PURCHASE ORDER TABLE OF CONTENTS

HOW TO USE THIS MANUAL

PURCHASE ORDER MENU OVERVIEW

PURCHASE ORDER SETUP
Control record maintenance
Vendor information
Inventory
Jobs
Service Orders
Sales types (departments) and default GL account numbers

ENTRY/UPDATE PROCEDURES
3-1 PO Entry
3-2 PO Revision
3-3 PO Review
3-4 Batch PO Printing
3-5 Date Maintenance

PO PROCESSING
3-6 Receive Material to POs
3-7 Print Receiving Report
3-8 Update Material Received
3-9 Submittal Reports
3-9-1 List POs where sub requested from vendor, not received
3-9-2 List POs where sub given to GC, not returned
3-9-3 List POs where sub received from GC
3-10 Print PO Reports
3-10-1 List POs for a job by job/phase

3-10-2 List POs for a vendor
3-10-3 List POs by report date
3-10-4 List POs by PO date
3-10-5 List POs by due-to-receive date
3-10-6 List POs by due-to-ship date
3-10-7 Batch List
3-10-8 List POs for a job by dept/job/vendor
3-10-9 Receiving Review
3-10-10 List POs for a foreman
3-10-11 List POs for an item ID for a job
3-10-12 List POs for an item description for a job
3-10-13 List items NOT received yet
3-10-14 Material list for a job
3-11 Delete POs
3-11-1 Delete Individual P.O.s
3-11-2 Delete POs by Job / Date
3-12 Invoice Control/Log
3-12-1 Print invoice log
3-12-2 AP invoice control
3-13 Reorder Processing
3-13-1 Create and Print Reorder Selections
3-13-2 Edit Reorder Selections
3-13-3 Print Reorder Selections List by Vendor or Item
3-13-3-1 Print Reorder Selection By Vendor
3-13-3-2 Print Reorder Selection By Item #
3-13-4 Create and Print Purchase Orders from Selections
3-13-5 Print Reorder List using Min/Max (no edit)
3-14 P.O. Note Maintenance
3-15 Zero Balance Open

PURCHASE ORDER MENU OVERVIEW



The Purchase Order system provides the means to facilitate and monitor purchasing activities. Purchase orders may be printed for issue to vendors and various reports are available to track the status of these purchase orders.

The purchase order system integrates with the accounts payable, job cost, and inventory systems to track inventory receiving and quoted prices, and to prevent double billing.

Accounts payable relates to these purchase orders as invoices are received. Job cost reports show the open (un-invoiced) amounts of purchase orders according to the jobs and phases against which they were issued.

Inventory, both quantities and costs, may be updated as the items are received for each purchase order.

From the main menu, selecting #3 Purchase Orders / Submittals will display the purchase order main menu. The selections on this menu are divided into three groups.


ENTRY/UPDATE PROCEDURES

Purchase orders are created, updated, and printed with these procedures. After a PO is created in 3-1: PO Entry, it may be changed or more items added in 3-2: PO Revision. Selection 3-3: PO Review, allows review of the PO without entry and may be used to allow personnel who do not have permission to create and edit POs to view them.

POs may be printed as they are created or printed in batches in 3-4: Batch PO Printing as desired.

Selection 3-5: Date Maintenance allows you to record dates to track outstanding POs through the submittal and approval process by the general contractor.

PO PROCESSING

Selection 3-6: Receive Material to POs provides for recording the receipt of the materials ordered on the PO. After the items are marked as received on the PO, step 3-7: Print Receiving Report prints the items received which are not yet updated to inventory, and item usage history. Step 3-8: Update Material Received updates all received items to inventory, and to an item usage history. The new item's cost may be averaged with the cost of the same items already on hand, replace the old item cost or the old cost may be left unchanged.

MISCELLANEOUS

Selection 3-9: Submittal Reports prints reports which allow you to track the status of the POs through the process of requesting manufacturer's specifications from the vendor, submitting the specifications to the general contractor, and receiving the approved submittals back from the general contractor.

Selection 3-10: Print PO Reports is used to print lists of purchase orders by job, by vendor, and various other categories.

Selection 3-11: Delete POs may be used to delete individual POs or groups of POs by job or by date.

Selection 3-12: Invoice Control Log allows you to change the PO number associated with an invoice. For a specified invoice, you may add a PO number, delete a PO number, or change the PO number.

Selection 3-13: Reorder Processing allows you to automatically generate POs for an inventory, based on either average usage or minimum quantity for items and using vendor quotes as set up in 8-7: Vendor Quote Processing.

Selection 3-14: PO Note Maintenance allows you to build a library of notes or messages which you may insert in your purchase orders during 3-1: PO Entry or 3-2: PO Revision.

Selection 3-15: Zero Balance Open allows you to close out a purchase order for which all material has been received, which is going to be received, that still has an unbilled balance.

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PURCHASE ORDER SETUP



Control record maintenance

The 13-8-12: Purchase Orders Control Records Setup should be done:

 

Print on forms?

Select Yes if your POs are to be printed on preprinted forms, or No to have them printed on plain paper.

Print notes on:

Select T to print PO notes in the top of the PO body, or B to have them printed in the bottom of the PO (after item lines).

Payment terms:

Enter the default payment terms you want to have printed on POs, e.g. Net30.

Sales tax ID:

Must be filled in but now comes from job.

FOB default:

You may enter a default answer here which will show on all POs.

Custom print program:

Normally blank.

Specify phase per line item?

If answered Yes, PO entry will ask for a phase on every line instead of assuming the phase on the top of the PO.

If no vendor quote use
Inventory cost, TS end column, Nothing:

If there are no job price (7-1-1-12) or vendor quotes (8-7-1 or 8-7-2) an item, specify which cost basis (purchase price) to use: <I>nventory cost, <T>S end column (Trade service end column cost), <N>othing. If you specify N you must fill in the cost yourself.

Receiving Update Option:

Specify your inventory receiving cost basis. <A>verage, <O>ld, <N>ew.

Allow changes to existing PO lines:

If you want a full audit trail of changes made to POs, set this to No and a PO will have to be changed by adding lines.

Sequentially Number PO's:

If Yes then POs will be automatically numbered in sequence.
If you wish POs numbered as per the PO # Option (7-1-1 #4) or by hand, answer No.

Vendor information

The AP setups should have been completed and vendors to be used in purchasing should be set up on the system in step 4-1-1: AP Vendor Maintenance before entering POs.

Inventory

The inventory module setups should have been completed and items to be purchased entered there.

Jobs

At least the job STOCK should be verified as correctly set up, and other jobs to be used in purchasing set up as well.

Service Orders

If the Service Order module is used and you'll be entering POs for service orders, the SO module should have been set up.

Sales types (departments) and default GL account numbers

Sales types (departments) should already have been set up as part of the AR module setup.
To make PO entry easier, you may set up default GL account numbers for purchases, based on the PO's job sales type (department) and phase expense category.

Select 1-4-1: Sales Type Maintenance which will display the following input screens:

In turn, enter each applicable sales type (department). The first screen should already have been set up during AR setups, so just press ENTER to get to the second screen.

PO Accounts
4. Labor, if needed #:
5. Material Acct #:
6. Maintenance Acct #:
7. Equipment Acct #:
8. Subcontract Acct #:
9. Other Acct #:
10. Burdn/Frin Acct #:
11. Overhead Acct #
:

In 3-1: PO Entry, the system will fill in the general ledger number for the operator, if these are entered here. (The names of fields 4 through 11 above come from the phase expense categories from the job "OH".)

