Enter Direct PO (PODE001A) (PODE001B) (PODE001C)

 

Enter Direct PO is found on the Purchase Order Data Entry menu, 1-1.  The purpose of this program is to input a purchase order that has already been manually created.  All of the items to be ordered have been selected and the desired quantities calculated.  Basically the program will not aid you in the creation of the purchase order.  The operator will input the items and quantities that are on the purchase order.

 

Use of the Enter Direct PO will result in the following functions.

.

A purchase order is created that may be printed and sent to the vendor.

 

The purchase order will become a part of the Purchase Order Inquiries and Reports.

 

The on order inventory quantities will be updated in the specified warehouse.  Adjustments are made for different pack multiples between the Item File and Vendor Item File.

 

The amount ordered, order date and PO number will be updated in the Vendor File.

 

The purchase order begins the process of being linked to the Accounts Payable package.  When the invoice or receipt is input pending files will be created.  Reports will be generated from the pending files.

 

Prepaid purchase orders may be created.

 

The entry of the purchase order will be the basis of building a history by vendor and item.

 

When an order is a direct ship, an option to access the customer through the A/R Customer File or Tele-Sales or Sales Management Prospect File, is available.

 

A shipping address and name can be stored in the Warehouse File.  When this warehouse is entered as the receiving warehouse, the address will automatically appear as the shipping address.

 

If the item is not stocked in the warehouse, the option to stock the item is available.  The Item Warehouse File is than created.

 

 

 

Enter Data

 

Vendor:

 

Enter E or END or TOT to exit the program and return to the Data Entry Menu.  Enter the Vendor number (8 Numeric) or a section of the Vendor name (25 Alphanumeric characters).

 

If at least one alpha character is input one of the two following prompts will display.

 

Select Vendor Choice - E'nd

Display Next, Select Vendor Choice, Or End: N

 

 

 

 

 

Enter Data  (Contd)

 

Select Vendor Choice - E'nd

Display Next, Select Vendor Choice, Or End: N

 

The screen will display all vendors that have a name which begins with the inputted characters.  Each line will contain the vendor number, complete name, and the first and last address lines from the Vendor File.  Only 17 characters will display of the last address line.  A computer-assigned number will be associated with each vendor.  The first prompt will display if there are less than 19 vendor selections.  The second prompt appears when there are more than 18 choices.  Enter the desired corresponding computer-assigned number.  Enter an E to exit the search.  The cursor will return to the Vendor: prompt.  Enter N to view the next screen of choices.  When N for next is input, the cursor will be at one of the two following prompts.

 

Display Next, Previous, Select Vendor Choice, Or End

Display Previous, Select Vendor Choice, Or End

 

The first prompt will display until the last screen of choices is reached.  The second prompt appears when the last screen is accessed.  Enter N for next to view the next screen of selections.  Enter P for previous to go back one screen of selections.  You may go back and forward as many screens as exist.  Enter the desired corresponding computer-assigned number.  Enter an E to exit the search and return to the Vendor: prompt.

 

 

 

Enter Data  (Contd)

 

Once the selected vendor choice or a valid vendor number is input the vendor information displays.

 

 

The screen displays the following information from the Vendor File.

 

Vendor Number

Complete Vendor Name and Address

Phone:  PO Phone Number

Acct No:  PO Account Number

Vendor Contact:  PO Contact Name

 

The screen displays the following information from the Purchase Order Control File.

 

Ship To:, City:, ST:, Zip Code  Your companys ship-to name and address (4 lines, 25 Alphanumeric characters per line).  Your companys ship-to city, state abbreviation, and full zip code.

 

Contact:  Your companys contact person for purchasing. (25 Alphanumeric)

 

Phone:  Your companys ship-to phone number.

 

 

 

Enter Data  (Contd)

 

Sold To:, City:, ST:, Zip Code  Your companys sold to name and address (4 lines, 25 Alphanumeric characters per line).  Your companys sold to city, state abbreviation, and full zip code.

 

Contact:  Your companys contact person for Accounts Payable.  (25 Alphanumeric)

 

Phone:  Your companys sold to phone number.

 

The cursor will be at the following prompt.  During the inputs on the first screen, an ^ up arrow key to go back one space or a / slash to cancel may be entered.

