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Purchase Order User Manual

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1. On this screen you describe each field to be printed on the form Up to 200 fields may be selected to print on each form Purchase Order Forms User Manual 6 6 For each field enter the information as follows 1 Field group Enter H if the field is part of the Header group L for the Line Item group T for the Totals group D for Distributions group or S for Distributions Summary group You may also use one of the options Options F1 to scan through the fields on file for this form F2 to display the form as it appears so far see the section titled Displaying a Form later in this chapter 2 Line number Enter the line number on which this field is to print or use one of the options Options F1 to display the next field on file within this group F2 to perform a calculation see the section below titled Calculations for details For a paginated form enter the line number within the group on which this field is to print For example if you specified that the first line for headers is 4 and the first line for line items is 10 there are 6 lines available for the header group This means that line numbers 1 through 6 would be valid entries here For a non paginated form any line number from 1 to 999 is valid 3 Column Enter the starting column in which to print this field or use the option Option F1 to display the next field on file within this group that is on or above the specified line number F2 to
2. Enter the following data 2 Sequence Purchase Order Forms User Manual 6 14 Enter the sequence in which this calculation is to occur This is the logical order in which the calculations are made The purpose of this field is to allow you to re use a calculation register once you are finished with it Format 999 3 Register Enter the calculation register from 1 to 20 to store the amount computed from the equation entered below This register can then later be used to print using the Calculation register field entry 4 Operand 1 Enter the first operand field to use in the calculation from the window displayed or use the option Option Enter to enter a constant 5 Operator Enter one of the following equation operators Add to Operand 1 to 2 Subtract Operand 2 from 1 Multiply Operand 1 by 2 Divide Operand 1 by 2 D I V Divide Operand 1 by 2 but store only the integer portion of the resulting figure i e 8 divided by 5 equals 1 6 but only 1 is stored in the calculation register the 6 is stripped off M O D Modulus division of operand 1 by 2 storing the remainder in the calculation register i e 10 divided by 3 is 3 with 1 left over the 1 is stored in the calculation register IN T Store the integer portion of Operand 1 in the calculation register Operand 2 is skipped i e 123 54 is stored as 123 in the calculation register Purchase Order Forms User Manual 6
3. Format 2 characters 2 In order by Enter one of the following I To print in Item number order V To print in Vendor number order C To print in product Category order S To print in product Sub category order T To print in vendor Type order The vendor type is a field found in the Vendor File in A P Format 1 character 3 Starting item 4 Ending item Enter the range of inventory items to show on the report Follow the screen instructions Format 15 characters at each field 5 Product category You can show items for only one product category or for all product categories Enter the product category or use the option Option F1 to show items for Al product categories Format 5 characters 6 Product sub category You can show items for only one product sub category or for all product sub categories Enter the product sub category or use the option Option F1 to show items for All product sub categories Format 5 characters Purchase Order Pre purchase Processing User Manual 11 4 7 Starting vendor 8 Ending vendor This vendor number refers to only the prime vendor for the item as recorded in the Item File in I C not as recorded in the Vendor Item record in P O Enter the range of vendors whose items are to show on the report Follow the screen instructions Format 6 characters at each field 9 Vendor type You are not asked to enter anything in this field unless yo
4. Format 5 characters If the form ID you specify already exists the information for that form displays and may be changed or deleted as usual You also may use one of these options Options F2 to display the form as it currently exists see the section titled Displaying a Form later in this chapter F5 to print a test form substituting X s or 9 s for each field that you have selected to print see the section titled Testing a Form later in this chapter Purchase Order Forms User Manual 6 4 F6 to copy an existing form to a new form see the section titled Copying a Form later in this chapter 2 Description Enter the description of this form Format 30 characters 3 Width Enter the number of columns that may be printed on a form Your entry here is determined by the width of your form as well as the setting on your printer for characters per inch or pitch Format 999 max 132 4 Paginated Answer Y if the form has a specific length that does not change regardless of the information to be printed on it Answer N if the length of the form varies depending upon the amount of information printed If you answer Y to Paginated the following fields appear 5 Length Enter the number of lines on each form Your entry here should represent the entire length of one form including any area at the top and bottom of the form that you wish to leave blank Besides the length of the form the number
5. If the item is for inventory you are asked for the item number You can use F2 to see the vendor s product information If the item is not for inventory you are asked for the vendor product number After entering the item number or vendor product number the item description and units of measure display except for temporary vendors and non inventory items For a temporary vendor you must enter the item description and unit Fora non inventory item you must also enter the description and unit if you are interfaced to I C Format 15 characters 3 Qty rec d Enter the quantity received in any one of three units of measure your stocking unit the vendor s selling unit or the vendor s shipping unit If you re not using I C your stocking unit will not be available Format 99 999 999 999 4 Unit price Enter the unit price or use the option Option F1 if the price is unknown UNKNOWN displays You can enter the actual price later through the Adjust receivings selection Format 9 999 999 999 Purchase Order Receivings User Manual 15 7 Fast enter From the Receivings menu select Fast enter Use this function to receive an entire P O at once rather than having to use the Receivings Enter function to enter the receiving line by line For a single drop P O this function is useful when all of its items are delivered on the same day For a multi drop P O this function is useful when one of its deliver to locati
6. Purchase Order Reports User Manual 18 4 Option F1 to show deliveries for All locations For a single location the name is displayed The location must be in the Deliver to Location File Format 2 characters 3 Which A B C class You are asked to enter something here only if you are interfaced with I C ABC class is defined in the chapter titled ABC Analysis in the Inventory Management User Manual The ABC classes indicate the importance of an inventory item to your business with A items being the top percentage of inventory value B the middle percentage and C the lowest This is useful if for example your time is limited so you decide to first expedite A items before spending time on B items Enter A B or C indicating the class of items you want to expedite or use the option Option F1 to expedite all items regardless of their class Format 1 character If you chose to print the report rather than display it on the screen you are asked whether the report just printed is OK If there was no problem during printing answer Y If you answer Y the number of expedite days for the deliveries printed on the report are set to zero This insures that these deliveries will not show up on the next Expedite Shipment Report that is printed If you want one of these deliveries to show up on a future Expedite Shipment Report you must re enter the expedite days for this delivery through Changes to P O s F
7. it means letters of the alphabet numerals numbers special symbols amp etc or any combination of all three kinds In contrast numeric or digits means only numbers Multi company Multi Company refers to the capability to do accounting functions for multiple companies with the same set of software A user wanting to do accounting functions for more than one company on Samco packages can use the Multiple companies function within System Functions Spool SPOOL is a computer word meaning Save Printer Output Off Line Spooling is a technique that allows a report to be printed at a later time Instead of reports going directly to a printer they are saved as a disk file which is usually a lot faster When a printer is available all or some saved reports can be printed in one long run for example overnight SAM Samco s Automated Manuals A revised edition of this and all Samco user manuals is available on line from within any function of Samco s business applications Simply press F10 F11 for the Windows version and SAM will guide you to whatever information you need Refer to the chapter titled Help SAM in the System Functions manual for details Product Description Purchase Order Purchase Order includes those features most asked for by thousands of users whose experiences over the past eleven years with earlier versions have helped refine it to its current level e Prints a Purchasing Advice Re
8. File Utilities
9. If you answer Y you can change the amount If you enter a value of zero the distribution is deleted After the line item amount is completely distributed and you want to exit from entering distributions press Tab instead of entering another account number You are asked to enter the sequence number of the next line item for this P O After you have entered all line items for the P O press Tab at the SEQ field If You are Not Using Inventory Management If Inventory Management is not interfaced to P O some screen fields are different from those described previously Before proceeding with this section become familiar with the details of the previous section Then read this section which explains the differences when Inventory Management is not interfaced Header Screen There is no difference in the fields you see in the header screen Line Item Screen Purchase Order Purchase Orders User Manual 12 17 fee Ed AR K OF SA AP FC GL C 9O 8R 9 CL FP PS SP TA TR PER OER PA DK SR MP CM SF Pe CEA E J i n Purchase orders Acme Enterprises Inc Enter P O 43 Vendor 800 Hanson Manufacturing Co 1 Seq 20 2 Vendor product 8 3 Vendor s descr l1 steel bolts j 4 Vendor sell unit LBS Product of BC 5 Vendor ship unit LBS 6 Not applicable 7 Qty ordered 120 LBS 8 Unit price 452 per LBS Ext price 54 24 9 This P O line is for 10 This P O line is Date Quantity Expedite days J Jobs
10. If you answer Y any items with alternate vendor 1 matching the vendor number entered in field 3 will also be loaded 8 Include alt vendor 2 Answer Y if you want the alternate vendor 2 from the item file included with the load using the vendor criteria entered in field 3 above If you answer Y any items with alternate vendor 2 matching the vendor number entered in field 3 will also be loaded You will then be asked if it is OK to proceed with loading the items into the Vendor Item File 9 Update records Answer Y if you want to update the existing vendor items from the information in the item file If you answer Y all items matching the criteria above will not be updated Copying Vendor Items Use this selection to copy data from Vendor Item records on file for one vendor to Vendor Item records for another vendor From the Set up vendor item file select Copy The following screen appears Purchase Order Set Up Vendor Item File User Manual 9 7 fie E AR K OF SA AP PC OL IC 9O BR PL CL FP PS SP TA TR PER ER PA DK SR MP CM SF Heb Set up vendor item file Acme Enterprises Inc Please enter 1 Copy from vendor 2 Copy to vendor 3 Starting item 4 Ending item F1 next vendor Enter the following information 1 Copy from vendor Enter the number of the vendor to copy items from or use the option Option F1 to scan through the vendors on file A temporary vendor is not allowed Format 6
11. Introduction Use this selection to print purchase orders after you have posted them to your permanent Purchase Order files Because newly entered P O s have to be printed before they can be posted this selection is mostly used to print extra copies of P O s To Begin From the P O menu select Print purchase orders Some processing occurs before this screen appears You then see Purchase Order Print Purchase Orders User Manual 14 1 de Em AR K OE SA AP OPC GL O 8R Pl FP PS WP TA TR PER XR PA DX SR MP CM SF Hep Print purchase orders Acme Enterprises Inc Please enter 1 Starting P O number 2 Ending P O number 3 P O form ID Press F1 for First Enter the information as follows 1 Starting P O number 2 Ending P O number Enter the range of purchase orders to print Follow the screen instructions Format 15 characters at each field 3 P O form ID Enter the purchase order form ID to print the P O s on or press Enter to use the default form ID set up in Control information Format 5 characters Make any changes Insert your purchase order forms into the printer in preparation for printing the P O s You see PLEASE MOUNT PURCHASE ORDER FORM ON PRINTER TYPE DONE WHEN READY If you answered Y to P O form always mounted in Control information this prompt and the next prompt will not appear Purchase Order Print Purchase Orders User Manual 14 2 Check your paper and printer alignme
12. Option Enter to use the most usual warehouse or deliver to location In later selections you can press Enter to default to this central location Format 2 characters For an existing deliver to location Enter the deliver to location code or use the option Option F1 to scan through the deliver to locations on file Purchase Order Deliver to Locations User Manual 7 2 NOTE You should not delete a deliver to location if there are any open P O s or un invoiced receivings still on file for that location 2 Location name Enter a brief name for the deliver to location It is for your reference only and does not appear on the printed P O Format 10 characters 3 Full address Enter the full address of the deliver to location including the company name You can skip a line by pressing Enter but you must go through all 5 lines to complete adding the new deliver to location Format 5 lines of 25 characters each Printing a List of Deliver to Locations From the Deliver to locations menu select Print Purchase Order Deliver to Locations User Manual 7 3 SAMCO Building business and technology relationships Chapter 8 Vendor Items Introduction Use Vendor items to enter your vendors and the items they sell NOTE To enter a purchase order for a particular item from a particular vendor there must be a record for the combination of that vendor and that item in the Vendor Item File Therefore you m
13. There are four different types Alphanumeric fields may contain any combination of letters digits and special symbols Numeric fields only contain digits along with any decimal points minus signs or parentheses for negative numbers and commas Date fields only contain dates Literal fields contain text that you type Most literal fields are defined by pressing Enter at Field number rather than specifying a field number Alphanumeric Fields The following two fields display for each alphanumeric field 6 Length Purchase Order Forms User Manual 6 11 Enter the number of characters you want to print in this field up to the maximum number shown or use the option Option Enter for the maximum length of the field 7 Justify Enter R to right justify the characters or use the option Option Enter for no justification to print the characters as entered If you specify right justify the characters will be aligned with the right hand margin of the space for this field Numeric Fields The following five fields display for each numeric field 6 Integer digits Enter the number of integers digits to the left of the decimal point you want to print in this field up to the maximum shown or use the option Option Enter for the maximum shown Format 99 7 Decimal digits If the field has no decimal places Not applicable displays here Enter the number of decimal places you want to print u
14. ccce eee eee 6 Getting Started ecce oRe rae CR e E E ESREERSEEAAEER VEA DEER RR LEREAVREAPEENVERRO T ER RES 2 1 a dgorellfein o Mec fos c I PH E 1 Purchase Order and Accounts Payable cceseeeeeeeeeeee eene enhn 1 Purchase Order and Inventory Management seeeeeeeeeeee eene 2 Purchase Order and Job Cost ree eie tee nth rodea rh hn hne an aae ss 2 Purchase Order Data Files 5 iesu eds cbe as Eu a Ve ERMe IE E EP QU ARE ERE E E EIE 2 Setting Up the Vendor Item File eeeeeeeeeeeeee eene enne 3 Seturig UD PI erranen Way E SREERREA EOS SN SERRE Oo ER ORE E QE MEA RIA EUR KENT 4 Regular c 5 Using Purchase Onder i seocco e va ea e eva cocsseteenavsanscueaeaveu E a EA 3 1 About this Mahal us viis ro eodd oa vex een ee aden waa De a a nailer eux e 1 To Start Purchase Order icc esse ds orti een gto uae oa odere Ek En Euh r a ne UE 2 Guide ro Daily Operati nS o caus dvd yi ek eS anle use EYE eR NOTE Fea ee a v ERR R Ede 4 1 Daily Operations Checklist ideo duce put ke re bnt nct ti e iae rte eye be e Mice eate i 2 Weekly Operations Checklist ccccccccceccccccccccecesssssssssesescececeeeeeeens 3 Periodic Monthly Operations Checklist ccece cece eeeeeceeecee cece nene 4 Control Information 44640553 rere repa vente ege e oun Hebe beens a iE eos CI ME RE ids 5 1 FOFIBSius cx rezeci eese sa abusu Oo eoa Debs Karen Oda a
15. Jobs or O Other expense items such as office supplies or capital items such as computer equipment The entire quantity on the line item must be for only one of these uses If you want to split a quantity between two or more of these uses enter two or more lines for the same item If you are not using Inventory Management you will not have the I choice If you are using I C but the item you are ordering is not an inventory item you also will not have the I choice Entering Distributions When you finish entering the line item information the bottom of the screen changes and you can enter the distributions If you specified that this line item is for jobs you ll be asked to enter the following fields for each distribution Job number Enter the job number for the distribution The job must be in the Job Master File and it cannot be a closed or copy only job The job status and description display Format 7 characters Cost item Enter the number of the cost item for the job in the usual cost item number format or use the option Option F1 to get the next cost item for the job Purchase Order Purchase Orders User Manual 12 20 The cost item must be in the Job Master File as a part of this job If the cost item is not a direct cost an error message displays If the cost item is a labour cost a warning displays Format 9999999 999 999 Acct Enter the G L account number for this cost item or u
16. Percentage of line to distribute Quantity of line to distribute Sub job number Job Cost Q quantity P percentage A amount Line sequence number Line item description Line item number Forms Print in line flag Warehouse name Summary Fields Field name Blank line Printer feature Suppress line Register 1st summary flag 1st summary line flg End summary line flg Summary acct no Summary acct desc Summary amount Summary amount total Summary job no Summary sub job no Purchase Order User Manual Y distribution lines are printed after each line item is printed name of warehouse for deliver to Description Notes When this field is selected no other data is printed on the line even if it is defined Turns a printer feature on or off Used to suppress the printing of an entire line when a specified criteria s is met Used to access register values stored during calculation routines Y first line of summary distribution Y first summary line of distribution or after page break Y last line of summary Valid G L account number Valid G L account description Amount distributed to account job Total amount distributed Job Cost Summary job number Job Cost Summary sub job number Forms SAMCO Building business and technology relationships Wl Chapter 7 Deliver to Locations Introduction Use this selection to set up one or more deliver to locations or warehouses
17. when entering a new purchase order Format 6 characters Temporary vendors You can enter a temporary vendor number by starting the vendor number with an asterisk Enter the temporary vendor s name and address Adrs This field does not appear for temporary vendors This Adrs Z field corresponds to the Location 7Z field in the Purchasing Addresses File See the chapter on Purchasing Addresses If this P O will be sent to a location other than the vendor s remittance address e g a branch location or satellite warehouse enter the Purchasing Address Location or use one of the options Options F1 to scan through the vendor s purchasing addresses on file F2 to use the vendor s remittance name and address obtained from the A P Vendor File Format 5 characters 3 P O date Purchase Order Purchase Orders User Manual 12 4 The date of the last new P O displays the current date displays if this is the first P O you are adding Enter a different date or use the option Option Enter to use the displayed date Format MMDDYY 4 F O B Enter the F O B location or use the option Option F1 to use the F O B location in the P O Control File Format 15 characters 5 Ship via Enter the name of the carrier who will ship the items from the vendor to you or use the option Option F1 to use the default carrier entered in the P O Control File Format 15 characters 6 Ordered by Enter the pers
18. Cut off P O date Enter the date of the last P O that you want to consider for purging or use the option Option F1 to default to the Latest P O date on file Format MMDDYY 5 Show P O lines Answer Y to show line items for the P O s on the purge report or N to print the purge report without showing the line items 6 Show receivings If you answered N to the SHOW P O LINES question this field is set automatically to N Otherwise answer Y to show all receivings for each line item on the purge report or N to print the purge report without showing receivings 7 New page for each P O Answer Y if you want the information for each P O to start on a new page Answering Y here and to the two previous questions allows you to complete your audit trail for each P O that is purged The final status of the P O and a complete history of the receivings for that P O will be printed on a separate page which you can then file with all the other paperwork Purchase Order Close and Purge P O s User Manual 19 4 for the P O We recommend that you always do this for the sake of a complete audit trail If Purging Did Not Occur There are several reasons why a P O in the range selected may not have been purged The Purchase Order Purge Report will show each P O that could not be purged along with the reason The handling is as follows 1 One or More Lines Are Open This means that you have not received all goods
19. EXP Where xxxxxx is the file name and where nn is the company number the file came from If you are running under Unix you will also have the option of appending a drive designation to the front of the file To begin select Export a file from the File utilities sub menu A screen similar to the one below will appear Purchase Order File Utilities User Manual B 2 4 34 00 Purchase Onder usiities Me dde Mb OK GE SA AP PC GL IC PO AR PI CL FP P FP TA TR PER XR PA DK SR MP CM S hep PSKGaYEwWt d COO MAS 4PO iL File utilities Purchase Order Acme Enterprises Inc Export a file Please select file 1 Vendor item file CVENITM34 13 Change trans line file CNGLIN34 2 Delivery location file WHSFIL34 14 Change trans dist file CNGDIS34 3 P O auxiliary file AUXFIL34 15 Change trans notes file CNNOTF34 4 Receivings history file RCVHIS34 16 Receivings trans file RCVTRX34 5 P O master header file POHDRF34 17 Price adjustment file PRCAD334 6 P O master line file POLINF34 18 Release trans file RELTRX34 7 P O master dist file PODIST34 19 Purchasing address file PURADR34 8 P O trans header file HDRTRX34 20 Purchase control file POCTLF34 9 P O trans line file LINTRX34 21 P O Form file POFRMF34 10 P O trans dist file DISTRX34 22 Receiving trx serial RCVSTX34 11 P O trans notes file LNNOTF34 12 Change trans header
20. File in P O 6 Enter your vendors purchasing addresses using Purchasing addresses A purchasing address is the address to which the P O is sent when this address is different from the vendor s bill payment address See the chapter titled Purchasing Addresses The Purchasing Addresses File is also used in A P so you may have already entered your vendor purchasing addresses while setting up A P 7 Build the Vendor Item File using Set up vendor item file A Vendor Item record should be entered for every inventory item that you might order from one of your regular vendors You will use the items in the Vendor Item File to Purchase Order Getting Started User Manual 2 4 identify the items being ordered on each P O See the chapter titled Set Up Vendor Item File Setting up this file is the last and largest single step that you must take before P O becomes operational The functions included in Set up vendor item file will assist you in setting up your vendor items as rapidly as possible If Inventory Management is interfaced use Set up vendor item file to copy selected items from the I C Item File to designated vendors in the Vendor Item File a If primary vendors were entered for items in the I C Item File you can use Set up vendor item file Load items to automatically create vendor items from the Item records based on each item s primary vendor See the chapter titled Set Up Vendor Item File b If primary vendor in
21. I C an existing vendor item will appear when you specify the vendor number and the vendor s product number Enter the following information 1 Vendor For a new vendor item Enter the vendor number or use one of the options Options F2 to scan through the vendors on file Enter to look up the vendor by name Purchase Order Vendor Items User Manual 8 2 Format 6 characters For an existing vendor item Enter the vendor number and item number or use the option Option F1 to scan through the vendor items on file If one exists you are allowed to change the information for it Format 6 characters for vendor 15 characters for item number 2 Item Enter the number of the item you are adding for this vendor This item must be in the Item File in I C Enter the item number or use one of the options Options F1 to scan through the items in the Item File Enter to look up the item by its description Format 15 characters 3 Vendor s product Enter the number the vendor uses for this item or use the option Option F1 to use the same number as the item entered above Format 15 characters 4 Vendor s description Enter the vendor s description of this item or use the option Option F1 to use the same description for the item as your own Format 2 lines of 25 characters each 5 Vendor s sell unit Enter the unit of measure for example CASE LITR DOZN EACH in which the vendor sells the item or
22. Item tracking method UDF value screen UDF code description User defined field title The note number for the line item Note for specified note number Order number from P O line Quantity ordered in stocking units Quantity ordered in vendor s selling units Quantity ordered in vendor s shipping units Unit purchase price in stocking units Unit purchase price in selling units Unit purchase price in shipping units Vendor s product number Vendors description Forms Vendor sell unit Vendor ship unit Worksheet no Distribution Fields Field name Blank line Printer feature Suppress line Register 1st distribution flg 1st dist line flag Delivery code Distr account no Distr acct desc Distr amount Distr job no Distr percentage Distr quantity Distr sub job no Distribution type Line no Item description Item no Purchase Order User Manual Vendors selling unit Vendors shipping unit Worksheet number P O was issued on Description Notes When this field is selected no other data is printed on the line even if it is defined Turns a printer feature on or off Used to suppress the printing of an entire line when a specified criteria s is met Used to access register values stored during calculation routines Y first distribution on P O Y first line of distribution Deliver to location code G L account G L account description Amount distributed to account Job number Job Cost
23. O s on or press Enter to use the default form ID set up in Control information Format 5 characters Make any changes Insert your purchase order forms into the printer in preparation for printing the P O s You will see the message PLEASE MOUNT PURCHASE ORDER FORM ON PRINTER TYPE DONE WHEN READY If you answered Y to P O form always mounted in Control information this prompt and the next prompt will not appear Check the printer and paper alignment to make sure that the printing lines up correctly on your forms Answer Y to print one form containing only X s and 9 s If you are using multiple printers select which printer to send the P O to In response to ANY CHANGE answer Y to change your selection or press Enter to print the alignment form Inspect this form adjust the printer as necessary then print another alignment form You can print as many alignment forms as you wish When your P O form is properly aligned answer N to the PRINT FORM ALIGNMENT question The P O s are printed automatically Press F1 at any time to stop the printer Posting Changes to P O s This function permanently stores the changes made to the P O files Changes made to P O s are not recorded until they are posted From the Changes to P O s menu select Post Purchase Order Changes to P O s User Manual 13 12 SAMCO Building business and technology relationships WU Chapter 14 Print Purchase Orders