Enter GL numbers for the categories you use on POs, (typically only "material" and "subcontract") leaving the others blank. After completing these setups, when an operator is entering a PO, the system will look at the sales type from the job for the PO and the category code, and select the appropriate GL number.

ENTER FIELD # TO BE CHANGED:     D = DELETE

Type the number of the field you wish to change and press ENTER.
When you are ready to continue, just press ENTER.

The system will now prompt you for another sales type ID. To exit this procedure, press ENTER again and you will return to the 1-4: AR Master File Maintenance Menu.

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ENTRY/UPDATE PROCEDURES


3-1 PO Entry

This procedure allows creating a purchase order by specifying a vendor, job, phase and other necessary information. This selection will display the following input screen :

1. PO date:

Type the date of this purchase order. Today's date will be used unless another date is specified.

2. ORD. #:

Type a valid service order number or leave blank.

3. Job ID:

Type the job ID [H] of the job requiring the materials to be included on this purchase order. Use a special job ID of "stock" for purchases not related to a specific job.

4. Phase/Cost Ctr:

Specify the phase [H] or cost center of the above job for which the purchase order materials are needed.

Cat code

Specify the job cost phase expense category code for the material being purchased.
M = material
N or C = consumables
S = subcontract
H = overhead
E = equipment
O = other
B = burden
L = labor

NOTE: These category codes are specified by you in 7-1-1 Job Description Maintenance, on the fifth screen under this selection called phase expense categories. The categories listed above are typical, but are user-defined in 7-1-1.

5. GL account/div:
Specify the general ledger account [H] to debit for the purchase of the materials on this purchase order. Leave blank if the normal account for this vendor is to be used.

6. Purchase Order #:
Type the number for this purchase order, unless the system has been set to automatically generate purchase order numbers.

The system will automatically assign 5 digit PO numbers if Sequentially Number PO's has been set to Yes in 13-8-12 (Set to No if you want to number POs yourself). Otherwise it will assign PO numbers from the job on the PO, as set up for the job in 7-1-1: Job Description Maintenance:

J001   =   Consecutively numbers within jobs starting with 001, e.g. STOCK-001
P1   =   Consecutively numbers within job phases starting with 1, e.g A1 or A27.
Blank   =   Requires you to manually put in the PO numbers.

7. Vendor ID:

Specify the ID [H] for the vendor who will receive this purchase order. The vendor must already exist in the accounts payable system. The vendor's purchasing address will be displayed as well as the job address as the 'ship to' destination.

8. Ship to:

Type the complete address where you want these materials shipped, or leave blank and the shop address will be used.

10. Date Needed:

Specify the date when this purchase order's material is needed.

11. Ship Via: (optional)

Specify any shipping instructions.

12. FOB Point: (optional)

Specify your freight terms for this purchase order or leave blank.

13. Sales Type:

Specify the sales type for this PO (defaults from the job's sales type (department).

14. Foreman ID: (optional)

Specify the foreman on this job, if desired.

15. Vendor Contc: (optional)

Specify the vendor's salesperson for this purchase order, if desired.

16. Pmt Terms: (optional)

Specify the agreed payment terms for this purchase order.

17. Sales Tax ID: %

Specify the sales tax ID for sales tax purposes for any sales tax required to be added to this purchase order. The system will display the percentage for the ID specified.

18. Invoice #:

Optional field for the normal flow of PO accounting. You may use this as a comment field if desired.
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Enter field to change, <RET> to continue: OR <U> to Update Vendor

When you are finished, check your work. You may now enter a field number and press ENTER to change or add data.

To enter or update vendor information, press U:

This will display the above and allow you to update some of the fields accessible through 4-1-1: A/P Vendor Maintenance, and 4-1-2: Miscellaneous Vendor Data: AP Contact and LOCAL PURCHASING DATA.

When you are completely finished press ENTER again and the second input screen, for entering written requirements for the PO, will be displayed:

The system will display the PO number, PO date, job ID, phase/cost center, and vendor ID and prompt: NO ENTRIES ADD?   Yes  

If you have no qualifying written requirements to add, press NO ENTER and the system will go to the third screen for item input. If you have messages or requirements to add, select the default YES by pressing just ENTER.

The system will initially display a line numbered #6 with the prompt:

Enter PO description line

Type your first message or requirement on this line and press ENTER. Keep adding lines by pressing ENTER. To get out of add-mode press HOME, or just END to go to the next screen.

Use the ARROW and ENTER keys to update or correct lines.

The system automatically numbers the lines in steps of five in order to give you the ability to insert lines between existing lines. Press INS, type a number numerically between the numbers of the lines where you wish to insert this message, press ENTER, type the text, and press ENTER again. That message will be displayed on the final PO in the numerical order of the line numbers.

To delete a requirement or message, move to the line you wish to remove and press DEL.

Are you sure you want to delete this line ?   NO   

Type YES ENTER and this item will be deleted.

NOTE: A special feature of the system is the ability to input standard messages, assign them a note number, and simply select the appropriate note number when needed. See procedure 3-14: P.O. Note Maintenance for instructions on entering these notes.

To select a previously entered note, press F1. The system will prompt:

Enter Note Number: __

Type the note number [H] and press ENTER. The specified note will now be displayed on the next line in the input area.

When you are finished with this screen press END.

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The system will display the third input screen as shown below :

The system will display the PO number, PO date, Job ID, Phase/cost center, Vendor ID and prompt: NO ENTRIES ADD?   Yes  

Press ENTER and the first item with line numbered 1 will be displayed.

Item

Type an existing inventory item ID [H] for each item needed and press ENTER.

If the item is not in the system's inventory and does not have an item ID, just press ENTER to manually input an item. The system will initially leave the item field blank. After the description is entered, the system will display :M for the item ID.

Description/Qualifier

If you entered an existing item ID above, the description and qualifier from inventory will be displayed.

If the item was not in the system's inventory, type your own description for this item on the two lines provided and press ENTER. The system will display :M for the item ID and the cursor will move to the quantity field.

Quantity

Specify the quantity needed of this item. If the item is in the system's inventory, the minimum, maximum, on order and on hand quantities will be displayed.

Pressing F2 here will display the purchase history for this item ID.

Price

For an inventory item, a default purchase price per unit of measure will be displayed. Press just ENTER to accept it, or specify any other cost.

The way the system selects the default purchase price for an item is this:

It first looks for the price of the item specified for the job on the PO (as set up in 7-1-1-12: Inventory Prices Pper Job).

If not found, it will look for a vendor quote which has not expired for the vendor on the PO (as set up in 8-7-1: Vendor Quote by Item/Cost). Note that if a % mark has been entered in the Reference field, the Price entered in 8-7-1 is used as a percentage of the item's End Column Price to arrive at the purchase price.

If not found, it will look for a quote set up in 8-7-2: Vendor Quote by Group/Percent, where the "Product Code" entered in 8-7-2 equals digits 3 through 6 of the item's DCI code plus a dash (-) plus the item's Product Code (as entered in 8-1: Item Maintenance, Abbreviated Entry) (For example, if DCI: 1234567890 and Item product code: PRC, then the group or "product code" set up in 7-8-2 should be 3456-PRC). If found it will subtract the percentage specified in 8-7-2 from the item's End Column Price to arrive at the purchase price.

