Purchase Order by Order (PORP001)

Purchase Orders By Order Inquiry is found on the Purchase Order Inquiry menu, 2-1.  The same program is also found on the Purchase Order Report menu, 4-1.  The inquiry allows the operator to view various Purchase Order Header and line item information.  This includes quantity, date and cost information.  The population of the purchase orders that you wish to access can be determined by purchase order number, vendor number, order date, ship date, due date, or received date.  You may also select 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.  You may also select all to the various population factors.  The inquiry may also be printed.

 

The main benefit of this inquiry, over the Individual Purchase Order Inquiry, is the ability to input and view a range of purchase orders, rather than one at a time.

 

 

 

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 P.O. Number Or A’ll

 

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)

 

 

 

Enter Data  (Cont’d)

 

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 existing purchase orders, assigned to vendors between the designated vendor numbers, will be accessed.  (8 Digits)

 

Use O’rder Date, S’hip Date, D’ue Date, Or R’ecd Date

 

The above prompt allows you to view 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.

 

 

 

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 was selected in the previous prompt, (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 existing purchase orders, that have the designated type of date between the designated beginning and ending dates, will be accessed.  (MMDDYY)

 

P’artial, O’pen, C’losed, Or A’ll

 

There are three purchase order status’s.  A partial status means at least one item on the purchase order has had at least one receipt, but there are quantities left to be received.  An open status means there have been no item receipts on the purchase order.  A closed status means all of the items on the purchase order have been completely received.  If you only want to view purchase orders that have had at least one item with an item received, enter a P for partial.  If you only want to view purchase orders that have had no items on the purchase order received into inventory, enter an O for open.  If you only want to view purchase orders that have all of the items on the purchase order fully received into inventory, enter a C for closed.  If you want to view purchase orders regardless of the purchase order receiving status, enter an A for all.

 

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, Or E’nd:

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

 

 

 

 

 

Enter Data  (Cont’d)

 

PR’int Inquiry, Or E’nd:

Display N’ext, PR’int Inquiry, 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 or purchase order, 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, 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, Or E’nd: N

Display P’revious, PR’int Inquiry, 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)

 

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.

 

 

 

 

Results

 

The purchase orders that are displayed will display in purchase order number order,

smallest to largest number.  The following Purchase Order Header information is included on the inquiry.

 

 

P.O. No.:  The purchase order number.

 

Ship Via:  The description of the ship via code number that is stored in the Purchase Order Header.

 

Order Date:  The order date that is stored in the Purchase Order Header.

 

Type:  The description of the order type from the Purchase Order Header.

 

Req. No.:  The requisition number from the Purchase Order Header.

 

Confirm. No.:  The confirmation number from the Purchase Order Header.

 

The receiving order status.  This will be Open, Closed or Partially Received.

 

Vendor No.:  The vendor number.

 

Address:  The vendor’s full address from the Vendor File.

 

Vendor Name:  The vendor’s full name from the Vendor File.

 

Contact:  The vendor contact name from the Purchase Order Header.

 

The P.O. Phone Number from the Vendor File, if one exists.

 

Del Instr  The description of the delivery instructions from the Purchase Order Header.

 

 

 

Results  (Cont’d)

 

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

 

 

Item Number/Desc.  Seventeen characters of the 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.

 

Due Date  The due date from the Purchase Order Line Item File.

 

Rec Date  The last receipt 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.

 

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 displays.  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.

 

 

 

Results  (Cont’d)

 

Comment:  The comment that was input for the item on the purchase order.

 

Each purchase order, included in the inquiry, will have the following total.  This total will include the items that are on the inquiry for the individual purchase order.

 

 

Totals For P.O.  This is the total of the extended cost of all of the items displayed for the purchase order.

 

Less Value Received  This is the total cost of the items received.  QRec times Unit Cost of all of the items displayed for the purchase order.

 

Remaining Order Value  This is the difference of the total minus the value received.  Thus this is the remaining value of the items on the purchase order yet to be received into inventory.

 

 

 

Results  (Cont’d)

 

If more than one purchase order is requested to display in the inquiry, there will be the following total.  This total will include all of the items that are on the purchase orders that are on the inquiry.

 

 

Report Total Ordered  This is the total of the extended cost of all of the items on all of the purchase orders included in the inquiry.

 

Less Total Value Received  This is the total cost of all of the items on all of the purchase orders that have been received.  QRec times Unit Cost of all of the items displayed for all of the purchase orders included in the inquiry.

 

Report Total Remaining Order Value  This is the difference of the total minus the value received.  Thus this is the remaining value of all of the items, on the purchase orders included in the inquiry, yet to be received into inventory.

 

When the program is printed, the report will include the same things as the inquiry.

There will be one addition.  The Vendor Item Number will be included.  See page 738 for a sample report.

 

 

 

Results  (Cont’d)

 

Following is the sample report.