Program Description
This program can be found on the Purchase Order Inquiries menu (PO-2-3) and the Purchase Order Reports menu (PO-4-3). The inquiry allows entry of a specific, range or all item numbers. Purchase orders that include the entered items are then accessed. Quantity and cost information related to the items is displayed. You may also select the items on the purchase orders that are partially received, open purchase orders, which are orders with no items received, or closed purchase orders, which are orders with all items received. A date range option is also included. While viewing the items, 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 Purchase Orders by Item Inquiry. The inquiry may also be printed.
Rev 15 Changes
Internal changes were made to the report/inquiry to allow the report totals to be larger numbers without generating a stop message.
If the Purchase Order being displayed or printed is one for the OEM Vendor and it was sent to the Vendor via the OEM Interface, a note OEM PO will be displayed on the screen or print on the report. See samples below:
If the OEM Interface is activated, and the Purchase Order being displayed or printed was created by the OEM Interface, the Purchase Order is then considered a Ship-In Purchase Order. A notation will display on the screen or on the report that will say OEM and will have the company name that the Ship-In Purchase Order was created for. See screen sample below:
Rev 14 Changes
When you run the Purchase Orders By Item Inquiry and there is only one screen of information, the program did not give the operator an opportunity to print the inquiry. Also, if the operator then tried to do additional inquiries the operator received a file opened while trying to delete stop message. Changes were made to correct these problems. These corrections were done while Revision 13 was being released and were added to Revision 13 at that time.
A range of warehouse numbers was added to the report so that the operator can run the report for a range of warehouse numbers or all warehouses. The warehouse from the Purchase Order Line Item file (POLID) is used.
A range of product classes was added to the report so that the operator can run the report for a range of product classes. The product class from the Purchase Order Line Item File (POLID) is used.
The Partial, Open, Closed Or All prompt was changed to Partial, Open, Closed, PO=Partial And Open, Or All. If PO is entered at this prompt, purchase order line items that are partially received and purchase order line items that have no receipts made will print on the report. If P is entered, only purchase order line items that have had some receipts made, but are not fully received will print on the report. If O is entered, only purchase order line items that have had no receipts made will print on the report. If an A is entered, all purchase order line items will print. If a C is entered, only purchase order line items that are completely received will print on the report.
Example:
Rev 13 Changes
Program changes were made to enlarge a temporary index to prevent the Index File Full stop. Also added an On Error Trap around the rounding of cost extension field. (Technical Notes)
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. There is also the ability to print the item description in the heading area for both the inquiry and report. It will use the item description from the Item file.
Also, an option was added when displaying partially received or completely received purchase orders. There is now 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 described in the Purchase Orders by Order program).
Print 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.
A second detail line was also added to the inquiry to show order date, last received date, and warehouse number. Warehouse number (Whse) was added to the report (the two dates were already printing on the report prior to Revision 13).
Example:
Prior to Revision 13, if there were no purchase orders to print, the report printed an item number not within the range with $0 totals. This has been corrected.
Rev 12 Documentation
Purchase Orders By Item inquiry is found on the Purchase Order Inquiry menu, 2-3. The program is also found on the Purchase Order Report menu, 4-3. The inquiry allows entry of a specific, range or all item numbers. Purchase orders that include the inputted items are than accessed. Quantity and cost information, relating to the items, is displayed. You may also select the items on the purchase orders that are partially received, open purchase orders, which are orders with no items received, or closed purchase orders, which are orders with all items received. A date range option is included. While viewing the items, 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 Purchase Orders By Item inquiry. The inquiry may also be printed.
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 Item Number or All
8/22/95 Purchase Order Report / Inquiry By Item 7:29
Beginning Item Number or A'll ..................