 

Vendor Contact:

 

The default contact name from the Vendor File is displayed.  A carriage return will

accept the default.  This is the contact person at the Vendors site in regards to issues concerning the purchase order.  This may be overridden if desired.  Any overrides will only be reflected on the purchase order and will not be changed in the Vendor File.

(25 Alphanumeric)

 

Confirmation No.

 

Input a confirmation number from the vendor or carriage return.  This is a number the vendor gives to confirm the order.  (10 Alphanumeric)

 

Requisition No.

 

Input a requisition number or return.  This is an internal number issued by your company.  (12 Alphanumeric)

 

Warehouse Number

 

Input the warehouse number the merchandise will be received into.  A carriage return will default to warehouse 1.  The warehouse number may be overridden per line item.  Entering an invalid warehouse number produces the prompt Invalid Warehouse Number.  The cursor returns for re-input.  (1-9999)

 

 

 

Enter Data  (Contd)

 

Warehouse Number:

 

There is the ability to store a ship-to address per warehouse.  This will be useful when the items on the purchase order are not shipped to the normal address.  As an example, parts may be shipped directly to your technicians home.  Thus in the Warehouse File, see Section IV, page 1320, you could store, per technicians warehouse, a ship-to address.  When a warehouse number is input that has an address stored in the Warehouse File, that address will override the ship-to address that is stored in the Purchase Order Control File.  The ship-to address from the Warehouse File will then be written into the Purchase Order header as the ship-to information.

 

On page 22 is an example.  On the first screen the default warehouse number 1 is accepted.  There is no ship-to address stored in the Warehouse File for warehouse 1, thus the ship-to information is displayed from the Purchase Order Control File.  On the second example, the warehouse is overridden to warehouse 14.  There is a ship-to name and address stored in the Warehouse File for warehouse 14.  Thus note the different ship-to information that is written to the Purchase Order header.

 

Note, when the purchase order ship-to address is changed, based on input of a warehouse number that has a ship-to address, this does not set the purchase order to be included on the PO Override Report.  Also when you up arrow back to the Warehouse prompt, the default ship-to address from the Purchase Order Control File is redisplayed.

 

 

 

Enter Data  (Contd)

 

 

 

 

 

Enter Data  (Contd)

 

Once the warehouse is entered, the cursor will continue on to the following prompt.

 

Do You Wish To Override Ship To Or Sold To Information (Y/N)

 

 

An input of a Y for yes will allow an override of the displayed ship-to and bill-to address.  The cursor will stop at each line and allow a change or a carriage return.  Entering a carriage return will leave the displayed information unchanged.  Any change will only be reflected on this purchase order.  The ship-to and bill-to address print on the purchase order.  When doing a direct ship purchase order, the ship-to address should be overridden.  When a Y for yes is input and any changes are made, the purchase order will be included on the PO Override Report.

 

After entering the override ship-to or sold to prompt, the cursor will continue on.

 

 

 

 

Enter Data  (Contd)

 

Branch Number:

A branch number is stored in the Warehouse File.  By linking the warehouse to the branch, a default branch number appears, based on the input of the warehouse number.  Entering a carriage return accepts the default.  This can be overridden to a branch number from 1 to 255.  If a zero or a number greater than 255 is input, the prompt Branch Must Be Between 1 and 255 appears.  The default branch number returns.  This is used to define the default General Ledger inventory account numbers for the entry of purchase order Accounts Payable invoices.  As an example, G/L account numbers used for branch 1 may be different than the inventory accounts used for branch 2.  The different G/L account numbers are defined in the Product Class Association File.  The accepted branch number is assigned to the PO header and becomes the default for the entry of the items.  The assigned branch number is compared to the branch number stored in the Product Class Association File.  The proper G/L account number is than written to the PO Line Item Files and Pending Files on a prepaid purchase order.

 

 

 

Enter Data  (Contd)

 

Order Type

 

 

Select the correct order type number.  This is how the order is being processed to the vendor.  The types are defined per system.  The types are stored in the PO Control File and will display on the screen.  A carriage return will default to order type 1.  (2 numeric, 1-10 only)

 

 

 

Enter Data  (Contd)

 

Ship Via

 

 

Select the means of shipment of the merchandise by inputting the correct ship via number.  The ship via is defined per system in the PO Control File.  The ship via types will display on the screen.  A carriage return will default to ship via type 1.  (2 numeric, 1-10 only)

 

Type 5 is hard coded as a Direct Shipment.  Any PO that is input as a direct ship will update the on order quantities.  When the merchandise is received the on order will be reduced but on hand will not be updated.