24. Order User Manual 3 3 APORC GL EN EE POxXrOt XUf Make selections from page 2 the same way as from page 1 To return to page 1 of the menu press Tab To Exit the P O Package To exit the P O package press Tab from page 1 of the P O menu Purchase Order Using Purchase Order User Manual 3 4 SAMCO Building business and technology relationships Wl Chapter 4 Guide to Daily Operations Introduction The following checklists are provided as examples of how you might use Purchase Order to perform various daily and periodic tasks While we attempt to present the tasks in a logical order you should adjust the checklists as necessary to meet your own needs You may wish to consult with your accountant for advice on organizing your own checklists to ensure the efficiency and security of your business operations Purchase Order Guide to Daily Operations User Manual 4 1 Daily Operations Checklist EACH DAY EACH DAY AS NEEDED Enter new vendor items using Vendor items Print the Purchasing Advice Report to aid you in planning your purchases for the near future Requires I C Print the Purchasing Worksheet as an aid to making your final purchasing decisions From the notes you make on this worksheet purchase orders can be entered using the Purchase orders selection Requires C Inquire into which vendors stock a particular item using View vendors for an item Inquire into which items a partic
25. P O numbers here The Purchasing Advice Report is an expanded version of the Purchasing Advice Report in Inventory Management and replaces it To Begin From the P O menu select Pre purchase processing then select Issue P O s from the menu which appears Issuing P O s Issue P O s is not available if alphanumeric P O numbers are used See the chapter titled Control Information for an explanation of alphanumeric P O numbers Purchase Order Pre purchase Processing User Manual 11 1 This function is used to issue a group of consecutive P O numbers A particular P O number cannot be assigned to a P O in the Purchase orders Enter function unless it has been issued here first This following screen appears Enter the following information The first three lines on this screen are for information only The numbers shown are automatically updated by the software in the course of day to day processing If you just want to look at this information and don t want to issue any new numbers press Tab 1 How many new P O numbers do you want Enter the quantity of new P O numbers you want to issue Format 999 2 Print a list of the new P O numbers Answer Y if you want to print a list of the new numbers You can use this list as a control document It provides blank spaces for you to enter the date and vendor number for each P O number used Purchase Order Pre purchase Processing User Manual 11 2 Not
26. P O s ready for posting This is useful for verifying the accuracy of P O s before they are posted This list will include P O s that have been printed and those with a confirming order status of D Don t print N P O s Not ready for posting Include only P O s that are not ready for posting This edit list can be used to see what needs to be done to complete and correct these P O s so that they can be posted Since a P O is not ready for posting until it has been printed the list will include P O s that haven t yet been printed except those having a confirming order status of D for Don t print It will also include P O s that have been changed after being printed but have not been printed again following the changes B Both types ready and not ready for posting This will provide you with a complete list of all of your un posted P O s regardless of their status 2 Starting P O Number 3 Ending P O Number Enter the range of P O s to show on the edit list Follow the screen instructions Format 15 characters for each field 4 Brief format Purchase Order Purchase Orders User Manual 12 22 Answer Y to have the edit list show only the first line of the P O header information and a single line for each line item Press Enter to show the full header and line information 5 Show line items Answer N to show only the header information for each P O Press Enter to show the line items and their notes 6
27. Quantity on order minus Quantity on backorder After the worksheets print you are asked whether the worksheets just printed are OK If you answer Y the NEXT P O WORKSHEET field in the Purchase Order Control File is updated If N the worksheet numbers are not updated in the Control File Purchase Order Pre purchase Processing User Manual 11 9 SAMCO Building business and technology relationships Chapter 12 Purchase Orders Introduction Use this selection to enter purchase orders Then you can print them on plain paper or on pre printed P O forms After printing you can post the new P O s to the permanent Purchase Order files The appearance of some of the screens in this chapter depends on the options that you previously selected in the Purchase Order Control File The screens you see in the main body of this chapter are those you would see if you have interfaced the Inventory Management I C package to Purchase Order and have not interfaced Job Cost If you have not interfaced I C or if you have interfaced Job Cost refer to the sections at the end of this chapter for the screens that match your particular set up To Begin From the P O menu select Purchase orders then select Enter from the menu which appears Entering Purchase Orders A purchase order consists of two parts The header section which contains information such as the vendor address where to ship the items ordered etc Purchase Orde
28. Re 7 Set Up Vendor Item File 5 I yea Eua exvE e rV uta cew dees ws ou TUU DU vA EE He oda RR 9 1 Loading Items for a Vendor eeeeeeeeeeeeeeeeeee eene e ne enero nen 1 oriens 4 Copying Vendor GMS c cov ninne HE EE REA UIS ER E EVERWOR UU SEN EUER ees wed eee 7 Deleting Vendor Items ciiecocn due RARE ERR ed takers CURIE EEEERQENERV EVE UERETR OU RUE 9 Printing a Brief Vendor Item List eccsssssseeeseeeeee e e enne 11 Setting the Vendor Data in I C Items eeeeeeeeeeeeeee eene enne 12 Removing Unnecessary Information from the Vendor Item File 12 Purchasing Addresses ivi sicscccii weve aa Coe as EXT sieve seh vea ested VA ER EE EERPF ES SEEK 10 1 Entering Purchasing Addresses ceccceeeeeeeeeee eee eene nennen 1 Printing a List of Purchasing Addresses ssssssseeeeeeeeeeee eene 4 Pre purctiase Processing nc eene e eene vas een sas pen ERE e CN CUCINA S a CORN ERR 11 1 Issuing PO Sin ssi a inae A ivatuss Das naw eee RVPV Ep REP aa Hers at I dae BUM 1 Printing a Purchasing Worksheet ecssssssseeeeeeee een nennen 6 Purchase Orders sidecases env duae ade nie ere aeta ia ai ve wu d ER Ue oai i ona eaa n in 12 1 Entering Purchase Orders 2 o oou oaa a Aor ER raga E PERPE Va REA ET canwtawe diane 1 If You are Not Using Inventory Management sse
29. User Manual B 8 Enter the following information Please select file Enter the number of the file you wish to rebuild or use the option Option F1 to rebuild AU of the data files 83 34 PO Puchara Cedar utin He ter AM OK OR SA AP 9C QOL KC 9O AK PI CL P P OP TA TM PM OR PA DK R MP CM 9 Mel POKRGHeYKEwt4 CGO M20 4PO EL File utilities Purchase Order Acme Enterprises Inc Rebuild a file 1 Vendor item file CVENITM34 13 Change trans line file CNGLIN34 2 Delivery location file WHSFIL34 14 Change trans dist file CNGDIS34 3 P O auxiliary file AUXFIL34 15 Change trans notes file CNNOTF34 4 Receivings history file RCVHIS34 16 Receivings trans file RCVTRX34 5 P O master header file POHDRF34 17 Price adjustment file PRCAD234 6 P O master line file POLINF34 18 Release trans file RELTRX34 7 P O master dist file PODIST34 19 Purchasing address file PURADR34 8 P O trans header file HDRTRX34 20 Purchase control file POCTLF34 9 P O trans line file LINTRX34 21 P O Form file POFRMF34 10 P O trans dist file DISTRX34 22 Receiving trx serial RCVSTX34 11 P O trans notes file LNNOTF34 12 Change trans header CNGHDR34 Press F1 for All A new screen will appear showing the status of each file as it is being rebuilt Once completed you are returned to the Rebuild a file screen Purchase Order User Manual B 9
30. You can adjust the prices of receivings even after the receivings have been entered and posted using the Price adjustments function of the Adjustments to receivings selection Purchase Order Control Information User Manual 5 5 The purchase price adjustment account number entered here is the G L account that is updated when price adjustment transactions are posted The balance sheet liability account is the counter balancing account for this When you enter the account number it is verified in the Valid G L Accounts File If it is not found there you can add its account number and description here The account is then added to the Valid G L Accounts File NOTE If P O is interfaced with G L you must also enter this same account through the Chart of accounts selection in the G L package When interfaced to G L any time a new account is added in a package you must also add it to the Chart of Accounts in the G L package 14 P O form ID Enter the default ID of the PO form you wish to use for printing purchase orders See the chapter titled Forms for information on the purchase order forms available Format 5 characters 15 P O form always mounted If you answer Y you will not be prompted to mount the P O form on your printer and type DONE when complete or to print a test form alignment series of X s to check to see that your form is properly lined up in the printer We recommend setting this to Y if you are eith
31. a command in the line section 2 Print the Distribution on a separate Summary page using a command in the Line section 3 Suppress the Distribution from printing all together using a command in the Line section Displaying a Form While entering a form you can press F2 to see what the form looks like so far Follow the screen instructions Purchase Order Forms User Manual 6 16 If one field overlaps another field either question marks or asterisks appear in the area of overlap Question marks display if none of the overlapping fields are conditionally printed in which case you probably need to change the position of a field Asterisks display if at least one of the overlapping fields is conditionally printed In this case you may wish to review the definitions of the overlapping fields to ensure that they do not print under the same conditions Testing a Form A test form can be printed that substitutes X s or 9 s for each field that you have selected to print You can print the test on the actual form you intend to use or on plain paper When printing P O s you can also print a test alignment form To test your form at the first Forms screen display the form you wish to test and press F5 When the printers list displays select the printer on which this form is to be printed Copying a Form You can rapidly produce a new form by copying an existing form that is similar to the new one After copying th
32. a customer s name address and account balance might be grouped together into a record called the customer record Entry A record in a data file is often referred to as an entry Data file A data file is a group of one or more related records A data file is often referred to simply as a file without the word data The Customer File in Accounts Receivable is an example of a data file Such a file is made up of several records each of which contains the name address etc for one customer Each file is kept separate from other files on the disk There are other types of files in addition to data files For example programs are stored on the disk as program files However references to file in this User Manual mean data file unless specifically stated otherwise Post To post means to take transactions from a temporary file and move them to a permanent file where other transactions probably already exist For example in Purchase Order Understanding Purchase Order User Manual 1 5 A R sales are initially entered into a temporary transaction file After sales have been entered and edited they are posted to the more permanent A R Open Item File Often during transaction posting information in other data files is also updated For example when sales are posted the account balance and historical sales figures in the Customer File are also updated Alphanumeric When the manual refers to alphanumeric
33. a function When you select a function from a menu one or more programs automatically execute thereby allowing you to accomplish the task you selected Purchase Order Understanding Purchase Order User Manual 1 4 Integrated When a set of computer packages is integrated any information generated in one package which is needed in another package is automatically supplied to that other package You don t have to enter it twice Samco accounting software is fully integrated When P O is used with other Samco packages any data recorded in those other packages which P O should know about is automatically made available to P O Data Organization Most of the information you enter into your computer is stored on your disk In order for computer programs to be able to locate specific pieces of data within large masses of data and to be able to process data logically data must be organized in some predictable way Samco s accounting software organizes your data for you automatically as it stores it on your disk There are five terms you should understand about the way the data is organized Character A character is any letter number or other symbol you can type on your computer keyboard Field A field is one or more characters representing a single piece of data For example a name a date and a dollar amount are all fields Record A record is a group of one or more related fields For example the fields representing
34. a new note Like pressing Esc at Field number to change in other selections Delete Delete these comments from the data file and clear the screen to get ready for another comment Like Delete in other selections The software will ask you to confirm the deletion with an OK to delete message Format 10 lines of 65 characters each Printing a List of Purchasing Addresses From the Purchasing addresses menu select Print From the screen which appears enter the following information 1 Starting vendor 2 Ending vendor Enter the starting and ending vendors Follow the screen instructions 3 Print comments Your answer here determines whether comments will be printed Purchase Order Purchasing Addresses User Manual 10 4 SAMCO Building business and technology relationships Chapter 11 Pre purchase Processing Introduction The Pre purchase processing selection helps you answer the question What do need to purchase Two reports can be printed for this purpose the Purchasing Advice Report and the Purchasing Worksheet When alphanumeric P O numbers are not used this selection is used to issue new P O numbers P O numbers are not issued when alphanumeric P O numbers are used See the chapter titled Control Information for a full explanation NOTE If you are not interfaced with the Inventory Management package you will not be able to print the two reports In this case you can only issue
35. a separate release purchase order for this release of the blanket order Press Enter to accept the default of Y If Y is Purchase Order Releases User Manual 16 6 entered the release P O must be printed before this release transaction can be posted Enter N if you do not need to print a P O for this release transaction This would be the case when you verbally notify the vendor of the release but do not send hima printed P O You are now positioned at Field number to change Make changes as needed to fields 1 through 3 or press Enter to show information about line 1 of the P O and enter the quantity to release You must now look at each line item on this blanket order and specify the quantity to release for each one You are first asked to enter the new quantity to release field 6 Then at FIELD NUMBER TO CHANGE you will also be able to change the overall blanket order quantity ordered the unit price and the number of expedite days 4 Qty ordered This is the overall blanket order quantity for the line item You cannot change it to less than the quantity already released or the quantity already received Changing the quantity ordered here will also change it in the blanket P O when the release is posted to the permanent Purchase Order files Format 99 999 999 999 5 Unit price This is the unit price for the item per the blanket P O Changing the unit price here will also change the line item s unit pri
36. an non inventory item an item that will not be sold but used internally enter the G L account number for the appropriate expense account If this P O line is for an inventory item and you are using I C enter the G L account number for your unmatched receivings account If you are not using Inventory Management what you enter here for inventory items depends on whether you are using a perpetual or periodic method of Inventory Management Consult your accountant to determine the proper distribution for your inventory method If the vendor is not a temporary vendor you can use the option Option F1 to use the displayed expense account from the Vendor record Quantity Percent Amount You can distribute the line by quantity by percent or by dollar amount When you make the first distribution you must pick one of these three methods Purchase Order Purchase Orders User Manual 12 16 Initially you are asked for the quantity to distribute to the first G L account Pressing F2 changes quantity to percent then to dollar amount then back to quantity Once you have chosen a method for the first distribution all remaining distributions for this P O must be entered in the same way Press F2 until you get the method that you want then enter the desired amount You can press F1 to default to the quantity percent or dollar amount remaining to distribute After each distribution is entered you are asked ANY CHANGE
37. are spread over time The vendor gives the lower price because he knows you have committed to a large volume Another reason is that you sell or use this item at a certain rate per month and don t want to keep more than one month s supply in your warehouse so you arrange for regular shipments of a fixed or varying amount at regular intervals Another reason is that you want to insure that the item will be available when you need it over the course of the year so you enter into a long term contract with the vendor which commits you to buy an overall amount so that the vendor knows he can produce this amount and you will pay for it Release A release from a blanket P O is a specific quantity of the item or items on the blanket P O that you now want delivered It is the CURRENT periodic shipment for the blanket order The vendor was originally informed of the total quantity that you wanted over the course of the year The release is the specific part of the total quantity that you want shipped now Vendor Item Information This is the information about which vendor sells which item what the vendor calls the item it may be different than what you call it how much it costs and in what units and minimum quantities the vendor sells it In P O vendor item information is kept in a separate data file Function As used here function means one or more programs that accomplish a specific task Each selection on a menu of a package is
38. based on three things e Invoices already received and entered into the Accounts Payable package but not yet paid e Shipments already received but not yet invoiced also known as uninvoiced receivings e Open purchase orders for which goods have not yet been received From the Reports menu select Cash disbursements projection A screen appears for you to enter the following information Purchase Order Reports User Manual 18 6 1 6 Reporting period 1 6 due for You can look at projected disbursements for up to 6 future periods For each period first specify its length using W for week M for month or Q for quarter Then specify the ending date for the first reporting period Today s date is displayed automatically and you can either accept this date by pressing Enter or enter another date All cash needed at any time on or before this date will be included in the first reporting period For each subsequent reporting period the ending date is calculated automatically from the first period ending date and the lengths entered above and cannot be changed Format 1 character and MMDDYY 7 of due days for temp vendors In order to calculate the due date for individual cash disbursements the number of due days on the Vendor record in Accounts Payable for each vendor is used However temporary vendors do not have this information available Therefore an approximate number of due days must be entered here so tha
39. change 1 But you can t start change 2 until change 1 has been posted If you re using the menu bar you could set up an access group from Changes to P O s which would include View purchase orders You could then get the next change number and the date of the last change from within Changes to P O s To Begin From the P O menu select Changes to P O s Then select Enter from the menu which appears Entering Changes to P O s Use this function to enter changes to posted P O s or to make changes to change P O s Like a purchase order a change to a purchase order consists of two parts the header section and the lines line items section You first see the header screen Purchase Order Changes to P O s User Manual 13 2 i 13 34 Po changes to Py mera Fe Ed AR OK o ee ee ee X 7 8R CL FP PS TP T TR PER IR OPA DX R MP CM X ee 257205 n Changes to P O s Acme Enterprises Inc Enter 4P04 l 2 Vendor Purchasing address 3 P O date Adrs 4 F 0 B 5 Ship via 6 Ordered by 7 Deliver to 8 Is this a confirming order Is this a multi drop order Is this a blanket order 9 Special terms 10 Currency 11 Special msg 12 Change Change date F1 next entry F2 next P O From this screen you can work with both new and existing change P O s If a change P O already exists for the P O number you specify that change P O will appear and be available for modifications or d
40. characters 2 Copy to vendor Enter the number of the vendor to copy items to exactly as above A temporary vendor is not allowed The copy to vendor cannot be the same as the copy from vendor Option F1 to scan through the vendors on file Format 6 characters Purchase Order Set Up Vendor Item File User Manual 9 8 3 Starting item 4 Ending item Enter the range of items to copy from the copy from vendor Follow the screen instructions Format 15 characters at each field NOTE If a selected item is already on file for the copy to vendor it is not changed and the loading process just skips it NOTE The price of the new vendor item is set to zero and the vendor rank is set to second choice Deleting Vendor Items Use this function to delete vendor items from the Vendor Item File in groups instead of individually as is done in the Vendor items selection Be careful not to delete more records than you want to From the Set up vendor item file menu select Delete The following screen appears Purchase Order Set Up Vendor Item File User Manual 9 9 Fee Ege AR K OF SA AP PC GL C 9O SR P CL FP PS PP TA TR PER XR PA DK SR MP CM SF H e B n Set up vendor item file Acme Enterprises Inc Delete Please enter i Vendor 2 Starting item 3 Ending item 4 Only items with last P O date on or before 5 Only if vendor is second choice for item 6 Only if vendor is third choice for
41. characters may be entered Unless you know the exact key for the records in the data file it is recommended that you press F1 When you have completed all entries the following prompt will appear C create new export file or A add records to existing export file Enter C to create a new export file and over write any pre existing ASCII export for this data file or enter A to add the records selected for conversion to any pre existing ASCII export file on the device specified After selecting which type of file to create the screen then clears and the ASCII file name is displayed along with a counter of the number of records exported If you had selected All at the Please select file it is assumed that you wish to create a new converted file After the Any change prompt the screen clears and the ASCII file name is displayed along with a counter of the number of records exported for all files Purchase Order File Utilities User Manual B 5 The Export a file menu reappears after the file or files selected have been exported so that you may choose another file After you have completed running the convert routine press Tab at the Please select file prompt A window will appear for you to select how to print the export log Restore an exported file This function is used to restore one of more of the listed data files from the flat ASCII file format to the internal format The exported file is read in and an
42. default P O number format is shown at the bottom of the screen like this The default P O number format is NNNNAAA If you are not using alphanumeric P O Z s the next available P O number is obtained from the Next P O field in Control information Format 15 characters To change an existing P O Enter the P O number or use the option Option F1 to scan through un posted purchase orders in P O number sequence When you press Enter at Field number to change you are asked if you wish to change the P O lines See the section on Line items for how to add change and delete P O line items 2 Vendor Purchase Order Purchase Orders User Manual 12 3 Enter the number of the vendor from whom you are ordering or use one of the options Options F1 to scan through the vendors in number order F2 to void this P O number F6 to use the previous vendor number if any Enter to look up the vendor by name NOTE When you are not using alphanumeric P O numbers P O numbers must be issued through the ssue P O s function Each P O number issued must either be assigned to a purchase order or be voided to indicate that it is not used by a P O If a P O number is not going to be used for a purchase order use this option to mark the P O Z as void NOTE If you void a P O number you can use that number later on a purchase order To use a void P O number just enter the voided P O number in the P O field
43. for printing the physical purchase orders Samco has provided a number of sample forms You can use them as they are or modify one to meet your specific needs Purchase Order Getting Started User Manual 2 2 Deliver to Locations File This file contains the full address of each of your deliver to locations Every P O requires you to enter a deliver to location code which corresponds to a deliver to location in this file You can specify a one time deliver to location on any particular P O but any regular deliver to location should also be entered into this file Such deliver to locations can be stores warehouses job sites or any other place NOTE If you are using Inventory Management with P O and you have multiple warehouses every warehouse that you have already established in I C will already be on file in P O This is because the Warehouse File in Inventory Management is the same file as the Deliver to Location File in P O If you are not using I C you must define your deliver to locations through P O Vendor Item File Every item that you might order from one of your regular vendors must be in this file If I C is interfaced you cannot order an item unless that specific vendor item combination is entered as a record in this Vendor Item File Even if you are not using the Inventory Management package all of the items that you regularly order should be entered in the Vendor Item File During P O line entry the Vendor Item
44. for receipt of shipments on your P O s Before you can enter a new P O for any deliver to location that deliver to location must be designated here If you are using Purchase Order with Job Cost you can enter your job sites here If you are using Inventory Plus warehouses defined for I C will be automatically available to the P O package and vice versa To Begin From page 2 of the P O menu select Set up gt Deliver to locations Then select Enter from the menu which appears Entering Deliver to Locations A screen then appears After defining a deliver to location it appears similar to this Purchase Order Deliver to Locations User Manual 7 1 IH 1 amp PO Delwer te locations Enter Fe tom AR X CF SA AP FC GL UK 9O 8R P9 CL oc60 f oo H Deliver to locations Enter 1 Location code 2 Location name 3 Full address Acme Enterprises Inc 1 Main Your Company Name Here 101 Buckley Anytown British Columbia Attn Shi pp ing Clerk Make changes F1 next location F3 delete e Field number to change From this screen you can work with both new and existing deliver to locations If a deliver to location has already been entered for the location code you enter it will appear and be available for changes or deletion Enter the following information 1 Location code For new deliver to locations Enter a location code or use the option