If not found, it will look for a quote set up in 8-7-2, Vendor quote by group/percent, where the "Product Code" entered in 8-7-2 equals the item's Product Code (as entered in 8-1: Item Maintenance, Abbreviated Entry). If found it will subtract the percentage specified in 8-7-2 from the item's End Column Price to arrive at the purchase price.

If none of the above are found, it will set the price as specified in 13-8-12: Purchase Orders:

Inventory cost: Specified in 8-1 as Average Cost (abbreviated entry) or Unit Cost.

TS (Trade Service) end column: Specified in 8-1 as End Clm Cost (non-abbreviated entry).

Nothing: price is set to zero (you have to enter it).

NOTE: Notice that the system will multiply the quantity times the price factored by the unit of measure, and display this extension under the price. The system will also display a running total of the PO on the bottom menu line item "Total =".

Keep adding items by just pressing ENTER and repeat the above steps for as many items as you wish to include on this PO.

If you need to change or correct an entry, use a combination of the ARROW, PAGE and HOME keys to move to the line you wish to change and press ENTER. This line is now underlined or highlighted to indicate it is in the edit mode. Make your changes and press ENTER.

Press the DEL key to delete a selected line.

If you want to split the quantity on a line between different jobs and/or phases, or just want to assign a line to a specific job, phase and phase expense category or GL account/division, press F1 on the selected line and you'll be prompted: NO ENTRIES Add?   Yes  . Press ENTER and the system will display this input screen as shown below :

SEQ

Each line is automatically assigned a number by the system.

QUANTITY

Initially, the quantity of the main line will be suggested.
Change this number if you wish to split it between jobs/phases/expense categories/GL accounts/divisions. The quantities on this screen must add up to the quantity on the main line before you may leave this screen.

JOB ID

Enter the ID [H] of the job to which you wish to assign this quantity.

PHASE ID

Enter the ID [H] of the phase to which you wish to assign this quantity.

CAT

Enter the phase expense category to which you wish to assign this quantity.

ACCT#

Enter the GL account number to which you wish to assign this quantity.

DIV

Enter the GL division to which you wish to assign this quantity, if applicable.

Press END when done with this screen.

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If you press F6 on a selected line, you'll be allowed to enter shipping data for that item. This may be used where an item is purchased for a job but is temporarily stored in your warehouse until the job is ready for it:

INHS DT

Date received or counted in house.

INHS QTY

In house quantity.

SHP DATE

Date the following quantity was shipped to the job.

SHP QTY

Quantity shipped to the job in this batch.

WHO SHP

Name or initials of the clerk who shipped it.

COMMENTS

Any comments.
Use the ARROW, PAGE, HOME and ENTER keys to update a line of this history of shipments. Press INS to add a line. Press END when done.

When you have entered all items for this PO, press END. The system will prompt:

Enter Freight (Shipping) charge :   0.00       Taxable (Y/N) :   NO   

If the shipping charge is known, type the amount here and press ENTER. If sales tax on shipping is applicable, type YES ENTER. If not press just ENTER. The system will now display the total for this PO and prompt:

Print PO now   NO  

If you are going to print this or several POs later as a group, press just ENTER and the system will return you to the first PO entry screen ready to enter another PO.

To print this PO now press YES ENTER.

You'll be prompted:

Print Field copy?   NO   
Are you using letterhead papaer?   NO   
Print line numbers?   NO   

Answer Yes if you want the number of each item line printed on the PO.

The printer selection screen will now be displayed. Type the printer number and the number of copies and press ENTER to print the PO. The system will prompt:

Did purchase order print OK:   Yes  

If you need to reprint for any reason (such as the forms were not in the printer or the printer jammed), type No ENTER, select the printer again and reprint the PO. When the PO has properly printed, type Yes ENTER. The system will prompt:

Print outstanding receiving report?   No  

Answer Yes if you want to print the PO for your receiving clerk in a format where you can write in quantities received next to each item.

Next you'll be prompted.

Receive ALL items on this PO:   NO  

If this is a normal before-the-fact purchase order, press just ENTER and the system will return you to the first PO entry screen ready to enter another PO.

If this is an after-the-fact purchase order and all the items have actually been received, type YES ENTER. The system will prompt:

Enter cost option

A = AVERAGE, O = OLD COST, N = NEW COST

Specify how the inventory cost is to be affected by the new items at their new costs and press ENTER. The system will return you to the first PO entry screen ready to enter another PO. To return to the PO menu, press ENTER ENTER, leaving the Order# and Job ID blank.

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3-2 PO Revision

This section allows revising the information on the heading of a purchase order and of the material items. Item may be changed, deleted, or more items may be added if needed. After revision, options to print the purchase order and to receive to it, are provided. This selection will display the following input screen :

1. Purchase Order #

Specify the number [H] of the purchase order you wish to revise. If this is a valid PO number, the system will display all previously entered information.

A list of AP invoices entered for this PO will be displayed, if any. If no AP invoices have been entered for this PO, the message NO RECORDS FOUND PRESS <RETURN> will be displayed. Simply press ENTER to continue.

If the PO has been closed, you'll first be prompted:

PURCHASE ORDER CLOSED - reopen and proceed?   no  

If you really want to reopen the PO, for example to add more items, answer Yes here.

You may now select any of the fields on this screen to revise or change by typing the field number and pressing ENTER. Make your changes and press ENTER. Refer to the descriptions for each field in 3-1: PO Entry if necessary.

When your changes are complete, press ENTER again and the system will display the second input screen for entering written requirements for the PO. This screen is identical to the second screen in 3-1: PO Entry as shown below .

You may make corrections, deletions, or additions as required.

If you wish to add other requirements or messages, press INS to add another line. Notice that this line will be numbered five higher than the number of the last line. The system automatically numbers the lines every five to give you the ability to insert additional lines between existing lines. Press ENTER, type your message, and press ENTER again.

To insert a line between other lines, press INS, type the number, press ENTER, type the message, and press ENTER again. That line will be displayed on the final PO in the numerical order of the line numbers.

To make a change or correction, use the up and down arrow keys to move the cursor to the desired line number, press ENTER, make the changes, and press ENTER.

To delete a line, move to the line you wish to remove and press DEL.

Are you sure you want to delete this line ?   NO  

Type YES ENTER and this item will be deleted.

NOTE: A special feature of the system is the ability to input standard messages, assign them a note number, and simply select the appropriate note number when needed. See procedure 3-14: PO Note Maintenance for instructions on entering these notes.

To select a previously entered note, press F1. The system will prompt:

Enter note number: __

Type the note number [H] and press ENTER. The specified note will now be displayed on the next line in the input area.

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When you are finished with this screen press END. The system will display the third input screen as shown below :

The system will display all data originally entered in this screen. You may make changes to any of these entries, delete entries or add new entries.

If you need to change or correct an entry, use a combination of the ARROW, PAGE and HOME keys to move to the line you wish to change and press ENTER. This line is now underlined or highlighted to indicate it is in the edit mode. Make your changes and press ENTER.

Press the DEL key to delete a selected line.

Item

Type an existing inventory item ID [H] for each item needed and press ENTER.

If the item is not in the system's inventory and does not have an item ID, just press ENTER to manually input an item. The system will initially leave the item field blank. After the description is entered, the system will display :M for the item ID.

Description/Qualifier

If you entered an existing item ID above, the description and qualifier from inventory will be displayed.

