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1. No attempt has been made to print or send the purchase order x At least one of the operations print or send has failed JS One of the operations was successfully completed None have failed di Both the print and send operations were successfully completed 18 PURCHASE ORDERS Deleting Purchase Orders To delete a purchase orders select Form Delete from the menu Edit Report Tools view Windc Create Open Ctrl 0 Close Delete Supplier Sheet Print Send Ctrl P or 5 Print Preview Print Setup The following dialog will be displayed Delete Forms Delete Selected Delete All Form Type Purchase Order X s 3 1 4 s20 3 Zine Plated Bolt 93114444512 s 1 5 8 x15 2 Zinc Plated Bolt 942201231 FE 2 01 16 04 Peter Strouse a 1 01 16 04 Steven Strouse Select Purchase Order for the Form Type All existing purchase orders will be displayed in the list To display the vendors associated with a purchase order click on the next to the order number If the purchase order has been printed and or sent to a particular vendor the words printed and or sent will appear next to the vendor name To delete a particular purchase order click on the order number in the list then click the Delete Selected button A confirmation dialog will appear to insure that you don t accidentally delete a purchase order that you intended to keep If you answer yes in the confirmation dialog the purchase order will
2. Project If you wish to associate your purchase order with a particular project select it from this combo box Projects can be added changed or deleted by selecting Edit Databse from the menu and selecting the Project tab Show Cost On Printed Purchase Order If you check this box then PAL will show the cost of each product or service on the printed purchase order Doing this may serve as a reminder to the vendor that you had agreed upon a cost for each product perhaps via a request for quotation If you don t include cost on your purchase order then the vendor will probably use the latest pricing Show Cost On Sent Purchase Order If you check this box then PAL will show the cost of each product or service on the purchase order that is sent to the vendor Doing this may serve as a reminder to the vendor that you had agreed upon a cost for each product perhaps via a request for quotation If you don t include cost on your purchase order then the vendor will probably use the latest pricing Show Date Required On Printed Purchase Order If you check this box then PAL will show the date you require your products or services on the printed purchase order If you don t include the date required on your purchase order then you leave it up to the vendor s discretion to decide when your order will be filled and shipped Show Date Required On Sent Purchase Order If you check this box then PAL will show the date you require your products
3. Order E Date o 730 04 Requested By Steven Strouse e Selected Vendors All Vendors Print Send Abort Vendor Printed Printed When X McMaster Carr Yes 01 30 04 09 32 04 Failed To print send a purchase order to all vendors select the All Vendors radio button then press either the Print or Send button Please note that if you have multiple vendors associated with a purchase order each vendor will receive only that portion of the purchase order that pertains to the vendor To print send a purchase order to specific vendors select the Selected Vendors radio button click on each of the desired vendors in the list then press the Print or Send button Before any attempts have been made to print or send a purchase order the Printed and Sent columns in the list showing the vendors will both contain the word No the When columns will be blank and there will be a blank space before the name of each vendor If a print or send operation is successfully completed for a vendor the word Yes and the date and time the operation was completed will appear in the appropriate columns in the list If a print or send operation fails the word Failed will appear in the Printed or 17 PURCHASE ORDERS Sent column and the When column will remain blank To the left of the vendor name an icon will be displayed that enables you to see at a glance the status of the purchase order for that vendor The icons are described below
4. 2 Choose the reporting period by selecting a date in the From and To calendar controls 3 Choose the request for quotation fields that you wish to have included in the report The list control labeled Select Columns to include on Report contains the names of a number of the key request for quotation fields with a checkbox beside each one To select a field for inclusion in your report simply click on the checkbox next to the field s name The order in which you select each field will determine the order of the columns in your report If you make a mistake and accidentally check a field that you don t wish to include on the 30 REPORTS o1 report simply uncheck it If you want to change the order of the columns simply press the Clear Selections button and start over Choose your report constraints by selecting from the various combo boxes to the right of the field list If all of the combo boxes contain the word All then the report you generate will contain the selected fields from all of the requests for quotation in the selected time period To further illustrate how this works suppose that you wish to see the selected fields from only those quotes where fasteners were quoted from McMaster Carr You would select fasteners in the Category combo box and McMaster Carr in the Vendor combo box All other combo boxes would contain the word All Choose which of the fields will be used to sort the items on the report
5. Account Number 47 Arrange Icons 62 Auto Backup 58 backup 54 Cascade 61 category 15 check box 64 combo box 64 confirm password 50 contract 3 Contract Law 3 Create Open Form 57 credit card account number 47 card type 47 company 47 expiration date 47 label 47 name on 47 database 5 37 38 51 backing up 54 edit companies 42 add company 42 delete company 43 filling in form 43 update company 42 edit credit cards 46 add credit card 46 delete credit card 47 filling in the form 47 update credit card 46 edit other 53 add a string 53 delete a string 53 edit products 38 add product 38 51 delete product 38 51 filling in form 39 52 update product 38 51 edit ship to addresses 44 add address 44 delete address 45 filling in form 45 update address 44 edit users 48 add user 48 change access 49 delete user 49 filling in the form 50 update user 48 edit vendors 40 add vendor 40 delete vendor 40 filling in form 41 update vendor 40 editing 37 restoring 55 Database 60 Delete Vendor Sheet 57 edit box 64 Edit Database 57 Edit Menu 60 Database 60 Exit 59 Fax Number 6 File Menu 58 Auto Backup 58 Exit 59 Make Backup 58 Restore Backup 58 Switch User Company 58 FOB 11 64 Form Menu 59 Close 59 Create Open 59 Delete 59 Delete Vendor Sheet 59 Print Preview 59 Print Setup 59 Print Send 59 forms 6 8 48 53 Glossary 64 Help
6. Fenton 63162 Cuba Missouri 64264 Caka Se aa Daty DREES When you are finished previewing the request for quotation simply click the Close button to close the window 25 REQUESTS FOR QUOTATIONS PrintingSending Your Request for Quotation To print and or send your request for quotation select Form Print Send from the menu or click the Print Send toolbar button Edit Report Tools View Winda Create Open Ctrl O0 Close Delete Supplier Sheet Print Send Ctrl P or S Print Preview Print Setup Delete A dialog will be displayed that shows some information about the request for quotation its print send status and a message box that displays information about any Operation in progress Print Send Request for Quotation RFO fi Date 0 16 04 Requested By Steven Strouse Vendor Name McMaster Car i Print Status No Last Printed Close WI Send Send Status we Last Sent Abort a To print the request for quotation simply click on the Print button If the printing operation succeeds the Print Status box will display Yes and the Last Printed box will display the date and time the request was printed To send the request for quotation to the specified vendor simply click the Send button If the send operation succeeds the Send Status box will display Yes and the Last Sent box will display the date and time the request was sent If either the print or send operation fails its
7. Purchase Orders or Requests for Quotation Print Setup This menu function presents a standard Windows printer properties dialog allowing you to change such things as paper layout etc Delete Use this menu function to delete purchase orders or requests for quotation from the database For more information click one of the following Purchase O rders or Requests for Quotation 59 MENUS Edit Menu Report Tools View Database Ctrl D Database Use this menu function to edit products vendors companies ship to addresses credit cards users projects and other information stored in the database For more information on editing the database see Section 7 Report Menu See Section 6 for more information on how to create reports Quote Part Vendor User Order Use this menu function to create purchase order reports Quote Use this menu function to create request for quotation reports Part Use this menu function to create listings of the parts contained in your database Vendor Use this menu function to create listings of the vendors contained in your database User Use this menu function to create listings of the users contained in your database 60 MENUS Tools Menu Tools view Window Help Item Catalog Ctrl I Item Catalog Use this menu function to open the Item Catalog The Item Catalog provides a convenient way for you to add items to a purchase ord
8. REPORTS Perform the following steps to finish creating your parts report 1 Type the title of your report in the Report Title edit box If you leave this field blank your report will be titled Vendor Report 2 Choose the vendor fields that you wish to have included in the report The list control labeled Select Columns to include on Report contains the names of a number of the key vendor fields with a checkbox beside each one To select a field for inclusion in your report simply click on the checkbox next to the field s name The order in which you select each field will determine the order of the columns in your report If you make a mistake and accidentally check a field that you don t wish to include on the report simply un check it If you want to change the order of the columns simply press the Clear Selections button and start over 3 Choose your report constraints by selecting from the various combo boxes to the right of the field list If all of the combo boxes contain the word All then the report you generate will contain the selected fields from all of the vendors in the database To further illustrate how this works suppose that you wish to see the selected fields from all the vendors in the database that are located in Missouri You would select Missouri in the State Region combo box All other combo boxes would contain the word All 4 Choose which of the fields will be used to sort the items on the report
9. After a purchase order has been offered and accepted and it meets the criteria of a legally binding contract the next phase is contract performance Performance is the act of actually completing the deal according to the terms given in the contract Both parties must live up to their end of the bargain if the contract is to have closure In other words until both parties have properly performed under the contract the contract remains open Though purchase orders created by Purchase Agent Lite generally satisfy the Mutual Assent criteria of a binding contract it might be wise to establish a Mutual Agreement or a Buyer Supplier contract with your vendors before initiating purchases You may want to state in your agreement by what financial means payments are to be made when they are to be made and how issues of returns partial orders and defects are to be dealt with Additionally you may want to state how price increases not established or known beforehand should be handled By having such an agreement or contract you may avoid misunderstandings that can cost you time money and possible litigation This section on contract law was included as a courtesy and as a reminder that purchasing goods and services has legal implications It was not written by lawyers and should not be your sole source of information regarding contract law Rights as a buyer or purchasing agent will most likely vary from state to state We advise you to see