Ending Item Number
Beginning P.O. Number or A'll
Ending P.O. Number
P'artial, O'pen, C'losed, or A'll
Beginning Date Or A'll
Ending Date
Use O'rder Date, S'hip Date, D'ue Date, Or R'ecd Date
Print To T'erminal Or P'rinter
Press 'ESC' To Interrupt And Return To Menu Notes: ^ = Go Back 1 Space
/ = Cancel
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 existing purchase orders with an item number between the designated numbers will be accessed. (18 Alphanumeric)
Enter Data (Contd)
Beginning P.O. Number Or All
Enter the desired specific purchase order number or a beginning purchase order number or an A for all. (9 Digits or A)
Ending P.O. 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 purchase order number. If an ending number is input that is less than the beginning, the prompt Beginning Purchase Order Greater Than Ending, will appear. The cursor will return for re-input. Only existing purchase orders with a purchase order number between the designated numbers will be accessed. (9 Digits)
Partial, Open, Closed, Or All
There are three purchase order statuss. A partial status means there has been a receipt on an item, but the item is not fully received. An open status means there have been no item receipts on the item. A closed status means the item has been completely received. If you only want to view items on purchase orders that have had an item received, but are not fully received, enter a P for partial. If you only want to view items on purchase orders that have had no items received into inventory, enter an O for open. If you only want to view items on purchase orders that have all of the items fully received into inventory, enter a C for closed. If you want to view items on purchase orders regardless of the purchase order receiving status, enter an A for all.
Enter Data (Contd)
Beginning Date Or All
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, ship, due, 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)
Use Order Date, Ship Date, Due Date, Or Recd Date
The previous prompt allows you to view items on purchase orders within a specific date range. The date range can be specified as the order date, ship date, due date or the received date of the purchase orders. Enter an O to use the order date of the purchase orders. The order date is from the Purchase Order Header. Enter a S to use the ship date of the purchase orders. Enter a D to use the due date of the purchase orders. Enter a R to use the received date of the purchase orders. The ship, due and received dates are from the Purchase Order Line Items. Thus if dates are different per line item only items that fall within the designated date range will appear on the inquiry.
Print To Terminal Or Printer
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 (Contd)
When the data is sent to the terminal the cursor will be at one of the two following prompts.
PRint Inquiry, Enter PO Number Or End:
Display Next, PRint Inquiry, Enter PO Number, Or End: N
7/25/95 Purchase Order Report / Inquiry By Item 9:46
Item Number: TONER BLACK TONER *PARTIAL ORDERS*
P.O. No. UM PM QOrd QRec QBO Unit Cost Ext. Cost Comment
4094 CT 1 13 11 2 22.0000 286.00
4124 CT 2 10 5 5 22.0000 220.00
-----------------------------------
* Item Totals 23 16 7 506.00
PR'int Inquiry, Enter PO Number Or E'nd:
7/25/95 Purchase Order Report / Inquiry By Item 7:46
Item Number: TONER BLACK TONER * ALL ORDERS *
P.O. No. UM PM QOrd QRec QBO Unit Cost Ext. Cost Comment
4079 CT 2 3 3 0 22.0000 66.00
4080 CT 2 4 4 0 22.0000 88.00
4082 CT 10 5 0 5 40.0000 200.00
4094 CT 1 13 11 2 22.0000 286.00
4094 CT 1 1 1 0 11.0000 11.00
4094 CT 1 2 2 0 11.0000 22.00
4094 CT 1 2 2 0 11.0000 22.00
4094 CT 1 2 2 0 11.0000 22.00
4095 CT 2 3 3 0 22.0000 66.00
4098 CT 2 3 3 0 22.0000 66.00
4104 CT 2 4 4 0 22.0000 88.00
4109 CS 6 2 2 0 70.0000 140.00
4110 CS 6 7 0 7 70.0000 490.00
4113 CS 6 2 0 2 70.0000 140.00
4121 CS 6 3 0 3 70.0000 210.00
4124 CT 2 10 5 5 22.0000 220.00
4124 CT 2 10 0 10 22.0000 220.00
Display N'ext, PR'int Inquiry, Enter PO Number, Or E'nd: N
Enter Data (Contd)
PRint Inquiry, Enter PO Number Or End:
Display Next, PRint Inquiry, Enter PO Number, Or End: 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 (Yes, No)
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 Next, PRint Inquiry, Enter PO Number, Or End: 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 Next, Previous, PRint Inquiry, Enter PO Number, Or End: N
Display Previous, PRint Inquiry, Enter PO Number, Or End:
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 (Yes, No) prompt.
