Generate PO From Worksheet (PODE003A) (PODE003B) (PODE003C) (PODE003D)

 

Generate PO From Worksheet is found on the Purchase Order Data Entry menu, 1-3.  The purpose of Generate PO From Worksheet is to edit the batch PO worksheet before it becomes an actual purchase order and updating occurs.  The worksheet can be modified by adding, changing or deleting items.  Information in the Purchase Order header can be changed.  Once the modifications are performed and the worksheet is approved the actual purchase order is created and the necessary files are updated.  The purchase order is then be ready to be sent to the vendor.

 

Use of Generate PO From Worksheet results in the following functions.

 

Additional items may be added to the worksheet.

 

Items that are on the worksheet, but are not to be ordered at this time or need to be ordered from the alternate vendors, can be deleted from the Worksheet.

 

Any necessary changes such as quantity, cost, description, shipping dates, comments, branch and warehouses can be changed per item.

 

Changes can be made to all of the fields on the Purchase Order header.

 

Once the worksheet is correct, the program generates the worksheet into an actual Purchase Order.  At that time the batch worksheet is deleted.  All of the files that are updated in the program Enter Direct PO, are than updated for the purchase order that is created.  The on order is updated in the appropriate warehouses.  Any adjustments are made for different pack multiples between the Item File and Vendor Item File.  The Vendor File is updated with the amount ordered, order date and last PO number.

 

The Batch Purchase Order may be printed before it becomes an actual purchase order.

 

When the purchase order is generated it becomes a part of the Purchase Order Inquiries and Reports and builds the basis of the Purchase Order History File by vendor and item.

 

The worksheet may be generated into a Prepaid Purchase Order.

 

 

Enter Data

 

When the purchase order is generated it 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.

 

All worksheets should be edited before they are generated into an actual purchase order.  One of the reasons for this is that the Order, Ship and Due Date that is written into the worksheet is the transaction date that the worksheet was created.  This will need to be changed.

 

Upon entering the program all of the existing Batch Worksheets will display.  The port number, date, initials and comment that is printed on the printout of the final worksheet will appear.  The first Batch PO number found on the worksheet will print.  Also printed will be the vendor number assigned to the first worksheet created for each port.  Any of the displayed worksheets may be selected.  You do not have to be working on the actual port that the Batch Worksheet was created on.  The cursor will be at one of the two following prompts.

 

Select The Port Number You Wish To Work With Or E'nd 

Display Next, Select Port # You Want To Work With, Or End: N

 

  

 

 

Enter Data  (Contd)

 

The first prompt appears when there is only one screen of possible port selections.  The second prompt appears when there is more than one screen.  Enter an E to exit the program.  Enter N for next to view the next screen of port selections.  After deciding which port contains the worksheets that you want to edit, generate or print, input the displayed port number.  (6 Alphanumeric)

 

Display Next, Select Port # You Want To Work With, Or End: N

 

When N for next is input, the cursor will be at one of the two following prompts.

 

Display Next, Previous, Select Port # You Want To Work With, Or End:

Display  Previous, Select Port # You Want To Work With, Or End:

 

The first prompt appears until the last screen of ports is accessed.  The second prompt appears when the last screen is accessed.  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 port number.  Enter an E  to exit the program.

 

If the port number that is input is not one of the displayed ports the following prompt will appear.  The cursor returns for re-input.

 

Invalid Port Number.  Please Choose Another.

  

 

 

Enter Data  (Contd)

 

Once a valid port number is input, all of the Batch Purchase Orders assigned to that port display.  The cursor is at one of the two following prompts.

 

Enter Batch PO Number Or End:

Display Next, Enter Batch Number, Or End

 

 

The first prompt appears when there is only one screen of batch PO selections.  The second prompt appears when there is more than one screen of batch PO selections.

Each batch PO that is assigned to the selected port, and has not been generated into an actual purchase order, is displayed.  The vendor number, name and receiving warehouse, assigned to each individual batch purchase order, is displayed.

 

Enter the Batch PO Number that is to be edited or generated.  The number is also printed on the Final PO Worksheet printout.  This is the temporary purchase order number and will be deleted upon generating the worksheet into a purchase order.  The purchase order will be assigned a new number.  Enter a N for next to view the next screen of selections.  An E for end will exit the program and return to the menu.  (9 Alphanumeric)

 

If the Batch PO Number entered is not correct the following prompt will appear.  This would occur if the inputted Batch PO number is not assigned to the port that was selected.