If the item was not in the system's inventory, type your own description for this item on the two lines provided and press ENTER. The system will display :M for the item ID and the cursor will move to the quantity field.

Quantity

Specify the quantity needed of this item. If the item is in the system's inventory, the minimum, maximum, on order and on hand quantities will be displayed.

Price

For an inventory item, a default purchase price per unit of measure will be displayed. Press just ENTER to accept it, or specify any other cost.

The way the system selects the default purchase price for an item is this:

It first looks for the price of the item specified for the job on the PO (as set up in 7-1-1-12: Inventory Prices Per Job).

If not found, it will look for a vendor quote which has not expired for the vendor on the PO (as set up in 8-7-1: Vendor Quote by Item/Cost). Note that if a % mark has been entered in the Reference field, the Price entered in 8-7-1 is used as a percentage of the item's End Column Price to arrive at the purchase price.

If not found, it will look for a quote set up in 8-7-2: Vendor Quote by Group/Percent, where the "Product Code" entered in 8-7-2 equals digits 3 through 6 of the item's DCI code plus a dash (-) plus the item's Product Code (as entered in 8-1: Item Maintenance, Abbreviated Entry) (For example, if DCI: 1234567890 and Item product code: PRC, then the group or "product code" set up in 7-8-2 should be 3456-PRC). If found it will subtract the percentage specified in 8-7-2 from the item's End Column Price to arrive at the purchase price.

If not found, it will look for a quote set up in 8-7-2: Vendor Quote by Group/Percent, where the "Product Code" entered in 8-7-2 equals the item's Product Code (as entered in 8-1: Item Maintenance, Abbreviated Entry). If found it will subtract the percentage specified in 8-7-2 from the item's End Column Price to arrive at the purchase price.

If none of the above are found, it will set the price as specified in 13-8-12: Purchase Orders:

Inventory cost: Specified in 8-1 as Average Cost (abbreviated entry) or Unit Cost.

TS end column: Trade Service end column, specified in 8-1 as End Clm Cost (non-abbreviated entry).

Nothing: Price is set to zero (you have to enter it).

NOTE: Notice that the system will multiply the quantity times the price factored by the unit of measure, and display this extension under the price. The system will also display a running total of the PO on the bottom menu line item "Total =".

If you want to split the quantity on a line between different jobs and/or phases, or just want to assign a line to a specific job, phase and phase expense category or GL account/division, press F1 on the selected line and you may be prompted: NO ENTRIES Add?   Yes  . Press ENTER and the system will display this input screen as shown below :

SEQ

Each line is automatically assigned a number by the system.

QUANTITY

Initially, the quantity of the line you pressed F1 on will be suggested.
Change this number if you wish to split it between jobs/phases/expense categories/GL accounts/divisions. The quantities on this screen must add up to the quantity on the line you pressed F1 on before you may leave this screen.

JOB ID

Enter the ID [H] of the job to which you wish to assign this quantity.

PHASE ID

Enter the ID [H] of the phase to which you wish to assign this quantity.

CAT

Enter the phase expense category to which you wish to assign this quantity.

ACCT#

Enter the GL account number to which you wish to assign this quantity.

DIV

Enter the GL division to which you wish to assign this quantity, if applicable.

Press END when done with this screen.

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If you press F6 on a selected line, you'll be allowed to enter shipping data for that item. This may be used where an item is purchased for a job but is temporarily stored in your warehouse until the job is ready for it:

INHS DT

Date received or counted in house.

INHS QTY

In house quantity.

SHP DATE

Date the following quantity was shipped to the job.

SHP QTY

Quantity shipped to the job in this batch.

WHO SHP

Name or initials of the clerk who shipped it.

COMMENTS

Any comments.

Use the ARROW, PAGE, HOME and ENTER keys to update a line of this history of shipments. Press INS to add a line. Press END when done.


When you have entered all items for this PO, press END. The system will prompt:

Enter Freight (Shipping) charge :   0.00       Taxable (Y/N) :   NO  

If the shipping charge is known, type the amount here and press ENTER. If sales tax on shipping is applicable, type YES ENTER. If not press just ENTER. The system will now display the total for this PO and prompt:

Print PO now   NO  

If you do not want to print this PO, type NO ENTER. The system will then prompt:

Update receiving:   NO   

If you do not want to update receiving, press just ENTER and the system will return you to the first screen and prompt for another PO number.

If you want to update receiving, type YES ENTER and the system will transfer you to step 3-6: Receive Material to POs. Complete instructions for this procedure can be obtained by clicking the link.

If you do want to print this PO, just press ENTER.

You'll be prompted:

Print changes only:   No  

Answer Yes if you only want added (new) lines printed.

Print "Revision #" lines?   No  

Answer Yes if you want the "Revision # __ by _____ date time" lines printed on the PO.

Print line numbers?   No  

Answer Yes if you want the number of each item line printed on the PO.

The printer selection screen will now be displayed. Type the printer number and the number of copies and press ENTER to print the PO. The system will prompt:

Did purchase order print OK:   Yes  

If you need to reprint for any reason (such as the forms were not in the printer or the printer jammed), type No ENTER, select the printer again and reprint the PO. When the PO has properly printed, type YES ENTER. The system will prompt:

Print outstanding receiving report?   No  

Answer Yes if you want to print the PO for your receiving clerk in a format where you can write in quantities received next to each item.

Next you'll be prompted:

Update Receiving:   NO  

If you do not want to update receiving, press just ENTER and the system will return you to the first screen and prompt for another PO number.

If you want to update receiving, type YES ENTER and the system will transfer you to step 3-6: Receive Material to POs. Complete instructions for this procedure can be obtained by clicking the link.

When you are completely finished, the system will return you to the first screen and prompt for another PO number. Press ENTER again to exit this procedure and return to the #3: Purchase Order Main Menu.

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3-3 PO Review

This procedure allows you to review the status of a specified purchase order and the status of any invoices against that PO. This selection allows review of the PO without entry and may be used to allow personnel who do not have permission to create and edit POs to view them. This selection will display the following screen :

PO Number:

Type the PO number [H] you wish to review and press ENTER. If this is a valid PO number, the system will display all previously entered information.

Revision #:

The system keeps track of the number of revisions and displays that number here (0 is the original PO).

Date:

The original date of the PO.

Phase ID:

The phase of the job.

Acct/Div:

The general ledger account and division to debit for the purchase of the materials on this purchase order. This is blank if the normal account for the vendor was used.

Category C:

The expense category code for the material being purchased.

M = material
N or C = consumables
S = subcontract
H = overhead

E = equipment
O = other
B = burden
L = labor

NOTE: These category codes are specified by you in 7-1-1: Job Description Maintenance, on the fifth screen under this selection called phase expense categories. The categories listed above are typical, but are user-defined in 7-1-1.

Need by:

The date the material is needed on the job.

Frt Terms:

Freight terms are displayed here if entered.

PO Status:

If the PO has been printed, a P will be displayed here.

Vendor ID:

The vendor from which this material was ordered.
Job Number:
The job number for which this PO was created.

S.O. #:

If this PO was generated for a service order, the service order number will appear here.

Foreman:

The name of the job foreman.

Salesman:

The vendor salesman.

Pmt Terms:

Payment terms from this vendor.

Sales Tax:

The applicable sales tax ID and percentage for this PO.

PO Writer:

The person who prepared this PO.

