Work Enter Returns Commands Use these commands to work with the serial line items on the screen Press Enter to tag the selected serialized item as included in the debit memo e Press T to tag all serialized items listed as included in the debit memo Press U to untag all items listed for the debit memo e Press E to edit the selected line item You must tag the line item to include it in the debit m
224. te PO numbers 3 11 Orders deleting 5 9 editing 5 7 OSAS running 1 4 setup considerations 2 5 system requirements 1 4 output device printer 1 69 parameters access code 1 4 command to start OSAS 1 4 company ID 1 4 general expression 1 4 terminal ID 1 4 partial shipments receiving B 2 partial key inquiry 1 54 Paste function key 1 45 1 58 pull down menu command 1 45 tool button 1 50 Pay Invoices function 1 13 PgDn inquiry command 1 55 report command 1 72 scroll region command 1 48 1 57 PgDn function key 1 44 PgUp function key 1 50 inquiry command 1 55 report command 1 72 scroll region command 1 48 1 57 PgUp function key 1 44 PO number warning on duplicate 3 11 POCTxxx file 1 8 PODExxx file 1 9 POLSxxx file 1 9 POOHXxxx file 1 9 POORxxx file 1 9 POPQxxx file 1 9 Pop Up Calendar tool button 1 50 PORGxxx file 1 9 PORIxxx file 1 9 PORTxxx file 1 9 1 14 POSHxxx file 1 9 setting up 3 7 3 15 Post Payments function 1 13 1 14 Post Transactions function 6 23 in detail or summary 3 9 posting before 6 28 debit memos 6 27 effects on Accounts Payable 6 23 effects on General Ledger 6 24 effects on Job Cost 6 24 failure B 5 material requisitions 1 12 3 10 orders and returns 1 11 payments 1 13 1 14 post without printing reports 3 11 returns 6 26 transactions in detail or summary 3 9 vendor name in journal entries 3 11 POTBxxx file 3 12 7 5 prepaid
225. te the audit trail Purchase Order User s Manual Enter Returns Use the Enter Returns function to perform these tasks e return goods to a vendor e apply debit memos to returned goods transactions make miscellaneous debit entries Returning goods updates your Inventory system immediately Return goods only after you have physically removed the goods from inventory To add delete or cancel line items or correct quantity mistakes you discover after you have entered the return use the Edit Returns option on the Transaction Type selection screen page 5 46 if you do not want to change the status of the return information You cannot edit a line item to which you have applied a posted memo These return statuses appear in inquiry windows New Printed Goods Received Invoice Received Returned Returned Debit Memo Cancelled You can apply debit memos only to returns with Returned Returned Debit Memos status Purchase Order User s Manual 5 45 Enter Returns Daily Work Transaction Type Selection Screen Select Enter Returns from the Daily Work menu The Transaction Type selection screen appears Transaction Type loj xl Commands Edit Modes Other Help 2X amp B amp OK Bandon Goods Retumed Goods Retumed and Debited Edit Retums Apply Debit Memos Select the type of transaction you want to work with e Select Goods Returned to enter returns for
226. ter You can also account for returned goods and cancelled returns File Information 1 8 Purchase Order makes use of several Accounts Payable files see the Accounts Payable User s Manual Purchase Order files are described below The APBTxxx Batch Control file stores information about the batches in which purchase orders are entered printed and posted The POCTxxx Control file stores records for each terminal ID where a recurring or regular entry is being entered or edited The POLIxxx Lot Serial Invoices file stores information linking invoices received in the PORIxxx file and serial lotted items in the POLSxxx file The POLRxxx Lot Serial Received file stores information linking goods received in the PORGxxx file to serialized lotted items in the POLSxxx file The POPOxxx Restart file temporarily stores the last purchase orders that were printed The information is replaced the next time you print purchase orders Purchase Order User s Manual Introduction The Purchase Order System The POOHxxx and POORxxx Open Order files store records for orders and returns entered through the Enter Orders function Enter Returns function and Copy Recurring Orders function before they are posted If Purchase Order interfaces with Inventory these functions update serialized and nonserialized item balances and costs in the INVExxx Items file The POOHxxx file stores header and totals information the POORxxx file stores li
