Program Description
This program can be found on the Purchase Order Inquiries menu (PO-2-8). The inquiry allows the viewing or printing of individual purchase orders. Purchase Order information can be accessed by entering an individual purchase order number. There is also the ability to enter a vendor number or perform a vendor alpha name search and select a purchase order. The inquiry includes all information from the purchase order header. The line items and messages on the purchase order can also be viewed. The inquiry can be accessed from the following programs: Purchase Orders by Vendor, Item Inquiry by Warehouse, Serial Number Receipts, P.O. History by Vendor, and Product Class Inquiries. This program can also be accessed from the Stock Status Inquiries program. The benefits of this inquiry are that it is easier and faster than running the Purchase Order by Order Inquiry. It provides detailed information without allowing the ability to change any data.
Rev 15 Changes
If the OEM Interface is activated and the PO being displayed is an OEM PO, an option to display OEM information is given. A PO is considered an OEM PO if it was created by the Dealer for an OEM Vendor or it was created automatically via the OEM Interface. An OEM Vendor is one where the OEM Vendor (1-9,No) field in the Vendor File is set to 1 through 9 (OEM ID). Once OEM is entered, several screens will be displayed showing either the information that was sent to the OEM (on POs create by the dealer), or information from the OEM (on POs created by the OEM).
The information that is displayed on the OEM Inquiry will vary. We have added all possible fields to the screen, in case other OEMs down the line would like to fill in some more information. Dont be concerned if fields are not filled in with information. See screen samples below.
Also notice that OEM PO displays at the top of the screen with the Customer Ship-To that the Ship-In PO is for.
When the OEM is entered, a printer selection will be displayed. This is not like a typical Inquiry program that displays the printer selection in case the operator decides to print it. If a printer is selected, the inquiry will be printed directly to the printer. The operator should enter S for screen to have the inquiry display on the screen.
Rev 14 Changes
N/A
Rev 13 Changes
With the addition of the ability to override the item description on the purchase order, a change was made to the Individual Purchase Order Inquiry to print the overridden item description of the line items where the description was overridden. If the description was not overridden, the item description from the Item File (ITEM) will print.
Also, an option was added when displaying partially received or completely received purchase orders. There is the ability to see the quoted cost from when the purchase order was entered or the actual received cost. This is an additional prompt (as mentioned in the Purchase Order by Order program).
Display Quoted Cost Or A'ctual Cost On Item That Have Been Received
Enter Q to print the quoted cost or enter A to print the actual cost on the purchase order.
Rev 12 Documentation
The Individual Purchase Order Inquiry is found on the Purchase Order Inquiry menu, 2-8. The inquiry allows the viewing or printing of purchase orders. The purchase orders can be accessed by an individual purchase order number. You can also enter a vendor number or perform a vendor alpha name search and select a purchase order. The inquiry includes all information from the purchase order header. The line items and messages on the purchase order can also be viewed. The inquiry can be accessed from the Purchase Order By Vendor and Item Inquiry, Serial Number Receipts and also the P.O. History by Vendor and Product Class Inquiries. Also from the Stock Status Inquiry, by accessing the P.O. Inquiry by Item, you can access the Individual P.O. Inquiry.
The advantages of this inquiry over the Purchase Orders By Order Inquiry is easier and faster access. It provides an operator detailed information without allowing the ability to change any of the data.
Enter Data
The printer routine appears to allow selection of a printer if the inquiry is printed. The printer is not considered open until the option to print is input.
P.O. Number:
7/24/95 Individual Purchase Order Inquiry 8:49
P.O. Number: Vendor #/Name:
Notes: 'E' To End And Return To Menu
'CR' For Vendor #/Name Access
Enter the desired purchase order number. If a number is input that does not exist, the prompt Purchase Order Not Found appears. The cursor returns for re-input. If you do not know the purchase order number a carriage return accesses the Vendor #/Name prompt. You may than view a listing of purchase orders assigned to a specific vendor number.
Enter Data (Contd)
P.O. Number:
Enter an E or a / slash to exit the inquiry and return to the inquiry menu. If you have entered the inquiry from the Serial Number Receipts, Purchase Orders By Vendor, Purchase Orders By Item, P.O. History By Vendor, or P.O. History By Product Class inquiries, entering an E to end will return the cursor to the program that you were in when you accessed the Individual P.O. Inquiry. The message after Notes: reflect the program that you originated from.
