PO Report by Vendor Number (PO History by Vendor) (PORP007)

PO History By Vendor Inquiry is found on the Purchase Order Inquiry menu, 2-4.  The same program is also found on the Purchase Order Report menu, 4-7.  An item becomes apart of the P.O. History Inquiries when there is a quantity received on the item.  This may be a partial or complete receipt of the item.  Thus an item that has had no receipts will never appear in the history inquiries. 

 

The items may be accessed by vendor number and product class.  Items may be viewed within a specific date range.  The date used is either order date or received date.  Thus if you want to view all items on purchase orders, that have had receipts, by vendor number and product class, this is an inquiry to use.  The quantity received and the actual received or invoiced cost is included on the inquiry.  The program provides a total cost of items received by product class, per vendor.  While viewing the items for the vendor, you may input a specific purchase order number and access the Individual Purchase Order Inquiry.  From there you can see the header and line item details of the purchase order.  You will than exit the Individual Purchase Order Inquiry and return to the P.O. History By Vendor Inquiry.  The inquiry may also be printed.  Items remain on the inquiry until the purchase orders are purged from the system.

 

 

 

Enter Data

 

The printer routine will display to select a printer if the inquiry is printed.  Until the command to print is entered, the inquiry will not open the printer.  During the input an up arrow key to go back one space or a / slash to cancel may be entered.  The ESC escape key may be entered to exit the inquiry.

 

Beginning Vendor Number Or A’ll

 

Enter the desired specific vendor number or a beginning vendor number or an A for all.  (8 Digits or A)

 

 

Ending Vendor Number

 

If a specific or beginning number was input the cursor will stop at this prompt.  Whatever was input as the beginning number will display as the default ending.  A carriage return will accept the default.  This can be overridden if desired.  Enter the desired ending vendor number.  If an ending number is input that is less than the beginning, the prompt Beginning Vendor Number Greater Than Ending, will appear.  The cursor will return for re-input.  Only items on existing purchase orders, assigned to vendors between the designated vendor numbers, will be accessed.  (8 Digits)

 

 

 

Enter Data  (Cont’d)

 

Beginning Product Class Number Or A’ll

 

All items are assigned to a product class.  Enter the desired specific product class number or a beginning product class number or an A for all.  (4 Digits or A)

 

Ending Product Class Number

 

If a specific or beginning number was input the cursor will stop at this prompt.  Whatever was input as the beginning number will display as the default ending.  A carriage return will accept the default.  This can be overridden if desired.  Enter the desired ending product class number.  If an ending number is input that is less than the beginning, the prompt Beginning Product Class Greater Than Ending, will appear.  The cursor will return for re-input.  Product class is stored in the P.O. Line Item File.  Thus items on existing purchase orders, that were assigned to a product class between the designated numbers at the time the item was added to the P.O., will be accessed.  (4 Digits)

 

Use O’rder Date, Or R’eceived Date

 

A date range can be specified.  The date that is used can be the order date of the purchase order or the received date of the item.  Enter an O to use the order date of the purchase orders. The order date is from the Purchase Order Header.  Enter a R to use the received date of the items on the purchase orders.  The received date is from the Purchase Order Line Items.  Thus if the received dates are different per line item on the same purchase order, only items that fall within the designated date range will appear on the inquiry.

 

 

 

Enter Data  (Cont’d)

 

Beginning Date Or A’ll

 

Enter the desired specific date or a beginning date range or an A for all.  If an invalid date is input, the prompt Invalid Date--Enter Again will appear.  The cursor will return for re-input.  When entering a specific date or date range, the date that is used corresponds with which date is selected at the prompt to select the order, or received date.  (MMDDYY or A)

 

Ending Date

 

If a specific or beginning date was input the cursor will stop at this prompt.  Whatever was input as the beginning date will display as the default ending.  A carriage return will accept the default.  This can be overridden if desired.  Enter the desired ending date.  If an ending date is input that is less than the beginning, the prompt Beginning Date Greater Than Ending, will appear.  If an invalid date is input, the prompt Invalid Date--Enter Again will appear.  In both cases the cursor will return for re-input.  Only items on existing purchase orders, that have the designated type of date between the designated beginning and ending dates, will be accessed.  (MMDDYY)

 

Print To T’erminal Or P’rinter

 

To send the data to the terminal enter a T.  Note, you will still have the option to print the inquiry.  To send the data directly to a printer, enter a P. 

 

 

 

Enter Data  (Cont’d)

 

When the data is sent to the terminal the cursor will be at one of the two following prompts.