227. terface with Job Cost or if you did not enter a job ID the account number is selected in this order 1 Ifyou assigned an account number in the vendor s record that number appears 2 If Purchase Order interfaces with Inventory and you entered an item ID the inventory account from the item location appears 3 If Purchase Order does not interface with Inventory or if the line is for a noninventory item and no account number is entered in the vendor record the inventory account from the DFxxxxxx table appears Accept the current account number or enter a different account number The Inquiry F2 and Maintenance F6 commands are available if Purchase Order interfaces with General Ledger Enter the number of units you are ordering If Purchase Order interfaces with Inventory and you entered an item ID the quantity on order in the item record is increased by the quantity you enter here unless you entered a job ID If the vendor is set up for the item Purchase Order uses the last ordered quantity as the default 5 15 Enter Orders Daily Work Inquiry Maint 5 16 Field Units Unit Cost Description If Purchase Order interfaces with Inventory and you entered an item ID accept the current base unit of measure or enter an alternate unit of measure The Inquiry F2 and Maintenance F6 commands are available if Purchase Order interfaces with Inventory If Purchase Order does not interface with
228. the item appears regardless of your choice of inventory costing methods Accept the current unit cost or enter a different unit cost You cannot change this field for returns with returned debit memo status If Purchase Order does not interface with Inventory or if you did not enter an item ID enter the unit cost Accept the current extended cost the quantity times the unit cost or enter a different extended cost If you change the extended cost the unit cost is updated accordingly You cannot change this field for returns with Returned Debit Memo status Purchase Order User s Manual Field Total Ship DM Quantity Bal Due Goods Qty Bal Due DM Qty Current Goods Quantity Current DM Quantity Current Debit Memo Ext Cost Posted Goods Quantity Posted DM Quantity Posted Debit Memo Ext Cost Purchase Order User s Manual Enter Returns Description The unit and extended costs you enter here appear in the Apply Debit Memo screen of the first debit memo you enter for the line item When you enter the extended cost the Return Authorization screen appears see Authorizing Returns on page 5 56 for more information The total quantity posted and unposted of goods you shipped to the vendor appears The total goods quantity posted and unposted to which you applied debit memos appears The quantity you have not shipped Returned Goods Qty minus Total Ship appears The quantity to
229. the Change Open Invoice Status function To place individual invoices on hold or release some invoices that are on hold use the Hold Release Invoices function Use the Prepare Checks function to indicate to the APCHxxx file the released invoices that are due to be paid When checks are prepared a log showing which payments were prepared is produced To look at which payments have checks prepared and remove a payment from the list if necessary use the Select Payables function Before you print the checks produce the Edit Register to get a list of the checks that have been cleared to print Use the Print Checks function to print the checks Then print the Check Register for an audit trail of the checks you printed When you have printed all the checks use the Post Payments function Information is moved from the APCHxxx file to the APHIxxx and APHSxxx files and to the APHCxxx file if you keep check history If you spot checks that should not have been printed use the Void Checks function to void a check Producing Reports The reports available in Accounts Payable are also available in Purchase Order See the Accounts Payable User s Manual for a description of those reports Purchase Order User s Manual 1 13 The Purchase Order System Introduction In addition Purchase Order provides several unique reports The POOHxxx and POORxxx files provide information for several reports e The Open Order Report identifies open order
230. the Generate Orders function and to view totals for the items you select MNO0O01 x 40 MNO001 X 40 Builders Supply Purchase Requisition Report Flagged Unflagged Requisitions with Vendors by Item ID Units Vendor ID Vendor Name ACEO01 ACE PLUMBING SUPPLY COMPANY MILOOl MILLWORK LUMBER amp CABINETS MILOOl MILLWORK LUMBER amp CABINETS Purchase Order User s Manual Source Date Initiated Entered By PO 11 03 2000 Jackie W Item 100 TOTAL PO 09 30 2002 Jackie W Item 450 TOTAL PO 09 30 2002 Jackie W Item 460 TOTAL GRAND TOTAL Quantity Extended Cost 6 5 Print Orders When you print purchase orders and debit memos on forms purchase order statuses change from New to Printed but returns statuses do not change To inspect your purchase orders and debit memos before you print the forms produce the Open Order Report If you need to change some orders select the Edit Orders option in the Enter Orders function If you need to change some returns select the Edit Returns option in the Enter Returns function Use the Print Purchase Orders For field on the Print Orders screen to select which orders to print and to change order status e Select New Orders to change order status to printed e Select Lost Orders to leave order status as is e Select A List Of Orders to select up to 100 orders to print at one time from the list that appears If you are restarting a print job due to p