7/24/95 Individual Purchase Order Inquiry 9:15
P.O. Number: Vendor #/Name:
Notes: 'E' To End And Return To PO Inq By Vendor
'CR' For Vendor #/Name Access
7/24/95 Individual Purchase Order Inquiry 9:18
P.O. Number: Vendor #/Name:
Notes: 'E' To End And Return To PO Inq By Item
'CR' For Vendor #/Name Access
7/24/95 Individual Purchase Order Inquiry 9:24
P.O. Number: Vendor #/Name:
Notes: 'E' To End And Return To PO History By Prod Class
'CR' For Vendor #/Name Access
7/24/95 Individual Purchase Order Inquiry 9:25
P.O. Number: Vendor #/Name:
Notes: 'E' To End And Return To PO History By Vendor
'CR' For Vendor #/Name Access
1/31/96 Individual Purchase Order Inquiry 16:25
P.O. Number: Vendor #/Name:
Notes: 'E' To End And Return To Serial Number Receipt Inquiry
'CR' For Vendor #/Name Access
Enter Data (Contd)
Vendor #/Name:
A carriage return or up arrow key ^ returns the cursor to the P.O. Number: prompt. You may enter the desired vendor number. If an invalid vendor number is input or at least 1 alpha character is entered, the program enters the vendor name search. The cursor is at one of the two following prompts.
Select Vendor Choice Or End
Display Next, Select Vendor Choice, Or End: N
7/24/95 Individual Purchase Order Inquiry 9:27
P.O. Number: Vendor #/Name: MA
No Vendor #/Name Address
1 8008 MABEL CORPORATION 23 GENERAL LANE LA CROSSE WI 54
2 3003 MAPP INCORPORATED 3400 COLLEGE LANE LA CROSSE WI 54
3 3150 MAYBERRY POLICE DEPT. 1200 MAIN STREET MAYBERRY, NC 129
4 3100 MAYFIELD PRESS SUITE 200 MAYFIELD, MI 4
5 3004 MAYRE OFFICE SUPPLY 1256 UNION ROAD LA CROSSE WI 54
Select Vendor Choice Or E'nd:
7/24/95 Individual Purchase Order Inquiry 9:27
P.O. Number: Vendor #/Name: M
No Vendor #/Name Address
1 8008 MABEL CORPORATION 23 GENERAL LANE LA CROSSE WI 54
2 3003 MAPP INCORPORATED 3400 COLLEGE LANE LA CROSSE WI 54
3 3150 MAYBERRY POLICE DEPT. 1200 MAIN STREET MAYBERRY, NC 129
4 3100 MAYFIELD PRESS SUITE 200 MAYFIELD, MI 4
5 3004 MAYRE OFFICE SUPPLY 1256 UNION ROAD LA CROSSE WI 54
6 3007 MEASURE SUPPLIES 1348 MENTOR AVE LA CROSSE WI 54
7 3151 MIDLAND PAPER COMPANY 1291 SOUTH AVENUE MIDLAND, WI 451
8 3010 MILTON INC 1289 MILTON AVENUE SOUTH LA CROSSE WI 54
9 3002 MINER INCORPORATED 134 ROYAL LANE LA CROSSE WI 54
10 10 MINOLTA 1200 BROADWAY AVE NEWARK NJ 04567
11 99 MINOLTA RAMSEY NJ 00101
12 991 MINOLTA 1002 ERIE LANE WESTFORD CA 435
13 992 MINOLTA SYRACUSE, NY
14 1000 MINOLTA CORPORATION ATTN: GREG MOSELEY RAMSEY, NJ 54091
Display N'ext, Select Vendor Choice, Or E'nd: N
Enter Data (Contd)
Select Vendor Choice - E'nd
Display Next, Select Vendor Choice, Or End: N
The screen displays 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 display of the last address line. A computer-assigned number is associated with each vendor. The first prompt displays if there are less than 15 vendor selections. The second prompt appears when there are more than 14 choices. Enter the desired corresponding computer-assigned number. Enter an E to exit the search. The cursor returns to the Vendor #/Name: prompt. Enter a N to view the next screen of choices. When a N for next is input the cursor is 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 displays until the last screen of choices is reached. The second prompt appears when the last screen is accessed. Enter a N for next to view the next screen of selections. Enter a 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 #/Name prompt.