 

 

 

Enter Data  (Contd)

 

Ship Via

 

Choosing a ship via of direct ship means that the product will not be shipped to the normal shipping drop point at your companys site.  The product will be shipped to a different site, such as directly to a customer or directly to a sales rep or service technicians home.  Thus it is extremely important that the correct ship-to address is entered on the purchase order.  Because of this there is an optional feature to have the program search for the proper address when shipping directly to a customer.  At the input of a 5 for Direct Ship, the program will allow input of a customer number from the Accounts Receivable system, or an alpha search of the A/R Customer File.  If the modules Tele-Sales or Sales Management are activated on your system, the program will also allow entry of a prospect number or perform an alpha search on the Prospect Files names.  Once a customer or prospect is selected the name and address, contact name, and phone number will automatically be written to the purchase order header as the ship-to information.

 

This feature is activated in the Purchase Order Control File, field 6, Enter Customer Number For Direct Ship PO  See Section IV, page 1029.  Thus once the Control File is set to activate the additional prompts and a 5 for Direct Ship is input on a purchase order, the following prompt appears.

 

Enter Ship To Customer # Name Or CR To End

 

 

Note, if Sales Management, or Tele-Sales or both are not activated at your site the above screen will not display the packages in the notes section.

 

 

 

Enter Data  (Contd)

 

Enter Ship-To Customer #, Name Or CR To End

 

The above prompt will access the Accounts Receivable Customer File.  You may enter a valid customer number.  When a customer number is input, that exists in the Customer File, the program will exit the prompt and automatically insert the full name, address, contact name, and phone number from the Customer File into the Purchase Order header.  The cursor will be at the first character in the ship-to name on the Purchase Order header.  Entering a carriage return, without selection of a customer, will return the cursor to the first character in the ship-to name.  You may than override the information if desired or carriage return through the fields leaving the data as is.

 

In the following example, customer number 6666000 was input at the above prompt.  The ship-to address is changed on the Purchase Order header.

 

 

The program will allow you to override the name, all of the address lines, the city, state,

zip code, contact name, and phone number.  A carriage return at the fields will leave the data as is.  A / slash at any of the fields cancels the purchase order.  Note, inputting a customer number will add the purchase order to the PO Override Report.

 

 

 

Enter Data  (Contd)

 

Enter Ship-To Customer #, Name Or CR To End

 

If a customer number is input that does not exist in the Customer File, or at least one alpha character is input, the program will perform an alpha search on customer names.  You may enter up to 20 characters to perform an alpha search.  Any customer name, found in the A/R Customer File, that begins with the inputted characters displays.

 

 

A computer-assigned line number displays for each choice.  The full customer name,

address 1, city and state from the Customer File is displayed for each selection.  The cursor will be at one of the two following prompts.

 

Select Customer Choice

Display Next, Select Customer Choice, Or End N

 

The first prompt will appear if the customer choices are less than 17 selections.  The second prompt appears if the choices are greater than 16 selections.  Enter the desired corresponding computer-assigned number.  Enter a N or carriage return for a N for next, to view the next screen of choices.  Enter an E to exit the alpha search and return to the Enter Ship To Customer #, Name Or CR To End prompt.

 

 

 

Enter Data  (Contd)

 

When N for next is entered, the cursor is at one of the two following prompts.

 

Display Next, Previous, Select Customer Choice, Or End: N

Display, Previous, Select Customer Choice, Or End: N

 

The first prompt appears until the last screen of customer alpha selections is accessed.  The second prompt appears when the last screen is reached.  Enter a N to access the next screen.  Enter a P for previous to go back one screen.  You may go back and forward as many screens as exist.  Enter the desired corresponding computer-assigned number.  Enter an E to return to the Enter Ship-To Customer # prompt.

