Program Description
This program can be found on the Purchase Order Inquiries menu (PO-2-2) and the Purchase Order Reports menu (PO-4-2). The inquiry allows the operator to view the line items on purchase orders by vendor. Quantity and date information is provided per item. The population of the purchase orders that you wish to access can be determined by a range, specific, or all purchase order numbers, or vendor numbers. 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 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 can then exit the Individual Purchase Order Inquiry and return to the Purchase Orders by Vendor 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
There was a problem with the report where it did not print the page number. This has been corrected.
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. The warehouse number will also print on the report on the second detail line.
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:
Results:
Rev 13 Changes
This report has been modified to include an option to print to screen.
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. The inquiry does not print the item description.
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 question.
There is also the ability to enter a specific product class, range of product classes, or all product classes.
The following fields are described below:
Beginning Product Class, All, Or End
Enter the desired specific product class number or a beginning product class number or A for all. This product class number is retrieved from the Purchase Order Line file when the purchase order is created. (4 numeric)
Ending Product Class
Press return to accept the default of the previous prompt or enter an ending product class number. If the ending number is less than the beginning, the prompt Beginning Product Class Is Greater Than Ending will appear. The cursor will return for re-entry. Only existing purchase orders with a product class number between the designated numbers will be accessed. (4 numeric)
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.
Print To Terminal Or Printer
This prompt has been removed since the ability to do a print screen at the printer selection screen was added.
Results
Heading Product Class input
What was input for the product class range during input will display in the heading of the report.
PC: #
The product class for this item from the POLID file will print.
Rev 12 Documentation
Purchase Orders By Vendor Inquiry is found on the Purchase Order Inquiry menu, 2-2. The same program is also found on the Purchase Order Report menu, 4-2. The inquiry allows the operator to view the line items on purchase orders by vendor. Quantity and date information is provided per item. The population of the purchase orders that you wish to access can be determined by a range, specific, or all purchase order numbers, or vendor numbers. 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 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 Purchase Orders By Vendor 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 Vendor Number Or All
Enter the desired specific vendor number or a beginning vendor number or an A for all. (8 Digits or A)
8/22/95 Purchase Order Report / Inquiry By Vendor 7:15
Beginning Vendor Number or A'll ########
Ending Vendor 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
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)
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 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
7/21/95 Purchase Order Report / Inquiry By Vendor 10:37
Vendor: 100 Address: 500 NORTH SHORE DRIVE
OTTO CORP. P.O. BOX 23478
JOHN DOE CHICAGO, IL 555552222