Once a valid vendor number is input or selected the vendors name will display. The
following prompt appears.
Enter Data (Contd)
Display Partial, Open, Closed Or All
7/24/95 Individual Purchase Order Inquiry 9:27
P.O. Number: Vendor #/Name: 100
OTTO CORP.
Display P'artial, O'pen, C'losed Or A'll
Notes: 'E' To End And Return To Menu
'CR' For Vendor #/Name Access
There are three purchase order statuss. A partial status means at least one item on the purchase order has had at least one receipt, but there are quantities left to be received. An open status means there have been no item receipts on the purchase order. A closed status means all of the items on the purchase order have been completely received. If you only want a list of purchase orders that have had at least one item with an item received, enter a P for partial. If you only want a list of purchase orders that have had no items on the purchase order received into inventory, enter an O for open. If you only want a list of purchase orders that have all of the items on the purchase order fully received into inventory, enter a C for closed. If you want a list of purchase orders regardless of the purchase order receiving status, enter an A for all.
Enter Data (Contd)
The list of purchase orders display for the selected vendor only. The purchase orders display in purchase order number order, largest number to smallest. Thus the most current purchase orders display first. The following information is displayed for each purchase order.
8/15/95 Individual Purchase Order Inquiry 14:18
P.O. Number: Vendor #/Name: 100
OTTO CORP.
Display P'artial, O'pen, C'losed Or A'll A
P.O. No. Order Dt Ship Dt Due Date Ship To Name Order Type Status
4412 8/14/95 8/15/95 8/16/95 LA CROSSE MANAGEMENT INC PHONE OPEN
Vendor Contact: SAM WESTLY Requisition: R234
4409 8/14/95 8/14/95 8/15/95 LA CROSSE MANAGEMENT INC PHONE OPEN
Vendor Contact: JOHN DOE Requisition:
4405 8/10/95 8/12/95 8/13/95 LA CROSSE MANAGEMENT SYS FAX OPEN
Vendor Contact: JOHN DOE Requisition:
4400 8/08/95 8/08/95 9/01/95 LA CROSSE MANAGEMENT INC PHONE OPEN
Vendor Contact: JOHN DOE Requisition:
4398 8/08/95 8/08/95 8/11/95 LA CROSSE MANAGEMENT INC PHONE OPEN
Vendor Contact: JOHN DOE Requisition:
4392 8/08/95 8/08/95 8/11/95 LA CROSSE MANAGEMENT INC PHONE OPEN
Vendor Contact: JOHN DOE Requisition:
4391 8/08/95 8/08/95 8/11/95 LA CROSSE MANAGEMENT INC PHONE OPEN
Vendor Contact: JOHN DOE Requisition:
Display N'ext, Enter Purchase Order No., Or E'nd: N
P.O. No. The purchase order number.
Order Dt The order date of the purchase order.
Ship Dt The ship date stored in the Purchase Order header.
Due Date The due date stored in the Purchase Order header.
Ship To Name The ship-to name from the Purchase Order header.
Order Type The order type from the Purchase Order header.
Vendor Contact: The Vendor Contact name from the Purchase Order header.
Enter Data (Contd)
Requisition: The requisition number from the Purchase Order header.
Status If an A for all receiving statuss was input, an additional column, which displays the receiving status of the purchase order, displays. This is Partial, Open or Closed.
While viewing the list of existing purchase orders, the cursor is at one of the two following prompts, to allow selection of an individual purchase order.
Enter Purchase Order No. Or End:
Display Next, Enter Purchase Order No., Or End: N
The first prompt displays if there are less than 8 purchase order selections. The second prompt appears when there are more than 7 choices. Enter the desired purchase order number. If an invalid purchase order number is entered, the prompt Purchase Order Number Not Found appears. If a valid purchase order number is input but it is assigned to another vendor, the prompt Purchase Order Is Not Assigned To This Vendor Number appears. In both cases the cursor returns for re-input. Enter an E to exit the search. The cursor returns to the Vendor #/Name: prompt. Enter a N to view the next screen of choices. When a N for next is input the cursor is at one of the two following prompts.