231. the Returns Journal see page 6 15 to make an audit trail This step is especially important if you cancelled some orders Purchase Order User s Manual 5 7 Enter Orders Daily Work Entering Header Information Inquiry Maint 5 8 When you select an option from the selection screen the Header Information screen appears 21515 Commands Edit Modes Other Information Help DK Abandon Batch ID 00 01 af Date 09 26 2002 Status Inv Rcvd Purchase Order No 00000041 aj Location ID MNOO01 9 MINNEAPOLIS WAREHOUSE Vendor ID ACEO0 aj Ship to ID 001 aj ACE PLUMBING SUPPLY COMPANY Bill Folz 6769 GOLDEN GATE DRIVE 1124 Hennepin Ave Suite 105 Minneapolis MN SANFRANCISCO CA Jf y 55420 Terms Code 003 9 Type FOB TemsDesc 1 10 30 Terms 1 0 Days 10 NetDays 30 Ship Via FedEx Tax Group 7 5 Ordered By lon Notes Received By 1 Requested Ship Date 10 01 2002 Field Description Batch ID Enter the batch ID Use the batch ID to group orders by purchasing agent by time entered or in any other way that fits your operations You can print and post batches of purchase orders while others are working with different batches at the same time If you have entered previous orders the batch ID you entered previously appears to speed data entry Purchase Order No If you are entering an order for the first t
232. ther item or use the Exit F7 command to return to the Returns screen page 5 65 5 64 Purchase Order User s Manual Daily Work Enter Returns Returns Screen The Returns screen appears when you finish entering line item information using the Goods Returned and Edit Returns options on the Transaction Type selection screen when you finish applying debit memos using the Goods Returned and Debited option when you save header information for a return with line items or when you save the returns totals and debit memo totals 2519 Commands Edit Modes Other Scroll Commands Information Help xt E El 26 GF Abandon Vendor ID ACEOO1 ACE PLUMBING SUPPLY COMPAN Batch 000001 Ret No 00000046 Ship toID 001 Bill Folz LocID MNOOO1 Status Returned Item ID Quantities Units Unit Cost Description Ret Shp Dm Status Extended Cost Last DB Memo Electrical Package 2 0000 OPEN z 2 0000 34355 920001 1 0000 EA 347 11 Stove Black 1 0000 347 11 1 0000 34711 3 0000 EA 306 97 ZI 3 0000 z bs Entry 001 of 004 Return Totals Subtotal Sales Tax Freight Misc Disc Prepaid Total 2034 92 97 54 00 00 2192 46 00 00 Enter edit Debit memo Append Header Totals View Online Goto Nest Trans Company 09 30 2002 Terminal T000 OVR The Returns screen is divided into three sections
233. ting Software 4 Yvvvvvvvvvvv OPEN SYSTEMS Accounting Software You can exit from a menu in these ways Press the left arrow key to go to the previous menu one menu up e the mouse over a different menu choice Press the Tab key to go to the OSAS menu e Click the Close box in the upper right corner of the window to close OSAS e Use Exit F7 to close OSAS e Select Exit from the File menu to close OSAS Purchase Order User s Manual 1 29 OSAS Graphical Menu Introduction Main Menu Elements 1 30 Pull Down Menus When using the graphical menus you can use the pull down menus and toolbar buttons to access functions without using the function keys While the function keys work in graphical menus the menu bar and toolbar buttons give you a choice in accessing these functions The OSAS pull down menu bar is shown below T000 OPEN SYSTEMS Accounting Software File Modes Tools Favorites Other Help To access the menu s commands click one of the menu titles The menu for that heading appears and lists available commands followed by any hot key combinations in brackets To use a command either click the command name or press the hot key s listed File Menu File Modes Tools Favorites Other Help Access code lt F4 gt ES Sample dataset lt F5 gt Workstation date F6 Exit lt 7 gt Description Access Code Ope
234. tion Accept the current unit of measure or enter the unit of measure for the item The Inquiry F2 and Maintenance F6 commands are available if Purchase Order interfaces with Inventory Enter the unit cost of the item or press Enter to skip this field The extended cost of the item appears Accept the current date or enter the date the item information was entered Enter the name of the person who entered the item information or press Enter to skip this field Accept the current source ID or enter the ID of the application that is the source of the item information Enter the reference name associated with the vendor or press Enter to skip this field Use the Proceed OK command to save the information and return to the Generate Orders screen Purchase Order User s Manual 5 83 Copy Recurring Orders Use the Copy Recurring Orders function to copy recurring orders from the APRHxxx Recurring Entries file to the POOHxxx and POORxxx Open Order files when you enter orders Use the run codes and cutoff dates that you set up to copy the batches according to your schedule Recurring orders are copied to the POOHxxx and POORxxx files as orders with invoice received status The system assigns the order number R PO received order to every recurring order to which you did not assign an invoice number If you are using Purchase Order on a multiuser system make sure that no one else is using any Purchase Or