 

Batch PO Not Found

  

 

 

Enter Data  (Contd)

 

Display Next, Enter Batch Number, Or End

 

When a N for next is input one of the two following prompts appears.

 

Display Next, Previous, Enter Batch Number, Or End:

Display  Previous, Enter Batch Number, Or End:

 

The first prompt appears until the last screen of batch PO numbers is accessed.  The second prompt appears when the last screen is accessed.  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 Batch PO number.  Enter an E  to exit the program.

 

If the Batch PO is being accessed on another terminal, the following prompt appears.

 

Worksheet In Use On Another Task!

 

 

The access to the purchase order will not be allowed until the other screen has exited the Batch PO  Two or more tasks cannot access the same purchase order.  This is for data integrity.  The cursor will return for re-input.

  

 

 

Enter Data  (Contd)

 

Purchase Order Header Entry

 

After the Batch PO number is input the purchase order header information displays.  If no changes have been made to the Batch PO the original default information that was written to the Batch PO when it was created displays.  If the Batch PO has already had changes made to it, these are reflected.

 

 

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

  

 

 

Enter Data  (Contd)

 

Purchase Order Header Entry  (Contd)

 

The screen displays the following information from the PO Control File, on a Batch PO that has not been changed.  Any prior changes to any of the fields is reflected.

 

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

 

If the receiving warehouse is assigned an address in the Warehouse File, that information will be automatically written as the ship-to data instead of the P.O Control File ship-to information.

 

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.

 

Branch Number:  The branch number, assigned in the Warehouse File, to the receiving warehouse.  The receiving warehouse was defined during the creation of the Batch PO

 

Order Type:  Order type 1 is automatically assigned when the Batch PO is created.  The description will appear.  Any prior changes are reflected.

 

Ship Via:  Ship Via code 1 is automatically assigned when the Batch PO is created.  The description appears.  Any prior changes are reflected.

 

Prepaid PO (Y/N):  This will be no, unless a prior change was made.

 

Order, Ship and Due Date  All three dates will be the transaction date, input in Create PO Worksheet when the final Batch P.Os were created.  Any prior changes are reflected.
 

 

 

Enter Data  (Contd)

 

Purchase Order Header Entry  (Contd)

 

The cursor will be at the following prompt.  Entering an ^ up arrow to go back one space is allowed at all of the prompts.  If a / slash is input at the prompts, the Batch PO will be exited and the cursor will return to the screen that displays all of the existing Batch POs for the selected port.

 

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.  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 at this prompt the purchase order is included on the PO Override Report when the Batch Purchase Order is generated into an actual purchase order.

After completing the override or inputting a N for no the following prompt appears.

 

Is The Above Information Correct  (Y/N)

 

Inputting a N for no will allow changes in the Purchase Order header.  Every Batch PO should be modified so that the order, ship, and due date are not the day the batch was created.  This would only have to be done one time per worksheet.  Inputting a Y for yes will continue the program on and the line items will display.

 

The cursor stops at the following fields when N for no is input at the above prompt.

 

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)

  

 

 

Enter Data  (Contd)

 

Purchase Order Header Entry  (Contd)

 

Confirmation No.

 

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

 

Requisition No.

 

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

 

Branch Number: 

The branch number, assigned in the Warehouse File, to the receiving warehouse appears as the default.  A carriage return accepts the default.  A branch number is stored in the Warehouse File.  By linking the warehouse to the branch, a default branch number appears, based on the receiving warehouse.  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.  If the branch is changed, all of the items on the Batch PO will also have the branch changed.  This will occur even on an individual item that has been previously changed.  (1-255)

 

Branch 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.  The default branch number was assigned to the line items on the batch PO  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, upon generation of the batch PO 

  

 

 

Enter Data  (Contd)

 

Purchase Order Header Entry  (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 defaults to order type 1.  (2 numeric, 1-10 only)

 

 

 

Enter Data  (Contd)

 

Purchase Order Header Entry  (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 display on the screen.  A carriage return defaults to ship via type 1.  If the ship via code is changed, all of the items on the Batch PO will also have the ship via changed.  This will occur even on an individual item that has been previously changed. 

(2 numeric, 1-10 only)

 

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

 

 

 

Enter Data  (Contd)

 

Purchase Order Header Entry  (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 Batch Purchase order, the following prompt will appear.