 

Selecting a choice will automatically insert the full name, address, contact name and phone number from the Customer File into the Purchase Order header.  The cursor will be at the first character in the ship-to name.  The program will allow you to override the name, all of the address lines, the city, state, zip code, contact name, and phone number.  A carriage return at the fields will leave the data as is.  A / slash at any of the fields cancels the purchase order.  Note, selecting a customer through the alpha choice screen will add the purchase order to the PO Override Report.  

 

Enter Ship To Customer #, Name Or CR To End

 

If the Sales Management module is activated on your system you may input a S to access the Sales Management Prospect File.  If the Tele-Sales module is activated on your system you may input a T to access the Tele-Sales Prospect File.  This may be useful if the customer that the products are to be shipped to is not in the A/R Customer File yet or the operator is more familiar with the Prospect Files than the Customer Files.  Note, if a S or a T is input and the modules are not activated, the program will enter the A/R Customer File alpha search.

 

 

 

Enter Data  (Contd)

 

Enter Ship-To Customer #, Name Or CR To End

 

When a S to access the Sales Management Prospect File is input, the following prompt will appear.

 

Enter Sales Prospect # Or Name

 

 

When a T to access the Tele-Sales Prospect File is input, the following prompt will appear.

 

Enter Tele-Sales Prospect #, Or Name

 

 

 

 

Enter Data  (Contd)

 

Enter Sales Prospect # Or Name

Enter Tele-Sales Prospect #, Or Name

 

A carriage return will return the cursor to the Enter Ship-To Customer #, Name Or CR To End prompt.  The operation of selecting a prospect is the same as described when accessing the Customer Files.  See Section II, page 28.  The difference is that you are accessing either the Sales Management Prospect File or the Tele-Sales Prospect File, instead of the A/R Customer File.  When inputting a prospect number you should input the individual prospect number, not the master.  The prompts for the alpha choice reflects the word Prospect instead of Customer.  The alpha name selections includes master and individual prospects.  When inputting a specific prospect number or selecting an alpha choice, the name, address, contact name and phone number is from the Prospect Files.  The contact name is the first contact name field in the Prospect Files.  This information automatically writes into the Purchase Order header.  Upon selection the cursor is at the first character in the ship-to name.  The program allows you to override the name, all of the address lines, the city, state, zip code, contact name, and phone number.  A carriage return at the fields will leave the data as is.  A / slash at any of the fields cancels the purchase order.  Note, inputting a prospect number or selecting a prospect through the alpha choice screen will add the purchase order to the PO Override Report.

 

When a customer or prospect is selected or input, and the operator up arrows back to the Ship Via prompt, the ship-to address will return to what it was based on the input at the Warehouse Number prompt.

 

 

 

Enter Data  (Contd)

 

Delivery Instructions:

 

 

Delivery Instructions allow input of a code which defines more specific delivery location information.  There are six possible codes and descriptions.  The code numbers and their corresponding delivery instructions are hard coded.  Thus they are not operator or system definable.  A carriage return will accept the default of delivery code 1.  The delivery code description will print on the paper format purchase order.  The six possible codes and description are as follows.  (1-6)

 

1 Dock Delivery

2 Stair Delivery

3 Elevator Delivery

4 Uncrate At Customer

5 Uncrate Before Delivery

6 Deliver In Carton

 

 

 

Enter Data  (Contd)

 

Prepaid PO (Y/N)

 

If the purchase order is prepaid input a Y for yes.  A prepaid purchase order will create a Pending File and appear on the Pending Receipt Report upon completion of the input of the order.  A prepaid purchase order will not be entered in the Accounts Payable system as a purchase order as the payment has already been made.  A carriage return will default to N for no.

 

Order Date

 

Input the date the purchase order was placed to the vendor.  A carriage return will default to the transaction date.  (MMDDYY)

 

Ship Date

 

Input the date the merchandise is to be shipped out.  A carriage return will default to the transaction date.  (MMDDYY)

 

Due Date

 

Input the date the merchandise is due to arrive at your company.  There is no default.  You must input a valid date.  If the inputted due date is before the ship date, the following error message will display and the cursor will return to the due date prompt.

