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Purchase Order Entry - Data Pro Accounting Software, Inc.

1. Chapter 2 Set Up and Maintenance Page 2 25 Purchase Order Entry User Manual Internet This button allows you to view the image text audio and video files associated with this inventory item that will be used in conjunction with an internet web site Cost Layers This button allows you to view all cost layers for this particular inventory item Serial Lot This button allows you to view Serial Number or Lot Number information for a selected inventory item A scrolling screen will appear with all available Serial Number or Lot Number items When you select one of the displayed items and lt click gt on OK a screen will appear with additional information about that specific Serial Number or Lot Number This information includes an additional description Serial Number or Lot Number quantity on hand the bin number warranty flag setting and two fifty 50 character comment lines Location This button displays the Multi Location inventory inquiry This information includes the On Hand and Available Quantities of all inventory locations for each defined location for this inventory item Costs This button allows you to view the total cost and average unit cost of the item This feature is set this way for security purposes Add Mode IM0401 This option allows you to set up new inventory items Several screens will be used taking you step by step through the sequential pro
2. Bin This is a ten 10 character alpha numeric field used to identify the location number of serialized items stored in bins Warranty This checkbox is used to identify whether or not this serialized item is under warranty If the warranty field is lt clicked gt On this item will remain in the Inventory files even after it is sold so that warranty information may be kept Comments There are two lines of comments fifty 50 characters on each line to note warranty information or any other pertinent information about this individual serialized item If the item selected has a Lot type costing method the system will prompt you for a Lot Number If you are receiving into stock items that require separate Lot Numbers you should have entered individual lines of inventory for each Lot Number You may change the Purchase Order at any time before recording receipts to accommodate this separation For instance if you were receiving 50 gallons of paint that had two Lot Numbers Lot 1 and Lot 6 and you received 25 gallons of each lot you should receive these as two separate lines Therefore the Purchase Order should have two 2 lines to separate the lot numbers At the Lot Number prompt you may press TAB to choose an existing Lot Number already established or you may enter a new Lot Number After the validation of this receipt the system will prompt you for the additional information below on the Lot
3. Print 1099 This checkbox indicates whether or not you would like a 1099 form to be printed for this vendor When lt clicked gt on a 1099 will print for this vendor Tax ID This is the vendor s tax identification number that will be printed on the 1099 form GL Account This is the General Ledger expense or asset account number that would normally be used to classify purchases from this vendor The system will use this account unless changed at the time of vouchering invoices This is the General Ledger account that is debited increased to reflect the activity when vouchering a vendor s invoice Bank Account This is the default checking account number that will be used when writing checks for this vendor Insurance Carrier This is a thirty 30 character field for the vendor s insurance carrier This field along with the Policy and Exp Date fields are used to display an expiration warning when the insurance has passed the expiration date A warning will be displayed if the insurance policy has expired when performing transactions for that vendor Policy This is a twenty 20 character field for the vendor s insurance policy number This along with the Insurance Carrier and Exp Date fields are used to display an expiration warning when the insurance has passed the expiration date A warning will be displayed if the insurance policy has expired when performing transactions for that vendor
4. Bill To Name amp Address Inventory Item Number Ship To Name amp Address Unit Price Blank Line Vendor Account Number Discount by Line Blank Line Open Item Description Extended Amount Blank Line Order Date Terms Description Need By Date Overall Order Discount Vendor s S O Number Subtotal Requested By Order Total Shipping Instructions Approval Chapter 4 Print Reports Page 4 9 Purchase Order Entry User Manual Request For Proposal Infinity POWER Sample Company Inc REQUESTFORPROPOSAL Number 100147 Duplicate Account SUN1 Order Placed With Suncoast Concrete Supplies 8483 N Ulmerton Road Bldg 2 Clearwater FL 33704 Date 04 28 2006 Page 1 Ship To Infinity POWER Sample Company In 220 South Main St Petersburg FL 33702 Description Need By Last Date Vendor SO Shipping Instruction Bid on Upcoming Job 05 04 2006 05 11 2006 No Applicable Quantity UM Description ltem Number Price Amount 22 00 Flat Corner Blocks 1060178511 79 00 Skid Concrete Blocks 1060185461 388 00 Bag Cement 100 lb Bag 1060216522 Please Fax Quote ASAP Terms Tax Exempt Number Disc 0 000 39 0033 236211 Subtotal Bill To Tax 7 00 Infinity POWER Sample Company Inc 150 Second Avenue North Order Total 16th Floor St Petersburg FL 33701 USA Requested By Mary Smithson Approval Page 4 10 Print Reports Chapter 4 Purchase Order Entry
5. Page 2 38 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual EM View Inventory Item Image Tools Launch Concrete Blocks Bill of Mat This screen is used to enter all inventory items which go into the manufacture of the current assembly This bill of materials may consist of up to one thousand 1000 total raw materials sub assemblies and by products W Bill of Materials 00 100 8x10 BLT Tools Launch Edit Navigation Mea o AAA ve Detail sma a Chapter 2 ltem 2 3 Component Item ltem Description Unit Cost Total Cost Quantity On Hand 501 1670 e 3 38 30 501 1677 201 27 X 41 Poscas 3 75 30 502 2511 v 4 X 8 Sheet Plywood 8 59 2 X 4 Boards 148 72 1 303 00 15 00 307 00 120 26 Quantity Save Cancel Set Up and Maintenance Page 2 39 Purchase Order Entry User Manual The following fields may be input for each of the components Component Item Number Each component on the bill of materials must be an existing inventory item When you enter the number the description will be displayed immediately below the item number If you are not certain of the item number you may press TAB to scroll through the inventory file to make your selection Quantity This field indicates the quantity of this component which goes into the manufacture of this assembly Every time you record production this quan
6. Print Labels for All Items By lt clicking gt on this checkbox the system will print the bar code on Order labels for as many items you have ordered on the Purchase Order regardless if they have been received lt Click gt on the Start button to start the label printing routine The format for these labels uses specific variables that are downloaded to the printer when printing the barcode label The variables that come standard with the DPLABEL TXT file are as follows V00 Item Number V01 Item Description Line 1 V02 Item Description Line 2 V03 Item Description Line 3 V04 Item Description Line 4 VOS Unit of Measure V06 Bin Number V07 Category VOS Price Level 1 V09 Price Level 2 V10 Price Level 3 V11 Price Level 4 V12 Price Level 5 Page 3 34 Enter Transactions Chapter 3 Purchase Order Entry User Manual The following represents the programming code in the DPLABEL TXT file The programming codes may be found in the Zebra Eltron Programming Guide FK DPLABEL FS DPLABEL V00 20 L Item V01 30 L Desc1 V02 30 L Desc2 V03 30 L Desc3 V04 30 L Desc4 V05 4 L U0M V06 10 L Bin V07 10 L Category V08 10 L Price1 V09 10 L Price2 V10 10 L Price3 V11 10 L Price4 V12 10 L Price5 D7 S2 A150 20 0 4 1 1 N V01 B150 50 0 2 2 6 50 N V00 A150 110 0 4 1 1 N Item A300 110 0 4 1 1 N V00 A150 170 0 4 1 1 N Price A300 170 0 4
7. Exp Date This is a date field for the vendor s insurance policy expiration date This along with the Insurance Carrier and Policy fields are used to display an expiration warning when the insurance has passed the expiration date A warning will be displayed if the insurance policy has expired when performing transactions for that vendor Vendor s Bank Account This is a seventeen 17 character field for the vendor s bank account number This along with the Vendor s Bank Routing field is used in conjunction with EDI Electronic Data Interchange procedures Vendor s Bank Routing This is a nine 9 character field for the vendor s bank routing number This along with the Vendor s Bank Account field is used in conjunction with EDI Electronic Data Interchange procedures Chapter 2 Set Up and Maintenance Page 2 19 Purchase Order Entry User Manual Terms Type This is the default payment terms for all invoices vouchered for this vendor This will default to the terms set up in the Master Configuration You may lt click gt on the pull down window which gives you a menu to choose from The terms types are described below Immediate This specifies that the open item will be paid on the next check run Net Days This determines that the due date for the open item will be a specified number of days from the invoice date 0 to 999 days Net Days EOM This determines
8. On Order Dollar Amount Grand Totals Page 4 22 Print Reports Chapter 4 Purchase Order Entry User Manual On Order by Single Item Report Infinity POWER Sample Company Inc Page 1 On Order Report 4 04 28 2006 For Inventory Item 201513311 POR Supplier Type Vend SO PO Date Req Date Latest Date Description item Number UM Ordered Received Invoiced Remaining On Order Amt 100118 Bow Bower s Roofing Supplies Normal 78666 04 03 2006 04 25 2006 05 03 2006 Roofing Tar 201513311 Gal 24 00 0 00 0 00 24 00 810 00 100122 Bow Bower s Roofing Supplies Normal 04 17 2006 04 30 2006 05 17 2006 Roofing Tar 201513311 Gal 2 00 2 00 0 00 0 00 0 00 100129 BOW Bower s Roofing Supplies Normal 9778 04 13 2006 04 19 2006 04 24 2006 Roofing Tar 201513311 Gal 50 00 25 00 0 00 25 00 818 44 100148 sco1 Scotty s Building Supplies Normal 55061747 04 28 2006 05 09 2006 05 24 2006 Roofing Tar 201513311 Gal 14 00 0 00 0 00 14 00 472 50 Grand Totals 90 00 27 00 0 00 63 00 2 100 94 Number of records printed 4 Chapter 4 Print Reports Page 4 23 Purchase Order Entry User Manual CALCULATE INVENTORY ON ORDER PO0210 This option creates a temporary work file containing the calculations necessary for printing the Total Inventory On Order Report and or graphing the On Order Dollars by Inventory Once you execute this option you may print the Total Inventory On Order Report and or graph the On Order Dollars by Inventory as many time
9. If there are any discrepancies that make your import file incompatible the Infinity POWER import options will not allow the information to update the system This audit trail would then serve to assist you in correcting any problems Once you have answered these three questions lt click gt on the Start button to begin the process and the system will begin to either print the audit trail first or go ahead and perform the import process based upon your answer If you have chosen to print the audit trail the system will display the printer option screen for you to choose your method of output The screen will then reflect the number of transactions that have been posted to the system as it goes through the import process Once it completes the import process the system will return you to the screen and if there are additional files to import you may lt click gt on the Next button otherwise lt click gt on the Close button to return you to the Menu Bar Below is a more comprehensive description of how Import Modules work within the Infinity POWER Chapter 3 Enter Transactions Page 3 17 Purchase Order Entry User Manual File Import Modules Overview Because the concept of transferring information from one system or program to another via text interface files is more technical than the normal operation of most word processors or the Infinity POWER modules this documentation must assume that the reader
10. Normally this Journal Number would be the same as the Journal Number used in Accounts Payable for vouchers on accruals but you may track the transactions run through Purchase Order separately by specifying a different Journal Number here Chapter 2 Set Up and Maintenance Page 2 7 Purchase Order Entry User Manual PO Entry CN Tools Launch Master Configuration System Integration Print PO After Entry lv Purchase Order 100149 Update Inventory Detail Vv Default to Item Iv Purchase Order Form POL Allow Discount By Line Iv Request For Proposal Form nep Allow SO Reference Iv ail E Allow On Hold By Line i Allow Vendor Part Iv Allow Tax Override By Line Iv Default to Taxable Status Iv Default Tax Percent 7 0004 Cancel Apply Print After Entry Default Off This option allows you to specify to the system to print the purchase order you have just entered at the time that you validate that order Normally the system handles the printing of orders in a batch processing mode where you may enter any number of orders and then go to the option to print orders To turn this option on lt click gt On the check box Update Inventory Detail Default On If you are interactive with Manufacturing Inventory Management and the maximum number of records for the inventory transaction file is not zero the Purchase Order Entry system will post the purchase orders
11. Security Administrator POWERServer Module Run Crystal Reports Productivity Tools Form Generator POWER Upgrade Utility Start Up From Scratch Start New Year s Files Set Up and Maintenance f d Page 2 1 Purchase Order Entry User Manual Once this option is selected the following screen will appear showing a listing of all accounting modules that have been installed on your computer system W Start Up From Scratch Tools Bikes POWER Sample Company in1 Your current fiscal year end is period 12 Be sure your fiscal year is set properly before you begin This option creates data files and configures initial settings for each registered system in the company Infinity Registered Systems Accounts Payable Accounts Receivable Check Reconciliation Customer Service Management General Ledger ka ia ia a ias a a a ka ia ka ka a System not started System not started System not started System not started System not started Inventory System not started Job Cost System not started Payroll System not started Point of Sale System not startup will be started by A R Productivity Tools System not started Purchase Order Entry System not started Sales Order Entry System not started Time Sheet Entry System not started Clear All Invert Start Close This is an automated utility designed to simplify the process of creating all of the data files for each accounting module thro
12. This screen is used to display the average cost of this item and the current total value of the item in stock This is based on the total quantity on hand times the price paid for those quantities regardless of the costing method in effect for this item An average cost is then calculated based on total value divided by the number of quantities in stock The following screen shows how this would appear Cost Information 10 601 85461 Total Cost 5 208 06 Average Unit Cost 2 83 Last Received Date 04 30 2003 Last Received Quantity 300 00 Last Received Unit Cost 2 91 Chapter 2 Set Up and Maintenance Page 2 35 Purchase Order Entry User Manual Additionally the lower portion of the screen displays the Last Received Date Last Received Quantity and the Last Received Unit Cost This provides the user an instant lookup ability to see the last time this item was purchased how much was purchased and what was paid for the item This avoids having to run reports to determine whether certain items should be kept discontinued or re ordered All three of these fields are automatically updated each time a receipt transaction is posted in the system for this item Remember this item is an Advanced Security object and can be defined for users to see or not on a user by user basis or by groups This allows management the flexibility to control who has access to viewing cost and who doesn t Historical This screen i
13. 2 000 21 52 Net 30 Days 39 0033 236211 Subtotal 1 054 26 Bill To Tax 7 00 73 80 Infinity POWER Sample Company Inc Less Deposit 500 00 150 Second Avenue North 16th Floor Order Amount 628 06 St Petersburg FL 33701 USA Requested By Bill Henderson Authorization Chapter 4 Print Reports Page 4 7 Purchase Order Entry User Manual PRINT REQUEST FOR PROPOSALS PO0202 This option allows you to print either all new Requests for Proposals a range of Requests for Proposals that have already been printed and mark these as duplicates or re print requests for proposals without marking them as duplicates The form that will be used is the form you have set up in the Master Configuration for Requests for Proposals When you select this option you will be given a choice to print e New Documents e Any Document If you choose to print New Documents the system will begin printing all Purchase Orders that have not yet been printed To Print Duplicates 1 lt Click gt on Any Document and lt click gt on the Label as Duplicates check box NOTE To print purchase orders previously printed but not label them as duplicates do not lt click gt on the Label as Duplicates checkbox You may now select a range of Requests for Proposals to print The system will ask you for the beginning and ending Requests for Proposals to print If you are interactive with the Job Cost Main Module once you have entered
14. DATA PRO ACCOUNTING 0 SOFTWARE INC Purchase Order Entry with Purchasing Management and On Order Tracking Part 103 User Manual E DATA PRO ACCOUNTING mat SOFTWARE INC Advanced Accounting Software ES Secure Internet Solutions Version 7 3 Information in this document is subject to change without notice and does not represent a commitment on the part of Data Pro Accounting Software Inc The software described in this document is furnished under a license agreement or nondisclosure agreement The software may be used or copied only in accordance with the terms of those agreements The purchaser may make one copy of this software for backup purposes No part of this manual or other materials included with the package may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying and recording for any purpose other than the purchaser s personal use without the written permission of Data Pro Accounting Software Inc O 1985 2008 Data Pro Accounting Software Inc Data Pro Accounting Software is a trademark of Data Pro Accounting Software Inc No investigation was made into the common law trademark rights of any word Every effort was made to capitalize or highlight in some manner any word with current registrations All companies products addresses and persons contained herein are intended to be completely fictitious and are designed solely to document a
15. FLO1 Florida Lumber Inc 4 X8 Sheet Plywood BOW Bower s Roofing Supplies 4 X8 Sheet Plywood Subtotal for 305022511 sco1 Scotty s Building Supplies Electrical Outlet Box TECO Tampa Electrical Co Electrical Outlet Box Subtotal for 408016134 sco1 Scotty s Building Supplies Lightweight Sawblades Subtotal for 50221165 TECO Tampa Electrical Co 2 Wire Clamp Subtotal for 606107 TECO Tampa Electrical Co Meter Glass Case Print Reports Intinty POWER Sample Company Inc Inventory On Order Report Item Number 305011677 305011688 305022511 305022511 408016134 408016134 50221165 606107 608112 Type Normal Normal Normal Normal Normal Normal Normal Normal Normal UM Page 2 4 04 28 2006 Vend SO PO Date Req Date Latest Date Ordered Received invoiced Remaining On Order Amt 04 18 2006 04 27 2006 04 28 2006 200 00 0 00 0 00 200 00 750 00 200 00 0 00 0 00 200 00 750 00 04 18 2006 04 27 2006 04 28 2006 60 00 0 00 0 00 60 00 225 00 60 00 0 00 0 00 60 00 225 00 04 18 2006 04 27 2006 04 28 2006 48 00 0 00 0 00 48 00 412 32 9773 04 13 2006 04 19 2006 04 24 2006 150 00 95 00 0 00 55 00 457 74 198 00 95 00 0 00 103 00 870 06 01 01 2006 01 10 2006 01 15 2006 50 00 0 00 0 00 50 00 3 617 00 01 01 2006 01 10 2006 01 31 2006 500 00 0 00 0 00 00 00 36 170 00 550 00 0 00 0 00 550 00 39 787 00 01 01 2006 01 10 2006 01 15 2006 50 00 0
16. If none of the standard forms fit your particular company s needs custom modifications are available to configure to your needs Contact the Support Services department at 727 803 1550 for details on requesting a forms modification System Integration Integration with Other Systems Default Below Inventory Off General Ledger Off Sales Order Entry Off Job Cost Off Accounts Payable Automatic Page 2 10 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual zix Tools Launch Master Configuration PO Entry Inventory v General Ledger v Sales Order Entry v Job Cost Time Billing v Accounts Payable Automatic Cancel Indicate a response if your system will be integrating with Inventory General Ledger Sales Order Entry or Job Cost Main Module by lt clicking gt On the check box for that module These are the only modules that you may configure Purchase Order Entry to actively update Integration with Accounts Payable is automatic and is required in order to use the Purchase Order Entry System lt Click gt on the OK button to validate or assume the defaults for this Configuration set up To leave this area and not make any changes lt click gt on the Cancel button SET UP ACCOUNTS This section discusses the ways to set up or create modify delete and copy General Ledger account numbers Each of the accounts in your Chart of Accounts has
17. and paste a previously cut detail line When all changes are made lt click gt on the Save button to validate your changes to this screen You will then be returned to the previous screen lt Click gt on the Save button to validate this record Chapter 2 Set Up and Maintenance Page 2 21 Purchase Order Entry User Manual Results coAP1dy dbf Vendor File Vendor Information is updated Delete Mode AP0403 This mode allows you to delete vendors NOTE You cannot delete a vendor that has current open items or if current historical information is in the vendor file If you delete a vendor that has purchases or payment information it may distort some of your reports including your 1099s First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or lt click gt on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want lt Click gt on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then lt click gt on Save to validate your deletion of this record Make sure this is what you want to do because once a vendor is deleted it can not be retrieved again A backup of data files is always recommended prior to deletion o
18. business forms checks tax forms and related accessories for your business software products Online Ordering at war dpaforms com Or call 800 660 8605 9 00am 6 00pm EST lt Click gt on Select to continue You may test your form alignment by lt clicking gt on the Align button which will send a test page to your printer so that you may visually determine if your forms are correctly lining up with any preprinted forms lt Click gt on Cancel to exit this option Chapter 4 Print Reports Page 4 5 Purchase Order Entry User Manual These purchase orders are used to confirm orders that have been entered into the system You may send them to your vendors as a confirming order or you may use them for internal use such as giving a copy to your buyers You may print these orders as many times as you desire Don t forget that the use of the or two periods in the first field during entry of detail lines allows users to create text only lines on a Purchase Order The following sample Purchase Order illustrates how this is done Plus the Forms Generator module that is included with all Infinity POWER applications also allows for users to incorporate their logos as part of all sample white paper forms Or you may request that Data Pro or your Data Pro Dealer make these changes to your forms to further enhance the look of your organization Field Names Fields depend on the form selected Normally the fields are as
19. 00 472 50 Subtotal for 201513311 88 00 25 00 0 00 63 00 2 100 94 100118 BOW1 Bower s Roofing Supplies Normal 78666 04 03 2006 04 25 2006 05 03 2006 Roofing Nails 201646141 Bag 44 00 0 00 0 00 44 00 453 64 100129 BOW1 Bower s Rooting Supplies Normal 9778 04 13 2006 04 19 2006 04 24 2006 Roofing Nails 201646141 Bag 65 00 0 00 0 00 15 00 72 75 100148 sco1 Scotty s Building Supplies Normal 55061747 04 28 2006 05 09 2006 05 24 2006 Roofing Nails 201646141 Bag 24 00 0 00 0 00 24 00 149 52 Subtotal for 201646141 133 00 50 00 0 00 83 00 675 91 100118 BOW1 Bower s Roofing Supplies Normal 78666 04 03 2006 04 25 2006 05 03 2006 Rooting Shingles 301402200 Box 120 00 0 00 0 00 120 00 5 553 60 100148 sco1 Scotty s Building Supplies Normal 55061747 04 28 2006 05 09 2006 05 24 2006 Roofing Shingles 301402200 Box 170 00 0 00 0 00 170 00 8 245 00 Subtotal for 301402200 290 00 0 00 0 00 290 00 13 798 60 100119 FLO1 Florida Lumber Inc Normal 04 18 2006 04 27 2006 04 28 2006 8 2 Xx 4 Boards 305011670 EA 100 00 0 00 0 00 100 00 324 00 Subtotal for 305011670 100 00 0 00 0 00 100 00 324 00 Chapter 4 Print Reports Page 4 25 Purchase Order Entry User Manual POH 100119 100119 100119 100129 100142 100144 100142 100144 100144 Page 4 26 Supplier Description FLO1 Florida Lumber Inc 10 2 X4 Boards Subtotal for 305011677 FLO1 Florida Lumber Inc 12 2 X4 Boards Subtotal for 305011688
20. 00 48 94 0 00 48 94 1 391 06 General Construction Totals 1 667 062 23 726 195 25 809 993 31 19 248 26 829 241 57 103 046 32 Number of records printed 10 Chapter 4 Print Reports Page 4 29 Purchase Order Entry User Manual This page intentionally left blank Page 4 30 Print Reports Chapter 4 Purchase Order EntryUser Manual CHAPTER 5 PERFORM ANALYTICAL GRAPHS This section discusses the two types of Analytical Graphs utilized by the Purchase Order Entry module These graphs are designed to give you an instant visualization of your backorder information No other programs are required to execute this option The system performs all graphics functions from within its own programs The ability to perform Analytical Graphs is currently not available with the Linux versions After the graph has been displayed to your screen printing is one simple step For Windows Compatibles 1 Press ALT Print Screen and paste into a WORD document NOTE You may also paste this image into a document or an Excel spreadsheet for presentation purposes ON ORDER DOLLARS BY VENDOR P0O0301 This option provides a graph comparing total on order dollars by vendor This option provides you with a quick comparison of up to twelve different vendors total on order dollars You may display the graph as either a Bar Graph or Pie Chart 1 When you select this option you may select the individual vendors that you want to include on this gr
21. 00 0 00 50 00 265 50 50 00 0 00 0 00 50 00 265 50 01 01 2006 01 10 2006 01 31 2006 1 000 00 0 00 0 00 1 000 00 1 330 00 1 000 00 0 00 0 00 1 000 00 1 330 00 01 01 2006 01 10 2006 01 31 2006 500 00 0 00 0 00 500 00 8 715 00 Chapter 4 POR Supplier Description Subtotal for 608112 100144 TECO Tampa Electrical Co Electric Box Pole Stand Subtotal for 603126 Grand Totals Number of records printed 13 Chapter 4 Item Number 608126 Type Normal Purchase Order Entry User Manual Intinty POWER Sample Company Inc Page 3 Inventory On Order Report 4 04 28 2006 Vend SO PO Date Req Date Latest Date Ordered Received invoiced Remaining On Order Amt 500 00 0 00 0 00 500 00 8 715 00 01 01 2006 01 10 2006 01 31 2006 500 00 0 00 0 00 500 00 10 000 00 500 00 0 00 0 00 500 00 10 000 00 3 819 00 170 00 0 00 3 649 00 81 216 51 Print Reports Page 4 27 Purchase Order Entry User Manual PRINT COMMITTED COST ANALYSIS PO0213 This report option allows you to review all current projects and the dollars that have been committed through the issuance of purchase orders to those projects This report provides a very useful tool in projecting cost overruns for various projects The report will show not only the original contract amount cost budget and the current Project To Date costs but also include all committed dollars based on outstanding purchase orders for each project The report offers additional
22. 1 1 N V08 FE FK DPLABELI1 FS DPLABEL1 V00 20 L Item V01 30 L Desc1 V02 30 L Desc2 V03 30 L Desc3 V04 30 L Desc4 V05 4 L U0M V06 10 L Bin V07 10 L Category V08 10 L Price1 V09 10 L Price2 V10 10 L Price3 V11 10 L Price4 V12 10 L Price5 D7 S2 A450 00 0 1 1 1 N V00 A195 12 0 3 1 1 N V01 B415 12 0 2 1 2 25 N V00 A450 40 0 3 1 1 N V08 FE Chapter 3 Enter Transactions Page 3 35 Purchase Order Entry User Manual CHAPTER 4 PRINT REPORTS This section includes a description and sample of each report generated by the Purchase Order Entry module The equations used to calculate the amounts on the reports and how these reports are generated through the use of various questions asked by the system are discussed here Reports illustrate the results of transactions from the options within this module or from another integrated module Most reports do not update the actual files All modules are designed to be extremely flexible in the way you may organize data and print the corresponding reports accordingly Do not assume that these sample reports reflect the only way in which these reports may be structured and or printed These reports may be used as a cross reference to determine which reports you should be using in your daily activities or when trying to locate specific types of information STANDARD FEATURES FOR REPORTS Here is a listing of some standard features which can be utilized w
23. 8605 9 00am 6 00pm EST lt Click gt on Select to continue Notice the default name of the form matches to the form that has been defined in the Master Configuration for RFP s You may test your form alignment by lt clicking gt on the Align button which will send a test page to your printer so that you may visually determine if your forms are correctly lining up with any preprinted forms lt Click gt on Cancel to exit this option Keep in mind that Requests for Proposals do not print any prices on the forms since you are requesting prices from your vendors You are however permitted to input your own costs at the time of the original entry of the request just as you would for a normal purchase order Once you have issued your requests for proposals and received the prices you requested you may then proceed to the Change Existing Purchase Orders option to change the Order Type to a Purchase Order instead of a Request for Proposal Unless you need to make any changes to your original entries no additional changes are required to change the status from a Request for Proposal to a Purchase Order You may print these requests for proposals as many times as you desire Field Names Fields depend on the form selected normally the fields are as follows Request for Proposal Number Order Type GL Account Print Date Quantity Ordered Page Number Unit of Measure Order Placed With Description
24. Description Vendor s Part Number Your Item Number Unit of Measure Sales Order Number Quantity Ordered Quantity Received Quantity Remaining Receipt Cost Order Total Grand Totals Page 4 16 Print Reports Chapter 4 Purchase Order Entry User Manual Shipments Received for SO Report Infinity POWER Sample Company Inc Page 1 Shipments Received for SO 4 04 28 2006 POR Supplier Type Vend SO Order Date Req Date Latest Date Desc Vendor s Part Item Number UM S O Qty Ordered Receipts Remaining Receipt Cost 100129 BOW1 Bower s Roofing Supplies Normal 9778 04 13 2006 04 19 2006 04 24 2006 1 Roofing Nails 201646141 Bag 9778 65 00 50 00 15 00 242 50 515388 1 2 Roofing Shingles 301402200 Box 9778 45 00 45 00 0 00 2 182 50 15774 3 Roofing Tar 201513311 Gal 9778 50 00 25 00 25 00 818 44 12776 2 4 Rooting Tar Paper 201502241 Roll 9778 30 00 30 00 0 00 460 65 15774 5 4 X8 Sheet Plywood 305022511 EA 9773 150 00 95 00 55 00 790 65 Order Totals 340 00 245 00 95 00 4 494 74 100130 TAM1 Tampa Electrical Supplies Normal 65458 06 15 2004 06 15 2004 08 28 2004 1 Electricity Phone Carpeting 1 58458 1 00 1 00 0 00 150 00 564564 Order Totals 1 00 1 00 0 00 150 00 100131 SUNI Suncoast Concrete Supplies Normal 54671 07 15 2004 07 15 2004 08 27 2004 1 Corner Blocks 1060178511 Flat 641213 10 00 10 00 0 00 376 20 43244 2 2 Concrete Blocks 1060185461 Flat 541213 45 00 45 00 0 00 1 405 62 42143
25. If no quantity was received for a specific line item simple lt click gt on the Next Record button from the Navigation Toolbar to skip to the next line item If you are receiving an inventory item which is either a Serial or Lot type costing method the system will request additional information Since you are receiving inventory into stock the system will require the Serial Numbers or Lot Numbers to be added The system is designed to accept Serial Number inventory receipts in the quantity of one 1 By entering a quantity of one 1 on Serial Numbered items this information will then be included on the Receipt Log You may enter more than a quantity of one however you lose the capability of including individual Serial Numbers on the Receipt Log Only the last Serial Number entered for a given inventory receipt line with a quantity greater than one will be included on the report All inventory records and files are updated with all pertinent information on all Serial Numbers Therefore all detail reporting on Serial Numbers and Lot Numbers can be accessed from the Inventory module This means that once the Serial Numbers are recorded here as receipts they will be available for selection throughout all invoicing options in Accounts Receivable Sales Order and Point of Sale Once the item has been selected and it is a Serial type costing method the system will prompt you for the Serial Number Please
26. If the inventory item selected has a Unit of Measure Conversion defined in the set up of the Inventory Item a window will appear with the available units of measure to choose from The system will record the receipt of inventory in the selected unit of measure format The unit of measure format selected will appear on the Receipt Log However the inventory cost layers in the Inventory module will be updated with the stocking unit of measure lowest common denominator of unit of measure available usually eaches by using the factor set up on the unit of measure conversion definition For more information on the Unit of Measure Conversion procedure refer to the Set Up Inventory Items section of the Inventory manual The system will then prompt you to enter the unit cost The original unit cost will be automatically displayed If you want to change the unit cost enter the amount at this point If the Unit of Measure Conversion feature is being utilized be sure to receive the stock at the appropriate unit of measure cost Do NOT receive the stock in with a unit cost of the stocking unit of measure lowest common denominator usually eaches The system will perform the task of calculating the cost in the stocking unit of measure by taking the last cost associated with the item and multiplying it by the factor defined in the Unit of Measure Conversion table to get the unit cost default This information will then b
27. Information is set up Cost Information is updated Historical Information is updated coIM3 dbf Assembly File Bill of Materials is Set Up Change Mode IM0402 This option allows you to change all information for any inventory item After initial set up all cost and historical information should be input through Enter Transactions in order to maintain an audit trail If you have made any mistakes during this set up process you may return to the Change Inventory Items option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or lt click gt on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record lt click gt on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and lt click gt on the Save button to save your changes or lt click gt on the Cancel button to cancel the changes made Keep in mind that changes made through this option to any of the cost layers in terms of quantities or dollar amounts do not print an audit trail or update any transaction registers This is not how you would enter new quantities into the system A password is highly recommended for this option Results coIM1dy dbf Inventory Item File Item Information is up