Display Next, Previous, Enter Purchase Order No., Or End N
Display Previous, Enter Purchase Order No., Or End
The first prompt displays until the last screen of choices is reached. The second prompt appears when the last screen is accessed. Enter a N for next to view the next screen of selections. Enter a P for previous to go back one screen of selections. You may go back and forward as many screens as exist. Enter the desired purchase order number. If an invalid purchase order number is entered, the prompt Purchase Order Number Not Found appears. If a valid purchase order number is input but it is assigned to another vendor, the prompt Purchase Order Is Not Assigned To This Vendor Number appears. In both cases the cursor returns for re-input. Enter an E to exit the search and return to the Vendor #/Name prompt.
Enter Data (Contd)
When a valid purchase order number is input or selected, the purchase order header information is displayed. The cursor is at the following prompt.
Press CR To Display Line Items, PRint PO, Or E To End
1/31/96 Individual Purchase Order Inquiry 16:33
** Open Order **
P.O. Number: 4264 Last Revised: 7/31/95
Vendor Number: 100 Requisition No.: R45
Vendor Name: OTTO CORP. Ship Date: 7/10/95
Vendor Contact: JOHN DOE Due Date: 7/12/95
Type Of P.O.: FAX Ship Via: COMM CARR
Order Date: 7/10/95 Del Instr:DOCK DELIVERY
Confirmation No.: 12346 Branch: 1
** Ship To ** ** Sold To **
Name: CINDY JACKSON Name: LA CROSSE MANAGEMENT SYS.
Address 1: 12130 HUTSON DRIVE Address 1: SUITE # 300
Address 2: WESTMORE ESTATES Address 2: 200 MAIN ST
Address 3: APT# 612 Address 3: P.O. BOX 3345
City: LA CROSSE City: LA CROSSE
State: WI State: WI
Zip Code: 546031111 Zip Code: 54601
Contact: CINDY JACKSON Contact: JOHN H. BROSTROM
Phone: 608-784-3344 Phone: 608-784-8400
Press 'CR' To Display Line Items, PR'int PO, Or 'E' To End
A carriage return displays the item numbers that are on the purchase order. Note, the first screen of the line items is always accessed first. Enter PR to print the purchase order. While the purchase order is printing, a message Inquiry Is Printing... Press ESC To Interrupt And Return To Menu displays. You may enter the ESC escape key to stop the printing. When ESC is input you will return to the program which originated the inquiry, either the menu or the other P.O. inquiries. Note, when the command to print is input the header and line item information are printed. Enter an E to end the display of the individual purchase order. The cursor returns to the P.O. Number prompt.
Enter Data (Contd)
The following information is included on the Purchase Order header .
The purchase order receiving status, Open, Closed, or Partially Received.
If the purchase order is a prepaid purchase order, *Prepaid P.O.* displays above the Last Revised: date. The message also blinks.
7/24/95 Individual Purchase Order Inquiry 12:34
** Open Order ** * Prepaid P.O. *
P.O. Number: 4337 Last Revised: 7/24/95
Vendor Number: 100 Requisition No.: R1
Vendor Name: OTTO CORP. Ship Date: 7/24/95
Vendor Contact: JOHN DOE Due Date: 7/25/95
Type Of P.O.: PHONE Ship Via: UPS
Order Date: 7/24/95 Del Instr:UNCRATE BEFORE DELIVERY
Confirmation No.: C23 Branch: 1
P.O. Number The purchase order number.
Last Revised: The date of the last change to the purchase order. This is updated when the purchase order is accessed as a change in P.O. File Maintenance.
Vendor Number: The vendor number.
Requisition No.: The requisition number from the Purchase Order header.
Vendor Name: The vendors current name from the Vendor File.
Ship Date: The ship date from the Purchase Order header.
Vendor Contact: The vendor contact name from the Purchase Order Header.
Due Date: The due date from the Purchase Order header.
Type Of P.O.: The order type from the Purchase Order header.
Enter Data (Contd)
Ship Via: The description of the ship via code from the Purchase Order header.