10. Form below 2 Click the Add button at the bottom of the form After you click the Add button the list will be updated and the product will show up under the appropriate category or vendor Update a Product To update product information perform the following steps 1 Select the product from the list on the left side of the form The boxes on the right side of the form will be filled in with the product information 2 Change the appropriate information in the boxes on the right of the form 3 Click the Update button at the bottom of the form Delete a Product To delete a product from the database perform the following steps 1 Select the product from the list on the left side of the form 2 Click the Delete button at the bottom of the form 3 Click the Yes button in the confirmation dialog 38 THE DATABASE Filling in the Product Form For all of the boxes except the Category and Vendor boxes simply click in the box and begin typing For the Category or Vendor boxes simply click on the down arrow next to the box then make a selection from the list If the desired entry is not in the list then type it in the box When you are finished entering information for one field press the Tab or Enter key to move on to the next field Below is a description of each field Description A description of the product that can be up to 255 alphanumeric characters long Part Number Part or catalog number that the vendor uses
11. accompanying files together called the Product and grants you a license to use the Product in accordance with the terms of this License The copyright and all other rights in the Product shall remain with us or our suppliers YOU MAY use the Program only on a single computer or network and only by a single user at a time regardless of the number of original copies of the Program included in the product If you wish to use the Program for more users you will need a further license for each user make one copy of the Program for archive or back up purposes and transfer the Program to someone else only if you assign all of you rights under this License cease all use of the Program erase or destroy any copy including the hard disk copy made in support of your use of the Program and the other person agrees to the terms of the License if the product is an upgrade from another product whether from us or another supplier you may use or transfer the product only in conjunction with the upgraded product unless you destroy it If the product is an upgrade from a Towiba Software Technologies product you may only use that upgraded product in accordance with this License YOU MAY NOT use the Product or make copies of it except as permitted in this License publish or distribute the computer images sound files or fonts included with the Program as computer images sound files or fonts translate reverse engineer decompile o
12. be removed from the database To delete a purchase orders in the database simply click the Delete All button If you answer yes in the resulting confirmation dialog all existing purchase orders will be removed from the database Click the Close button when you are done deleting purchase orders 19 REQUESTS FOR QUOTATIONS Section Requests for Quotations Professional look ing R equests for Q uotations are a snap to create print and fax with Purchase A gent L ite Create Open a Request for Quotation Every time you log into PAL the New Open Fom dialog will automatically appear If you have already logged in you can create open a Request For Quotation RFQ by selecting Form Create Open from the menu ES Edit Report view Window Create Open Close To create or open a Request For Quotation first select Request For Quotation in the Form Type box New Open Form E Form Type Request For Quotation D Cancel Jk C Create New Blank Form Za C Create New Form Based on Existing Lee e Open Existing Form Existing Forms 1 12 05 03 Steven Strouse E wal McMaster Carr EW 1 4x3 Stainless machine bolt 111222 20 REQUESTS FOR QUOTATIONS Then select one of the following Create N ew Blank Fom if you wish to create anew empty RFQ Create New Fom Based on Existing if you wish to create an RFQ that contains the same items as an existing RFQ After selecting this option you must the
13. calendar will be displayed from which you can select the appropriate date Press the tab key to go to the next field Select a delivery date If the date by which you require the quoted items to be delivered is not displayed in the Delivery Date box click on the down arrow on the right side of the box A pop up calendar will be displayed from which you can select the appropriate date Press the tab key to go to the next field Enter the vendor name Left click in the Vendor N ame box and type in the name of the vendor Press the tab key to go to the next field Select an award date If the date by which you expect to award the contract for the quoted items is not displayed in the Award Date box click on the down arrow on the right side of the box A pop up calendar will be displayed from which you can select the appropriate date Press the tab key to go to the next field Select the deliver to address If the address to which the purchased items will be shipped is not displayed in the Deliver To box simply click on the down arrow on the right side of the box and select it from the list Press the tab key to go to the next field This address may be important if shipping costs have to be figured into the quote Press the tab key to go to the next field Enter the vendor s fax number This is a critical field and it must be supplied if you wish to have your request for quotation faxed to the vendor Left click in the Fax Number box and
14. check the Perform Auto Backup on File Exit box before clicking the Restore Backup or OK buttons 55 THE TOOLBAR AND STATUS BAR Section The Toolbar and Status Bar Purchase A gent L ite provides toolbar buttons for the most frequently used tasks The Status Bar provides a brie description of a menu item when you move the mouse over it as wal as the state of catain keyboard keys The Toolbar When the toolbar is displayed it will appear just below the menu bar To display hide the toolbar select View Toolbar from the menu Check the menu item to display the toolbar uncheck the menu item to hide the toolbar Wie Window F v Toolbar vy Status Bar 56 THE TOOLBAR AND STATUS BAR Simply click once on the desired button to invoke its functions E e Create Open Form This button displays the Create Open Form dialog for creating opening Purchase Orders and Request for Quotes Print Preview This button displays a preview of the printed sent version of a Purchase Order or a Request for Quotation Print Send This button displays the Print Send dialog for Purchase O rders or Request for Quotations Delete Vendor Sheet This button deletes the current vendor sheet from the active Purchase O rder Item Catalog This button displays the Item Catalog used to quickly add items to a Purchase O rder Edit Database This button displays a tabbed dialog for editing Products Vendors Companies Ship t
15. finish creating your users report 1 2 Type the title of your report in the Report Title edit box If you leave this field blank your report will be titled User Report Choose the user fields that you wish to have included in the report The list control labeled Select Columns to include on Report contains the names of a number of the key user fields with a checkbox beside each one To select a field for inclusion in your report simply click on the checkbox next to the field s name The order in which you select each field will determine the order of the columns in your report If you make a mistake and accidentally check a field that you don t wish to include on the report simply un check it If you want to change the order of the columns simply press the Clear Selections button and start over Choose your report constraints by selecting from the various combo boxes to the right of the field list If all of the combo boxes contain the word All then the report you generate will contain the selected fields from all of the users in the database Choose which of the fields will be used to sort the items on the report by selecting it from the Sort By combo box Items will be arranged in the report in either ascending or descending alphabetical order depending on which of the two radio buttons below the Sort By combo box is selected Create the report by clicking on the Create Report button A new window will appear underneath
16. following steps 1 Select the company from the tree control on the left side of the form or from the Company combo box on the right side of the form 2 Fill in all the boxes on the right side of the form See Filling in the Form below 3 Click the Add button at the bottom of the form After you click the Add button the tree will be updated and the new credit card will show up under the selected company label Update a Credit Card To update credit card information such as the expiration date perform the following steps 1 Select the credit card from the tree control on the left side of the form The boxes on the right side of the form will be filled in with the credit card information 2 Change the appropriate information in the boxes on the right of the form 3 Click the Update button at the bottom of the form 46 THE DATABASE Delete a Credit Card To delete a credit card from the database perform the following steps 1 Select the credit card from the control on the left side of the form 2 Click the Delete button at the bottom of the form 3 Click the Yes button in the confirmation dialog Filling in the Credit Card Form For all of the boxes that don t have a down arrow simply click in the box and begin typing For the all the boxes that do have a down arrow next to them simply click on the down arrow then make a selection from the list If the desired entry for Company is not in the box then you must go back
17. from the Sort By combo box Items will be arranged in the report in either ascending or descending alphabetical order depending on which of the two radio buttons below the Sort By combo box is selected 32 REPORTS 5 Create the report by clicking on the Create Report button A new window will appear underneath the Part Report dialog containing the report results You can create as many reports as you like by repeating steps 1 through 6 Each report will overlay the previous one unless you close each one before opening a new one You can have any number of reports open at the same time for comparison At the top of each report window is a menu that allows you to print print preview and close the report When you are finished creating reports click the Close button Creating a Vendor Report The first step to creating a report of the vendors in your database is to select Report Vendor from the menu Report Tools Order Quote Part User The Vendor Report dialog will appear Vendor Report Select Columns to include on Report Vendor Account Number Fax Number Address City State Region Country Zip Postal Code Email k Clear Selections O O O O e UJ O O O m lt Report Title Vendor Al e City DI D Postal Code All e Sort By x C Ascending Descending Account Number All e State Region DI v Country All X Close Create Report 33
18. information 2 Change the appropriate information in the boxes on the right of the form 3 Click the Update button at the bottom of the form 44 THE DATABASE Delete a Ship To Address To delete a ship to address from the database perform the following steps 1 Select the address from the control on the left side of the form 2 Click the Delete button at the bottom of the form 3 Click the Yes button in the confirmation dialog Filling in the Ship to Address Form For all of the boxes except the State Region and Company boxes simply click in the box and begin typing For the State Region or Company box simply click on the down arrow next to the box and then make a selection from the list If the desired entry for State Region is not in the list then type it in the box If the desired entry for Company is not in the box then you must go back to the Company tab and add it before adding a ship to address When you are finished entering information for one field press the Tab or Enter key to move on to the next field Below is a description of each field Company This combo box contains the names of all the companies currently in the database The company to which a given ship to address is associated will appear here Address Label Information entered in this field will be used to identify the different ship to addresses associated with a company On the main purchase order form there is acombo box that allows you to choo