28. Item s if in fact the Lot Numbers do not exist By pressing the F5 key you may add this new Lot Number to the existing Lots already defined Lot Number A twenty 20 character alpha numeric field used to identify a likeness of items being received into stock This is normally a run of products or color groups associated to various types of products Description This is a thirty 30 character alpha numeric field used to describe this lot of item s By default the system displays the description of the main inventory item This description is solely for the use of describing this individual lot of item s Bin This is a ten 10 character alpha numeric field used to identify the location number of lot item s stored in bins Warranty This checkbox is used to identify whether or not this lot of item s is under warranty If the warranty field is turned On this item will remain in the Inventory files even after it is sold so that warranty information may be kept Comments There are two lines of comments fifty 50 characters on each line to note warranty information or any other pertinent information about this individual lot of item s Unlike Serialized Items Lot Number items can be stored with multiple quantities For example you received four 4 cases of red paint which was manufactured at two different plants Chapter 3 Enter Transactions Page 3 25 Purchase Order Entry User
29. Job Cost Main Module Purchase Order Entry Accounts Payable and Manufacturing Inventory Management modules at one time Other options exist throughout all of these modules that allow you to input each type of information handled here independently but this option provides a single point of entry for the following items By selecting this option the system will first ask you for the purchase order number that you want to voucher receipts to You may press the TAB key to search for near matches Once you have selected the appropriate purchase order number a new screen will appear displaying the Purchase Order Number the vendor the purchase order type the project number if assigned the vendor s sales order number the date ordered shipping instructions and the status of the order Below this detail the system will ask Order Billed complete Page 3 26 Enter Transactions Chapter 3 Purchase Order Entry User Manual If the order was not received complete or you wish to Record Receipts of newer additional inventory items or items for a project not previously received then do NOT lt click gt the checkbox and a new screen will overlay the current screen displaying the line items of the purchase order Each line item will display the Quantity Ordered the amount remaining on order the quantity already received and the unit of measure of that item You will then be prompted to enter the Quantity Received for each line item
30. Ledger Accounts Payable er Fia Purchase Order Entry Ly AAS fi D Accounts Receivable Inventory Management gt Sales Order Entry f 3 p Point of Sale Pr O Wain Payroll Job Cost Main Module Time Sheet Entry Check Reconciliation j9 ff fi f P ji Report Writer Report Writer Run Time Customer Support Management Security Administrator f i j POWER Server Module Run Crystal Reports Productivity Tools 1 e Form Generator D AAA El p POWER Upgrade Utility Start Up From Scratch Start New Year s Files Bar Biata Len Pirita Page 2 46 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual Before selecting this option you should make several backups of the old year for archival purposes before starting the new year You must also be in the last fiscal period month of the year before you can execute this option W Start New Year s Files 1501 x Tools This option creates new year s data files for each registered system in the company Infinity POWER Sample Company Inc ins Be sure you have backups of your current year s data files before you begin Registered Systems Accounts Payable System not started Accounts Receivable System not started Customer Support Management System not started General Ledger System not started Inventory Management System not started I Job Cost System not started M Payroll System not started J Point of Sale System not started started by AZAR J Pu
31. Navigation option on the Menu Bar and then the appropriate navigation option Once the item has appeared on the screen you will notice several buttons on the bottom of the screen You may view each of these additional screens of information about this inventory item Re Order This button allows you to view the primary and secondary vendors associated with this inventory item as well as re order quantities lead time for integration to the Invertech Manufacturing Requirements Product MRP plus the minimum and maximum quantities to stock Price Table This button allows you to view the pricing that was assigned for this inventory item There are up to ten 10 price levels assigned to an inventory item U M Conv This button allows you to view the unit of measure conversions for this inventory item Manufact This button allows you to view the summarized manufacturing history of this inventory item for the current year month by month This includes usage quantity and quantity produced View Image This button allows access if an image file name has been defined in the Internet section of this part number This image must be in either a JPG or BMP format Historical This button allows you to view the summarized history of sales and purchases for the current year month by month Bill of Mat This button allows you to view the Bill of Materials associated with the manufacturing of this inventory item
32. Print JOD oonocnonnninnnncninninninno CA ies Chang Master Config ratiom inomin ee n a a e a a toe ee a A a A E a aR Comments Committed Cost Analysis Report sc e aa e ae a vabshae cochcndins aea sn cniehdasannsesendedeedersebdrsneseegtes Component Item Number eane a aE A heard AS e Contact Cost GAY EN ia a Cost Method Comm Codes ar r aa oat CTRL O Output Options Currency Conversion Index Page I 1 Purchase Order Entry User Manual CurrentReEcord ali rides ri ir ide detalla its lcd ricas da 4 3 D DATA FILE DESCRIPTIONS siii deta 1 4 Data Record Read iS cios ando 4 3 Default Tax Percent T Default Lar SAUS A A T E E EE RR RL EROS Default to Ttem seda Deposit Amount DAMBE ni n11 a AA AEA EEE as cade cance E EON auudhueeas sus di dtasaetennasectasianbebessey seve UasdaMeutebtases Dise a E a a EE uA EN Discount Discount by Line Discount DayS ooconiocic ae Displayed Report Opt A eile at ai POC UMN RN E Ei A A A A OB RE REO ES A 2 18 Enter Purchase Order Edi 1 6 EOM C t Offas anainn 2 20 Exp Date 2 19 Extended Codi ets 3 10 F AO NN 3 4 Factor Address 2 18 Factor Name 2 18 E ETEEN EPERE 2 18 File Import Modules Overview 3 18 First Record eren pannaan aia 4 3 Font ADS da ia 4 2 G G L Accrual Account Default 11100 00 0 0 ce ccscsssscssseessecesscsssecssuecssecesesseseesuecssecenseseauessue
33. Ship To Address 2 168 30 STRING 161 30 Ship To Address 3 199 30 STRING 191 30 ship To Address 4 230 30 STRING 221 30 ship To City 261 30 STRING 251 30 ship To State 292 2 STRING 281 2 Ship To Zip Code 295 10 STRING 283 10 Hold Entire PO 306 0 CHAR 293 1 Misc Status 307 30 STRING 294 30 Open Item Desc 338 20 STRING 324 20 shipping Instuctions 359 20 STRING 344 20 Bank Account 380 5 STRING 364 5 Terms Type 1 3 408 0 INT 369 1 Net Days 410 0 INT 370 2 Discount Days 412 0 INT 372 2 Overall Discount 414 0 FLOAT 374 10 Project 418 10 STRING 384 10 Retainage 430 0 FLOAT 394 10 Sales Tax Percent 434 0 FLOAT 404 10 Sales Disc 438 0 FLOAT 414 10 Deposit Amount 442 0 DOUBLE 424 15 Requested By 450 20 STRING 439 20 Hold item from PO 471 0 CHAR 459 1 GL Account 472 20 STRING 460 20 Page 1 Chapter 3 Purchase Order Entry User Manual Data Pro Support Document Inventory Item 493 20 STRING 480 20 Taxable 0 NO 1 YES 535 0 CHAR 500 1 Description 536 30 STRING 501 30 SO 4 if applicable 567 10 STRING 531 10 Unit of Measure 578 4 STRING 541 4 Vendors Inv Item 583 20 STRING 545 20 Quantity Ordered 604 0 DOUBLE 565 10 Unit Price 612 0 DOUBLE 575 10 Line Item Discount 620 0 FLOAT 585 6 Extended Price 624 0 DOUBLE 591 15 8JC Cost Code
34. aci ratico 3 18 Sample Import Purchase Order Transactions File s eseesseeeeseeeseseeeeeereesesrertererssrstsrstsersestetrernteeseseerrereees 3 20 RECORD RECEIPTS PO0105 sscsscsscssscsssssssscescsssssscessesssssseseesscsscssssssessesssseneesesssseneesecsseees 3 24 VOUCHER VENDOR S INVOICES PO0106 sccscsssssscsscscscscessssscsscsscssssescesssssssseeseessesseees 3 26 TRANSFER P O FROM S O PO0107 cssccssssssssscsscessscssssssssesscsscsssssscesesssseneesesssssseseesscseeees 3 31 PRINT BAR CODE PRINTER LABELS PO0108 scssscssscsssssssscssscscssscesscesssesssessseesseeeees 3 32 CHAPTER A PRINT REPORTS 00 A a ha aida 4 1 STANDARD FEATURES FOR REPORTS csscsssssscssesscscecscesccsscsscssesesseneesecssseneesessssssessecsseses 4 1 CTRIF Output Options seeder se coeds li ai eiii is 4 1 O posses 4 2 Report Print OP ON Sr a a r ea ae e O Paasbastesbvestlastapbbessee 4 2 Displayed Report Options iness si oil Aora Ere e cues seeps ld EErEE SEEE Oie ES 4 3 EAO K Orders ON 4 3 Data Rec rd Retrieval util eolica e ra ea E E aiara EEr e eaea E aE Ea EVES ip sdees SEEE EEES 4 3 Report Sorting Preference odiosa otitis Incio tE erT pcia esse 4 3 Masking ANED lT a E iio ana lleno sae asadas 4 4 TN A ceva ET T AT TE T 4 4 Cancel the Print JOD RO 4 4 PRINT PURCHASE ORDERS PO0201 ssssscssssscssssssscssessensesesssscnsessesecsscssssssesscsssseneesessssenere 4 4 To Print Duplicates rse
35. case A case may be comprised of twelve 12 items The multiplying factor for the case should be twelve 12 When you receive items into inventory you can enter one 1 case When the inventory files are updated they will show twelve 12 each The multiplying factor allows the system to calculate the quantities received and sold at the lowest stocking level Price Level This data item will allow you to define the Price Level for each individual Unit of Measure Conversion These are the price levels defined in Data Item 23 Price Plan Pricing Levels can also be defined by implementing special Price Plans You may set up a Price Plan to correspond with an individual unit of measure such as dozens Include in that price plan all inventory items that would have a unit of measure of dozens The pricing established in that Price Plan should be pricing based on dozens All Price Plans set up and used as described above will override the Price Level set up on the Unit of Measure conversion table These price plans are special price plans and should not be assigned to any customer Chapter 2 Set Up and Maintenance Page 2 37 Purchase Order Entry User Manual Manufact This screen is used to enter any historical information pertaining to the manufacture and usage of that item MM Manufacturing Information 00 100 8x10 BLT Tools Launch Edit Navigation aca sl gt Maa z al Total
36. country and 10 ten characters for the zip code For example Vendor Name ABC Company Inc Address 123 Main Street Suite 1030 City Vancouver Chapter 2 Set Up and Maintenance Page 2 17 Purchase Order Entry User Manual State Brit Columbia Cntry Canada Zip V6E 4A2 E mail This is a fifty 50 character alpha numeric field for the E Mail address name for the company or contact for this vendor This can be an Internet Address or a World Wide Web address This field is for reference purposes only For example dpasupport dpro com can be used in your vendor set up for Data Pro Accounting Software s Technical Support Department Comments These are two lines of fifty 50 characters each alpha numeric for any comments or notes you would like to record for this vendor These comments can be used to flag the user drawing attention to pertinent information before recording transactions in the system This feature can be set by lt clicking gt on the check box of the Display Vendor Comments field in the Accounts Payable Master Configuration Any Comments will then display on the screen when performing Voucher Vendors Invoices Write A Single Check or Record Manually Written Checks See the Change Master Configuration option for more details on setting up this feature Special U Define This is a twenty 20 character alpha numeric field to be used for any additional informati
37. detail and receipts detail to this file To reduce the disk space required for the inventory detail file you may use this option to indicate that you do not want the purchase order detail posted to this file If you turn this option Off the system will not update the inventory detail file with each initial purchase order Having the option turned On will tell the system to save initial order detail Default to Item Default On This option allows you to specify whether the system will by default prompt you for an Inventory Item Number at the time of entering the purchase order detail lines If this option is turned Off the system will prompt you for a General Ledger chart of account number by default Page 2 8 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual Discount by Line Default Off This option allows you to specify whether the system should prompt you at the time of entering a purchase order for additional discounts by line item You may specify an overall discount for the entire purchase order at the original entry screen or you may use this feature to take discounts by specific line item To turn this option On lt click gt on the check box SO Reference Default Off This too is an optional feature that if turned Off will stop the question from being prompted on the screen during the entry of purchase orders The Purchase Order Entry and Sales Or
38. during the import process There are three choices 1 Fixed Length ASCII 2 Variable Length ASCII 3 Comma Delimited PRN These three choices are described below Fixed Length ASCII Files Fixed Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record There should be no separators between data fields and each record should be the exact same length The program recognizes each record by the number of characters that is expected per record There is no Carriage Return Line Feed sequence necessary to separate records For example 1 11125 Cash In Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 0 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 Page 3 16 Enter Transactions Chapter 3 Purchase Order Entry User Manual Variable Length ASCII Files Variable Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record and each record is separated by a Carriage Return Line Feed sequence CR LF There should be no separators between data fields The program recognizes each record by the Carriage Return Line Feed sequence which allows for other data to be in the file For example 1 11125 Cash In Bank Can 1 0 0 0 00 0 0 0 0 O 0 0 Of CR LF 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 CR LF Comma Delimited P
39. longer needed Although the completed Purchase Orders are removed from the Purchase Order files you still have the order detail maintained in your Purchase Order Detail file Before you execute this option check the file size of your Purchase Order file PO01dy co and Detail File PO02dy co The system will create a temporary work file with all currently open Purchase Orders only and then delete the old file Make sure that you have sufficient disk space to create this temporary file If you do not have enough disk space available to perform this function an error will be generated at the time the system runs out of disk space This however could be some time later depending on the size of your purchase order detail file Page 2 4 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual If your Purchase Order data files are IMB you may need as much as 1 2MB in additional free space before proceeding with this option When the option to Start File for a New Fiscal Year is run it basically performs a similar function as this option It will only carry forward into the new year s Purchase Order files those orders with outstanding items on order All other items will be maintained in the prior year s data files When you select this option you may lt click gt on the Start button to begin the process or lt click gt on the Close button to exit Once begun all completed and canceled Purchase Order numbe
40. lt click gt on the Save button to validate and return to the main screen Details The next screen displayed is a scrolling screen in which you may enter the detail of the transaction The top of this screen displays the total amounts such as Subtotal Subtotal after Discount Tax and Order Total The bottom portion of the screen is a scrolling window which allows three hundred 300 lines of detail for the transaction The following describes each of the data items for each line of detail GL Account This is the General Ledger account number that you want to post this purchase towards You may enter the General Ledger account number or lt click gt the Down Arrow F2 by default to scroll through the General Ledger Account File While distributing amounts to various account numbers the system will look at the current period budget amount for the account selected for this voucher and determine whether the amount is in excess of its budget If this is the case the system immediately displays a window warning you of this and will prompt for whether to proceed or not or to choose another account number If you are interactive with the Job Cost Main Modules and you have specified a project number for this order in the purchase order overhead window you may lt click gt on the Job button to allocate this item to the project When you lt click gt on the Job button a window will appear displaying the pro
41. of two different kinds of purchase orders Each of these purchase order types is handled slightly different The following explains each type Normal This is the regular or standard purchase order type Request for The Request for Proposal RFP is not a true purchase order It simply records a Proposal request for an estimate to be submitted to you by a vendor Requests for Proposals may be printed and changed at any time Eventually RFPs should be deleted from your purchase order system or converted into an order Auto Renewal This type of purchase order is convenient when you have repetitive purchases of the same items from the same vendor This type of purchase order will continually renew itself using the same purchase order number Once an Auto Renewal type purchase order is generated and you have not defined an end date the system will automatically renew the quantity ordered field each time the quantity is received and vouchered If an end date is defined on the purchase order and the purchase order is vouchered after this date specified the purchase order will convert to a Normal purchase order and expire when filled This type of purchase order could be useful for taking advantage of a special price for a fixed period of time or when a fixed number of a particular inventory item is ordered on a regular basis sometimes referred to as a blanket order ORDER PROCESSING CYCLE Only three steps are r
42. one change When the change is made from Request for Proposal to Normal the system will automatically update the inventory files if applicable for any quantities that would now be placed On Order If no changes are required or you have completed your changes lt click gt on the Details button and you will then be allowed to edit the detail lines of the purchase order On the detail screen you will see each line item on the Purchase Order as well as the quantity received the quantity invoiced and the quantity remaining Make any necessary changes or additions to the purchase order detail and lt click gt on the Save button to validate any changes made This will return you to the header screen lt click gt on the Save button to update this record Please note that no changes should be made to any lines which have had quantities received but have not yet been vouchered Results coPO1dy dbf Purchase Order File Reflects any Adjustments made coPO2dy dbf Purchase Order Detail File Reflects any Adjustments made coIM1dy dbf Inventory Item File Adjusts Quantity On Order Delete Mode PO0103 This option allows you to delete an existing Purchase Order or Request for Proposal You cannot delete a Purchase Order which has quantity received but not invoiced The system will automatically adjust inventory on order amounts for all deleted Purchase Orders This option allows you to delete purchase orders that
43. option is turned on you will be able to retrieve a chart of accounts number from General Ledger If you lt click gt the Down Arrow F2 by default a scrolling screen will appear prompting for the Chart of Account Number Once the item number has been selected the system will set the GL Account number to the one set up in the Inventory Item File for this particular item If this item s default GL Account is non existent then you will be allowed to select a near match If you enter a period as the first character of the GL Account Number the system will recognize this as a description line only In this case you will be allowed to enter only the description line and then move to the next line of data This gives you the flexibility to create as descriptive a purchase order as you desire You may also mix various lines of descriptions In other words lines of descriptions do not have to all be in one single order Therefore you may enter an inventory item and then enter a line of description only Then you may add another item and six lines of description and so on When purchase order files are compressed to delete order lines that have already been completed descriptive lines that are unattached to a specific inventory item will be deleted and not print on any remaining reprints of purchase orders backlog reports or other forms and reports The system will therefore recognize that lines that begin with two periods
44. or if the Auto Reserve Bill of Materials switch in the Master Configuration is turned on If it is this quantity will also include the quantity required for the manufacturing of the finished good items which have been placed on customer Sales Orders Qty to Adjust Default 0 This field is used by the system to reflect any discrepancies which may occur during processing e g if you were to make a withdrawal or a transfer of goods greater than the quantity on hand The quantity difference would be displayed here This is a management by exception auditing tool It serves as a flag to inform you that an exception has occurred The system does not attempt to analyze or correct this exception due to the uniqueness of each business but instead provides this field for your individual attention You must manually zero this field only after you have determined the cause of the adjustment quantity and have made the necessary accounting adjustments If you are interactive with Accounts Receivable or Point of Sale this field can be cleared when the option to Record COS Adjustments is performed This field is extremely important to watch Therefore it is highly recommended that the Inventory Quantity Report with the criteria selection to include only those items with a Quantity to Adjust be run at least on a weekly basis to stay on top of any potential problems with overselling of inventory items Chap
45. purchases Chapter 3 Enter Transactions Page 3 3 Purchase Order Entry User Manual Open Item Description This is the twenty 20 character description that you would like to assign this transaction This description will be displayed on the aging reports in the Accounts Payable modules If you leave this data item blank the system will show your P O in this description field when you print your purchase order Shipping Instructions This is the twenty 20 character description of any special shipping instructions that you would like printed on your purchase order form Project Number If you do not key in a project number in this overhead field the system will not allow you to allocate items on this Purchase Order to projects on the subsequent detail screen The system will instead only allow the allocation to General Ledger accounts and to Inventory Items This field is used to enter the Job or Project number that you may want tied to this particular purchase order This requires that the integration to the Job Cost module be turned on These project numbers should first be set up in the Job Cost Main Module If you are not interactive with the Job Cost Main Module this question will be automatically bypassed When a valid project number is entered into this field the Job button on the subsequent detail screen will allow for the allocation to various cost codes on the project defined here Retainag
46. s part number that you have assigned in the Manufacturing Inventory Management program as either the primary or secondary vendor The system automatically looks to see which vendor this purchase order is being issued to and then compares the vendor number to the one set up in the inventory files If it finds a match in either the primary or secondary vendor field the system will then print the vendor s part number that you assigned in this data field If no match is located then the system will allow you to enter any number you desire If you don t want to enter a number then press TAB to skip to the next data field The inventory item number will always print on your purchase order forms In addition some forms will also print the vendor s part number in addition See Chapter 1 of this manual to determine the exact forms which handle this type of printing When you have entered all detail lines necessary for this transaction you may lt click gt on the Save button to validate the detail You will be returned to the initial screen lt Click gt this button and a new window will overlay the screen to allow you to see and or edit the address in which this purchase order will be shipped to The vendor s address will automatically appear based on whom you have selected for this Purchase Order You may choose to override any of the fields shown on this screen as shown on the following screen The Country field will be available if you
47. should remain attached to the preceding inventory item and will print on all reports and forms that the inventory item prints on Chapter 3 Enter Transactions Page 3 7 Purchase Order Entry User Manual This special description line will act like it is part of the description of the preceding regular line Every time the regular line is printed or skipped over the special description line is printed or skipped over respectively Description This is a thirty 30 character alpha numeric field for the description you would enter for this line of the transaction If you press ENTER the description will default to the description of the GL Account Number If you are interactive with Job Cost and you have allocated this line to a project this description will default to the description of the cost code selected If you are interactive with Manufacturing Inventory Management and you have selected an inventory item for this line this description will be the description of the inventory item and you will not be allowed to change this field Tax This check box indicates whether or not this item is taxable If there is a check in this box this line item is taxable The default value will be the value set up in the Master Configuration You will not be allowed to change this data item unless you have turned on the Override Tax by Line option in the Master Configuration Hold You have the ability to keep a specific item of the purchas
48. system Hold This option allows you to place a hold on this purchase order This will allow you to stop action on a purchase order and keep other users in the system from inadvertently proceeding with printing of the order Chapter 3 Enter Transactions Page 3 5 Purchase Order Entry User Manual Deposit Amount This is the dollar amount of a deposit that you have paid to your vendor that is to be applied toward this transaction This deposit amount will be shown on the purchase order form and will reduce the amount due At the time that you voucher the first invoice against this purchase order number the system will automatically back out this deposit amount against this invoice If the amount of the deposit is greater than the first invoice then the system will automatically apply a credit invoice as an open item to the vendor s account for the balance of the deposit After all data items on the overhead screen have been entered you may lt click gt on the Details button to enter the detail of the purchase order or you may lt click gt on the Address button to change the address information Address This item allows you to change the shipping address for where the items on this purchase order are to be shipped The default address is the Company Name and Address of the company you are currently processing in A window will overlay your current screen and allow you to enter the necessary changes and then
49. system you may define your own codes or use the standard codes as follows M Make S Subcontract P Buy this Part Purchase Special Cases These data items will have default values Respond to these items by lt clicking gt on the appropriate button and an Option Window will appear for the keying of additional information User Fields This button provides access to all of the User Defined Fields that may have been created for the Inventory file This assumes that the option in the Configuration setup has been turned on and new fields have been added to the system Otherwise this button will not be accessible If User Defined Fields have been added to the system a new screen will appear and display the total number that has been added If more fields have been added than what fits on a single screen the screen will become a scrolling screen that will allow the user to move up and down and make entries into these fields accordingly You must lt click gt on Save this screen to save all entries made to this screen and store you work before you will be returned to the main screen lt Click gt on Save again to ensure these entries are completely saved Page 2 32 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual User Defined information entered into these fields is accessible by the Infinity POWER Report Writer and POWERServer module for web applicati
50. that the due date for the open item will be a specified number of days from the end of the month of the invoice date 0 to 999 days You may also use the EOM Cutoff Day to enhance this payment term by specifying a specific day of the month to be considered the end of the month If set at zero 0 the actual month end day would be used If a cutoff day is specified and the invoice date specified is after the EOM Cutoff the EOM calculation is performed on the following month Batch This allows you to group certain open items together for payment based on a user definable batch number from 1 to 999 Suspense Any open items classified as suspense will never be paid until you change the terms to some other type This is the normal classification for disputed invoices Voiding a previously written check will reinstate the open item and classify it as suspense terms type unless it is voided on the same date the check was issued of Days Batch This is the number of days used in the calculation of the due date for terms types Net Days and Net End Of Month Days Batch If the terms type is set to Batch this is the batch number EOM Cut Off The EOM Cutoff Day enhances the payment term by specifying a specific day of the month to be considered the end of the month If set at zero 0 the actual month end day would be used If a cutoff day is specified and the invoice date specifi
51. the range of Requests for Proposals to include an additional screen will be displayed prompting you to enter the Project Number mask This allows you to only include those Requests for Proposals that have been assigned to a specific project or job By leaving the mask blank the system will include all Requests for Proposals for all projects or jobs Otherwise enter the project number and all other Requests for Proposals and projects will be ignored Every time a Request for Proposal is printed the system will increment the Number of Requests for Proposals field in the Purchase Order master record These Requests for Proposals are forms used to send to your vendors to obtain pricing quotes for merchandise and services that you may want to purchase You may print these forms to send to prospective vendors or you may print them for internal use such as giving a copy to your buyers or department managers Once your selections have been made the following screen will appear Page 4 8 Print Reports Chapter 4 Purchase Order Entry User Manual Select Form Enter Purchase Orders x Current Form Alignment Default Form RFP Suggested Form Suggested Form ferr Browse Current Form Defaults Cancel Align Contact DPAForms Inc for the best quality business forms checks tax forms and related accessories for your business software products Online Ordering at war dpaforms com Or call 800 660
52. the system provides a quick method of setting up purchase orders that are very similar This may apply where vendors may have repetitive orders over a period of time that only have minor differences between them Instead of re keying all of the information you may instead copy an existing order and make any additional changes necessary First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or lt click gt on the Navigation option on the Menu Bar and then the appropriate navigation option lt Click gt on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then Copy You will notice all the information except for account number will be copied to a new record Enter the new account number for this record At this point you may choose to edit any of the information or lt click gt on the Save button to validate which will then add it to the file If you have your purchase order numbering set to automatic the system will automatically choose the next purchase order number in the system All of the Source purchase order information will be copied to the Destination purchase At this point you may choose to edit any of the information or lt click gt on the Save button to validate Results coPO1dy dbf Purchase Order File coIM2dy dbf Inventory Transaction File New Purchase Order
53. they may override and continue to sell the item or not be allowed to proceed at all This becomes a very dynamic way of tracking the needs of Bill of Material items verses using the other methodology which uses a more planned approach To utilize this feature you must have the Inventory Master Configuration option Auto Reserve Bill of Materials lt clicked gt on as shown on the following screen Chapter 2 Set Up and Maintenance Page 2 31 Purchase Order Entry User Manual SE Configuration Tools Launch Master Configuration Price Levels Bar Code Manufacturing System Integration Tum Component Quantity Checking Off T Produce Sub Assemblies Automatically V Available Default 0 This field will constantly be updated to reflect the total quantity of an item that is currently available to sell The system takes into account the current Quantity On Hand plus the Quantity On Order minus the Quantity Reserved to determine the current Quantity Available Manuf Type Default Blank This is a ten 10 character alpha numeric field designed to accommodate a wide variety of manufacturing codes Each user may define their own set of definitions which can tell them whether this item is to be manufactured by the company sub contracted out to another firm to be made or if they should be buying it from a third party i e distributor If you are integrating with the Invertech Manufacturing Requirements Planning MRP
54. to generate the appropriate purchase orders in the Purchase Order Entry System NOTE Attempting to execute this option after these files have already been set up will result in an error message that will not permit you to execute this option again Once the files are created lt click gt on the Close button Chapter 2 Set Up and Maintenance Page 2 3 Purchase Order Entry User Manual NAVIGATION TOOLS Within this module there are numerous references to navigation The following navigation buttons are defined for reference when used through this chapter 144 dies De Ral sl al Navigation Button Function _ _ Selects the first record Selects the previous record Selects the next record a a z Selects the last record E Scroll view Selects a specific record from a list Creates a record la E Modifies the current record Deletes the current record Creates a record based on the current record Maintains notes for this record Displays record timestamp information e E al la pe REMOVE COMPLETED PURCHASE ORDERS PO0414 This option allows you to conserve disk space by periodically removing all completed or canceled Purchase Orders and Requests for Proposals from your data files You should execute this option at least once a month This option performs a housekeeping task of freeing up disk space which is no