Next Line:

Optional. This shows you the number of the next available description line on the PO.

PO Amount:

The original total of the PO before revisions.

Revised Am:

The total amount of the PO after all revisions.

Unbilled $:

The total amount of the revised PO, less any invoiced amounts.

If the system has no invoices for this PO, the screen will prompt, NO RECORDS FOUND PRESS <RETURN>, and will display the next screen when you press ENTER. If there are invoices against this PO, they will be displayed as shown above.

Use the ARROW, PAGE and HOME keys to view the invoice information as described below.

INV #

The invoice number for material billed against this PO.

DATE

The date of this invoice.

AMOUNT

The total amount of this invoice.

RET $

The retained amount, if any.

OPEN AMT

The amount still not paid on this invoice.

PMT DATE

If this invoice has been paid, the date of the check will appear here.

When you are finished viewing invoices, press END and the system will move to the next screen. This screen displays written requirements for the PO :

If there are more lines than will fit on the screen, use the ARROW, PAGE and HOME keys to view the additional lines.

When you are finished viewing description lines, press END and the system will move to the next screen. This screen displays the items ordered, their description and cost, and shows the number ordered and the number received. This screen is shown below :

You may use the ARROW, PAGE and HOME keys, as needed, to look through this list of items.

Press END and the system will prompt:

Print PO now

If you want to print this PO, type Yes and press ENTER. Otherwise just press ENTER.

Next you'll be prompted:

Print approval report:

If you want to print a checklist for shipping of items on the PO, listing each item with in-house quantity, shipping date, shipped quantity, and who the item was shipped by, as well as lines for the person receiving these items to sign, type Yes and press ENTER.

Next, the system will return you to the first screen and prompt for another PO number.

When you are finished in this area, press ENTER again and you will return to the #3: Purchase Order Main Menu.

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3-4 Batch PO Printing

This procedure prints purchase orders entered but not previously printed.
Selecting this procedure will first prompt:


Enter user ID to print OR leave BLANK for ALL:

Normally each user prints his or her batch of POs, but you can blank out the user ID (press space bar or F8) to print all unprinted POs for all users. Press ENTER.

Also print Revised POs?

Type No if you do not want revised POs to print. Press ENTER.

Print changes only? No

Answer Yes if you only want added (new) lines printed.

Print "Revision #" lines?   No  

Answer Yes if you want the "Revision # __ by _____ date time" lines printed on the PO.

Print line numbers?   No  

Answer Yes if you want the number of each item line printed on the PO.

The printer selection screen will now be displayed. Type the printer number and the number of copies and press ENTER to print the PO. The system will prompt:

Did purchase orders print OK:   Yes  

If you need to reprint for any reason (such as the forms were not in the printer or the printer jammed), press ENTER, select the printer again and reprint the POs. When the POs have properly printed, type YES ENTER. The system will then prompt:

Print outstanding receiving report?   No  

Answer Yes if you want to print the PO for your receiving clerk in a format where you can write in quantities received next to each item.

The system will display Updating Purchase Orders and change the status on the POs to show that they have been printed and return you to the #3: Purchase Order Main Menu.

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3-5 Date Maintenance

This selection allows you record dates to track outstanding POs through the submittal and approval process by the general contractor. These dates allow the preparation of reports in step 3-9: Submittal Reports and the report "List POs by report date" in step 3-10-3.

The system will display the following input screen :

Enter PO number

Type the PO number for the purchase order for which you wish to input tracking dates. If this is a valid PO number, the system will display the vendor ID and Job ID previously entered for this PO.

You may now input one or more tracking dates pressing ENTER after each as described below:

Requested date = Date manufacturers' specifications requested from vendor
Submittal date     =     Date specifications were submitted to general contractor
Receive date     =     Date approved submittal received back from general contractor
Report date     =     This is a date you may specify for any reason which will cause this PO to be listed on a report "List POs by report date" in step 3-10-3.

After the report date, press ENTER and the screen will prompt you for another PO number. When you want to exit this area, press ENTER again and the system will return you to the #3: Purchase Order Main Menu.

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PO PROCESSING


PO processing provides for recording the receipt of the materials ordered, keeping track of the various invoices which may be associated with each PO. The purchase order is marked with the receipt of the items and a list of received items is made. After review, this list of received items is used to update inventory on-hand quantities as well as the costs. The new item's cost may be averaged with the cost of the same items already on hand, replace the old item cost or the cost may be left alone.


3-6 Receive Material to POs

This procedure provides for recording the receipt of the materials ordered on a purchase order. As materials are received, the individual items are marked as received on the purchase order. This selection will display the following input screen :

Enter PO number:

Type the purchase order number for which items have been received and press ENTER. If this is a valid PO number, the PO date, job ID, phase/cost center, general ledger account/division, and vendor ID will be displayed from information entered in the original PO.

Receiving date:

Specify the date on which the items were received.

Cost update option:

Specify the method for updating the cost of the new items with the cost of the old items already in inventory.

A = Average the old and new costs
O = Leave the old cost alone (FIFO)
N = Replace the old cost with the new cost (LIFO)

Invoice number:

Type the invoice or packing list number from which these items are being recorded as received on the PO.

Are these entries correct:   YES  

If you need to make changes or corrections, type NO ENTER and go back and type in the correct information. When all data are correct, type YES ENTER. The system will display a second screen with the list of items, including the previously received quantity as follows :

The system will display in the header information, the PO number, Job ID, Phase/cost center, Vendor ID, the original and current PO amount and the PO balance.

Original PO amount:

The original total of the PO before revisions.

Current PO amount:

The total amount of the PO after all revisions.

PO balance (OPEN):

The total amount of the revised PO, less any invoices received. This is the amount left to be invoiced.

The system will also display the following information from data previously entered:

LINE

The PO line number for this item.

QTY ORD

The total quantity of this item ordered.

PREV REC

The quantity of this item received previously and recorded in PO receiving.

DESCRIPTION/QUALIF

This is a complete description of this item.

UOM

Unit of measure for this item.

EXT:

Ordered quantity times cost factored by the unit of measure.

Use the ARROW and PAGE keys to move to the line item you wish to update, and press ENTER. You may now enter the cost and the amount received. If all items were received, press F1.

NOTE: Entry may be facilitated with the F1 (all) function even if all items have not been received. When you use the F1 (all) function, the system will indicate that all the items have been received in full. You may then go back and mark exceptions to quantity or cost as required.

COST

The system will display the cost per unit of measure as recorded on the purchase order. You may change this cost figure now if the invoice amount is different.

CUR REC

This is the quantity received now on this invoice or packing list.

EXT

The system will calculate CUR REC times COST. Note the running total for items received on the PO in the lower right hand corner of the screen.
When you have finished entering this invoice, press END. The system will prompt:

Close this PO:   NO  

Closing the PO allows no more revisions or orders on that PO and allows no more receiving on that PO. Normally you would not close this PO until all items have been received. After receiving is complete, the purchase order may be marked as closed. This implies that the items marked as received are all that will be received; any missing items will not be shipped. The purchase order value will be revised to reflect any canceled items.

CAUTION: Be sure you don't close a PO until you are really ready to do so. Once a PO is closed, it cannot be reopened.

If you are really ready to close this PO, type YES ENTER and the system will move back to the first screen and prompt you for another PO number.

If you do not want to close this PO, press just ENTER and the system will move back to the first screen and prompt you for another PO number.