 

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)

 

Purchase Order Header Entry  (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 Batch 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 exits the Batch PO  Note, inputting a customer number will add the purchase order to the PO Override Report, when the Batch PO is generated. 

 

 

 

Enter Data  (Contd)

 

Purchase Order Header Entry  (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 is displayed.

 

 

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 an N or carriage return 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)

 

Purchase Order Header Entry  (Contd)

 

When a 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 automatically inserts the full name, address, contact name and phone number from the Customer File into the Batch Purchase Order header.  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 leaves the data as is.  A / slash at any of the fields exits the purchase order.  Note, selecting a customer through the alpha choice screen will add the purchase order to the PO Override Report when the PO is generated. 

 

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)

 

Purchase Order Header Entry  (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)

 

Purchase Order Header Entry  (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 123. 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 will reflect the word Prospect instead of Customer.  The alpha name selections will include 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 Batch 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 leaves the data as is.  A / slash at any of the fields exits 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 prior to the change.

 

 

 

 

Enter Data  (Contd)

 

Purchase Order Header Entry  (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.  Changing the delivery instructions code changes all of the items on the Batch PO  This will occur even on an individual item that has been previously changed.  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)

 

Purchase Order Header Entry  (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 when the batch purchase order is generated into an actual purchase order.  A prepaid purchase order is not 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.  This should be the day that the Batch PO is generated.  Note, on a Batch PO, that has never been edited, a carriage return defaults to the transaction date that was already in as the default and this is the day the Batch PO was created.  (MMDDYY)

 

Ship Date

 

Input the date the merchandise is to be shipped out.  Note, on a Batch PO, that has never been edited, a carriage return will default to the transaction date that was already in as the default and this is the day the Batch PO was created.  Changing the date will also change the items on the Batch PO  This will occur even on an individual item that has been previously changed.  (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.  Changing the date will also change the items on the Batch PO  This will occur even on an individual item that has been previously changed.  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)

 

Purchase Order Header Entry  (Contd)

 

Is The Above Information Correct  (Y/N)

 

 

Input a Y for yes when all changes have been made.  Upon the input of a yes the purchase order line items are accessed.  The changes are made to the header.  Input a N for no if more changes are desired.  The cursor returns to the Vendor Contact prompt.  Any changes made on this access of the Batch PO displays as the new defaults and a carriage return accepts them.  The fields can also be overridden if desired.

 

Note, up until the Batch Purchase Order is generated you may access the header and line items for changes as often as desired.

  

 

 

Enter Data  (Contd)

 

Line Item Entry

 

Before the worksheet is generated into a purchase order items may be added, deleted or changed.  Following is a description of each procedure.  Once the worksheet is generated into a purchase order, modifications must be performed in Purchase Order File Maintenance. 

 

The items that are on the worksheet display.  All modifications to the items on the PO Worksheet are made on this screen.  The cursor is at one of the two following prompts.

 

A'dd C'hange D'elete E'nd PR'int G'enerate 

N'ext P'revious A'dd C'hange D'elete E'nd PR'int G'enerate 

 

 

  

 

 

Enter Data  (Contd)

 

Line Item Entry  (Contd)

 

A'dd C'hange D'elete E'nd PR'int G'enerate 

N'ext A'dd C'hange D'elete E'nd PR'int G'enerate 

 

The first prompt appears when there is only one screen of messages and line items. The second prompt appears when there is more than one screen of messages and line items.  Enter an A to add an item or message to the Batch Purchase Order.  Enter a C to change an item or message on the Batch Purchase Order.  Enter a D to delete an item or message on the Batch Purchase Order.  Enter an E to end to exit the line item screen and the purchase order.  Enter a N for next to view the next screen of purchase order items and messages.  Enter PR to print the Batch Purchase Order.  Enter a G to generate the Batch Purchase Order into a regular purchase order.

 

N'ext A'dd C'hange D'elete E'nd PR'int G'enerate 

 

When a N for next is input, the next screen of items and messages display.  The cursor will be at one of the two following prompts.

 

N'ext  P'revious  A'dd  C'hange  D'elete  E'nd  PR'int  G'enerate  N  

P'revious  A'dd  C'hange  D'elete  E'nd  PR'rint  G'enerate  .    