45. insert a new line within this group F3 to delete the current line within this group Your entry may not be greater than the width of the form At Field number the screen displays as follows Purchase Order Forms User Manual 6 7 Fid Description Fid Description 10 Blanket rel no per d 19 11 Blanket rel period 20 Company address 12 Blanket rel no 21 Company phone no 13 Change date 22 Company no 14 Change no 23 Confirm flag 8 15 Change dist flag 24 Currency code Bitmap graphic file 16 Change header flag 25 Currency description Blanket order flag 17 26 Banker rel date 18 Company display name 27elivery address Fid 1 2 3 4 5 Description Blank line Printer feature Suppress line Suppress distribute Suppress summary Register Bitmap graphic file Blanket order flag CONG The window that displays at the bottom of this screen shows the first 27 fields available for printing in the Header and Totals area of your form Your screen may appear slightly different There is one more window showing additional Header and Totals fields that you may select to print To see the additional windows press PgDn To return to the previous window press PgUp If you had previously selected any of these fields to print on this form an asterisk appears next to the field number If you specify a Field group
46. invoiced When a receiving is first posted to the Receivings History File it is marked as un invoiced When an invoice comes in for this receiving and is entered in the Accounts Payable package you specify the P O number and the receiver numbers that correspond to the invoice When the invoice is posted in A P the receivers associated with it are then marked as invoiced Before a purchase order can be purged from the system all of its receivings must have been marked as invoiced Most of the time your invoices will be entered in A P and their associated receivings will be marked as invoiced as described above Purchase Order Adjust Receivings User Manual 17 1 But there will be cases when a receiving will not be invoiced in A P such as when a C O D delivery is paid with cash or a non A P check For instances such as these you need a way to mark a receiving as invoiced without going through the Accounts Payable package so that you can purge these P O s and so that your receivings reports will be accurate That is the purpose of the Clear uninvoiced receivings adjustment to allow you to mark receivings as invoiced when they will not be invoiced through the Accounts Payable package When you use this function to mark a receiver as invoiced all of its receivings lines in the Receivings History File will be marked invoiced Price Adjustments Price adjustments allows you to enter a price for any receiving having an
47. item F1 next vendor If you are not using I C with Purchase Order fields 5 and 6 do not appear on this screen Enter the following information 1 Vendor Enter the number of the vendor or use the option Option F1 to scan through the vendors on file Format 6 characters 2 Starting item 3 Ending item Enter the range of items to delete Follow the screen instructions Format 15 characters at each field 4 Only items with last P O Date on or before Purchase Order Set Up Vendor Item File User Manual 9 10 This field lets you limit the deletion to inactive items for this vendor by choosing an old date If you havent issued a P O for a particular item to this vendor in a long time as measured by the date you enter here only items in the selected range with their last P O date on or before that date will be deleted Enter the date or use the option Option F1 to use the Latest current date Format MMDDYY Of course if you press F1 for the latest P O on file the deletion is not limited to inactive items 5 Only if vendor is second choice for item Answer Y if you want to delete items for this vendor only if the vendor is not the prime vendor for these items If you answer Y items will be deleted only if the vendor is listed as second or third choice for the item If you answer Y field 6 is also automatically set to Y If you answer N all items for which this vendor is firs
48. item screen appears See the Line Item Screen section for a full explanation of how to change or add a line item Format 15 characters 8 Is this a confirming order Enter Y N l or D Y Yes this is a confirming P O At the top of each page of the change P O the following will be printed This is a confirmation of a verbal order Do not duplicate this order N No this is not a confirming P O No message is printed at the top of the change P O This entry would be used when you place your changed order with a vendor by means of the printed P O rather than verbally For Internal use only At the top of each page of the change P O the following will be printed This order is printed for internal use only Do not mail to vendor D Dont print This change P O will not be printed in the normal course of printing change P O s This means that when printing change P O s using the Changes to P O s Print function change P O s which have a D entered here will not be printed Purchase Order Changes to P O s User Manual 13 4 We recommend that you print every change made to a P O so you can keep a complete hard copy paper record of all changes After this entry you will be positioned at Change 12 Change and Change date Enter the number of the change for this P O If this is the first change enter 1 If it is the second enter 2 etc Because only the next change number in sequence is accept
49. items being displayed automatically you are asked to enter the line number for each line that you want to change You can press F1 to display the next line When you have selected a line to change fields 4 through 8 described above display automatically and Field number to change appears Make any desired changes to the information displayed here NOTE You can make changes to a release up until it is posted After that you can change the posted release called the current or last release Printing an Edit List This function lets you review the releases you have entered in preparation for posting them to the permanent Purchase Order files From the Releases menu select Edit list You then see Purchase Order Releases User Manual 16 8 Releases Acme Enterprises Inc Please enter 1 Show which P O s 2 Starting P O number 3 Ending P O number P P O s ready for posting N P O s not ready for posting B both A P O must be printed before it can be posted unless marked Don t print 1 Show which P O s Enter your choice from the three selections shown at the bottom of the screen P To show only releases ready to be Posted N To show only those Not yet ready to be posted B To show all releases A release is ready to be posted if the release purchase order has been printed or if the release was marked earlier at Print release P O 2 Starting P O number 3 Ending P O numbe
50. multiple companies you will have to create data files for each company with this function Appendix 2 discusses the file utilities available for exporting importing and rebuilding your data file Example reports are included at the end of chapters which explain how to print them These reports as well as the examples in the text are based on the Inventory Management package being interfaced with Purchase Order Samco Support This manual in combination with your Installation Guide and System Functions manual is designed to allow you to use Purchase Order without additional help However if you encounter problems you cannot resolve by referring to these manuals you may want to get additional assistance Your supplier may be able to provide such assistance or he may be able to recommend an independent source If all else fails contact Samco Support Department 61 7789 134th Street Surrey B C V3W 9E9 Tel 604 597 4211 Fax 604 597 7320 Email support samco com There will be a fee for support service from Samco Purchase Order Getting Started User Manual 2 6 SAMCO Building business and technology relationships Wl Chapter 3 Using Purchase Order About this Manual This manual provides the information needed to learn and use Purchase Order Organization The next chapter is a guide to daily operations It explains how you use Purchase Order to perform various daily weekly and periodic tasks Aft
51. of Line Items different windows display showing only Line Item fields Refer to the section titled Form Fields near the end of this chapter for a description of each field displayed in the windows for Headers and Totals Line Items Distributions and Summary Distributions Continue entering the information as follows 4 Field number Enter the number of the field that you wish to select or use one of the options Purchase Order Forms User Manual 6 8 Options F1 to display the next field on file that is on or after this line number and column number Enter to enter a literal text instead of a field number see the section titled Literal Fields later in this chapter 5 Conditional print Answer Y if this field is to print only when some field to be specified next meets a specific condition Answer N if this field should always print If you answer Y these additional fields appear When Field Z When the field selection window appears enter the number of the field upon which printing is dependent Use the PgUp and PgDn keys to see additional windows is value Enter the conditions that this field must meet in order for the field being defined to print First enter one of the following abbreviations E Q equal to N E not equal to G T greater than L T less than G E greater than or equal to L E less than or equal to Then enter the value that the dependent field must contain to co
52. of lines you enter here is determined by the setting on your printer for the number of lines per inch Format 999 6 First line for headers Enter the first line number on which header information is to print Format 999 7 Headers 1st page only Answer Y to print header information on only the first page of the form Answer N to print it at the top of every page of the form 8 First line for line items Purchase Order Forms User Manual 6 5 Enter the line number on which the first line item is to print Your entry must be higher than the line number specified for First line for headers field number 6 Format 999 9 Last line for line items Enter the line number on which the last line item is to print Your entry must be higher than the line number specified for First line for line items field number 8 Format 999 10 First line for totals Enter the first line number on which totals information is to print Your entry must be higher than the line number specified for Last line for line items field number 9 and less than the number of lines specified for Length field number 5 Make changes as usual For an existing form you are then asked View change form layout Answer Y if you wish to review or work with any of the fields to be printed on the form When defining a new form or if you specified to view the layout of an existing form the screen appears as follows PLAIN Plain Paper PO Form L
53. ordered If you select a single item the description displays The item must be on the Item File in I C Only P O s having a line for that item will be printed and only the lines for that item are shown Format 15 characters Receivings History This report shows receivings that are in your permanent Receivings History File All receivings for a P O stay on file until that P O is closed and purged You can print the receivings in three different orders by P O number receiver number or vendor number For multi level menus or menu bar From the Reports menu select Receivings history A screen appears for you to specify what order to print the receivings in Answer P for purchase number order R for receiver number order or V for vendor number order The appearance of the next screen depends on the order chosen Format 1 character If you enter P to the previous question the screen appears similar to this Purchase Order Reports User Manual 18 10 He dcm Ah OX OR OSA PPC OO PO SR P CL IP P WP TA TM PM OER PA DK SR MP CM OD Mel Reports Acme Enterprises Inc Receivings history Please enter 1 Starting P O s 2 Ending P O 3 Starting receipt date 4 Ending receipt date 5 Deliver to location Press F1 for First This screen shows P O Z in fields 1 and 2 If you selected receiver number order or vendor number order you will see Receiver or Vendor Z instead 1 Starting P O vendor or re
54. output file is created in the company sub directory with the name xxxxxx DAT Where XXXXXX is the file name From the File utilities menu select Restore an exported file You see Ej 34 00 Purchase Order utities oo Me d M K Ob SA A a K PO ak P CL IP FP TA TA PM G9 P Dk 1A MP CM 9 vg Poxot Xout o0o00 M Oo4 Q Le File utilities Purchase Order Acme Enterprises Inc Restore from an export file Please select file 1 Vendor item file CVENITM34 13 Change trans line file CNGLIN34 2 Delivery location file WHSFIL34 14 Change trans dist file CNGDIS34 3 P O auxiliary file AUXFIL34 15 Change trans notes file CNNOTF34 4 Receivings history file RCVHIS34 16 Receivings trans file RCVTRX34 5 P O master header file POHDRF34 17 Price adjustment file PRCAD334 6 P O master line file POLINF34 18 Release trans file RELTRX34 7 P O master dist file PODIST34 19 Purchasing address file PURADR34 8 P O trans header file HDRTRX34 20 Purchase control file POCTLF34 9 P O trans line file LINTRX34 21 P O Form file C POFRMF34 10 P O trans dist file DISTRX34 22 Receiving trx serial RCVSTX34 11 P O trans notes file LNNOTF34 12 Change trans header CNGHDR34 Please enter device for export file Please enter device size in kilobytes Press F1 for All Enter the following information Purchase Order File Ut
55. s description of the item you are ordering This description will appear on the printed P O Format 2 lines of 25 characters each Additional description You are then asked whether you wish to enter any additional description If you answer Y the lower part of the screen clears for you to do this You can skip a line by pressing Enter Format 6 lines of 25 characters each 6 Vendor sell unit If you re ordering an inventory item the unit of measure displays automatically If you re ordering a non inventory item enter the unit of measure the vendor uses for selling this item Format 4 characters 7 Vendor ship unit If you re ordering an inventory item the vendor ship unit displays automatically If you re ordering a non inventory item enter the unit of measure the vendor uses for shipping that item Format 4 characters 8 Conversion factors If you re ordering an inventory item the conversion factor or factors display automatically For a non inventory item enter the conversion factor between your stocking unit and the vendor s shipping unit and the conversion factor between the vendor s selling unit and the vendor s shipping unit Format 9 999 999 not to exceed 2 000 If you re ordering a non inventory item and the vendor s selling unit is different from the vendor s shipping unit you must enter the conversion factor between the two units here Press F2 to switch the units around on the screen If the vendor s se
56. short If you choose to close the delivery no more receivings can be applied to that particular delivery If the quantity received is greater than the current open delivery and the delivery schedule contains more than one open delivery the entire delivery schedule is Purchase Order Receivings User Manual 15 5 displayed and you are allowed to enter the portion of the quantity received to apply to each delivery If the total received the current receiving plus all previous receivings for a receiving on a blanket order is greater than the quantity released you get a message saying so When the receiving is posted the total quantity released will automatically be set equal to the total quantity received 4 Unit price Select the unit that the price is based upon if more than one unit is available Press F2 first to switch the unit of measure If this receiving has a P O press F1 for the unit price entered on the P O line displayed on the screen NOTE If you are using I C the unit price entered here does affect the Inventory transaction that is automatically created when a receiving is posted The price that you enter here becomes the base cost of the item in the I C Inventory transaction When you post the Inventory transaction in I C the actual cost becomes the replacement cost for the item in the I C Item File Format 9 999 999 999 The total price then displays automatically 5 Factor code Enter the factor code to a
57. ssue P O s function You will also be required to post your P O s in consecutive number order Answer N to this question if you want the Purchase Order package to strictly control the issue and posting sequence of your purchase orders For example you would be required to issue P O 10 before issuing P O 9 You would also be required to post P O 9 before posting P O 10 If you answer Y to this question P O numbers can consist of letters symbols like J and numbers For instance you can have a P O number of A 1001 Answer Y to this question if you want to use P O numbers that begin or end with letters that have some significance to your business For example you could end each P O number with the initials of the purchasing agent who wrote the P O or the initials of the department for which the goods will be purchased Purchase Order Control Information User Manual 5 2 If you answer Y the P O package will not issue P O numbers and P O s will be posted in alphanumeric order Even if you plan to use only numeric characters in your P O numbers answer Y if you do not want the Purchase Order package to control the issuing of P O number s and the posting sequence of purchase orders 2 Default P O format If you answered to Use alphanumeric P O s 2 this field is skipped If you are using alphanumeric P O numbers you must specify the format of your P O number This tells the software which part of
58. such a P O you can simply indicate here that it is closed Only closed P O s can be purged You cannot purge a P O if any uninvoiced receiving transactions are on file for it When any P O s are purged the following are also always purged automatically 1 All invoiced receivings for goods received without a prior P O and not later than the purge cut off date 2 All void P O s and all void receivers 3 All cancelled P O s To Begin From the P O menu select Close and purge P O s From the screen which appears select Close services only P O s Close Services Only P O s The following screen displays Close and purge P O s Acme Enterprises Inc Close services only P O s Open lines Closed lines P O I Vendor P O date F O B Ship via Ordered by Deliver to Is this a confirming order Is this a multi drop order Is this a blanket order Special terms Special msg Last change Change date F1 next P O D J Purchase Order Close and Purge P O s User Manual 19 2 Enter the number of the services only P O to close or use the option Option F1 to scan through the P O s on file The P O header data will appear and you are asked if this is the right P O Follow the screen instructions to close out this P O or to move on to the next one If the P O has any line items for inventory or receivings have already been entered you will get an error message and the P O cannot be clo
59. t want it delivered all at once Instead the total quantity will be delivered in partial shipments over the course of several months or a year These partial shipments are called releases A release occurs when you notify the vendor either verbally or in writing that you now want delivery of part of the blanket order Use this selection to enter releases into the P O package and to print release purchase orders to send to your vendors You may also use this selection to print a report showing the status of your blanket P O s and to change the last release for a blanket P O To Begin From the P O menu select Releases Printing a List of Blanket Orders Purchase Order Releases User Manual 16 1 Use this function to verify the status of a blanket P O i e how many releases have been made the release dates the release quantities etc Summarized and detailed release information can be shown for each blanket P O within the selected range From the Releases menu select Blanket orders list The following screen appears 5 2 l J Releases Acme Enterprises Inc Please enter 1 Starting P O number 2 Ending P O number 3 Show line items 4 Show distributions 5 Show closed orders Press F1 for First Enter the following information 1 Starting P O number 2 Ending P O number Enter the range of blanket orders to show Follow the screen instructions Format 15 characters at each field 3 Sho
60. that was entered for that P O before you post the change Once you have posted the change the line will be closed and you will not be able to reopen it However you will still be able to receive goods against it To Modify an Existing Changed Line Enter the number of the changed line that you want to change or use the option Option F1 to scan through changed lines already on file for this P O After entering a line number make changes or press F1 to close this line F3 to delete this changed line or F6 to change the line s notes NOTE Pressing F3 deletes only the changed line not the original line in the permanent Purchase Order File If you have changed the quantity ordered or the unit price you must change the distributions To Add a Line to the P O You can also use this function to add a line item to a posted P O Enter the number of the line that you want to add or use the option Option F5 to add a new line to the P O You will then be asked to enter all of the information about the new line as described in the Line item section of the chapter titled Purchase Orders Consult this chapter for a full explanation of how to add a line item to a P O Notes Screen Purchase Order Changes to P O s User Manual 13 7 If you entered notes when the P O was first added you can change those notes by using the F6 key If you did not enter notes when the P O was first added you will not be allowed to ad
61. the Company data option within System Functions This must be done prior to continuing Refer to the chapter titled Company Data in the System Functions manuals for details Start up your Samco software as you normally would From the company ID s main menu the main menu is the one that displays all of the modules available for use select Purchase order The Purchase Order menu then appears Purchase Order Using Purchase Order User Manual 3 2 1134 Po Pn OR er pner Fe EM AR K OF SA AP FC OL C 9O BR P CL FP PS RP TA TR PER XR OPA DX SR MP CM S Hep 90 TE E gt A7 4 SAMCO Power Accounting Purchase Order Acme Enterprises Inc Please select Purchase orders Changes to P O s Print purchase orders Receivings View Reports Close and purge P O s SIN Dm a wnt 9 Adjust receivings 10 Releases Make a selection or press F2 for more selections or F11 for help at any time NOTE If you are setting up Purchase Order for the first time the only a few menu selections will appear Once the P O control information has been set up the normal P O menus will be displayed The selections that you will be using most often such as Purchase orders are on the first screen of the main menu To choose one of the selections shown above type the number of the selection and press Enter For example to select Purchase orders type 2 To get to page 2 of the menu press F2 from page 1 Purchase Order Using Purchase
62. to appear across the page on the grid or use the option Option F1 to use 80 columns which corresponds to regular 8 1 2 x 11 paper 10 character per inch with 1 4 left and right margins Format 999 The following screen is then displayed i j Forms Acme Enterprises Inc Please enter 1 of rows on the form top to bottom 2 of print columns left to right Press F1 for 66 rows The printer should always be ready to print in location 1 1 that is row 1 column 1 Type DONE and the grid prints Purchase Order Forms User Manual 6 20 After the grid is printed you are asked whether you want to print it again If you answer Y another grid prints if N you are asked to mount regular paper Form Fields The following is a description with pointers on usage of the various fields available when designing forms The field descriptions are arranged in four groups Header Total fields Distribution fields Summary fields and Line Item fields Header fields are those which print at the top part of the form while Total fields print at the bottom part Header and Total fields are fields that relate to the P O in general such as P O number date vendor name and amounts Line Item fields print in the middle part of the form between the Header and Total fields Line Item fields relate to each line on the P O such as item number description quantity and price Distribution fields print i
63. you are asked to enter the quantity amount or percent for this distribution When you are through changing distributions return to the line item screen by pressing Tab at the account or job number To leave the Enter function first press Tab instead of an account or job number in the distribution section The line screen reappears Press Tab again and the header screen reappears Printing an Edit List From the Changes to P O s menu select Edit list Select Edit list from the Changes to P O s menu You can also select Changed P O s edit list from the Reports menu You then see this screen Purchase Order Changes to P O s User Manual 13 9 Fee amp S AR K OF SA AP PC GL C 9O SR P CL fP PS RP TA TR PER XR PA DK SR MP CM SF Mele Pozos jts n Changes to P O s Acme Enterprises Inc Edit list Please enter 1 Show which changes t 2 Starting P O number 3 Ending P O number P changes ready for posting N changes not ready for posting B both Changed P O s must be printed before posting unless marked Don t print Enter the following report criteria 1 Show which changes Before a change can be posted it must be printed except for those with a confirming order status of D Don t print Type P to print only purchase order changes ready for Posting Type N to print only P O changes Not ready for posting Type B to print Both types all P O changes Format 1 character 2 Starting
64. 15 F R C Store the fraction portion of Operand 1 in the calculation register Operand 2 is skipped i e 123 54 is stores as 54 in the calculation register R N D Round off Operand 1 and store the resulting figure in the calculation register When selected you will be asked for a second operand which is the digit to round off to valid responses to the second operand are 1 for the 1st decimal 2 for the 2nd decimal 1 to tens 2 to hundreds etc 6 Operand 2 Enter the second operand field used in the calculation from the window displayed or use the option Option Enter to enter a constant The following are a few key things to keep in mind about using calculations 1 When printing the calculation registers are reset for each form section 2 The sequence number is used to determine the order in which the calculations occur 3 Calculations from headers lines distributions summary distributions and totals cannot be used interactively 4 Calculation registers are not actually printed until you enter them in the header line or totals sections using the Calculation register field Distribution Fields The G L account and job distributions work differently than other sections on your P O forms in that you format how the distributions are printed and then tell the form to do 1 of 3 things 1 Print the Distribution immediately after the line in the Line section instead of on the Summary page using
65. 3 to delete the note Purchase Order Purchase Orders User Manual 12 15 Distributions to Accounts You are asked to specify how this line item is to be distributed to General Ledger accounts Your General Ledger is not updated directly by the Purchase Order package The distributions you enter here are made available to you in A P when you enter the payable invoice for the P O Specifically when you enter the vendor s invoice for a P O using the A P Payables Enter function you will be given the option of transferring these distributions to the invoice This feature is useful if you have two different staff members entering your purchase orders and your A P payables It provides a way for the purchasing staff member to communicate the line item distributions to the A P staff member without bypassing the A P staff member s control over payables entry The purchasing staff member knows what each item is being purchased for and therefore should know their proper distribution But the staff member entering A P payables should be in control of the distributions used for each payable Therefore whether or not the distributions from a P O are transferred and used is up to the staff member entering A P payables Enter as many distributions for a line item as you wish as long as the sum of the quantities distributed is the same as the quantity ordered Acct Enter the G L account number for the distribution If this P O line is for
66. 8 Priritiri amp ar Edit Listi oce de egati EE Ev ENEAN 10 Posting ReceivVingS veas ts er RRCUU cided RR E PARA Re URP SN ENS NER EEE EM ERES 11 Releases qr T TIS 16 1 Printing a List of Blanket Orders 4 oer eara peer repa ka eau ea E aw E RAE 1 Entering Releases oiv oi reperi d uo ILE RA Fue Shakers CuUA UB MEEVERDEN ERR EVE A FREQ 3 Printing am Edit Elster oio hice 2t hens pda Prisa tu udin d Erbe a Caesa i aba ern CE eU 8 Printing Release P 5 ooren neer uve s euo EEE ea PANT REUSEREERET PATE CAPERE RR EVE RYREUEE 9 Posting Releases onenaren de ebur v creme a a ad au Edu Va s d aac vado ta 10 Adjust Recelvings icis e eee o EE REX e REX ERAVEEFEE KE RRETA AREE e ELE aa E ener 17 1 Clearing Uninvoiced Receivings cech 2 Entering Price Adjustments esce cirdus ee ER x arte E ERPERIDEREI EIER FERREA Ur ber RE EUR 3 Printing an Edit List soriire t e e a E tie a Ea 6 Posting Price Adjustments esseessessssosesceccsesossesecceecsesossesecosecsesssresseo 6 REDOIUS ne P 11 Opern POS ocuscseio uud ev eur ERKE P Rx RR Cus PE Maa Ura rk MPEERMEA QUE EP QUE EERR s adr 18 1 Expedite Shiprmient aic tices tulavsn va Ud 433 Roe TR ra ER PER EEVE SUA RETE aT Cae A EA 4 Follow up Past Due Shipments eeeeeceeeeeeeeeee eene nennen 5 Cash Disbursements Projection cccceseccccencccccccccrcesecsesessessncecesscsccsones 6 Receipts