19. items you wish to have quoted If you know the part number then type it in the Part Number field If you don t then just leave it blank and hopefully the vendor will supply it with your quotation Type a description of the item you wish to buy in the Description field Repeat this step for as many items as you would like to have quoted Previewing a Request for Quotation You can preview a request for quotation to see how it will look before sending it to the vendor or printing it To preview the request select Form Print Preview from the menu or click on the Print Preview toolbar button Edit Report Tools view Winda Create Open Ctrl 0 Close Delete Supplier Sheet Print Send Ctrl P or S Print Setup Delete 24 REQUESTS FOR QUOTATIONS The print preview window will appear with an image of how the request for quotation will look when it s sent or printed Y ou can use the buttons at the top of the window to display the next or previous pages for multi page requests zoom in or zoom out and even print or send the request Below is an example of how a request for quotation might look e Purchase Agent Lite StarBrite Software Request For Quote 1 y Page Order Zoom In Zoom Dut Close REQUEST FOR QUOTATION No 1 StarBrite Software 3344 QuickVVay Drive 01 3004 Cuba Missouri 64264 Phone Fax Page1 of 1 Vendor hip To McMaster Carr StarBrite Software 1 Industrial Way 3344 QuickVVay Drive
20. numbers that begin with a certain sequence of letters or numbers set Category to A ll Vendor to A Il and begin typing the part number in the Part No edit field As you type only those parts whose part numbers match the string you are typing will be displayed If you wish to select parts whose descriptions contain a certain word or phrase type it in the Descr edit field To add a part from the catalog to the purchase order simply click and hold the left mouse button on the item then drag it over and drop it onto the purchase order list If the part has already been included in the purchase order its quantity will be incremented Another way to add a part is to simply select it in the list then click the Add button 15 PURCHASE ORDERS When you are done using the item catalog click the close button X in the top right comer of the catalog window Previewing a Purchase Order You can preview a purchase order to see how it will look before sending it to the vendors or printing it To preview the purchase order select Form Print Preview from the menu or click on the Print Preview toolbar button E Edit Report Tools View Windo Create Open Ctrl 0 Close Delete Supplier Sheet Print Send Ctrl P or 5 Print Preview Print Setup Delete The print preview window will appear with an image of how the purchase order will look when it s sent or printed You can use the buttons at the top of the w
21. or services on the order that is sent to the vendor If you dont include the date required on your purchase order then you leave it up to the vendor s discretion to decide when your order will be filled and shipped Special Instructions At the bottom of the More Infomation for Purchase Orders form is a large edit box The information supplied in this edit box will appear on the printed or sent purchase orders There are several ways to get information into this edit box The most direct way is to simply click with your left mouse button in the edit box or tab to it then begin typing 13 PURCHASE ORDERS Another way to get information into the edit box is by clicking on the checkboxes next to the pre defined messages under the Special Instructions heading If you wish to use the Please send copies of your invoice with the original Bill of Lading message type a number in the edit box before the word copies prior to clicking the checkbox in front of the message Un checking any of the checkboxes in front of a pre defined message should remove it from the large edit box Once you have everything in the large edit box defined as you wish to have it appear in the Special Instructions field of the printed or sent purchase order you can save it as a user defined message to save time and typing in the future You do this by typing a label string in the User Defined combo box just above the large edit box containing your message and th
22. out but leaves the program running 58 MENUS Exit Use this menu function to end your Purchase Agent Lite session You can also use the Close command on the application Control menu or the X symbol on the application frame window Form Menu Edit Report Tools View windo Create Open Ctrl 0 Close Delete Supplier Sheet Print Send Ctrl P or 5 Print Preview Print Setup Delete Create Open Use this menu function to create new or open existing purchase orders or requests for quotations For more information click one of the following Purchase O rders or Requests for Quotation Close Use this menu function to close a purchase order or request for quotation window Delete Vendor Sheet Use this menu function to delete a vendor sheet from a purchase order The active vendor sheet currently selected tab on a PO will be the sheet that is deleted once you answer Y es to the confirmation dialog Print Send Use this menu function to open up a dialog from which you can print or fax your purchase order or request for quotation For more information click one of the following Purchase Orders or Requests for Quotation Print Preview Use this menu function to view your purchase order or request for quotation before it is sent or printed The PO or RFQ will appear in the preview window almost exactly as it will appear on a printer or fax machine For more information click one of the following
23. simply check the Perform Auto Backup on File Exit box then click the OK button 54 THE DATABASE Restoring the Database from a Backup Your database can only be restored to the state it was in when you performed your last backup See Backing Up the Database To restore a backup copy of your database select File Restore Backup from the menu Form Edit Report Toc Make Backup Restore Backup 4uto Backup Switch User Company Exit The following dialog will be displayed Restore Backup Current Backup File E pal_bu mdbi Browse Perform Auto Backup on File Exit Restore Backup Cancel The pathname to where the last backup was made will appear in the Current Backup File edit box If this is not the file that you wish to restore your database from either type the new path in the edit box or browse for the file using the Browse button After you are satisfied with the backup file path that is displayed in the Current Backup File edit box then click the Restore Backup button You will be prompted to confirm that you really want to restore the database from the selected file since this is an operation that cannot be reversed If you answer Yes to the confirmation dialog the current database will be closed the backup database will be copied over it and you will be prompted to log in again If you would like PAL to automatically create a backup for you every time you exit the program simply
24. the Close button when you are done deleting RFQs 27 REPORTS Section Reports G merate comprehensive reports on all of your purchasing and request for quotation activities Creating a Purchase Order Report Every software package used in business must be capable of generating reports PAL s reporting software was designed to be simple to use but highly flexible The first step to creating a purchase order report is to select Report Order from the menu Quote Part Vendor User The Order Report dialog will appear Order Report E Report Title From 127 5 2003 ei To 3 6 2004 e Select Columns to include on Report Purchase Order Number Project Order Field a JW fall D Date D P O Category User D Part Number All v All X D Part Description E Vendor Vendor Part Number Oty D Unit Price a Al Al ad D Disc Qty Dr t SI SE o Part Description All X lt amp jj Clear Selections Sort By id Close C Ascending Descending 28 REPORTS Perform the following steps to finish creating your purchase order report 1 o1 ma Type the title of your report in the Report Title edit box If you leave this field blank your report will be titled Purchase O rder Report Choose the reporting period by selecting a date in the From and To calendar controls Choose the purchase order fields that you wish to have included in the report The list control labeled Select
25. the fields to the right and then click the Update button To delete an entry first select it then click the Delete button You will then be prompted to confirm that you really wanted to delete the entry to prevent accidental deletions Finally when all of your changes have been made you must click the OK button at the bottom of the dialog if you wish to make your changes permanent If you click the Cancel button none of the changes you made will be kept Edit Database Products Vendors Company Ship To Addresses Credit Cards Users Project Other 37 THE DATABASE Edit Products This form allows you to manage all products in the database To open this form select Edit Database from the menu or click the Edit Database toolbar button or press Ctrl D then select the Products tab On the left side of the form is a tree control that lists products either by category or vendor Click on the Category radio button above the list if you wish to display all products grouped by category Click on the Vendor radio button above the list if you wish to display all products grouped by vendor On the right side of the form are the boxes for viewing editing information about the products At the bottom of the form are buttons to add update or delete products from the database Add a Product To add a product to the database perform the following steps 1 Fill in all the boxes on the right side of the form See Filling in the
26. to limit access to PAL you should consider using a password INSTALLATION AND SETUP Your Personal Information Login Name Password Confirm Password First Name Last Name Middle Name Title Address City State Region fe Zip Postal Code Country See Work Phone Extension Home Phone ee Email SSS a Note Fields with blue backgrounds are not required lt Back Next gt Cancel The final wizard page Thank Yow is a confirmation page It allows you to examine the information you supplied for correctness Your Company Profile rou User Profile CoolHand YourFirstName YourLastName If the information above is correct press the Finish button If you wish to change anything press the Back button lt Back Cancel INSTALLATION AND SETUP Once you have completed the setup wizard PAL will display a login dialog This same dialog will appear each time you start PAL Purchase Agent Lite Log In Company StarBrite Software User Name Password EH pm Type in your login name and if you are using passwords your password If the login name and password are correct you will be allowed to begin using PAL to manage your forms Purchase Orders Requests for Quotation etc Note If the software was properly configured the wizard will not appear the next time you start PAL PURCHASE ORDERS Section Purchase Orders Pu
27. Columns to include on Report contains the names of a number of the key purchase order fields with a checkbox beside each one To select a field for inclusion in your report simply click on the checkbox next to the field s name The order in which you select each field will determine the order of the columns in your report If you make a mistake and accidentally check a field that you don t wish to include on the report simply uncheck it If you want to change the order of the columns simply press the Clear Selections button and start over Choose your report constraints by selecting from the various combo boxes to the right of the field list If all of the combo boxes contain the word AN then the report you generate will contain the selected fields from all of the purchase orders in the selected time period To further illustrate how this works suppose that you wish to see the selected fields from only those purchase orders where fasteners were purchased from McMaster Carr You would select fasteners in the Category combo box and McMaster Carr in the Vendor combo box All other combo boxes would contain the word All Choose which of the fields will be used to sort the items on the report by selecting it from the Sort By combo box Items will be arranged in the report in either ascending or descending alphabetical order depending on which of the two radio buttons below the Sort By combo box is selected Create the report by cl