 

The first prompt appears until the last screen is accessed.   The second prompt appears when the last screen of items and messages is reached.  Enter an A to add an item or message to the Batch Purchase Order.  Enter a C to change an item or message on the Batch Purchase Order.  Enter a D to delete an item or message on the Batch Purchase Order.  Enter an E to end to exit the line item screen and the batch purchase order.  Enter an N for next to view the next screen of purchase order items and messages.  Enter a P to go back one screen.  You may go back and forward as many screens as exist.  Enter PR to print the Batch Purchase Order.  Enter a G to generate the Batch Purchase Order into a regular purchase order.

  

 

 

Enter Data  (Contd)

 

Line Item Entry  (Contd)

 

The following information is displayed for each item included on the Batch Purchase Order.

 

Line  A computer-assigned line number.

 

Item Number  The full item number.  This is not the Vendor Item Number.  If the line is a message the full message will print, with Msg: preceding it.

 

UM  The unit of measure accepted on the purchase order.  This is the unit of measure that is sent to the vendor.

 

PM  The pack multiple accepted on the purchase order.  This is the pack multiple that is sent to the vendor.

 

Qty  The quantity to be ordered.  This corresponds with the UM and PM.

 

Last Cost  The cost for one accepted on the purchase order.  This is the cost from the vendor.  The four decimal positions are displayed

 

Ext. Cost  The extended cost.  This is Qty times Last Cost.  This is rounded to two decimal positions.

 

The items current description from the Item File.  All 32 characters display.

 

 

 

Enter Data  (Contd)

 

Adding Items And Messages

 

When an A to add an item or message is entered the cursor is at the following prompt.

 

Item Number

 

 

The program will automatically assign the line number.  The item or message line is always added to the end of the purchase order.  The line number is one more than whatever was the last existing line number on the purchase order.  Entering a / slash  or an up arrow key at the Item Number prompt will cancel the add and return the cursor to the Add Change Delete prompt.

 

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 is accessed.

 

 

 

Enter Data  (Contd)

 

Adding Items And Messages  (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 appears.  A computer-assigned line number corresponds with each selection.  The full item number, item description, amount available, and the product class displays per selection.  The amount available is always the amount in warehouse 1.  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 warehouse 1, and product class.  Seven selections per page will appear.

 

 

 

Enter Data  (Contd)

 

Adding Items And Messages  (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 automatically displays the new item number.  After the input of the old item number, a prompt Association Item Number displays.  The new item number appears and the cursor is 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 appears.

 

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 a N for next or carriage return to accept the default of a N for next.

 

When entering a N for next the next screen of possible items will display.  One of the following two prompts will 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 when the last screen is accessed.  Enter a 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 a 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)

 

Adding Items And Messages  (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, dates it is 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.

 

 

 

Enter Data  (Contd)

 

Adding Items And Messages  (Contd)

 

As soon as a valid item number is entered various information displays.  An up arrow key ^ to go back one space is allowed at the various prompts.  A / slash to cancel will cancel the add and return the cursor to the Add Change Delete prompt.

 

 

Item Number Description  Twenty nine characters of the items description displays.

 

L.T.  Lead Time From The Vendor Item File

 

UM

 

The unit of measure will display from the Vendor Item File if one exists.  If there is no Vendor Item File the UM will be from the Item File.  This will be the vendor UM, field 24, in the Item File, if the vendor assigned to the Batch PO is the primary vendor.  If this is blank or it is not the primary vendor, then the UM from field 4 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 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)

 

Adding Items And Messages  (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 the vendor assigned to the Batch PO is the primary vendor.  If this is blank or it is not the primary vendor, 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 will replace having to do an each in most cases.  The only time that this should be necessary is when 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)

 

If the Item File UM and PM are different from the Vendor UM and PM the quantity on order will be adjusted when using the Vendor Item File.  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.  Note, as stated earlier this will occur when the Batch PO is generated.

 

 

 

Enter Data  (Contd)

 

Adding Items And Messages  (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.  (4 Digits or INQ)

 

 

 

 

Enter Data  (Contd)

 

Adding Items And Messages  (Contd)

 

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

 

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 Generate PO From Worksheet.  The cursor returns to the Qty prompt of the item that was being added to the purchase order.

 

 

 

Enter Data  (Contd)

 

Adding Items And Messages  (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.  (9 Numeric, Do not enter a decimal point.)