67. 9974 Chisel 5 Pc Set Wooden handles 3 Worksheet E Tool box with carrier 4 Vendor product 5 89974 j Our stocking unit EACH 5 Vendor s descr Chisel 5 Pc Set J 6 Vendor sell unit EACH Wooden handles 7 Vendor ship unit EACH Tool box with carrier 8 Not applicable 9 Qty ordered 10 Unit price 11 This P O line is for 12 Delivery schedule Date Quantity Expedite days 3 Worksheet You can skip this field if you wish The worksheet number is used only for your reference to relate items being ordered to worksheets which you have printed If this item is on a worksheet you printed through the Purchasing worksheet function enter the number of the worksheet If you re ordering a non inventory item NOT APPLICABLE displays here Format 9999 4 Vendor product If I C is interfaced and you have entered an inventory item for Item the number from the Vendor Item File displays automatically and this field is skipped If you re ordering a non inventory item enter the number the vendor gives to the item you are ordering Format 15 characters Purchase Order Purchase Orders User Manual 12 10 5 Vendor s descr If I C is interfaced and you have entered an inventory item for Item the vendor s description from the Vendor Item File displays automatically and you are asked if you wish to enter any additional description for this item If you are ordering a non inventory item enter the vendor
68. ASE ORDER FORMS ON PRINTER TYPE DONE WHEN READY You only get this message if you answered to P O s form always mounted in Control information You must now insert your P O forms into the printer in preparation for actually printing the P O s Type the word DONE when you are ready and press Enter You are asked PRINT FORM ALIGNMENT This gives you the chance to see that the P O s about to be printed will line up correctly on your forms Answer Y to print a single form containing only X s and 9 s If you use multiple printers select which printer to send the forms to In response to ANY CHANGE answer Y to change your selection or press N to print the alignment form Inspect this form and adjust your printer as necessary then print another alignment form to verify the correction Repeat as needed you can print as many alignment forms as you need When your P O form is properly aligned answer N to the PRINT FORM ALIGNMENT question The P O s are printed automatically You can press F1 at any time to stop the printer Posting New P O s Posting a new P O transfers all of the information about it from the temporary transaction files to the permanent P O master files After posting you will still be able to change and reprint a posted P O through the Changes to P O s selection But posting a P O normally means that you have finished composing the P O and it is ready to serve its purpose Pos
69. C system Purchase Order Control Information User Manual 5 4 Answer Y if you will use Purchase Order with the Inventory Management package NOTE There are significant differences in the way Purchase Order operates when I C is interfaced and when I C is not interfaced Refer to the chapter titled Getting Started for an overview of the differences Detailed explanations are given for each function that is affected 9 Interface to J C system Answer Y if you will use Purchase Order with the Job Cost package NOTE There are some differences in the way P O operates when J C is interfaced and when it is not The differences are explained in each function that is affected Refer to the chapter titled Getting Started for an overview of the differences 10 Default F O B Enter a location to be the default F O B for new P O s Press Enter if you do not want to have a default Format 15 characters 11 Default ship via Enter the shipper you want to use as a default ship via when entering new P O s or use the option Option Enter for no default Format 15 characters 12 Default ordered by Enter the name or title of the person responsible for ordering initiating P O s to be used as the default ordered by person when entering new P O s or use the option Option Enter for no default Format 15 characters 13 Purchase price adj acct If you are not interfaced with I C you are not asked to enter anything here
70. CNGHDR34 Please enter device for export file Please enter device size in kilobytes Press F1 for All Enter the following data Please select file Enter the number from the list provided of the file to be converted to ASCII format or use one of the options Options F1 to export All files F2 to view additional files available for converting Please enter device for converted file Enter the drive letter of the device that the ASCII version of the data file will be written to or use the option Option F1 if you either a do not want to append a drive letter prefix to the file name Unix only or b want the file created on your hard drive For UNIX LINUX users Purchase Order File Utilities User Manual B 3 The drive letter entered here will be attached to the front of the file name The letter A is recommended for consistency The ASCII backup file name in the Samco root directory will read A xxxxxxnn EXP Alternatively if you do not want to add a drive letter press F1 for none For MS WINDOWS LAN network users The drive letter enter here will be the drive that the ASCII backup file will be written onto If the drive letter entered is that of an external drive disk drive you will be prompted if you wish to delete all files on the drive first Please enter the device size in kilobytes Enter the size of the disk the ASCII files are to be written to The following table shows so
71. CO Building business and technology relationships Wl Chapter 2 Getting Started Introduction We assume at this point that you have installed this package according to the Installation Guide If you have not done so refer to that Guide and install Purchase Order on your computer We also assume that you are familiar with the main features of this package from reading the Understanding Purchase Order chapter If you have not done so read it and then return to this chapter Your Accountant We advise that you consult with your accountant before using the packages Your accountant is a professional in the accounting area and should understand your computer accounting software if he she is to continue to serve you well Moreover because of his her expertise your accountant may have some good advice for you regarding converting from your old system to Samco s accounting packages Purchase Order and Accounts Payable Purchase Order Getting Started User Manual 2 1 You must have the Accounts Payable package installed and operating before you can use Purchase Order Each vendor for whom you enter a P O must already be in the A P Vendor File so this file in Accounts Payable must be fully set up before P O can refer to it Purchase Order and Inventory Management The use of the Inventory Management package I C is optional with P O If you are going to use these two packages together the Inventory Management package must be
72. G L account number and or job number This is particularly valuable if you are using Job Cost It shows exactly what P O s are pending on any job Vendor Item List Shows all vendors for any selection of items or all items sold by any particular vendor Purchase Order Purge Report It is up to you how long you want to keep closed P O s on file You make the decision to purge them When you do purge a P O you can print this report which shows the final state of the P O and all of its receivings at the time it is purged Some of the features P O has in common with other Samco packages are Password Protection You have the option to specify that passwords are required A password is a unique code you assign to each individual using your accounting software When passwords Purchase Order Understanding Purchase Order User Manual 1 8 are required each potential user must first enter a valid password before he or she will be allowed to use a protected function Data Integrity Checks A data integrity check compares the actual numbers in the system to the calculated or projected numbers If these numbers do not match you are warned that data might have been lost due to a machine or power failure By running this function at the start or end of the day you can detect several possible types of data file corruption sometimes due to hardware or operating system errors File Recovery Procedure This function provides the capacity
73. It should be run after initial set up of your P O system and on a regular basis one every two weeks or so This will set up the initial integrity values You may also run this report at any time You should be sure that no one else is using your software when you run this check so that the results will be valid While transactions are being processed their amounts are added together and the totals are saved These totals represent the calculated balance of the information that should be in the data files When Data integrity check is run the actual amount of information in the data files is totalled and the actual and calculated amounts are compared on a data integrity report The actual and calculated amounts should always be equal A difference between the two indicates that an unexpected error has occurred Such errors could include Purchase Order Data Integrity Check User Manual 20 1 Hardware failures Turning off or rebooting the machine while processing is still going on Never do this intentionally Power surges due to electrical storms or other causes Because this report shows differences between the actual and calculated amounts you can locate errors by referring to edit lists and registers run since the data integrity check was last run If a difference is noted between the actual and calculated amounts you will be asked if you want to reset the calculated amount to match the actual amount If you ans
74. O Other The item number and the worksheet number do not appear on this screen The remaining fields on the screen have the same appearance but the vendor product number vendor s description vendor sell unit vendor ship unit and conversion factor are all handled differently as follows 2 Vendor product number After entering the sequence number for the line enter the vendor product number for the item that you are ordering If this is an item that you regularly order or one that you stock in your inventory it should have been previously entered in the Vendor Item File Then the product s description vendor sell unit vendor ship unit and conversion factor will display automatically thus making line entry faster and more accurate Your P O reports will also be more useful because the items that you order will be identified in a consistent manner Enter the vendor product number or use the option Option F1 to scan through the products in the Vendor Item File Purchase Order Purchase Orders User Manual 12 18 Format 15 characters 3 Vendor s description If the vendor product number you just entered is not found in the Vendor Item File for this vendor you are asked to enter the vendor s description of the item Format 2 lines of 25 characters each After entering this you are asked if you want to enter any additional description If you answer Y the lower part of the screen clears for you to do this Format 6 lin
75. P O number 3 Ending P O number Enter the range of changed P O s to show on the edit list Follow the screen instructions Format 15 characters for each field Purchase Order Changes to P O s User Manual 13 10 Printing Changed P O s Unless you answered D Dont print to IS THIS A CONFIRMING ORDER a changed P O must be printed before the change can be posted If you change the header or any of the line items for the distributions after you print it you must print it again before it can be posted The changed P O clearly shows what has been changed and has the change number attached to the P O number For example if the P O number is 5369 and this is the first change for this P O the P O number will be printed as 5369 01 on the P O form From the Changes to P O s menu select Print changed P O s Some processing occurs while the changes are being checked for validity then you See In 34 PO Chetmea POs eat Ot i j i Changes to P O s Acme Enterprises Inc Print changed P O s Please enter 1 Starting P O number 2 Ending P O number 3 P O form ID Press F1 for First Enter the following information 1 Starting P O number 2 Ending P O number Enter the range of changed P O s to print Follow the screen instructions Format 15 characters for each field Purchase Order Changes to P O s User Manual 13 11 3 P O form ID Enter the purchase order form ID to print the P
76. SAMCO Building business and technology relationships Purchase Order User Manual Copyright 2014 by Samco Software Inc PROPRIETARY RIGHTS NOTICE All rights reserved No part of this material may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise including photocopying and recording or in connection with any information storage or retrieval system without the permission in writing from SAMCO Software Inc SAMCO Software Inc SAMCO has taken reasonable preventative measure to ensure the accuracy of the information contained in this manual However SAMCO makes no warranties or representations with respect to the information contained herein and SAMCO shall not be liable for damages resulting from any errors or omissions herein or from the use of the information contained in this manual SAMCO is a registered trademark of SAMCO Software Inc Unit 61 Building 6 7789 134th Street Surrey British Columbia V3W 9E9 Canada Telephone 604 597 4211 http www samco com Other product and company names are trademarks of their respective corporations Table of Contents Understanding Purchase Order cccccccccccccccccccccccccscscsscceeccccccceccceses 1 1 Terminology eee ses 1 SAM Samco s Automated Manuals cece ececcc ccc cece cece eeeneeensnsaeeeeeeeeees 6 Product Description Purchase Order
77. SR MP CM S Heg P 5 o n Releases Acme Enterprises Inc Enter Pos Vendor Last release Release interval Release type 1 Delivery date 3 Print release P O 2 Release interval Line Item 4 Qty ordered 6 Qty to release 5 Unit price 7 Expedite days F1 next release From this screen you can work with new and existing releases If a release has already been entered for the P O number you specify that release will appear and be available for changes or deletion Enter the information as follows P O For a new release Enter the number of the blanket P O for which you want to add a release Format 15 characters Enter the number of the blanket P O for which you want to add a release or use the option Option F1 to scan through the un posted releases on file Last release Last release shows the last release number for this P O and its release date Purchase Order Releases User Manual 16 4 NOTE If you entered a First req d date for this P O release 1 was automatically created when you posted the P O and the first required date became the release date for release 1 Release interval This shows the release interval for the last release NOTE If you entered a release interval for this P O it will be shown here the first time that you use this function to add a release for this blanket order Release type This field allows you to choose between adding a new releas
78. Show distributions Answer N to not show the line item distributions Press Enter to show them If you specified brief format or not to show line items you will not be asked to enter anything here Printing New P O s Every new P O must be printed before posting unless it has a confirming order status of Don t print If a P O is changed after it is printed it must be printed again before it can be posted Your P O s will be printed on either plain paper or pre printed forms depending on what form ID you select From the Purchase orders menu select Print new P O s You then see Purchase Order Purchase Orders User Manual 12 23 Enter the following information 1 Starting P O Number 2 Ending P O Number Enter the range of P O s to print Follow the screen instructions Format 15 characters for each field 3 P O form ID Enter the purchase order form ID to print the P O s on or press Enter to use the default form ID set up in Control information Format 5 characters 4 Default special message This message will print at the bottom of every P O that does not have a special message of its own If you have already entered a special message for a P O while entering the P O header information that message will print not this default special message Format 3 lines of 50 characters each Purchase Order Purchase Orders User Manual 12 24 Make any changes You then see PLEASE MOUNT PURCH
79. al file will remain and the data records contained in the converted file will be added to the original file The following message will display This function will now initialize the data file used in production Its contents will be fully replaced with data from the converted file Please make sure you want to do this Are you sure Purchase Order File Utilities User Manual B 7 Answer Y or N as appropriate The file s will now be restored A message will be displayed on the screen showing the count of the records as they are restored When the restoration of the file or files is complete the Restore a converted file menu will be displayed You may select another file to restore You may continue to restore files or press Tab to print the restore log and then return to the File Utilities sub menu A window will appear for you to select where to print the restore log A restore log shows the file s restored the number of records per file the date and time Rebuilding Data Files Rebuilding data files can be used for one of two reasons 1 A data file has become corrupted and needs to be recovered 2 To recover disk space and clean out deleted or purged records The Rebuild a file function essentially takes the good records out of a file removes the old file and creates a new file with the good records To begin select Rebuild a file from the File utilities menu You then see Purchase Order File Utilities
80. and typically includes the P O total and comments Totals information always prints after Header and Line Item information The Summary section of the form includes a summary of the G L account distributions for the P O This section is printed after the Header and optionally the Detail is printed on a page s separate from the pages containing the P O line items A function is also available to suppress the printing of the Summary section Paginated A form is either paginated or not paginated Purchase Order Forms User Manual 6 2 A paginated form is one that may have multiple pages where each page is the same length Pre printed forms and forms that are separated from one another by perforations are examples of paginated forms A form that is not paginated has no specific length Continuous paper on a roll such as that used on a calculator is an example of a non paginated form Typically P O s are paginated Lines and Columns The length of a paginated form is defined by the number of lines on the form from the top of the form to the bottom If printing is done at 6 lines per inch an 11 inch form has 66 lines When defining a paginated form you specify the starting line number of the Header information the starting and ending line numbers of the Line Item information and the starting line number of the Totals information NOTE The Distributions and Summary sections of P O forms print in the same area defined for Li
81. arrive there After that it is your responsibility to get them from Vancouver to Halifax Confirming Order A printed P O sent to a vendor as a follow up to a verbal order made over the phone or in person is called a confirming order It confirms a verbal order Confirming Order Status Every P O entered into Purchase Order must have a confirming order status to indicate whether the P O is a confirming order The confirming order status can have one of four possible conditions Yes this is a confirming order No this is not a confirming order it is an original P O sent to the vendor For internal use only this is not to be sent to the vendor Don t print don t print this P O Multi drop Order This is a P O that specifies to the vendor that some of the items on the order are to be delivered to one location and other items are to be delivered to another location Purchase Order Understanding Purchase Order User Manual 1 3 There can be several locations at which the goods are dropped off multiple drops Blanket P O A blanket P O is a statement to a vendor that you want to buy a large total quantity of an item but don t want it delivered all at once You want it delivered in stages over the course of several months or a year A company issues a blanket P O for one or more reasons One reason is to take advantage of a lower price by ordering a larger quantity even though the deliveries
82. as graphics more than once Format 999 6 Feature code Enter a valid printer feature code or use the option Purchase Order Forms User Manual 6 10 Option F1 to display the next printer feature code on file Format 5 characters If you are turning a printer feature on such as bold condensed print or italics you will want to start the next printed field on top of the printer feature code since the printer feature code doesn t actually print anything nor does it take up space on the form Helpful Hint In version 6 5 Plus and later many of the field sizes were expanded dollar amounts etc This can cause problems if you have existing forms but still want to take advantage of the longer fields One thing you might want to try is setting up a printer feature for condensed print and a printer feature that returns you to a normal print mode When setting up a field that is longer than the space on your form allows you can enter the printer feature code to switch to condensed print print the field and then enter the printer feature code to return to normal print mode Alternatively you may even want to set up a printer that prints in condensed print only and then set up your form so that it is spaced accordingly Alphanumeric Numeric Date and Literal Fields The remaining fields control the appearance of data on the form The fields requested depend on the type of field you selected in Field number field number 4
83. ce adjustments 24 Release Trans File This file contains release transactions that have been entered for blanket purchase orders Purchase Order Initializing Data Files User Manual A 4 25 Release Trans Lock File This file is used to protect the Release Transaction File 26 P O Forms File This file contains the layouts of all the purchase orders forms 27 Purchasing Address File This file is shared with Accounts Payable and contains the alternate purchasing addresses for vendors 28 Comparison File This file is used by Multi site for tracking quantities on order at the satellite To End this Function When initialization is complete the operating system prompt reappears Purchase Order Initializing Data Files User Manual A5 SAMCO Building business and technology relationships Appendix B File Utilities Introduction This function will allow you to e Recover the data files that have become corrupted fouled up e Recover disk space by rebuilding data files with purged or deleted records that are still taking up space e Export your data into a format that can be used by many popular spreadsheet word processing and data base programs Corrupted data files Data file corruption does not occur very often but you do need to be aware of it just in case one of your data files does become corrupted This can occur for only a handful of reasons The most common being 1 The power to your computer get
84. ce in the blanket P O when the release is posted Format 9 999 999 999 NOTE After you have changed either of these two fields you will not be asked to change the distribution information for the line item this will be done automatically However if you want to change the G L account number or job for the single distribution for this line item you must do so through Changes to P O s 6 Qty to release Enter the quantity of this item you wish to release now The new quantity to release and the quantity previously released cannot add up to more than the total blanket order quantity Format 99 999 999 999 Purchase Order Releases User Manual 16 7 7 Expedite days Enter the number of days before the new delivery date that this new release of the line item should be expedited If you have no need to expedite this item just press Enter Make any changes as usual The next line on the blanket order displays Format 99 8 Orders to fill Enter up to 4 orders that are to be filled by this P O release Format 8 characters Changing the Last Release If you selected entry type 2 Change last release the processing is slightly different than just described Fields 1 2 and 3 display automatically and you are asked immediately for Field number to change The delivery date shown will be the delivery date already specified for the last release After there are no more changes to fields 1 2 or 3 instead of the line
85. ceiver 2 Ending P O vendor or receiver Enter the range of P O s vendors or receivers to show Follow the screen instructions 3 Starting receipt date 4 Ending receipt date Enter the range of dates of receivings to show Follow the screen instructions Format MMDDYY for each field 5 Deliver to location Enter the code for a deliver to location to show receivings for a single location only or use the option Option F1 to show receivings for All deliver to locations Purchase Order Reports User Manual 18 11 Format 2 characters P O distribution This report shows what you have purchased or ordered based on the purpose for which the items were purchased Purchases can be made for various purposes e For inventory e For expense items such as office supplies insurance advertising services etc e For capital items such as cars trucks and computers e For jobs in progress such as construction materials for a job This report lists what has been ordered grouped by G L account number or by job if you are using Job Cost It also shows the outstanding dollar amount for each G L account or job Outstanding means that the items are unreceived or uninvoiced From the Reports menu select P O distribution A screen appears for you to enter the options for printing this report If you are interfaced with Job Cost you are first asked Print report for jobs or G L accounts Answer J if you want
86. d notes now If you press F6 to change the line s notes you see H 34 P0 Changes to PO s menu F e Em AR K OE SA AP FC GL IC PO GR Pl CL FP PS FP TA TR PER AR PA OX SR MP CM SF Help oOxOw v Xot oo00N Oo 4b iu i800 Hanson Manufacturing Co 6 Motor 2hp Submersible F1 next note F5 Note 1 Note Enter a note number or use one of the options Options F1 to scan through the notes already on file for this line F2 to scan through notes on file for this line in the permanent Notes File After a note number is entered make changes to the note text Notes cannot be deleted Format 999 Distribution Screen Purchase Order Changes to P O s User Manual 13 8 When the distribution screen is displayed enter the account number or job information for the distribution to be changed or press F1 for the next distribution or job number on file You can change an existing distribution or add a completely new distribution To change an existing distribution enter its account or job number or locate it using F1 Once you have the correct distribution on the screen answer to ANY CHANGE and enter the new quantity amount or percent whichever is applicable You can delete a distribution by entering zero here To add a new distribution enter the new account or job number You will be informed that this distribution is not on file and asked if you want to add it Answer Y and
87. design your form from scratch but this is not recommended An unlimited number of forms can be defined with this selection Forms allows you to print almost any information field in the P O Header Line and Distribution files We suggest that you first become familiar with the predefined forms provided with this package Then use this chapter to modify the predefined forms as required or to design your own forms Definitions Described below are definitions for certain terms used in this selection and this chapter Header Line Item Distribution Summary and Total Groups Each form consists of five information groups The Header is the top part of the form and typically includes information that relates to the P O in general for example the P O number date vendor s name and address Header information always prints before Line Item and Totals information The Line Items group is the middle part of the form and typically includes information on each line item on the P O such as the item number and description quantity ordered and cost Line Item information always prints after Header information and before Totals information Distributions include the G L account and job distribution information for each line item This section works differently than the other P O sections in that it can be printed either immediately after each line item or one the same page as the Summary The Totals is the bottom part of the form