Enter Data (Contd)
PRint Inquiry, Enter PO Number Or End:
Display Next, PRint Inquiry, Enter PO Number, Or End: N
Display Previous, PRint Inquiry, Enter PO Number, Or End:
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 Purchase Orders By Item 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 Purchase Order By Item inquiry. See page 771 for an example. See Section III, page 875 for operating instructions within the Individual Purchase Order Inquiry.
Print To Terminal Or Printer
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 (Yes, No)
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 (Contd)
7/25/95 Purchase Order Report / Inquiry By Item 7:57
Item Number: TONER BLACK TONER * ALL ORDERS *
P.O. No. UM PM QOrd QRec QBO Unit Cost Ext. Cost Comment
4135 CT 2 10 0 10 22.0000 220.00
4136 CT 2 200 0 200 22.0000 4400.00
4172 MP 4 10 10 0 22.0000 220.00
4175 CT 10 10 0 10 11.0000 110.00
4180 MP 4 100 0 100 22.0000 2200.00
4189 CT 2 10 10 0 11.0000 110.00
4190 CT 2 10 10 0 11.0000 110.00
4253 MP 4 2 0 2 25.0000 50.00
4264 CT 4 10 0 10 26.7500 267.50
4269 CS 6 2 0 2 70.0000 140.00
4270 CS 6 3 0 3 70.0000 210.00
4271 CS 6 2 0 2 70.0000 140.00
4272 CS 6 2 0 2 70.0000 140.00
4275 CT 4 2 0 2 26.7500 53.50
4275 CT 4 3 0 3 26.7500 80.25
4293 CT 4 1 0 1 26.7500 26.75
4304 CT 4 7 0 7 26.7500 187.25
Display N'ext, P'revious, PR'int Inquiry, Enter PO Number, Or E'nd: 4304
7/25/95 Individual Purchase Order Inquiry 8:00
** Open Order **
P.O. Number: 4304 Last Revised: 7/21/95
Vendor Number: 100 Requisition No.: R87
Vendor Name: OTTO CORP. Ship Date: 7/19/95
Vendor Contact: JOHN WESLEY Due Date: 7/20/95
Type Of P.O.: FAX Ship Via: COMM CARR
Order Date: 7/18/95 Del Instr:UNCRATE BEFORE DELIVERY
Confirmation No.: C3456
** 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 data appears in item number order. Within each item, the information is displayed in purchase number order, smallest to largest number. The following information is included for each item number that is displayed.
7/25/95 Purchase Order Report / Inquiry By Item 9:51
Item Number: TONER BLACK TONER * ALL ORDERS *
P.O. No. UM PM QOrd QRec QBO Unit Cost Ext. Cost Comment
4079 CT 2 3 3 0 22.0000 66.00
4080 CT 2 4 4 0 22.0000 88.00
4082 CT 10 5 0 5 40.0000 200.00
4094 CT 1 13 11 2 22.0000 286.00
4094 CT 1 1 1 0 11.0000 11.00
4094 CT 1 2 2 0 11.0000 22.00
4094 CT 1 2 2 0 11.0000 22.00
4094 CT 1 2 2 0 11.0000 22.00
4095 CT 2 3 3 0 22.0000 66.00
4098 CT 2 3 3 0 22.0000 66.00
4104 CT 2 4 4 0 22.0000 88.00
4109 CS 6 2 2 0 70.0000 140.00
4110 CS 6 7 0 7 70.0000 490.00
4113 CS 6 2 0 2 70.0000 140.00
4121 CS 6 3 0 3 70.0000 210.00
4124 CT 2 10 5 5 22.0000 220.00
4124 CT 2 10 0 10 22.0000 220.00
Item Number/Desc. The full item number. This is not the Vendor Item Number but the item number from the Item File. Thirty characters of the items current Item Files description.
The receiving status that was selected will display, ALL ORDERS, PARTIAL, OPEN, OR CLOSED.
P.O. No. The purchase order number.
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 (Contd)
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.
QBO The quantity that has not yet been received. This is the difference between the QOrd and QRec.