 

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, the program 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 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 Generate PO From Worksheet.

 

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 displays from the Vendor Item File if one exists.  If there is no Vendor Item File the item number displays.  You may override the Vendor Item Number.  Any overrides do not write back to the Vendor Item File and are only for this PO  The item number that is in this field prints 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 exist in the Item File.

(18 Alphanumeric)

 

Ship Date:

 

The ship date that is in the Batch PO header is displayed.  A carriage return accepts this.  If this item is different you may override the date.  (MMDDYY)

 

Due Date:

 

The due date that is in the Batch PO Header is displayed.  A carriage return accept this.  If this item is different you may override the date.  Entering a due date that is less than the ship date produces the prompt Due Date Can Not Be Before Ship Date.  The cursor returns for re-input.  (MMDDYY)

 

If there is a Vendor Item File a lead time is stored.  This is displayed.  The due date per line item will not be automatically changed based on the lead time.  This is informational only.  The due date would have to be overridden to reflect the lead time.

 

 

 

Enter Data  (Contd)

 

Adding Items And Messages  (Contd)

 

Ship Via:

 

The ship via number that is in the Batch PO header displays.  The ship via types 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 are in the Batch 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)

Generate PO Worksheet  (Contd)

 

 

Enter Data  (Contd)

 

Adding Items And Messages  (Contd)

 

Warehouse:

Warehouse 1 is always the default.  A carriage return accepts the default.  If the item is to be received into a different warehouse override it to a valid warehouse number.  The item must be stocked in the warehouse that is 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, when the Batch PO is generated.  Enter a N for no to not stock the item in the inputted warehouse and on the purchase order.  The cursor returns 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.

Generate PO Worksheet  (Contd)

 

 

Enter Data  (Contd)

 

Adding Items And Messages  (Contd)

 

Branch:

 

Whatever branch is assigned to warehouse 1 is the normal default.  If the warehouse number is changed the branch number assigned to that warehouse displays 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.  (1-255)

 

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

 

 

The cursor bypasses the remaining prompts and is 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 remember that it will always be assigned to warehouse 1.

Generate PO Worksheet  (Contd)

 

 

Enter Data  (Contd)

 

Adding Items And Messages  (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.  (25 Alphanumeric)

 

Once the cursor is past the comment the item is added to the Batch Purchase Order.  The cursor returns to the Add Change Delete prompt.  No updating of any other files occur until the Batch Purchase Order is generated.  This includes the on order amounts and the Vendor File.

 

  

 

 

Enter Data  (Contd)

 

Changing Items And Messages

 

Add Change Delete End PRint Generate

N'ext P'revious A'dd C'hange D'elete E'nd PR'int G'enerate

P'revious A'dd C'hange D'elete E'nd PR'int G'enerate

 

To change an item that is on the Batch P.O input a C for change.  The following prompt appears.

 

Enter Line Number to Change

 

 

Enter the line number that is assigned to the item or message line that is to be changed.  If a line number is input that does not exist, the prompt Invalid Line Number appears.  The cursor returns for re-input.  During the change process entering a / slash at this prompt and all of the fields that can be changed cancels the changes.

 

 

 

Enter Data  (Contd)

 

Changing Items And Messages  (Contd)

 

Once a valid line number is selected for a change the cursor is at the following prompt.  Entering an up arrow to go back one space is allowed at all of the prompts.

 

UM

 

 

The unit of measure, that was used on the PO Worksheet or previously changed, will display.  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)

 

PM

 

The pack multiple, that was used on the PO Worksheet or previously changed, will display.  This can be overridden.  Any overrides are only for this PO  A carriage return accepts the display.  The PM should be input as the pack multiple that the vendor will be shipping the item.  (4 Numeric)

 

 

 

Enter Data  (Contd)

 

Changing Items And Messages  (Contd)

 

Qty

 

The original or previously changed quantity ordered displays.  A carriage return accepts the display.  You may override this.  Be sure the quantity always corresponds with the UM and PM.  An E for each is not allowed.  You would have to change the UM and PM to reflect a broken pack.  You may also enter INQ to access the Stock Status Inquiry.  This will allow viewing of the current inventory status of the item.  (4 Digits or INQ)

 

 

 

 

Enter Data  (Contd)

 

Changing Items And Messages  (Contd)

 

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

 

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 Generate PO From Worksheet.  The cursor returns to the Qty prompt of the item that was being changed on the purchase order.