88. dor Item File NOTE If a selected item is already on file for the vendor it is not changed The loading process just skips it Format 99999 5 Product sub category Enter the code for the product sub category for this range of items or use one of the options Options F1 to load items for All product sub categories Enter to load only items with no product sub category code In this case the field remains blank If you enter a product sub category here including the blank sub category only items in the range selected that are also in this product sub category will be loaded into the Vendor Item File NOTE If a selected item is already on file for the vendor it is not changed The loading process just skips it Purchase Order Set Up Vendor Item File User Manual 9 3 Format 99999 6 Vendor to use Enter the number of the vendor for whom you want to create the Vendor Items or use the option Option F1 to scan through the vendors on file Temporary vendors are not allowed A temporary vendor has a vendor number beginning with an asterisk Format 6 characters You will then be asked if it is OK to proceed with loading the items for the vendor that you selected Loading Items This selection is available only if you are using the Inventory Management package Use this selection to load a range of inventory items from the Item File in I C into the Vendor Item File Only items matching your specifi
89. e and you have specified that an item ona customer order is to be drop shipped handle this as follows 1 For the deliver to location on the header screen press F2 then type in the customer s number 2 Answer O other to the question THIS P O LINE IS FOR 2 on the line item screen 3 Distribute the line item to the drop ship clearing account that you specified in the Billing Control File Blanket P O If this is a blanket P O you are not asked for a delivery schedule Instead you are asked to enter the following information 13 First reqd date Enter the date you want the first portion of the blanket order to be shipped Format MMDDYY 14 First ship qty Enter the quantity of this item to be delivered in the first shipment You may enter zero in this field if you havent yet decided on the first quantity to be delivered Format 99 999 999 99 15 Expedite days If you wish the first delivery for the blanket order to be expedited enter the number of days before the first delivery date that you want this item to appear on the Expedite Shipment Report Format 99 Purchase Order Purchase Orders User Manual 12 14 16 Release interval Enter the periodic interval that you want shipments to be made to you These periodic shipments are usually called releases Enter the release interval in two parts a number followed by the letter D for days W for weeks or M for months For example if you want to receive shi
90. e file used in Inventory Management where it is called the Warehouse File If you are using Inventory Management both packages will use the same file Purchase Order Initializing Data Files User Manual A 2 3 Vendor Item File This file contains the vendors you do business with and the items they provide Vendor item records contain data about the vendor and the item 4 P O Master Hdr File This file contains one header record for each purchase order 5 P O Master Line File This file contains line items associated with a specific purchase order 6 P O Master Dist File This file contains distribution records associated with a specific line item 7 P O Auxiliary File This file contains special messages or manually entered deliver to addresses associated with purchase order header records and additional descriptions that have been entered for line item records 8 Pre Purchase Lock File This file is used to ensure that only one user issues purchase order numbers or prints the purchasing worksheet at a time 9 P O Trans Hdr File This file contains one header record for each purchase order transaction 10 P O Trans Line File This file contains line items associated with a specific purchase order transaction 11 P O Trans Dist File This file contains distribution records associated with a specific purchase order transaction line item record 12 P O Trans Notes File This file contains the notes associated with P O l
91. e form tailor the new form by changing the form and field information as necessary To copy a form at the first Forms screen display the existing form that you wish to copy and press F6 A window displays for you to enter the following information Copy to form ID Enter the ID of the new form The form ID will be automatically created during the Copy process if it does not already exist Format 5 characters After the copy process is complete you may change the new form as needed Printing a Forms List This selection prints a report that lists the forms you have defined You may select to print a specific form type or all form types for the forms For each form type on the list you are shown general information description form width if form is paginated etc The field definitions for each form type may also be optionally printed Purchase Order Forms User Manual 6 17 To print the list select Print from the Forms menu On the screen that appears enter the following 1 Starting form ID 2 Ending form ID Enter the range of form ID s for which to print the list Follow the screen instructions Format 5 characters 3 Print fields Answer Y to print the information defined for each field on a form If you answer N only the general information about a form is printed NOTE Many fields are defined for each form Selecting to print fields for several types may require a significant amount of time and pape
92. e on the Vendor Item File This function is described in the File Utilities appendix at the end of the manual Purchase Order Set Up Vendor Item File User Manual 9 13 SAMCO Building business and technology relationships Chapter 10 Purchasing Addresses Introduction A purchasing address is the address to which you send the voucher or purchase order authorizing the buy It may be different from the address to which you send payment Use this selection to enter purchasing addresses NOTE This is the same function and file used by Purchasing addresses in Accounts Payable To Begin From page 2 of the P O menu select Set up gt Purchasing addresses Then from the Purchasing addresses menu select Enter Entering Purchasing Addresses From the screen which appears you can work with both new and existing purchasing addresses Purchase Order Purchasing Addresses User Manual 10 1 Enter the following information 1 Vendor Enter the vendor number or use one of the options Options F1 to scan through the purchasing addresses on file F2 to scan through the vendors on file Format 6 characters 2 Location Enter a number to identify this purchase location Format 5 characters 3 Loc name Enter the name of the company at this purchasing address or use the option Option F1 to use the vendor name Purchase Order Purchasing Addresses User Manual 10 2 4 Address 1 Enter the first line of t
93. e running under Linux Unix HPUX AIX or a similar operating system and are logged on as root super user replace the above command with POINIT Enter the company ID you wish to initialize P O data files for You will then see a screen similar to this Release X XX Please enter for each file Init Company file N Valid G L acct file P O control file Delivery location file Vendor item file P O master hdr file P O master line file P O master dist file P O auxiliary file Pre purchase lock file P O trans hdr file P O trans line file P O trans dist file P O trans notes file P O trans lock file Chng trans hdr file 1 2 3 4 5 6 7 8 9 Init Chng trans line file Chng trans dist file Chng trans notes file Chng trans lock file Receiving trans file Receiving trans lock file Receivings history file Price adjustment file Price adjust lock file 26 Release trans file Release trans lock file P O forms file Purchasing address file Comparison file Answer Y for each file you want to initialize N to not initialize a file 1 P O Control File Contained within this file are a number of parameters that define your purchase order structure Each parameter determines a specific procedure to be used in other packages 2 Delivery Location File This file contains locations and addresses where items are to be stocked and received It is the sam
94. e that only 27 numbers print on a single page so 270 numbers would require a list 10 pages long Printing a Purchasing Advice Report You can print this report only if I C is interfaced with P O It is a valuable aid in planning your purchasing From the Pre purchase processing menu select Print purchasing advice report The following screen appears gt y i d j Fe fon AR K OF SA AP FC OL C PO BR 9 CL FP PS PP TA TR PER XR PA DK SR MP CM SF Meg Pre purchase processing Acme Enterprises Inc Print purchasing advice report Please enter 1 Warehouse 2 In order by 3 Starting item 4 Ending item 5 Product category 6 Prod sub category 7 Starting vendor 8 Ending vendor 9 Vendor type 10 Print vendor info 11 Only if below reorder level Press F1 for All Enter the following information 1 Warehouse This field appears only if the I C package uses multi warehousing The following fields are renumbered when it does not appear If you want to show only items stocked at one warehouse enter the code for that warehouse Otherwise use the option Purchase Order Pre purchase Processing User Manual 11 3 Option F1 to show items stocked at All warehouses If you select a single warehouse then on hand reorder level and other quantities are shown for only that warehouse If you select AU warehouses then the information shown will be the combined quantities for all warehouses
95. e transaction and changing the last release transaction Enter the code for the release type either 1 Add a new release or 2 Change the last release The Change the last release type is described later in this chapter Adding a New Release You then see Purchase Order Releases User Manual 16 5 fs 4 3 amp PO Releases Enter H Fe E AR K OF SA AP PC GL C 9O BR Pl CL FP PS BP TA TR PER XR PA DX SR MP CM S Help e x6 x n Releases Acme Enterprises Inc Enter PO 9 Vendor 100 Wermont Metal Products 410 Pinecrest Road Last release 3 for 10 31 09 Hamilton ON Release interval Every 4 Weeks ILIR 464 Release type a ADD NEW RELEASE i4 e 4l 1 Delivery date 2 Release interval 3 Print release P O Line Item 4 Qty ordered 6 Qty to release 5 Unit price 7 Expedite days PressFifor 11 28 09 J You are next asked for information about the new release that applies to all line items on the blanket order 1 Delivery date Enter the date on which you want this release delivered to you or use the option Option F1 to use the delivery date calculated from the blanket order s release interval and the delivery date of the previous release Format MMDDYY 2 Release interval Enter a number press Enter and then enter D for day W for week or M for month Format 99 and 1 character 3 Print release P O You have the choice of printing or not printing
96. e when you are setting up the Purchase Order package You can also use this selection later to modify large parts of the Vendor Item File all at once To Begin From page 2 of the P O menu select Set up gt Set up vendor item file If you are not using the Inventory Management package with P O the first second and last selections do not appear on this menu Loading Items for a Vendor This selection is available only if you are using the Inventory Management package Use this selection to load a range of inventory items from the Item File in I C into the Vendor Item File for a selected vendor This function scans through the I C Item File looking only at your specified range of item numbers Each record is checked to see if its I C account number product category and product sub category match the ones that you have specified Purchase Order Set Up Vendor Item File User Manual 9 1 If the matching item is already on file for the vendor the existing Vendor Item record is not changed and the item is skipped Otherwise information about the item is loaded into a new Vendor Item record for the vendor you specified This function is useful for loading one vendor with items meeting a particular criteria For example if a vendor is known to carry most items of a certain product category it might be more efficient to create his Vendor Item records with this function and then delete the few that do not apply From the Set up ve
97. eceiving in the usual way You are then asked if you want to change the lines for this receiver If you answer Y enter the number of the line you want to change or press F1 to display each line in order Make the changes as usual You can also press F3 to delete this receiving If you delete an entire receiver you will have to either reuse that receiver number or mark that number as void as described below before you are allowed to post receiving transactions If you want to delete only some lines enter the line number or use the option Option F1 to display each line in turn Follow the screen instructions 2 P O Enter the purchase order number for this receiving If the goods received are not on any P O press Enter to indicate that there was no P O for this receiver Press F2 if you want to void this receiver number You can reuse a voided receiver number at any later time Format 15 characters 3 Vendor If a P O was entered this field automatically displays the vendor entered for the P O and is skipped Enter the number of the vendor from whom the goods were received The vendor must be in the Accounts Payable Vendor File unless he is a temporary vendor A temporary vendor s number starts with an asterisk For a temporary vendor enter the vendor name next Otherwise the vendor s name and address display automatically Format 6 characters 4 Recv date Enter the date of the receiving or use t
98. eceivings Register Follow the screen instructions The receivings are then posted Purchase orders are updated at this time with the quantity of goods received A history record is also created for each receiving line If I C is interfaced the inventory information for these receivings is updated When posting is complete a message displays to inform you either that the posting was successful or that there were errors which prevented posting If posting was prevented follow the screen instructions to deal with the errors NOTE If you are using I C and a receiver line has an unknown price posting will create a receiving transaction in Inventory in the I C package and the cost will be set to the replacement cost for the item in the item record NOTE It is possible to use up all the valid receiver numbers The Purchase Order package allows up to 999 999 f you use up all these numbers start your receiver numbers over at 1 Run Control information and set the last posted receiver number to zero at this point You will not be allowed to re enter a receiver number of 1 until you reset the last posted receiver number in the Control File Purchase Order Receivings User Manual 15 11 SAMCO Building business and technology relationships Chapter 16 Releases Introduction If you do not use blanket P O s skip this chapter A blanket P O is used when you want to buy a large total quantity of an item s from a vendor but don
99. ed criteria will be loaded These criteria are starting ending item numbers vendor number product category and product sub category This function scans through the I C Item File looking only at your specified range of item numbers Each record is checked to see if it s prime vendor number alternate vendors 1 and 2 are also supported I C account number product category and product sub category match the ones that you have specified If the matching item is already on file for the vendor the existing Vendor Item record is not changed and the item is skipped Otherwise information about the vendor and the item is loaded into a new Vendor Item record The item record s vendor numbers and item number become respectively the vendor number and item number of the new Vendor Item records This function is especially useful if your I C Item File is already set up with prime vendor information By entering Al for all of the parameters in this screen Vendor Item records can be automatically loaded for your prime vendors If a selected item is already on file for the vendor it is not changed The loading process just skips it Updating Existing Records Purchase Order Set Up Vendor Item File User Manual 9 4 You have the option of updating existing records by answering Y to the Update records field Instead of skipping over an existing record the function will update the vendor item file with the new information from the inventory ite
100. ed for this P O you must know what this number should be This restriction is included to insure that you are aware of all previous changes if any that have been made to the P O For example if the last change to this P O was 3 you must enter 4 here You can see the last change number to the P O by using View purchase orders as explained in the note at the beginning of this section After you enter the correct change number you must enter the date of the change you are making now This date must not be before the date of any previous change made to the P O You can also see the date of the last change to any P O by using View purchase orders as explained above Format 99 for change number MMDDYY for change date After you have entered this information make any changes to it Several fields on this screen cannot be changed 1 P O 2 vendor 7 Deliver to 8 Is this a multi drop order Is this a blanket order If you must change what you have entered in any of these fields you must cancel the P O and re enter it through Purchase orders Although the vendor cannot be changed the purchasing address can be changed To change the Adrs enter 2 at Field number to change 2 and you will be positioned at the Adrs field Enter a purchasing location number or use the F1 option to scan through the purchasing addresses on file for this vendor Cancelling Posted Purchase Orders After entering informati
101. ed goods has not been entered into the A P package an outstanding distribution amount will show for the line 6 Brief format Answer Y to print the report in the brief format one printed line per P O line item or N to show all detail for each line item If you are using the Job Cost package If you are using Job Cost with Purchase Order you see an additional preliminary screen If you select J to print the report for Jobs you see 4 datrbets te AS K ot R P Pin 0 P A L ue ee n Reports Acme Enterprises Inc P O distribution Please enter 1 Starting job 2 Ending job 3 Starting cost category 4 Ending cost category 5 Sub job 6 Change order 7 Starting P O date 8 Ending P O date 9 Show what P O lines 10 Brief format Press F1 for First Special Note Outstanding P O Amount You can use the Purchase Order Distribution Report as a basis for updating the outstanding P O amounts for your jobs To do this select the jobs and cost items Purchase Order Reports User Manual 18 14 you want to update and also select to show Earliest and Latest for the starting and ending P O dates and for both open and closed P O lines The dollar amount of a distribution for a line on a P O is considered to be outstanding up to the time that the invoice is entered into Accounts Payable When the invoice is posted in Accounts Payable through the Payables selection only then is the a
102. ed into the Vendor Item File 5 Product category Enter the code for the product category for this range of items or use one of the options Options F1 to load items for All product categories Enter to load only items with no product category code In this case this field remains blank If you enter a product category here including the blank category only items in the range selected that are also in this product category will be loaded into the Vendor Item File NOTE If a selected item is already on file for the vendor it is not changed The loading process just skips it Format 99999 6 Product sub category Enter the code for the product sub category for this range of items or use one of the options Options F1 to load items for All product sub categories Enter to load only items with no product sub category code In this case this field remains blank Purchase Order Set Up Vendor Item File User Manual 9 6 If you enter a product sub category here including the blank sub category only items in the range selected that are also in this product sub category will be loaded into the Vendor Item File NOTE If a selected item is already on file for the vendor it is not changed The loading process just skips it Format 99999 7 Include alt vendor 1 Answer Y if you want the alternate vendor 1 from the item file included with the load using the vendor criteria entered in field 3 above
103. eeeeeeeee ene 17 If You Are Usine Job COSE Lois taces chr t Ea oh ERR retreto eroien OE rE CREER a KE ER 19 Printing an Edit EI5t sitos rubei Eu ee TIER ERRARE eM ERE Gore Ede oPUEPSAR E DR EU DEK 21 Printing NeW PIOS sie wr aceers uoto ep vetare e EE rera seca garder estes pae a Ug qa 23 Posting New oM PRIM 25 Changes to P O Sige cer ite ANI dar ys eade use vv AN E eda rn au ib enne uar OR M 13 1 Entering Changes to P O sido deaedueh dex pex Ve Fave ee xa Dae rd ey wie dedico cane La dll 2 Cancelling Posted Purchase Orders sssesccccccceccccccccceecesesssssessseseececs 5 To Change an Existing P O Line ii case ees ee hr nora ror re rr eon run a rai ER ERR 6 Cancelling and Closing Lines iiu vea orien i leto ELE E bc Ub MuR EVER aetna E EETE LER ERE 7 To Modify an Existing Changed Line ccce cece eee e cece cece ee nennen 7 Printing an Edit List contin cedcevneencutinn a E EROR rh GUI Ine ad ER FECE TERR REA EUR CU rau E 9 Purchase Order Table of Contents Samco Power Accounting TOC 3 Printing Changed P S acoscutniaeieucsautexseweaavustanivyestwrs seh aM err EEEa EEES 11 Posting Changes to P O S essessessssesescsecsersseoseseeecseroscoseoseccsecosseseceee 12 Print Purchase Orders sosseroori gurako sro sennae erranei den eaae ie VOCE E VERRE EEG 14 1 Receiving S ssenari ew wasted ded nena a ia sabe e Ea a i E aE teas 15 1 Entering Recelvings iioii eeu reri eot u vevedsdd a a E E E A E e i a EE 2 Fast ente MP
104. eletion IMPORTANT NOTE If you are going to be making a change to a P O see field 11 below you must know both the next change number in sequence for that P O and the date of the last change If you do not already know them get them now selecting Purchase orders from View Then return to this function to enter the change 1 P O Z For a new change P O Enter the number of the original P O you want to change or use the option Option F2 to scan through the permanent P O s on file When you enter a valid P O number the P O header information is displayed on the screen and you are positioned at Is this a confirming order Format 15 characters Purchase Order Changes to P O s User Manual 13 3 For an existing change P O Only one un posted change P O can exist for a particular posted P O However until you post the change P O you can modify the information on it Enter the number of a P O for which a change exists or use the option Option F1 to scan through the change P O s on file After entering the number of a change P O the P O header information is displayed on the screen Make changes or use one of the options Options F2 to cancel or un cancel if already cancelled this P O F3 to delete this change P O and all changed lines After there are no more changes to the header information press Enter and you are asked if there are any changes to the line items If you answer Y the line
105. endor s selling unit the minimum order amount and lead time ARE YOU SURE YOU WANT TO DO THIS NOTE The last prime vendor assigned to each item in the Vendor Item File will be assigned to each item You should have only one prime vendor for each item Answer N to stop this procedure or answer Y to set the prime vendor for each item to the last prime vendor assigned to it After the updating is done the Set up vendor item file menu reappears Removing Unnecessary Information from the Vendor Item File Your Vendor Item File can grow very large over a period of time Therefore it is a good idea to develop a regular procedure for removing unnecessary information from this file and freeing disk space Follow this routine 1 Print a complete list of the Vendor Item File at least every six months in both vendor number order and item number order 2 Review these lists carefully 3 When you find a vendor that you no longer use delete all items for that vendor using the Delete function described above Do this for every vendor you no longer use Purchase Order Set Up Vendor Item File User Manual 9 12 4 For each item that you no longer keep in stock delete all vendor item records for that item through Vendor items 5 Finally for each vendor from whom you no longer buy certain items remove those items from the Vendor Item File 6 To release the disk space formerly taken by unused vendors and item use Rebuild a fil
106. er Y N I or D Y Yes this is a confirming P O At the top of each page of the P O the following will be printed This is a confirmation of a verbal order Do not duplicate this order N No this is not a confirming P O The above message is not printed This entry would be used when you place your orders with a vendor by means of the printed P O rather than verbally For Internal use only At the top of each page of the P O the following will be printed This order is printed for internal use only Do not mail to vendor D Dont print This P O will not be printed in the normal course of printing new P O s This means that when printing P O s using the Purchase orders Print function P O s which have a D entered here will not be printed Format 1 character Is this a multi drop order If you use multi drop P O s as specified in the P O Control File you are asked whether this is a multi drop order A multi drop order is one that has items which will be delivered to more than one location Answer Y if it is NOTE For a multi drop order in field 7 above you MUST enter a deliver to location that is already on file You cannot manually enter a deliver to address If you try to you ll get a message telling you to re specify the deliver to location Purchase Order Purchase Orders User Manual 12 6 Is this a blanket order If you use blanket P O s as specified in the P O Control File you are asked
107. er the guide the next few chapters give instructions on how to enter the basic information which will set up your package according to your needs and prepare you for daily operation Following those come chapters which you will use most frequently They describe how to use Purchase Order on a daily basis Additional information can be obtained from the System Functions manual which contains chapters that describe features common to all packages Topics covered in the Installation and System Guide include Defining multiple companies Purchase Order Using Purchase Order User Manual 3 1 Printers Taxes Valid G L accounts General rules Using S A M Samco s on line user manuals Switching companies Menu styles Passwords Glossary of terms How to Use this Manual When beginning you will want to keep this manual handy so you can refer to it as often as you need Later you may only need to refer to it occasionally Each chapter of this manual provides instructions on how to use a particular selection of your software On line Version For your convenience all of Samco s user manuals are provided in an on line version Simply press F10 F11 for the Windows version from anywhere within the Samco system Refer to the chapter titled Help SAM for details To Start Purchase Order If you are adding Purchase Order to an existing installation you will need to add it to each company ID you wish to use it under using
108. er using plain paper to print your P O s or you have a dedicated P O printer Otherwise set this to N 16 Are multi drop P O s used You can have P O s with shipments to multiple locations Such P O s are called multi drop P O s Answer N if you have only one warehouse or stocking location at which you receive goods Answer Y if you want a single P O to cover shipments to multiple locations NOTE If you are interfacing to Job Cost and you want to specify deliveries to multiple job sites on the same P O answer Y here 17 Are blanket P O s used A blanket P O is a P O for a substantial quantity of goods to be delivered in stages over an extended period of time These deliveries are referred to as releases and are covered in the chapter titled Releases Answer Y if you use blanket P O s in your business 18 Track sales order Purchase Order Control Information User Manual 5 6 Answer Y if you want to be prompted for the order number up to 4 can be entered a P O line is being ordered specifically for For example if you are ordering something to fill 1 or more orders you could enter your order numbers the line is for These order numbers can then be optionally printed on the P O form depending on your form layout If you answer N to this question the order number prompt will not be displayed when entering P O lines 19 Dflt confirming order flag A confirming P O is a printed P O that c
109. erences to your item number your item description and your stocking unit apply Therefore they do not appear on the screen The fields following the vendor number are the vendor s product number and description You must enter these fully there are no defaults Purchase Order Vendor Items User Manual 8 6 The same rules for new and existing vendor items apply as when I C is interfaced except that the vendor item is identified by vendor number and vendor s product number instead of by item number Next enter the vendors selling unit and vendors shipping unit There is no default for the vendors selling unit Next enter the conversion factor between the vendors selling and shipping units if these units are different Only one conversion factor if any will be requested The remaining fields are handled the same as described in the preceding section except there is no vendor rank Printing a Vendor Items List From the Vendor items menu select Print You are asked PRINT IN VENDOR OR ITEM ORDER Type V for Vendor or I for Item to select the order in which to print the vendor items If I C is not interfaced you are not given this choice and the list prints in vendor order Vendor number order If you chose to print in vendor number order this screen appears Purchase Order Vendor Items User Manual 8 7 Fee Ege AR K OF SA AP PC GL C 9O GR PI FP PS RP TA TR PER ER PA DK SR MP CM S Hep e s n Vendor ite
