Program Description
This program can be found on the Purchase Order Inquiries menu (PO-2-5) and the Purchase Order Reports menu (PO-4-8). An item becomes part 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. An item that has had no receipts will never appear in the history inquiries.
The items may be accessed by item number and product class. Items may be viewed within a specific date range. The date used is either order date or received date. The quantity received and the actual received or invoiced cost is included on the inquiry. The program provides a total cost of items received, per included item and product class. While viewing the items for the vendor, you may enter 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. Then exit the Individual Purchase Order Inquiry and return to the P.O. History By Product Class Inquiry. The inquiry may also be printed. Items remain on the inquiry until the purchase orders are purged from the system.
Rev 13 Changes
Program changes were made to correct the problem with erroneous headings if no data was found for a particular or range of vendors.
With the addition of the ability to override the item description on the purchase order, a change was made 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 data file (ITEM) will print.
Rev 12 Documentation
PO History By Product Class Inquiry is found on the Purchase Order Inquiry menu, 2-5. The same program is also found on the Purchase Order Report menu, 4-8. 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 item number and product class. Items may be viewed within a specific date range. The date used is either order date or received date. The quantity received and the actual received or invoiced cost is included on the inquiry. The program provides a total cost of items received, per included item and product class. The inquiry would be very useful to get the total cost of a specific item within a specific time frame for all vendors combined. 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 Product Class 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 Product Class Number Or A’ll
8/23/95 P.O. History Report / Inquiry By Product Class 8:34
Beginning Product Class Or A'll ####
Ending Product Class
Beginning Item Number Or A'll
Ending Item Number
Use O'rder Date Or R'eceived Date
Beginning Date Or A'll
Ending Date
Print To T'erminal Or P'rinter
Press 'ESC' To Interrupt And Return To Menu Notes: ^ = Go Back 1 Space
/ = Cancel
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)
Enter Data (Cont’d)
Beginning Item Number Or A’ll
Enter the desired specific or beginning item number or an A for all item numbers.
(18 Alphanumeric)
Ending Item 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 item number. If an ending number is input that is less than the beginning, the prompt Beginning Item Greater Than Ending Item, will appear. The cursor will return for re-input. Only item numbers, on existing purchase orders, that fall between the designated numbers will be accessed. (18 Alphanumeric)
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
8/23/95 P.O. History Report / Inquiry By Product Class 9:18
Item Number Vendor Ord Date Rec Date UM PM QRec Cost Extended
Product Class: 6525 MISC. ITEMS
TONER 21 8/16/95 8/16/95 CT 4 10 36.0000 360.00
BLACK TONER P.O. Number: 4424
TONER 105 8/14/95 8/14/95 CT 4 5 36.0000 180.00
BLACK TONER P.O. Number: 4415
TONER 105 8/14/95 8/14/95 CT 4 5 36.0000 180.00
BLACK TONER P.O. Number: 4413
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* Total For Item Number TONER 720.00
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** Total For Product Class 6525 720.00
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*** Report Total 720.00
PR'int Inquiry, Enter PO Number Or E'nd:
8/23/95 P.O. History Report / Inquiry By Product Class 9:22
Item Number Vendor Ord Date Rec Date UM PM QRec Cost Extended
Product Class: 5000 PARTS
FA5-1790-000 100 3/21/95 3/21/95 EA 1 2 20.0000 40.00
PART P.O. Number: 4122
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* Total For Item Number FA5-1790-000 40.00
PART 100 7/31/95 8/02/95 EA 1 2 34.0000 68.00
MISC PART P.O. Number: 4361
PART 100 8/22/95 8/23/95 EA 1 18 34.0000 612.00
MISC PART P.O. Number: 4428
PART 150 5/15/95 6/01/95 CT 6 5 20.5100 102.55
MISC PART P.O. Number: 4218
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* Total For Item Number PART 782.55
PART-9 45 7/24/95 7/24/95 EA 1 1 19.0000 19.00
PART P.O. Number: 4339
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 Product Class 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 Product Class Inquiry. See page 805 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)
8/23/95 P.O. History Report / Inquiry By Product Class 10:13
Item Number Vendor Ord Date Rec Date UM PM QRec Cost Extended
Product Class: 48 SUPPLIES
ITEM65A 45 7/11/95 7/11/95 CS 10 27 14.5700 393.39
SUPPLY P.O. Number: 4279
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* Total For Item Number ITEM65A 393.39
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** Total For Product Class 48 393.39
Product Class: 100 COPIERS
SF90 100 8/22/95 8/23/95 EA 1 7 805.0000 5635.00
SHARP COPIER P.O. Number: 4428
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* Total For Item Number SF90 5635.00
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** Total For Product Class 100 5635.00
Display N'ext, PR'int Inquiry, Enter PO Number, Or E'nd: 4428
8/23/95 Individual Purchase Order Inquiry 10:13
** Partially Received **
P.O. Number: 4428 Last Revised: 8/23/95
Vendor Number: 100 Requisition No.:
Vendor Name: OTTO CORP. Ship Date: 8/22/95
Vendor Contact: JOHN DOE Due Date: 8/26/95
Type Of P.O.: PHONE Ship Via: UPS
Order Date: 8/22/95 Del Instr:DOCK DELIVERY
Confirmation No.:
** 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
Results
The items display in product class number order, smallest to largest product class number. Within the same product class, items are displayed in item number order, smallest to largest number. Same item numbers display the records in vendor number order, smallest to largest vendor number. Same items and vendors display in the order they are added to the index. 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.