55. to the account balances should be made through the Transactions option in order to maintain an audit trail If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the Operation option from the Menu Bar and then Add The first screen will be used to define the account description the account type whether or not it normally maintains a contra balance status and the balance at the beginning of the year The Periods screen is a scrolling screen which maintains the account balance and budget amount for each month of the year Page 2 12 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual The following is an explanation of each of these data items Account This is a twenty 20 character alpha numeric number Description This is a thirty 30 character description of the account which will be displayed on all reports and financial statements Account Type This type is used by the system to determine whether it is normally a debit or credit balance account where it belongs on the financial statements and how the accounts should be grouped when printing the Statement of Changes and Ratio Analysis reports The following is a list of the fifteen predefined types CA Cash CA A R CA Inventory CA Mkt Securities CA Other Fixed Other Assets Current Liabilities Long Term Liab Equity Income Sales Cost of Sa
56. to validate your deletion of this record Results coGL1dy dbf General Ledger Account File Account Information marked for deletion Copy Mode GL0404 This mode allows you to set up new accounts by copying existing ones This option is very useful when setting up similar accounts for different departments profit centers or renumbering accounts When using this option the system provides a quick method of setting up accounts that are very similar Many companies use departmental or profit center reporting and need for example similar expense accounts for each department Using this option the accounts can be set up once and then copied to each department First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or lt click gt on the Navigation option on the Menu Bar and then the appropriate navigation option lt Click gt on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then Copy You will notice all the information except for account number will be copied to a new record Enter the new account number for this record At this point you may choose to edit any of the information or lt click gt on the Save button to validate which will then add it to the file Results coGL1dy dbf General Ledger Account File All Account Information set up Beginning Year Balance set up Per
57. updated Historical Information is updated coIM3 dbf Assembly File Bill of Materials is Set Up Page 2 44 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual MAINTAIN DATA FILES PO0413 This option includes both Pack and Re Index utilities to manage your Purchase Order files after a hardware or media failure or to remove any items marked for deletion from your data files You should NOT rely on the Pack option to replace backups Your backup procedures should include daily backups and weekly off site backups There are several situations in which the Pack option need be accessed e Power hardware failure e Media Error bad disk e Remove records marked for deletion You are then given the options to Pack or Re Index that data file Pack is a utility that physically removes any deleted records from that data file These procedures display a Percentage of Completion graph on the screen while the files are being processed Re Index is a utility to rebuild the index file It is also run automatically at the end of a Pack procedure Before you execute the Pack option check the file size of your Purchase Order files at the operating system level The system will sort the current out of index file into a new indexed file before deleting the old file If you do not have enough disk space available to perform this function an error will be generated at the time the system run
58. which they may be found in the file The purchase order number mask field would appear on your screen as 12345678901234567890 If you decide to print a report that should include only the information for vendor 31773 you would specify 31773 1234567890 The blank spaces may either be spaces or question marks Question marks are the standard DOS wildcard format Period to Report On If a report is a summary type report the information contained in the report will be inclusive of all data input during the date range specified at the time of selection of the report This provides you the ability to do historical period reporting as well as current period reporting Cancel the Print Job lt Click gt ing on the Cancel button during the printing of a report will cancel the print job However keep in mind some of the report may still be in the printer buffer at the time of cancellation PRINT PURCHASE ORDERS PO0201 This option allows you to print either all new Purchase Orders a range of Purchase Orders that have already been printed and mark these as duplicates or re print purchase orders without marking them as duplicates The form that will be used is the form you have set up in the Master Configuration for Purchase Orders Page 4 4 Print Reports Chapter 4 Purchase Order Entry User Manual When you select this option you will be given a choice to print e New Documents e Any Document If you choose to print N
59. with this feature When the order is entered into the system from the Enter Sales Orders menu option lt clicking gt on the Status button will open a new window with several new data items A check in the Ordered In P O check box indicates the Sales Order has been transferred to the Purchase Order system If you want the system to transfer the detail to Purchase Order Entry uncheck this box but specify a valid vendor number in the Vendor field The placement of a valid vendor number is required for the transfer to take place Checking on this box will tell the system that the order has already been transferred to the Purchase Order Entry module The Vendor P O field is for manual referencing of purchase orders If you are transferring this sales order to Purchase Order no response is required here The items that are actually transferred to the Purchase Order Entry module are those items with a backlog quantity In other words you may enter a Sales Order and begin shipping specific line items from that order If this has taken place prior to the transfer to P O then only those items remaining as backlogged on the Sales Order will transfer to P O Chapter 3 Enter Transactions Page 3 31 Purchase Order Entry User Manual When the transfer from Sales Order to Purchase Order takes place the system will automatically check the Ordered in P O System check box This will prevent the dupli
60. you choose the beginning and ending account range For example you will be given four choices when you select your beginning and ending account number when lt clicking gt the Down Arrow F2 by default Chapter 4 Print Reports Page 4 3 Purchase Order Entry User Manual You will be given four choices in the sort by field e Purchase Order Number e Vendor Number e Vendor Name e Vendor s S O Number Instead of printing all reports in order of the account number you may elect to print them in alphabetical order by the description of the account number by selecting your account range by Description Masking Wildcards The Purchase Order mask is a field which gives you the ability to set up a search with any range of purchase orders specified and have the system also sort for only those items within the defined mask The fields being masked in the Purchase Order Entry module are the Vendor Number and the Project Number This gives you the ability to print either purchase orders or other reports and include only the vendor that you specify in the vendor mask field A single vendor in the system may have many purchase orders in the file but are scattered throughout the file In other words they were not entered into the system in any consecutive order By being able to specify the vendor number as a mask when you perform any printing function the system will allow you to only print for the vendor desired regardless of the order in
61. 000 00 3 30 140 22 3000 00 2000 00 4 30 501 16 1000 00 OO a A 5 20 150 22 On Order Dollars E 20 151 33 Mi 20 164 61 Gi 30 140 22 E 30 50116 O 20 150 22 Chapter 5 Perform Analytical Graphs Page 5 3 Purchase Order EntryUser Manual This page intentionally left blank Page 5 4 Perform Analytical Graphs Chapter 5 Purchase Order Entry User Manual Hol Days Batch fran 85 st EAN it io IEA idea EE 2 20 OF Daly or Batch F a eves oss on nri A A bee saa vd eaye reas Sic Ar 3 5 A A A A A E E A 2 13 ACCOUNM ESAS A A A A A SS 2 13 Address me AL P rchase Orders zeae ne cosa vide adedes E has LASSE Caos oa aS Ah ev NET EAE AOE ARETE 4 13 Alternative Part Numbers cscc s cctseccssschg evs cee ocvavs jase tas cek ves ssa so ebv ohed b a aaa NO eS Saad hoes Nai din td dts LOE SER eb 2 29 Always Take Discount ANALYTICAL ORAR Sisi e TE N A AREE OEE EEE E ra abou N IET 5 1 B Bank Accor EAEE EE E AE EA A A E E E EESAN 2 19 3 30 Bar Cod Label Fora Name snnreccan erein sii rei neen cas 3 33 BAR CODE READER BarCode SOUP eaa a nae O E Soe E Area Sae A EEEE E E ROO RCA He NE A A 3 34 Basis of Invoices 2 21 Batch idas 2 20 Batch cceeeeee 2 20 Beginning Balance 2 14 Bill of Mat 2 25 Bille Over PO A A A E E E EL ron castas 2 6 Bi Sacris teres 3 25 BAN A oie 2 27 C EA as CALCULATE INVENTORY ON ORDER Cancel the
62. 1 Title New Batch Quality User Fields Note The last two batches we have ordered have been slightly better than previous orders The supplier has taken our recommendations to heart Chapter 2 Set Up and Maintenance Page 2 23 Purchase Order Entry User Manual You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the item through an inquiry mode or a change mode and then lt clicking gt on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this record If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By lt clicking gt on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields W Maintain User F
63. 2dy dbf Purchase Order Detail File eee on Pile Receipt Transaction Recorded optional Receipt Transaction recorded optional coPO4 dbf Batch Purchase Order File Batch File is cleared once Transfer completed PRINT BAR CODE PRINTER LABELS P00108 This section discusses the printing of bar code labels with the Zebra Eltron Bar Code Printer within the Manufacturing Inventory Management module The Purchase Order Entry system provides you with the ability to print Bar Code Price Labels that can be recognized by the system with an approved bar code reader The Zebra Eltron Bar Code Label Printer allows you to print a wide range of professional looking bar code labels for your merchandise Page 3 32 Enter Transactions Chapter 3 Purchase Order Entry User Manual The format of the label is as follows 1 Normal user readable text which contains the Item Description 2 Normal user readable text which includes the Item s Part Number and Price 3 Encoded Inventory Item Number When using a bar code reader pass the bar scanner over the bar coded item number The scanner may pass in a left to right or a right to left direction but it must be kept at about a 45 degree vertical angle to the bar code You may use the bar code entry method any time you are prompted by the system to enter the inventory item number This includes a wide range of accounting modules not just Manufacturing Inventory Management Point of Sale Purc
64. 3 DELETE 4 ADD RECORD IF NOT FOUND OR CHANGE RECORD IF FOUND TERM TYPES 1 IMMEDIATE 2 NET DAYS 3 NET EOM ORDER TYPES 1 NORMAL 2 SPECIAL ORDER 3 DROP SHIPMENT Page 3 Page 3 22 Enter Transactions Chapter 3 Chapter 3 Purchase Order Entry User Manual Data Pro Support Document Import Tips 1 Map file descriptions that contain assume a 2 decimal place 2 Map file descriptions that contain A adds a value to an existing value instead of replacing it 3 Map file position 1 forces value to be fixed as specified in the map file description NOTE The DP OS DP LEN and Type are unique to the Data Pro version and platform These must not be changed or adjusted Page 4 Enter Transactions Page 3 23 Purchase Order Entry User Manual RECORD RECEIPTS PO0105 This option allows you to record partial and or complete order receipts that you have ordered through the Purchase Order module A Receipt Log will be printed showing all receipt information This option should be used only if you are entering the receipts of inventory items or detail items that belong to a specific project that has been selected for this purchase order If you also want to voucher the invoice into Accounts Payable at the same time then you should use the option Voucher Vendor s Invoices That option will allow you to perform both functions from the same screen By selecting this option the system wil
65. 3 00 550 00 50 00 8to14 0 00 14 00 24 00 170 00 0 00 0 00 0 00 0 00 0 00 0 00 15 to 21 Over 21 0 00 0 00 Qty On Hand Qty Reserved Qty Available 0 00 0 00 Qty On Hand Qty Reserved Qty Available 0 00 0 00 Qty On Hand Oty Reserved Qty Available 0 00 0 00 Qty On Hand Qty Reserved Qty Available On Order Variance 0 00 0 00 Qty On Hand Qty Reserved Qty Available On Order Variance 0 00 0 00 Qty On Hand Qty Reserved Qty Available On Order Variance 0 00 0 00 Qty On Hand Qty Reserved Qty Available 0 00 0 00 Qty On Hand Qty Reserved Qty Available On Order Variance 0 00 0 00 Qty On Hand Qty Reserved Qty Available 0 00 0 00 Qty On Hand Oty Reserved Qty Available Page 1 4 04 28 2006 Total Req 150 00 1 902 00 6 00 2 046 00 63 00 44 50 0 00 107 50 3 00 975 00 0 00 1 058 00 290 00 109 00 200 00 245 00 46 00 X 100 00 1 741 00 108 00 2 293 00 560 00 X 200 00 0 00 352 00 128 00 230 00 X 60 00 0 00 0 00 60 00 103 00 2 623 00 0 00 2 976 00 250 00 X 550 00 300 00 0 00 850 00 50 00 1 187 00 0 00 1 237 00 Chapter 4 Item Number 606107 608112 608126 Number of records printed 13 Chapter 4 Infinity POWER Sample Company Inc Stock Receipts Aging Descriptio
66. 305011670 EA 100 00 0 00 0 00 100 00 324 00 849511 2 10 2 X4 Boards 305011677 EA 200 00 0 00 0 00 200 00 750 00 849511 3 12 2 X4 Boards 305011688 EA 60 00 0 00 0 00 60 00 225 00 661124 4 4 X8 Sheet Plywood 305022511 EA 48 00 0 00 0 00 48 00 412 32 34811 11 Order Totals 408 00 0 00 0 00 408 00 1 711 32 Grand Totals 1 469 00 408 00 408 00 1 061 00 27 898 32 Number of records printed 3 Chapter 4 Print Reports Page 4 15 Purchase Order Entry User Manual PRINT SHIPMENTS RECEIVED FOR SO P00212 This option allows you to review all shipments that have been received specifically for Sales Orders that are pending You may specify a range of Purchase Orders to include in this report which will include only those purchase orders that have had quantities received for those orders that have had a Sales Order Number specified on them In other words this report will match up receipts of items ordered to those sales orders that need to be filled once the quantities are received into inventory This will assist you to keep from overlooking the need to fill important orders once they have been received into stock Printing of this report should be done as often as items are received into stock This may mean daily to some firms and weekly or monthly to others The fields included in this report are Field Names Purchase Order Number Vendor Type Vendor S O Number Order Date Required Date Latest Date
67. 5 2 3 Cement 100 Ib Bag 1060216522 Bag 541213 250 00 250 00 0 00 3 318 75 167322 22 Order Totals 305 00 305 00 0 00 5 100 57 100133 GENI General Telphone Company Normal 654987 09 11 2004 09 01 2004 11 26 2004 1 Telephone Expense EA 654987 15 00 15 00 0 00 960 15 Motorola Cells 46547 2 Telephone Expense EA 654987 15 00 15 00 0 00 223 92 Motorola Charg 65471 3 Telephone Expense EA 564987 15 00 15 00 0 00 223 92 Moto Car Charg 65482 Order Totals 45 00 45 00 0 00 1 407 99 100134 BOW1 Bower s Roofing Supplies Normal 321654 10 01 2004 10 01 2004 10 31 2004 1 Rooting Materials Each 321654 10 00 5 00 5 00 0 00 Chapter 4 Print Reports Page 4 17 Purchase Order Entry User Manual Infinity POWER Sample Company Inc Page 2 Shipments Received for SO 4 04 28 2006 POR Supplier Type Vend SO Order Date Req Date Latest Date Desc Vendor s Part Item Number UM S 0 Qty Ordered Receipts Remaining Receipt Cost Order Totals 10 00 5 00 5 00 0 00 100135 sco1 Scotty s Building Supplies Normal 654654 11 26 2004 1 Tools Expense EA 654654 1 00 1 00 0 00 402 65 134568 5464 89746 2 Tools Expense EA 564654 5 00 5 00 0 00 499 95 23154 5464 13644 Order Totals 6 00 6 00 0 00 902 60 100136 WORK Work Place Normal 321321 11 26 2004 1 Supplies Office EA 321321 1 00 1 00 0 00 993 52 4258 54364 21341 134 Order Totals 1 00 1 00 0 00 993 52 Grand Totals 708 00 608 00 100 00 13 049 42 Number of records printed 7
68. 632 10 STRING 606 10 JC Proj Detail Desc 643 20 STRING 616 20 LRL 635 Required fields for importing records Field Types CHAR NUMBER NO DECIMALS STRING TEXT INT INTEGER NUMBER NO DECIMALS FLOAT PERCENTAGE TWO DECIMALS REQUIRED DOUBLE AMOUNT DECIMALS REQUIRED LRL FIXED LENGTH OF RECORD LINE Field Type Formatting CHAR NUMBER NO DECIMALS STRING TEXT COMMA DELIMITED REQUIRES QUOTES AROUND FIELD AND COMMAS SEPARATING FIELDS FIXED LENGTH HAS NO CARRIAGE RETURN OR LINE FEED VARIABLE LENGTH REQUIRES ONLY CARRIAGE RETURN AND LINE FEED INT INTEGER NUMBER NO DECIMALS FLOAT MATHEMATICAL VALUES UP TO 5 DECIMALS Must have 0 00 if no amount DOUBLE DOLLAR AMOUNTS DECIMALS REQUIRED Must have 0 00 if no amount LRL RECORD LENGTH REQUIRED ONLY FOR FIXED AND VARIABLE LENGTH IMPORTS DATE MMDDYY Types 1 Normal 2 Request for Proposal 3 Auto Renewal Import Tips 1 Map file descriptions that contain assume a 2 decimal place 2 Map file descriptions that contain A adds a value to an existing value instead of replacing it 3 Map file position 1 forces value to be fixed as specified in the map file description Example If you were going to be forcing a General Ledger number the line would look as follows 1 Order Type 1 3 74 0 INT 1 1 1 being the length of the Order Type NOTE The DP OS DP LEN and Type are unique to the Data Pro version an
69. Check Reconciliation System already started M Customer Service Management System already started FT General Ledger System already started Inventory System already started m Job Cost System already started T Payroll System already started I Point of Sale System already started M Productivity Tools System already started P Purchase Order Entry System already started Sales Order Entry System already started M Time Sheet Entry System already started Select All lt Click gt on the Close button when done and then return to Systems and select the Purchase Order Entry module to continue with the configuration functions to be described from here When the system creates data files from scratch the following data files are created File Name Description Master Configuration File filename coPO0 dbf This file contains your Master Configuration Forms Aging Categories and Integration with other modules information filename coPO2dy dbf P urchase Order File This file contains the overhead information for each of your current filename coPO1dy dbf purchase orders A T Order Detail This file contains the detail lines for each of your current purchase ile orders This includes the quantities description unit prices etc Batch Purchase Order File filename coPO4 dbf This file contains all sales order information for special orders and drop shipment type orders necessary
70. Clamp mgumu 2 12 Meter Glass e 2 Wire Clamp Aid 2 12 2 uire Clamp anidan iii Electric Box Pole iii Price 72 00 wii wiii DPLABEL DPLABEL1 Chapter 3 Enter Transactions Page 3 33 Purchase Order Entry User Manual These formats may be modified to meet each users customized needs on demand The setup of each form may be done by the user your Data Pro Dealer or contact Data Pro Technical Support at 727 803 1550 for a quote on any requested modifications Bar Code Text File Name In this field enter the full path of the bar code label text file name This is the file that contains the coding specific to the label format you are printing TO use either of the two sample formats enter DPLABEL TXT lt Click gt on the Save button to continue to the next section Document Enter a Purchase Order number to print the bar code labels The system will display information about this Purchase Order such as the Vendor Number Vendor Name Job Number Sales Order Number Date Ordered Shipping Instructions and Status LABEL QUANTITY There are two data fields for the Label Quantity information They are described as follows Print a label for Items Received on Order Print Labels for All Items on Order Print a label for Items By lt clicking gt on this checkbox the system will print the bar code Received on Order labels for as many items you have received on the Purchase Order
71. Conv This data item will facilitate the need to receive and sell this inventory item at different units of measure You must have a unit of measure defined in the U M field on the primary screen Unit of Measure before the system will allow access to this option The stocking unit of measure will be the smallest level of stocking usually each This should be the unit of measure that was defined in the U M field MM Unit of Measure Conversion 10 601 78511 Tools Launch Edit Navigation dea ro naa iv al RA Detail ltem UM Mult Factor Price Level Price Plan 12 0000 7 Level 7 DISTRIB 48 0000 8 Level 8 You can define up to ten 10 different unit of measure conversions in this option for this inventory item The four areas of data input are U M Each of the unit of measure conversions will define a four 4 character alpha numeric unit of measure identifier e g ea lb doz gal etc These units of measure will pop up on data entry screens when the system recognizes that the inventory item selected has a unit of measure conversion table defined Mult Factor The multiplying factor is the number used to calculate the quantities being received or sold when a unit of measure conversion table is defined For example you may stock your inventory at the lowest level each but by defining a unit of measure conversion table you can define the conversion for a
72. Inquiry mode provides a quick look at Month To Date and Year To Date account balances compared to their budgets A variance is displayed indicating whether it is favorable or unfavorable A favorable account variance is one that is under budget An unfavorable account is one that is over budget The system automatically adjusts for certain account type exceptions such as Sales and Assets where it would be favorable to be over budget and unfavorable to be under budget Once the account has appeared on the screen you may review the account information This information includes the account number description account type contra flag status and the Month To Date and Year To Date actual budgets and variances While in Inquiry mode you may choose to view the individual periods by lt clicking gt on the Periods button Once this information is displayed on the screen you will have the option to view the first detail record page up the detail list page down the detail list view the last record in the detail list view a specific detail record based on text or view a specific detail record based on a line number When you select to view by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and lt click gt on Close Add Mode GL0401 This option allows you to set up new accounts in your General Ledger Account File After initial set up any changes
73. Integration File filenames PO2GL co If you are processing interactive with General Ledger all transactions which require General Ledger updates will post to this file Once the update is performed in General Ledger this file will be cleared and made ready for new transactions Page 1 4 Introduction Chapter 1 Purchase Order Entry User Manual PREPRINTED FORMS This section outlines the various forms available for the Purchase Order Entry module As in our other modules several types of forms may be used with this program For convenience custom forms modifications may be made to accommodate any specific needs of a particular business The forms that are shipped standard with this module and the preprinted forms that are supported by the accounting system are described in the Purchase Order sections of the Infinity POWER Supported Forms Reference Manual This can be found in the User Manuals section of the Data Pro web site and on the CD ROM Preprinted forms will be illustrated in the DPAForms catalog in the Product Kit or on the CD ROM If you find that customization of your forms is necessary DPAForms can adjust any preprinted form to meet your specific form printing need Most of the forms illustrated in the DPA Forms catalogue are also available in Laser Form format This means these versions of the forms are pre cut to specifically meet the needs of the various HP LaserJet and compatible printers Infinity POWER pro
74. Invoices Flowchart ssamen nenna e 1 9 VOUCHER VENDOR S INVOICES 4 curia edad aa SRL ITER iSe 3 26 Index Page I 5 Purchase Order Entry User Manual Page I 6 Index
75. Keep in mind when in the UNIX operating system filenames are case sensitive Cost Layers This button is designed to display the various cost layers accumulated for the quantities currently on hand As the following screen illustrates the screen will show Item for each unique cost layer based on a different price layer that the item was purchased The system will show the Cost Date Description Quantity of the item at that layer which vendor it was purchased from the Vendor s Invoice the unit cost and the total cost The screen will become a scrolling screen depending on how many layers of prices there are This is an inquiry screen only and no changes will be allowed MM Cost Layer Detail for 10 601 78511 Tools Launch Edit Navigation Mia v naa e Detail ltem Cost Date Quantity Unit Cost Total Cost Description Vendor Vendor Inv 12 05 2003 9 00 3 38 sco1 04 07 2003 100 00 342 00 SUN 04 30 2003 20 00 04 30 2003 513 56 Chapter 2 Set Up and Maintenance Page 2 41 Purchase Order Entry User Manual Serial Lot When you lt click gt on the Serial Lot button the system is going to look at the costing method that is being used for the specific item that is currently selected first Only if the item is coded as either using Serialized or Lot Number tracking will this button be active If the item is one of these two choices a new screen will be displayed s
76. Manual The manufacturer has marked on the cases the Lot Numbers so that the paint can be sold in quantity with the same dye match You can record the receipt of this stock on two separate line items two cases with Lot Number 123 and two cases with Lot Number 789 as long as the Purchase Order reflects two separate line items If the inventory item selected has a Unit of Measure Conversion defined in the set up of the Inventory Item a window will appear with the available units of measure to choose from The system will record the receipt of inventory in the selected unit of measure format The unit of measure format selected will appear on the Receipt Log However the inventory cost layers in the Inventory module will be updated with the stocking unit of measure lowest common denominator of unit of measure available usually eaches by using the factor set up on the unit of measure conversion definition For more information on the Unit of Measure Conversion procedure refer to the Set Up Inventory Items section of the Inventory manual If the Unit of Measure Conversion feature is being utilized be sure to receive the stock at the appropriate unit of measure cost Do NOT receive the stock in with a unit cost of the stocking unit of measure lowest common denominator usually eaches The system will perform the task of calculating the cost in the stocking unit of measure by taking the last cost associ
77. Module has been configured to Require Cost Budgets a message will be displayed which indicates that the code entered is not a valid cost code assigned to this particular project If the Job Cost Main Module has been configured not to require Cost Budgets the system will display a scrolling search screen from which you may either select an existing detail line or press the Add button to add the new detail If you have already set up budgets for this particular project and have done your budgeting on a specific item basis this detail description will already be in the file for you to select from Once the project and project detail has been selected you will be returned to the order detail screen and the GL Account specified for the cost code will be displayed This is normally the Work In Process account number Though you are interactive with Job Cost if you did not specify a project to be allocated to in the overhead screen the system will then prompt you to enter inventory items if you are interactive with Manufacturing Inventory Management This prompt will change based on Project Number entered in the overhead screen for this purchase order If you are interactive with Manufacturing Inventory Management you will have the option to enter an Inventory Item as the default on the detail entry screen This is possible by setting the Default to Item Number question in the Purchase Order Master Configuration on If this
78. NUM A da 3 25 M MAINTAIN DATA FILES Ai 2 45 MAKE COMPLETE DATA BACKUPS 2 48 EA A anai si 2 25 Marketing Text Filename 2 41 MASKED FIELDS ciu A rta 1 5 Maskine Wildcards iuris lia 4 4 Master CONSUL dd dl LAIA id 2 5 Minimum Maximum Quantities to Stock 2 34 Milt Fact A A ds tia 2 37 N Navigation Tools a e A a A AA ears 2 4 NE a ias 2 20 Net Days EOM iii OA N T ata 2 20 Next Record INQ ETAL EEA E N A A tas A E E E A E A S O On Hod by Lie cuadrada DA any Neate asl ident eden eles dace tet seta dee Aleta a ods detrei vy cele aay NN On Order by Single Item Report E ON ORDER DOLLARS BY INVENTORY Y o aeee rerea raor eonenn n arr e Eee A ae Aae E a E e ea A n oa eaan e eais 5 2 ON ORDER DOLEARS B Y VENDOR anro n sentene a o toi 5 1 Index Page I 3 Purchase Order Entry User Manual Payment Discount Wins ia dd iii Period to Report On PO Entry NA RNA NRO PU A A E A ds PREPRINTED FORMS IS ta 1 5 Pr Ri a die 4 3 Price Level 2 37 Price Plan 2 37 Price Table 2 25 Price Table 2 34 Pont 1099 cid A is 2 19 Print a label for Ttems Received Om Order oserei iiia saves EEE ER IEE N EiB e S EEE Ea 3 34 Print After Entry PRINT BAR CODEPRINTERCABELS iii A E E e A ERG 3 32 PRINT COMMITTED COST ANALYSIS ui a 4 28 Print Labels for All Items on Order PRINT ON ORDER BY SINGLE ITEM c s sesersecocconenssessesnerenseceosengess
79. OWER system may not support all of the same fonts After selecting font attributes for either the Printer Settings or Display Settings lt clicking gt the corresponding Save button will make those current selections the default settings If you select different attributes between displaying printing reports you must lt click gt the Apply button for the new font attributes to be applied Otherwise the selections made for the previous report within the same session will be applied to the current report Once you log out of the system the last saved printer and display settings will be applied to the reports when you log back into the system If E Mail is selected as the report output destination the actual report will be embedded within the e mail message as an HTML display in a fixed Courier font so that columns will automatically adjust to align properly Report Print Options In the Printer Settings section lt click gt on the Options button to open the Print window You can select the entire report the current page or a range of pages or a specific page to be printed You can also custom adjust form sizes by increasing or decreasing the horizontal and vertical offsets The horizontal offset adjusts the alignment in fractions of an inch The default offset value is set to 0 00 A positive increase will adjust alignment to the right a negative value will adjust alignment to the left The vertical offset adjusts the alignment in fra
80. Page 4 18 Print Reports Chapter 4 Purchase Order Entry User Manual PRINT STOCK RECEIPTS AGING PO0208 This report provides a complete material requirements scheduling based on the current stock aging categories that you have defined in your Change Master Configuration option The aging will include all inventory items currently on order This report provides a very useful tool in projecting the future stock receipts based on current Purchase Orders The report will display the total inventory receipt quantities by aging category established in your Master Configuration as well as providing current stock levels in inventory The aging compares the required date of each order to the current system date and the defined aging categories This will assist you in determining how soon receipt of goods will be and if additional orders should be placed due to additional stock requirements placed into the system This is a very important tool in assessing whether you have an ample quantity of an item on order to meet current and future sales needs The report will print the Quantity On Hand Quantity Reserved and Quantity Available fields if you are interactive with Manufacturing Inventory Management An On Order Variance will then be printed which will point out immediately any overages or shortages in On Order amounts An X will print beside this line if there is a discrepancy between the Quantity On Order in Purchase Order and the Qua
81. RN Files Comma Delimited PRN text files are those files in which text type data fields are enclosed in double quotes and all data fields are separated by commas The text files must contain the information for one record on a single line of the file Each line or record must be terminated by a Carriage Return Line Feed sequence CR LF For example a transaction import should look like this 1 11125 Cash In Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 CR LF 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 CR LF lt Click gt on one of the three choices to define the type of file you will be using You will be prompted to enter the name of the file to be imported You may use any name consistent with Windows naming structures You will have the option to browse for your import file which may be located anywhere on your hard drive or any network you may be attached to Next you will be prompted as to whether the system should print an audit trail first before starting the import process It is highly recommended that you lt click gt on this option It is selected by default This will allow you to see if there are any discrepancies within your import file The system will first print an audit trail of what will be imported into the Infinity POWER accounting module Upon completion of this report you will be prompted whether or not to go ahead and process the import of data
82. Usage Quantity 0 00 Total Quantity Produced Detail ltem Period Usage Quantity Quantity Produced 01 2003 0 00 2 00 02 2003 0 00 WA 03 2003 0 00 aio 04 2003 0 00 0 00 05 2003 0 00 0 00 Save Se The two areas of input are Usage Quantity For each period month of the accounting cycle you would enter the total quantity of this item used in production producing other items Quantity Produced For each period month of the accounting cycle you would enter the total quantity of this item which was produced manufactured These fields will be automatically updated every time you record manufacturing View Image This screen is used to show the image of the Inventory Item based on the name of the image file you defined under the Internet button Once you select the Internet button there are four choices and it is the image file that is required to be defined so that the picture or graphic can be displayed when this option is selected This file must be stored as a JPG or BMP image file Keep in mind when using the View Image feature the best results for image display would be 186 X 265 pixels A sample is shown below of what is possible These images may also be used interactively with the Infinity COMMERCE tools that are included as a standard feature of the System Administrator module which drive all of the Data Pro e commerce solutions
83. User Manual PRINT PO STATUS REPORT PO0205 This option prints the summarized status information for all Purchase Orders or Requests for Proposals This report will also indicate the number of times each preprinted form has been printed This report may be used as a quick overview of the status of each Purchase Order and or Request for Proposal You may specify which Purchase Order type to include a Percent Complete and whether you want to include those orders above or below the specified percent The percent complete is based on the total received quantity divided by the total order quantity This allows you to only view those orders that have met or not met your requirements for review This is a very important management tool to be able to see where possible problems may be developing from specific vendors or in the accounting cycle If you are interactive with the Job Cost Main Module once you have passed the first four criteria options an additional screen will be displayed prompting you to enter the Project Number mask for this report This allows you to only include those orders on this report that have been assigned to a specific project or job By leaving the mask blank the system will include all orders and all projects or jobs on the report Otherwise enter the project number and all other orders and projects will be ignored Field Names Purchase Order Number Vendor Percent Filled Number of Purchase Or