110. es for a particular P O Purchase Order Reports User Manual 18 1 Verifying the status of P O s for a selected vendor Looking at upcoming deliveries for only a certain item Looking at upcoming deliveries for a selected location From the Reports menu select Open P O s You see Me ton AR OX OR SA AP SC QL C PO AK PI CL P P EP TA TW OPER OR P OOK SR MP CM 9W Meli Reports Acme Enterprises Inc Please enter 1 Starting P O 2 Ending P O st 3 Starting P O date 4 Ending P O date 5 Deliver to location 6 Vendor 7 Show P O lines 8 Brief format 9 Show closed lines 10 Only P O s for item Press F1 for First Field 10 appears only if you are using Inventory Management 1 Starting P O 2 Ending P O Enter the range of P O s to show on the report Follow the screen instructions Format 15 characters at each field 3 Starting P O date 4 Ending P O date Enter the range of P O dates to show on the report Follow the screen instructions Format MMDDYY at each field Purchase Order Reports User Manual 18 2 5 Deliver to location Enter the deliver to location to show P O s for only one deliver to location or use the option Option F1 to show P O s for AU locations Format 2 characters 6 Vendor To show P O s for only a single vendor enter the number of the vendor You may also use the option Option F1 to show P O s for All vendors If yo
111. es of 25 characters each 4 Vendor sell unit Enter the vendor s selling unit of measure for the item you are ordering Format 4 characters 5 Vendor ship unit Enter the vendor s shipping unit of measure or use the option Option F1 to use the same unit as the selling unit just entered Format 4 characters 6 Conversion factor Enter the conversion factor between the vendor s selling unit and the vendor s shipping unit If these two units are the same you aren t asked to enter anything and NOT APPLICABLE displays The remaining fields are the same whether you use Inventory Management or not Format 9 999 999 If You Are Using Job Cost If Job Cost is interfaced some fields are different from those described above Before proceeding with this section become familiar with the details in the If you are using Inventory Management section Purchase Order Purchase Orders User Manual 12 19 If you are not using Inventory Management read the section immediately before this which explains the use of Purchase Order without Inventory Management After you have read the appropriate sections continue with this section Header Screen There is no difference in the fields on the header screen Line Item Screen 9 This P O line is for After you have entered the unit price of the item you are asked what this line item is for If you are using Inventory Management and Job Cost you have three choices Inventory J
112. ess F1 for All Enter the following information 1 Warehouse This field appears only if I C uses multi warehousing If you want to show items stocked at one warehouse only enter the code for that warehouse Otherwise use the option Option F1 to show items stocked at All warehouses If you select a single warehouse then on hand reorder and other quantities will be shown for that warehouse only If you select AU warehouses then the information shown will be the combined quantities for all warehouses Format 2 characters 2 Show all warehouse data Answer Y to show the inventory status for this item at each warehouse individually in addition to the status for the selected warehouse or in addition to the combined statuses for all warehouses if you selected All warehouses above Purchase Order Pre purchase Processing User Manual 11 7 Answer N to skip the warehouse detail section on the worksheets 3 Product category You can show items for only one product category or for all product categories Enter the product category or use the option Option F1 to show items for All product categories Format 5 characters 4 Product sub category You can show items for only one product sub category or for all product sub categories Enter the product sub category or use the option Option F1 to show items for All product sub categories Format 5 characters 5 Starting item 6 Ending item E
113. f P O is interfaced to J C P O uses Job Cost information to verify the validity of job numbers and cost item numbers entered on purchase orders The P O package can also be used to automatically update the outstanding P O amount for cost items on jobs This figure is one of the key ingredients on the Job Status Report which compares actual to budgeted costs for your jobs Purchase Order Reports The Purchase Order package prints more than 30 different reports Examples of reports are included at the end of chapters These example reports as well as the examples in the text are based on the Inventory Management package being interfaced with P O The reports include in addition to the reports mentioned above Open Purchase Order Report shows all P O s that are open P O s for which receipt of goods is still expected Cash Disbursements Projection Report shows approximately the cash you will need to disburse over the near to medium range future You can look at your cash needs for up to seven consecutive periods This report includes open P O s goods received but not yet invoiced and goods received and invoiced in the Accounts Payable package but not yet paid for Uninvoiced Receivings Report A valuable report at month end to show you your approximate liability for goods you have received but for which you haven t yet received the vendor s invoice Purchase Order Distribution Report Breaks down your purchases by
114. f it is a multi drop order or three parts if it is not a multi drop order Not a multi drop order Enter the delivery date or use the option Option F1 to use the first delivery date of the previous line item Format MMDDYY Next enter the quantity to be delivered on that date or use the option Option F1 to specify the full remaining quantity outstanding Format 99 999 999 999 Next enter a number of expedite days Skip this if you don t want the delivery to be expedited otherwise enter the number of days before the delivery date that you want this item to appear on the Expedite Shipment Report Format 99 Multi drop order If this is a multi drop order you must enter a deliver to location code for each delivery in addition to the delivery date quantity and expedite days The code must exist in the Deliver to Location File Enter a deliver to location code or use the option Purchase Order Purchase Orders User Manual 12 13 Option F1 to use the deliver to location that was entered with the P O header information for this P O If you are ordering an inventory item each deliver to location that you enter here must be a warehouse at which this item is stocked If not you see THIS ITEM IS NOT STOCKED AT THIS WAREHOUSE PLEASE RE ENTER LOCATION Use Inventory Management to add a warehouse location for a particular inventory item Format 2 characters Drop shipments If you are also using the Billing packag
115. for this item in the I C Inventory Transaction File Item numbers must be entered for items that are ordered for your inventory Otherwise the appropriate inventory transaction will not be created If you are entering an item that is part of your inventory but it has not been entered in the Vendor Item File you must use the Vendor items selection to do so before proceeding any further Use F2 to enter a non inventory item Only use this option to order items that will not be part of your I C inventory Inventory transactions will not be created for items entered using this option When F2 is pressed Misc displays for this field Non inventory item is displayed for the description and entry continues at Vendor product Item Z s are entered for regular vendors only If this P O is for a temporary vendor this entry is skipped because the item is assumed to be a non inventory item The word Misc displays and Non inventory item is displayed for the description Format 15 characters Purchase Order Purchase Orders User Manual 12 9 After you enter the item number information about that item is displayed automatically The screen looks like this 13 34 PO PIO ve cnanges Em Fee toe AR X CF SA AP PC OL UK PO 8R 9 CL FP PS PT TR PER R PAD SR MP CM SF Help 6xot Xot OOo Purchase orders Acme Enterprises Inc Enter POS 42 Vendor s00 Hanson Manufacturing Co i Seq 10 2 em 5 8
116. formation was not entered for your items in the I C Item File you can use Set up vendor item file Load vendor to load vendor items for one vendor at a time from a range of selected items from the I C Item File See the chapter titled Set Up Vendor Item File If you are not using Inventory Management for the vendors you use most often enter each Vendor Item record individually using Vendor items Then use Set up vendor item file Copy to copy groups of items from these vendors to any additional vendors from whom you buy these same items See the chapters titled Vendor Items and Set Up Vendor Item File Regular Use When you have finished building your data files as above you will be ready to use P O on a regular basis The remaining chapters in this manual show you how to Prepare for purchasing Issue purchase order numbers Process purchase orders Process changes to purchase orders Print purchase orders Process receivings Process adjustments to receivings Process blanket order releases Close and purge purchase orders Features common to all Samco applications are discussed in the System Functions manual We highly recommend that you become familiar with the System Functions topics before continuing with Purchase Order Purchase Order Getting Started User Manual 2 5 Appendix A explains how to initialize create from scratch your P O data files You may never need this function but it is included just in case If you use
117. fully set up before you can begin using Purchase Order You must have entered all the information in your Item File including the current inventory status of each item particularly quantity on hand reorder level and maximum inventory quantity If you have multiple warehouses or multiple stocking locations you must have the current inventory status for every item at every location Purchase Order and Job Cost If you are going to use the Job Cost package with P O the Job Cost package must be set up before you start using P O This is not mandatory but in order to enter an order for a particular job that job must be on file in the Job Cost package Purchase Order Data Files In order to use the P O package you first must enter information about what you purchase and from whom There are four different files into which you must enter information before you can use the package on a regular basis Here is a brief explanation of these files P O Control File This file contains control information which you must enter This information defines the way you do your purchasing and as a result controls some of the features of the packages This file also handles the proper sequencing of your P O numbers and receiver numbers and contains the calculated values that appear on the Data Integrity Report Refer to the Data Integrity Check chapter for further details about this report P O Forms File This file contains the layouts
118. g Receiving means accepting delivery of goods or items that have been sent from or purchased from elsewhere A receiving is one particular instance or transaction of getting goods from an outside source The goods must arrive at your warehouse or business location before they can be classified as a receiving Receivings is simply the plural of receiving Purchase Order Understanding Purchase Order User Manual 1 2 Receiver A document filled out by the Receiving Department listing the goods received in a particular shipment Receiver The number usually preprinted on the receiver Uninvoiced Receivings Goods that have been received but for which no vendor invoice has yet been received F O B This stands for Free On Board It means the physical location where ownership of goods that you have ordered and that the vendor is shipping to you actually changes hands It is also called the F O B point Until the goods reach that point they and any damage to them are the vendor s responsibility After they reach that point they and any damage to them are your responsibility F O B also refers to the location after which you must pay for freight charges and before which the vendor pays for freight charges For example suppose you are ordering goods from Hong Kong your company is located in Halifax and the F O B point is Vancouver The vendor pays the freight charges to Vancouver and is responsible for the goods until they
119. ge or B to print the brief version of the report Refer to examples of each version of this report at the end of this chapter If you select the brief format the next field 3 is not applicable 3 Show only P O and line To print only a particular line on one P O enter the P O number and the number of the specific line A single page report for this P O and line is printed Or use the option Option F1 to show all excess receivings Format 15 characters for P O 999 for line If you print this report you are asked whether the report just printed is OK If the report is satisfactory answer Y The excess receiving status is cleared for all receivings printed and a message appears telling you to press Tab This clearing is done to ensure that excess receivings shown on the current report will not be shown again on any future reports Closed P O s Purchase Order Reports User Manual 18 8 Print this report to examine the closed P O s still on file A closed P O no longer has any open lines therefore there are no more deliveries due for it Closed P O s remain on file until you purge them through Purge purchase orders However you cannot purge a closed P O until all invoices connected with it have been entered into the Accounts Payable package From the Reports menu select Closed P O s A screen appears for you to enter the following information 1 Starting P O 2 Ending P O Enter the range of P O
120. h literal field 6 Length Enter the number of characters to be used when printing this field up to the maximum shown or use the option Option Enter for the maximum shown Format 99 max 80 A total of 1000 characters is available for printing all literal fields on a form witha maximum of 80 characters for each A message displays when less than 150 characters are available 7 Text Enter the exact text to be printed up to the length specified in field number 6 Purchase Order Forms User Manual 6 13 8 Print on This field applies only if you are using Kits Enter L to print the literal text only for line items that are not component items of kits Enter C to print the text only for component items Enter B to print the text for both line items and component items Calculations The calculations functionality built into forms allows you to compute and store up to 20 figures for later printing on your forms using the Calculation register field Calculations are rarely needed for normal forms printing If you are using a standard format or find no need to make any special calculations please skip this section There are basically two steps to doing a calculation 1 Enter one or more calculations to gain a desired figure s 2 Enter the calculation register s to print in your form layout To make a calculation press F2 at the Line prompt The screen appears as follows Enter calculation sequence number
121. he address The three lines of the vendor s address fields 3 4 and 5 and the vendor s name will be printed on the purchase order exactly as you enter it for use in window envelopes Format 25 characters 5 Address 2 Enter the second line of the address Format 25 characters 6 Address 3 Enter the third line of the address Format 25 characters 7 Contact Enter a contact person for this purchasing address Format 15 characters 8 Phone Enter the phone number of the contact person The contact and phone number are printed on various reports Format 12 characters 9 Fax Enter the fax number of the contact person 10 Comments Enter comments about the cash account This field uses the text editing function You enter text in much the same way as most word processing programs using the Enter key 1 1 keys Del key Tab when done etc When you are finished entering text press Tab and follow the screen instructions When you press Tab you have these choices Purchase Order Purchasing Addresses User Manual 10 3 File Save what have just entered changed clear the screen and get ready for another note Like pressing Enter at Field number to change in other selections Save amp continue Save what have just entered changed but leave the information on the screen because want to continue to work with it Abandon changes Throw away what I have just entered changed and get ready for
122. he option Option Enter to use the current date displayed Format MMDDYY Purchase Order Receivings User Manual 15 3 You can change only the receiving date or the deliver to location for a multi drop purchase order Make any changes to these two fields as usual You then see the receiver line screen 5 Deliver to This field only appears when you have entered a P O for a multi drop P O Enter the code for the deliver to location for this receiver or use one of the options Option Enter to use the main deliver to location F1 to use the deliver to location entered for the P O header Only appears if the main deliver to location was not entered for the P O header Format 2 characters 1 d j Receivings Acme Enterprises Inc Recww 38 BO 44 Vendor 800 Hanson Manufacturing Co 1 P O line 8 2 Our item 3 Qty rec d 4 Unit price 5 Factor code Total Receiver Value 00 F1 next receivings line F2 next P O line F5 line receiving You must enter a receiver line for every item on this receiver Each line you enter has a line number Purchase Order Receivings User Manual 15 4 If there is a P O for the receiver the receiver line number is the same as the P O line number for this item The first field shows P O LINE Z If there is no P O enter the line numbers in the same order in which the items appear on the receiver When there is a purchase order for t
123. he receiver 1 P O Line Enter the line number on the P O for the item received or use one of the options Options F1 to scan through the line items on the P O F2 for the next P O line Format 999 2 Our item vndr prod The item number description and stocking unit of the item display automatically and you are asked RIGHT LINE 2 Answer Y or N or use the option Option F1 to scan through the line items on the P O If the item is for inventory you can also press F3 here to show the vendors item number description and units for this line item You can then press F3 again to redisplay your item number and description 3 Qty rec d Enter the quantity received in any one of three units of measure your stocking unit the vendors selling unit or the vendor s shipping unit pressing F2 if necessary to switch the unit of measure to the one you want If you re not interfaced to I C your stocking unit will not be available If any of the units of measure are the same you will have fewer than three choices Format 99 999 999 999 Each line on a P O has its own delivery schedule All receivings are applied to the deliveries on this schedule If the quantity received exactly matches the first delivery that is open the quantity received will be applied automatically to that delivery If the quantity received is less than the open delivery quantity you are asked if the delivery should be left open or closed out
124. his receiver Format 999 The line information is displayed Follow the screen instructions 1 New unit price Enter the new unit price When you enter the new unit price the new total price and the adjustment amount are shown automatically Format 9 999 999 999 Purchase Order Adjust Receivings User Manual 17 5 2 Is new price temporary You can make a temporary price adjustment if you are not certain of the actual price The receiving will still be marked as having an unknown price but the price you enter here will be used temporarily on reports Answer N if you are entering a price you are certain is final or Y if you are unsure of the final price Printing an Edit List From the Price adjustments menu select Edit list Posting Price Adjustments From the Price adjustments menu select Post Posting then occurs and a menu appears for you to select how to print the Price Adjustments Register Changes to Inventory Posting updates the receiver line for which a price adjustment has been entered in the Receivings History File with the new unit price and total price from the price adjustment If the price adjustment is permanent the unit price for the last P O is updated in the Vendor Item File so that your next Purchasing Worksheet can show this as the unit price for the last P O If Purchase Order is interfaced to Inventory Management Inventory may be updated in two ways 1 If the price adjustment is for an
125. if this is a blanket order Answer Y if it is 9 Special terms Enter any special credit or payment terms for this P O If you don t enter any special terms here the vendor s usual terms will be shown on the printed P O Format 30 characters 10 Special msg This message will appear at the bottom of the printed P O Format 3 lines of 50 characters each Make any desired changes as usual then press Enter Deleting Purchase Orders The F3 key is used to delete purchase orders If you cannot delete a purchase order for some reason the software will inform you through a message as to why If this is a new P O the line item screen appears next If you are changing an existing P O you will be asked if you wish to change any of the lines Line Items If I C is not interfaced see the section titled If you are not using I C for the fields which are different Purchase Order Purchase Orders User Manual 12 7 ae 5 5 4 Fie Ed AR K OF SA AP FC OL C FO BR PI CL FP PS RP TA TR PER XAR PA DX SR MP CM SF Mel p i o n Purchase orders Acme Enterprises Inc Enter PO 42 Vendor 800 Hanson Manufacturing Co 1 seq Wi 2 tem 3 Worksheet 4 Vendor product 5 Vendor s descr 6 Vendor sell unit 7 Vendor ship unit 8 9 Qty ordered 10 Unit price 11 This P O line is for 12 Delivery schedule Date Quantity Expedite days F1 nextline F2 Seq 10 Enter information about the items you are orderi
126. ilities User Manual B 6 Please select file Enter the file number from the list provided of the file to be restored from an ASCII export format or use the option Option F1 to restore All exported files Please enter device for exported file Enter the drive letter of the device that the ASCII version of the data file will be read from or use the option Option F1 if you either a did not append a drive letter prefix to the file name Unix only or b the file s reside on your computer s default hard drive For UNIX LINUX users This is the drive letter attached to the front of the file name For example if the file to restore is A xxxxxxnn EXP you would enter A here If no designation is at the beginning of the file press F1 for none For MS WINDOWS LAN network users The drive letter entered here will be the drive that the ASCII export file resides on Please enter the device size in kilobytes Enter the size of the disk the ASCII export files are on The following table shows some of the more common device sizes in kilobytes F1 Unlimited Hard disk drive C Create New Data File Or A Add Records To existing Data File If you answer C Create new file all of the existing data records in the original file will be destroyed and the data records contained in the converted file will be transferred to the original file If you answer A Add records to file all of the existing records in the origin
127. in Excess of Qty Ordered cecseeeeeeeeeeeeee eee eee eee en 7 RECEIVINGS MISEOLY assis cersexa intu EO VEEa Y pre hte Us Ua eiva pasar Te edel da DU pud 10 P O distrib tion er 12 Explanation of Calculations in the Distribution Report eeeeeeeese 16 Uninvoiced Recelviligsuuudetoweo deae dete bu ek n ara dest dai ea Deu Ed ey d e a Mcr de cad uta 17 HnKnoWITPEICOS coepto HIE RCE Ee REX ua pa REV HH ba bEsbr ES Ve S FRU EEE dU et 18 Close and Purge POS eee ovi Ya E po Ve paa UI er Ea COE QUEE EV QS VON TOOL TOROS 19 1 Close Services Only P O Siriei serve techies evita ewer EO VOL VO EE VE EU bELE LEER ld 2 Purce Purchase Orders ii oe mv borea ean shan rebas wea sh E torte aki aan Vieux d 3 If Purging Did Not OCCUF 5 5ueo core rr eren RE rh norse erai eissii nna 5 Purchase Order Table of Contents Samco Power Accounting TOC 4 Data Integrity Checkers exeo ky a vna EXE n9 SENA Esa dash ei RIVE RACER e EN E PE d Vue 20 1 Initializing Data Files eres eere eee eae rao e e ao re ry prs Rn ceseco E obe Ree oho ee apa A 1 File Utilities ie odore reet Raya Rav Ra len aa EN EVRREE A2 EA VIAR UEAR E e TRE EE RS en B 1 Corrupted data FCS moiri vase aS eter ce eeh eoi dE eon EV Dre ERN PDC EUIS Ca HR Sac or Meet 1 Exporta TIC DT M 2 Restore an exported Tiles dics case cients cuba Vas eps aUe RR er IE KE EE QUE ARE E E ndi 6 Rebuilding Data Files 5 eui pa Idea
128. ine items 13 P O Trans Lock File This file is used to protect the Purchase Order Transaction Files 14 Chng Trans Hdr File Purchase Order Initializing Data Files User Manual A 3 This file contains header records of purchase orders that have been changed 15 Chng Trans Line File This file contains line items associated with a specific purchase order that has been changed 16 Chng Trans Dist File This file contains distribution records associated with a specific purchase order line item that has been changed 17 Chng Trans Notes File This file contains the notes associated with change P O line items 18 Chng Trans Lock File This file is used to protect the Change Transaction Files 19 Receiving Trans File This file is for receiving transactions When you receive items they are entered into this file and are cleared when posted to the permanent files 20 Receiving Trans Lock File This file is used to protect the Receiving Transaction File 21 Receivings History File This file contains the receivings information after it has been posted Receivings records remain on file until purged by the user 22 Price Adjustment File This file contains the adjustments to prices entered for items received When these adjustments are posted as the new prices this file is cleared 23 Price Adjust Lock File This file is used for multi user systems and prevents users from doing incompatible actions while processing pri
129. information will automatically appear in several fields making for faster and more accurate P O entry Your P O reports will also be more useful because the items that you order will be identified in a consistent manner Setting up this file is the largest single step you must take before P O becomes operational The next section in this chapter Setting Up the Vendor Item File provides guidelines for doing it as rapidly as possible In the chapter titled Set Up Vendor Item File there are more guidelines on managing the Vendor Item File after it is set up Setting Up the Vendor Item File A separate function sets up the Vendor Item File relatively quickly This process is explained in detail in the Set Up Vendor Item File chapter Here is a summary If Inventory Management is Interfaced For your most common vendors create Vendor Item records in blocks by selecting a range of inventory items in the Item File then transferring these into the Vendor Item File in a group You can also select groups of inventory items on the basis of product category If you transfer some unneeded records mixed in with the needed ones you can use the Delete vendor items function to delete ranges of records just transferred Purchase Order Getting Started User Manual 2 3 If Inventory Management is Not Interfaced For the vendors whom you use most often enter each vendor item record individually then copy groups of items from these vendors to any additio
130. inventory item and it is a permanent price change the item s replacement cost will be updated in the Item File 2 The total adjustment amount for all price adjustments in the posting run is posted to the I C Distribution File ACCOUNTING NOTE The purchase price adjustment account from the Purchase Order Control File is the debit account for a positive adjustment and the balance sheet liability account for un invoiced receivings from the I C Control File is the credit account The individual item costs whether average LIFO or FIFO are not changed Purchase Order Adjust Receivings User Manual 17 6 SAMCO Building business and technology relationships Chapter 18 Reports Introduction Use this selection to produce various P O reports These reports are structured to quickly give you the valuable and pertinent information available in Purchase Order and other packages interfaced to it Ten different reports are available from this selection Each report has numerous options to choose from NOTE All the reports in this selection use only the permanent Purchase Order files No purchase order is included in these reports until it has been posted To Begin From the P O menu select Reports Open P O s This report is a list which shows each P O on file that is currently open not all goods ordered on it have been received yet It is useful for Predicting future deliveries Verifying the status of deliveri