Order Date: The order date from the Purchase Order header.
Del Instr: The description of the delivery instructions code from the Purchase Order header.
Branch: The branch number from the Purchase Order header.
Confirmation No.: The confirmation number from the Purchase Order header.
**Ship To** The full name, address, city, state, zip code, contact name, and phone number that was accepted on the purchase order as the ship-to name and address.
**Sold To** The full name, address, city, state, zip code, contact name, and phone number that was accepted on the purchase order as the sold to name and address.
** Ship To ** ** Sold To **
Name: LA CROSSE MANAGEMENT INC Name: LA CROSSE MANAGEMENT SYS.
Address 1: SUITE # 201 Address 1: SUITE # 300
Address 2: 100 MAIN STREET Address 2: 200 MAIN ST
Address 3: P.O. BOX 114 Address 3: P.O. BOX 3345
City: LA CROSSE City: LA CROSSE
State: WI State: WI
Zip Code: 54601 Zip Code: 54601
Contact: FRANK REYNOLDS Contact: JOHN H. BROSTROM
Phone: 608-784-8400 Phone: 608-784-8400
Press 'CR' To Display Line Items, PR'int PO, Or 'E' To End
Enter Data (Contd)
When a carriage return is entered, to display the line items on the purchase order, all of the items and messages on the purchase order display. If there are no items or messages on the purchase order, the message No Line Items On Purchase Order appears. The items and messages display in the order they are assigned to the purchase order. The cursor is at one of the two following prompts.
Display Header, PRint PO, Or End:
Display Next, Header, PRint PO, Or End: N
7/24/95 Individual Purchase Order Inquiry 11:39
** Open Order **
P.O. Number: 4264 Last Revised: 7/20/95
Line Item Number Wh Deliv UM PM QOrd QRec Unit Cost Ext. Cost
1 Message: A MESSAGE ENTERED ON A PURCHASE ORDER WILL PRINT.
2 TONER 14 1 CT 4 10 0 26.7500 267.50
Desc:BLACK TONER Comment:
Vend. Item:T123678 Ship: 7/10/95 Due: 7/12/95 Via:UPS
3 PARTA 14 1 CS 4 2 0 8.0000 16.00
Desc:*CLEANING ROLLER* Comment:
Vend. Item:PARTA Ship: 7/10/95 Due: 7/12/95 Via:UPS
-----------
P.O. Total 283.50
Display H'eader, PR'int PO, Or E'nd:
7/24/95 Individual Purchase Order Inquiry 12:17
** Partially Received **
P.O. Number: 4083 Last Revised: 7/24/95
Line Item Number Wh Deliv UM PM QOrd QRec Unit Cost Ext. Cost
1 PART 1 1 CT 6 1 1 50.0000 50.00
Desc:MISC PART Comment:
Vend. Item:PART Ship: 12/31/94 Due: 1/10/95 Via:UPS
2 PART 10 1 0 EA 1 10 10 10.0000 100.00
Desc:PART Comment:
Vend. Item:PART 10 Ship: 12/31/94 Due: 1/10/95 Via:UPS
3 F111-1111-1115 1 0 EA 1 5 0 16.0000 80.00
Desc:COPIER PART Comment:
Vend. Item:F111-1111-1115 Ship: 12/31/94 Due: 1/10/95 Via:UPS
4 1000FX 1 1 EA 1 2 0 210.0000 420.00
Desc:1000 LANIER FAX Comment:
Vend. Item:1000FX Ship: 12/31/94 Due: 5/02/95 Via:UPS
5 BT-07 1 2 CS 6 2 0 100.0000 200.00
Desc:TONER Comment:
Vend. Item:12345 Ship: 12/31/94 Due: 1/10/95 Via:UPS
6 LISA 1 2 CS 4 2 0 100.0000 200.00
Desc:TEST Comment:
Display N'ext, H'eader, PR'int PO, Or E'nd: N
Enter Data (Contd)
Display Header, PRint PO, Or End:
Display Next, Header, PRint PO, Or End: N
The first prompt appears when there is only one screen of line item information. The second prompt displays when there is more than one screen of line item information. Enter a H to return to the display of the purchase order header screen. Enter PR to print the purchase order. While the purchase order is printing, a message Inquiry Is Printing... Press ESC To Interrupt And Return To Menu displays. You may enter the ESC escape key to stop the printing. When ESC is input you will return to the program which originated the inquiry, either the menu or the other P.O. inquiries. Note, when the command to print is input the header and line item information is printed. Enter an E to end the display of the individual purchase order. The cursor returns to the P.O. Number prompt. Enter a N for next or carriage return to accept the default of N to view the next screen of line items. When a N for next is input, one of the two following prompts displays.