235. tion On the graphical and start style main menus the right click menu gives you quick access to commands that help you manage commands on your Favorites menu switch between sample and live data perform certain setup tasks and view function information To access the menu click the right mouse button anywhere on the graphical or start style main menu Purchase Order User s Manual Introduction OSAS Graphical Menu Command Description Add to Remove Use the Add to Remove Favorites Menu button to Favorites F10 add the desired submenu or function to or from your Favorites menu Change to Favorites Toggles your display menu between the Favorites Main and main menus F2 Sample Data Live Switches between sample and live data Data F5 Setup F9 Performs certain application setup tasks For example in General Ledger you can select the year with which you want to work If Setup is required in an application the application s user s manual describes its use Function Displays information about the selected function Information F1 Data Set Data Set Live Data C Sample Data On the start style main menu you can select the Live Data radio button to work with live data or select the Sample Data radio button to work with sample data You can also press F5 to toggle between sample and live data Change Company Field H Builders Supply m On the start style or graphical main menu select the company to change to from
236. tion F1 Help Esc H Opens the help description for the selected application function You must be within an application menu to access this command F2 Esc W Toggles between the Favorites and main menus Favorites F3 Change Esc D Allows you to switch to a different company Company F4 Access Esc O Allows you to enter an access code Code mer Pressing this key or key combination twice opens a utility menu similar to the Other Commands menu on graphical screens See Other Commands Menu on page 1 32 for more information on the commands available F5 Live Esc X Switches between live and sample data Sample Data F6 Esc F Allows you to change the workstation date Workstation Date F7 Exit Esc M Exits from OSAS F8 Print Esc L Allows you to output the current screen to a Screen printer print preview window or file F9 Change Esc U Allows you to change to a different fiscal year Year when you are inside the General Ledger or Payroll menus Purchase Order User s Manual 1 25 OSAS Text Menu Introduction Command Alternate Key Key Description F10 Addto Ctrl Z Pressing this key or key combination on the Delete main menu adds the selected application or Favorites function to your Favorites menu Pressing this key on the Favorites menu removes the selected application or function from the Favorites menu Shift F2 Esc l Opens a screen listing information about the Application applicati
237. to accounts payable sales tax freight miscellaneous and expense accounts in the GLJRxxx file Purchase Order interfaces with Job Cost the PORGxxx PORIxxx PORTxxx POOHxxx and POORxxx files update the cost information in the JOBSxxx and JOHIxxx files Batching Using the batching feature in your daily work will increase your productivity and will enable you to better control your daily transactions Using the batch function allows you to group certain transactions by batch to help streamline entry printing and posting tasks Purchase Order User s Manual 1 11 The Purchase Order System Introduction Material Requisitions When you work with material requisitions the flow of information is identical in Purchase Order and Accounts Payable When you enter material requisitions the key unit is the requisition A requisition holds one or more requisitioned items Information about unposted and backordered material requisitions is stored in the APMDxxx and APMHxxx files When you enter a line item for a lotted or serialized item the serial number lot number requisition number and associated line item entry number are stored in the APMSxxx file When you post material requisitions several things happen e Backorders are created in the APMDxxx and APMHxxx files for partially filled requisitions e Fully filled requisitions are removed from the APMDxxx and APMHxxx files and serial numbers are removed from the APM
238. try screen appears if you selected the Goods Returned or the Goods Returned and Debited option on the Transaction Type selection screen or when you press Enter or A on the Returns or the Apply Debit Memos screens Commands Edit Modes Other Inventory Lookups Help 2x bpe mml g OK Abandon Entry 002 Line Status Den z Tax Class oo aj Job Phase ID 1 m ltem 920001 aj Serialized Cost Code 3 Desc Stove Black GLAccount 104000 aj GL Desc INVENTORY RAW MATERIALS Goods Oty Units DM Quantity Unit Cost Extended Cost Retumed 3 0000 JEA al 347 1100 347 11 Total Ship 0000 0000 Bal Due 1 0000 1 0000 Debit Memo Ext Cost Current 0000 0000 00 Posted 0000 0000 00 If you are editing a line item this screen is called the Edit Line screen If you are adding a line item this screen is called the Append Line screen Field Description Line Status When you add a line item the status of the line is Open and cannot be changed When you edit a line item valid statuses are Open Completed or Cancelled Open means that the line item was returned but not credited Completed means that the line item was returned and credited Cancelled means that the return was cancelled as though no return had been entered Item If Purchase Order interfaces with Inventory and you are returning an inventory item enter the item number or press Enter to skip this field Use the Maintenance F6 command to open the Items function