Phone : 708-344-5567
P.O. No. Item No./Desc. Order Ship Due UM PM QOrd QRec QBO
4085 F01234567890123456 11/01/94 11/10/94 11/12/94 EA 1 10 10 0
FUSER ROLLER Comment:
4100 F1234 11/01/94 11/10/94 11/15/94 EA 1 10 10 0
FUSER ROLLER Comment:
4100 S6050 11/01/94 11/10/94 11/15/94 CS 10 10 10 0
S6050 SUPPLIES Comment:
4122 FA5-1790-000 3/21/95 3/21/95 3/21/95 EA 1 2 2 0
PART Comment:
4232 TONER244 6/07/95 6/07/95 6/08/95 EA 1 1 1 0
TONER Comment:
--------------
* Vendor Totals 33 33 0
PR'int Inquiry, Enter PO Number Or E'nd:
7/21/95 Purchase Order Report / Inquiry By Vendor 10:40
Vendor: 100 Address: 500 NORTH SHORE DRIVE
OTTO CORP. P.O. BOX 23478
JOHN DOE CHICAGO, IL 555552222
Phone : 708-344-5567
P.O. No. Item No./Desc. Order Ship Due UM PM QOrd QRec QBO
4078 TONER 1 2/06/95 2/06/95 2/10/95 CT 2 2 0 2
TONER Comment:
4085 F01234567890123456 11/01/94 11/10/94 11/12/94 EA 1 10 10 0
FUSER ROLLER Comment:
4089 PART 12/01/94 12/10/94 12/15/94 CT 6 6 0 6
MISC PART Comment:
4089 SUPPLY 12/01/94 12/10/94 12/15/94 EA 4 10 0 10
PAPER Comment:
4100 F1234 11/01/94 11/10/94 11/15/94 EA 1 10 10 0
FUSER ROLLER Comment:
4100 S6050 11/01/94 11/10/94 11/15/94 CS 10 10 10 0
S6050 SUPPLIES Comment:
4122 FA5-1790-000 3/21/95 3/21/95 3/21/95 EA 1 2 2 0
PART Comment:
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 Vendor 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 is 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 Vendor inquiry. See page 753 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)
7/21/95 Purchase Order Report / Inquiry By Vendor 11:42
Vendor: 100 Address: 500 NORTH SHORE DRIVE
OTTO CORP. P.O. BOX 23478
JOHN DOE CHICAGO, IL 555552222
Phone : 708-344-5567
P.O. No. Item No./Desc. Order Ship Due UM PM QOrd QRec QBO
4232 TONER244 6/07/95 6/07/95 6/08/95 EA 1 1 1 0
TONER Comment:
4264 TONER 7/10/95 7/10/95 7/12/95 CT 4 10 0 10
BLACK TONER Comment:
4264 PARTA 7/10/95 7/10/95 7/12/95 CS 4 2 0 2
*CLEANING ROLLER* Comment:
4266 PART 7/10/95 7/10/95 7/15/95 EA 1 4 0 4
MISC PART Comment:
4266 PARTA 7/10/95 7/10/95 7/12/95 CS 4 2 0 2
*CLEANING ROLLER* Comment:
4266 SUPPLY 7/10/95 7/10/95 7/12/95 EA 4 2 0 2
PAPER Comment:
4267 SUPPLY 7/10/95 7/18/95 7/19/95 EA 4 5 3 2
PAPER Comment:
Display N'ext, P'revious, PR'int Inquiry, Enter PO Number, Or E'nd: 4264
7/21/95 Individual Purchase Order Inquiry 11:39
** Open Order **
P.O. Number: 4264 Last Revised: 7/20/95
Vendor Number: 100 Requisition No.: R45
Vendor Name: OTTO CORP. Ship Date: 7/10/95
Vendor Contact: JOHN DOE Due Date: 7/12/95
Type Of P.O.: PHONE Ship Via: UPS
Order Date: 7/10/95 Del Instr:DOCK DELIVERY
Confirmation No.: 12346
** Ship To ** ** Sold To **
Name: CINDY JACKSON Name: LA CROSSE MANAGEMENT SYS.
Address 1: 12130 HUTSON DRIVE Address 1: SUITE # 300
Address 2: WESTMORE ESTATES Address 2: 200 MAIN ST
Address 3: APT# 612 Address 3: P.O. BOX 3345
City: LA CROSSE City: LA CROSSE
State: WI State: WI
Zip Code: 546031111 Zip Code: 54601
Contact: CINDY JACKSON Contact: JOHN H. BROSTROM
Phone: 608-784-3344 Phone: 608-784-8400
Press 'CR' To Display Line Items, PR'int PO, Or 'E' To End
Results
The items display in vendor number order, smallest to largest vendor number. Within the same vendor, items are displayed in purchase order number order, smallest to largest number. The following vendor information is included on the inquiry for each included vendor.
7/21/95 Purchase Order Report / Inquiry By Vendor 11:42
Vendor: 100 Address: 500 NORTH SHORE DRIVE
OTTO CORP. P.O. BOX 23478
JOHN DOE CHICAGO, IL 555552222
Phone : 708-344-5567
Vendor No.: The vendor number.
Address: The vendors full address from the Vendor File.
Vendor Name: The vendors full name from the Vendor File.