Display Next, Previous, Header, PRint PO, Or End: N
Display Previous, Header, PRint PO, Or End:
The first prompt appears until the last screen is accessed. The second prompt displays when the last screen is accessed. Enter a H to return to the display of the purchase order header screen. Enter PR to print the purchase order. While the purchase order is printing, a message Inquiry Is Printing... Press ESC To Interrupt And Return To Menu displays. You may enter the ESC escape key to stop the printing. When ESC is input you will return to the program which originated the inquiry, either the menu or the other P.O. inquiries. Note, when the command to print is input the header and line item information will be printed. Enter an E to end the display of the individual purchase order. The cursor will return to the P.O. Number prompt. Enter a N for next or carriage return to accept the default of N to view the next screen of line items. Enter a P for previous to go back one screen of line items. You may go back and forward as many screens as exist.
Enter Data (Contd)
The following purchase order header information is included on the line item screen.
7/24/95 Individual Purchase Order Inquiry 12:34
** Open Order ** * Prepaid P.O. *
P.O. Number: 4337 Last Revised: 7/24/95
The purchase order receiving status, Open, Closed, or Partially Received.
If the purchase order is a prepaid purchase order, *Prepaid P.O.* will display above the Last Revised: date. The message also blinks.
P.O. Number The purchase order number.
Last Revised: The date of the last change to the purchase order. This is updated when the purchase order is accessed as a change in P.O. File Maintenance.
Enter Data (Contd)
The following information is included for each line item on the purchase order. Any messages follow the heading Message:. All information is from the P.O. Line Item File.
Line Item Number Wh Deliv UM PM QOrd QRec Unit Cost Ext. Cost
1 Message: A MESSAGE ENTERED ON A PURCHASE ORDER WILL PRINT.
2 TONER 14 1 CT 4 10 0 26.7500 267.50
Desc:BLACK TONER Comment:
Vend. Item:T123678 Ship: 7/10/95 Due: 7/12/95 Via:UPS
3 PARTA 14 1 CS 4 2 0 8.0000 16.00
Desc:*CLEANING ROLLER* Comment:
Vend. Item:PARTA Ship: 7/10/95 Due: 7/12/95 Via:UPS
-----------
P.O. Total 283.50
Display H'eader, PR'int PO, Or E'nd:
Line The line number.
Item Number The full item number.
Wh The number of the warehouse that the individual item is received into.
Deliv The code number of the delivery instruction that was assigned to the individual line item on the purchase order.
UM The unit of measure that was accepted on the purchase order. This is the unit of measure that is sent to the vendor.
PM The pack multiple that was accepted on the purchase order. This is the pack multiple that is sent to the vendor.
QOrd The quantity ordered. This corresponds with the UM and PM.
QRec The quantity that has been received. This corresponds with the UM and PM.
Unit Cost The cost for a quantity of 1. The four decimal unit cost is displayed and printed. This corresponds with the UM and PM. This is always the original purchase order Quoted cost, not the invoiced or received cost.
Ext. Cost The extended cost. This is always rounded to two decimals. This is the Unit Cost times Qord.
Enter Data (Contd)
Desc: The Item Files complete current item description.
Comment: The full comment entered for the line on the purchase order.
Vend. Item: The full Vendor Item Number that was entered on the purchase order for the item.
Ship: The ship date that was entered on the purchase order for the item.
Due: The due date that was entered on the purchase order for the item.
Via: The description of the ship via code that was entered on the purchase order for the item.
There is also a P.O. Total. This is the combined total of Ext. Cost for all of the items on the purchase order.
When the inquiry is printed the same information is printed for the purchase order header and line items as what displays in the inquiry.