239. u 820003 aj Batches to Print 2 Additional Description Format Short X Status Select C New Order Number Current Receipts Printed Vendor ID Posted Receipts ni C New and Printed Item ID Current Invoices Active C Job and Phase Posted Invoices n C Retumed C Requested Date Completed Lines C Cancelled C Status Cancelled Orders All Cancelled Lines n Company 08 30 2002 Terminal T000 OVR Purchase Order User s Manual 6 3 Printing a Transaction Report Transaction Reports 6 4 2 Select the range of information to include in the report in the From and Thru fields The Inquiry F2 command is usually available for these fields to let you select beginning and end range values from the list that appears Leave these fields blank to include all values in the report If the screen contains entry fields for example for entering date ranges enter the appropriate values to use when printing the report If you elected to use transaction batching in the Resource Manager Options and Interfaces function select the batches you want to include in the report If the screen contains options that control what type of information is included in the report for example print only the orders with a certain status a certain category select the option you want to use to print the report If the screen contains options that control how information is sorted or printed on the re
240. u to perform various tasks such as changing the system date entering access codes switching between sample data and live data and so on You can access commands in these ways if a button or pull down menu selection is muted or gray it is not available for use e Click the appropriate graphical tool button e Select the command from a pull down menu Press the associated keyboard hot key If you use the graphical menu you can select application menus and functions by clicking the function or menu name on the menu or by highlighting your choice and pressing Enter If you choose the start style menu you can select applications from the main menu by using the arrow keys to highlight your choice and pressing Enter by clicking the selection or by holding the mouse cursor over the selection until the menu appears From any application menu you can select a button from the previous menu to move directly to that menu If you are several menu levels away from the main menu you can return to the main menu by clicking items on the previous menus Purchase Order User s Manual 1 27 OSAS Graphical Menu Introduction Graphical Main Menu j T000 OPEN SYSTEMS Accounting Software B zi xj File Modes Tools Favorites Other Help EO 5 OPEN SYSTEMS Accounting Software Main Menu General Ledger 2002 Journal Transactions GENERAL Report Writer Journal Transactions Transactions ODBC K
241. up a DISCxxxx table the amount the discount is calculated from includes sales tax freight charges and miscellaneous charges Accept the first payment amount the ordered total minus the prepayment and cash discount or enter a different amount it must be less than the order total If you change the amount of the first payment the remaining payment appears in the Payment 2 field 5 39 Enter Orders Daily Work Field Due Date 1 Payment 2 Due Date 2 Payment 3 Due Date 3 Description If you entered discount terms on the header screen the first due date is calculated from the number of due days you entered in the Terms Codes function see the Accounts Payable User s Manual Accept the current date or enter a different date If you changed the amount of the first payment the second payment the ordered total minus the prepayment cash discount and first payment appears Accept it or enter a lower amount If you change the amount of the second payment the remaining payment appears in the Payment 3 field Enter the date the second payment is due If you entered an amount for the first and second payments the remaining payment appears If you need to split an invoice into more than three payments post the order Then use the Hold Release Invoices function see the Accounts Payable User s Manual to split it further Enter the date the third payment is due When you approve the totals you
242. urns Daily Work Returning Serialized Goods If you are returning serialized goods this screen appears Return Serialized Goods Entry Commands Edit Modes Other Scroll Commands Help 2X mal g at Retum Number 66 15234 Date 09 30 2002 GLPeriod 09 Item ID 310001 Qty Returned 3 0000 Serial Number Comment Qty Shipped Unit Cost D 108 1 0000 00 zj 2 DSw6467109 1 0000 306 3700 aj DSwB467110 1 0000 306 3700 4 F ij zj 000001 of 000003 Total 3 0000 306 9700 Ext Cost 920 9100 Enter edit Done The screen lists the return number and the date and GL period the item s return was authorized The screen also lists information about the item returned such as item ID quantity returned total and average unit cost and extended costs A running total of serial numbers entered for individual items appears in the lower left corner Use these commands to work with the serial numbers in the scroll region e Press Enter to edit the selected line The Edit Serial Number screen appears e Press A to add a serial number The Add Serial Number screen appears e Press D to exit from the Return Serialized Goods Entry screen 5 58 Purchase Order User s Manual Daily Work Enter Returns Append Edit Serial Number Screen The Append Edit Serial Number screen appears when you add or edit a serial number line If you are editing a se