84. WER System Date is set anywhere in April of 2004 only those import transactions with a date between 4 01 04 and 04 30 04 will be imported Page 3 14 Enter Transactions Chapter 3 Purchase Order Entry User Manual The Fixed Length ASCII file logical record length for this import file is 523 bytes Chapter 3 Description Type Position Length Cont 0 NO 1 YES CHAR 1 1 Purchase Order STRING 2 10 Vendor STRING 12 10 Vendor Name STRING 22 30 Vendor SO STRING 52 10 Order Type 1 2 CHAR 62 1 Date Ordered STRING 63 6 Receipt Date STRING 69 6 Latest Date STRING 75 6 Ship To Name STRING 81 40 Ship to Address 1 STRING 121 25 Ship to Address 2 STRING 146 25 Ship to City STRING 171 15 Ship to State STRING 186 2 Ship To Zip Code STRING 188 10 Hold Entire PO CHAR 198 1 Misc Status STRING 199 30 Open Item Desc STRING 229 20 Shipping Instr STRING 249 20 Checking Acct CHAR 269 1 Terms Type 1 3 CHAR 270 1 Net Days CHAR 271 2 Overall Discount FLOAT 273 10 Project STRING 283 10 Retainage FLOAT 293 10 Sales Tax Percent FLOAT 303 10 Sales Disc FLOAT 313 10 Deposit Amount DOUBLE 323 15 Requested By STRING 338 20 Hold Item From PO CHAR 358 20 GL Account STRING 359 20 Inventory Item STRING 379 20 Taxable 0 NO 1 YES CHAR 409 1 Description STRING 419 30 Enter Transactions Page 3 15 Purchas
85. Year and Bring Balances Forward options will not bring an account into the new year if the account is set to the status type and the account s balance is zero Chapter 2 Set Up and Maintenance Page 2 13 Purchase Order Entry User Manual Beginning Balance This data item contains the balance of the account at the beginning of the fiscal year Make sure that all Income Statement accounts have a zero balance at the beginning of the year Before entering the Beginning Balance notice the display field in parenthesis that is either reading Debit balance normal or Credit balance normal This is a reference that the system creates from the account type that you have defined for this account NOTE If you are entering beginning balances for accounts that normally have a debit balance Asset Liability the amount entered should be positive If you are entering beginning balances for accounts that normally have a credit balance Equity Liability the amount entered here should be preceded with a minus to make the amount negative lt Click gt on the Save button to validate the first screen of information While in Add mode you may choose to add individual period information by lt clicking gt on Periods button This screen is a scrolling window which contains the balance of the account and the budget amount for each month of the year You will also see the total year Ac
86. a cee deb ties ccoup sateen tei eo och eae eb E E ange cb Recto ates sed EEEE eget nine Gaps heeled 2 17 Add Mode APOLO T eeni nei ii iaa i 2 17 ARTO A RN 2 18 Set Up Oth r Information iia is id Bidens lec Bedi lea iaa Meets 2 19 Change Historical Information isisi soe ceecssssecseesecssesecsseeeeesecseesecnaesccsaeceessecseesecneeseesecnesseeeaseeeaecateseenees 2 21 Change Mode APO0402 aiet ea aeaa ta dond did dde duane tes da EA da SEEE GEENE 2 21 Delete Mode APODO iii iia is ti is a Gol diia 2 22 Copy Mode APD Dicc a dis bites a ais anata Rol iio 2 22 SET UP INVENTORY ITEMS sscsssssssscssccssccssesscssesscssccsscssesscsssseneesesssseneesessscssecssesscssssenerses 2 23 Tniquiry Mode IMO100 oo iros laico ie bello ib 2 25 Add Mode IMD li 2 26 O 2 35 Histotias ette fa a a 2 36 WIM Cony 2s sacs cei cks crout iee cuentas qnostepeda caben EPON bE ESEESE SVE EETA ENPE NE dro sige cbcuesueshevastesteubote sheselps dhevs ENON EEES SPEE ISEE des 2 37 Mint e ra 2 38 MOI O NN 2 38 BUM e ta a a 2 39 Inf rmese ccode aaa deleite evcunnnsdveubucsspeusous deus crecido besiegte vest 2 40 Sa a E sae es Bhs Sacto atte cel ens setae eee vd 2 42 TO CatlOm A a pertes ee A E N Ss bcbee cee il te hah een cae eae 2 42 Change Mode IMO402 ree icvucesssevavece oveceustecsee cs vncees seven raa EE EEEE a E E vance REEE OREA EENE EE oE Ee 2 43 Delete Mode IMA al al 2 44 Page iii TABLE OF CONTENTS continued Description Page Co
87. a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the vendor through an inquiry mode or a change mode and then lt clicking gt on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this vendor Page 2 16 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By lt clicking gt on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Inquiry Mode AP0400 The Inquiry mode allows you to view summary information about your vendors Navigate to the reco
88. a number assigned to it This number can be up to twenty 20 characters alpha numeric It is normally three to ten 10 characters The numbering sequence is user definable but should be well planned to insure easy retrieval of accounts and for reporting purposes Chapter 1 of the General Ledger manual describes how to organize your account numbers the most efficiently Select the Set up and Maintenance option from the Menu Bar Then select the Set Up Accounts option A screen will appear with several processing options From this screen you may choose to navigate either through the Menu Bar or by lt clicking gt on the first set of buttons You will have the choice of going to the first record in the file the next record the previous record the last record or a specific record in the file which can be based on a search routine You are automatically in Inquiry mode when you select this option You may add notes to any General Ledger Account that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new account changing an existing account or copying an account By lt clicking gt on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the Operation option from the Menu Bar and the
89. a vendor to check on the status of your order and all they know is their sales order number you would be able to easily retrieve it from the system PO Status This is a thirty 30 character alpha numeric field which allows you to give a brief update or status regarding this purchase order For instance you may want to note that this order is not going to be shipped for another two weeks Any type of description may be used This description will also print on the P O Status report Page 3 4 Enter Transactions Chapter 3 Purchase Order Entry User Manual Terms Default Vendor s Terms This is the default payment terms for all invoices vouchered for this purchase order This will default to the terms set up in the vendor s master record The terms types are described below Immediate This specifies that the open item will be paid on the next check run Net Days This determines that the due date for the open item will be a specified number of days from the invoice date 0 to 999 days Net Days EOM This determines that the due date for the open item will be a specified number of days from the end of the month of the invoice date 0 to 999 days Batch This allows you to group certain open items together for payment based on a user definable batch number from 1 to 999 Suspense Any open items classified as suspense will never be paid until you change the terms to some other type This is the normal cl
90. accounting systems and print the Inventory Detail Report which is used to verify all information input into the inventory files EE Set Up Inventory Items Tools Launch Navigation Operation ia p wiaj ois al al Mode Inquiry Job Cost Code rox Altemate Part Numbers 601 35461 yq guaris Count On Drder Type 10 Class 601 Part 78511 ritem Categories A bite Reserved aooo Corner Blocks Adjust 3 08 P On Hand 277 00 gt to gt t 11400 e pa Req Mant 0 00 On an Inventory Item Lines cos foo Available 237 00 with an asterisk don t print Sis Code 31100 U M fen Manuf Type You may add notes to any Inventory Item that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new item changing an existing item or copying an item By lt clicking gt on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current date and time MM Maintain Notes Navigation Operation i Dd bi n B e E amp Mode Add Account 10 601 78511 UserID SCOTT Description Corner Blocks Date Time 05 15 2003 P 3 2
91. added to File Transaction Record added optional coPO2dy dbf Purchase Order Detail File New Purchase Order Lines added to File coIM1dy dbf Inventory Item File Quantity On Order increased if Inventory Items included on Purchase Order IMPORT PURCHASE ORDERS The File Import options allow you to bring information into the appropriate modules from text or ASCII files Text files may be created by word processors spreadsheets databases or many other types of programs This option is designed to allow you to import Purchase Orders directly into the Purchase Order module This option is designed to allow you to import Purchase Orders directly into the Purchase Order module They will be updated as if processed through the normal Add mode in the Enter Purchase Orders menu option from within the Purchase Order system When you select the option to Import Purchase Orders from the Transactions section of the Menu Bar a new screen will appear At this point you may choose to print the standard map file or create a map file on the hard drive to modify To print the map file lt click gt on the Print Map button To create a map file in the program directory lt click gt on the Create Map button This will print out the format in which this option is looking for information to be organized in Only imported transactions whose month agrees with the current system date are imported Example If your Infinity PO
92. ail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this record If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By lt clicking gt on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Inquiry Mode PO0100 This mode allows you to review all information concerning current Purchase Orders Navigate to the order you wish to view You may find an order using the navigation tool bar or lt click gt on the Navigation option on the Menu Bar and then the appropriate navigation option Once the order has appeared on the screen you may lt click gt on the Address button to view the ship to address information or you may lt click gt on the Details button to view the order detail Add Mode PO0101 This mode allows you to enter your initial Purchase Orders and Requests for Proposals You may optionally print a purchase order after each one is entered if you have turned On the option to Print After En
93. ail on an invoice that is being imported Each line should be placed in a separate record of the text file with a 1 for YES to indicate that the transaction is continued The last line should contain a 0 for NO indicating the end of the transaction For each transaction related import there are certain fields that are required and used by the system to verify the validity of the information being imported These fields are marked in the field definition section with a asterisk Page 3 18 Enter Transactions Chapter 3 Purchase Order Entry User Manual For each type of import that you wish to perform the import text file must contain all of the fields specified for that particular import option Any text fields that are blank will overwrite existing fields in the data files Also numeric fields that are blank will be considered as zero To allow the import of only a subset of the import structure you must have a custom MAP file created This will allow you for example to only update the retail price in Inventory without affecting or requiring any other fields You may obtain or create custom import MAP files one of two ways You may first lt click gt on the Create Map button at the point in the program when you have selected the import option The result is to produce a XXXXXX map file in the program directory The Xs in this file name represent the actual name of the Infinity POWER option wi
94. ailure of any kind such as a hard disk failure e Power Failure or Fluctuations e Improper Execution of certain operating system commands e Careless Handling of Data Disks or Tapes such as copying files the wrong direction It is recommended that you make a backup of your data files on a daily basis This does not mean for you to continue copying over the same backup that you may have made the previous day Instead you should consider the following structure Create five to seven daily backup sets of disks or tape cartridges depending on your system The number will vary based on the number of days you normally work on your files Mark each set with the name of the day of the week that it is to be used for backup purposes For instance disk set or tape 1 may read Monday disk set or tape 2 may read Tuesday etc Only use these specific sets of disks or tapes on the days that are designated This would mean that they would not be used more than once a week Therefore if problems were to occur and you did not realize it immediately you could at least go back as far as a week to find your last set of valid data files Of course the entries made during the last week may be lost but that is better than many months or years worth of input To go a step further we recommend that you next make four additional sets of disks or tapes These would be your weekly master backups Mark them accordingly with the week number Week 1 and at th
95. aintained in your inventory module do not have to conform to those of your vendors Other Vendor Vendor Item Number These fields are used for alternative sources for this item Minimum Maximum Quantities to Stock Limits you determine are best for your particular inventory turnover The minimum may be set up to reflect the quantity established to get the price break you have based all of your pricing factors on The maximum is designed to keep excess inventory amounts to a minimum These two fields are essential to printing the Suggested Order Report and Overstock Report respectively Projected Requirements A special analytical quantity used for the material requirement reporting based on manufacturing Normally this field will be updated automatically by the option to Enter Projected Usage Amounts Fields are ten 10 characters numeric only in length The system will round to the nearest number if you enter a number larger than seven digits This is typically used for Finished Goods and not sub assemblies or Bill of Material items Lead Time A numeric field with two additional decimal places for use with third party Manufacturing Requirements Planning MRP products such as the Invertech MRP software Users may define lead times in terms of hours days weeks months or years depending on what makes sense for each item This is a field that is not currently used within Infinity POWER for reporting cal
96. alpha numeric field that will identify the count value of that item e g ea lb doz gal etc This will define the default or stocking unit of measure if the Unit of Measure Conversion options are utilized Job Cost Code This is the default Cost Code used to transfer the cost of inventory into a job You may override this default code at the time of allocation to a specific job or project but the code entered here will be used as the default value for the system You may lt click gt on the Down Arrow F2 by default if you are integrated with the Job Cost Main Module to review a scrolling list of valid list of Cost Codes to enter into this field This is very important to configure in advance particularly if you intend to utilize the Sales Order Proposal Writing feature that allows quotes to be converted into Jobs once the quote has been accepted by the customer If these line items on the Proposal have been setup properly with their Cost Code setup they will be added as Budgeted Cost Codes on the new Job when the option Transfer SO Proposals to Job Cost is run Page 2 28 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual Alternative Part Numbers Tf your inventory includes similar products from different vendors you may assign separate inventory numbers to them Quite often when one vendor s product is not available an alternative vendor s product can be substituted With t
97. an modify font attributes such as color size and styles for each report This allows you to be creative in your report styles whether formal informal or classic professional depending on the purpose of the report You may choose a more informal style for internal reports but select a more elegant style for a customer Selecting a font in the Printer Settings section affects printed reports only If you select Print as the output destination this is the font that will be applied to the printed report You can also select a font style for the display destination independent of the Print Settings font selection In the Display Settings section of the screen lt click gt on the Fonts button to open the Font window From this window select different fonts add special effects such as underlining change the color font style bold italics bold italic etc and the font size When a report is selected in display output this is the font that will be applied when the report is displayed on the screen NOTE If you send a report to print directly from the displayed output screen Send menu option or the Send to another output destination toolbar options the font selected in the Printer Settings will be the font that is applied to the printed report regardless of what font settings are selected for the Display Settings Font attributes are unique for Printer Settings and Display settings due to the fact that your printer and the Infinity P
98. ance Page 2 45 Purchase Order Entry User Manual START NEW YEAR S FILES PO0415 This option starts up the Purchase Order files for the new fiscal year Before executing this option you should make multiple copies of the old year s files for archival purposes When you start the files for a new fiscal year the following files are copied into or created for the new year e Purchase Order File coPO1dy dbf e Detail File coPO2dy dbf After you create the files for the new year you should not process in the prior years data files When this option is run the system will only carry forward into the new year those purchase orders that are still open or have a quantity on order All other purchase orders that have been received complete will remain in the prior year s data files and are still accessible by simply changing the system date F3 This is how you can maintain purchase order detail history but it is maintained on an annual basis Before selecting this option you should make several backups of the old year for archival purposes before starting the new year Once you select this option if the new year s files have already been created you will be warned To select this option you will go to Systems from the Menu Bar and select System Administrator The following screen illustrates where to locate this option Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Help General
99. aph After you select each vendor the system will calculate the on order dollar amount If you have a number of unfilled orders for a particular vendor the system may take a few seconds to calculate the amount 2 After you have selected all of your vendors you may specify whether you want a Bar Graph or a Pie Chart After the graph is displayed click OK to continue On Order Dollars Chapter 5 Perform Analytical Graphs Page 5 1 Purchase Order EntryUser Manual On Order Dollars ON ORDER DOLLARS BY INVENTORY PO0302 This opti on provides a graph comparing total on order dollars by inventory item This option provides you with a quick comparison of up to twelve different inventory items total on order dollars You may display the graph as either a Bar Graph or Pie Chart 1 Page 5 2 When you select this option you may select the individual inventory items that you want to include on this graph After you select each inventory item the system will calculate the on order dollar amount If you have a number of unfilled orders for a particular inventory item the system may take a few seconds to calculate the amount After you have selected all of your inventory items you may specify whether you want a Bar Graph or a Pie Chart After the graph is displayed click the OK button Perform Analytical Graphs Chapter 5 Purchase Order EntryUser Manual On Order Dollars 1 20 151 33 5000 00 2 20 164 61 4
100. assification for disputed invoices of Days or Batch Default Vendor s Terms This is the number of days used in the calculation of the due date for terms types 2 and 3 If the terms type is set to Batch this is the batch number This will default to the number of days or batch number set up in the vendor s master record Discount Days This is the number of days used to determine how long the discount should be good for For instance if terms were Net 30 2 10 Days you would enter the discount days as 10 Payment Discount Default Vendor s Terms This is the default payment discount that will be taken on invoices for this vendor when paid within the specified terms This will default to the payment discount percent set up in the vendor s master configuration Disc This is the discount percentage to be used in the total discount by invoice amount of this purchase order In other words let s assume you are purchasing merchandise from a vendor and they are giving you a flat 30 discount on all of your purchases You may enter 30 in this field and the system will automatically calculate the appropriate discount for this purchase order This discount will then be deducted from the purchase order amount to derive the amount of the order not including tax and freight Do not confuse this discount percentage with the payment discount you may take at the time you are paying vouchered invoices in your Accounts Payable
101. ated with the item and multiplying it by the factor defined in the Unit of Measure Conversion table to get the unit cost default This information will then be updated to the Cost Layer File in the Inventory module Once you have entered all of the quantities for this order lt click gt on the Save button to validate the detail and then the system will return you to the header screen lt Click gt on the Save button and the system will then print an audit trail of the transaction Results coPO2dy dbf Purchase Order Detail File coJC2dy dbf Project Detail File Quantities Received updated for each line Transaction for Receipt posted coIM1dy dbf Inventory Item File coJC3dy dbf Transaction File Quantities On Order reduced Transaction for Receipt posted e PO2GL co General Ledger Integration File coIM6 dbf Cost Layer File General Ledger Accounts updated cae of new cost layers serialized items and coIM2dy dbf Transaction File Transaction for Receipt posted to project coJC1dy dbf Project File Transaction for Receipt posted optional if selected VOUCHER VENDOR S INVOICES PO0106 This option allows you to record all vendors invoices for stock which has been received All Accounts Payable transaction information will be updated at this time Using this option combines all of the key Purchase Order accounting elements together in one place and allows you to easily perform all of your recording to the
102. ation of the way your business operates is highly suggested before this selection is made Refer to Chapter 1 Normal Costing Methods for more information on each of these inventory costing methods Chapter 2 Set Up and Maintenance Page 2 27 Purchase Order Entry User Manual Once you have selected the costing method here and have begun to receive additional inventory items into stock you cannot just switch costing methods Make sure to check with your accountant or CPA prior to making any changes of this nature to your accounting files Cost Label This data item is a fifteen 15 character alpha numeric field which will only be available if you have selected the Lot Number type costing method for this inventory item The Cost Label is used to define the structure of the Lot Numbers to be used with this specific inventory item For example you may have a shoe store which carries boots The boots can be stored as lots with the label Style Color Sz The store may also carry accessories for boots such as anklets or taps which may only require a cost label of Style Color Each lot inventory item can have a different cost label The cost label is also used to describe the warehouse location in the Multi Warehouse set up of your inventory For example the cost label may be Warehouse No or Truck Number or Store Number Asset This is the account number used to update the General L
103. ayable Master Configuration This will cause any comments on the vendor s master file to be displayed on the screen drawing attention to pertinent information before recording transactions in the system These comments will be displayed on the screen when in Enter Purchase Orders option DATA FILE DESCRIPTIONS The Purchase Order Entry module utilizes the following data files 1 Master Configuration File 2 Purchase Order File 3 Purchase Order Detail File 4 Batch Purchase Order File 5 General Ledger Integration File File Name Description Master Configuration File filetype POOO filename coPO0 dbf This file contains your Master Configuration Forms Aging Categories and Integration with other modules information Purchase Order File filetype POO1 filenames coPO1dy dbf and coPO1dy mdx This file contains all of the overhead and status information for each purchase order in the system Purchase Order Detail File filetype PO02 filenames coPO2dy dbf and coPO2dy mdx This file contains every detail line stock items descriptions and all quantity information for all purchase orders Batch Purchase Order File filetype PO04 filenames coPO4 dbf and coPO4 mdx This file contains all sales order information for Special Order and Drop Shipment type orders necessary to generate the appropriate purchase orders in the Purchase Order Entry module General Ledger
104. cation of transfers to the Purchase Order module If you have transferred all backlogged items and decide to add new items to the original Sales Order you may uncheck this box and proceed to transfer the new items to Purchase Order Be very careful when attempting this option that duplicates are not created in the Purchase Order file Make sure to validate this screen before proceeding to validate the Sales Order For further details regarding Adding or Changing Sales Orders please see Chapter 3 of the Sales Order Entry manual If you have all of the preceding variables set properly then you need to go to the Enter Transaction menu in the Sales Order Entry module and execute the option Transfer Sales Orders to P O This creates the batch file that may then be read into the Purchase Order Entry module If this option has not been executed no transfer will take place When this transfer has been completed an audit trail of the purchase orders transferred will be automatically printed displaying both the inventory and non inventory items that need to be ordered This audit trail will also reflect the quantities units of measure and unit costs of each item For inventory items the unit cost will be the last cost stored in the system regardless of the costing method you may be using All non inventory items will display a Zero unit cost since cost information is not available at this point You will need to add cost informat
105. cess of properly and thoroughly identifying your inventory items This process will repeat itself for each inventory item After initial set up all cost and historical information should be input through Enter Transactions in order to maintain an audit trail If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the Operation option from the Menu Bar and then Add Set Up Inventory Items Job Cost Code eel Altemate Part Numbers Page 2 26 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual Enter the inventory item number in the format that you initially set up in the Master Information e g the default configuration is shown below 1 Category 2 Class 3 Item 4 Location NOTE If you add new inventory items in the old year after performing Year End Procedures the new inventory items added will not appear in the new year This is because the inventory item file was already created during Year End Procedures To alleviate this problem simply change your system date to the New Year and re enter the new inventory items and pertinent costs pricing and quantity information The following is an explanation of each of the data items required for a new inventory item Item Description There are four 4 lines available for your inventory item description Each line consists of thirty 30 characters al
106. cesseessssesuessaseesseseaseesseseases 2 7 CEDAR 2 6 Gils Discount Accounts sii ae hes ei HE SB EE DI IEE MR REE BREE BREN AS 2 7 G L Tax Account GENERAL OVER VIEW csi dt 2 1 GL ACCOUNT A NAR RES RAO EEE EEE 2 19 GE Journal Number a 2 7 H ISERO INTA i ME ar ee E gO eR rta 2 25 A ORO 3 5 3 8 I e O EIDE EGON aR a IMPORT PURCHASE ORDERS z Import Purchase Orders Flowchart doesoen erie eee ean eea re eea ee EEA E Ee AA AaS AA SE ea E aE Ro RRE AEAEE IEE Carrier E E E E E EE EA A E ESEE S E E EEE Integration with Accounts Payable Intesration with General Leder coinn aii E AI pas Integration with Inventory ManageMeNt ocoococonccnnnononononcnnonnnnonnonnnnnnn er i nana ERa e A aort oen arai aaa e PaE iei nRa ai aaeeea aina 1 3 Int gration with Job Cost Main Modales A A E RA A ES 1 3 Page I 2 Index Purchase Order Entry User Manual Integration with Sales Order Entry tia ii 1 4 Internet INTRODUCTION 0 A A dd che A ima cb ed ea aa PSE seg 1 1 Inventory tem AA once Soe ond tes Seca O A 3 8 Item Description 4 IEA AAA E OR AE 2 41 SR AAA NR AUS 4 13 J JOB Ero RIR oS EEE duen neni tantos A A S NE AS E RANEE AEE ET E 2 28 L LABEL QUANTITY nerpie r a a tala Reaves aa e dl debe ls det de e bbs 3 34 JERA ON i AEE PE A EE EE E tea A E E 2 29 Lat E E E Ei 4 3 Late Orders 4 13 Batesi Date ii is iia A A A ia 3 3 Latest Date Range 4 13 Lead Time 2 34 Location 2 26 Lot
107. cluded on the available reporting All inventory records and files are updated with all the pertinent information on all Serial Numbers Therefore all detailed reporting of Serial Numbers and Lot Numbers can be accessed from the Inventory module Quantity This is the quantity of the item you are ordering from your vendor This quantity is based on your unit of measure If you are interactive with Manufacturing Inventory Management this is the quantity that will be added to the Quantity On Order for this inventory item If you are utilizing the Unit of Measure Conversion feature be sure to enter the appropriate quantity based on the unit of measure selected Do NOT enter the stocking unit of measure quantity when using a unit of measure other than the default unit of measure assigned to this inventory item U M This is a four 4 character field for the unit of measure for this item If you are interactive with Manufacturing Inventory Management this will default to the unit of measure set up for the inventory item selected Otherwise the unit of measure selected will be used if you are utilizing the Unit of Measure Conversion procedures Unit Cost This is the unit cost of the item being ordered This will be multiplied by the quantity to calculate the extended cost If you are interactive with Manufacturing Inventory Management the unit cost will be based on the costing method and last cost of the inventory ite
108. ctions of an inch Page 4 2 Print Reports Chapter 4 Purchase Order Entry User Manual The default offset value is set to 0 00 A positive increase will adjust alignment down a negative value will adjust alignment up Displayed Report Options If the report output is Display you can also use the navigation toolbar buttons to jump to another page within the displayed report or lt click gt the toolbar button to specify a particular page This comes in handy to view specific information in a long report without having to navigate page by page From within a displayed report you can also send the report current page or all pages to print or change the output destination for the current page or the entire report without leaving the screen By lt clicking gt the search toolbar button you can also search for specified text within the displayed report This allows you to search for any text amounts dates etc contained within the report Range of Orders When asked to define the range of orders to report on place your cursor on the Beginning Order field and lt click gt the Down Arrow F2 by default to gain access to the account listing You may choose to search for orders by order number vendor number vendor name or SO Ref Once you have selected the Beginning Account Number lt click gt on the Ending Account Number field and then lt click gt the Down Arrow F2 by default to gain access to the account listing to ch
109. culations If you set up the default factor information for your entire inventory system using the Inventory Configuration Price Levels option the information to be entered on this screen would only be the Retail Price or Price Level 1 or the Base Price or Price Level 6 You would then lt click gt on the Reset Prices button The system will Price Table automatically calculate all the prices for that item based on the factors set up Page 2 34 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual E Price Table Information 10 601 78511 Tools Launch Description Price Retail 5 40 Level 5 13 Level 4 86 Level 4 32 Level 2 05 Reset Factors Reset Prices Level 93 78 Level 3 65 Level 8 3 60 U Name It 3 52 Bro In Law 8 64 Save If you want to override the default factors set up in the Master Configuration you may do it here on an item by item basis You may also use this option to do What If calculations of prices by changing the factors around and then lt clicking gt on the Reset Prices button to recalculate the prices lt Click gt ing on the Reset Factors button will restore the Master default factors when you are done If you are utilizing the Unit of Measure Conversion procedures the selling price will be based on the Price Level defined for each unit of measure in the Unit of Measure Conversion table e autaa Costs
110. d Bank Account This is a number which identifies the checking account to use for this open item The default will be the number set up in the vendor s master file You will then have the option of overriding the General Ledger distribution of this voucher lt Click gt on the Override G L button and a new screen will appear for this distribution process If you do not select to Override G L the system will expense the total amount of the invoice to the General Ledger account numbers specified by line item when the purchase order was entered Override GL This screen allows you to change the General Ledger account that will be used to expense the charge This screen will also display the total amount of the invoice to distribute and the amount remaining to distribute If you are interactive with General Ledger the system allows you to scroll through the General Ledger account file to select the accounts and display the account descriptions You must distribute the entire amount of the invoice before validating While distributing amounts to various account numbers the system will look at the current period budget amount for the account selected for this voucher and determine whether the amount is in excess of its budget If this is the case the system immediately displays a window warning you of this and will prompt for whether to proceed or not or to choose another account number For a thorough discussion re
111. d platform These must not be changed or adjusted Page 2 Chapter 3 Enter Transactions Page 3 21 Purchase Order Entry User Manual Data Pro Support Document IMPORT PURCHASE ORDER TRANSACTIONS PO0602 MAP CUSTOMIZED Purchase Order 0 20 STRING 2 20 Vendor 21 10 STRING 22 10 Order Type 1 3 74 0 INT 32 1 Date Ordered 75 6 STRING 33 6 Bank Account 380 5 STRING 39 5 Terms Type 1 3 408 0 INT 44 1 Project 4f 418 10 STRING 45 10 Sales Tax Percent 434 0 FLOAT 55 10 GL Account 472 20 STRING 65 20 Inventory Item 493 20 STRING 85 20 Unit of Measure 578 4 STRING 105 4 Quantity Ordered 604 0 DOUBLE 109 10 Unit Price 612 0 DOUBLE 119 15 Extended Price 624 0 DOUBLE 134 15 JIC Cost Code 632 10 STRING 149 10 LRL 158 Required fields for importing records if using Job Cost Field Types CHAR NUMBER NO DECIMALS STRING TEXT COMMA DELIMITED REQUIRES QUOTES AROUND FIELD AND COMMAS SEPARATING FIELDS FIXED LENGTH HAS NO CARRIAGE RETURN OR LINE FEED VARIABLE LENGTH REQUIRES ONLY CARRIAGE RETURN AND LINE FEED INT INTEGER NUMBER NO DECIMALS FLOAT MATHEMATICAL VALUES UP TO 5 DECIMALS Must have 0 00 if no amount DOUBLE DOLLAR AMOUNTS DECIMALS REQUIRED Must have 0 00 if no amount LRL RECORD LENGTH REQUIRED ONLY FOR FIXED AND VARIABLE LENGTH IMPORTS DATE MMDDYY Field Descriptions ACTION TYPES 1 ADD A RECORD 2 CHANGE