28. Filling in the Company Form EDIT SHIP TO ADDRESS Add a Ship To Address Update a Ship To Address Delete a Ship To Address Filling in the Ship to Address Form EDIT CREDIT Cakimg Add a Credit Card Update a Credit Card z Delete a Credit Cord 47 Filling in the Credit Card Fam 47 EDIT BE Add a User e Update og User Delete A EE REES Change Access Privileges ss Filling in the User Profile Fam 50 EDIT PROJECTS oneei ewido Add a Project ei Update TE Delete a reesen ee Filling in the Project Form k EDIT OTHER A p eite T TTN Adda String ssiri sisira Deletea Stringz sccccoscssccsveatsesvasvasccaveasaca iii BACKING UP THE DATABASE cccssssssseoeeees 54 RESTORING THE DATABASE FROM A BACKUP THE TOOLBAR eeeseseseseseseseseocororoeoeoeoecreecsesesesesee 56 THE STATUS BAR seseseseseseerororororereseseseseseseseseseoe 57 FILE MENU cccssssssssssssscsessesssssssessscsesensseseesers 58 FORM MENU cccsssssssssssssssssssssssscsssscseesessesesvers 59 EDIT MENU cccscsssssssssssssessesssssssscssecsessnseeseesers 60 REPORT MENU ccccssssssessscsssessessseessesesseseesers 60 TOOLS MENU ccssscsscssssessccsssssscsssscssesesseseesers 61 VIEW MENU cccscsssscscssscsessccssssesesssscsessssesessers 61 WINDOW MENLU cccccscsssosessscssvsssssssssssssessesessers 61 HELP MENU ccscssscssssssssesscsssssssssssecsessessese
29. TOWIBA SOFTWARE TECHNOLOGIES User s G uide PURCHASE ORDER Towiba Software Technologies 1 Industrial Drive Fenton Missouri 63163 Prone Fax Vendor McMaster Cerr 1 Industrial Way Fenton Missouri 63121 Atty Jack Nimble Phone 314 833 9877 aros Crie CO Dit eotar fart Oesctistion eps By Tote RODS 13 JA50 ede Bn eee Cer 7 fise PLOTS 120 TENTS Lo Mache Men e Ce 3 BIS BOD 1 en Dem harmer Lige Dag Him noro 1 ssssee rer pore 1 100 peso oe H ipe a Pe Srgxber Bany 1 GI 1 t it 13 ZIDNI i Marken Weste De t 0 Boros 11 ZINI eS Metes Whai Ce K IO 110 J50 NO ede Bott Vente Ce 7 ise OTOJ 1 ZZZRIDW L Machine IkWene Cer mae Purchase Agent Lite PAL TOWIBA SOFTWARE TECHNOLOGIES INC Purchase Agent Lite User s Guide Towiba Software Technologies Inc P O Box 1471 Fenton Missouri 63026 All Rights Reserved Software License ATTENTION This product is provided under the following license which defines what you may do with the product and contains limitations on warranties and remedies LICEN SE IMPORTANT Carefully read this license before using this product Using this product indicates your acknowledgment that you have read this license and agree to its terms LICENSE Towiba Software Technologies Inc we or us provides you with either a storage media or electronic archive containing a computer program the Program users manual help file and
30. Topics 57 Installation 4 INDEX Item Catalog 57 61 legal 3 list box 64 login 6 8 50 58 name 50 Make Backup 58 Menus 58 Order 60 Part 60 password 50 Print Preview 57 Print Send 57 purchase orders add items to 14 creating opening 9 deleting 19 filling out 11 22 item catalog 15 more information 11 previewing 16 printing sending 17 special instructions 13 Quote 60 quotes 6 31 50 radio button 64 Report Menu 60 Order 60 Part 60 Quote 60 User 60 Vendor 60 reports 28 creating parts 31 creating purchase order 28 creating requests for quotation 30 creating user 35 creating vendor 33 request for quotations 20 requests for quotations creating opening 20 66 deleting 27 previewing 24 printing sending 26 restore 55 Restore Backup 58 setup enter company information 6 entering personal information 6 specifying database path 5 Setup 4 ship to address label 45 address city state region zip postal code name phone 45 company 45 country fax email 45 Status Bar 57 61 Switch User Company 58 system requirements 2 Technical Support 63 Tile Horizontally 61 Tile Vertically 61 Toolbar 56 61 Tools Menu 61 Item Catalog 61 tree control 64 UNC address 5 users 5 6 35 36 37 48 49 60 vendor 11 14 15 17 18 19 24 26 27 34 38 39 40 41 45 47 51 57 59 version 62 View Menu 61 Status Bar 61 Toolba
31. atabase It s a good idea to penodically make a backup copy of your database Doing so will insure that you don t completely lose your vendors parts and other data if you have to re install PAL after a hard disk crash or some other catastrophe We recommend that you perform your backup to either a network drive or removable media such as CDs USB hard disk sticks Zip disks etc You can also make a backup on your local hard drive if you re concemed about making changes that you may have to undo later You can configure PAL to automatically backup your database whenever you exit the program or you can perform a manual backup anytime To make a backup copy of your database select File Make Backup from the menu Form Edit Report Tor Make Backup Restore Backup Auto Backup Switch User Company Exit The following dialog will be displayed Make Backup Current Backup File E pal_bu mdb Browse Iw Perform Auto Backup on File Exit Make Backup Now Cancel First specify the path for the backup file by typing it in the edit box labeled Current Backup File or by browsing for it by selecting the Browse button When using Browse simply browse into the folder that will contain the backup then type the filename if you don t like the default N ow click the Make Backup N ow button if you wish to immediately make a backup If you want PAL to automatically create a backup for you every time you exit the program
32. button at the bottom of the form 3 Click the Yes button in the confirmation dialog Change Access Privileges By default when you add a new user profile to the database that person is granted access to all the functionality of the program If you wish to limit the access of certain users you can do so by changing their access privileges Perform the following steps to change the access privileges of a user D Select the user s name from the control on the left side of the form 2 Click the Privileges button below the list control The following dialog will appear User Privileges User ELSE EE Privileges Change Users Change Orders Change Quotes Delete Forms A wv 3 Check the boxes next to the privileges you wish the selected user to have Uncheck the boxes next to the privileges that you wish to deny the user 49 THE DATABASE 4 Click the OK button Please Note If the Privileges button is grayed out you do not have access to change anyone else s access Filling in the User Profile Form For all of the boxes except the State Region box simply click in the box and begin typing For the State Region box simply click on the down arrow next to the box and then make a selection from the list If the desired entry for State Region is not in the list then type it in the box When you are finished entering information for one field press the Tab or Enter key to move on to the next field Below is a d
33. by selecting it from the Sort By combo box Items will be arranged in the report in either ascending or descending alphabetical order depending on which of the two radio buttons below the Sort By combo box is selected Create the report by clicking on the Create Report button A new window will appear underneath the Quote Report dialog containing the report results You can create as many reports as you like by repeating steps 1 through 6 Each report will overlay the previous one unless you close each one before Opening a new one You can have any number of reports open at the same time for comparison At the top of each report window is a menu that allows you to print print preview and close the report When you are finished creating reports click the Close button Creating a Parts Report The first step to creating a report of the parts in your database is to select Report Part from the menu Order Quote vendor User 31 REPORTS The Part Report dialog will appear Part Report Report Title Select Columns to include on Report Vendor Part Number Order Field A Jai lt o Part Number O Part Description Part Description o Vendor UI Bty urit All z o Unit Price o Def Qty z Category o Disc Qty SEMEL L o Discount x All A lt E Ascending Descending Clear Selections Close Create Report Perform the following steps to finish creating your parts report 1 Type the tit
34. by selecting it from the Sort By combo box Items will be arranged in the report in either ascending or descending alphabetical order depending on which of the two radio buttons below the Sort By combo box is selected 5 Create the report by clicking on the Create Report button A new window will appear underneath the Part Report dialog containing the report results You can create as many reports as you like by repeating steps 1 through 6 Each report will overlay the previous one unless you close each one before opening a new one You can have any number of reports open at the same time for comparison At the top of each report window is a menu that allows you to print print preview and close the report When you are finished creating reports click the Close button 34 REPORTS Creating a User Report The first step to creating a report of the authorized users of PAL in your database is to select Report User from the menu Order Quote Part vendor The User Report dialog will appear User Report Report Title Select Columns to include on Report Last Name Address Field a fal fan oO User Name o First Name City State Region o Middle Name fl jab o Last Name oO Address Ls o City Postal Code Country oO State Region All X All o Country o Zip Postal Code v lt E Got Bu S pe 1 JO o lear Selections E bt one jose teate Repor 35 REPORTS Perform the following steps to
35. corresponding status box will contain Failed and no time stamp will be recorded 26 REQUESTS FOR QUOTATIONS Deleting a Request for Quotation To delete a request for quotation RFQ select Form Delete from the menu Edit Report Tools View Windc Create Open Ctrl 0 Close Delete Supplier Sheet Print Send Ctrl P or 5 Print Preview Print Setup The following dialog will be displayed Delete Forms Delete All Delete Selected Form Type Request For Quotation X E 3 A f 12 05 03 Steven Strouse A McMaster Carr Select Request For Quotation for the Form Type All existing RFQs will be displayed in the list To display the vendors associated with a request for quotation click on the next to the RFQ number If the request for quotation has been printed and or sent to a particular vendor the words printed and or sent will appear next to the vendor name To delete a particular request for quotation click on the quote number in the list then click the Delete Selected button A confirmation dialog will appear to insure that you don t accidentally delete a request for quotation that you intended to keep If you answer yes in the confirmation dialog the request for quotation will be removed from the database To delete all RFQs in the database simply click the Delete All button If you answer yes in the resulting confirmation dialog all existing RFQs will be removed from the database Click
36. ctivity We have strived to make Purchase Agent Lite easy to use yet flexible enough to handle the way you want to do your purchasing Thank you for buying our program We hope you enjoy using it INTRODUCTION System Requirements Microsoft Windows 95 98 ME NT 2000 XP i Fax Modem i Minimum 10 Megabytes of free hard drive space more recommended for backups and database growth W A network drive accessible to all licensed users of PAL if they will be sharing a common database CONTRACT LAW Section Contract Law Contract law governs purchasing law When you send a purchase order to a vendor you are making the offer of acontract When your vendor actually accepts your purchase order then the purchase order becomes a contract For a contract to be legally binding it must meet several key criteria First the parties entering into the contract must be competent Most people and companies have sufficient legal competency Second if the vendor has accepted your offer and is willing to supply your request there has to be a mutually understood promise that you the buyer will pay for these goods This is referred to as Consideration Third there has to be Mutual Assent or Meeting of the Minds which simply means that each side must be clear as to the essential details rights and obligations of the contract Fourth if other laws govern the goods and services you intend to buy all such laws must be followed
37. down arrow simply type it in the box Any department information that you type in the box will automatically be added to the database You may also leave this field blank FOB This term is an acronym for Free On Board It relates to where a vendor s responsibility ends when shipping your products If Origin is used then the vendor s responsibility ends when the product is placed safely on a ship truck or other means of shipment If Destination is used then the vendor is responsible for the product until it arrives at your business Ship Via By specifying this field you are directing your vendor to ship your product a certain way Some examples might be FedEx UPS Red UPS Ground USPS Priority etc Leaving this field blank or choosing Best 12 PURCHASE ORDERS Way will give your vendor the flexibility to choose the most effective shipping method If the shipping method you prefer is not in the list when you click the combo box down arrow simply type it in the box Any information typed in the box will be added to the database as a Ship Via method Tems By specifying Terms you are letting the vendor know how you expect to pay for the goods or services For example by specifying Net 30 in this field you are telling the vendor to expect payment within 30 days of receipt of the products Contact your vendor to negotiate terms if you are uncertain about what to put in this field