When you are finished in this area, press ENTER again and the system will return you to the #3: Purchase Order Main Menu.

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3-7 Print Receiving Report

This procedure prints the items received which are not yet updated to inventory, and item usage history. This report will allow you to verify the items received before inventory is updated.

Selecting this procedure will display the printer selection screen. Type the printer number and the number of copies and press ENTER. Your report will now be printed and you'll be prompted:

Did receiving report print ok?   Yes  

If the report printed ok, just press ENTER. Otherwise type No and press ENTER to reprint it.

Next you'll be prompted for the printer number and number of copies on which to print the receiving checkoff list. If you don't need this list, just print it to the printer trash.

When this has printed, the system will return you to the #3: Purchase Order Main Menu.

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3-8 Update Material Received

This procedure updates all received items to inventory, and to an item usage history. The system will first prompt:

This step updates inventory Counts/Costs Proceed (Y/N):     ?

Type NO ENTER to cancel this procedure with no action.

If you have reviewed the receiving report in 3-7 and are ready to proceed, type YES ENTER and the material received will be updated. The system will then return to the #3: Purchase Order Main Menu.

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3-9 Submittal Reports

These procedures print reports which allow you to track the status of POs through the process of requesting manufacturers' specifications from the vendor, submitting the specifications to the general contractor, and receiving the approved submittals back from the general contractor.

The dates to produce these reports are maintained in 3-5: Date Maintenance as follows:

Requested date     =     Date manufacturers' specifications requested from vendor
Submittal date     =     Date specifications were submitted to general contractor
Receive date     =     Date approved submittal received back from general contractor
Report date     =     Does not apply in this section

As the PO goes through these submittal and approval steps these dates are entered in step 3-5: Date Maintenance. These dates govern which POs will appear on the three reports in this section as follows:

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3-10 Print PO Reports

This procedure is used to print or display lists of purchase orders in various categories. This selection will display a menu of purchase order reports as follows:

When you choose one of these selections you'll first be prompted:

Print or Display

Type P to print or D to display and press ENTER. If you select Display, you'll be able to scroll up and down through all selected POs, and to further scroll up and down through the item lines and invoices for the PO, by pressing ENTER and F1 respectively.
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Beginning job ID to list
Ending job ID to list

Specify the range of job IDs you wish to print pressing ENTER after each. If you want to print all jobs, leave both fields blank. If you want to print just one job, put that job ID in both fields.

Beginning phase
Ending phase

Specify the range of phase IDs you wish to print pressing ENTER after each. If you want to print all phases, leave both fields blank. If you want to print just one phase, put that phase ID in both fields.

Beginning Vendor ID
Ending Vendor ID

Specify the range of vendor IDs you wish to print pressing ENTER after each. If you want to print for all vendors, leave both fields blank. If you want to print for just one vendor, put that vendor ID in both fields.

Print only POs with open $?   YES  

Type NO ENTER to print all outstanding POs. Type YES ENTER to print only the POs with open dollar amounts.

Category to print (blank for all)

If you only want to print POs for one phase expense category, enter it here.
Press ENTER.

Print PO description/comments (Print only)

Type Yes if you want the descriptions lines on POs printed.

Print PO line items

Type Yes if you want the line items of POs to be printed.

If you answered Yes to Print PO line items, you'll be prompted:

Job/Phases from PO Header or Line?

Normally select Header, unless you have split PO line items between jobs and/or phases. In that case, press L to primarily get the job and phase from the individual PO lines.

Selections correct?   YES  

Type NO ENTER if you need to go back and make changes. When the entries are correct, type YES ENTER.

Depending on whether you selected Display or Print, the POs will either be displayed on the screen for you to scroll through, or the printer selection screen will now be displayed. Type the printer number and the number of copies and press ENTER. Your report will be printed and the system will return you to the 3-10: Print PO Reports Menu.

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Beginning report date to list
Ending report date to list

Specify the range of report dates you wish to print pressing ENTER after each. If you want to print all report dates, leave both fields blank. If you want to print just one report date, put that report date in both fields.

Print only POs with open $?   YES  

Type NO ENTER to print all outstanding POs. Type YES ENTER to print only the POs with open dollar amounts.

Category to display (blank for all) (display only)

If you only want to display POs for one phase expense category, enter it here.
Press ENTER.

Selections correct?   YES  

Type NO ENTER if you need to go back and make changes. When the entries are correct, type YES ENTER.

Depending on whether you selected Display or Print, the POs will either be displayed on the screen for you to scroll through, or the printer selection screen will now be displayed. Type the printer number and the number of copies and press ENTER. Your report will be printed and the system will return you to the 3-10: Print PO Reports Menu.

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Beginning report date to list
Ending report date to list

Specify the range of report dates you wish to print pressing ENTER after each. If you want to print all report dates, leave both fields blank. If you want to print just one report date, put that report date in both fields.

Print only POs with open $?   YES  

Type NO ENTER to print all outstanding POs. Type YES ENTER to print only the POs with open dollar amounts.

Category to display (blank for all) (display only)

If you only want to display POs for one phase expense category, enter it here.
Press ENTER.

Selections correct?   YES  

Type NO ENTER if you need to go back and make changes. When the entries are correct, type YES ENTER.

Depending on whether you selected Display or Print, the POs will either be displayed on the screen for you to scroll through, or the printer selection screen will now be displayed. Type the printer number and the number of copies and press ENTER. Your report will be printed and the system will return you to the 3-10: Print PO Reports Menu.

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Beginning job ID to list
Ending job ID to list

Specify the range of job IDs you wish to print pressing ENTER after each. If you want to print all jobs, leave both fields blank. If you want to print just one job, put that job ID in both fields.

Beginning Vendor ID to list
Ending Vendor ID to list

Specify the range of vendor IDs you wish to print pressing ENTER after each. If you want to print for all vendors, leave both fields blank. If you want to print for just one vendor, put that vendor ID in both fields.

Enter department ID to list

Enter the ID of the department for which you want to list POs and press ENTER. This can not be left blank.

Print only POs with open $?   YES  

Type NO ENTER to print all outstanding POs. Type YES ENTER to print only the POs with open dollar amounts.

Category to print (blank for all) (display only)

If you only want to print POs for one phase expense category, enter it here.
Press ENTER.

Selections correct?   YES  

Type NO ENTER if you need to go back and make changes. When the entries are correct, type YES ENTER.
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Beginning report date to list
Ending report date to list

Specify the range of report dates you wish to print pressing ENTER after each. If you want to print all report dates, leave both fields blank. If you want to print just one report date, put that report date in both fields.

Print only POs with open $?   YES  

Type NO ENTER to print all outstanding POs. Type YES ENTER to print only the POs with open dollar amounts.

Category to display (blank for all) (display only)

If you only want to display POs for one phase expense category, enter it here.
Press ENTER.

Selections correct?   YES  

Type NO ENTER if you need to go back and make changes. When the entries are correct, type YES ENTER.

Depending on whether you selected Display or Print, the POs will either be displayed on the screen for you to scroll through, or the printer selection screen will now be displayed. Type the printer number and the number of copies and press ENTER. Your report will be printed and the system will return you to the 3-10: Print PO Reports Menu.

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Beginning report date to list
Ending report date to list

Specify the range of report dates you wish to print pressing ENTER after each. If you want to print all report dates, leave both fields blank. If you want to print just one report date, put that report date in both fields.