(MMDDYY)

 

Due Date Can Not Be Before Ship Date

 

 

 

Enter Data  (Contd)

 

Is The Above Information Correct (Y/N)

 

 

A N for no will return the cursor to the Vendor Contact prompt and the process is repeated.  At this time nothing has been created in the P.O Files.  Once a Y for yes is input the purchase order number is assigned and the purchase order header has been created.  The purchase order number is assigned from the PO Control File.  It is recommended that the computer generated purchase order number be recorded on your paperwork.

 

 

 

Enter Data  (Contd)

 

Once the Purchase Order Header is created, the input of the items on the purchase order begins.  The cursor is at the following prompt.

 

Item Number

 

 

There are four ways to access the desired item numbers.  They are input the item number, item alpha search, item description search and item association search.

 

Input The Item Number

 

Enter the item number that is desired.  If the item number that is entered is not found in the Item File, the item alpha search will be accessed.

 

 

 

Enter Data  (Contd)

 

Item Alpha Search

 

To access an item number by an item alpha search, input the beginning numbers or letters at the Item Number prompt.  Item number is an 18 character field.  Any item record that matches exactly what was input will appear.  A computer-assigned line number will correspond with each selection.  The full item number, item description, amount available, and the product class will print per selection.  The amount available will be the amount in whatever warehouse is the default warehouse.  Seven selections per page appear.

 

 

Item Description Search

 

To activate the item description search, at the Item Number prompt input a \ left pointing slash followed by the desired description.  It is the \ slash that activates the description search.  Description may be 32 Alphanumeric characters.  Any item record with a description exactly matching the input will display.  For each item a computer-assigned line number will appear.  Also printing is the full item description, amount available from the default warehouse, and product class.  Seven selections per page appear.

 

 

 

Enter Data  (Contd)

 

Item Association Search

 

If an item record has been converted to another item number, through the Item Conversion or Merge program, an input of the old item number will automatically display the new item number.  After the input of the old item number, a prompt Association Item Number will display.  The new item number will then appear and the cursor will be at the Item Number prompt.

 

When the item alpha or description search is activated at the Item Number prompt, one of the following two prompts appear.

 

Select Item Choice, Or E'nd:

Display N'ext, Select Item Choice, Or E'nd:N

 

The first prompt appears when there is only one screen of item selections.  The second prompt appears when there is more than 7 item selections.  Enter an E to exit the item selections.  The cursor will return to the Item Number prompt.  Enter the computer-assigned line number that corresponds with the desired item selection.  To view the next screen of items enter N for next or carriage return to accept the default of N for next.

 

When entering N for next the next screen of possible items display.  One of the following two prompts appear.

 

Display N'ext, P'revious, Select Item Choice, Or E'nd:N

Display P'revious, Select Item Choice, Or E'nd:

 

The first prompt will appear until the last screen is reached.  The second prompt will appear on the last screen of selections.  Enter N for next to view the next screen.  Enter an E to exit the item selections.  The cursor will return to the Item Number prompt.  Enter the computer-assigned line number that corresponds with the desired item selection.  Enter P to go back one screen of items.  You may go back and forward as many screens as exist.

 

If a line number is entered that does not exist, the prompt Selection Is Out Of Range will appear.  The cursor will return for re-input.  An existing line number from a previous screen can be entered.

 

 

 

Enter Data  (Contd)

 

Item Number

 

A MSG for message may also be input at this prompt.  A 50 character message is allowed per message line.  As many messages as desired may be entered.  Any messages input will print on the printed purchase order.  Note, when overrides are made on a line item, such as the ship via, comments, delivery instructions and dates it is a good idea to create a message line for the item.  On the message, state the override.  This is especially important if the information needs to print on the purchase order for the vendor to see, as overrides per line item do not print on the purchase orders.

 

 

Often an item needs to be ordered that is a one time occurrence.  Usually there is a miscellaneous item number set up to handle these items.  If a miscellaneous item number is being put on a purchase order a good idea would be to override the Vendor Item Number with the actual item number.  The Vendor Item Number is what prints on the purchase order.  The UM, PM and cost would also be overridden.

 

An END, E or TOT exits the purchase order.  If a purchase order is canceled out of with a / or exited before inputting any item numbers, the purchase order header is still created.  It will have no line items on it.  You may go into PO File Maintenance and delete the order or add the items.

 

 

 

Enter Data  (Contd)

 

As soon as a valid item number is entered the following information displays.