Item Number Vendor Ord Date Rec Date UM PM QRec Cost Extended
Product Class: 48 SUPPLIES
ITEM65A 45 7/11/95 7/11/95 CS 10 27 14.5700 393.39
SUPPLY P.O. Number: 4279
Product Class: For each included product class the product class number and name displays. 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.
Vendor The vendor 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.
QRec The quantity that has been received. This corresponds with the UM and PM.
Results (Cont’d)
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.
P.O. Number The purchase order number.
Each item number, included in the inquiry, will have the following total. This total will include all the P.O. records for the item and is the total extended cost.
* Total For Item Number TEST 1000.00
Also included is a total extended cost for each included product class.
** Total For Product Class 1000 9751.5
Also included is a report total which is the total extended cost for all the items in all the included product classes.
*** Report Total 56867.85
When the program is printed the same information will print as was described on the inquiry. Note, the item description field is shortened to 27 characters due to space limitations. See page 808 for a sample report.
Results (Cont’d)
Following is the sample report.
LA CROSSE MANAGEMENT SYSTEMS - TESTING P.O. HISTORY REPORT BY PRODUCT CLASS AS OF 8/23/95 PAGE 1
ITEMS: TONER TO TONER1
ALL PRODUCT CLASSES RECEIVED DATES FROM 7/01/95 TO 8/31/95
P.O. VENDOR ORDER REC'D QTY UNIT EXTENDED
ITEM NUMBER ITEM DESCRIPTION NUMBER NUMBER DATE DATE UM PM REC'D COST COST
PRODUCT CLASS: 1400 MISC SUPPLIES
TONER1 TONER 4424 21 8/16/95 8/22/95 CT 5 60 50.0000 3000.00
TONER1 TONER 4353 100 7/28/95 7/28/95 CT 5 2 47.5000 95.00
TONER1 TONER 4354 100 7/28/95 7/28/95 CT 5 2 47.5000 95.00
TONER1 TONER 4418 200 8/15/95 8/15/95 CT 5 3 47.5000 142.50
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* TOTAL FOR ITEM NUMBER TONER1 3332.50
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** TOTAL FOR PRODUCT CLASS 1400 3332.50
PRODUCT CLASS: 4200 DPSUPPLIES
TONER 2 TONER 4083 21 12/31/94 8/01/95 EA 1 3 25.0000 75.00
TONER 2 TONER 4354 100 7/28/95 7/28/95 EA 1 4 25.0000 100.00
TONER 2 TONER 4356 100 7/25/95 7/31/95 EA 1 5 25.0000 125.00
TONER 2 TONER 4359 100 7/25/95 7/31/95 EA 1 5 25.0000 125.00
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* TOTAL FOR ITEM NUMBER TONER 2 425.00
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** TOTAL FOR PRODUCT CLASS 4200 425.00
PRODUCT CLASS: 6525 MISC. ITEMS
TONER BLACK TONER 4424 21 8/16/95 8/16/95 CT 4 10 36.0000 360.00
TONER BLACK TONER 4415 105 8/14/95 8/14/95 CT 4 5 36.0000 180.00
TONER BLACK TONER 4413 105 8/14/95 8/14/95 CT 4 5 36.0000 180.00
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* TOTAL FOR ITEM NUMBER TONER 720.00
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** TOTAL FOR PRODUCT CLASS 6525 720.00
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*** REPORT TOTAL 4477.50