Print only POs with open $?   YES  

Type NO ENTER to print all outstanding POs. Type YES ENTER to print only the POs with open dollar amounts.

Category to display (blank for all) (display only)

If you only want to display POs for one phase expense category, enter it here.
Press ENTER.

Selections correct?   YES  

Type NO ENTER if you need to go back and make changes. When the entries are correct, type YES ENTER.

Depending on whether you selected Display or Print, the POs will either be displayed on the screen for you to scroll through, or the printer selection screen will now be displayed. Type the printer number and the number of copies and press ENTER. Your report will be printed and the system will return you to the 3-10: Print PO Reports Menu.

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Beginning report date to list
Ending report date to list

Specify the range of report dates you wish to print pressing ENTER after each. If you want to print all report dates, leave both fields blank. If you want to print just one report date, put that report date in both fields.

Print only POs with open $?   YES  

Type NO ENTER to print all outstanding POs. Type YES ENTER to print only the POs with open dollar amounts.

Category to display (blank for all) (display only)

If you only want to display POs for one phase expense category, enter it here.
Press ENTER.

Selections correct?   YES  

Type NO ENTER if you need to go back and make changes. When the entries are correct, type YES ENTER.

Depending on whether you selected Display or Print, the POs will either be displayed on the screen for you to scroll through, or the printer selection screen will now be displayed. Type the printer number and the number of copies and press ENTER. Your report will be printed and the system will return you to the 3-10: Print PO Reports Menu.

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Beginning report date to list
Ending report date to list

Specify the range of report dates you wish to print pressing ENTER after each. If you want to print all report dates, leave both fields blank. If you want to print just one report date, put that report date in both fields.

Print only POs with open $?   YES  

Type NO ENTER to print all outstanding POs. Type YES ENTER to print only the POs with open dollar amounts.

Category to display (blank for all) (display only)

If you only want to display POs for one phase expense category, enter it here.
Press ENTER.

Selections correct?   YES  

Type NO ENTER if you need to go back and make changes. When the entries are correct, type YES ENTER.

Depending on whether you selected Display or Print, the POs will either be displayed on the screen for you to scroll through, or the printer selection screen will now be displayed. Type the printer number and the number of copies and press ENTER. Your report will be printed and the system will return you to the 3-10: Print PO Reports Menu.

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Job ID to list

Specify the job ID of the job for which you want to list materials and press ENTER.

Markup multiplier

If you want to mark up the item costs, change the multiplier.

Markup all PO costs or just material

Type A if you want to mark up all items.

Labor rate

Enter the rate to be used to calculate labor costs.

Display only POs with open $? (display only)

Type NO ENTER to print all outstanding POs. Type YES ENTER to print only the POs with open dollar amounts.

Category to print (blank for all) (display only)

If you only want to print POs for one phase expense category, enter it here.
Press ENTER.

Selections correct?   YES  

Type NO ENTER if you need to go back and make changes. When the entries are correct, type YES ENTER

Next select the catergories to report.

Depending on whether you selected Display or Print, the POs will either be displayed on the screen for you to scroll through, or the printer selection screen will now be displayed. Type the printer number and the number of copies and press ENTER. Your report will be printed and the system will return you to the 3-10: Print PO Reports Menu.

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3-11 Delete POs

These procedures allow you to delete a specified PO, or a series of POs by job or date. This selection will display the following menu screen:

If this is not the correct PO, press just ENTER and the system will prompt for another PO. When you are sure you wish to delete the displayed PO, type YES ENTER. The system will delete this PO and then prompt for another PO. Press ENTER again and the system will return you to the 3-11: Delete POs Menu.

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Enter job number <RET>=ALL:

Specify the job ID for the POs you wish to delete. If you press just ENTER you will delete all specified POs.

Enter cutoff date:

Specify the cutoff date before which you wish to delete POs for this job. If you leave this blank by pressing just ENTER, you will delete all specified POs through today's date.

Delete closed POs only:

Press just ENTER if you wish to delete all specified POs. Type YES ENTER if you wish to delete just specified closed POs.

Print audit list (Y/N):

This will print a report listing the POs you are deleting by PO, date, and job ID. Type YES ENTER if you wish to print this report.

Are entries correct:

Press just ENTER if you need to change any of these fields. When you are ready to continue, type YES ENTER, and you'll be prompted:

CONTINUE (Y/N):       ?

This will allow you to exit this procedure at this point without deleting anything. If you wish to continue, type YES ENTER. If you specified for the system to print an audit list, the system will now display the printer selection screen. Type the printer number and the number of copies and press ENTER. The POs will now be deleted and the audit list will be printed.

When these procedures have been completed the system will return you to the 3-1:1 Delete POs Menu.

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3-12 Invoice Control/Log

This selection will display the following menu:

Date for this log

Specify the date for this report. This date is merely used to title the report.

Purchase order #

Specify the purchase order number [H] for which the list of invoices is to be printed.

Correct ?   YES  

Type NO ENTER if you need to change any information in these two fields.
Type YES ENTER when you are ready to continue. Your invoice log will be printed and the system will return you to the #3 Purchase order main menu.
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Invoice #

Specify the invoice number for which you wish to change the PO association.

Vendor ID

Specify the vendor ID for the invoice number you have specified. If you have specified a valid invoice number for this vendor, the system will display the invoice amount and then display another box with three PO fields.

PO number

If a PO number was assigned to the specified invoice, that PO number will now be displayed along with the amount and the open balance of the PO.

If a PO number was not assigned to the specified invoice, you may now type a PO number if desired. If this is a valid PO number, the amount and open balance will be displayed.

If a PO number was assigned to the specified invoice and you wish to change it to another PO number, simply type the other PO number and press ENTER. If this is a valid PO number, the amount and open balance will be displayed.

If a PO number was assigned to the specified invoice and you wish to disassociate this invoice with any PO, simply blank out the PO number by hitting the space bar and press ENTER.

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3-13 Reorder Processing

Steps 1 through 4 on this menu can be used to facilitate creation and printing of purchase orders based on recent item usage. Step 1 creates reorder records, which may be edited in step 2, listed in step 3 and used in step 4 to automatically create and print purchase orders. Step 1 makes use of vendor quotes as entered in 8-7: Vendor Quote Processing. The vendor with the lowest quote is automatically selected.

Note: Only one user at a time should be doing steps 3-13-1 through 3-13-4, as all existing reorder records will be deleted and new ones created when doing step 3-13-1, thus losing any work done in 3-13-2. Other users can do steps 3-13-2 and 3-13-3 in a coordinated effort of editing reorder selections before step 3-13-4 is finally done.

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Inventory ID:

Enter a valid inventory ID or leave blank for the main (stock) inventory. Press ENTER.

Beginning Item ID:
Ending Item ID
:

Enter a range of items to list or leave blank for all items.

Low usage quantity limit:

Two asterisks (**) will be printed on the report after each item where the average usage is at or below this limit.

Use Inventory minimum quantity or Average usage?

Type I if you want the "suggested purchase quantity" on the report to be taken from the item's Minimum Quantity as set in 8-1: Item Maintenance, rather than the calculated average monthly usage. Press ENTER.

Average monthly usage based on usage from 04/01/2001 to 06/30/2001

Change the date range, as needed, to be used to calculate average monthly usage for an item. The default is the previous three months.

If you selected Average usage above, you'll be allowed to update the following three prompts:

Minimum purchase quantity: 100.00 % of average

Enter the percentage to be used to calculate the "suggested minimum purchase quantity" column. The default is 100% of the average monthly usage quantity.