131. iptions Answer N to skip showing item descriptions or Y to show them The report is shorter if you do not print item descriptions Purchase Order Reports User Manual 18 18 SAMCO Building business and technology relationships Chapter 19 Close and Purge P O s Introduction Use this selection to purge remove closed purchase orders from the permanent Purchase Order files All cancelled or void P O s are also purged A closed P O is one for which you have received everything that you expect to receive A purchase order can be closed in three ways 1 The Receivings selection automatically closes a P O when you enter the receiving transaction for the last remaining line item 2 Before all line items have been received and entered you can close the P O by closing each line item on the P O that is still open through the Change P O s selection 3 You can close a services only P O through this selection so that you can then purge it A services only P O is one for which no physical goods will ever be received The P O is issued for services such as a sub contract on a construction job accounting services advertising or insurance Purchase Order Close and Purge P O s User Manual 19 1 Because you never receive any goods on such a P O it won t ever be marked as closed or fulfilled in the normal course of entering receiving transactions So instead of having to invent a receiving transaction for
132. ith Accounts Payable and optionally with Inventory Plus and Job Cost e Allows reports to be stored on disk to save computer time then printed later at your convenience e Allows use of multiple printers e Includes password protection and data integrity checks e Includes on line Help available to you at any time by pressing a single key e Supports multiple companies e Supports multi user computer systems Works with Accounts Payable P O works with Accounts Payable which is required to run this package P O uses the Vendor File from A P A P verifies the P O numbers and receiver numbers that you enter for the vendor s invoice in the A P Payable Enter function If you choose to do so the distributions entered for the P O lines in P O are transferred to the A P payable transaction entered for the vendor s invoice Inventory Management Interface If P O is interfaced to I C the P O package uses information from the I C Item and Warehouse Files The P O Purchasing Addresses File and the I C Warehouse File are actually the same file P O also updates inventory information in I C When a P O is posted to the permanent P O files the quantity on order for each inventory item ordered is updated in I C When receivings are posted in P O inventory transactions for the receivings are automatically created in the I C Inventory Transaction File Job Cost Interface Purchase Order Understanding Purchase Order User Manual 1 7 I
133. kage It is related to the accounting packages but doesn t immediately involve the financial transactions and condition of your business Reports from this package are more related to future financial transactions than to immediate financial transactions A control package helps you control the operations of your business such as taking orders Order Entry Plus or ordering from vendors Purchase Order P O Header Information The header includes all information about a P O except for the information about what is being ordered The header includes the P O number and date the vendor s number name and address and how and where the goods are to be shipped A P O has only one header but it can have any number of line items up to 999 in the Purchase Order package P O Line Item Information This is the information about what is being ordered There is one line on a P O for every item being ordered The full description of an item being ordered including the quantity ordered the price and when it is supposed to be delivered is called a line item of the P O P O Distribution Information This information goes with each line item of the P O Each line item has its own distribution information which tells the purpose of the line item is it for inventory for a job or for something else The distribution information does this by giving the specific G L account numbers or job numbers that the item was ordered for Receivin
134. l information you answered the question Use alphanumeric P O s Your answer to this question affects the entry of P O numbers If you are using alphanumeric P O numbers P O numbers are not issued and P O numbers may be entered in any format or sequence We recommend that you always use P O numbers that match the format entered for Default P O format in Control information This will make it much easier for you to keep track of your P O numbers throughout the P O entry printing and posting functions If you are not using alphanumeric P O numbers P O numbers must be issued through the Issue P O s function If you try to enter a P O number greater than the last P O number issued you are informed that you must use Issue P O s to issue additional P O numbers Enter the number of the P O or use the option Option F2 to get the next available P O number If you are using alphanumeric P O numbers the next available P O number is calculated for you The numeric portion of the last P O number entered is increased by an increment of 1 This is done as long as the last P O number matches the Default P O format entered in Control information For instance if the last P O number entered was 1001 AB matching a format of 9999AAA the next P O number would be 1002 AB If the last P O number entered does not match the default P O number format there is no option for the next available P O number Instead the
135. lling and shipping units are the same you are not required to enter anything here and NOT APPLICABLE will display automatically Purchase Order Purchase Orders User Manual 12 11 9 Qty ordered Enter the quantity of this item that you wish to order You can order as many as 99 999 999 units or as few as 001 units If you enter 100 000 or more it cannot have a fractional part For example 300 301 is all right but 300 301 4 is not For an inventory item the unit used must be your stocking unit For a non inventory item it must be the vendor s selling unit On the printed P O the quantity will automatically be converted into the vendor s selling unit If the vendor requires a certain minimum order and your order is less than the minimum you see VENDOR S MINIMUM ORDER IS UNITS where units is the vendors selling unit You can change your order to the vendor s minimum order when FIELD NUMBER TO CHANGE appears later Format 9 999 999 999 for quantities under 100 000 99 999 999 for quantities 100 000 or more 10 Unit price Enter the price per the vendor s selling unit If you are ordering an inventory item enter the price or use the option Option F1 to use the default price The extended price displays automatically Format 9 999 999 999 11 This P O line is for After you have entered the unit price of the item you are asked what this line item is for If you are using Inventory Management and Job Co
136. m file From the Set up vendor item file menu select Load items This screen appears 1 34 PG load hes m File ES AR K OF SA AP FC GL JC FO SR P CL FP PS RP TA TR PER AR PA DK SR MP CM SF eig P p n Set up vendor item file Acme Enterprises Inc Load items Please enter 1 Starting item 2 Ending item amp 3 Vendor 4 VC account 5 Product category 6 Product sub category 7 Include alt vendor 1 8 Include alt vendor 2 9 Update records Press F1 for First L J Enter the following information 1 Starting item 2 Ending item Enter the range of items to load into the Vendor Item File Follow the screen instructions Format 15 characters at each field 3 Vendor Enter a vendor number for this range of items or use one of the options Options F1 to scan through the vendors on file Purchase Order Set Up Vendor Item File User Manual 9 5 F2 to load items for All vendors If you enter a vendor number here only items in the range selected which also have this vendor number will be loaded into the Vendor Item File Format 6 characters 4 C account Enter the I C account number for this range of items or use one of the options Options F for the default I C account F2 to scan through the other I C accounts on file Enter for AU I C accounts If you enter an I C account number here only items in the range selected that also have this I C account number will be load
137. me of the more common device sizes in kilobytes F1 Unlimited Hard disk drive If you enter a specific device size once the disk is filled you will then be asked for another disk This process will be repeated until all the data is written to the disk The screen will then prompt you Any change Enter Y and all the entries that you have made will be cleared and you will be returned to the Please select file prompt Press Enter to accept the default of N NOTE If you choose to convert All files the screen will move immediately into displaying the file and record being backed up It skips past the C CREATE NEW CONVERTED FILE OR A ADD RECORDS TO EXISTING CONVERTED FILE STARTING FILE KEY and ENDING FILE KEY prompts The following screen will be displayed only if did not select All files at the Please select file prompt Purchase Order File Utilities User Manual B 4 Me ten AR OK OF SA AP 9C QL C PO AK Pl CL OPP P FP TA TW OPER OR P DX SR MP CM OD wel ue e nw n 4 File utilities Purchase Order Acme Enterprises Inc Export a file Creating new export file for 34 VENITM DAT 1 Starting file key HE 2 Ending file key Press F1 for First l Enter the following data 1 Starting file key 2 Ending file key Enter the starting and ending file keys for the data file selected for conversion or press F1 for First and Last Up to 37 alphanumeric
138. mount no longer outstanding 1 Starting job 2 Ending job Enter the range of job numbers to show Follow the screen instructions Format 7 characters 3 Starting cost category 4 Ending cost category Enter the range of cost categories to show Follow the screen instructions Format 9999999 5 Sub job If you are printing this report for a single job you can enter a sub job number here to show only one sub job of this job Enter the sub job number or use the option Option F1 to show All sub jobs of the job If more than one job is selected this field is automatically set to All Format 999 6 Change order If you aren t using change orders in Job Cost this field is skipped If you are printing this report for a single job you can enter a change order number here to show only a single change order of that job or use the option Option F1 to show the original job and all change orders The original unchanged job has a change order number of 000 If you selected more than one job above this field is automatically set to All Format 999 7 Starting P O date Purchase Order Reports User Manual 18 15 8 Ending P O date Enter the range of dates of P O s to show Follow the screen instructions Format MMDDYY for each field 9 Show what P O lines Type O to show Open lines only C to show Closed lines only or B to show Both closed and open lines 10 Brief format Answer Y f
139. mplete the condition Press Enter to indicate a value of zero for a numeric or date field or spaces for an alphanumeric field Printing a Field Under More Than One Condition If you need to print a field when either one condition or another is met define the field specifying the first condition as described above Then define the field again using the same line number column number and field number After entering the field number a message informs you that the field is already defined and you are asked if you wish to define a duplicate Answer Y and complete the definition specifying the other condition under which the field is to print Purchase Order Forms User Manual 6 9 This allows printing under one condition or the other There is no way to request printing when both conditions are true Printer features Printer features are used to advise the printer to do something special such as change type size turn bold on turn bold off etc For further details on setting up printer features refer to the chapter titled Printers in the System Functions manual To turn a printer feature on select 2 Printer feature at the 4 Field number prompt The screen appears as follows Enter the following information 5 Repeat Enter the number of times the printer feature you enter below will be repeated The most common purpose for entering a value greater than 1 is if you want to physically print a special character such
140. ms Acme Enterprises Inc Print Please enter 1 Starting vendor 2 Ending vendor 3 Brief format 4 New page for each vendor Press F1 for First Enter the following information 1 Starting vendor 2 Ending vendor Enter the range of vendors you want to include on the report Follow the screen instructions Format 6 characters in each field 3 Brief format Answer Y to print the list in brief format showing only one line per vendor item Answer N to print the full detail of each vendor item shown 4 New page for each vendor Answer Y to start each vendor on a new page or press Enter to print multiple vendors on the same page Item number order Purchase Order Vendor Items User Manual 8 8 If you chose to print the vendor items in item number order a screen appears for you to choose the starting and ending item numbers and whether to print the list in brief format Enter the following information 1 Starting item 2 Ending item Enter the range of items to include on this report Follow the screen instructions Format 15 characters in each field 3 Brief format Answer Y to print the items in brief format or N to print the full detail of each vendor item shown Purchase Order Vendor Items User Manual 8 9 SAMCO Building business and technology relationships Chapter 9 Set Up Vendor Item File Introduction Use this selection to quickly set up the Vendor Item Fil
141. n the middle part of the form between the Header and Total fields These fields relate to the G L account and job distributions for each line on the P O such as G L account number account description job number quantity percentage and amount Summary fields are those printed at the bottom part of the form Summary fields are fields that relate to the P O G L account and job distribution totals Header Total Fields Field name Description Notes Blank line When this field is selected no other data is printed on the line even if it is defined Printer feature Turns a printer feature on or off Suppress line Used to suppress the printing of an entire line when a specified criteria s is met Suppress distribute Used to suppress the printing of line distributions all together Suppress summary Used to suppress the printing of summary distributions all together Register Used to access register values stored during calculation routines Purchase Order Forms User Manual 6 21 Blank order flag Blanket rel date Blanket rel no per d Blanket rel period Blanket rel no Change date Change no Company display name Company report name Company address 1 3 Company phone no Confirm flag Delivery address Delivery code F O B Last changed by Last change date Last change no Multi drop flag Order by Order total amount Page number Purchase Order User Manual Y this is a blanket order 1st requi
142. nal vendors from whom you buy these same items Setting Up P O Perform these steps to start using Purchase Order 1 If you are new to the Samco system Study the System Functions manual to become familiar with the features required to set up your working environment Such things as adding new modules printers users taxes company information and valid G L accounts are discussed in that manual 2 Start P O according to the instructions in the chapter titled Using Purchase Order 3 Enter P O control information using Control information The information in the P O Control File controls how P O is used by your company For instance you specify whether or not you want your company name printed on your P O s whether your company uses preprinted P O forms etc See the chapter titled Control Information 4 f the pre defined P O forms do not meet your exact needs use the Forms function to create your own See the chapter titled Forms 5 Enter the addresses for your deliver to locations your stores warehouses job sites etc using Deliver to locations A deliver to location is required on each P O See the chapter titled Deliver To Locations If you are using Inventory Management with P O and you have multiple warehouses every warehouse that you have already established in I C will already be on file in P O as a deliver to location This is because the Warehouse File in I C is the same file as the Deliver to Location
143. ndor gives special terms for the purchase of this item 14 Comment Enter any comment about this item Format 25 characters 15 Vend rank Enter the number which shows this vendor s relative importance to you in your purchase of this item 1 prime vendor 2 second choice 3 third choice Format 9 Purchase Order Vendor Items User Manual 8 5 Without Inventory Management If you are not using I C with P O the Vendor Item screen is slightly different than what has just been described Refer to the preceding section as you read through this section NOTE If you are not using I C with P O you can enter items on a P O directly without having to enter them here However we suggest that you do enter any items here that you plan to reorder so you do not have to re enter all the information about the items later when you order them again If you are not interfaced to I C the Enter screen looks like this d i Fe EM AR X cc SA AP FC OL KK 9O 8R P CL FP PS PTT TR PER OER UPA DK iR MP CM SF Hep Vendor items Acme Enterprises Inc 2 Vendor s product 3 Vendor s description 4 Vendor s sell unit 7 Unit price 5 Vendor s ship unit 8 Min order 6 9 Lead time Days 10 Currency 11 Subject to qty discounts 14 Comment 12 Subject to price discounts 13 Subject to special terms F1 next vendor item F2 next vendor blank look up by name Because the Item File in I C is not available none of the ref
144. ndor item file menu select Load vendor The following screen appears i dor tem Load m F AR X of SA L i P TR PER R D R MP A gt d n Set up vendor item file Acme Enterprises Inc Load vendor Please enter 1 Starting item 2 Ending item 3 VC account 4 Product category 5 Product sub category 6 Vendor to use Press F1 for First Enter the following information 1 Starting item 2 Ending item Enter the range of items to load into the Vendor Item File Follow the screen instructions Format 15 characters at each field Purchase Order Set Up Vendor Item File User Manual 9 2 3 C account Enter the I C account number for this range of items or use one of the options Options F1 for the default I C account F2 to scan through the other I C accounts on file Enter for All I C accounts If you enter an I C account number here only items in the range selected that also have this I C account number will be loaded into the Vendor Item File 4 Product category Enter the code for the product category for this range of items or use one of the options Options F1 to load items for All product categories Enter to load only items with no product category code In this case this field remains blank If you enter a product category here including the blank category only items in the range selected that are also in this product category will be loaded into the Ven
145. ne Items For this reason there is no need to define a separate starting ending area for these sections When defining each data field to be printed on a paginated form you specify the group of the field Header Line Item Totals Distributions or Summary its line number within the group and the starting column number where it is to print The line number of a field is its print line number starting at the first line of that group For example if you specified that the Line Item information starts on line 10 of your form and ends on line 40 you are allowing for 31 lines of Line Item information The line number of a Line Item field must be between 1 and 31 The column number of a field is simply the number of spaces to the right of the left margin of the form beginning at 1 To Begin Select Forms from the page 2 of the P O main menu Entering Forms From the Forms menu select Enter This is the screen you see Purchase Order Forms User Manual 6 3 Fie Em AR K OF SA AP C GL SoxotxXxot9 9 On this screen you identify the form with an ID type and description and define its general appearance From this screen you can work with both new and existing forms If a form exists for the form ID and type you specify that form appears and is available for changes or deletion Enter the following information 1 Form ID Enter the ID for this form or use the option Option F1 to scan through the existing forms on file
146. ng There is one line also called line item for each item being ordered 1 Seq The sequence number is a temporary number identifying each line and its sequence in the P O The sequence numbers do not have to be consecutive numbers and are usually assigned to lines in increments of 10 e g 10 20 30 If you want to add a line between two other lines before posting the P O give the new line a sequence number between the two For example to insert a line between 10 and 20 you could give it a sequence number of 15 When you post the P O the sequence numbers will be replaced by consecutive line numbers In this example the sequence numbers 10 15 and 20 would become line numbers 1 2 and 3 after posting Enter a sequence number or use one of the options Options F1 to scan through the line items of this P O F2 to assign sequence numbers in increments of 10 for example 10 20 30 Purchase Order Purchase Orders User Manual 12 8 Format 9999 2 Item If I C is not being used this field does not appear Enter the number of the inventory item or use one of the options Options F1 to scan through the Vendor Item File F2 to enter a non inventory item This is the number of the inventory item that you are ordering from this vendor The item must have been previously entered in the Vendor Item File Later when you post the receivings for this P O line an inventory transaction will be automatically created
147. nt to make sure that the print lines up correctly on your forms Answer Y to print one form containing only X s and 9 s If you are using multiple printers select which printer to send the purchase orders to In response to ANY CHANGE answer Y to change your selection or press Enter to print the alignment form Inspect this form adjust the printer as necessary then print another alignment form You can print as many alignment forms as you wish When your purchase order form is properly aligned answer N to the PRINT FORM ALIGNMENT question The P O s are printed automatically You can press F1 at any time to stop the printer P O s printed here will not have any Confirming Order or Internal Use Only message printed on them Purchase Order Print Purchase Orders User Manual 14 3 SAMCO Building business and technology relationships Chapter 15 Receivings Introduction Use this selection to enter receivings and post them to the permanent Purchase Order and Inventory Management files You can enter receivings for a P O on file or enter receivings that come in for which there is no P O We assume that you manually record your receivings on some form of receiving document referred to here as a receiver Each receiver should have a unique number Interface with Inventory Management If you are using Inventory Management this selection is an important part of the Purchase Order to Inventory Management in
148. nter the range of inventory items to show on the worksheet Follow the screen instructions Format 15 characters at each field 7 Only if below reorder level Answer Y to show only those items whose quantities are below the reorder level specified in the I C Item File There are two different item quantities that can be compared to the reorder level Your answer to the following question will determine which is compared Answer N to show items regardless of reorder level Compare reorder level to This question appears only if you enter Y for Only if below reorder level Your answer to this question determines which item quantity to compare to the reorder level Enter 1 or 2 1 Quantity on hand Each item s reorder level will be compared to the sum of the quantity on hand plus the quantity on order Purchase Order Pre purchase Processing User Manual 11 8 2 Quantity available minus qty on backorder The reorder level will be compared to a figure that takes all of the following into account Quantity on hand Quantity committed Quantity on order Quantity on backorder The first step in this calculation is to compute the quantity available by subtracting the quantity committed from the quantity on hand The final figure is the sum of quantity available plus quantity on order minus any quantity on backorder Expressed in another way the reorder level is compared to Quantity on hand minus Quantity committed plus
149. ntity released is used Uninvoiced Receivings This report shows all receivings not yet invoiced through the Payables selection of the Accounts Payable package You can print this report at the end of each month to give you a close approximation of the dollar amount of your liability for goods received but not yet invoiced From the Reports menu select Uninvoiced receivings A screen appears for you to enter the options for printing this report 1 Receiving date cut off Enter the latest date for receivings to show or use the option Purchase Order Reports User Manual 18 17 Option Enter to use the current date displayed Format MMDDYY 2 Show item descriptions Answer N to skip showing item descriptions or Y to show them This report will be shorter if you skip showing descriptions of the line items for which there are un invoiced receivings The un invoiced receivings total may not equal the total of the distributions shown on the report This is because the distributions are based on the original P O but the actual receivings may be different in quantity or price from the original P O Unknown Prices Print this report to show all receivings marked as having an unknown price Receivings that have had a temporary price entered through Price adjustments are also shown on this report From the Reports menu select Unknown prices A screen appears for you to enter the option for printing this report Show item descr
150. nts Acme Enterprises Inc Enter Receiver P 0 Vendor Recv date Enter receiver F1 next receiver From this screen you can work with both new and existing price adjustments Enter the following information Receiver For a new price adjustment Enter the appropriate receiver number or use the option Option F1 to scan through the receivers on file Format 999999 The receiver header information displays Follow the screen instructions For an existing price adjustment Enter the receiver number and then on the second line enter the line number Or you may use the option Option F1 to scan through the receivers on file Purchase Order Adjust Receivings User Manual 17 4 If you selected a receiver number you now get the receiver line screen to choose the items for which to make price adjustments I 34 PG Price adjustments Eater a fee toe AR K OF SA AP FC QOL C CPO 8R CL FP PS PP COTA TA PER OUR 9 DX SR MP CM OF H Poros TEA eo n Price adjustme Acme Enterprises Inc Enter Reevr 4 Pos f4 Vendor 1000 Reynolds Tool Company P O Line H Our item Qty rec d Unit price Total price 1 New unit price New total price Adjustment amount 2 Is new price temporary F1 next adjustment F2 next line Enter the following information P O line Enter the number of the line you want to enter an adjustment for or use the option Option F2 to scan through the lines for t
151. nts just calculated are added together to give the total outstanding distribution amount for that line item Note that this can be greater than the original distribution amount but only if one or more scheduled deliveries have already been over received and these other deliveries are still open un received After you have entered this information the sequence of prompts and responses is the same as for the G L accounts version of this report The most complicated case is for a line item that has two or more distributions and some but not all of the goods have been received and invoiced The Purchase Order package does not know how the already received goods were split up between the various distributions for the line items so it assumes that they were split proportionately among the distributions based on the ratio of each distribution to the total of all distributions These ratios are then applied to the outstanding distribution amount in the previous case to get the outstanding amount for each separate distribution of the line Outstanding Released Dollar Amount This applies only to blanket orders The outstanding released dollar amount is the dollar value of the total released quantity on a line for a blanket order that has not yet been invoiced This figure is calculated in the same way as the outstanding distribution amount described above but instead of using the total line item quantity ordered the total line item qua
152. o ensure on time delivery of your orders Print the Follow up Past Due Shipments Report to find out which orders have past due shipments so that you can contact the responsible vendors in the coming week Print the Receipts in Excess of Quantity Ordered Report to aid you in determining the disposition of any excess quantities received Purchase Order Guide to Daily Operations User Manual 4 3 EACH WEEK EACH WEEK AS NEEDED Print the Unknown Prices Report to obtain a list of all receivings marked as having an unknown price so that their prices can be determined and subsequently entered using Price adjustments Use Price adjustments to enter prices for receivings entered without a price and to adjust the price of receivings m Use Clear uninvoiced receivings to mark receivings as invoiced when they will not be invoiced through the Accounts Payable package Periodic Monthly Operations Checklist EACH PERIOD EACH PERIOD AS NEEDED Print the Open Purchase Order Report to see which deliveries are expected for the coming period and which orders have been open too long Print the Cash Disbursements Projection Report to estimate the cash you will need to disburse over the near to medium range future MM Print the Uninvoiced Receivings Report to obtain a close approximation of the dollar amount of your liability for goods received but not yet invoiced Print the Receivings History Repo