 

Item Number Description

Vendor Item Number From The Vendor Item File

L.T. (Lead Time From The Vendor Item File)

UM (Unit Of Measure)

PM (Pack Multiple)

Last Cost

 

 

An ^ up arrow key to go back one space is allowed at the various prompts.  A / slash to cancel returns the cursor to the Item Number prompt.

 

UM

 

The unit of measure displays from the Vendor Item File if one exists.  If there is no Vendor Item File the UM is from the Item File.  This is the vendor UM, field 24, in the Item File.  If this is blank then the UM from field 4 in the Item File displays.  This can be overridden.  Any overrides are only for this PO  A carriage return accepts the display.  The UM should be input as the unit of measure the vendor will be shipping the item as.  The UM will print on the purchase order.  (2 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

PM

 

The pack multiple will display from the Vendor Item File if one exists.  If there is no Vendor Item File the PM will be from the Item File.  This will be the vendor PM, field 25, in the Item File.  If this is blank then the PM from field 7 in the Item File will display.  This can be overridden.  Any overrides will only be for this PO  A carriage return will accept the display.  The PM should be input as the pack multiple that the vendor will be shipping the item as.  (4 Digits)

 

Qty

 

Input the quantity that is ordered for that item.  The quantity should correspond with the UM and PM.  You may input an E for each at the quantity field.  The UM would then be automatically changed to an E.  The cost should be changed to the each cost.  The Vendor Item File replaces having to do an each in most cases.  The only time that this should be necessary is when there is no Vendor Item File, as normally a pack is ordered and this time an each is to be ordered.  For more information on the Vendor Item File, see Section IV, Vendor Item File, page 1053.  (4 Digits or INQ)

 

 

 

Enter Data  (Contd)

 

Qty

 

You may also enter INQ to access the Stock Status Inquiry.  This will allow viewing of the current inventory status of the item.

 

 

The printer selection screen appears to allow selection of a printer, if the print command is entered in the inquiry.  The item that is being entered on the purchase order appears automatically in the Stock Status Inquiry.  The cursor is at the following prompt.

 

 

 

Enter Data  (Contd)

 

Detail Or Summary

 

 

There is a detail and a summary version of the inquiry.  Enter D to access the detail version.  Enter S to access the summary version.  Enter E to return to inputting the item on the purchase order.  For full operating instructions of the Stock Status Inquiry program, see Section III, page 815.  Following is an example of the summary version.

 

 

After the first item is exited the cursor returns to the Item No. prompt.  You may enter another item or enter END to return to Enter Direct PO  The cursor returns to the Qty prompt of the item that was being added to the purchase order.

 

 

 

 

Enter Data  (Contd)

 

Last Cost

 

The cost is displayed from the Vendor Item File if one exists.  If there is no Vendor Item File the cost will come from the last cost field in the Item File.  You should override this cost if it has been changed.  The cost must correspond with the UM and PM.  It is the cost for a quantity of 1.  The computer will calculate the extended cost after the input of last cost.

 

The cost of the item can have 4 digits after the decimal point.  This is useful for costs for cabling and corona wire.  As an example the cost could be .0123 or 1.0123.  Because of this ability, the costs always display with 4 numbers after the decimal point.  As an example, $10.00 displays as 10.0000.  Because the majority of the costs will only have 2 digits after the decimal point, Enter Direct PO is able to recognize entry of the number without a decimal point and the extra 2 decimal positions and convert to the 4 decimal point display.  Note, you may enter the decimal points if desired but it is not necessary.  As an example, to enter $10.00 as the cost, entering 1000 or 10.00 is automatically changed to 10.0000.  To enter 50 cents as the cost enter 50 or .50 which displays as .5000.  This is to save the operator time, not having to enter decimal points.  However, if more than 2 digits after the decimal point are desired, then you must enter the decimal point.  As an example, if the cost is .0150 (one and a half cents), then you must enter the cost in Enter Direct PO as .0150 or .015 then the cost is displayed as .0150.  If 0150 was input without the decimal point the resulting figure is 1.5000 not the .0150 that was desired.  Thus the rule is, if a cost only needs two decimal positions then do not enter a decimal point or the extra two decimal positions.  If a cost does need 3 or 4 decimal positions then a decimal point must be entered.