243. use transaction batching in the Resource Manager Options and Interfaces function select the batches you want to post Purchase Order User s Manual 6 29 Post Transactions Transaction Reports 4 Ifyou want to post all invoices as held select the check box or enter Y in text mode if not clear the check box or enter N in text mode If you post invoices as held you must later use the Hold Release Invoices function see the Accounts Payable User s Manual to release each invoice for payment If you do not post them as held you can use the Hold Release Invoices function to hold individual invoices The fiscal year you entered in the Enter Orders function appears 5 Select the output device to produce the posting log See Output the Report on page 1 68 for more information on output devices After posting completes and the log is produced the Transaction Reports menu appears 6 30 Purchase Order User s Manual Transaction Reports Post Transactions Post Transactions Log 09 30 2002 4 07 PM Builders Supply Post Purchase Orders to A P Current Fiscal Year Terminal Batches Posted 000001 000002 000003 4233 97 4233 97 Amount posted to open invoice file Vendor file History file 4233 97 02 30 2002 4 07 PM 4mount posted to GL period 09 1993654 Series Number pMesss Series Number 13854 Electrical 13854 Stove Black D13854 Dishwasher Bla D13854 Paint Ivory Freight Misc I
244. using Windows you can use either text or graphical function screens independently of the main menu For example you can use text function screens even if you are using the graphical main menu and vice versa Select GUI Functions from the Modes menu or press Shift F6 to toggle between the text and graphical modes for function screens 1 20 Purchase Order User s Manual Introduction Conventions Access Codes Your company can limit use of the system by defining access codes and assigning them to employees Each code allows access to specific applications menus and functions If you cannot select a menu your access code is not authorized for it Use the Access Codes function on the Resource Manager Company Setup menu to set up access codes If you have more than one access code select Access code from the File menu or press F4 The Access Code box appears the example below uses the graphical mode Enter the access code you want to change to then click OK or press Enter Workstation Dates To change the workstation date select Workstation date from the File menu or press F6 The Workstation Date box appears the example below uses the graphical mode 2 St Workstation Date OK 14 2002 j System Date Abandon Exit Use the buttons or your keyboard to enter the date and click OK or press Enter to change the workstation date Click System Date to change the workstation date to match the operating system date
245. ve Goods screen Receive Serialized Goods Entry d Commands Edt Modes Other Scroll Commands Help 5 pel ma g Di Receipt Number R11053 Date 09 26 2002 GLPerod 09 Item ID 900 Qty Ordered 5 0000 Serial Number Comment Qty Received Unit Cost LTQ6131012 1 0000 239 6600 Lr p pr CIE 000001 of 000001 Total 1 0000 239 6600 Ext Cost 239 6600 Enter edit Append Done The receipt number date GL Period item ID and quantity ordered you entered for the order appear The screen also lists a running total of the items for which you ve entered serial numbers the total and the extended cost of the item The system updates totals when you finish line item entry You must enter different serial numbers for each item in the order Purchase Order User s Manual 5 23 Enter Orders Daily Work 5 24 Use these commands to work with the information on the screen Press Enter to edit the selected line s unit cost or to add a comment Press A to add a new serial number The Append Edit Serial Number screen appears when you edit or add a serial number Append Serial Number loj xl Commands Edit Modes Other Help 2Xt Bel g al 7 OK Abandon Serial Number LTQ6131012 aj Quantity Received 1 cull Unit Cost 239 6600 Comment Enter the serial number for each item you received The quantity received is always 1 you must ent