 

 

 

Enter Data  (Contd)

 

Changing Items And Messages  (Contd)

 

Last Cost

 

The cost from the PO Worksheet or from previous changes is displayed.  The cost can be overridden if it has changed or is incorrect.  The cost must correspond with the UM and PM.  It is the cost for a quantity of 1.  The four decimal position cost is used.  Operation is the same as described on the add, see page 142.  The computer calculates the extended cost.  A carriage return accepts the displayed cost.

 

Vendor Item

 

The Vendor Item Number displays from the worksheet.  If there is no Vendor Item Number the item number will display.  The Vendor Item Number may be changed.  Any overrides do not write back to the Vendor Item File and are only for this PO  Do not leave this field blank as the printed purchase order will be blank for the item number that is being ordered.  A carriage return accepts the displayed item number.  The Vendor Item Number does not have to be in the Item File.  (18 Alphanumeric)

 

Ship Date

 

The ship date that is in the Batch Purchase Order Header or from prior changes is displayed.  A carriage return accepts the displayed date.  This may be changed for this item if desired.  Entering an invalid date displays the prompt, Invalid Date--Enter Again.  The cursor returns for re-input.  (MMDDYY)

 

Due Date

 

The due date that is in the Batch Purchase Order Header or from prior changes is displayed.  A carriage return accepts the displayed date.  This may be changed for this item if desired   Entering an invalid date displays the prompt, Invalid Date--Enter Again.  The cursor returns for re-input.  Entering a due date that is less than  the ship date produces the prompt Due Date Can Not Be Before Ship Date.  The cursor returns for re-input.  (MMDDYY)

 

If there is a Vendor Item File a lead time is stored.  This is displayed.  The due date per line item is not automatically changed based on the lead time.  This is informational only.  The due date would have to be overridden to reflect the lead time.

Generate P.O From Worksheet  (Contd)

 

 

Enter Data  (Contd)

 

Changing Items And Messages  (Contd)

 

Ship Via

 

The ship via number that was input in the Purchase Order header or from prior changes is displayed.  The ship via types appear on the screen.  A carriage return accepts the displayed ship via.  An override may be performed per item number.  (2 Numeric)

 

Del Instr:

 

All of the possible delivery instructions are displayed.  The delivery instruction that is in the Batch PO Header or from prior changes is displayed.  A carriage return will accept the displayed delivery instruction.  You may override the code if desired.  (1 - 6)

 

Warehouse:

 

The warehouse number that was input during the creation of the PO Worksheet or prior changes displays.  This is the warehouse that the item will be received into and the on order will be updated once the purchase order is generated.  If the item is to be received into a different warehouse override it with a valid warehouse number.  The item must be stocked in the warehouse that is entered.  If the item is not stocked the following prompt appears.  (1-9999)

Generate P.O From Worksheet  (Contd)

 

 

Enter Data  (Contd)

 

Changing Items And Messages  (Contd)

 

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 will be updated for the item in the warehouse, when the Batch PO is generated.  Enter N for no to not stock the item in the inputted warehouse and on the purchase order.  The cursor returns 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. 

Generate P.O From Worksheet  (Contd)

 

 

Enter Data  (Contd)

 

Changing Items And Messages  (Contd)

 

Branch:

 

The branch that is in the Batch PO Header or from prior changes is displayed.  Changing the warehouse does not change the branch number.  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.  (1-255)

 

Comment:

 

The comment that was originally entered on any prior changes will display.  A carriage return accepts the default.  This can be changed if desired.  A comment may be entered for internal purposes only.  This will not print on the printed purchase order.  The inquiries and reports print the comment.  (25 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

Changing Items And Messages  (Contd)

 

Once the comment line is entered the cursor returns to the screen which displays the item numbers.  If a / slash is input at any of the above prompts the changes made are canceled.

 

When a message line is selected for a change the cursor goes to the following prompt.

 

Enter Message

 

 

A / slash or carriage return input at the first character will leave the message as is.  Enter the desired message.  A 50 character message is allowed per message line.  Any messages input 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.

  

 

 

Enter Data  (Contd)

 

Deleting Items And Messages

 

Add Change Delete End PRint Generate

N'ext P'revious A'dd C'hange D'elete E'nd PR'int G'enerate

P'revious A'dd C'hange D'elete E'nd PR'int G'enerate

 

To delete an item from the Batch PO input a D for delete.  This would be done if the item is to be ordered from another vendor or it does not need to be ordered at this time.  The following prompt appears.

