PO Tracking File Maintenance is a new program in Rev 14 that can be found on the Billing File Maintenance File Set Up menu (BI-3-1-24) or through Customer Profile Inquiry. It stores information for each purchase order (from customers) relating to the effect dates of the purchase order, how long the purchase order is valid, what the purchase order is for, and the contact person that should be contacted to renew the purchase order. It allows you to add, view, change, and delete customer purchase orders. There can be multiple purchase orders per customer. There is no linkage between Customer File Maintenance and this file. If a customer is added in Customer File Maintenance, a record is not automatically added to this file. If a customer is deleted in Customer File Maintenance, a record is not automatically deleted from this file. Note: These fields are currently informational only. They are not used by or updated by any billing programs.
Example:
Fields:
Cust No/Name:
This is the customer to which the detailed customer profile relates. The first part of a customer name can be entered, and an alpha search will appear so the operator can choose the correct customer
PO #:
This is the purchase order field. It is a 15 alphanumeric character field.
1-Bill To Name:
This is the Bill-To Customer name. On an add, this field will default from the Customer File (CUSTD). This field is 25 characters long.
2-Bill To Address 1:
This is the Bill-To Address line 1. On an add, this field will default from the Customer File (CUSTD). This field is 25 characters long.
3-Bill To Address 2:
This is the Bill-To Address line 2. On an add, this field will default from the Customer File (CUSTD). This field is 25 characters long.
4-Bill To City:
This is the Bill-To City. On an add, this field will default from the Customer File (CUSTD). This field is 16 characters long.
5-ST:
This is the Bill-To State. On an add, this field will default from the Customer File (CUSTD). This field is 2 characters long.
6-Zip:
This is the Bill-To Zip Code. On an add, this field will default from the Customer File (CUSTD). This field is 9 characters long.
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7-Inception Date:
This is the date this purchase order was issued. On an add, this field defaults to the system date.
8-Effective/Start Date:
This is the effective or start date of the purchase order. On an add, this field defaults to the system date.
9-Expiration Date:
This is the expiration date of the purchase order. On an add, this field defaults to the system date.
10-P.O. Type: (1=Single Use, 2=Expire By Date, 3=Expire By Amount, 4=Expire By Date And Amt)
This field indicates the type of purchase order. A 1 indicates that it is only used one time. The Used Y/N indicator is field 13. A 2 indicates that is expires by date (field 9 Expiration Date). A 3 indicates that it expires by a certain dollar amount. The dollar limit is stored in field 11 (P.O. Dollar Limit) and the amount used is stored in field 12 (Dollar Amt Used). A 4 indicates that is expires by date or amount, whichever comes first.
11-P.O. Dollar Limit:
This is used for purchase orders with a type of 3 or 4. This is the dollar amount limit for the purchase order.
12-Dollar Amt. Used:
This is used for purchase orders with a type of 3 or 4. This is the dollar amount used for the purchase order.
13-Used (Y/N):
This is used for purchase orders with a type of 1 (single use). This is either set to N if the purchase order was not used, or set to Y if the purchase order was used.
14-Renewal Contact Name:
This is the name of the contact that should be contacted to renew the purchase order when it expires. This field is 25 characters long.
15-Renewal Contact Phone:
This is the phone number of the contact that should be contacted to renew the purchase order. This field is 12 characters long and must have an area code entered. The phone number should be entered without the dashes (-). The phone number will be displayed on the screen with the dashes in place.
16-Preferred Commitment Date:
This is the date that you prefer that the commitment for renewal is made by. This can be used with Application Manager to print purchase orders that should have the customers contacted for renewal in a date range. This field will default to the expiration date that was entered in field 9.
17-Commodity:
This is a 80 character message line that can contain anything. It is meant however to contain details on what commodity the purchase order covers.
Procedure:
A purchase order can be accessed by customer number or customer name or by purchase order number. If the operator returns at the Cust. No/Name prompt, it will go to purchase order number.
The P.O.# prompt is an alpha search prompt. The program will display all purchase orders that begin with whatever is entered by the operator. The operator can then choose which purchase order to display.
See screen sample below:
Important
If a PO tracking record is changed from type of 3 or 4 (expires by amount or expires by date or amount) to type 1 or 2 (single use or expires by date), the total amount and the total amount used will be automatically zeroed out.