Contact: The vendor contact name from the Vendor File.
The P.O. Phone Number from the Vendor File, if one exists.
Results (Contd)
The following information is included for each item number that is displayed.
P.O. No. Item No./Desc. Order Ship Due UM PM QOrd QRec QBO
4232 TONER244 6/07/95 6/07/95 6/08/95 EA 1 1 1 0
TONER Comment:
4264 TONER 7/10/95 7/10/95 7/12/95 CT 4 10 0 10
BLACK TONER Comment:
4264 PARTA 7/10/95 7/10/95 7/12/95 CS 4 2 0 2
*CLEANING ROLLER* Comment:
4266 PART 7/10/95 7/10/95 7/15/95 EA 1 4 0 4
MISC PART Comment:
4266 PARTA 7/10/95 7/10/95 7/12/95 CS 4 2 0 2
*CLEANING ROLLER* Comment:
4266 SUPPLY 7/10/95 7/10/95 7/12/95 EA 4 2 0 2
PAPER Comment:
4267 SUPPLY 7/10/95 7/18/95 7/19/95 EA 4 5 3 2
PAPER Comment:
P.O. No. The purchase order number.
Item Number/Desc. The full item number. This is not the Vendor Item Number but the item number from the Item File. The complete description from the items current Item File.
Order The order date from the Purchase Order Header.
Ship Date The ship date from the Purchase Order Line Item File.
Due Date The due 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.
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.
Comment: The comment that was input for the item on the purchase order.
Each vendor, included in the inquiry, will have the following total. This total will include all the items that are on the inquiry for the vendor.
--------------
* Vendor Totals 116 36 80
The Vendor Totals include a total for the QOrd, QRec, and QBO columns.
When the program is printed the same information will print as was described on the inquiry, along with additional information. The additional data is as follows. See page 757 for a sample report.
Unit Cost The cost for a quantity of 1. The four decimal unit cost is 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.
Ext. Cost The extended cost. This is always rounded to two decimal positions. This is the Unit Cost times Qord.
Vendor Item Number The Vendor Item Number.
The report includes a total for the vendor which includes a quantity ordered, received,
left to be received, and extended cost. A report total is included which is a total of all
included vendors and items extended cost.
Results (Contd)
Following is the sample report.
LA CROSSE MANAGEMENT SYSTEMS - TESTING P.O. REPORT BY VENDOR NUMBER ON 7/21/95 PAGE 1
ALL VENDORS STATUS: ALL PURCHASE ORDERS: 4266 TO 4267
P.O. ITEM NUMBER VENDOR ITEM NUMBER ORDER SHIP DUE REC'D QTY QTY QTY
NUMBER ITEM DESCRIPTION DATE DATE DATE DATE UM PM ORD REC'D B.O. UNIT COST EXT. COST
VENDOR NUMBER: 100 CONTACT NAME: JOHN DOE ADDRESS: 500 NORTH SHORE DRIVE
VENDOR NAME : OTTO CORP. PHONE NUMBER: 708-344-5567 P.O. BOX 23478
CHICAGO, IL 555552222
4266 PART PARTA 7/10/95 7/10/95 7/15/95 EA 1 4 0 4 34.0000 136.00
MISC PART COMMENT:
4266 PARTA PARTA 7/10/95 7/10/95 7/12/95 CS 4 2 0 2 8.0000 16.00
*CLEANING ROLLER* COMMENT:
4266 SUPPLY SUPPLY 7/10/95 7/10/95 7/12/95 EA 4 2 0 2 21.0000 42.00
PAPER COMMENT:
4267 SUPPLY SUPPLY 7/10/95 7/18/95 7/19/95 7/19/95 EA 4 5 3 2 21.0000 105.00
PAPER COMMENT:
------------------------------------
TOTALS FOR VENDOR NUMBER: 100 13 3 10 299.00
------------
** REPORT TOTAL 299.00