Suggested purchase quantity: 125.00 % of average

Enter the percentage to be used to calculate the "suggested purchase quantity" column. The default is 125% of the average monthly usage quantity (1.25 x average usage).

Change Minimum Quantity in inventory
to Suggested purchase quantity?

If you answer Yes here, the Minimum Quantity in the inventory will be changed to the "suggested purchase quantity" calculated while running this report. Warning: This will overwrite any value previously entered for each item in 8-1: Item Maintenance.

Proceed? (Y/N/E)

If you are sure that want to delete all existing reorder selections and generate new ones as specified in the above entries, type Y and press ENTER. If you want to leave this procedure without changing any data, type N or E and press ENTER and you'll be returned to the 3-13: Reorder Processing Menu.

Next you'll be prompted with the printer selection screen and processing and printing will begin.

Each item will be listed, showing item ID, description, cost unit of measure, standard package count (if 0, it will be shown as 1), quantity on hand, quantity on order, average monthly usage, suggested minimum purchase (or inventory minimum) and suggested order quantity. It will also list up to three vendors with quotes for an item and note if average monthly usage is at or below a specified limit per month.

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Starting P.O. Number:

Type the number for the first purchase order, unless the system has been set to automatically generate purchase order numbers. This will assign 5 digit PO numbers.

The system will automatically assign 5 digit PO numbers if Sequentially Number PO's has been set to Yes in 13-8-12. Otherwise it will assign PO numbers from the job on the PO, as set up for the job in 7-1-1: Job Description Maintenance:

J001 = Consecutively numbers within jobs starting with 001, e.g. STOCK-001
P1 = Consecutively numbers within job phases starting with 1, e.g A1.
Blank = Consecutively assigns 5 digit PO numbers, starting with the one you enter.

P.O. Order Date:

Press ENTER to accept the suggested date or change the date and press ENTER.

Date needed:

Press ENTER to accept the suggested date or change the date and press b.

Inventory ID:

Press ENTER to accept the suggested inventory or change to another valid inventory [H] or blank for the main (STOCK) inventory and press ENTER. If you do change this, the whole screen will be displayed again with the default values that apply to the selected inventory.

Phase ID:

Press ENTER to accept the suggested phase or change to another valid phase ID [H] for the selected inventory and press ENTER.

Phase expense category:

Press ENTER to accept the suggested phase or change to another valid phase expense category and press ENTER. Valid choices are L, M, N, C, E, S, O, B, O and H.

Department (sales type):

Press ENTER to accept the suggested sales type or change to another valid sales type [H] and press ENTER. The default comes from the job's (inventory) sales type (department).

GL account/division:

The general ledger account to debit for the purchase of the materials on these purchase orders. Press ENTER to accept the suggested GL account number and division or change to another valid GL account number [H] and division [H], as applicable.

Sales tax ID:

Press ENTER to accept the suggested sales tax ID or change to another valid sales tax ID [H] and press ENTER.

Payment terms:

Optional, the payment terms to be printed on the PO.

FOB point:

Specify your freight terms for this purchase order or leave blank.

Foreman/Ordered by:

Optional.

Ship via:

Specify any shipping instructions.

Ship to

The address where you want these materials shipped. Press ENTER to accept the suggested address or change as needed and press ENTER.

Entries Correct? (Y/N/E):

If you want to go back and correct any of the above entries type N and press ENTER.
To start creating POs, type Y and press ENTER.
To leave this procedure at this point without creating POs, type E and press ENTER.

Provided you entered valid answers above, you'll next be shown how many purchase orders will be created with the following prompt:

If you do not want to create and print purchase orders, type N or E and press ENTER.
If you want to create and print purchase orders, type Y and press ENTER.

Next you'll be prompted:

Enter user ID to print OR leave BLANK for ALL:

Press ENTER to accept the suggested answer.

Print line numbers? No

Answer Yes if you want the number of each item line printed on the PO.

The printer selection screen will now be displayed. Type the printer number and the number of copies and press ENTER to print the PO. The system will prompt:

Did purchase orders print OK:   Yes  

If you need to reprint for any reason (such as the forms were not in the printer or the printer jammed), type No ENTER, select the printer again and reprint the POs. When the POs have properly printed, type YES ENTER. The system will then prompt:

Print outstanding receiving report?   No  

Answer Yes if you want to print the PO for your receiving clerk in a format where you can write in quantities received next to each item.

The system will display Updating Purchase Orders and change the status on the POs to show that they have been printed and return you to the 3-13: Reorder Processing Menu.

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Inventory:

Enter the ID of the inventory you want to run the report on, or leave blank for the STOCK or main inventory.

You may select to print the report ordered by one of these four choices:

Sort by Item ID? yes
Sort by Local Item? no
Sort by Item Description? no
Sort by DCI? no

You may select to limit the report to one or more of these ranges:

Limit by Item ID range? no
Limit by Local Item ID range? no
Limit by Item Description range? no
Limit by DCI range? no

Answering Yes to one or more of these will subsequently prompt you for the beginning and ending values for the range(s):

Beginning item ID:
Ending item ID:

Beginning local item ID:
Ending local item ID:

Beginning item description:
Ending item description:

Beginning item DCI:
Ending item DCI:

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3-14 P.O. Note Maintenance

This selection allows you to build a library of notes or messages (such as: "24 hour delivery notice required") which you may insert in your purchase orders during 3-1 PO Entry or 3-2 PO Revision. These notes are assigned a two character ID which is then entered as required, saving the time of typing each note. This selection will display the following input screen :

Enter P.O. Note ID:

Type a two character ID here.

If this is a new ID, the system will prompt:

NO ENTRIES ADD:   YES  

Type NO ENTER if you have entered the wrong ID or you wish to get out of this area. Type just ENTER to continue. The system will display an area in a box for entering notes as shown above.

If this is an existing note ID, the system will display the previously entered note lines in the input box.

Line#

Each line is consecutively numbered starting with #1.

Description

Type your message or description here and press ENTER.

Use the ARROW, PAGE, HOME, ENTER, INS and DEL keys to update, add and delete lines.
When you are finished, press END and the system will prompt you for another PO note ID.

To exit this area, press ENTER and the system will return you to the #3: Purchase Order Main Menu, after asking if you want to print the notes.

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3-15 Zero Balance Open

This procedure allows you to close out a purchase order for which all material has been received, but still has an invoiced balance. This procedure will change the open amount to zero and this PO will no longer be reported under the committed column on the job cost report. This selection will display the following input screen :

PO number

Type the PO number for which you wish to change the open balance to zero. If this is a valid PO number, the system will display all previously entered data in the remaining fields. The system will prompt:

Correct PO:   YES  

Type NO ENTER if you have chosen the wrong PO or you wish to exit this procedure. The system will prompt you for another PO number.

Type YES ENTER if this is the correct PO and you wish to continue.

The system will prompt:

Are you sure?   NO  

Once this PO is zeroed out it cannot be reopened. If you are not sure, press just ENTER to abort this procedure. If you are sure, type YES ENTER. The PO will be zeroed out and the system will prompt for another PO. Press ENTER again to return to the #3: Purchase Order Main Menu.

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© 2001 SI Systems, Inc.
2323 Belleair Road
Clearwater, FL 33764
800/422-2277, 727/531-0669
Fax: 727/536-8858