 

PR’int Inquiry, Enter PO Number Or E’nd:

Display N’ext, PR’int Inquiry, Enter PO Number, Or E’nd: N

 

 

 

 

 

Enter Data  (Cont’d)

 

PR’int Inquiry, Enter PO Number Or E’nd:

Display N’ext, PR’int Inquiry, Enter PO Number, Or E’nd: N

 

The first prompt appears when there is only one screen of data that will be displayed, based on the inputted parameters.  The second prompt appears when there is more than one screen of data to be displayed, based on the inputted parameters.  Enter a PR to print the inquiry.  If there is more than one screen of items, the entire population is printed, not just the screen that is displayed.  After the printing is completed, the cursor will return to the screen and prompt it was originally on when the print command was made.  Enter an E to exit the display.  The following prompt appears.

 

Additional Inquiries (Y’es, N’o)

 

Enter a Y to return to the input screen to allow more inquiries.  Enter a N for no to exit the program and return to the menu.

 

Display N’ext, PR’int Inquiry, Enter PO Number, Or E’nd: N

 

To view the next screen of data, enter a N for next or carriage return for the default of a N for next.  One of the two following prompts will appear.

 

Display N’ext, P’revious, PR’int Inquiry, Enter PO Number, Or E’nd: N

Display P’revious, PR’int Inquiry, Enter PO Number, Or E’nd:

 

The first prompt will appear until the last screen is accessed.  The second prompt displays when the last screen is accessed.  To view the next screen of data, enter a N for next or carriage return for the default of a N for next.  Enter a P for previous to go back one screen.  You may go back and forward as many screens as exist.  Enter a PR to print the inquiry.  The entire population is printed, not just the screen that is displayed.  After the printing is completed, the cursor will return to the screen and prompt it was originally on when the print command was made.  Enter an E to exit the display.  The cursor will go to the Additional Inquiries (Y’es, N’o) prompt.

 

 

 

Enter Data  (Cont’d)

 

PR’int Inquiry, Enter PO Number Or E’nd:

Display N’ext, PR’int Inquiry, Enter PO Number, Or E’nd: N

Display P’revious, PR’int Inquiry, Enter PO Number, Or E’nd:

 

You may enter an individual purchase order number to chain to the Individual Purchase Order Inquiry and view Purchase Order Header and line item detail.  Once you exit the Individual Purchase Order Inquiry you will return to the P.O. History By Vendor Inquiry, and be on the screen that was exited from.  To enter the Individual Purchase Order Inquiry, enter the desired purchase order number.  If a purchase order is entered that does not exist, the prompt Invalid Purchase Order Number will display.  The cursor will return for re-input.  Once a valid purchase order is input, the purchase order will be accessed in the program Individual Purchase Order Inquiry.  Note, any valid purchase order can be entered.  It does not have to be displayed on the P.O. History By Vendor Inquiry.  See page 788 for an example.  See Section III, page 875 for operating instructions within the Individual Purchase Order Inquiry.

 

Print To T’erminal Or P’rinter

 

When a P is input to send the program directly to the printer, the data will be printed.

Once it is completed the cursor will be at the following prompt.

 

Additional Inquiries (Y’es, N’o)

 

Enter a Y to return to the first input prompt to allow more inquiries.  Enter a N for no to exit the program and return to the menu.

 

 

 

Enter Data  (Cont’d)

 

 

 

 

 

Results

 

The items display in vendor number order, smallest to largest vendor number.  Within the same vendor, items are displayed in product class number order, smallest to largest number.  Items within the same product class display in item number order.  For each included vendor, the full vendor name is included.  Note, no item will ever appear on the inquiry unless at least one receipt has been made for that line item.

 

The following information is included for each item number that is displayed.

 

 

P.C.  The product class number.  This is the product class that was assigned to the item at the time the item was entered on the purchase order.  Thus if product class numbers have been changed for an item, the item could appear under more than one product class.

 

Item Number/Desc.  The complete item number.  This is not the Vendor Item Number but the item number from the Item File.  The complete description from the item’s current Item File.

 

P.O. #  The purchase order number.

 

Ord Date  The order date from the Purchase Order Header.

 

Rec Date  The received date from the Purchase Order Line Item File.

 

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.

 

 

 

Results  (Cont’d)

 

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 displays and prints.  This corresponds with the UM and PM.  This is the actual cost that is stored in the P.O. Line Item File.  The actual cost is the cost accepted during the input of the receipt and A/P invoice, whichever is entered last.

 

Ext. Cost  The extended cost.  This is always rounded to two decimals.  This is the Unit Cost times QRec.

 

Each vendor, included in the inquiry, will have the following total.  This total will include all the items that are on the inquiry for the vendor.

 

 

The Vendor Totals include the extended cost total.

 

Also included is a report total.

 

 

This is the extended cost of all of the included items and vendors.

 

When the program is printed the same information will print as was described on the inquiry.  See page 791 for a sample report.

 

 

 

Results  (Cont’d)

 

Following is the sample report.