38. e button at the bottom of the form 3 Click the Yes button in the confirmation dialog 40 THE DATABASE Filling in the Vendor Form For all of the boxes except the State Region box simply click in the box and begin typing For the State Region box simply click on the down arrow next to the box then make a selection from the list If the desired entry is not in the list then type it in the box When you are finished entering information for one field press the Tab or Enter key to move on to the next field Below is a description of each field Vendor N ame This is the name that will appear in the vendor selection boxes and on the printed or faxed Purchase O rder Fax Number Type the telephone number of the vendor s fax machine in this field exactly as it would have to be dialed from a phone inside your company Examples 818005554343 or 8 1 800 555 4343 long distance toll free from inside a company 95554343 or 9 555 4343 local from inside a company 5554343 or 555 4343 local from your home Tax Rate Tax percentage the vendor will charge for your order Account N umber If you have established an account number with the vendor type it in here If you select Vendor Account in the Payment box on a purchase order this number will appear in the box below it and on the printed or faxed purchase order Address City State Region Zip Postal Code Information entered in these fields will appear on the printed and faxed
39. e of the form The boxes on the right side of the form will be filled in with the company information 2 Change the appropriate information in the boxes on the right of the form 3 Click the Update button at the bottom of the form 42 THE DATABASE Delete a Company To delete a company from the database perform the following steps 1 Select the company from the list on the left side of the form 2 Click the Delete button at the bottom of the form 3 Click the Yes button in the confirmation dialog Filling in the Company Form For all of the boxes except the State Region box simply click in the box and begin typing For the State Region box simply click on the down arrow next to the box and then make a selection from the list If the desired entry is not in the list then type it in the box When you are finished entering information for one field press the Tab or Enter key to move on to the next field Below is a description of each field Company Name Address City State Region Zip Postal Code Phone Number Fax Number Information entered in these fields will appear on the printed and faxed purchase order Country Intemet Address Email Information entered in these fields will not appear on the printed and faxed purchase order They are for reference only 43 THE DATABASE Edit Ship To Address When you started PAL for the first time you were asked to enter the address information of your company This init
40. ed from which you can select the appropriate date Supply additional information To supply additional information such as Department FOB Ship Via Terms Special Instructions etc click on the More Information button The More Information dialog will appear 11 PURCHASE ORDERS More Information for Purchase Orders Department zl Foe ORIGIN sl Ship Via Best Way v Terms Net 60 m Cancel Project e On Printed Purchase Order On Sent Purchase Order F Show Cost F Show Cost F Show Date Required F Show Date Required Special Instructions Iw P O Number must appear on all invoices packaging shipping etc Iw Please notify us promptly if you are unable to complete the order by the date required l Please send copies of your invoice with the original Bill of Lading Please call ahead to arrange delivery time l User Defined e Save Please notify us promptly if you are unable to complete the order by the date required P O Number must appear on all invoices packaging shipping etc The information you supply in this dialog will be associated with the selected vendor and can be different for each vendor Below is a description of each field Department Your receiving department can use information supplied in this field to determine the final destination of your products Your accounting department may also use this field If the desired department is not in the list when you click the combo box
41. en pressing the Save button next to the combo box Your message will be stored in the database along with the label string you gave it The next time you wish to use your special message select its label string from the User Defined combo box and then click the checkbox next to the words User Defined User defined special instruction strings are managed using the O ther tab in Edit Database 7 Add items to the purchase order Below the various boxes at the top of the purchase order form is a list for entering the items you wish to purchase Since you have already selected a vendor only items supplied by that vendor can be added to the list To add an item click anywhere on the first empty line in the list If you click in the Qty field type in the quantity of a particular item that you wish to buy then press Enter or Tab If you click in the Part Number or Description fields the part numbers or descriptions of all parts supplied by the vendor that haven t already been added to the purchase order will be displayed When you select from either of these two lists the other field and the Qty Unit Cost and Total fields will automatically be filled in If no part numbers or descriptions are displayed then either you ve already added all existing products to your purchase order and or a new product needs to be added to the database To add a new product for the selected vendor click in the Part Number or Description field ty
42. er For more information see Using the Item Catalog topic in Section 4 View Menu UETA Window F v Toolbar v Status Bar Toolbar Use this menu function to hide or display the toolbar below the menu A checkmark next to this menu item indicates that the toolbar is being displayed Status Bar Use this menu function to hide or display the status bar at the bottom of the application window A checkmark next to this menu item indicates that the toolbar is being displayed Window Menu Cascade Tile Vertically Tile Horizontally Arrange Icons v 1 StarBrite Software Purchase Order 7 PAL was designed to allow you to have multiple purchase orders and or requests for quotation open at the same time Selections in this menu help you to automatically arrange them Cascade Use this menu function to arrange your purchase order or request for quotation windows in a cascading fashion Tile Vertically Use this menu function to place your purchase order or request for quotation windows side by side vertically Tile Horizontally Use this menu function to arrange your purchase order or request for quotation windows in a stacked pattern 61 MENUS Arrange Icons When you minimize a purchase order or request for quotation window an icon is displayed at the bottom of PAL s frame window Using the mouse you can move these icons around Use this menu function to automatically line them all up again Window titles The titles
43. escription of each field Login Name The text you enter in this field along with your password will be used to identify you as an authorized user of the PAL Password Confirm Password A password is not required for you to use PAL but it is recommended Your login name along with a password serves as an electronic signature Since your purchase orders and quotes are faxed directly from your computer it isn t possible to use a handwritten signature Without a password you have no way to guarantee that you authorized the purchase order or request for quote The password you use can be any number of letters or numbers just make sure you type the same password in both the Password and Confirm Password boxes Please N ote Login names and passwords are case sensitive The way that you enter them in this form will also be the way that you enter them in the login dialog that appears when you first start the program First N ame Last N ame Type your first and last names in these boxes as you would have them appear on the printed or faxed purchase orders or requests for quotation Middle Name Title Address City State Region Zip Postal Code Email Home Phone Work Phone Information entered in these fields will not appear on the printed and faxed purchase order or request for quotation They are for reference only 50 THE DATABASE Edit Projects This form allows you to manage all projects in the database By associating your
44. gs To open this form select Edit Database from the menu or click the Edit D atabase toolbar button or press Cti D then select the Other tab At the top of the form is a combo box labeled List This combo box contains a list of the types of strings that you can manage from this form First select the list from which you wish to add or delete strings by choosing it in the List combo box The strings currently defined for that list will appear in the list below the combo box Having selected the list you can now either add strings to it or delete strings from it Add a String To add a string to a particular list in the database perform the following steps 1 Select the list of interest from the List combo box 2 Type the new string into the edit box to the right of the list 3 Click the Add button to the right of the list After you click the Add button the list will be updated and the new string will appear in the list Delete a String To delete a string from a particular list in the database perform the following steps 1 Select the list of interest from the List combo box 2 Select the string that you wish to delete from the list below the combo box The string you are about to delete will appear in the edit box to the right of the list 3 Click the Delete button to the right of the list After you click the Delete button the list will be updated and the string will no longer appear 53 THE DATABASE Backing Up the D
45. he database and authorizes you to make purchases and requests for quotations If you wish to authorize additional employees to use PAL you must add user profiles for them To open this form select Edit Database from the menu or click the Edit Database toolbar button or press Ctrl D then select the Users tab On the left side of the form is a list control that displays all of the users authorized to use PAL On the right side are the boxes for entering information about each user At the bottom of the form are buttons to add update or delete users from the database Add a User To add auser profile to the database perform the following steps 1 Fill in all the boxes on the right side of the form See Filling in the Form below 2 Click the Add button at the bottom of the form After you click the Add button the name of the new user will appear in the list Update a User To update a user profile perform the following steps 1 Select the name of the user from the list control on the left side of the form The boxes on the right side of the form will be filled in with the user s information 2 Change the appropriate information in the boxes on the right of the form 3 Click the Update button at the bottom of the form 48 THE DATABASE Delete a User To delete a user profile from the database perform the following steps 1 Select the user s name from the control on the left side of the form 2 Click the Delete
46. ial address information is stored in the database under the heading Main representing the main ship to address for your company The Ship To Addresses form allows you to manage all the ship to addresses for all your companies To open this form select Edit Database from the menu or click the Edit Database toolbar button or press Ctrl D then select the Ship To Addresses tab On the left side of the form is a tree control that displays all of your companies in the database and the ship to addresses associated with each one On the right side are the boxes for entering information about each ship to address At the bottom of the form are buttons to add update or delete ship to addresses from the database Add a Ship To Address To add a ship to address to the database perform the following steps 1 Select the company from the tree control on the left side of the form or from the Company combo box on the right side of the form 2 Fill in all the boxes on the nght side of the form See Filling in the Form below 3 Click the Add button at the bottom of the form After you click the Add button the tree will be updated and the new ship to address will show up under the selected company label Update a Ship To Address To update ship to information perform the following steps 1 Select the ship to address from the tree control on the left side of the form The boxes on the right side of the form will be filled in with the address