112. d new vendors to your Accounts Payable Vendor file Several screens will be used taking you step by step through the sequential process of properly and thoroughly identifying your vendors This process will repeat itself for each new vendor If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the Operation option from the Menu Bar and then Add The following is an explanation of each of the data items set up on a vendor account Vendor Number This number is a ten 10 character field alpha numeric that may be assigned entirely at your discretion Vendor This is the thirty 30 character alpha numeric field for the name of the vendor Description This name will be displayed on all screens reports checks and 1099s Address This is the full mailing address of the vendor It includes four lines of thirty 30 characters for the address fifteen 15 characters for the city two 2 characters for the state abbreviation and ten 10 characters for the zip code If you have elected to use International Addresses a set up feature in Global Functions the system will include Country as a data field in the address information for this company The address information will consist of four lines of thirty 30 characters for the address fifteen 15 characters for the city fifteen 15 characters for the state fifteen 15 characters for the
113. d shift all subsequent detail lines up one line copy a detail line for subsequent pasting and paste a previously cut detail line When all changes are made lt click gt on the Save button to validate your changes to this screen You will then be returned to the previous screen lt Click gt on the Save button to validate this record Results coGL1dy dbf General Ledger Account File Account Information updated Beginning Year Balance updated Period Balances and Budget Amounts updated Delete Mode GL0403 This mode allows you to delete an account You cannot however delete an account which has a balance in any of the twelve or thirteen periods or a beginning year balance Even though all balances are zero you should not delete any account that has had any transactions posted to it during the current period First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or lt click gt on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want lt Click gt on the Delete the Chapter 2 Set Up and Maintenance Page 2 15 Purchase Order Entry User Manual Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then lt click gt on Save
114. dated Cost Information is updated Historical Information is updated coIM3 dbf Assembly File Bill of Materials is Updated Chapter 2 Set Up and Maintenance Page 2 43 Purchase Order Entry User Manual Delete Mode IM0403 This option allows you to delete inventory items NOTE You cannot delete an item which has a quantity on hand If you delete an item that has YTD sales or purchases information it will distort some of your reports This option allows you to delete items you may have entered by mistake or no longer want Select the menu option Delete Inventory Items and enter the item number you wish to delete First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or lt click gt on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want lt Click gt on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then lt click gt on Save to validate your deletion of this record Make sure this is what you want to do because once an item is deleted it can not be retrieved Results coIM1dy dbf Inventory Item File Item Information is marked for Deletion coIM3 dbf Assembly File Bill of Materials is marked for D
115. der Entry modules may be integrated to allow the transfer of a sales order to a new purchase order If you wish to allow this transfer between the two modules you should turn On this option This will then allow the cross referencing of a sales order number against a purchase order To turn on this option lt click gt On the check box This cross reference number is helpful in tracking Special Orders and Drop Shipment Orders from Sales Order and making sure that once the products are received through the Purchase Order module that they are also then billed through the Sales Order module By turning On this option you will still have the system prompt you for a Sales Order Number even if you are not utilizing the transfer option between the two modules You may simply want to use it as a reference field against orders in the Sales Order file On Hold by Line Default Off This option allows you to specify whether individual items on a Purchase Order may be held from printing For various reasons such as price negotiations you may want to issue a purchase order with only some of the items printed The remaining items may be printed at a later date To turn On this option lt click gt on the check box Vendor Part Default Off If you are interactive with the Manufacturing Inventory Management module that system will allow you to specify by inventory item number a primary and secondary vendor and th
116. der option of recording receipts The update performed in Manufacturing Inventory Management upon validation of these transactions is identical to the Manufacturing Inventory Management option of Record Receipts except that the General Ledger update is handled by the Purchase Order Entry module Chapter 1 Introduction Page 1 3 Purchase Order Entry User Manual Integration with Sales Order Entry The Sales Order Entry interface is only invoked when Special Order or Drop Shipment type sales orders are used After these sales orders are initially entered you may execute the option to Transfer Sales Orders into Purchase Orders This option creates a special integration file which may be loaded into the Purchase Order Entry module and converted into purchase orders Integration with Accounts Payable In order to use the Purchase Order Entry module you must process interactive with the Accounts Payable module All purchase orders must be attached to specific vendors in order to be processed Vendor name Remit To address terms etc are retrieved for use on each purchase order from the Vendor s files in Accounts Payable Several reports such as the On Order Report may be printed by vendor In addition orders may be retrieved by vendor name or number as well as the vendor s sales order number As an option you may utilize the Display Vendor Comments feature by turning on the option in the Accounts P
117. ders Printed Number of Duplicate P O s Printed Order Type Status Vendor S O Number Date Required Latest Ship Date Chapter 4 Print Reports Page 4 11 Purchase Order Entry User Manual PON 100112 100118 100119 100120 100121 100122 100125 Supplier Filled S amp S 59 91 Bow 0 00 FLO1 0 00 SUN1 0 00 sco1 0 00 Bow 100 00 UNIT 100 00 J Times Printed PO DPO S amp S Sub Contractors 4 1 Bower s Roofing Supplies 4 1 Florida Lumber Inc 6 1 Suncoast Concrete Supplies 5 1 Scotty s Building Supplies 2 0 Bower s Rooting Supplies 3 1 Unified Supply Company 3 1 Number of records printed 7 Page 4 12 Print Reports Infinity POWER Sample Company Inc Purchase Order Status Report Type Vend SO Status Normal 664311 Normal 78666 Normal ASAP Normal Were late please hurry Req tor Proposal Normal Normal PO 12634 P O Status Report Order Date 03 07 2006 04 03 2006 04 18 2006 04 04 2006 04 26 2006 04 17 2006 02 21 2006 Req Date 03 28 2006 04 25 2006 04 27 2006 04 18 2006 04 27 2006 04 30 2006 02 28 2006 Latest Date 04 25 2006 05 03 2006 04 28 2006 04 25 2006 04 27 2006 05 17 2006 04 07 2006 Page 1 4 04 28 2006 Project 96 0112 96 0013 5203 Chapter 4 Purchase Order Entry User Manual PRINT ON ORDER REPORT PO0206 This re
118. dule This is a big convenience because you may simply call up all inventory items and get the last purchase cost unit of measure and descriptions automatically Non inventory items may be used as well Once a Request for Proposal is generated by the system you may continue to review it modify it or print it out as often as you desire Once a final agreement is met between you and your vendor all that is necessary to get the new Purchase Order into the system is to select the Purchase Order and go into Change mode and modify the purchase order type from Request for Proposal to Normal assuming you have the security rights to do so If not a manager with rights to the Committed Order security object will be required to convert an RFP to a Normal Purchase Order status No re keying of data is required unless you want to make additional adjustments to the existing request for proposal No Inventory or Accounts Payable information is affected as long as the status is a Request for Proposal Once transferred to a full purchase order status any inventory items on the order will then be counted in the Quantity On Order field of each inventory item Auto Renewal This type of purchase order is convenient when you have repetitive purchases of the same items from the same vendor This type of purchase order will continually renew itself using the same purchase order number Once an Auto Renewal type purchase orde
119. dy dbf Purchase Order File Any Deposits Recorded reduced to Zero coPO2dy dbf Purchase Order Detail File Receipt Transaction recorded optional TRANSFER P O FROM S O PO0107 This option allows you to generate Purchase Orders in the Purchase Entry System for all current customer Sales Orders Special Orders and Drop Shipments only in the Sales Order Entry System The Purchase Order Entry and the Sales Order Entry modules provide you with a convenient method of performing two tasks almost at once It is very common in many industries to take an order from a customer and enter it into the Sales Order Entry module for processing Likewise it is common that the items being ordered are not inventoried but handled on a special order or drop shipment basis This means that in addition to entering the Sales Order you also have to turn around and re enter the same items as a purchase order to your vendor The system eliminates the need for this re keying function by providing you with two types of sales orders Special Order and Drop Shipment When specified the Sales Order program will automatically transfer the order detail from the Sales Order Entry module to the Purchase Order Entry module for the generation of a new purchase order The cycle begins in the Sales Order Entry module First a sales order must be entered The order type used with the order must be either a Special Order or a Drop Shipment No other order types will work
120. e This is the retainage percentage to be used when vouchering invoices to the Accounts Payable module for the project specified You may still override the retainage percentage at this point If you are not interactive with the Job Cost Main Module this question will be automatically bypassed If you are interactive with the Job Cost Main Module the default percentage will be the vendor s retainage percent set up in the project s master file Country Code This is the Country Code that will be used to find the factor for the conversion of the monetary values on this purchase order The option for Currency Conversion in the Purchase Order Master Configuration must be turned on for this feature to be operational Also Currency Factors must be set up Factor This is the Factor that is defined for the conversion of monetary values from the base country of the current company that you are in to the country you have chosen for this Purchase Order Requested By This is a twenty 20 character reference field for keying in the name of the person who is requesting the purchase This could also be used for a department designation or special routing address of the material as it is received Vendor s Ref This is a ten 10 character field for the vendor s sales order number This field will be displayed on some purchase order forms and is also the number you may optionally retrieve purchase orders by Therefore if you call
121. e EAA AREE A EEEE AE SAAE EA a ES EN AAEE ANAA SE SES EAE E DEBRA DARAS VESTIR Sales Tax A oa Scroll View Serial Lot SET UP ACCOUNTS SET UP INVENTORY ITEMS SET UP VENDORS Ship Date A OE Shipments Received for SO Report Shipping Instructions Sls Code cece SO Reference o Special CUADE tine rine cscs ease scored es itess tere A e es dede cd STANDARD FEATURES FOR REPORTS Stock Receipts A pine Categories ii to tt Stock Receipts A pins REpOrt nati it ae Suspense a System Integration ts A Ad SASTEMINTEGRATION E o IT Terms Type eN AN A RN 3 30 A RN 2 40 Total Inventory On Order Report 4 25 Transaction Number 0005 3 30 TRANSACTION PROCESSING FLOWCHARTS cccccccessssssssessseeesecssceceseceseecnsecssaeceseeeseecnseeesaeceseesessceseeseseceseeseseeeaeeeseeeneeenses 1 6 TRANSFER P OsFROM S Oia decada 3 31 U UM sides 2 28 2 37 3 9 TIM CO A A A AA E IAE 2 37 U M Conv 2 25 Unit Cost 2 40 3 9 LOTE OON AD AAA NOTO 2 6 Unit Wet cra 2 27 Update Inventory Detalle A A ia lies 2 8 ESSE A ANN 2 38 User Flelds id id ia dd dido din 2 32 3 11 Vv Vendor Description 5 15 carcass dated aia Vendor Item Vendor Number Vendor Pait ON AAS ED FEil WA CEO AAA AE E A ET SE EA ta T de donna AE S Vendor s Bank Routing ES Vendor Ra Video gill os ME A A A A A A on View Image y Voucher Vendor
122. e Order Entry User Manual Description Type Position Length SO If Applicable STRING 430 10 Unit of Measure STRING 440 4 Vendors Inv Item STRING 444 20 Vendors UM STRING 464 4 Vendors Conv Factor FLOAT 468 10 Quantity Ordered FLOAT 478 10 Unit Price DOUBLE 488 15 Line Item Discount FLOAT 503 6 Extended Price DOUBLE 509 15 If it is not in this format you will encounter errors during the import process or not be allowed to continue at all The File Import features allow for the importing of text file information into the Infinity POWER program This includes the ability to import Master File information such as Charts of Accounts Customer Names and Addresses Employees Vendors etc as well as transaction information for those master files such as invoices and credit memos journal entry updates etc These text files may be created by a wide range of sources which may include word processors spreadsheets databases or other types of accounting programs These sources may also include other computer systems that utilize different operating systems and functions such as mainframes minicomputers or various types of PCs After printing or creating the map file you will then be prompted for three 3 data items 1 Import File Format 2 Import File Name 3 Process Import File The Import File Format is prompting you to select the type of file you will be using
123. e end of every week make a full backup of your data files Though you may have a complete daily backup for each day of the week sometimes problems are not found within the week s time frame and all of those backups could be invalid This way you could go back several weeks at a time to find your last set of valid files Next you will want to go further and create a monthly master set of disks or tapes You would mark them accordingly with the name of the month of the year At the end of every month you would then make a complete backup of your data files again This allows you to then go back several months at a time if necessary to review information or to print historically dated information Of course the last set of files created should be the yearly set of files done at the end of each fiscal year for archiving purposes It is also highly recommended that all key master file reports journals agings etc be run at this time for hard copy backup As an additional protection for those users with tape backup systems it is still highly recommended that if you have a floppy disk drive on your computer that a floppy disk backup be made occasionally at least monthly in case a problem were to develop on the tape drive that you are using Normally you would not find out there is a problem until you needed to restore information and that may be too late This all may sound like a considerable amount of work and inconvenience but conside
124. e order from being printed by simply checking this check box Though you still have the ability to hold the entire order you may be more specific and hold a single line item Providing your Master Configuration has been set up this way This will keep them from being printed on a purchase order until you use the Change Existing Purchase Orders menu option and uncheck this checkbox Inventory Item The heading for this field will be the heading set up in the Manufacturing Number Inventory Management Master Configuration or Job Cost Master Configuration If you are not interactive with Manufacturing Inventory Management this heading and field will be blank If you are interactive with Manufacturing Inventory Management the heading will be displayed and if you have selected an inventory item for this line the item number will be displayed If the inventory item selected has a Unit of Measure Conversion defined in the set up of the Inventory Item a window will appear with the available units of measure to choose from The system will record the requisition of inventory in the selected unit of measure format The unit of measure format selected will appear on the Purchase Order reports NOTE Enter either the actual Inventory Item or Alternate SKU number The system will automatically cross reference the actual inventory item and will display it in this field However the inventory cost layers in the Inventory module will be
125. e updated to the Cost Layer File in the Inventory module If you have turned Off the option in the Master Configuration Allow Oty Received over PO the system will not allow you to enter a quantity amount in excess of the Quantity Ordered amount This is designed to prevent employees from inadvertently allowing the receipt of merchandise that was not originally authorized Page 3 28 Enter Transactions Chapter 3 Purchase Order Entry User Manual The system will also prevent you from vouchering for more quantities billed than what you have received If you have turned Off the option in the Master Configuration Allow Qty Billed over Receipts the system will not allow you to do so If either of these options were turned On you may then enter whatever quantity would apply Once you have entered all of the quantities for this order the system will then take you to the Voucher Invoice screen which is described next If your invoice contains the billing for all of the items you have already received for this purchase order simply lt click gt on the checkbox Order Billed Complete and the system will then overlay a new screen This new screen will allow you to then voucher this invoice into your payables system If you desire to both voucher billing and record the receipt of inventory items at the same time you should NOT lt click gt on this checkbox and proceed to record the receipt of each item and its appro
126. ed is after the EOM Cutoff the EOM calculation is performed on the following month Discount This is the default payment discount that will be taken on invoices for this vendor when paid within the specified terms Discount Days This is the number of days used in the calculation of the discounts This is a number 0 through 99 Always Take Discount This checkbox indicates whether or not you should always take the payment discount for this vendor If left blank the system will only take the discount on invoices paid within the terms If you lt click gt on this option the system will always take the discount on all invoices regardless of when they are paid Page 2 20 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual Change Historical Information The Historical button will allow you to review another screen from which you may enter or change the historical information for this vendor The historical information will be automatically updated during normal processing and should not be changed here except for set up purposes The following describes each of the data items Year to Date Payments This is the total dollar amount of all checks written to this vendor during the current year This amount will be printed on the vendor s 1099 form Average Days to Pay This is the average number of days that it takes you to pay invoices that you receive from this vendor bas
127. ed on the invoice date Basis of Invoices This is the number of invoices that were used in the calculation of Average Days to Pay On the bottom portion of this screen there is a scrolling window that allows you to enter the number of invoices and total amount of purchases for each period of the fiscal year This information will be updated automatically as you process information throughout the year Results coAP1dy dbf Vendor File New Vendor is added to file Change Mode AP0402 This mode allows you to change all information for any account If you have made any mistakes during this set up process you may return to the Set Up Accounts option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or lt click gt on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record lt click gt on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and lt click gt on the Save button to save your changes or lt click gt on the Cancel button to cancel the changes made While in Change mode you may choose to change Historical information by lt clicking gt on Historical button This screen is a scrolling window which contains t
128. edger Integration file Also if integrated with Job Costing it will update the Job Cost Master File the Job Cost Project Detail File and the Job Cost Transaction File XXXP02YY DBF PO2GL XXX PURCHASE ORDER GENERAL LEDGER INTEGRATION FILE XXXIM2YY DBF DETAIL FILE XXXJC3YY DBF JOB COST TRANSACTION FILE Page 1 8 Introduction Chapter 1 Purchase Order Entry User Manual Voucher Vendor Invoices Flowchart Voucher Vendor s Invoices updates the Purchase Order Detail File and Transaction File It also updates the Vendor Master File of invoices and purchases bucket AP Open Item File and the AP Detail File If integrated with the General Ledger it will also update the General Ledger Integration File It will also update the On Order Quantity in the Inventory Master File the Inventory Transaction Detail File and the Inventory Cost Layer File Chapter 1 Introduction Page 1 9 Purchase Order Entry User Manual This page intentionally left blank Page 1 10 Introduction Chapter 1 Purchase Order Entry User Manual CHAPTER 2 SET UP AND MAINTENANCE This chapter will provide you with a step by step procedure for the initial set up and maintenance of your Purchase Order Entry files When you select this menu option a complete list of choices will be displayed as shown on the following screen Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Transaction
129. edger module to reflect any increases or decreases in the value of this particular inventory item This account number is also used to print the Manufacturing Inventory Management Value Summary Report which does not require General Ledger to be interactive This account is used when transactions are originated in the Manufacturing Inventory Management module or when receipts of inventory are entered through Accounts Payable or Purchase Order If the Accounts Receivable module is integrated with Inventory the AR Sales code defined on the Inventory Item will dictate the Inventory Asset account to be used for sale and return transactions COS This is the account number used to update the General Ledger module to p g reflect any increases or decreases in the Cost of Sales calculations when recording a sale withdrawal or return of an item SIs Code This code is used by the Accounts Receivable module to group sales of items into various categories of sales This determines total sales by various breakdowns defined by you or you may simply use one code to represent all sales This code may be up to 10 characters alpha numeric Make sure that if you are interactive with Accounts Receivable that any codes you use when you set up Inventory are set up in Accounts Receivable Otherwise when invoicing and such the system will always be looking for near matches instead of assuming the proper number immediately UM This is a four 4 character
130. eir e mail address and not just their name The Subject field is automatically assigned the name of the report you will be generating however if you wish to overwrite it with another subject you may do so Chapter 4 Print Reports Page 4 1 Purchase Order Entry User Manual NOTE Be sure you have defined your E Mail Host in the Output section of the Configuration Settings otherwise this feature will not be operational Your name should be your e mail address not your actual name If you select Display this will cause the output to generate the report to the screen All reports are generally created in an 80 or 132 column format You may size your output window both larger and smaller to allow you to view as much of the report on the screen at once as possible If you are used to using the Windows Character based or UNIX version of Infinity POWER you realize that you may also send reports to a text file for a myriad of uses You may do the same in Windows however you must set up a printer type in Windows that will direct the output to the file Once this is done any time you want to direct reports to a file you simply select the new printer definition under Windows This principal applies if you want to print any report or form as a FAX document Define the FAX software as a printer in Windows and simply redirect your output to that specific printer Font Attributes Within the Output Options window you c
131. eir respective part numbers By turning On this option you are telling the system to do one of two things First if the vendor you are currently issuing the purchase order to is either the primary or secondary vendor then the appropriate vendor s part number will automatically be placed as part of the line item detail of this order Second if you are not interactive or no primary or secondary vendors have been set up for the specific inventory item then you may enter the number yourself at the time of order entry By turning Off this option you are telling the system not to look for any interaction and to bypass this field altogether at the point of order entry Tax Override by Line Default Off By turning On this option the system will allow you to specify by line item on a purchase order whether or not you should be taxed This feature gives you the ability to utilize both methods on the same transaction To turn On this option lt click gt on the check box Chapter 2 Set Up and Maintenance Page 2 9 Purchase Order Entry User Manual Default Tax Status Default On This option determines whether items on your purchase orders should normally be taxed or not If you turn On the Tax Override by Line the system will still allow you to make exceptions by line item Default Tax Percent Default 6 00 This option allows you to specify the default tax percentage that you wo
132. eletion Copy Mode IM0404 This option allows you to set up new inventory items by copying existing ones This option is very helpful in setting up multiple locations or in renumbering your inventory items Using this option the system provides a quick method of setting up items that are very similar Many items may only vary by color size or any other variable The rest of the information relevant to these items may be exactly the same You are able to quickly create and enter new items into the file This option will also save a considerable amount of re keying of the same information when setting up the same items for multiple locations or when assigning new numbers to old inventory items First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or lt click gt on the Navigation option on the Menu Bar and then the appropriate navigation option lt Click gt on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then Copy You will notice all the information except for item number will be copied to a new record Enter the new item number for this record At this point you may choose to edit any of the information or lt click gt on the Save button to validate which will then add it to the file Results coIM1dy dbf Inventory Item File All Item Information is set up Cost Information is
133. equired to completely process a purchase order in the Purchase Order Entry module These steps are as follows Enter the original purchase order Add a Purchase Order option 2 Record the receipt of stock included on the purchase order to your vendor Record Receipts option Actually this step may be performed simultaneously with step number 3 Vouchering vendor s invoices allows the concurrent entry of receipts with the recording of your vendor s invoices 3 Voucher invoices from vendors for the received order Voucher Vendor s Invoices option Although these are the only essential steps the system provides you with numerous other aids to smooth purchase order processing You may select only those options which provide benefit to your company Chapter 1 Introduction Page 1 1 Purchase Order Entry User Manual The following example utilizes the complete purchase order process for a normal order 1 You submit a Request for Proposal to your vendor s Options A Add Purchase Order type request for proposal B Print Request for Proposals The vendor submits an estimate to you If you accept the estimate then you change the purchase order type from Request for Proposal to Normal and adjust any stock cost differences The system will automatically make all inventory on order adjustments You print and send a confirmation purchase order to your vendor Options Change a Purchase Ord
134. er and Print Purchase Orders The next step assumes that you have just received the inventory items from your vendor If you have not yet received the invoice from your vendor you would select the option Record Receipts and enter the quantities received This will update the Purchase Order and increase the on hand inventory amounts accordingly When you receive the invoice from the vendor for the merchandise you have received select the option Voucher Vendor s Invoices There you will be allowed to enter the quantities being billed and override the unit costs The system will then calculate the net amount of the invoice and allow the input of the overhead information of the invoice for vouchering into Accounts Payable Any quantities that are recorded as billed and have not been received will automatically be received into inventory You may then print the backlog report and status reports to evaluate the outstanding purchase orders remaining in the system SYSTEM INTEGRATION This section includes a brief overview of how the Purchase Order Entry system integrates with various other accounting modules These modules include General Ledger Job Cost Main Module Sales Order Entry Manufacturing Inventory Management and Accounts Payable Integration with General Ledger Purchase Order Entry is directly interactive with the General Ledger When you are entering purchase orders you key each item on the order based on Gen
135. eral Ledger account numbers The following General Ledger transactions will be posted every time you execute these normal Purchase Order transactions Page 1 2 Account Description Debit Credit RECEIPT ONLY Inventory Asset Exp Work In Process X Accrued Receipts Exp X VOUCHER ONLY AFTER RECEIPT Accrued Receipts Exp X Accounts Payable X VOUCHER W COMPLETE RECEIPT Inventory Asset Exp Work In Process X Accounts Payable X Introduction Chapter 1 Purchase Order Entry User Manual VOUCHER W PARTIAL RECEIPT After Receipts Inventory Asset Exp Work In Process X Accrued Receipts Exp j Accounts Payable xX FINAL VOUCHER ON A PURCHASE ORDER Inventory Asset Exp Work In Process X Accrued Receipts Exp X Discount Less X Deposit Less X Taxes Plus X Accounts Payable X Purchase Order Accruals You may update your general ledger at any time by entering General Ledger and executing the Post Integration Files option See the General Ledger manual for details Or if you choose the option Automatically Post Integration Modules in the General Ledger Master Configuration these same transactions will be posted in real time to the General Ledger each time a transaction is entered into the Purchase Order Entry system Integration with Job Cost Main Module The Purchase Order Entry system allows the allocation o
136. esteseesececsnesquaeessserenenocensueraseserssosenereneneteaserenseesensees 4 22 PRINT ON ORDER REPORT PRINT PO STATUS REPORT PRINT PURCHASE ORDERS Prine REPO ESA A AA AAA RA PRINT REQUEST FOR PROPOSALS PRINT SHIPMENTS RECEIVED FOR SO PRINT STOCK RECEIPTS AGING PRINT TOTAL INVENTORY ON ORDER Printer Device O RR POE EN UMD iio Projected Requirements a Purchase Order ni A Ab Purchase Order For Bertie oes aclag nn Sarre eu an ggaie staal este ass aa ees Ll ales aes olen Purchase Order Ly ES A V EER N Q Dido AUS EA AAA Es 2 29 Quantities QUA e td die O E ete da is ado ad di sk ae Quay Dec Alda O A O dimiento EE deat 2 6 Quantity Prod a e a do do ye Seles ad a aa eae 2 38 R Ranse of Orders ano ne A steve eating Hao eae ade A tvs beached ete Receipts Over PO RECORD RECEIPTS oroni aa led atte asia os acces teat RIN PEGS vectra ate aban aaa ee Re ne Ges etal oon ak 3 24 Remove Completed Purchase Orders nidad aia 2 4 Re Order M Report Print Ops A it 4 2 ReportSortinig Pr il 4 3 Req Date VA TR ARONA 2 30 2 31 Request for Proposals na E A A IA ae 3 3 Request For Proposal 4 10 Request for Proposal Form 2 10 Requested Bis A id 3 4 Required Date Range Reserved to Ship Retana re os cscs oere aene EDE eE T ca au atput AE a A A tesa E A A peiesn E E uueus seb atuni ted evel easter ch 3 4 Page 1 4 Index Purchase Order Entry User Manual MALS AMOUNT ase koerana a Sras E Eoe
137. ew Documents the system will begin printing all Purchase Orders that have not yet been printed To Print Duplicates 1 lt Click gt on Any Document and lt click gt on the Label as Duplicates check box NOTE To print purchase orders previously printed but not label them as duplicates do not lt click gt on the Label as Duplicates checkbox You may now select a range of Purchase Orders to print The system will ask you for the beginning and ending Purchase Orders to print If you are interactive with the Job Cost Main Modules once you have entered the range of purchase orders to include an additional screen will be displayed prompting you to enter the Project Number mask This allows you to only include those purchase orders that have been assigned to a specific project or job By leaving this mask blank the system will include all purchase orders for all projects or jobs Otherwise enter the project number and all other purchase orders and projects will be ignored Every time a Purchase Order is printed the system will increment the Number of Purchase Orders Printed field in the Purchase Order master record Once your selections have been made the following screen will appear Select Form Enter Purchase Orders x Current Form Alignment Default Form Suggested Form Pol Suggested Form Browse Curent Form Defaults Cancel Align Contact DPAForms Inc for the best quality
138. f items placed on order with your vendors to specific projects and then the automatic update of project allocations during the Purchase Order option of Vouchering Invoices These options allow you to record orders for projects track those committed costs through the purchase order cycle and then record those costs for vendor invoices vouchered into the system directly to the projects with no additional steps required This would be the same as using the option Record Costs in the Job Cost Main Module Both modules are designed to track project costs for on line evaluation of project status Please note that the Accounts Payable Accounts Receivable Manufacturing Inventory Management Payroll and Purchase Order Entry modules are designed to work with Job Cost Main Module Integration with Manufacturing Inventory Management The Purchase Order Entry module provides two primary interfaces with Manufacturing Inventory Management First during the writing of the Purchase Order you may retrieve the individual inventory items for inclusion on a purchase order The description unit of measure vendor part number and last unit cost will be automatically retrieved Upon validation of the purchase order inventory will be updated for the new quantity placed on order in exactly the same manner as the Record Purchase Orders option in the Manufacturing Inventory Management Module The second interface occurs when you execute the Purchase Or