 

Following are some examples.  The entry column is how the number should be keyed in.  The result column is how the number is displayed in Enter Direct PO..

 

Desired Amount                                         Entry                                      Result

$1000.00                                                       100000                                   1000.0000

$51.25                                                            5125                                       51.2500

$.0123                                                            .0123                                      .0123

$.10                                                                10                                            .1000

$.1234                                                            .1234                                      .1234

 

The extended cost is always rounded to two decimal positions.

 

 

 

Enter Data  (Contd)

 

Last Cost

 

In order to allow a four decimal position number, there has to be a limit on the highest number that can be entered in a cost field.  This number is 200000.00 or Two Hundred Thousand Dollars.  Note this is not extended cost just unit or for a quantity of one.  If an attempt is made to enter a number larger than 200000.00, the prompt Number Can Not Be Greater Than 200,000.0000 appears.  The cursor returns for re-input.

 

If an attempt is made to enter a number that has more than 4 decimal positions, the prompt There Can Only Be 4 Decimal Positions appears.  The cursor returns for re-input.

 

Vendor Item:

 

The Vendor Item number will display from the Vendor Item File if one exists.  If there is no Vendor Item File the item number will display.  You may override the vendor item number.  Any overrides will not write back to the Vendor Item File and will only be for this PO  The item number that is in this field will print on the printed PO  Do not leave this field blank as the printed purchase order will be blank for the item number that is being ordered.  The vendor item number does not have to be in the Item File.

(18 Alphanumeric)

 

Ship Date:

 

The ship date that was keyed in when creating the Purchase Order header will be displayed.  A carriage return will accept this.  If one item is different you may override the date.  (MMDDYY)

 

Due Date:

 

The due date that was keyed in when creating the Purchase Order header will be displayed.  A carriage return will accept this.  This may be overridden if the item is different than the displayed due date.  (MMDDYY)

 

If there is a Vendor Item File with a lead time greater than zero, an extra calculation is performed on the due date.  This will automatically override the due date that was input in the PO header.  The due date calculation is the order date plus the number of days designated as the lead time.  Weekends are included.  As an example, if the lead time is 7 days and the order date is 11/09/95 the due date would be 11/16/95.  This can be overridden.

 

 

 

Enter Data  (Contd)

 

Ship Via:

 

The ship via number that was input when creating the PO header displays.  The ship via types will appear on the screen.  A carriage return accepts the displayed ship via.  An override may be performed per item number.  (2 Numeric)

 

 

Delivery Instructions:

 

The delivery instructions that were input when creating the PO header display.  The delivery instruction types and descriptions appear on the screen.  A carriage return accepts the displayed default.  An override may be performed per item number.  (1 Numeric)

 

 

 

Enter Data  (Contd)

 

Warehouse:

 

The warehouse number that was entered when creating the PO header is displayed.  A carriage return accepts the displayed warehouse.  If the item is to be received into a different warehouse you may override to a valid warehouse number.  Once the warehouse is overridden, the default will be that warehouse number on the next item.  The item must be stocked in the warehouse that was entered.  If the item is not stocked the following prompt appears.  (1-9999)

Item Not Stocked In This Warehouse

Do You Wish To Stock This Item In This Warehouse (Y/N)

 

 

Enter a Y for yes to create an Item Warehouse record for the item in the indicated warehouse.  The item is now stocked in the warehouse and the on order amount is updated for the item in the warehouse.  Enter a N for no to not stock the item in the inputted warehouse and on the purchase order.  The cursor will return for re-input of a warehouse number for the purchase order.  When a yes is input to stock the item, the prompt Enter A Y For Yes This Is A Non-Stock Item Or A N For No This Is Not A Non-Stock Item appears.  Enter a Y to set the non-stock indicator to yes or a N to set the non-stock indicator to no for the item in the inputted warehouse.

 

 

 

Enter Data  (Contd)

 

Branch:

 

The branch number that was entered when creating the PO header is displayed.  If the warehouse number is changed the branch number assigned to that warehouse will display as the default.  A carriage return accepts the displayed branch.  This can be overridden if desired.  If a branch number of zero or greater than 255 is input, the prompt Branch Must Be Between 1 and 255 appears.  Entering the branch identifies the correct product class association record in order to write the correct G/L account number into the PO Line Item File.  Once the branch is overridden, the default is that branch number on the next item.  (1-255)

 

Beginning at the Ship Date prompt to the Branch prompt a S for skip may be input.