47. ick on the OK button to open the new or existing purchase order Note A purchase order can only be modified by the user that created it provided that it hasn t already been sent to a vendor e Purchase Agent Lite StarBrite Software Purchase Order 19 fe fay D Fie Form EE Repat Took ew Window Hep AX Ce it d r New Venda I v Sie To Man v Order E 19 Date ZS Fame D regel Dive Kn Mikeoun Requested Sy Steven Sirours ES Dae betaed 77 VODE Moelnkaunagkre Oy Pat Mamba Detection SubTotd Tar Tota 10 PURCHASE ORDERS Filling Out a Purchase Order Here are the steps to filling out a purchase order 1 2 3 Select a vendor A newly created purchase order will have a tab at the top labeled New This New tab indicates that no vendor has yet been selected for this purchase order If this is the first purchase order that you have ever created you probably have yet to enter any vendors or vendor information Don t worry Simply click in the box labeled Vendor and begin typing If a vendor does not exist in the database whose name begins with the letters you typed the Add a N ew Vendor dialog will be displayed allowing you to enter the vendor information When you click OK in the vendor dialog information about the vendor will be added to the database for use in future purchase orders If you have previously entered vendors into the database just select one from the Vendor comb
48. icking on the Create Report button A new window will appear undemeath the Order Report dialog containing the report results You can create as many reports as you like by repeating steps 1 through 6 Each report will overlay the previous one unless you close each one before Opening a new one You can have any number of reports open at the same time for comparison At the top of each report window is a menu that allows you to print print preview and close the report When you are finished creating purchase order reports click the Close button 29 REPORTS Creating a Request for Quotation Report The first step to creating a requests for quotation report is to select Report Quote from the menu Report Tools Order Part vendor User The Quote Report dialog will appear Request for Quotation Report Report Title From 127 5 2003 M To 3 19 2004 w Select Columns to include on Report Request for Quote Number User All X All X Dat E ane H Vendor Part Number o Part Number All v A o Part Description O Vendor e o Oty Part Description m Close Date S Grieg Mi Sort Bye Ir d C Ascending Descending lt i gt Clear Selections Close Create Report Perform the following steps to finish creating your requests for quotation report 1 Type the title of your report in the Report Title edit box If you leave this field blank your report will be titled Request for Quotation Report
49. indow to display the next or previous pages for multi page orders zoom in or zoom out and even print or send the purchase order Below is an example of how a purchase order might look oe Purchase Agent Lite StarBrite Software Purchase Order 3 e Order Zoom In Zoom Dut Close PURCHASE ORDER No 3 StarBrite Software 3803 Kentucky Derby Drive 013004 Florissant Missouri 63034 Phone Fax Page 1 oi Vendor hip To McMaster Carr StarBrite Software 1 Industrial Way 3803 Kentucky Derby Drive Fenton Missouri 63165 Florissant Missouri 63034 ow pas __neseripton cos ee 93114444512 1 4 x20 3 Zinc Plated Bolt 48 02 942201231 5 8 x15 2 ne Hated Bolt Se 65 17 65 SubTotal 63 67 Tax Total 63 67 When you are finished previewing the purchase order simply click the Close button to close the window 16 PURCHASE ORDERS PrintingSending Your Purchase Order To print and or send your purchase order select Form Print Send from the menu or click the Print Send toolbar button Edit Report Tools view Winda Create Open Ctrl 0 Close Delete Supplier Sheet Print Send Ctrl P or 5 Print Preview Print Setup Delete A dialog will be displayed that shows some information about the current purchase order a list of the vendors and the print send status for each and a message box that shows information about the operation in progress Print Send Purchase Order
50. k qualified legal counsel for matters germane to your unique situation ne aspect of Purchasing that should always be considered relates to the INSTALLATION AND SETUP Section Installation and Setup Purchase A gent L iteis easy to install Installation To begin installing Purchase Agent Lite simply place the install CD in your CD drive The installation program should start automatically If it does not then click on the Start button select Run then type D setup lt enter gt assuming your CD drive is the D drive use the correct letter if it isn t Setup The first time you start Purchase Agent Lite PAL after installation you will be presented with a wizard that guides you through the first steps of configuring the software After you have supplied all the information required on each wizard page press the N ext button to proceed to the next page If you make a mistake and need to go back just press the Back button INSTALLATION AND SETUP The first page Welcome allows you to specify where the database file used by PAL will be kept PAL Thank You for Buying Purchase Agent Lite Do you wish to share your data with other users on your local area network Yes and the database will be located here C Shared PaltDebug Pal mdb Browse ea No not at this time If you intend to share your data with other licensed users of PAL select the Yes and the database will be located here radio butt
51. le of your report in the Report Title edit box If you leave this field blank your report will be titled Part Report N Choose the part fields that you wish to have included in the report The list control labeled Select Columns to include on Report contains the names of a number of the key part fields with a checkbox beside each one To select a field for inclusion in your report simply click on the checkbox next to the field s name The order in which you select each field will determine the order of the columns in your report If you make a mistake and accidentally check a field that you don t wish to include on the report simply uncheck it If you want to change the order of the columns simply press the Clear Selections button and start over 3 Choose your report constraints by selecting from the various combo boxes to the right of the field list If all of the combo boxes contain the word All then the report you generate will contain the selected fields from all of the parts in the database To further illustrate how this works suppose that you wish to see the selected fields from all the parts in the database that you buy from McMaster Carr that belong to the category fasteners You would select fasteners in the Category combo box and McMaster Carr in the Vendor combo box All other combo boxes would contain the word All 4 Choose which of the fields will be used to sort the items on the report by selecting it
52. n select the existing RFQ from the Existing Forms list below the radio buttons Open Existing Form if you wish to open an existing RFQ After selecting this option you must then select the existing RFQ from the Existing Forms list below the radio buttons You can view the items on an RFQ by clicking the next to the quotation number if you selected any of the radio buttons except Create N ew Blank Fom Below is an example of a blank Request for Quotation Purchase Agent Lite StarBrite Software Request For Quote 4 Fis Form Et Report view Window Help Sa RI Quse amp fi Dae 07 08 04 Requestor Sleven Stross ResporaeBy 2 12 2008 Delvey Daie 7 29 2008 si Vendo Hame Axed Dain 7A572004 Detver Te Man x 1 Indaia Drive Anyon Masoun 63031 Fae Number Phone Number Altanton Addes i Mow jrtomsgm 3 Ciy ZipCode Qy Put Number Desenprice QhvUr UrePree Dise Qty Decoue 21 REQUESTS FOR QUOTATIONS Filling Out a Request for Quotation Here are the steps to filling out a request for quotation 1 N wa Enter quote number If you wish to specify a Quote other than the one supplied simply click in the box and type it in Press the tab key to go to the next field Select a response by date If the date by which you require a response to the request for quotation is not displayed in the Response By box click on the down arrow on the night side of the box A pop up
53. o Addresses Credit Cards Users Projects Categories Special Instructions etc Help Topics This button displays online help The Status Bar When the status bar is displayed it will appear at the bottom of the Purchase A gent Lite window To display hide the status bar select View Status Bar from the menu Check the menu item to display the status bar uncheck the menu item to hide the status bar View Window F Toolbar v Status Bar 57 MENUS Section Menus A ll Purchase A gent L ite functions can be ac ssed from the manus File Menu Form Edit Report Toc Make Backup Restore Backup Auto Backup Switch User Company Exit Make Backup Use this menu function to back up your database See Backing Up the D atabase in Section 7 for more information Restore Backup Use this menu function to restore a previously backed up database See Restoring the Database from a Backup in Section 7 for more information Auto Backup Select this menu item if you wish to have PAL automatically back up your database each time you exit the program A checkmark next to this menu item indicates that PAL will back up your database to a destination prescribed by the Make Backup menu function Switch User Company When you select this menu item all purchase order request for quotation and report windows are closed and the login window is presented This function essentially logs you
54. o box Once you have selected a vendor the New tab label will be changed to the name of the selected vendor Select a ship to address Specify the address to which the items will be shipped by selecting the address label in the Ship To box The box directly beneath the address label will be filled in with the complete address If you wish to add an address simply begin typing a label for it in the Ship To box If an address does not exist in the database whose label begins with the letters you typed the Add a New Address dialog will be displayed allowing you to enter the address information Enter order number If you wish to specify an Order other than the one supplied simply click in the box and type it in Select payment Specify the means by which the vendor will be paid by selecting a payment method from the Payment box The Payment box contains C O D Vendor Account user defined credit cards and or user defined projects Once you ve selected a payment method additional information will be displayed in the box below the Payment selection box If you wish to pay by credit card or project and its name doesn t appear in the Payment box selections you must Edit the Database choose the Credit Card or Project tab and add it Specify date required If the date by which you require the shipment is not displayed in the Date Required box click on the down arrow on the right side of the box A pop up calendar will be display
55. of all the currently open purchase orders or requests for quotation will appear under the Arrange Icons menu selection A checkmark will appear next to the active window To activate any of the other windows simply click on its title Help Menu gt Help Topics About Purchase Agent Lite Help Topics Select this menu option to display Purchase A gent Lite s help system About Purchase Agent Lite Use this menu function to display the current version of PAL 62 TECHNICAL SUPPORT Section Technical Support W ewill hdp you if you can t find the answers you need in this manual or the program hdp For technical support visit our website at www towibasoftware com If the answer you need is not in the Frequently Asked Questions FAQ section become a registered user and we will respond to you via email 63 GLOSSARY Section Glossary check box a dialog or form control that has a small square box to the left of some text that describes a program option When you click the small square box a checkmark will appear in it indicating that the option is selected Clicking a checkbox that already has a checkmark will cause the checkmark to be removed disabling the associated option combo box a dialog or form control that has an box with a down arrow on the right side When the down arrow is clicked a list of strings appears below the edit box from which the user can make a selection edit box a dialog