139. f records Results coAP1dy dbf Vendor File Vendor Information is marked for deletion Copy Mode AP0404 This option allows you to set up new vendors by copying existing ones This option is very helpful in setting up multiple location vendor accounts or in renumbering your vendors Using this option the system provides a quick method of setting up vendors that are very similar Many vendors may have multiple locations or chain stores which bill you individually First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or lt click gt on the Navigation option on the Menu Bar and then the appropriate navigation option lt Click gt on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then Copy You will notice all the information except for account number will be copied to a new record Enter the new account number for this record At this point you may choose to edit any of the information or lt click gt on the Save button to validate which will then add it to the file Results coAP1dy dbf Vendor File New Vendor is added to file Page 2 22 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual SET UP INVENTORY ITEMS This section discusses the ways to set up change delete and copy inventory items It also covers how to import new items from other
140. flexibility in that it may be run for just requests for proposals outstanding normal purchase orders filled purchase orders or any combination of the above The report may be printed in two ways The first includes an overall view of total costs and committed costs by project The second version is a detailed report that breaks down not only the overall costs and committed costs but all of the detail that makes up these numbers This includes the actual purchase order numbers that have been issued who the vendor is which specific cost codes have been used their unit cost and the total committed cost by cost code When you select this option the system will prompt you to enter a range of projects to include on this report You may enter the first project number directly or press TAB to review near matches Then enter the ending project number to include in the range The fields included in this report are Field Names Non Detailed Report Project Number Project Description Project Type Contract Amount Budget Cost Project To Date Cost Committed Open Purchase Orders Adjusted Cost PTD Cost Committed Cost Budget Variance Budget Adjusted Cost Totals Detailed Report Project Number Qty Ordered Project Description Qty Remaining Project Type Unit of Measure Contract Amount Cost Code Budget Cost Description Project To Date Cost Unit Cost Committed Open Purchase Orde
141. follows Purchase Order Number Order Type Print Date Page Number Order Placed With Bill To Name amp Address Ship To Name amp Address Vendor Account Number Open Item Description Order Date Need By Date Vendor s S O Number Requested By Shipping Instructions GL Account Quantity Ordered Unit of Measure Description Inventory Item Number Unit Price Discount by Line Extended Amount Terms Description Overall Order Discount Subtotal Sales Tax Freight Deposit Amount Total Amount Due Authorization Page 4 6 Print Reports Chapter 4 Purchase Order Entry User Manual Purchase Orders Infinity POWER Sample Company Inc PURCHASE ORDER Number 100146 Duplicate Account TAM1 Order Placed With Tampa Electrical Supplies 9833 N Kennedy Blvd 100 Tampa FL 33602 Date 04 28 2006 Page 1 Last Date 05 19 2006 Ship To Custom Home S Jones 14467 Cleveland Avenue Unit 605 Clearwater FL 33612 Description Need By LastDate Vendor SO Shipping Instruction Wiring Materials 05 17 2006 05 19 2006 506311 UPS Ground Quantity UM Description ltem Number Price Amount Special Order for Materials to be shipped straight to the Project to expedite job 17 00 Each Framing Materials 12 72 216 24 Electrical Boxes 11 00 Roll Framing Materials 78 14 859 54 Cat 5 Wire 100 Terms Tax Exempt Number Disc
142. formation to be imported must be in one of three forms 1 Fixed Length ASCII Records 2 Variable length ASCII Records 3 Comma Delimited Text These three types of files are discussed earlier in this section For all three types of text files the format of the data must be accurate for the import options to read the correct information Each field or data item must be in the correct order across the line or record and in the correct format depending on the type of text file Each of the import options allow you to print a transaction journal as the import is being performed This provides an audit trail of the information being updated into your data files This report will also indicate if the import of a record was not performed due to errors encountered in the importation process Some of the import file structures allow you to specify action numbers These action numbers tell the system whether you want the information being imported to be added changed or deleted The action numbers are listed below 1 Add Record to file 2 Change record in file 3 Delete record in file 4 Add record if it doesn t exist otherwise change it Some of the transaction import file structures require a field called Cont 0 NO 1 YES This field indicates to the import programs whether or not the transaction is continued in the next record For example in the Accounts Receivable Transaction import there may be several lines of det
143. g gt on Periods button This screen is a scrolling window which contains the balance of the account and the budget amount for each month of the year You will also see a message which tells you the total year Actual Balance and Budget Amount Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and lt click gt on Save When you choose to select a specific record in the file you may search for that record by account number or description lt Click gt on the either of the choices and enter the information you want to search on Once you have found the record you wish to be displayed you may either double lt click gt on it or just highlight it and lt click gt on OK Once you have navigated to the correct detail line you may make the changes necessary You may use the operation tool bar options to clear data in current field insert a detail line before the current detail line delete the current detail line and save for pasting cut delete current detail line an
144. g of Serial Numbers and Lot Numbers can be accessed from the Inventory module This means that once the Serial Numbers are recorded here as receipts they will available for selection throughout all invoicing options in Accounts Receivable Sales Order and Point of Sale Once the item has been selected and if it has a Serial type costing method the system will prompt you for the Serial Number Please note that you can use a Bar Code Scanner at this point to capture the Serial Number off of the product providing the manufacturer has printed it on the packaging The Serial Number is a twenty 20 character alpha numeric field which is used to enter the Serial Number of the inventory item you are receiving into stock After the validation of this receipt the system will prompt you for the additional information below on each of the serialized item s Page 3 24 Enter Transactions Chapter 3 Purchase Order Entry User Manual If you are planning to use a quantity greater than one 1 on serialized items you will be prompted for a Serial Number for each of the quantity of items you are receiving If the quantity received is ten then you will be prompted for ten Serial Numbers Description This is a thirty 30 character alpha numeric field used to describe this serialized item By default the system displays the description of the main inventory item This description is solely for the use of describing this individual serialized item
145. garding General Ledger distributions see Chapter 1 of this manual discussing General Ledger Integration After all of the preceding data has been entered lt click gt on the Save button Then lt click gt on the Save button to validate this voucher The system will save the open item and transaction record update the vendor s account history update inventory update any projects and their cost code detail update the purchase order detail and if on accrual basis record the entry to the General Ledger integration file A transaction register will also be printed for each voucher Page 3 30 Enter Transactions Chapter 3 Purchase Order Entry User Manual Results coIM1dy dbf Inventory File Quantity on Hand and History updated Oe If Interactive and Items Received coAP2 dbf Open Item File Open Item s added coAP3dy dbf Transaction File Transaction Record added optional coIM2dy dbf Inventory Transaction File Receipt Transaction recorded optional coIM6 dbf Cost Layer File Add or update cost layers serial numbers or lot numbers coJC1dy dbf Project File Quantities or Dollar Amounts Updated If Interactive and Items Received coJC2dy dbf Transaction File Receipt Transaction recorded optional PO2GL co General Ledger Integration File General Ledger Account Distribution recorded with a Credit to the Accounts Payable account 1f Interactive and on the Accrual Basis coPO1
146. grams have already included the necessary forms files with your software for you to utilize this advanced feature All forms that have an L in their form name have been modified to accommodate form printing on LaserJet printers To utilize any of the forms listed here simply go to the Purchase Order Entry gt Set Up and Maintenance gt Change Master Configuration option In Change mode select the PO Entry tab and enter the name of the form you want to use in the Purchase Order Form field This tells the system which form you would like to use You may change forms styles as often as you would like and at any time MASKED FIELDS This following field may be Masked when generating reports from the system Vendor Number BAR CODE READER This section discusses the usage of Bar Code Readers with the Purchase Order Entry module Your Manufacturing Inventory Management module provides you with the ability to print Bar Code Price Labels which can be recognized by the system with an approved bar code reader The format of the label is as follows 1 Normal user readable text which contains the Item Description 2 Normal user readable text which includes the Item s Part Number and Price 3 Encoded Inventory Item Number When using the bar code reader with Accounts Receivable Accounts Payable Sales Order Entry Purchase Order Entry and Manufacturing Inventory Management pass the bar scanner over the item number The sca
147. h as updating orders recording receipts or performing the invoicing function you must execute the option Calculate Inventory On Order again for accurate reporting Field Names Purchase Order Number Quantity Remaining On Order Vendor On Order Dollar Amount Type Subtotal for Item Vendor S O Number Grand Totals Order Date Required Date Latest Date Item Description Inventory Item Number Unit of Measure Quantity Ordered Quantity Received Quantity Invoiced Page 4 24 Print Reports Chapter 4 Purchase Order Entry User Manual Total Inventory On Order Report Infinity POWER Sample Company Inc Page 1 Inventory On Order Report 4 04 28 2006 POR Supplier Type Vend SO PO Date Req Date Latest Date Description Item Number UM Ordered Received Invoiced Remaining On Order Amt 100118 BOW Bower s Rooting Supplies Normal 78666 04 03 2006 04 25 2006 05 03 2006 Rooting Tar Paper 201502241 Roll 150 00 0 00 0 00 150 00 2 374 50 Subtotal for 201502241 150 00 0 00 0 00 150 00 52 374 50 100118 Bow Bower s Rooting Supplies Normal 78666 04 03 2006 04 25 2006 05 03 2006 Roofing Tar 201513311 Gal 24 00 0 00 0 00 24 00 810 00 100129 Bow Bower s Roofing Supplies Normal 9773 04 13 2006 04 19 2006 04 24 2006 Roofing Tar 201513311 Gal 50 00 25 00 0 00 25 00 818 44 100148 sco1 Scotty s Building Supplies Normal 55061747 04 28 2006 05 09 2006 05 24 2006 Rooting Tar 201513311 Gal 14 00 0 00 0 00 14
148. has some understanding of the terms and concepts explained here Otherwise you may want to work with your reseller or consultant regarding the actual implementation and use of these modules with your Infinity POWER programs The ability to import information into the Infinity POWER modules provides the user with several benefits e It allows the rapid conversion and setup from other computer based accounting systems without the manual re keying of information that is normally required e It allows the batch entry of transactions processed in other specialized or custom software programs This may even include updates from Infinity modules running at different locations or on different network or UNIX fileservers e Itallows the update of the accounting system files from remote transaction processing sites Please note that the Infinity POWER programs do allow for the exportation of all accounting reports to text files The formats of these standard Infinity POWER reports however are not compatible with the use of any of the Infinity POWER File Import options The order in which information is sent to text files and their format do not correspond to the formats that the File Import Modules require The Infinity POWER Report Writer program however does provide the user with this ability to organize information from the various Infinity POWER programs into the formats required by the File Import options The text files that contain the in
149. hase Order Accounts Receivable and more all can use bar code readers during normal operations The bar code scanner should be configured to automatically perform a carriage return after scanning the code Keep in mind that the Inventory Item Number is coded as one 1 field of text This means that the modules involved should be configured to Default to IM because the data entry screens will default to one contiguous line even if you have item segments defined within your Inventory part numbers When you select the option to Print Bar Code Printer Labels the system will ask you for the following information Bar Code Setup The system will ask you to press the Setup button to set up the parameters for the bar code label format After pressing the Setup button the system will prompt for the following information Printer Device In this field enter the device name for the Zebra Eltron Bar Code Label Printer Name This is normally an LPT port number such as LPT1 or LPT2 However some printers may come equipped with a COM port in which case the norm would be COM1 or COM2 Bar Code Label In this field enter the form name of the bar code label Form Name There are two sample formats that are shipping with the Infinity POWER system DPLABEL is a standard size bar code label and DPLABEL1 is a smaller butterfly label as shown below 107 2 Uire Clamp aiii Price 3 45 2 12 69 6 107 2 Wire
150. have this feature turned on in the Master Configuration Page 3 10 Enter Transactions Address Chapter 3 Purchase Order Entry User Manual EE Ship To Address Information Automatic Tools Launch Infinity POWER Sample Company Inc Name Address 150 Second Avenue North l6th Floor St Petersburg FL Zip 33701 coa lt Click gt on Save to validate any changes you make to this address information or lt click gt on Cancel to be returned to the main screen User Fields If you have configured the Purchase Order Entry module to allow for any User Defined Fields lt click gt the User Fields button A screen will appear showing all of the custom fields that have been defined for this module You may make any edits to any of these fields as desired lt Click gt on Save to validate any changes you make or lt click gt on Cancel to be returned to the main screen lt Click gt the Save button to validate the transaction save the transaction record update inventory if applicable and then proceed to the option to print the purchase order form Printing of the purchase order form is optional and may be performed at any time as many times as you desire Results coPO1dy dbf Purchase Order File New Purchase Order added to File coPO2dy dbf Purchase Order Detail File New Purchase Order Lines added to File coIM1dy dbf Inventory Item File Quantity On Order inc
151. he purchase amounts for each month of the year It also has the Year To Date Payments and Average Days to Pay and Number of Invoices Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and lt click gt on Save When you choose to select a specific record in the file you may search for that record by account number description or special u define field lt Click gt on the either of the choices and enter the information you want to search on Once you have found the record you wish to be displayed you may either double lt click gt on it or just highlight it and lt click gt on OK Once you have navigated to the correct detail line you may make the changes necessary You may use the operation tool bar options to clear data in current field insert a detail line before the current detail line delete the current detail line and save for pasting cut delete current detail line and shift all subsequent detail lines up one line copy a detail line for subsequent pasting
152. his feature you have the ability to quickly reference these alternative part numbers A twenty 20 character alpha numeric field is provided If this feature is not applicable to your inventory ignore these fields or use them for miscellaneous descriptions Quantities Information is entered here only once in the Add mode Thereafter all activity to that item will be updated and reflected automatically in these fields Last Count Default 0 This is the count value as of your last physical inventory count After executing the Update Book to Physical Count discussed later this quantity will be zeroed out NOTE This is not the amount of beginning inventory quantity that is on hand This field is used by the Physical Count Procedure To define the beginning quantity and unit cost for this item reference the Change Cost Information field on this screen On Order Default 0 This number reflects the quantity of product you currently have on order This field is updated when you either Enter Purchase Orders or Record Receipts Reserved to Ship Default 0 This number reflects the quantity of product you have committed to pending Sales Orders Any number entered here will alter the quantity available for this item This field is automatically updated by either the option to Record Sales Orders from the Sales Order module when a sales order is added or changed with a quantity for this item
153. his option the budget amount for each field found in this option will possibly be changed Therefore consideration should be given to defining this option in Advanced Security as well Page 2 14 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual Results coGL1dy dbf General Ledger Account File All Account Information set up Beginning Year Balance set up Period Balances and Budget Amounts updated Change Mode GL0402 This mode allows you to change all information for any account After initial set up any changes to the account balances should be made through the Transactions option in order to maintain an audit trail If you have made any mistakes during this set up process you may return to the Set Up Accounts option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or lt click gt on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record lt click gt on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and lt click gt on the Save button to save your changes or lt click gt on the Cancel button to cancel the changes made While in Change mode you may choose to change individual period information by lt clickin
154. hod in which you are interested in tracking this discount amount Please consult your accountant for clarification on how you should track sales discounts If you are integrated with the General Ledger module you may use the F2 key Input Help Hot Key to gain access to your Chart of Accounts and choose from a scrolling list G L Tax Account Default 96200 This account may be specified to reflect the payment of any sales tax on purchases from your vendors You may want these amounts to be calculated into Cost of Goods Sold or simply tracked on their own If you are integrated with the General Ledger module you may use the F2 key Input Help Hot Key to gain access to your Chart of Accounts and choose from a scrolling list G L Accrual Account This is a temporary holding account used as an offset to the Inventory Default 11100 Asset account at the time of recording receipts of items This account will be reversed at the time that you perform vouchering of an invoice If you are integrated with the General Ledger module you may use the F2 key Input Help Hot Key to gain access to your Chart of Accounts and choose from a scrolling list GL Journal Number Default 8 This is the General Ledger Journal number that you have assigned for invoices vouchered into the General Ledger system through the Purchase Order Entry module All General Ledger activity for Voucher Vendors Invoices will be posted to this journal
155. howing a listing of the various Serial Numbers or Lot Numbers that are currently in stock Two columns will be displayed Status will indicate to the user if the specific Serial Number or Lot is RES or reserved by an order in the Sales Order Entry module This means there are commitments for the item but it has not been removed shipped from the inventory yet You may scroll up or down to review the listing of available numbers available in the system based on the current quantity in stock lt Click gt on the item you want and then lt click gt OK Or you may lt click gt Cancel to return to the main item number screen If you lt click gt OK the following screen will appear displaying information on the specific Serial Number or Lot Number View Serial Record Type Class Part 01 100 8x10 KIT Description 8X10 Storage Shed KIT Cost Layer Information Serial KIT 8x10 96 016 Description Bin Number Warranty Comments Quantity On Hand This would include various information entered at the time of its receipt such as which bin it is located in any warranty information or comments For Serialized Items obviously the quantity on hand would be one For Lot s the quantity can be variable lt Click gt OK to exit this option to select another number or return to the main item screen Location When you lt click gt on the Location button the sys
156. ields Inventory Item Tools Launch Edit Navigation MW 4 a vor dw A Detail ltem Field Name Description Data Value 1 UQUALITY Quality Rating of Product Excel lent Save Cancel Length You must make sure that your General Configuration options are set up to allow access to User Definable Fields and that you have run Item 1 below Convert Data Pro file to match data dictionary This option is located under Productivity Tools on the Systems Menu This will ensure that your data files are in sync with any new fields you have added to the system Page 2 24 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual W Data File Converions Tools Launch Edit Navigation M4 a vio AA E Detail ltem Utility ID Description Execute DPUCVFDD Convert Data Pro file to match data dictionary DPUEDDD Edit Utility for User Defined Data Fields Execute DPUFILE Edit Utility for User Defined Data Files Execute DPUINDX Edit Utility for User Defined Indexes Execute DPUARTAX Utility to Re Build Sales Tax Accumulators Execute Close Inquiry Mode IM0100 This option allows you to view assorted summary information about your inventory items You may check certain inventory information by selecting the Inventory Item Inquiry menu option First you must navigate to the record you wish to inquire on You may find a record using the navigation tool bar or lt click gt on the
157. iod Balances and Budget Amounts updated SET UP VENDORS This section discusses the ways to set up change delete and copy vendors This includes the option to import vendor information from other systems The source is irrelevant as long as the information is in an ASCII file Select the Set up and Maintenance option from the Menu Bar Then select the Set Up Vendors option A screen will appear with several processing options From this screen you may choose to navigate either through the Menu Bar or by lt clicking gt on the first set of buttons You will have the choice of going to the first record in the file the next record the previous record the last record or a specific record in the file which can be based on a search routine You are automatically in Inquiry mode when you select this option You may add notes to any Vendor Account that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new account changing an existing account or copying an account By lt clicking gt on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current date and time You will be prompted for
158. ion to these items once you have completed the transfer to Purchase Order Entry It is highly recommended that a backup of the data file PO04 co be made before executing this option in case of a power surge hardware or media failure Damage to all or part of this file could occur in any of the above instances requiring you to re execute this option If all of the criteria discussed so far has been met you are now ready to execute the option Transfer P O from S 0 When you select this option a new screen will appear asking you one question Separate PO s If you have specified a range of Sales Orders to be transferred you may want them all to go to a single vendor or you may want each sales order to have its own P O number Checking this box will specify that separate Purchase Orders be established for each Sales Order being transferred lt Click gt on Start button to validate once you have answered this question The system will then complete the transfer You may then go to the menu option Enter Purchase Orders and lt click gt on the Change button to make any changes to each new purchase order This may include the changing of costs adding and deleting of line items and or the printing of the new Purchase Orders Results coIM1dy dbf Inventory Item File coPO 1dy dbf Purchase Order File Quantity on Hand History and Cost updated Any Deposits Recorded reduced to Zero Dro Heme Received coPO
159. it Account Default 26100 This is the General Ledger account number used to back out a deposit amount at the time that you are vouchering the first invoice against a purchase order This will only happen during the vouchering of the first Page 2 6 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual invoice against a specific purchase order If the amount of the deposit is greater than the first invoice then the system will automatically apply a credit invoice as an open item to the vendor s account for the balance If you are integrated with the General Ledger module you may lt click gt on the Down Arrow F2 by default to gain access to your Chart of Accounts and choose from a scrolling list G L Discount Account Default 53100 This account is the account set up to track the total sales discounts taken when issuing purchase orders through the system The Purchase Order module will allow you to either take a discount by line item or specify a total discount amount by purchase order If you take the discount by line item on the invoice the net cost will be calculated for that item and when the item is received into the system the cost will be directly posted to the Inventory Asset account If you take the discount as a total for the whole purchase order then this amount may be specified to post directly to a particular General Ledger account The account you specify would depend on the met
160. ith all reports CTRL 0 Output Options Destination Printer Choice E Mail or Display Report Titles E mail Settings Recipient and Subject Font Attributes Report Print Options Displayed Report Options Range of Accounts Data Record Retrieval Report Sorting Preference Masking Wildcards Period to Report On Cancel the Print Job CTRL 0 Output Options You are able to change your Output Options printing preference at any time when you are within the Infinity POWER programs By Pressing CTRL O an overlay screen will appear with your available output options You may choose to print to a Printer send the report as an e mail or display the report on the screen If you select Printer this will cause the output to be generated to whichever printer device you currently have as active in the Windows operating system You may choose to change printers by lt clicking gt on the Print Options button and select another printer that you have set up in your Windows program Also by choosing Printer you have the capability of changing the title of the report you will be printing The standard report name will be shown however if you wish to overwrite it with another title you may do so If you select E Mail this will cause the output to generate an e mail to a specific recipient On the Output Options screen you will need to define the recipient of the e mail in the To field Make sure to enter th
161. ject number and description and the following two data items which are used to allocate costs to the project Cost Code This is the actual cost or project code that you would like to use to categorize the cost You may enter a partial number and press the TAB key and a scrolling screen will appear to allow you to search through the file for your selection You will only be allowed to select a cost code that is defined as being either a Cost Only code or as a Cost and Billing Code Page 3 6 Enter Transactions Chapter 3 Purchase Order Entry User Manual Detail Description This is a twenty 20 character alpha numeric description field which allows you to categorize your costs on a more detailed level Normally by vendor or material If you have turned on the question Track Vendor Activity by Project in the Master Configuration of Accounts Payable the system will default this field to Vendor followed by the vendor number You may edit the default description or press TAB If you want the actual inventory item number to appear on the purchase order you must either select a detail description that matches that number or enter the new number at this point The system will then search for the cost code and description set up for this project If the project detail was not found one of two things will happen depending on the configuration of your Job Cost Main Module If the Job Cost Main
162. l first ask you for the purchase order number that you want to record receipts to You may enter the number or press TAB to search for near matches Once you have selected the appropriate purchase order number a new screen will appear displaying the Purchase Order Number the vendor the purchase order type the project number if assigned to on this order the vendor s sales order number the date ordered shipping instructions and the status of the order Below this detail the system will ask Order Shipped Complete If you have received everything for this purchase order simply lt click gt on the checkbox and the system will then update the purchase order and print an audit trail for those items recorded into the system If the order was not received complete then lt click gt on the Specific Items Received button and a new screen will overlay the current screen displaying the line items of the purchase order Each line item will display the Quantity Ordered the amount remaining on order the part number and description the vendor s part number if entered on the Purchase Order and the unit of measure of that item or project code if applicable You will then be prompted to enter the Quantity Received for each line item If no quantity was received for a specific line item simply lt click gt on the Next Record button from the Navigation Toolbar to skip to the next line item If a quantity is entered the sy
163. les Operating Expenses OpExp Depr Amort Other Expenses Other Income CA Current Assets OpExp Operating Expenses Contra Balance lt Click gt ing on this field lets the system know whether the normal balance of this account is contrary opposite to this type of account For instance Accumulated Depreciation is a contra balance to Non Current Assets This means it does not maintain the same type of normal account balance as do other accounts that would be grouped in this particular category of accounts Account Status This defines the status of this account The following is a list of the five status types Normal Stat Account Heading Only Inactive Temp Inactive Perm All transaction entry options within the Infinity POWER products will not allow transaction posting to an account unless the status is either Normal or a Stat Account status type The Stat Account type can only be posted to if the Allow Out Of Balance journals entries is turned on in the General Ledger Configuration The Heading Only status is used to define a chart of account as a descriptive heading only The Inactive Temp status is used to temporarily inactivate an account so that no journal entries can be posted to that account This may be changed at a later date to a Normal status and entries may then be accepted The Inactive Perm status is used to permanently inactivate an account The Start New
164. lick gt on the OK button You may view the Vendor Comments at any time by lt clicking gt on the Comments button Key information concerning this vendor will appear in other data items that may be kept by pressing ENTER to assume the default information displayed You may change this information as necessary Purchase Order Type The default Purchase Order Type is set at Normal You may lt click gt on the pull down box to display your choices at this point There are three types of purchase orders available in the system Each is discussed here Normal Request for Proposal Auto Renewal Normal This is the standard type of purchase order used by most firms There are no special considerations that must be made regarding this order type However the Advanced Security Administrator module does have a security object called committed order which restricts which users may add normal orders to the system thereby committing Purchase Orders to the system Without the proper access users will be limited to adding Requests for Proposal RFP only and not being allowed to switch RFPs to Normal orders Page 3 2 Enter Transactions Chapter 3 Purchase Order Entry User Manual Request for Proposal This is a very special type of purchase order that gives you the ability to generate requests for proposals to your vendors at any time fully interactive with the Manufacturing Inventory Management mo
165. ll of your manufacturing needs and will be used in the Projected Materials Usage Report to let you know what raw material items you may need to order This Projected Requirements The Req Manf As you can see the Require for Manufacturing quantities of your sub assemblies and raw materials will only be set by using the Projected Usage Amounts option This provides you with a lot of flexibility in calculating the requirements as you prepare for your manufacturing cycles However the quantities required for manufacturing are not automatically updated as users are entering customer orders and the Sales Order Accounts Receivable and Point of Sale modules will not warn the user if the quantity of the Inventory Item being entered is required for the manufacturing process The second method that the Inventory System has of maintaining the manufacturing requirements is by updating the Reserved Quantity of the sub assemblies and raw materials as the finished good items are being entered on the customer Sales Order If you are selling the sub assembly and raw material items as well as using them in your manufacturing process and need the Sales Order Accounts Receivable and Point of Sale systems to dynamically warn the users that the quantity being entered has been reserved for manufacturing then this method should be used Depending on the Advanced Security Object configuration you define in the system for each user
166. m selected You may change this unit cost at your discretion If you have specified a project on the overhead screen and are allocating this line item to a specific cost code with a budget and if the Job Cost Master Configuration has been set up with the option Require Cost Budgets an error message may appear There are two possible messages that may appear if the quantity multiplied by the unit cost combination exceeds the budget that was either set up for the Work in Process account number in General Ledger or if the budget was exceeded for the specific cost code selected Based on which budget has been exceeded the first warning message that will appear is the General Ledger Budget warning message The system will then prompt you as to whether you want to proceed or not If you answer Y es you will be allowed to proceed However if the budget for the specific cost code has been exceeded as well an additional warning message will appear that will display the detail of the selected cost code and the budget amount remaining if any Again you will be prompted to enter Y es or N o as to whether to proceed If you enter N o to either of these warning messages you will be able to change either the quantity or unit cost for this line item Actual amounts verses the budget amounts for individual cost codes are based on the actual costs that have either been vouchered through the Accounts Payable module or entered as act
