Print PO (PODE005A) (PODE005B) (PODE005C) (PODE005D) (PODE005E)

 

Print PO is found on the Purchase Order Data Entry menu, 1-5.  The program prints a hard copy of the purchase order which can be sent to the vendor if desired.  There are two print formats.  One format is to print on computer paper and the other is to print on a computer designed form.  Most purchase order forms are custom per company or vendor.  Thus if you want to use forms there will be additional custom programming necessary.  Any charges will be determined at that time.

 

The program allows printing of a specific or a group of purchase orders.  You may also print all unprinted purchase orders, as the program sets an indicator when the purchase order has been printed.

 

 

Enter Data  (Cont’d)

 

The printer routine displays to allow selection of the printer.  Whether the program prints in the form or paper format is based on the set up of the Purchase Order Control. File.  See Section IV, page 1026.

 

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 program.

 

 

Print Line Numbers On PO  (Y/N)

 

If you would like to suppress the printing of the purchase order line numbers on the paper format purchase order, enter a Y for yes.  No line numbers are printed.  It has been found that many of the vendors confuse the line numbers with the order quantity.  If you want to keep the line numbers printing enter a N for no.  This option is not available on the standard form program.

 

S’pecific, G’roup Or A’ll Unprinted PO’s

 

To print one specific purchase order enter a S.  To print a group or range of purchase orders, enter a G.  To print all purchase orders that have never been printed, enter an A.  Note, printing a specific, or group, or all unprinted, sets the indicator that states the purchase order has been previously printed.  When a S is input the cursor proceeds to the following prompt.

 

 

Enter Data  (Cont’d)

 

Specific Purchase Order Number

 

Enter the purchase order number that you wish to print.  If the purchase order exists it will print.  When it is finished or the purchase order does not exist, the program is exited.  (10 Digits)

 

S’pecific, G’roup Or A’ll Unprinted PO’s

 

When a G is input, the cursor will proceed to the following prompt.

 

Beginning PO Number

 

Enter the desired beginning purchase order number.  (10 Digits)

 

Ending PO Number

 

Enter the desired ending purchase order number.  If an ending number is input that is less than the beginning, the prompt Beginning PO Number Greater Than Ending, will appear.  The cursor returns to the beginning PO number prompt for re-input.  Only existing purchase orders that have a number that falls within the designated range are printed.  (10 Digits)

 

When an A for all unprinted is entered any existing purchase order that has never been printed is printed.  The program displays the purchase order numbers while it is processing.  Whether or not a purchase order prints under this option is based on an internal indicator that is stored in the Purchase Order header, which is updated when a purchase order is printed through the Print PO program. 

 

 

Enter Data  (Cont’d)

 

When the forms format is applied at your site, additional prompts appear.  The cursor goes to the prompts after the input of the range, or specific purchase order numbers, or an A for all unprinted is input.

 

P’rint Or B’ypass Alignment Pattern

 

 

Enter a P to print an alignment pattern.  Enter a B to bypass printing an alignment pattern.  The designated purchase orders are printed.  When a P is input the cursor will be at the following prompt.

 

Are Forms Aligned In Printer (Y/N)

 

Enter a Y to accept the alignment and print the purchase orders.  Enter a N to return to the P’rint Or B’ypass Alignment Pattern prompt.

 

 

Results

 

The paper format will print the following information for the Purchase Order Header.  Any information from the Vendor File can be viewed in Vendor File Maintenance.  See page 267 for a sample purchase order printed in the paper format.

 

VENDOR’S FAX #  The fax number that can be stored in the Vendor File.

 

PHONE #  The PO phone number that can be stored in the Vendor File.

 

SHIP TO:  The full ship-to address.  This is the address the products will be shipped to.

 

BILL TO:  The full bill-to address.  This is the address the bill should be sent to.

 

TO:  The full vendor address and name.

 

ACCOUNT #  The vendor’s PO account number that is stored in the Vendor File.

 

CONTACT  The name and phone number of the ship-to contact person that was entered on the PO

 

DEL INSTR:  The description of the delivery instructions that is in the PO header.

 

ORDER:  The order date.

 

SHIP VIA  The description of the ship via that is in the PO header.

 

CONFIRM. #  The confirmation number.

 

PO #  The assigned purchase order number.

 

 

Results  (Cont’d)

 

The following information is included for each item that is on the purchase order.

 

LINE #  Each item and message is assigned a line number.  Note, this is optional.

 

VENDOR ITEM NUMBER  The full vendor item number that was entered during the entry of the item.

 

ITEM DESCRIPTION  Twenty two characters of the current description from the Item File.

 

UM  The unit of measure entered for the item.  This must be the unit of measure that the vendor ships the items.  If this is different than the Item File’s unit of measure the PO programs will make the proper adjustments.

 

QTY  The order quantity of the item.  This will correspond with the unit of measure and pack multiple.  If an item has had items received the quantity will only print what is left to be received.

 

COST  The cost for one item.  This will correspond with the unit of measure. 

 

AMOUNT  The extended cost.  This is the QTY times the COST.

 

TOTAL:  The grand total of the AMOUNT column.

 

MSG:  If any messages were put on the purchase order they will print after the MSG heading.

 

AUTHORIZED SIGNATURE  There is an area for a signature.

 

 

Results  (Cont’d)

 

Following is an example of a purchase order printed in the paper format.