56. on then supply a network path in the edit box to the left of the Browse button You can use either a drive mapping or you can specify the network path using a UNC address as in Daisy Shared Pal mdb You can also use the Browse button to select a folder You do not need to supply a file name because Pal mdb will be used If you will be the only person using PAL simply select the No not at this time radio button INSTALLATION AND SETUP The next wizard page Your Company Information asks you for some information about your company Some of the information you supply will appear on the purchase orders and quotes that you create O ther fields are just for reference Company Name Street Address City State Region Zip Postal Code Phone Number and Fax Number are important fields that must be supplied Your Company Information x Company Name WESSEN Street Address EEN City EE State Region lOO A Zip Postal Code i Country el Internet Address Email Phone Number Fax Number Note Fields with blue backgrounds are not required lt Back Next gt Cancel The third wizard page Y our Personal Information collects some basic information about you Most of the information is for reference with only your first name middle initial and last name appearing on forms generated by the program Y ou must supply a login name but a password is not required If there will be other users sharing the database or you wish
57. or form control that has a box for typing in information To enter information in this type of control simply left click in the box or tab to it then begin typing FOB This term is an acronym for Free On Board It relates to where a vendor s responsibility ends when shipping your products If Origin is used then the vendor s responsibility ends when the product is placed safely on a ship truck or other means of shipment If Destination is used then the vendor is responsible for the product until it arrives at your business list box a dialog or form control that displays a list of strings If the list of strings is too large for them all to be displayed a vertical scroll bar will appear on the right side of the list radio button a dialog or form control that has a small circle to the left of some text that describes a program option Radio buttons appear in groups and allow you to pick one of several mutually exclusive options When you click one radio button in a group its circle gets filled in and the rest become empty The option with the filled in circle is the one that is currently selected tree control a dialog or form control that displays information in a hierarchical fashion A small plus sign next to an item indicates that the item has sub items To display the sub items simply click on the plus sign The plus sign tums to a minus sign and the sub items are displayed below the item 64 INDEX Index
58. orm 2 Click the Delete button at the bottom of the form 51 THE DATABASE 3 Click the Yes button in the confirmation dialog Filling in the Project Form For all of the boxes except the Company box simply click in the box and begin typing For the Company box simply click on the down arrow next to the box and then make a selection from the list You can also choose the company to which a particular project will be associated by selecting it from the list on the left When you are finished entering information for one field press the Tab or Enter key to move on to the next field Below is a description of each field Company The company to which a project will be associated Project Name Descriptive name for the project This field can be up to 50 alphanumeric characters long Charge Number Designation used by your accounting system department for a particular project 52 THE DATABASE Edit Other Some information stored in the database such as category department PO HB ship via and terms are simple strings that are added directly into combo boxes on the various forms where they appear Many times if a combo box on a form does not contain the string you need simply type it directly into the box In most cases the string will be added to the database so that the next time you select the combo box down arrow the string will appear in the drop down list The Edit Other form allows you to manage these types of strin
59. pe in the information then press Enter The Add a N ew Product dialog will appear Type the information for the product then click OK The product information will be added to the database and associated with the selected vendor A quick and easy way to add items to your purchase order without selecting items from the combo boxes in the item list is to use the Item Catalog The Item Catalog allows you to sort products by vendor or category and then drag and drop them onto your purchase order 14 PURCHASE ORDERS Using the Item Catalog The Item Catalog provides a convenient way for you to add items to a purchase order To use it select Tools Item Catalog from the menu or click the Item Catalog toolbar button E item Catalog Vendor A e Part No Add Drag Items onto Order or Click Add Description 111111 fe 909104204 Zinc Plated Machine Screw 8 32 T ZE Very Big Airplane 915104116 8 32 1 2 Thumb Screw Wing Heat 92331B211 Hex Bolt 1 420 3 4 Zinc Plated 952210455 Hex Bolt 5 8 10 3 Zinc Plated The Item Catalog displays a list of parts that meet the criteria specified by the four controls at the top of the dialog If you wish to select parts that only belong to a certain category choose the category from the Category combo box If you wish to select parts that only belong to a certain vendor choose the vendor from the Vendor combo box If you wish to find parts from any category and any vendor that have part
60. purchase order Country Email Intemet Address N otes Information entered in these fields will not appear on the printed and faxed purchase order They are for reference only Contact Name Contact Phone Information entered in these fields will appear on the printed and faxed purchase order 41 THE DATABASE Edit Companies When you started PAL for the first time you were asked to enter information about your company This form allows you to change that information It also allows you to manage additional companies if you are performing purchasing duties for more that one company To open this form select Edit Database from the menu or click the Edit Database toolbar button or press Ctrl D then select the Company tab On the left side of the form is a list control that displays all of your companies in the database On the night side are the boxes for entering information about each company At the bottom of the form are buttons to add update or delete companies from the database Add a Company To add acompany to the database perform the following steps 1 Fill in all the boxes on the right side of the form See Filling in the Form below 2 Click the Add button at the bottom of the form After you click the Add button the list will be updated and the company will show up in the list Update a Company To update company information perform the following steps 1 Select the company from the list on the left sid
61. purchase orders with projects you can determine at a later date all items purchased for that project To open this form select Edit Database from the menu or click the Edit Database toolbar button or press Ctrl D then select the Project tab On the left side of the form is a tree control that lists all companies and the projects that are associated with them On the right side of the form ar the boxes for viewing editing information about the projects At the bottom of the form are buttons to add update or delete projects from the database Add a Project To add a project to the database perform the following steps 1 Click on the company for which you will add the project 2 Fill in all the boxes on the right side of the form See Filling in the Form below 3 Click the Add button at the bottom of the form After you click the Add button the list will be updated and the project will show up under the appropriate company Update a Project To update project information perform the following steps 1 Select the project from the list on the left side of the form The boxes on the right side of the form will be filled in with the project information 2 Change the appropriate information in the boxes on the right of the form 3 Click the Update button at the bottom of the form Delete a Project To delete a project from the database perform the following steps 1 Select the project from the list on the left side of the f
62. r 61 web address 63 Window Menu 61 62 Arrange Icons 62 Cascade 61 Tile Horizontally 61 Tile Vertically 61 Window titles 62 Window titles 62
63. r disassemble the Program except to the extent the foregoing restriction is expressly prohibited by applicable law rent lease assign or transfer the Product except as set out above or modify the Program or merge all or any part of the Program in another program D TERM This License shall continue for as long as you use the Product However it will terminate if you fail to comply with any of its terms or conditions You agree upon termination to destroy all copies of the Product The Limitations of Warranties and Liability set out in the following paragraphs shall remain in force even after any termination WARRANTY We warrant that the storage media in this Product if provided in that form will be free from defects in materials and workmanship for 90 days from the date you acquire it If such a defect occurs retum it to Towiba Software Technologies Inc and we will replace it free This remedy is your exclusive remedy for breach of this warranty It gives you certain rights and you may have other legislated nghts which vary from jurisdiction to jurisdiction LIMITATION OF WARRANTIES AND LIABILITY Except for the express warranty above the Product is provided on an as is basis without any other warranties or conditions express or implied including but not limited to warranties of mechantable quality merchantability or fitness for a particular purpose or those arising by law statute usage of trade or course of dealing The en
64. rchase Orders are easy to qete print and fax with Purchase A gent Lite Create Open a Purchase Order Every time you log into PAL the New Open Fom dialog will automatically appear If you have already logged in you can create open a purchase orderby selecting Fom Create Open from the menu Edit Report view Window Create Open wd Ze Close To create or open a purchase order first select Purchase Order in the Form Type box New Open Form Form Type Purchase Order e Cancel Create New Blank Form Za 13 Create New Form Based on Existing l Open Existing Form PURCHASE ORDERS Then select one of the following Create N ew Blank Fom If you wish to create a new empty purchase order Create New Fom Based on Existing If you wish to create a purchase order that contains the same items as an existing purchase order After selecting this option you must then select the existing purchase order from the Existing Fons list below the radio buttons Open Existing Fom If you wish to open an existing purchase order After selecting this option you must then select the existing purchase order from the Existing Forms list below the radio buttons To help you decide which purchase order to open or use for the basis of a new one you can view the items on a purchase order by clicking the next to the order number The Existing Fomns list will be disabled if the Create New Blank Form is selected Finally cl
65. s Table of Contents SYSTEM REQUIREMENTS cccscssssssssssssssssesees 2 INSTALLATION ccccsssscssscssscssssssesessessesessessssesee 4 SETUP cccscsssssssssssscsssssssssscsssssssssesssssesessssecseseesesees 4 CREATE OPEN A PURCHASE ORDER 9 FILLING OUT A PURCHASE ORDER 00 11 USING THE ITEM CATALOG ccccsssssseeeeseeee 15 PREVIEWING A PURCHASE ORDER 00 16 PRINTING SENDING YOUR PURCHASE CREATE OPEN A REQUEST FOR QUOTATION E E ENE ee 20 FILLING OUT A REQUEST FOR QUOTATION22 PREVIEWING A REQUEST FOR QUOTATION E AR E E E 24 PRINTING SENDING YOUR REQUEST FOR QUOTATION cccscssssssscsssssessecsesessssssscsessnssesenvers 26 DELETING A REQUEST FOR QUOTATION 27 CREATING A PURCHASE ORDER REPORT 28 CREATING A REQUEST FOR QUOTATION REPORT cccssssscssscssscsssessssessscssnesssesnssessnssssensers 30 CREATING A PARTS REPORT csccsssssseeeee 31 CREATING A VENDOR REPORT csseceeee 33 CREATING A USER REPORT cccccsssssseeeesees 35 EDITING THE DATABASE cscssssscsssssssseeseee 37 EDIT PRODUCT Sanin ee a Add a Product a Update a Brocdeet Delete a Product ccccecccecscescsessesesseseeeeeteeneeaes Filling in the Product Form o EDIT VENDORS EN Adda Keng seggt EE Update a Vendor o Delete a Vendor noonoo Filling in the Vendor Fam EDIT COMPANIES ver Add a Compen Update a Company sesser Delete a Compen