167. may have been entered by mistake or you no longer want First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or lt click gt on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want lt Click gt on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then lt click gt on Save to validate your deletion of this record Make sure this is what you want to do because once an order is deleted it can not be retrieved Please note that you may not delete a purchase order that has quantities received but not vouchered NOTE Once a purchase order is filled no changes to the purchase order will be allowed Page 3 12 Enter Transactions Chapter 3 Purchase Order Entry User Manual Results coPO1dy dbf Purchase Order File coIM1dy dbf Inventory Item File Order is marked for deletion Quantity On Order is reduced coPO2dy dbf Purchase Order Detail File Detailed Lines are marked for deletion Chapter 3 Enter Transactions Page 3 13 Purchase Order Entry User Manual Copy Mode PO0104 This option allows you to create new Purchase Orders or Requests for Proposals by copying the information from existing ones Using this option
168. ments Maximum To Stock 3 598 98 Lead Time Minimum To Order 259 98 Page 2 30 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual Projected Requirements This field is used in the calculation of an item s Projected Bill of Material requirements amounts during the use of the Projected Usage Amounts menu options This field contains the quantity that you need to manufacture to meet the requirements of outstanding sales orders or stocking levels However the key to this function is that management must overtly utilize the Projected Usage Amounts option to calculate what requirements exist for a specific sub assembly or Bill of Materials item Typically this Projected Requirements field would be used for Finish Goods and not for sub assemblies and or Bill of Materials items Req Manf This field is the calculated quantity of the sub assembly or raw material which will be required to meet the manufacturing requirements calculated in the Projected Usage Amounts option For instance you may have sub assemblies and raw materials that are used in the manufacturing of several different finished good items You could use the Projected Usage Amounts option to transfer all of your Sales Order backorder quantities to the Projected Manufacturing Requirements and then calculate the manufacturing requirements The Req Manf field would then contain the total quantity required to meet a
169. mited or Variable length csv file has to include all fields designated in the map file even if blank Ifno map file exists then go to Transactions import Purchase Orders and create the default map file that you can edit You can change the default map file import file by bringing up the file in notepad or wordpad and deleting fields you do not wish to import Remember you cannot add fields to the transaction map file and you must include all of the required fields If you delete fields you would then need to adjust the starting position in the map file and the length Remember the action is not included in the length of the records Always save the file as PO0602 MAP Explanation of File Purchase Order field name found in data dictionary 0 DPOffset This is an internal offset and cannot be changed 20 length of field STRING Type of field 2 Starting position of field 20 length of field NOTE You cannot add additional fields to transaction map files nor can you change any of the DPoffsets or Lengths Cont 0 NO 1 YES 664 0 CHAR 1 1 Purchase Order 0 20 STRING 2 20 Vendor 21 10 STRING 22 10 Vendor Name 32 30 STRING 32 30 Vendor SO 63 10 STRING 62 10 Order Type 1 3 74 0 INT 72 1 Date Ordered 75 6 STRING 73 6 Receipt Date 82 6 STRING 79 6 Latest Date 89 6 STRING 85 6 ship To Name 96 40 STRING 91 40 Ship To Address 1 137 30 STRING 131 30
170. n Add A screen will appear with the current date and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the account through an inquiry mode or a change mode and then lt clicking gt on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail Chapter 2 Set Up and Maintenance Page 2 11 Purchase Order Entry User Manual select the last record in the detail list or search through the detail records You may then view the notes for this record If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By lt clicking gt on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Inquiry Mode GL0400 The
171. n UM Orders 1to7 2 Wire Clamp EA 1 1 000 00 Meter Glass Case EA 1 500 00 Electric Box Pole Stand EA 1 500 00 8to14 0 00 0 00 0 00 Purchase Order Entry User Manual Page 2 4 04 28 2006 15 to 21 Over 21 Total Req 0 00 0 00 1 000 00 Qty On Hand 911 00 Qty Reserved 0 00 Oty Available 1 911 00 0 00 0 00 500 00 Qty On Hand 536 00 Qty Reserved 0 00 Qty Available 1 036 00 0 00 0 00 500 00 Qty On Hand 310 00 Qty Reserved 100 00 Qty Available 710 00 Print Reports Page 4 21 Purchase Order Entry User Manual PRINT ON ORDER BY SINGLE ITEM PO0209 This option allows you to quickly review every current Purchase Order that has an on order quantity quantity ordered but not received for specific inventory items This report may be used to analyze the detailed on order information for a specific inventory item You may have several different purchase orders all requesting the same inventory item This report will allow you to view all outstanding purchase orders and requirements by a specific inventory item This will allow detailed assessment of the needs of any particular item The fields included in this report are Field Names Purchase Order Number Vendor Type Vendor S O Number Order Date Required Date Latest Date Item Description Inventory Item Number Unit of Measure Quantity Ordered Quantity Received Quantity Invoiced Quantity Remaining On Order
172. nd exemplify the use of Data Pro Accounting Software Inc s products Page i This page intentionally left blank Page ii TABLE OF CONTENTS Description Page CHAPTER IINTRODUOCITON 0 di 1 1 PURCHASE ORDER TYPES coocononconocnnsnccnconnconcconcnnonanconccnononconconcnnnconconnco noc rconco nono oo eoero Eoss 1 1 ORDER PROCESSING CYCLE aaeocae oeer S oaos SEa gss Eora Soro OSSEE non ES non none rconcnnos 1 1 SYSTEM INTEGRATION csccsscssssscsscsscsssssscesesscssssessesssessesssssesscssscsnesscsssseneeseesesssseneesosssssseesoeses 1 2 Integration with General Ledger ce ecesescsssecssesecneeeeceecnecsccsseeecaecseesecsaseecsaeeeesaecseesecnesseesaeneseesaeeneesesaeeatens 1 2 Integration with Job Cost Main Module eee eecesecesecssecseeceecseeeseeeeeeseeeseeeseeeseceseseeesecesecaeeaecnaeesaesseeeas 1 3 Integration with Manufacturing Inventory Management cc ceescsesecseeeeceseeeceseceeesecneeecsaeeeeaecaeeseenerseeeeens 1 3 Integration with Sales Order Entry 0 0 0 ces cccssscssesecseeseceseescssecseeeessecseesecseesecsaeeeeaecaeesecsesscesaeceseeeeaeeeeeaesaeeatens 1 4 Integration with Accounts Payable e ce eescessceesseceeeeecsseceeneecsaeceneesaeesceecsaeesaeecsaeeeeaeecsaeeeeaeeseeseneeceereeenaeens 1 4 DATA FILE DESCRIPTIONS ssccscssssscssscsccscessssscescsssesseesecssseneesesssssneesscsssssesssessesssseseesesssseners 1 4 PREPRINTED FORMG ccscscssssesccsccsecesccscccesssscsscsscsscce
173. ndor s Part Number Your Item Number GL Account Unit of Measure Quantity Ordered Quantity Received Quantity Invoiced Quantity Remaining on Backorder On Order Dollar Amount Order Totals Grand Totals Page 4 14 Print Reports Chapter 4 Purchase Order Entry User Manual On Order Report Infinity POWER Sample Company Inc Page 1 On Order Report 4 04 28 2006 All Orders POR Supplier Type Vend SO Ord Date Req Date Latest Project Desc Vendor s Part GL Accountr GL Account UM Ordered Receipts invoiced Remaining On Order Amt 100112 sus S amp S Sub Contractors Normal 664811 03 07 2006 03 28 2006 04 25 2006 96 0112 1 Concrete Sub Contract 1cs 170 00 170 00 170 00 0 00 0 00 Vendor S amp S 2 Framing Sub Contract 1FS Hrs 238 00 238 00 238 00 0 00 0 00 Vendor S4S 3 Rooting Sub Contract 1RS Hrs 273 00 0 00 0 00 273 00 16 380 00 Vendor S amp S Order Totals 681 00 408 00 408 00 273 00 16 380 00 100118 BOW1 Bower s Roofing Supplies Normal 78666 04 03 2006 04 25 2006 05 03 2006 1 Roofing Tar Paper 201502241 Roll 200 00 0 00 0 00 200 00 3 166 00 15774 2 Rooting Tar 201513311 Gal 20 00 0 00 0 00 20 00 675 00 12776 2 3 Roofing Nails 201646141 Bag 40 00 0 00 0 00 40 00 5412 40 515388 1 4 Roofing Shingles 301402200 Box 120 00 0 00 0 00 120 00 5 553 60 15774 Order Totals 380 00 0 00 0 00 380 00 9 807 00 100119 FLO1 Florida Lumber Inc Normal 04 18 2006 04 27 2006 04 28 2006 1 8 2 X4 Boards
174. nformation or any other pertinent information about this individual serialized item If the item selected has a Lot type costing method the system will prompt you for a Lot Number If you are receiving into stock items that require separate Lot Numbers you should have entered individual lines of inventory for each Lot Number You may change the Purchase Order at any time before recording receipts to accommodate this separation Chapter 3 Enter Transactions Page 3 27 Purchase Order Entry User Manual For instance if you were receiving 50 gallons of paint that had two Lot Numbers Lot 1 and Lot 6 and you received 25 gallons of each lot you should receive these as two separate lines Therefore the Purchase Order should have two 2 lines to separate the lot numbers At the Lot Number prompt you may press the TAB key to choose an existing Lot Number already established or you may enter a new Lot Number After the validation of this receipt the system will prompt you for the additional information below on the Lot Item s if in fact the Lot Numbers do not exist By pressing the F5 key you may add this new Lot Number to the existing Lots already defined The Lot Number is a twenty 20 character alpha numeric field used to identify a likeness of items being received into stock This is normally a run of products or color groups associated to various types of products The system will also prompt you for addi
175. nnee a nE cios EEE EE EAS 4 5 PRINT REQUEST FOR PROPOSALS P00202 eesssseseccerossesesossossescesosoesesossossesesossossesoeeosossesossose 4 8 To PrntDd0plcatS tortitas ac atcors ea vs rodeada eeo E ESEE E NO ERESSE ent 4 8 PRINT PO STATUS REPORT PO0205 ssscsscssscssssscscesscsscsssseseessssssescesssssssseessessesssseneesssenere 4 11 PRINT ON ORDER REPORT PO0206 scsscssssssssscsscecssessessssscssccssssscsscsesseneesesssseseesecssesseees 4 13 PRINT SHIPMENTS RECEIVED FOR SO PO0212 cssscssssssssccsscessccescscsssecssescssssesscsseseses 4 16 PRINT STOCK RECEIPTS AGING PO0208 sccscsssssccessssscsscsssssssssssssessesesssseseessesscessees 4 19 PRINT ON ORDER BY SINGLE ITEM PO0209 oncccnccnonnnonnacinncinacinncconoconnconcnn nooo nooo nonaconoconnncno 4 22 CALCULATE INVENTORY ON ORDER PO0210 sscssscssssscsscessecesescessesscsscescesscsscssssenerees 4 24 PRINT TOTAL INVENTORY ON ORDER PO0211 0 sccsscssssscsscesscesscsesssesssescsssssssesssseses 4 24 PRINT COMMITTED COST ANALYSIS PO0213 csssccsssssssccssccssccescsesssesssessssscsssssseseses 4 28 CHAPTER 5 PERFORM ANALYTICAL GRAPHS ccccssccssscessscessscsssscssssesssessssssssssssooes 5 1 For Windows Compatibles aeina aren aeneae saae r a aeea e AE Asan ROA E APE EE siii 5 1 ON ORDER DOLLARS BY VENDOR PO0301 sscsscsssssscssssssssesscssssescesesesseseesesssseseeseesseseeees 5 1 Page iv TABLE OF CONTENTS c
176. nner may pass in a left to right or a right to left direction but it must be kept at about a 45 degree vertical angle to the bar code You may use the bar code entry method any time you are prompted by the system to enter the inventory item number The bar code scanner should be configured to automatically perform a carriage return after scanning the code Keep in mind that the Inventory Item Number is coded as one 1 field of text This means that the modules involved should be configured to Default to IM because the Item Number segmentation is not supported Chapter 1 Introduction Page 1 5 Purchase Order Entry User Manual TRANSACTION PROCESSING FLOWCHARTS This section covers the processing flow for the different types of transaction processing in the Purchase Order system Enter Purchase Order Flowchart Enter Purchase Orders updates the Purchase Order Header File and the Purchase Order Detail File If integrated with Inventory it also updates the On Order Quantity in the Inventory Master File the Inventory Transaction Detail File and the Inventory Cost Layer File ENTER PURCHASE ORDERS XXXP01YY DBF PURCHASE ORDER HEADER FILE XXXP02YY DBF PURCHASE ORDER DETAIL FILE Type of Purchase Order Filled 1 Normal 2 Roquest for Proposal XXXIM2YY DBF XXXIM1YY DBF INVENTORY al ON ORDER QUANTITY TRANSACTION COST LAYER FILE DETAIL FILE Page 1 6 Int
177. note that you can use a Bar Code Scanner at this point to capture the Serial Number off of the product providing the manufacturer has printed on the packaging The Serial Number is a twenty 20 character alpha numeric field which is used to enter the Serial Number of the inventory item you are receiving into stock After the validation of this receipt the system will prompt you for the additional information below on each of the serialized item s If you are planning to use a quantity greater than one 1 on serialized items you will be prompted for a Serial Number for each of the quantity of items you are receiving If the quantity received is ten then you will be prompted for ten Serial Numbers Description This is a thirty 30 character alpha numeric field used to describe this serialized item By default the system displays the description of the main inventory item This description is solely for the use of describing this individual serialized item Bin This is a ten 10 character alpha numeric field used to identify the location number of serialized items stored in bins Warranty This checkbox is used to identify whether or not this serialized item is under warranty If the warranty field is turned On this item will remain in the Inventory files even after it is sold so that warranty information may be kept Comments There are two lines of comments fifty 50 characters on each line to note warranty i
178. ntity On Order in Manufacturing Inventory Management Since there is the ability to either Record Purchase Orders or Record Receipts through Manufacturing Inventory Management not recording transactions through the proper module can cause a discrepancy between the two systems This report will immediately flag you to this problem if it exists You may select a range of inventory items to include on this report Field Names Inventory Item Number Inventory Item Description Unit of Measure of Purchase Orders for This Item lst Aging Category 2nd Aging Category 3rd Aging Category 4th Aging Category Total Required Current Quantity on Hand Quantity Reserved to Ship Quantity Available On Order Variance Chapter 4 Print Reports Page 4 19 Purchase Order Entry User Manual Item Number 201502241 201513311 201646141 301402200 305011670 305011677 305011688 305022511 408016134 50221165 Page 4 20 Stock Receipts Aging Report Description Rooting Tar Paper Roofing Tar Roofing Nails Rooting Shingles 8 2 X 4 Boards 10 2 X 4 Boards 12 2 X4 Boards 4 X 8 Sheet Plywood Electrical Outlet Box Lightweight Sawblades Print Reports Stock Receipts Aging UM Orders Roll 1 Gal 3 Bag 3 Box 2 EA 1 EA 1 EA 1 EA 2 EA 2 EA 1 Intinity POWER Sample Company Inc 1to7 150 00 49 00 59 00 120 00 100 00 200 00 60 00 10
179. o a company s address in one location and pay the bills to another address of that company The following describes each of the data items Tf this information is set up and the Factor Name has a value then EFT operations for this vendor will not function Factor Name This is a thirty 30 character field for the name of the factor The checks will be written Payable To this name if it is entered Factor Address This is the address of the factor if the factor is being used The checks will be written with this as the mailing address Page 2 18 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual NOTE If you have elected to use International Addresses a set up feature in Global Functions the system will include Country as a data field in the address information for this company The address information will consist of four lines of thirty 30 characters for the address fifteen 15 characters for the city fifteen 15 characters for the state fifteen 15 characters for the country and 10 ten characters for the zip code Set Up Other Information This area will allow you to set up additional information for this vendor which may include print status of 1099s Tax Identification number default General Ledger expense account number checking account number Insurance Carrier Policy Number and expiration date Vendor Bank Account and routing number terms and discount information
180. on will allow you to specify the beginning and ending dates of purchase orders that you have specified a latest date for Though you may have had an original required date for an order there may be delays involved and this option allows you to keep track of those orders that are late This is the latest date that you expect to receive your items on order Late Orders This option allows you to print this report and include only those orders that are late regardless of the date range involved Items to Include This option will allow you to include or exclude Completed Items on this report By lt clicking gt on the checkbox the system will include completed items By removing the check from the checkbox the system will exclude completed items If you are interactive with the Job Cost Main Module enter the Project Number mask for this report This allows you to only include those orders on this report that have been assigned to a specific project or job Chapter 4 Print Reports Page 4 13 Purchase Order Entry User Manual lt Click gt the Start button and the system will include all orders and all projects or jobs on the report Otherwise enter the project number and all other orders and projects will be ignored The fields included in this report are Field Names Purchase Order Number Vendor Type Vendor S O Number Order Date Required Date Latest Date Item Description Ve
181. on you would like to enter for this vendor The heading Special may be replaced by the heading you have entered in the Master Configuration The placed at the beginning of this label identifies to the program that this field will be used as a special search sort field This means that you may use this field to find specific vendor records by this field as well as through the normal Vendor Number and Vendor Name fields Contact This is a twenty 20 character field for the name of the person to contact at the vendor s office Phone This is a fourteen 14 character field for the vendor s phone number This field is large enough to contain the full phone number including the area code and hyphens Fax This is a fourteen 14 character field for the vendor s fax number This field is large enough to contain the full fax number including the area code and hyphens Set up or Change a Factor The Factor button will allow you to access another screen which allows you to enter or change the factor information A factor is a payment or collection agency employed by your vendor Remittance of all payments would normally go to this factor instead of the vendor In other words if you pay a bill that goes somewhere other than the mailing address of this vendor you should set up the address where the check gets mailed to as the factor This is common where you may issue purchase orders t
182. ons MM Maintain User Fields Inventory Item Tools Launch Edit Navigation Mea oo MR sl Detail ltem Field Name Description Type Length Data Value 1 UQUALITY Quality Rating of Product Excellent Save Cancel Re Order The Vendor Information required by this screen includes the Vendor or your primary source for acquiring this inventory item If your system is integrated with Accounts Payable the vendor numbers should match in both programs This field is ten 10 characters alpha numeric in length This field must be completed in order to transfer a sales order into a purchase order Chapter 2 Re Order Information Tools Launch Primary Vendor Vendor x Item Number v e temNumbe Re Order Quantities Minimum To Stock 0 00 Proj Requirements 0 00 Maximum To Stock 0 00 Lead Time 0 00 Minimum To Order 0 00 co Set Up and Maintenance Page 2 33 Purchase Order Entry User Manual Vendor Item A twenty 20 character alpha numeric field identifying the number assigned to that particular item by its vendor This number will be used by the Purchase Order Entry module if interactive and if a form that utilizes the vendor s item number has been selected This would allow you to issue purchase orders to vendors with their items numbers printed on them for their ease of recognition and uniformity The numbers m
183. ontinued Description Page ON ORDER DOLLARS BY INVENTORY PO0302 ssssssssscsccsssssssssesececccesnsnssseeeeccecsnsnnnesseseeeeeees 5 2 INDEX poh Seis teehee A E ged cet cigs doce Suse 1 Page v This page intentionally left blank Page vi Purchase Order Entry User Manual CHAPTER 1 INTRODUCTION The Purchase Order Entry module has the ability to place orders for items or services to be allocated to various projects track the status of an order through the purchase order cycle and automatically record the expenses as Work In Process in the projects at the time of vouchering invoices into the system This system allows you to record the costs and quantities as expenses to the project exactly as the update occurs when you execute the Job Cost option Record Costs The main difference is that the General Ledger update is handled by Purchase Order Entry instead of the Job Cost Main Module In addition you may calculate the retainage portion of an invoice during these options The journal entry will be handled differently for retainage amounts than normal invoice item amounts The above credit during the voucher will be taken to the Retainage Payable account instead of the normal Accounts Payable account When the check which includes a retainage invoice is written in the Accounts Payable system the Retainage Payable account will then be debited PURCHASE ORDER TYPES The Purchase Order Entry module allows the processing
184. oose your ending number Data Record Retrieval This function can be done on any indexed field in the currently active system or a field the current system is integrated with When the right mouse button is lt clicked gt in the field the system will display the choices of data record retrieval This feature is available in most options throughout the Infinity POWER system It will simplify your retrieval of records when printing reports The data record retrieval choices are listed below First Record This option will allow you to select the first record in the requested file Next Record This option will allow you to retrieve the next sequential record in the file assuming you have already selected a record Current Record This option will allow you to select the last record that was accessed Scroll View This option will display a scrolling screen with all records in the accessed file You may scroll through the records and select the one of your choice You may also change the sorting preference and search for the record in a variety of ways Previous Record This option will allow you to retrieve the previous sequential record in the file assuming you have already selected a record Last Record This option will allow you to select the last record in the requested file Report Sorting Preference This refers to the order in which items will print on reports This is handled through the method in which
185. our master information is completely set up ENTER PURCHASE ORDERS This section discusses how you may perform the normal Purchase Order entry and maintenance functions in the Purchase Order Entry module These functions include inquiry adding changing deleting and copying purchase orders You may add notes to any Purchase Order that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a purchase order changing an existing purchase order or copying an order By lt clicking gt on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current date and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the account through an inquiry mode or a change mode and then lt clicking gt on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record det
186. pha numeric including spaces All lines of the description will print on all reports except in one instance If a line of description except for the first line is preceded with a single asterisk that line will not print on any external documents generated by the system e g Price Labels Price Lists or documents printed by other modules such as Invoices Packing Lists etc In this way certain information can be part of the file but remain for internal use only Category This is a ten 10 character alpha numeric field that will identify the category of this inventory item This field can be used for informational purposes or it may be used to categorize items for specific sort routines for Internet related access of inventory items Bin No This ten 10 character alpha numeric field identifies the location number of items stored in bins Unit Wgt This ten 10 character field specifies the quantity of weight associated with this particular item number It is used in conjunction with the Sales Order Entry system for Bill of Ladings Cost Method Costing Methods are defined for each individual inventory item The default costing method which appears automatically will be the costing method set up in the Inventory Master Configuration There are eight 8 costing methods to choose from They are 1 LIFO 2 FIFO 3 Average 4 Latest 5 Standard 6 Serial Number 7 Lot Number 8 Fixed O H Careful consider
187. port shows the original order quantity receipts to date remaining on order and invoiced quantities as well as on order amounts for all current P O s This report is available in Vendor Order or Purchase Order numeric order This report gives you a complete detailed report of all on order information You may select a Purchase Order range and optionally change the sorting criteria to print the report in vendor order This is an excellent report to quickly view the current on order quantities by detail line for each order You may find this report to be very helpful in the areas of manufacturing as well The data included in this report may help determine your ability to produce finished goods if you are not interactive with the Manufacturing Inventory module When you select this option the system will prompt you to specify the range of orders to print on Your choices are e All Purchase Orders e Required Date Range e Latest Date Range e Late Orders All Purchase Orders Selecting this option will prompt the system to print all orders in the file based on the range of orders specified Required Date Range Selecting this option will prompt the system to ask you for the beginning and ending dates of purchase orders that you have specified a required date for This gives you the management ability to get reports that are designed specifically to assist you in evaluating your purchase order deadlines Latest Date Range This opti
188. priate quantities Each line item will display the Quantity Ordered the amount remaining on order the quantity already received and the unit of measure of that item You will then be prompted to enter the Quantity Received for each line item If no quantity was received for a specific line item lt click gt on the Next Record button from the Navigation Toolbar to skip to the next line item If a quantity is entered the system will then prompt you to enter the unit cost The original unit cost will be automatically displayed If you want to change the unit cost enter the amount at this point If you have turned Off the option in the Master Configuration to Allow Qty Received over PO the system will not allow you to enter a quantity amount in excess of the Quantity Ordered amount This is designed to prevent employees from inadvertently allowing the receipt of merchandise that was not originally authorized The system will also prevent you from vouchering more quantities billed than what you have received If you have turned Off the option in the Master Configuration to Allow Qty Billed over Receipts the system will not allow you to do so If either of these options is turned On you may then enter whatever quantity would apply After all items have been received or if you checked the checkbox Order Billed Complete the following screen will be displayed There are seven data items on thi
189. processing of that document This means you have the flexibility to make as many changes as necessary to accommodate changes in the order cycle Once in the Add mode you will be asked for the Purchase Order number unless you specified automatic numbering in the Master Configuration There are two main screens that will be used to enter the purchase order The first screen allows you to define the overhead information and the second screen is a scrolling window which allows you to enter the detail of the order A new screen will appear that will allow you to enter key overhead information for the purchase order After you have answered each of these data items you will lt click gt on the Details button to continue to the second phase of purchase order entry An additional scrolling window will then appear that will allow you to enter the detail of the purchase order But first we will discuss the overhead data items here NOTE Once a purchase order is filled no changes to the purchase order will be allowed Vendor Enter either the Vendor Number that you wish to enter a purchase order for or lt click gt the Down Arrow F2 by default to retrieve a list of vendors which you may search by number name or special field Once you have made your selection and if you have chosen to utilize the feature to Display Vendor Comments any comments on this vendor s master file will be displayed on the screen To continue lt c
190. py Mode IM0404 Jenie ei rre e e ieo e a oriei ae irea E E Eaa aier ESEA a iaeiiai 2 44 MAINTAIN DATA FILES PO0413 eesessesescerossesescesoesesceeosoesesosroseesesossossesoseosoesecossossesosecsossoesesose 2 45 START NEW YEAR S FILES P00415 scsssscsssecsesssssscsesscsessescesssessencessssssessessesscsssseneesesees 2 46 MAKE COMPLETE DATA BACKUPS oocoococcconionnconocnnnonccnccnnconccnncnnonancononnononconcnoncnconnco nora rconcononoss 2 48 CHAPTER 3 ENTER TRANSACTIONS cosita at A Aa ti 3 1 ENTER PURCHASE ORDER csscssssscssscssescsssesecssccssesseesccesseneesesssssneesscsssesssssessccssssseesesseseness 3 1 Inquiry Mode PODIO aimara nico aE E RE cases thin EEE EEEN 3 1 Add Mode POOTO Dicta not eas EEr EEE EE Eaa E EN agin ee eiclic atl sort EA E EA EE 3 1 Detail ita A e E S ee E E 3 6 MO e E aaaea E T OEE E Ea AEE EEE EAE A OE aaa E e 3 11 Change Mode PODIO ecos TE E ANE EEE E EE A TA EEE A 3 12 Delete Mode POD iria iio 3 12 Copy Mode POOTOA inn e aiee Ea Ea EE O E e E EE ds 3 14 IMPORT PURCHASE ORDERS occcccccconconocnnosinsonconiononnnconicncnononnconccononanconcn nono sopia otoo con con con sossen roosie 3 14 Fixed Length ASCH Flles ts tools sha sacado odisea Io iii airlines 3 16 Variable Length ASCE Piles colo til e aa eaa aa A a lso r ea Ea AE EREA a EEE EE 3 17 Comma Delimited PRN Ple conato iaeaea rae eae ASE EEE aia erotica 3 17 Fil Import Modules OVervie W iiaii tiei eieo aro len ea e A Eea E a Dn
191. r is generated and you have not defined an end date the system will automatically renew the quantity ordered field each time the quantity is received and vouchered If an end date is defined on the purchase order and the purchase order is vouchered after this date specified the purchase order will convert to a Normal purchase order and expire when filled This type of purchase order could be useful for taking advantage of a special price for a fixed period of time or when a fixed number of a particular inventory item is ordered on a regular basis sometimes referred as a blanket order PO Date This is the date that the purchase order is being issued By pressing the TAB key the system will assume the system date Req Date This is the date that you are requiring the items included on this purchase order to be received by This date will be used in the printing of the Stock Receipts Aging report as well Latest Date This is the latest scheduled date for receipt of product for this purchase order This too will be used in the printing of the Stock Receipts Aging report Sales Tax This is the sales tax percentage to be used in calculating any applicable sales tax for this particular purchase order Due to the fact that you may purchase products from vendors in different locations which may be subject to different tax rates this may be changed for each purchase order issued Enter 0 for non taxable
192. r the investment involved Depending on your business you may have anywhere from one to several hundred people working on your accounting processing Page 2 48 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual The largest true cost of a hardware failure or loss of information is not the loss of programs disks or even computers The largest cost is that of labor and management s time inputting your accounting information This can literally represent thousands of man hours over time This is a large investment that should be safeguarded at all times These programs are designed for creating and generating accounting information Unfortunately they have limited ability to protect the information created That is entirely up to you the user and manager to protect your investment For further information on Backup Procedures and commands refer to either the System Administrator manual Combination Keys or the documentation for your operating system Chapter 2 Set Up and Maintenance Page 2 49 Purchase Order Entry User Manual This page intentionally left blank Page 2 50 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual CHAPTER 3 ENTER TRANSACTIONS This section discusses the various types of transactions utilized by the Purchase Order Entry module These transaction types include all of the daily activity normally associated with Purchase Order Management You should not use these options until y
193. rchase Order Entry System not started Sales Order Entry System not started Select All Clear All Invert Start If you are in any other period or month other than the last fiscal period of the year the system will not allow the user to select any modules to Start New Year s Files Therefore if you are looking to create 2007 data files as the new year the old year is 2006 and your date should be set to a day in the last fiscal period of 2006 If you are prepared to begin data files for the new fiscal year you may choose the Select AIP button which will highlight all Registered Systems Or you may choose the Clear All button to undo your choices The Invert button reverses the choices currently selected on the screen You may also take your mouse and lt click gt on each accounting module one by one to specify which module s to select for this function It is not uncommon for many users to be prepared to begin certain data files for the new fiscal year such as General Ledger and Accounts Payable while holding back on certain modules such as the Sales Order Entry module This would allow users to continue processing orders in the prior fiscal year to allow additional sales to get on the books or to complete orders prior to starting the new order file for the new year Once this file is started only outstanding orders will be transferred to the new fiscal year General Ledger however is one module
194. rd you wish to view You may find a record using the navigation tool bar or lt click gt on the Navigation option on the Menu Bar and then the appropriate navigation option Once the vendor has appeared on the screen you may review the account information The factor information can be accessed by lt clicking gt on the Factor button You may view up to 5000 current open items by lt clicking gt on the Open Items button Aging Information can be seen by lt clicking gt on the Aging button and Additional Vendor Information can be seen by lt clicking gt the Other Info button Historical information including monthly purchase amounts year to date payments and average days to pay is accessible through lt clicking gt on the Historical button When accessing the Open Items or the Historical features the screen will have the option to view the first detail record page up the detail list page down the detail list view the last record in the detail list view a specific detail record based on text or view a specific detail record based on a line number When you select to view by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and lt click gt on OK Add Mode AP0401 This option allows you to set up new vendors You may input all vendor specific information except for open items This option allows you to ad