246. view File or E mail for selected reports If you are using text function screens you have these options Printer Preview File Screen or E mail for selected reports See the following instructions for details If you are using graphical screens the Output Information dialog box appears after you select the range of information to print in the report Output Information E Default Printer Laser Print log Laser Printer PSL Print Setup Laser LPD Windows Default Printer Dot Matrix n PDD PrintDialog Dot Matrix 50 Print Setup Dot Matrix rn LPW Windows Default Printer Wide Carriage Eile PDW Print Dialog Wide Carriage Dot Matrix 229 PSW Print Setup Wide Carriage Dot Matrix File Name OK Cancel If you are using text screens these options appear at the bottom of the screen after you select what to print in the report and how it is organized Output device P rinter p Rjeview F ile S creen 8 na 1 68 Purchase Order User s Manual Introduction Reports Print the Report 1 2 Select Printer in graphical screens or enter in text screens If multiple printers are available for the terminal either select the printer from the list or enter the appropriate code for the printer and press Enter Use the Devices function on the Resource Manager Workstation Configuration menu to add printers to the terminal When available either selec
247. voice or a debit memo to all the line items because the order or return total will exceed its mask Press N at the Receive Invoice All Receive and Invoice All or Debit All prompt Then process the line items manually Total DM quantity must be zero before entry can be cancelled Before you can cancel a line item you must reverse the debit memos you applied to the line so that the debit memo quantity is zero Total quantity applied cannot exceed quantity returned You cannot apply a debit memo to a return for a greater quantity than was assigned to the original return A 14 Purchase Order User s Manual System Messages Total quantity invoiced cannot be greater than total quantity received The total quantity posted and unposted you applied invoices to for the line cannot be greater than the total quantity posted and unposted you received for the line Total quantity received and invoiced must be equal to type entry You cannot cancel a line item if the quantity received is not equal to zero or if you applied an invoice to the line item You cannot complete a line item unless the quantities received and invoiced are equal Total returned quantity and debit memo quantity must be equal to complete entry The returned quantity and the debit memo quantity must be equal before you can change the status of the line to completed Unit cost is too large The unit cost of the line item is too large to fit in the space provide
248. which you did not receive credit See Entering and Editing Returns on page 5 47 for more information e Select Goods Returned and Debited to enter returns for which you received credit See Entering and Editing Returns on page 5 47 for more information e Select Edit Returns to edit return goods transactions See Entering and Editing Returns on page 5 47 for more information e Select Apply Debit Memo to apply a debit memo to a return goods transaction See Applying Debit Memos on page 5 72 for more information The Goods Returned Goods Returned and Debited and Edit Returns options are general options returns can have line items of any status The Goods Returned and Debited option is the most general you can add or change information about line items of any status and apply debit memos at that time or wait until later By contrast the Apply Debit Memos option works only with returns for which the line items have Returned status 5 46 Purchase Order User s Manual Daily Work Enter Returns Entering and Editing Returns Select the Goods Returned and the Goods Returned and Debited options on the Transaction Type selection screen to enter returns Select the Edit Returns option to edit a return but not necessarily to apply a debit memo to it Before you edit or cancel returns or line items print the Open Order Report see page 6 9 so that you have the correct order numbers and print the Purchases Journal see page 6
249. wildcard characters to restrict or widen the search Searches for an item based on item description When you enter the description you can use the and wildcard characters to restrict or widen the search Purchase Order User s Manual Introduction Menu and Function Commands Scroll Region Commands When the prompt gt is in a line item scroll region you can use the following commands The buttons are available only in graphical mode Hot Key Button Home Page Up Up Down Page Down End F3 Insert Enter Iu Operation Moves to the first line item in the entire list Moves to the previous screen or to the first line if you are on the first screen Moves up one line item Moves down one line item Moves to the next screen or to the last line if you are on the last screen Moves to the last line item in the entire list Deletes the line item in the selected line Inserts a line item at the selected line Edits or views the line item in the selected line In Field Editing Commands When the cursor is in a field that contains information you can use the following commands Hot Key Right Left Delete Purchase Order User s Manual Description Moves the cursor to the right Moves the cursor to the left Deletes the character the cursor is on 1 57 Menu and Function Commands Hot Key Insert Home End F9 Undo F10 Delete to End of Line Sh