66. se to which address the vendor will ship your purchases The Address Label for each ship to address for a company will appear in this combo box Address City State Region Zip Postal Code Name Phone Information entered in these fields will appear on the printed and faxed purchase order in the Ship To address box Country Fax Number Email Information entered in these fields will not appear on the printed and faxed purchase order They are for reference only 45 THE DATABASE Edit Credit Cards With most vendors you will establish a purchasing account and be given an account number For this type of account you will enter the account number on the Vendor form However under certain circumstances you may need to purchase items with a credit card This form allows you to enter the information for one or more credit cards that can then be selected as the payment method when creating a purchase order To open this form select Edit Database from the menu or click the Edit Database toolbar button or press Ctrl D then select the Credit Cards tab On the left side of the form is a tree control that displays all of your companies in the database and the credit cards associated with each one On the right side are the boxes for entering information about each credit card At the bottom of the form are buttons to add update or delete credit cards from the database Add a Credit Card To add acredit card to the database perform the
67. svers 62 Section Introduction Purchase A gent L ite makes purchasing and getting quotations a breeze f quick and easy are the two words that best describe how you desire to make repeat purchases then you have acquired the right software Gone are the days when you carried a hand written purchase order or request for quotation to the office fax machine where you fed it your pages and hoped for the best Within minutes of installing Purchase Agent Lite you could be faxing a purchase order or a request for quotation right from your desk via your computer s fax modem To get started all you have to do is supply some information about your company yourself the vendor you are buying from and the products you wish to buy Then with just a few more clicks of your mouse you will be faxing your vendor a clear professional looking purchase order PO or request for quotation RFQ All the information you enter is stored in a database so that you can create a new PO or RFQ and fax it in less time than it would take to get a cup of coffee even if the pot is on your desk If more than one person is responsible for purchasing in your company Purchase Agent Lite can be configured so that they all share the same database All other registered users can share vendor and product information entered by one user Purchase Agent Lite also maintains a record of all PO s or RFQ s you have created and it allows you to easily create reports of your purchasing a
68. t or exceed to receive the Discount percentage This field should be zero if the vendor doesn t offer a discount 39 THE DATABASE Edit Vendors This form allows you to manage all vendors in the database To open this form select Edit Database from the menu or click the Edit Database toolbar button or press Ctrl D then select the Vendors tab On the left side of the form is a list control that displays all of the vendors in the database On the right side are the boxes for entering information about the vendor At the bottom of the form are buttons to add update or delete vendors from the database Add a Vendor To add avendor to the database perform the following steps 1 Fill in all the boxes on the right side of the form See Filling in the Form below 2 Click the Add button at the bottom of the form After you click the Add button the list will be updated and the vendor will show up in the list Update a Vendor To update vendor information perform the following steps 1 Select the vendor from the list on the left side of the form The boxes on the right side of the form will be filled in with the vendor information 2 Change the appropriate information in the boxes on the right of the form 3 Click the Update button at the bottom of the form Delete a Vendor To delete a vendor from the database perform the following steps 1 Select the vendor from the list on the left side of the form 2 Click the Delet
69. the Part Report dialog containing the report results You can create as many reports as you like by repeating steps 1 through 6 Each report will overlay the previous one unless you close each one before opening a new one You can have any number of reports open at the same time for comparison At the top of each report window is a menu that allows you to print print preview and close the report When you are finished creating reports click the Close button 36 THE DATABASE Section The Database Purchase A gent L ite keps all the information you provide in a database for instant ac ss each time it s neaded Editing the Database To edit the database select Edit Database from the menu or click the Edit Database toolbar button or press Ctrl D Report Tools View Database Ctrl D The Edit Database tabbed dialog provides a convenient means for managing information in the database It allows you to add update and remove products vendors companies ship to address credit cards users projects categories and other information in the database In general each tab has a list box or tree control on the left that displays existing database entries When you click on one of the entries information about the entry will appear in the controls to the right To add an entry fill in all of the required fields on the right and then click the Add button To update an entry first select the entry make the necessary changes in
70. tire risk as to the results and performance of the Product is assumed by you Neither we nor our dealers or suppliers shall have any liability to you or any other person or entity for any indirect incidental special or consequential damages whatsoever including but not limited to loss of revenue or profit lost or damaged data or other commercial or economic loss even if we have been advised of the possibility of such damages or they are foreseeable or for claims by a third party Our maximum aggregate liability to you and that of our dealers and suppliers shall not exceed the amount paid by you for the Product The limitations in this section shall apply whether or not the alleged breach or default is a breach of a fundamental condition or term or a fundamental breach Some states countries do not allow the exclusion or limitation of liability for consequential or incidental damages so the above limitation may not apply to you Towiba Software Technologies Inc 2005 and beyond The contents of this manual and the associated Purchase Agent Lite software are the property of Towiba Software Technologies Inc and are copyrighted Any reproduction in whole or in part is strictly prohibited Purchase Agent Lite PAL is a registered trademark of Towiba Software Technologies Inc Microsoft the Microsoft Flag Logo Windows and the Windows logo are registered trademarks of Microsoft Corporation FaxMan is a registered trademark of D atal echnique
71. to identify the product This field can be up to 50 alphanumeric characters long Category Category to which this product will be assigned Products can be sorted by vendor or category so it is important to supply a category for the product Select the appropriate category from the combo box If the category that you want to assign is not in the list type it in and it will be added to the database Vendor Vendor from which you will be purchasing the product If you type the name of a vendor that doesn t exist in the database the Add New Vendor dialog will be displayed Unit Price Price of product from vendor s catalog or quotation This field can be left blank if the unit price is not known Default Quantity The value that you enter here will be used when a product is added to a purchase order from the Item Catalog Quantity Per Unit Use this field to specify the number of pieces that comprise a unit of the product De 500 sheets or 50 pcs Discount If the vendor offers a discount for a quantity of units in excess of a certain number enter the discount percentage in this field Y our discount will automatically be calculated if the quantity of units you specified for purchase exceeds the value in the Units Required for Discount field This field should be zero if the vendor doesn t offer any discounts Units Required for Discount The value you enter here is the number of units that the specified vendor requires you to mee
72. to the Company tab and add it before adding a credit card When you are finished entering information for one field press the Tab or Enter key to move on to the next field Below is a description of each field Company This combo box contains the names of all the companies currently in the database The company to which a given credit card is associated will appear here Label Information entered in this field will be used to identify the different credit cards associated with a company On the main purchase order form there is a combo box labeled Payment that allows you to choose how your vendor will be payed The Label for each credit card will appear in this combo box Card Type Choose the type of credit card you will be using by selecting it from this combo box If you do not find your credit card type in the list simply click in the box and type it in Expiration Date Month and Year Select the month and year that your card will expire Name on Card Type the name exactly as it appears on the card in this box Account N umber Type the account number exactly as it appears on the card in this box If the Name on Card and Account Number do not match the credit card transaction will be void 47 THE DATABASE Edit Users When you started PAL for the first time you were asked to enter some information about yourself This initial information forms the basis of your user profile PAL automatically adds your user profile to t
73. tton The following dialog will appear More Information for Requests for Quotation Freight Buyer Pays v Payment Terms Net 30 D Special Instructions Iw User Defined Accessories D Save Please recommend and quote any required accessories Cancel To specify how freight will be handled click on the down arrow to the right of the box labeled Freight and select from the list To specify payment terms click on the down arrow to the right of the box labeled Payment Temns and select from the list Both the freight and payment terms selections will appear on the sent or printed request for quotation If you wish to include special instructions for the vendor click in the large box at the bottom and type them in If you routinely use the same special 23 REQUESTS FOR QUOTATIONS instructions for different quotes you can save them as a user defined set To do this type the special instructions that you want to save as a set in the large box Next type a short description in the combo box labeled User Defined and then click the Save button To use a user defined set in another quotation select its description from the combo box then check the box next to the label User Defined When all your selections have been made click the OK button to save them and retum to the main request for quotation screen 12 Add items to be quoted Below the various boxes at the top of the request for quotation form is a list for entering the
74. type the telephone number of the vendor s fax machine exactly as it would have to be dialed from a phone inside your company Examples 818005554343 or 8 1 800 590 4343 long distance toll free from inside a company 95554343 or 9 555 4343 local from inside a company 5554343 or 555 4343 local from your home Press the tab key to go to the next field Enter the vendor s phone number This information appears on the printed sent request for quotation It is used mainly for reference and is 22 REQUESTS FOR QUOTATIONS not required To enter it simply click in the Phone N umber box and type it in Press the tab key to go to the next field 9 Enter the vendor contact This is the name of the vendor contact that will appear on the request for quotation with the label A ttn Left click in the Attention box and type the name of the vendor contact Press the tab key to go to the next field 10 Enter address city state region zip postal code Information entered in these fields will appear on the printed sent request for quotations To enter the Address City or Zip code simply click in the appropriate box and type them in To enter the State Region just click on the down arrow on the right side of the box and select it If it doesn t appear in the box just type it in 11 Specify freight payment terms and special instructions To specify freight payment terms or any special instructions click on the More Information bu

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