195. reased if Inventory Items included on Purchase Order coIM2dy dbf Inventory Transaction File Transaction Record added optional Chapter 3 Enter Transactions Page 3 11 Purchase Order Entry User Manual Change Mode PO0102 This option allows you to edit or change existing Purchase Orders and Requests for Proposals You may also change a Request for Proposal into a Purchase Order If you have made any mistakes during the entering of your purchase orders you may return to the Enter Purchase Orders option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or lt click gt on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record lt click gt on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and lt click gt on the Save button to save your changes or lt click gt on the Cancel button to cancel the changes made NOTE Once a purchase order is filled no changes to the purchase order will be allowed The kind of changes made here may include changing the Ship To Address or changing the purchase order type from Request for Proposal to Normal The system would then consider it a full purchase order and allow full processing to take place with just this
196. rency Conversion Default Off This option allows you to specify whether or not you will be utilizing the feature for currency conversion in the Purchase Order system This feature will allow you to convert the amounts on a Purchase Order to that of a specified country however a Currency Factor must be set up in the accounting system For more information on Currency Factors refer to Chapter 4 of the System Administrator Manual Stock Receipts Aging Default Below Colognes These data items define the aging categories that will be used when printing the Stock On Order Aging report The default values are listed below Desc Max Days Category 1 1 7 Days 7 Category 2 8 14 Days 14 Category 3 15 21 Days 21 Category 4 Over 21 Remaining Quantity Dec Places Default 2 This option allows you to specify the number of decimal places to be used for quantities when running options in the Purchase Order Entry module You may select a number from zero to five Unit Cost Dec Places Default 2 This option allows you to specify the number of decimal places to be used when entering costs of inventory items throughout the Purchase Order Entry module You may select a number from zero to five Tax Use Exempt Default Blank This is the tax use number for your company if purchases you are making are tax exempt This number will be printed on all purchase orders that are specified as non taxable G L Depos
197. right of the scrolling screen are normally representative of the month of the year When using the 13 Period method these numbers now represent the fiscal period numbers of the year Periods 1 through 13 The General Ledger includes an additional set of options designed to allow the entry of budgets from a separate set of options There are several advantages to using these various options but most importantly they provide a mechanism that allows for budget set up and changes without having other users in an option where account balances are maintained Therefore if security is a concern the options to set up and change accounts should be defined in the Advanced Security Module and other users should only be allowed to make budgeting changes through the options to Set Up Account Budgets The Set Up Account Budgets options will directly affect the dollar amounts in the budget fields found in this option As they are changed in the Set Up Account Budgets option they will automatically be changed here The dollar amounts found in the budget fields by period will be used in budget comparison reports for the Balance Sheet and Income Statement Therefore whatever number is currently found in these fields will be used in the printing of these reports The Archive Restore Budgets option allows for the movement of budget numbers for use in printing the various budget comparison reports Every time a budget is restored using t
198. roduction Chapter 1 Purchase Order Entry User Manual Import Purchase Orders Flowchart Import Purchase Orders updates the Purchase Order Header File and the Purchase Order Detail File If integrated with Inventory it also updates the On Order Quantity in the Inventory Master File the Inventory Transaction Detail File and the Inventory Cost Layer File IMPORT PURCHASE ORDERS XXXP02YY DBF PURCHASE ORDER DETAIL FILE XXXP01YY DBF PURCHASE ORDER HEADER FILE Type of Purchase Order 4 Filled 1 Normal 2 Roquest for Proposal XXXIM2YY DBF XXXIM1YY DBF INVENTORY TOR ON ORDER QUANTITY TRANSACTION COST LAYER FILE DETAIL FILE Chapter 1 Introduction Page 1 7 Purchase Order Entry User Manual Record Receipts Flowchart RECORD RECEIPTS DETAIL FILE RECEIVED XXXIM6 DBF COST LAYER FILE XXXIM1YY DBF REDUCES ON ORDER QUANTITY XXXJC1YY DBF JOB COST PROJECT CURRENT YEAR TO DATE AND PROJECT TO DATE COSTS XXXJC2 DBF JOB COST PROJECT DETAIL CURRENT YEAR TO DATE AND PROJECT TO DATE RECORDS RECEIPT IN Record Receipts updates the the Purchase Order Detail File If integrated with inventory it also updates the on order quantity in the Inventory Master File Inventory Cost Layer File and the Inventory Detail Transaction File If integrated with the General Ledger it will also update the PO General L
199. rs Committed Cost by Cost Code Adjusted Cost PTD Cost Committed Cost Budget Variance Budget Adjusted Cost Totals PO Detail Purchase Order Number Vendor Page 4 28 Print Reports Chapter 4 Purchase Order Entry User Manual Committed Cost Analysis Report Infinity POWER Sample Company Inc Page 1 Committed Cost Analysis 4 04 28 2006 Project Type Contract Amount Budget Cost PTD Cost Committed Adjusted Budget Open PO s Cost Variance 5203 Direct Billing 125 632 23 0 00 60 838 08 792 98 61 631 06 61 631 06 Carrollwood Meadows Park Rec 96 0005 Percent Complete 500 000 00 5 320 00 31 493 83 0 00 31 493 83 26 173 83 Regional Home Show 96 0005 96 0013 Bank Draw 165 000 00 144 935 25 148 134 56 999 50 149 134 06 4 198 81 Hart s Nursery 96 0062 Direct Billing 150 000 00 63 200 00 63 477 94 0 00 63 477 94 277 94 Tony Swiss Remodel Home 96 0072 Cost Plus 135 000 00 100 800 00 105 028 75 1 075 78 106 104 53 5 304 53 Custom Home S Jones 96 0112 Percent Complete 268 930 00 138 700 00 151 217 50 16 380 00 167 597 50 28 897 50 National Auto Parts 96 0153 Compl Contract 320 000 00 271 800 00 249 399 05 0 00 249 399 05 22 400 95 Univ of Tampa s New Gym Sheds 8x10 Percent Complete 0 00 0 00 354 66 0 00 354 66 354 66 Shop work Build Sheds Sheds10x12 Percent Complete 0 00 0 00 0 00 0 00 0 00 0 00 Shop work Build Sheds USF2004 Direct Billing 2 500 00 1 440
200. rs will be displayed as they are being removed After the process is complete you may lt click gt on the Close button to return to the menu Results All completed and canceled Purchase Orders and Requests for Proposals in the Purchase Order Entry files will be removed CHANGE MASTER CONFIGURATION PO0411 This option allows you to change the standard Purchase Order Entry configuration This includes changing the preprinted form selection stock agings Purchase Order numbering and defining which other systems you want to integrate with A default configuration is already built into your Purchase Order Entry module However you may prefer to change this configuration to meet your company s specific requirements If you do decide to assume the default values please review them carefully before you begin processing After selecting this option a screen will appear displaying the following three tabs 1 Master Configuration 2 PO Entry 3 System Integration As you proceed to select each option enter all required changes lt click gt OK to validate and assume the default configuration Master Configuration The Master Configuration screen displays the data items necessary for configuring your Purchase Order Entry data files CE ca Tools Launch Master Configuration PO Enty System Integration Allow Receipts Over PO Iv Quantity Dec Places a Unit Cost Dec Places a Allow Billed Over PO IV as 0033
201. s Reports Graphs Set Up and Maintenance Help Remove Completed Purchase Orders Sen Change Master Configuration y ARAS Ei Y Maintain Data Files Set Up Accounts Set Up Vendors Py 1 E thet 7 j Set Up Inventory Items GENERAL OVERVIEW Ctrl F 1 Ctrl F2 Ctrl F3 Once you have installed your module s and reviewed the System Overview Chapter 1 you are ready to set up your master Purchase Order Entry files from scratch Select the Systems option from the Menu Bar Then select the System Administrator option Then select the Start up from Scratch menu option as shown on the following screen Start Up From Scratch is utilized to set up your initial Purchase Order Entry and any other integrated accounting module data files for a particular company This procedure is performed only once Thereafter your data files may be packed or re indexed through the Purchase Order Entry option Maintain Purchase Order Entry Files Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Transactions Reports Set Up and Maintenance Help Chapter 2 General Ledger Accounts Payable Purchase Order Entry Accounts Receivable Inventory Management Sales Order Entry Point of Sale Payroll Job Cost Main Module Time Sheet Entry Check Reconciliation Report Writer Report Writer Run Time Customer Support Management Dali Pro fi De Data Pr
202. s as you desire This option does not print any report but does the necessary calculations for the Total Inventory On Order Report and On Order Dollars by Inventory You must execute this option before printing these two reports You may select the beginning and ending range of inventory items to be calculated and the system will create a temporary file summarizing the information necessary to print or graph these items After you have executed this option you may utilize the above listed options until you have processed additional orders receipts and or invoice information Depending on the number of open purchase orders and the number of inventory items on file this option may require a substantial amount of time to process Results PO04x co Temporary On Order File Inventory On Order created PRINT TOTAL INVENTORY ON ORDER PO0211 This option allows you to review every current Purchase Order that has an On Order quantity quantity ordered but not received for all inventory items You must select the option to Calculate Inventory On Order before using this report This report provides you with a detailed listing of all inventory items with an on order quantity This report may be printed as often as necessary without recalculating the inventory on order provided you have executed that option at least once Warning If any processing has been done since the last time that you calculated the inventory on order suc
203. s out of disk space This however could be some time later depending on the size of your data files If your data files are 2MB in combined size you will need at least 2 2MB in additional free space before proceeding with this option NOTE This option will only re organize undamaged data within your files Therefore you should carefully audit all information after executing this option and make any necessary adjustments to your data The following files are available for maintenance e Purchase Order File e Purchase Order Detail File e Batch Purchase Order File You may select individual files or all files for either of these procedures There are buttons on the right hand side of the screen that allow you to Select AI files Unselect All files and Invert Selection which selects those files that were not selected in a previous pack or re index condition There is also a button Details that provides pertinent information about that particular data file This information includes the directory path and file name the type of file the pattern of the filename structure and the total records including those records marked for deletion in that data file To begin the procedure of a pack or re index simply lt click gt on the Start button after selecting the files you wish to manage Results All records in all or specified Purchase Order files will be packed or re indexed Chapter 2 Set Up and Mainten
204. s screen and they are discussed here Transaction Type This is the type of transaction you are vouchering You may lt click gt on the pull down box to display the available types which are listed below e Invoice e Credit Memo e Debit Memo e Adjustment e Statement e Finance Charge e Retainage e Deposit Advance Chapter 3 Enter Transactions Page 3 29 Purchase Order Entry User Manual Date This is the date of the vendor s transaction You may press the TAB key to default to the current system date This date will be used as the transaction origination date of the open item and transaction record Transaction This is the ten 10 character transaction number or reference number for this Number expense Sale Amount The receipts dollar amount from the previous screen will automatically default into this field This is the amount that will be used in the calculation of the discount amount If the sale amount is not known or you wish to take the discount on the total amount of the invoice enter the total amount of the invoice here If you are entering a Credit Memo the negative of the dollar amount entered will be assumed Total Amount This is the total dollar amount of the invoice This will default to the Sale Amount entered If the total amount of the invoice is different from the sale amount it may be changed here If you are entering a Credit Memo the negative of the dollar amount entered will be assume
205. s used to enter any historical information pertaining to the movement and profit of that item The three areas of input are e Purchases e Sales as expressed in dollars and quantities e Cost of Sales Purchases For each period month of the accounting cycle you would enter the total dollar amount spent on purchasing that item and then the quantity of items that amount represents Sales For each period month of the accounting cycle you would enter the total dollar amount of Sales for that item and then the quantity of items that amount represents Cost of Sales For each period month of the accounting cycle you would enter the total dollar amount of Cost of Goods Sold for that item to allow the system to determine the gross profit per item for that period NOTE Historical information is only input during the initial setup process The system will automatically update this inform ation as transactions are posted to the system W Historical Information 10 601 78511 Tools Launch Edit Navigation 4 lt avpbd Af ri dla EJES Pee YTD Purchases 520 50 YTD Cost of Sales YTD Purchases Quantity 150 00 YTD Sales Quantity Detail ltem Period Purchase Amount Purchase Qty Sales Amount Sales Oty Cost of Sales Amount 03 2003 04 2003 520 50 6 94 05 2003 0 00 0 00 Page 2 36 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual U M
206. sccsccsecessesecsessesssecsecsecsscsessssessesessesecsseesoes 1 5 MASKED A Sa st sstrcebesi des ctesh scsapestid aucek biases tiga seuesheavapeStaigteesares pictues buss TA TT 1 5 BAR CODE READER ccccscccssecssecesccscccesssccscccescescnccsensencescssescucssccsecsessesenecsecsenccscssessucsscsseceesenecsess 1 5 TRANSACTION PROCESSING FLOWCHARTS ccsssscssssscssscssssscssecscescssssssessesssseneesessssenere 1 6 CHAPTER 2 SET UP AND MAINTENANCE sionistas ia it sachasovedsens 2 1 GENERAL OVERVIEW S E E E 2 1 DEDITI AAA E E EE E so essssacesbesess sonncstacesesesess 2 4 Remove COMPLETED PURCHASE ORDERS PO0414 sesessessesescesosoesesoesossesesocsoesesoesosessoesesose 2 4 CHANGE MASTER CONFIGURATION PO0411 ooccococconnonnonnnnonconocnnconccnanonconconcconcconcnnonorconcononoss 2 5 Master Config tration its tias 2 5 PO ENY ey scecstacesecs ce scsccstaseuecs amp shces oinei d nde Ladies die dlls A botas EEEE bridas dies 2 8 System Intestino Dri ce Aiea Are bin eA ahs dile bine dni 2 10 SET UP ACCOUNTS wiscssesccdacesccescensstecenesntcessensenaesnscegecnseacvuasuncsseces sensdeaced seseonessesesacsssnsocsetsonasetsecsese 2 11 Tnquiry M de GLO400J iisen an il ie 2 12 Add Mode CDO a a a Reed esis seas ahha ias 2 12 Change Mode GLI E E E A a A a E E E E E E E T S aani 2 15 Delete Mode GLI E a E E E E A RE 2 15 Copy Mode GDO A r E E pastel a e E aAa E rN E E anea 2 16 SET UP VENDORS IIA 2 16 Inquiry Mod A PO400 sc ssies s
207. stem will then prompt you to enter the unit cost The original unit cost will be automatically displayed If you want to change the unit cost enter the amount at this point If you have set the option in the Master Configuration Allow Qty Received over PO to be turned off the system will not allow you to enter a quantity amount in excess of the Quantity Ordered amount This is designed to prevent employees from inadvertently allowing the receipt of merchandise that was not originally authorized If the option is turned on you may then enter whatever quantity would apply If you are receiving an inventory item which is either a Serial or Lot type costing method the system will request additional information Since you are receiving inventory into stock the system will require the Serial Numbers or Lot Numbers to be added The system is designed to accept Serial Number inventory receipts in the quantity of one 1 By entering a quantity of one 1 on Serial Numbered items this information will then be included on the Receipt Log You may enter more than a quantity of one however you lose the capability of including individual Serial Numbers on the Receipt Log Only the last Serial Number entered for a given inventory receipt line with a quantity greater than one will be included on the report All inventory records and files are updated with all pertinent information on all Serial Numbers Therefore all detailed reportin
208. tem is going to look at all of the various inventory files that have been defined in the menu option Set Up Inventory Locations to determine the current quantities on hand and available for the current item at each location on the screen You must have pre defined these locations in advance for this option to function The description of each location and its company number is also displayed Further you must use the same item number across all locations for correct matching to occur in the system If you this done users have an instant lookup at what inventory levels are available at all locations throughout the related store locations or warehouses in the company s system The following screen illustrates how stock can be instantly checked at four locations with one lt click gt of the mouse Page 2 42 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual W Multi Location Inventory 10 601 85461 Tools Launch Edit Navigation 14 a Ma ltem Co Location Description Qty On Hand Oty Available Tampa Warehouse 1 765 00 1 745 00 Orlando Warehouse 1 727 00 1 707 00 Atlanta Warehouse 1 921 00 1 901 00 Dallas Warehouse 1 542 00 1 522 00 Once you have entered all the information for each item lt click gt on Save and you are ready to input the next item lt Click gt on Cancel to exit the screen without saving any changes Results coIM1dy dbf Inventory Item File All Item
209. ter 2 Set Up and Maintenance Page 2 29 Purchase Order Entry User Manual On Hand Default 0 This field is automatically calculated and displayed by the system based on the transactions and initial setup quantities posted to the system This is the perpetual Quantity On Hand field for each inventory item Therefore when performing an inquiry on an item this would be the field to be viewed to immediately determine what the current amount of inventory is on hand at any given time Req Manf Default 0 This field Required for Manufacturing is automatically updated by following the procedures in the Enter Projected Usage Amounts menu option There are two different ways that the Inventory system can track display and report the manufacturing requirements As a manager you must decide how you are deploying your Bill of Materials processing system and you must be comfortable with the way in which you want to determine the requirements you will need for sub assemblies of items used in the Manufacturing cycle First there is a field under the Re Order button called Proj Requirements as shown on the following screen E Re Order Information 10 601 85461 Tools Launch Primary Vendor z Vendor suns Suncoast Concrete Supplies i item Number la 1435 Other Vendor Vendor i cos Scotty s Building Supplies item Number js 1003 A Guaba aa Minimum To Stock 5909 96 Proj Require
210. thin the program e g GL0601 MAP The XXXXXX map file is used by the import option to override the default layout of the import transaction file By using file editing tools such as EDIT under DOS Notepad under Windows or vi under UNIX you may create a customized import record layout Whenever a XXXXXX map file is created it overrides the default predefined import record layout Items can be deleted entirely from the record layout file or moved from one position to another If a field is not specified in an import file that field may be deleted from the record layout file NOTE Key Value fields must be present in the import file and cannot be deleted from the record layout file Key Value fields are those fields that are designated with an asterisk in the documented import record layouts You may also have customized MAP files created for you by calling the Data Pro Support Services group at 727 803 1550 Chapter 3 Enter Transactions Page 3 19 Purchase Order Entry User Manual Sample Import Purchase Order Transactions File Enter Transactions Data Pro Support Document E DATA PRO mi ACCOUNTING SOFTWARE INC Advanced Accounting Software E Secure Internet Solutions IMPORT PURCHASE ORDER TRANSACTIONS PO0602 MAP DEFAULTS A Map file designates what fields and what the length of those fields that will be imported The file you import whether it be a fixed length ASCII file or Comma Deli
211. tional information on the new lots after validation of the receipt being entered which is described below Description This is a thirty 30 character alpha numeric field used to describe this lot of item s By default the system displays the description of the main inventory item This description is solely for the use of describing this individual lot of item s Bin This is a ten 10 character alpha numeric field used to identify the location number of lot item s stored in bins Warranty This checkbox is used to identify whether or not this lot of item s is under warranty If the warranty field is turned On this item will remain in the Inventory files even after it is sold so that warranty information may be kept Comments There are two lines of comments fifty 50 characters on each line to note warranty information or any other pertinent information about this individual lot of item s Unlike Serialized Items Lot Number items can be stored with multiple quantities For example you received four 4 cases of red paint which was manufactured at two different plants The manufacturer has marked on the cases the Lot Numbers so that the paint can be sold in quantity with the same dye match You can record the receipt of this stock on two separate line items two cases with Lot Number 123 and two cases with Lot Number 789 as long as the Purchase Order reflects two separate line items
212. tity will be withdrawn from the component s on hand quantity Entering a negative quantity may specify by products Every time you record production this quantity will be added to the component s on hand quantity Unit Cost This field contains the unit cost of this component at the last time production was recorded This field will be automatically updated with the new unit cost every time you record manufacturing except for by products The default cost is the current average unit cost of the component When a by product is produced or when you record disassembly this amount is the unit cost used to update the component s cost information Total Cost This field is a display only field which shows the extended cost of the quantity times the unit cost These fields allow you to specify the filenames which contain the marketing text graphic images audio clips and Internet video clips for use when presenting your Inventory Items internally or on an Internet Web Site MM Internet Info Tools Launch rmation 00 100 8x10 BLT Text Filename specdata 00100 txt Image Filename specdata 00100 jpg Browse Audio Filename specdata 00100 mpg Video Filename Specdata 00100 irg Page 2 40 Set Up and Maintenance Chapter 2 Purchase Order Entry User Manual Marketing Text Filename This field is used for a marketing text filename up to twenty 20 characters alpha numeric
213. to define a text or html type file to be used in conjunction with display mechanisms on an Internet Web site Keep in mind when in the UNIX operating system filenames are case sensitive Item Image Filename This field is used for an image filename up to twenty 20 characters alpha numeric to define image file to be used in conjunction with display mechanisms on your local pc or an Internet Web site Keep in mind when in the UNIX operating system filenames are case sensitive To utilize the View Image feature on the Inventory Item the image file must be in a JPG or BMP format The entire path name to where the image resides must be included in this field The default directory would be the Infinity POWER program directory unless otherwise defined You may use the Browse button to look for and select the image file Keep in mind when using the View Image feature the best results for image display would be 186 X 265 pixels Audio Filename This field is used for an audio filename up to twenty 20 characters alpha numeric to define any type of audio file to be used in conjunction with audio mechanisms on an Internet Web site Keep in mind when in the UNIX operating system filenames are case sensitive Video Filename This field is used for a video filename up to twenty 20 characters alpha numeric to define any type of video file to be used in conjunction with display mechanisms on an Internet Web site
214. try in your Master Configuration A Purchase Order may be accessed by Purchase Order number vendor number vendor name or vendor s SO reference number This mode is used for the entry of all purchase orders and requests for proposals into the system The advantages of a purchase order system are many By utilizing the input of purchase orders into the system you have the ability to retrieve the original order at any time and either print it out or simply view it on the screen Chapter 3 Enter Transactions Page 3 1 Purchase Order Entry User Manual You also have the ability to make additional changes to the order at any time you desire The only exception to this condition is when you have already received an item that was on an order and have not been billed for the item vouchered an invoice The information entered in this mode updates order information only Receiving and vouchering information is recorded through the Record Receipts and Voucher Vendor s Invoices options respectively After entry of a new order a Purchase Order form will print showing all new order information if you have turned On the option to Print After Entry in your Master Configuration The form that will be used is the Purchase Order Form you have set up in the Master Configuration This form will be loaded by the system when this option is selected You are creating a document that may be modified several times during the actual
215. tual Balance and Budget Amount Once this screen is displayed you will have the tool bar navigation options to select from You may choose the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and lt click gt on OK When you choose to select a specific record in the file by lt clicking gt on the Binocular button you may search for that record by account number or description lt Click gt on either of the choices and enter the information you want to search on Once you have found the record you wish to be displayed you may either double lt click gt on it or just highlight it and lt click gt on Save The dollar amounts that are entered here should be the net change in the account during the specific period For the Income Statement accounts the amount should be either the amount of sales or income or the amount of expenses for the period For the Balance Sheet accounts the amount should be the change in the balance of the account during that period Keep in mind that if you are using the 13 Period Processing method the period numbers listed on the
216. ual direct costs through the Job Cost Main Module Chapter 3 Enter Transactions Page 3 9 Purchase Order Entry User Manual Discount This is the percent discount that will be taken on this line when calculating extended price If you have set the Allow Discount by Line field in the Master Configuration to be turned on you will be allowed to enter a percent here Otherwise the system will skip this data item Extended Cost This is the calculated extended cost for this line of the transaction SO Reference If you have transferred a Sales Order into the Purchase Order Entry module to be added as a purchase order this is the number that will appear in this field This does require that the interaction to Sales Order Entry be turned on and will only exist if the function to transfer sales orders to purchase orders has been run If this option has not been executed you may enter the sales order number at this point and it will be included in the report Print Shipments Received for SO which lists all shipments that you have received from your vendors that apply to specific Sales Orders This is helpful in tracking Special Orders and Drop Shipments for billing purposes By reviewing this order you will know when to ship an item through the Sales Order Entry module and then be able to bill for those items Ship Date This is the line item ship date Vendor Part This is the vendor
217. ughout the system Users may choose to Select All accounting modules by lt clicking gt on this button which will check all modules and make them ready for processing Otherwise you may lt click gt on the Clear AIP button to undo your selections The Invert button will reserve the order of all current selections Additionally you may use your mouse to manually lt click gt on each module to lt click gt it on or off to be included in the startup process Remember modules such as Purchase Order require Accounts Payable to function Sales Order Entry requires Accounts Receivable and Time Sheet Entry requires the Payroll data files Point of Sale and Accounts Receivable share common files which is why it is so noted on the screen This step must be done for each company for which you intend to process data To begin lt click gt on the Start button The following screen illustrates how the screen will change when the process is completed Page 2 2 Set Up and Maintenance Chapter 2 W Start Up From Scratch Tools Purchase Order Entry User Manual This option creates data files and configures initial settings for each registered system in the company Infinity POWER Sample Company in1 Be sure your fiscal year is set properly before you begin Your current fiscal year end is period 12 gt Registered Systems T Accounts Payable System already started FF Accounts Receivable System already started I
218. uld pay on all of your purchases This percentage amount may be overridden at the time of entering the purchase order Purchase Order Default 1000000 This is the starting purchase order number that you would like the system to use for automatic numbering at initial purchase order entry If you set this value to zero 0 the system will allow you to assign purchase order numbers at the time of entry Purchase Order Form Default LPO1 This is the name of the purchase order form that will be used when printing purchase orders See the Purchase Order sections of the Infinity POWER Supported Forms Reference Manual for a listing of the standard forms available with this module and the preprinted forms that are supported by the accounting system A selection of preprinted forms are available through DPAForms and may also be found in the DPAForms Catalog included in the Product Kit They may also be found on the CD ROM presentation Request for Proposal Default RFP Form This is the name of the Request for Proposal form that will be used when printing requests for proposals See the Plain Paper Purchase Order section of the Infinity POWER Supported Forms Reference Manual for a listing of the standard forms available with this module Once you have reviewed the available forms simply enter the form name into this field to activate it as the current form being used This option may be changed as often as desired
219. updated with the stocking unit of measure lowest common denominator of unit of measure available usually eaches by using the factor set up on the unit of measure conversion definition when you record the receipt of this purchase order For more information on the Unit of Measure Conversion procedure refer to the Set Up Inventory Items section of the Inventory manual For more information on the Unit of Measure Conversion procedure refer to the Set Up Inventory Items section of the Inventory manual If you select an inventory item which utilizes either a Serial or Lot type costing method the system will request additional information Since you are only requesting the purchase of inventory and not receiving it the system can bypass the entry of Serial Numbers or Lot Numbers at this time by lt clicking gt on the OK button Page 3 8 Enter Transactions Chapter 3 Purchase Order Entry User Manual The system is designed to purchase and receive Serial Number inventory in the quantity of one 1 By entering a quantity of one 1 on Serial Numbered items this information will then be included as part of this record in the transaction files You may enter more than a quantity of one however you lose the capability of including individual Serial Numbers on several reports Only the last Serial Number entered for a given inventory purchase line with a quantity greater than one will be in
220. whereby users may create new data files for the new fiscal year and continue to process in both the prior and new fiscal years and the same time Once postings are made to the prior fiscal year the option to Bring Balances Forward into the new year is run to bring all adjusted balances current Select the module s to Start New Year s Files for and lt click gt on the Start button The program will create the new year s data files The system will show a message next to each module stating System already started The bottom of the screen will show Processing Completed lt Click gt on the Close button to return to the Menu Bar Results Files copied to or created for the New Year Purchase Order File coPO 1dy dbf Detail File coPO2dy dbf Chapter 2 Set Up and Maintenance Page 2 47 Purchase Order Entry User Manual MAKE COMPLETE DATA BACKUPS Make sure that you make complete data backups as you add more and more information to your system The file naming structure is designed to allow you to copy data files only very quickly and easily We strongly recommend that the following backup procedures be followed to adequately protect your data files against any possible problems Experience has shown that careless disregard of making adequate backups can literally cost you months of hard work and expense Any of the following problems could destroy all or part of your accounting information e Hardware F
221. z36z11 Allow Currency Conversion a 0 ici TStock Receipts Aging Categories G L Deposit Account fu 1800 y Description Max Days G L Discount Account faesoo y Category 1 1 to 7 7 G L Tax Account 75300 y la 14 jus ee G L Accrual Account 11430 E e 22 a G L Journal Number 10 21 ini ide Remaining os Accruals Payable FEE Chapter 2 Set Up and Maintenance Page 2 5 Purchase Order Entry User Manual Receipts Over PO Default Off This option tells the system to allow you to receive more of an inventory item at the time of receipt than what you had originally ordered This may be a convenience to some users while an accounting nightmare for others Management s needs must be considered highly when selecting this option To turn this option on lt click gt On the check box Billed Over PO Default Off This option allows you to specify whether or not you will allow the billing of receipts of additional quantities over what you had originally ordered on a particular Purchase Order In many industries it is quite common to order 100 of an item and get shipped 110 due to the nature of their manufacturing process This is not however acceptable in other industries where a single item may cost several hundreds or thousands of dollars In this case the receipt of the exact amount ordered would be imperative To turn this option on lt click gt On the check box Cur

Purchase Order Entry - Data Pro Accounting Software, Inc.

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