250. xt Cost 13 50 Enter tag untag Tag all Untag all Edit Done The Tag field indicates whether the debit memo you entered on the Apply Debit Memos screen includes the line item If the item is tagged the check box is selected or YES appears in text mode the line item is included in the debit memo if the item is not tagged the check box is clear or NO appears in text mode the line item is excluded from the debit memo Use these commands to work with the line items on the screen Press Enter to tag the selected item as included in the debit memo e Press T to tag all items listed as included in the debit memo e Press U to untag all items listed for the invoice e Press E to edit the selected line item You must tag the line item to include it in the debit memo you are working with before you can edit it Purchase Order User s Manual 5 77 Enter Returns Daily Work Edit the unit cost of the item if necessary and enter a comment if desired Use the Proceed OK command to save your changes and return to the Debit Serialized Goods Entry screen e Press D to exit from the Debit Lotted Serialized Goods Entry screen Enter another debit memo or use the Exit F7 command to return to the Daily Work menu 5 78 Purchase Order User s Manual Generate Orders Use the Generate Orders function to select and generate purchase orders This function can help you find the most efficient way to restore an inv
251. y lotted serialized entry screens 2519 Commands Edit Modes Other Scroll Commands Information Help 5 ra e Gk Abandon Vendor ID ACEOO1 ACE PLUMBING SUPPLY COMPAN Batch 000001 OrderNo 00000041 Ship to ID 001 Bill Folz LocilD MNOOO1 Status Inv Rcvd Item ID Quantities Units Unit Cost Description Ord Rev Iny Status Extended Cost Last Invoice 200300 EA bone X29 9501 z Air Conditioner 1 0000 DPEN 42995 2 1 0000 4293500 4 300 5 0000 EA 238 6600 Refrigerator Black 1 0000 0 1198 30 0000 0000 811003 5 0000 GAL 13 9800 Y Paint Ivory Flat 5 0000 DPEN 69 90 73 9800 Enty 001 of 003 Order Totals Memo Subtotal Sales Tax Freight Misc Disc Prepaid Total 1638 15 67 93 00 00 1766 08 00 00 Enter edit Rev gdstinv Append Totals View Online Goto Nest Trans Company 09 26 2002 Terminal T000 OVR 5 32 Purchase Order User s Manual Daily Work Enter Orders The Transactions screen is divided into these sections e Header screen information is summarized at the top of the screen e The line item scroll region appears in the middle of the screen e Memo totals appear at the bottom of the screen Commands Use these commands to work with the information on the screen Press Enter to edit the selected line S
252. y when you press Enter enter E If you want the cursor to stop at a field when you use the Jump command or when you press Enter enter T If you do not want the cursor to stop at a field leave the field blank Purchase Order User s Manual 7 17 Tables File Maintenance QRxxxxxx QRETxxxx and QZxxxxxx Tables 7 18 The QRxxxxxx table stores the quick entry stops used by the Enter Orders function when you add a return and when you enter a line item through the Apply Debit Memos option The QRETxxxx table stores the quick entry stops used by the Enter Returns function when you enter header information for the return The QZxxxxxx table stores the quick entry stops used by the Enter Orders function when you use the Edit Returns option When you enter the table ID the rest of the table appears A QRxxxxxx table is shown below lolx Commands Edit Modes Other Help 2x g DK Abandon Table ID fa R aj Description Return Debit Memos Quick Entry Table Number of Cols 2 Column Length 12 Type FIELD DATA Description jAddnl Descr GL Descr Tax Code Job ID GL Acct No Qty Returned Units Unit Cost Ext Cost RA Date GL Pd Company H 10 01 2002 000 OVR Field Description Field The fields that appear in the line item entry area when you add or change orders or returns are listed Accept the current fields or change them Purchase Order Us
253. your operations 3 Toggle between YES or NO to indicate whether you want the system to assign numbers to new batches automatically You can select YES only when you elect to use transaction batching 4 Toggle between Detail or Summary to indicate whether you want to post transactions in detail or summary 5 Toggle between YES or NO to indicate whether you want to keep history information for each line item of each purchase If you select NO the APHIxxx Detail History file is not used 6 Toggle between YES or NO to indicate whether you want the system to automatically generate purchase order numbers 7 Toggle between YES or NO to indicate whether you want to be able to enter 1 to 10 lines of additional descriptions for line items If you select NO the PODExxx Additional Descriptions file is not used 8 Toggle between YES or NO to indicate whether you want additional descriptions entered in Inventory to be copied to a line item during order entry You can select YES only if Purchase Order interfaces with Inventory and you elected to use additional descriptions 9 Toggle between YES or NO to indicate whether you want to keep additional description history If you select NO the PODExxx file and the APRDxxx Recurring Additional Descriptions file are not used Purchase Order User s Manual 3 9 Setup Checklist and Functions Setup 3 10 10 20 Toggle between YES or NO to indicate whether you want to be able t

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