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 or quoted purchase order cost. This is not the cost accepted in Accounts Payable or P.O. Receipts.
Ext. Cost The extended cost. This is always rounded to two decimal positions. This is the Unit Cost times Qord.
Comment: The comment that was input for the item on the purchase order.
Each item, included in the inquiry, will have the following total. This total will include the extended cost of all of the purchase orders that are on the inquiry for the item.
* Item Totals 463 72 391 11187.25
When more than one item is requested an additional Report Total will display. This total will include the extended cost of all of the items for all of the purchase orders that are on the inquiry.
** Report Total 11425.25
Results (Contd)
When the inquiry is printed the same information that was displayed on the screen will be printed. For an example see page 775. There will also be additional information printed. This is as follows.
LINE NO. The line number that is assigned on the purchase order.
VENDOR ITEM NO./NAME The Vendor Item Number. The vendors name.
ORDER DATE The order date from the Purchase Order header.
SHIP DATE The ship date from the Purchase Order Line item.
DUE DATE The due date from the Purchase Order Line item.
RECD DATE The last received date from the Purchase Order line item.
Results (Contd)
Following is the sample report.
LA CROSSE MANAGEMENT SYSTEMS - TESTING P.O. REPORT BY ITEM NUMBER ON 7/25/95 PAGE 1
ITEMS: TONER TO TONER STATUS: ALL PURCHASE ORDERS: 4253 TO 5000
ITEM P.O. LINE VENDOR ORDER SHIP DUE REC'D QTY QTY QTY UNIT EXTENDED
NUMBER/DESC NUMBER NO. ITEM NO./NAME DATE DATE DATE DATE UM PM ORD REC'D B.O. COST COST
TONER 4253 1 TONER 7/03/95 7/03/95 7/08/95 7/03/95 MP 4 2 0 2 25.0000 50.00
BLACK TONER MINOLTA CORPORATION COMMENT:
TONER 4264 2 T123678 7/10/95 7/10/95 7/12/95 CT 4 10 0 10 26.7500 267.50
BLACK TONER OTTO CORP. COMMENT:
TONER 4269 1 TONER VEND 7/10/95 7/10/95 7/11/95 CS 6 2 0 2 70.0000 140.00
BLACK TONER LANIER WORLDWIDE COMMENT:
TONER 4270 1 TONER VEND 7/10/95 7/10/95 7/12/95 CS 6 3 0 3 70.0000 210.00
BLACK TONER LANIER WORLDWIDE COMMENT:
TONER 4271 1 TONER VEND 7/10/95 7/10/95 7/11/95 CS 6 2 0 2 70.0000 140.00
BLACK TONER LANIER WORLDWIDE COMMENT:
TONER 4272 1 TONER VEND 7/10/95 7/10/95 7/11/95 CS 6 2 0 2 70.0000 140.00
BLACK TONER LANIER WORLDWIDE COMMENT:
TONER 4275 3 T123678 7/11/95 7/12/95 7/13/95 CT 4 2 0 2 26.7500 53.50
BLACK TONER OTTO CORP. COMMENT:
TONER 4275 4 T123678 7/11/95 7/12/95 7/13/95 CT 4 3 0 3 26.7500 80.25
BLACK TONER OTTO CORP. COMMENT:
TONER 4293 4 T123678 7/13/95 7/14/95 7/16/95 CT 4 1 0 1 26.7500 26.75
BLACK TONER OTTO CORP. COMMENT:
TONER 4304 3 T123678 7/18/95 7/19/95 7/20/95 CT 4 7 0 7 26.7500 187.25
BLACK TONER OTTO CORP. COMMENT:
TONER 4321 1 VBBBBB 7/20/95 7/20/95 7/22/95 CT 4 1 0 1 25.0000 25.00
BLACK TONER WELCH OFFICE SUPPLIE COMMENT:
TONER 4343 1 TONER VEND 7/24/95 7/24/95 7/26/95 CS 6 2 0 2 70.0000 140.00
BLACK TONER LANIER WORLDWIDE COMMENT:
------------------------------------
TOTALS FOR ITEM NUMBER: TONER 37 0 37 1460.25
------------
** REPORT TOTAL 1460.25