 

 

The cursor will bypass the remaining prompts and be at the Comment prompt.  This allows the defaults to remain, for the individual item, without the operator having to carriage return through the prompts.  This is a time saving feature.  Note, if the warehouse prompt is skipped by and the item is not stocked in the default warehouse, the cursor will go to the Do You Wish To Stock This Item In This Warehouse? prompt.

 

 

 

Enter Data  (Contd)

 

Comment:

 

A comment may be entered for internal purposes only.  This will not print on the printed purchase order.  The inquiries and reports will print the comment.  Once the cursor is past the comment any corrections to the entry of the item on the purchase order would have to be made in PO File Maintenance.  (25 Alphanumeric)

 

Once the comment line is input the cursor will return to the item number prompt.  You may then enter another item, message or exit the program.

 

The total of the order will be calculated and displayed after each line item is entered.  There is no limit to the amount of items that can be entered on a purchase order.  A purchase order number from the PO Control File is assigned to the purchase order.  The computer will assign a line number to each item and message entered.  This is used in PO File Maintenance to make corrections.

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As various files are being updated, if the file that is being updated has the same record open on another terminal, a message that states the item and warehouse, if appropriate, are in use on another task, will appear.  The message appears until the other terminal exits the same record.  This is for data integrity protection.

 

 

 

 

Additional Information

 

Updating Of Files

 

Following is a recap of the files that are updated when a direct purchase order is created.

Purchase Order Files

 

A PO Header File is created, which contains all of the inputted header information.  A PO Line Item File is created for each item entered on the purchase order.  The fields that were input when adding the items onto the purchase order are written to the PO Line Item File.  A General Ledger account number is written to the PO Line Item File for each item.  An account number stored in the Vendor Item File is first priority.  If there is no Vendor Item File, the Product Class Association File is checked for a match on the product class of the item.  The branch number stored in the PO Line Item File and the branch in the Product Class Association File are than compared.  If a branch number match is found, the account number stored in that record will be used.  If no Product Class Association File match is found, the G/L account number stored in the Vendor File is used.  If there is an account in the Vendor Item File and the branch number entered on the item on the purchase order is a branch other than branch 1, the Vendor Item File is bypassed and the Product Class Association File is checked.  If a match on branches occur than the G/L account number stored in the Product Class Association File is used instead of the Vendor Item File.  If no match is found in the Product Class Association File, the account number in the Vendor Item File is used.  Thus this enables items assigned to branches other than branch 1 to bypass the priority of the Vendor Item File and go directly to the Product Class Association File.

Pending Files

A Pending File is only created on Prepaid Purchase Orders.  A Pending File is created for each item on the prepaid purchase order.  The Pending File causes the item to appear on the Pending Receipt Report upon entry of the purchase order.  Once the full receipt of the items are made, the items are deleted from the Pending File and Pending Receipt Report.  This helps you monitor the purchase orders that have been prepaid but have not been received into inventory.

 

 

 

Additional Information  (Contd)

 

Updating Of Files

 

Item and Item Warehouse Files

 

The on order amount is updated for each item in the designated warehouse.  If the Item File UM and PM are different from the Vendor UM and PM the quantity on order is adjusted to match the Item Files UM and PM.  The same will occur when overriding to an E for each.  The adjustment will be to convert the vendor UM and PM to the Item Files.  As an example, the UM is an each and PM is 1 in the Item File.  The vendor UM is a case and the PM is 4.  When ordering a quantity of 3 cases the on order amount will be 3 times 4.  The ending result will be 12 on order in the Item or Item Warehouse File.  Thus the quantity on order is converted to eaches to match the Item Files PM.

 

When an item is stocked in a warehouse an item warehouse record is created.  The current system date is written as date added.  Whatever is stored in the Item File in the negative stock indicator is written and also automatic calculation of min and max.

 

Vendor File

 

The total amount of the purchase order is written to the Ordered Month and Year To Date fields.  The order date is written as the date of last order.  The purchase order number is written as the last purchase order number.  These fields can be viewed in Vendor File Maintenance.