 

Enter Line Number to Delete

 

 

Input the computer-assigned line number of the item that is to be deleted.  A / slash may be input to cancel the deletion.  (3 Numeric)

  

 

 

Enter Data  (Contd)

 

 

Deleting Items And Messages  (Contd)

 

When an item is deleted the item information is displayed.  When a message line is deleted, the message is displayed.  The cursor is at the following prompt.

 

Verify D'elete  C'ancel  

 

 

Input a D for delete to delete the displayed item or message.  Input a C for cancel to not delete the item.  The line will not be deleted.  The cursor returns to the display of the items.  Any line numbers below the one deleted are automatically renumbered.  After the deletion the cursor returns to the screen that the delete command was issued on.  The cursor is at the Add Change Delete prompt. 

  

 

 

Enter Data  (Contd)

 

Add Change Delete End PRint Generate

N'ext P'revious A'dd C'hange D'elete E'nd PR'int G'enerate

P'revious A'dd C'hange D'elete E'nd PR'int G'enerate

 

The Batch PO may be printed before it is generated into an actual purchase order.  Input PR to print the worksheet.  The printer routine will appear so that a printer selection can be made.  This could be used to review the final worksheet before the purchase order is generated.

 

The following information is included on the printed Batch P.O from the Batch PO Header section.

 

Vendor's Fax and Phone Number

The Full Ship To and Bill To Name, and Address

Vendor Name and Address

Your Companys Account Number With the Vendor

Your Companys Ship To Contact Name and Phone Number

Order Date and Ship Via from the Batch Purchase Order Header

Confirmation Number

Batch Purchase Order Number

 

The following information is included on the printed Batch PO in the item number section.

 

Computer Assigned Line Number

Vendor Item Number

Item Description (Twenty two characters)

UM (Unit Of Measure)

QTY (Quantity That Is Being Ordered)

Cost (For 1 UM)

Amount (The Extended Amount)

MSG: (Any Messages Added To The Worksheet)

Total (Grand Total Of Items)

 

See page 160 for a sample of a Batch PO printed.

  

 

 

Enter Data  (Contd)

 

  

 

 

Enter Data  (Contd)

 

Add Change Delete End PRint Generate

N'ext P'revious A'dd C'hange D'elete E'nd PR'int G'enerate

P'revious A'dd C'hange D'elete E'nd PR'int G'enerate

 

Once all of the modifications have been made the Batch PO Worksheet is now ready to become an actual purchase order.  To generate the purchase order input a G for generate.  The screen displays the line numbers as it is processing.  A Purchase Order number is assigned.  This replaces the Batch Purchase Order number.  A prompt appears which includes what the Purchase Order number is.  This should be recorded on the proper source documents, either the printed Batch PO Worksheet or the hard copy of the PO Worksheet.

 

PO Number xxxxx Has Been Created

Enter 'CR' To Continue

 

 

A carriage return will return the cursor to the Enter Batch Number prompt.  The program may be exited or another Batch PO that is assigned to the same port may be input.  The Batch PO number that was generated into a purchase order is now deleted and can no longer be accessed in the system.

 

When the last Batch PO assigned to a specific port is generated, the cursor returns to the screen that displays the batch numbers assigned to a port.  The cursor is at the prompt Press CR To Continue.  A carriage return exits the program.

 

  

 

 

Additional Information

 

Updating Of Files

 

Upon generation of the purchase order all of the updating of files is accomplished.  Following is a recap of the files that are updated when a batch worksheet is generated into an actual purchase order.

 

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 when the purchase order is changed to a prepaid purchase order.  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.  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  (Contd)

 

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.

 

If the situation occurs that an item is not stocked in the assigned receiving warehouse and the item was not selected as a change, when the Batch PO is generated, the Item Warehouse File will automatically be created.  Thus the item will now be stocked and the on order amount will be updated in that warehouse.  The non-stock indicator will be set to a N for no, this is not a non-stock item.  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.  When an item is stocked in a warehouse through the add or change mode, the current system date is written as the date added.  Whatever is stored in the Item File in the negative stock indicator is written and also automatic calculation of min and max.  The non-stock option is input.

 

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.