153. ode from Item file Y additional description exists for line Additional description entered for line item Item s bar code number from Item file Total quantity released for the line Last release date of the line Conversion factor for vendor s ship unit to our unit Conversion factor for vendor s ship unit to vendor s sell unit 1 convert unit from sell to ship 2 convert unit from ship to sell Y delivery closed X over received Delivery date from P O line Expedite date from P O line Multi drop P O only Deliver to location from P O line Quantity to deliver in stocking units Quantity to deliver in selling units Quantity to deliver in shipping units Print account job distributions Quantity received in stocking units Forms 6 24 Rec d qty in sell Rec d qty in ship Extended price Line item type Line no Line status Item description Item no Item stock unit Item track method Item UDF value scr 1 Item UDF code desc 1 Item UDF title scr 1 No line notes Notes Order no 1 4 Qty in stock unit Qty in sell unit Qty in ship unit Unit price in stock Unit price in sell Unit price in ship Vendor item no Vendor item desc Purchase Order User Manual Quantity received in selling units Quantity received in shipping units Extended line price Line item is for inventory J job or O other Line sequence number Y closed X cancelled Item description Item number Item stocking unit
154. ollow up Past Due Shipments This report lists shipments that are past their delivery date and still due It lists past due shipments continually until they are finally received From the Reports menu select Follow up past due shipments A screen appears with the available options for printing this report Enter the following information 1 Due date cut off Purchase Order Reports User Manual 18 5 Enter the due date cut off for the purchase order deliveries to show in the report All deliveries for a line item will be shown if one of them is overdue due on or before this date The past due deliveries show PAST DUE Format MMDDYY 2 Deliver to location Enter a location code to show deliveries due for that location only or use the option Option F1 to show deliveries due for all deliver to locations Format 2 characters 3 Which A B C class This field appears only if you are interfaced with I C Enter A B or C indicating the class of items you wish to show or use the option Option F1 to show all classes Refer to the description of the Expedite Shipment Report for more information on the ABC classification as well as the ABC Analysis chapter in the Inventory Management User Manual Format 1 character Cash Disbursements Projection This report gives you an estimate of how much cash you will need to pay out in the near to medium range future The projected cash disbursements shown in this report are
155. om P O header Y special message text line not blank Special terms text from P O header Y special terms text line not blank Your computer s current date Your computer s current time User defined field title Value of the UDF Vendor s address from P O header Purchasing address code Vendor s contact 1 from Vendor file Vendor s contact 2 from Vendor file Vendor s name from P O header Vendor s fax number from Vendor file Vendor s ID number Vendor s telephone number 1 from Vendor file Vendor s telephone number 2 from Vendor file Warehouse name of deliver to Description Notes When this field is selected no other data is printed on the line even if it is defined Forms 6 23 Printer feature Suppress line Suppress spaces line Register ABC code Addition desc flag 1 6 Additional desc 1 6 Bar code 1 8 Blanket total qty Blanket rel date Conversion our Conversion vendor Conversion flag Delivery status Delivery date 1 4 Delivery expedite 1 4 Delivery location 1 4 Deliv qty in stock 1 4 Deliv qty in sell 1 4 Deliv qty in ship 1 4 Distribution Rec d qty in stock Purchase Order User Manual Turns a printer feature on or off Used to suppress the printing of an entire line when a specified criteria s is met Suppress the line when nothing printed Used to access register values stored during calculation routines Inventory item s ABC c
156. on User Manual 5 7 then the vendor item record is set in PO and the vendor number is added to the item record in the IC module along with any vendor item product number created as the prime vendor Purchase Order Control Information User Manual 5 8 SAMCO Building business and technology relationships Wl Chapter 6 Forms Introduction This selection allows you to tailor Purchase Order to work with your P O forms P O comes with several predefined forms as listed below These predefined forms are in the Form file POFRMF When you install O E the Form file is also automatically installed if there is not already one present If any of the predefined forms supplied with P O are sufficient for your needs you need not continue with this chapter When you print purchase orders using either the Print purchase orders or Print new P O s Purchase orders selection you must specify a form ID to be used The form must exist in the Form file Some of the predefined forms supplied with P O are Form ID Description PLAIN Plain paper P O form 50 01 Prints on P O form number 50 01 BLKPL Blanket P O for plain paper BLK50 Blanket P O for form number 50 01 Purchase Order Forms User Manual 6 1 For a full list of all predefined forms use the Forms Print selection If you select to use a different form you can make a copy of an already existing form that is similar to the form you wish to use and modify the copy You may also
157. on group or office that initiated the P O or use the option Option F1 to use the ordered by in the P O Control File Format 15 characters 7 Deliver to Enter the location code for the location to which the items are to be delivered or use one of the options Options Enter to use a blank delivery code which stands for the deliver to location you use most often F1 to enter the name and address of a delivery location not already on file F2 If using A R only Enter a customer number if you are having the product drop shipped NOTE If this is to be a multi drop P O enter the location here to use as the default later when you are entering the line items for this P O You are asked to enter a Purchase Order Purchase Orders User Manual 12 5 location code or press F1 to add an address If you enter a deliver to location code the location name automatically displays As explained in field 8 below if this is a multi drop P O you MUST enter a deliver to location that is already on file You cannot manually enter a deliver to address If you try to you ll get a message telling you to re specify the deliver to location Format 2 characters 8 Is this a confirming order A confirming order is a printed P O sent to a vendor as a follow up to a verbal order made over the phone or in person It confirms a verbal order Press Enter to use the Dflt confirming order flag from Control information or ent
158. on in fields 8 and 11 as described above you can press F2 to cancel the entire posted P O Purchase Order Changes to P O s User Manual 13 5 If you incorrectly cancel a posted P O you can un cancel it at any future time as long as it has not been purged through this function by typing the number of the cancelled P O then answering in response to the message at the bottom of the screen You cannot cancel a P O if any receivings have been entered for it The same holds true for any line on a P O A line can be cancelled as long as no receivings have been entered for that line Also as long as the entire P O has not been purged a cancelled line may be un cancelled at any time When you have finished making changes to the header information you are asked ANY CHANGES TO THE LINES f you want to change any original line item information answer Y You then see the line item screen Line Item Screen 1 Line Z To Change an Existing P O Line Enter the number of the line that you want to change or use the option Option F2 to scan through the lines on file for this P O After entering a line number make changes press F1 to cancel this line or close the line if receivings are on file for it or F6 to change the line s notes see the Notes Screen section following For a regular vendor one on file in the Vendor Item File neither the item number nor any of the item information vendor s product numbe
159. onfirms an order already made verbally This establishes the default code for the Is this a confirming order question which appears when you enter purchase orders If you choose Y then THIS IS A CONFIRMATION OF A VERBAL ORDER DO NOT DUPLICATE THIS ORDER may be printed very clearly at the top of each confirming P O If you choose N then the above message is not printed If you choose For internal use only then THIS ORDER IS PRINTED FOR INTERNAL USE ONLY DO NOT MAIL TO VENDOR may be printed instead of the confirming order message If you choose D Don t print then this P O will not be printed in the normal course of printing new P O s NOTE These are defaults only On each confirming P O you will still have all of the above options Y N I or D Format 1 character 20 Satellite number This prompt only displays if you are using Multi site If you are setting up P O at a multi site satellite enter the satellite number of this location When transmissions are made to the hub the quantity on order for each item at the satellite will be sent 21 Auto create vendor items Answer Y to allow users to add an item to a vendor This feature allows the user to add an item to a vendor where there is no previous relationship The user will then be prompted to set up a vendor item relationship The user will then be prompted to set up a vendor item record If the response is Y Purchase Order Control Informati
160. only referred to as conversion factors You cannot enter a conversion factor greater than 2 000 Enter the conversion factor s or use the option Option F2 to reverse the sequence of the units displayed For example if 1 GROS DOZ was displayed it would be switched to 1 DOZ GROS Format 9 999 999 NOTE The stock unit referred to above is the stocking unit in the Item record for the item in Inventory Management 8 Unit price Enter the vendor s price per the vendor s selling unit The unit price can be stated in tenths of a cent if desired Purchase Order Vendor Items User Manual 8 4 NOTE This price is not automatically updated by any function Format 9 999 999 999 9 Min order Enter the minimum number of selling units the vendor accepts in a single order or use the option Option Enter to use 1 as the minimum number Format 999 999 999 10 Lead time Enter the usual time in days that the vendor takes to fill your order for this item If you do not have a good idea of how long this is type in zero or press Enter Format 999 11 Subject to qty discounts Answer Y if the vendor gives quantity discounts on this item 12 Subject to price discounts Answer Y if the vendor gives price discounts on this item A price discount is a discount given on the entire order if the total price of the order is more than a specified amount 13 Subject to special terms Answer Y if the ve
161. ons receives the full shipment of all items on the P O on the same day Enter the following 1 Receiver Enter a receiver or use the option Option F1 to get the next available receiver from the P O Control File Format 999 2 P O Enter the number of a posted P O NOTE The P O entered here must be an open and un cancelled P O It also must not have any un posted changes on file A single drop P O must not have any receivings posted or un posted on file A multi drop P O must not have any receivings posted or un posted on file for the deliver to location of this receiving A blanket P O must not have any un posted releases on file as well as any receivings posted or un posted on file Format 15 characters 3 Vendor This field displays the vendor number name and address for your information It cannot be changed 4 Recv date Enter the date of the receiving or press Enter to use the current date Format MMDDYY 5 Deliver to This field only appears for a multi drop P O Purchase Order Receivings User Manual 15 8 Enter the deliver to location for this receiving Format 2 characters Make any changes and then press Enter This screen will appear Enter Y to begin verifying the P O lines for this receiving If this receiving cannot be processed you will be informed as to the reason If all of the P O lines are verified as OK to process this screen will appear while the receiving i
162. or brief format or N for full format Explanation of Calculations in the Distribution Report Original Distribution Amount If the amount of this distribution was entered manually this is what is used If a percentage was used in the original distribution it is applied to the total extended price of the line item to get the distribution amount Outstanding Distribution Amount There are two separate parts to this A The amount ordered but not yet received B The amount received but not yet invoiced If none of the goods on a P O line have been received the outstanding distribution amount is the entire original distribution amount If all of the goods have been received and all of the goods have also been invoiced the outstanding distribution amount is zero The next least complex case is when there is only one distribution for the line item and some but not all of the goods have been received and invoiced First the distribution amount for the un received portion of the goods is calculated by comparing the un received quantity to the quantity ordered This is a percentage applied to the original distribution amount The distribution amount for the received but un invoiced portion of the goods is then calculated by comparing the received but un invoiced quantity to the quantity ordered This figure is also a percentage applied to the original distribution amount Purchase Order Reports User Manual 18 16 Finally the amou
163. orders e A separate Purchasing Address File shared with Accounts Payable can be used to obtain the address to use for a purchase order Purchase Order Understanding Purchase Order User Manual 1 9 e Loading of vendor items has been enhanced to allow loading a limited range of items based upon the vendor number stored in the Item record Additional data is copied from the Item File such as the vendor s product number minimum order quantity and lead time e A fast enter function is provided for receivings This function allows an entire purchase order to be received without having to enter individual receivings for each line of the purchase order e Notes may be entered for purchase order line items One or more pages of notes may be entered Notes print just after the line item on the purchase order User definable P O forms have been added to allow you to design purchase orders that fit your specific needs e The Purchasing Advice Report and Purchasing Worksheet Report have been expanded so that if items to be printed are limited to those below reorder level the user can choose to compare the reorder level to either quantity on hand for the item or to quantity on hand minus both backorders and quantity committed for the item e Many screens and reports have been modified to include two phone numbers for a vendor as well as two contacts for a vendor Purchase Order Understanding Purchase Order User Manual 1 10 SAM
164. osted P O shown in the P O Control File and the first new P O number on file There cannot be a gap between any two P O s being posted If there are such gaps you must go back to the Enter function of this Purchase orders selection and create a Void P O for every unused P O number 2 One or More New Purchase Orders Must Be Printed First Unless you have specified a P O as Don t print a new P O must be printed before it can be posted To handle this situation return to the Print new P O s function and print all unprinted P O s 3 One or More Items Are Not Stored at a Specific Location Only If Inventory Management Is Being Used with Purchase Order If you are using the Inventory Management package the software will check that you actually store each item ordered on the P O at the deliver to location specified If it is not stored there you cannot post the P O until the item is specified as being sent to a valid deliver to location Either change the deliver to location for the item or add the deliver to location in the Inventory Management package as a new warehouse for the item 4 One or More Purchase Orders Have No Line Items Purchase Order Purchase Orders User Manual 12 26 This would be a purchase order for which only a header has been entered Add line items as appropriate or delete the P O and then void it Purchase Order Purchase Orders User Manual 12 27 SAMCO Building business and technology rela
165. p to the maximum shown or use the option Option Enter for the maximum shown 8 Commas If the field has less than 4 integer digits Not applicable displays here Answer Y to use commas when printing this field 9 Leading zeros If you specified to use commas Not applicable displays here Answer Y to include any beginning zeros when printing this field 10 Negatives Purchase Order Forms User Manual 6 12 If the field cannot be negative Not applicable displays here Enter the letter that designates how negative numbers are printed as follows minus sign to the right of the number 99 99 minus sign to the left of the number in a fixed position 99 99 minus sign to the left of the number in a floating position 99 99 CR to the right of the number 99 99CR enclose number in parentheses 99 99 vanr az When you complete entry of a numeric field the print format of the field as you have defined it is displayed on the screen Date Fields The following field displays for each date or time field 6 Format For a date field select the format to use when printing this field as follows MM DD YY 03 31 14 MMM DD YY Mar 31 14 MMM DD Mar 31 DD MMM YY 31 Mar 14 Month DD YYYY March 31 2014 oOKRWN When you complete entry the print format of the date or time as you have defined it is displayed on the screen Literal Fields The following three fields display for eac
166. pments every two weeks type 2 then type W You can skip this field if you haven t decided on a release interval yet or if there is no regular release schedule for this item Format 99 Make any desired changes press F1 to enter line item notes or press Enter to enter G L account distributions Line Item Notes Press F1 to enter line item notes A line item can have up to 99 notes Each note can have 10 lines of 40 characters These notes will be printed on the P O below the line item Line item notes are especially useful for communicating special instructions to the vendor about a particular line item 1 Note A note number identifies each line item note The notes for a line item are printed in sequence according to their note numbers Enter a note number or use one of the options Options F1 to scan through the notes for this P O line F2 to assign a note number in increments of 10 By leaving gaps in the note numbers you can later insert new notes between existing ones Tab Press Tab to return to the line item screen Format 999 2 Text Enter the notes To finish entering a line press Enter To finish entering the note press Enter to go to a blank line then press F2 Pressing Enter on the tenth line of text will also complete entry of the note Format 10 lines of 40 characters each From Field number to change make any desired changes or press Enter to file the new or changed note Press F
167. port and Purchasing Worksheet to help you identify what should be purchased e Allows entering editing printing and posting new P O s e Allows numeric or alphanumeric P O numbers up to 15 characters in length e Allows entering editing printing and posting changes to posted P O s Purchase Order Understanding Purchase Order User Manual 1 6 e User definable P O forms allow you to design P O forms to fit your specific needs e Prints an Expedite Shipment Report e Prints a Follow Up Past Due Shipments Report e Allows entering editing and posting receivings e Informs you of incomplete shipments both on the screen and on reports e Prints a Receipts in Excess of Quantity Ordered Report e Handles multiple drop P O s if you receive goods at more than one location e Handles blanket P O s and releases from them e Allows up to 999 lines per P O e Allows up to 200 characters of description for any line item e Allows up to 99 notes per P O line e Handles order quantities up to 10 000 000 or down to 0 001 e Allows different units to be used for stocking ordering and receiving e For any line item allows up to four separate deliveries to the same or different locations e Allows for receiving of goods on a line by line basis or for the entire P O at once e Allows for receivings of goods not previously entered on a P O e Keeps track of prices that were unknown at the time goods were received e Works w
168. pply to the unit price entered in the previous field or use one of the options Option Enter if no factor code applies to this item receiving F1 to default to the factor code from the item s record in I C The factor code is not applied to the receiving when the inventory transaction is created At that point the unit price replaces the base cost and a new replacement cost is determined Refer to the chapters titled Factor codes and Items in the Inventory Management manuals for details on setting up and the repercussions of using factor codes Make any changes as usual The screen clears to enter the next receiving line The line just entered displays on the lower portion of the screen To exit from this function press Tab twice When there is no purchase order for the receiver If you are entering a receiving that does not have a prior purchase order enter lines as follows Purchase Order Receivings User Manual 15 6 1 Recv line On the receiver line screen enter a receiver line number corresponding to the order in which the items appear on the receiver or use the option Option Enter to use the next number in sequence displayed on the screen Format 999 If I C is interfaced you are asked if the item is for inventory If the item is for inventory you are also asked for the deliver to location code After you enter the code the deliver to location displays Format 2 characters 2 Vndr prod Our item
169. r Loading Standard Forms Samco provides a number of standard forms which you can use To make these forms available for use if they are not already available you can run the Load function from the Forms menu The screen displays as follows Purchase Order Forms User Manual 6 18 i Forms Acme Enterprises Inc Warning This routine will load all the forms from the standard P O form file POFRMF DAT in the main directory Please be sure you wish to do this gt Are you sure Answer Y to continue with the import or N to cancel Printing a Field Location Grid The field location grid is a tool to help you lay out your form properly When you print this grid right on your form you will see the exact rows and columns of every piece of check information You will then be able to specify the exact row and column for each piece of information when you re requested to do so later To begin select Grid from the Forms menu On the screen displayed enter the following information 1 of rows on the form top to bottom Enter the number of rows to appear on the grid The number you enter here corresponds to the number of rows on your form You can also use the option Purchase Order Forms User Manual 6 19 Option F1 to use 66 rows which corresponds to regular 8 1 2 x 11 paper 6 rows per inch with no top or bottom margins Format 99 2 of print columns left or right Enter the number of print columns
170. r Enter the range of purchase orders to show on the list Follow the screen instructions Format 15 characters at each field Printing Release P O s This selection allows you to print release purchase orders on your choice of form ID From the Releases menu select Print release P O s Purchase Order Releases User Manual 16 9 You must print a release P O before the release can be posted unless you answered N to Print release P O earlier If you change a release P O after it is printed you must print it again before it can be posted Enter the starting and ending purchase order numbers for the release P O s you want to print or press F1 to default to the first and last P O s for which there are releases on file Format 15 characters each field Next enter the form ID you want the P O s printed on or press Enter to use the default form entered in Control information Make any changes If you are using pre printed forms insert your forms into the printer in preparation for printing the release P O s You see Please mount purchase order form on printer Type DONE when ready If you answered Y to P O form always mounted in Control information this and the next prompt do not appear Check your paper and printer alignment to make sure that the print lines up correctly on your forms Answer Y to print one form containing only X s and 9 s If you use multiple printers select which printer to send the form
171. r vendor s description vendors sell unit or vendors ship unit can be changed Additional text can be added to the vendor s product description For a temporary vendor the vendor s product number description and vendor sell units can be changed This P O line is for will always be Other for a temporary vendor and cannot be changed Format 999 You cannot change a closed delivery in the delivery schedule You cannot change the line at all if every delivery is closed this means that the line itself is closed For a multi drop P O you cannot change any deliver to location For a blanket order you cannot change the total blanket quantity here To do this you must use the Releases selection Purchase Order Changes to P O s User Manual 13 6 If you have changed the quantity ordered or the unit price you must change the distributions in order to distribute the new amounts Otherwise you will be given the choice of changing the distributions or not Cancelling and Closing Lines Use F1 to cancel the entire line as long as nothing has been received for it If there have been some receivings for the line already you can use F1 to close the line no more to be received Make any changes to the line item information then press Enter NOTE If you press F1 to close the line any other changes you make to the line will not take effect If you decide you really do not want to close the line just delete the change
172. r Purchase Orders User Manual 12 1 The lines line items section which contains information for each line item such as the item number how many ordered etc There is only one header for each purchase order but there can be many line items After you select Enter this screen displays IH 3 amp PO Purchase ondiers Ente eni Fe Em AR OK cc SA AP FC OL X FO 88 P CL FP PS TP TJA TR PER OER OPA DK iR MP CM F Heb Purchase orders Acme Enterprises Inc 4 R04 l 2 Vendor Purchasing address 3 P O date Adrs 4 F O B 5 Ship via 6 Ordered by 7 Deliver to 8 Is this a confirming order Is this a multi drop order Is this a blanket order 9 Special terms 10 Currency 11 Special msg F1 next PO F2 next available P O This is the screen for the P O header section The screens for P O line items will appear after the header information is entered in this screen From this screen you can work with both new and existing P O s If a P O has already been entered for the P O number you specify it will appear and be available for changes or deletion You can make changes to a P O here until it is posted The only way to change it after that is through the Changes to P O s selection See the chapter titled Changes to P O s 1 P O For a new P O Purchase Order Purchase Orders User Manual 12 2 This number is used to identify this P O throughout this package While entering contro
173. red date for blanket order Release interval of Release periods W weeks M months D days Last release number Change date from Changes to P O applies to changed P O s only Change from Changes to P O applies to changed P O s only Your company s display name from the Company file Your company s report name from the Company file You are prompted whether to use address line 1 3 from Company file Your company s phone number form the Company file Y this is a confirming P O internal use only D don t print Deliver to address from P O header Deliver to location code F O B description from header Initials of the last user to change the P O Last change date of the P O last change used for the P O Y this is a mult drop P O Ordered by from P O header Total P O amount The current page number of the form being printed Forms 6 22 P O date P O number Ship via Special message 1 3 Special message flag 1 3 Special terms 1 2 Special terms flag 1 2 System date System time User def fld title User def fld value Vendor address Vendor address code Vendor contact 1 Vendor contact 2 Vendor name Vendor fax Vendor no Vendor telephone 1 Vendor telephone 2 Warehouse name Line Item Fields Field name Blank line Purchase Order User Manual P O date from P O header Purchase order number Ship via text from P O header Special message text fr
174. report lists all items that you indicated should be expedited in the Purchase orders selection These are usually items due to be received in the near future It is useful for showing which vendors to contact to ensure that their deliveries arrive on the scheduled date From the Reports menu select Expedite shipment A screen appears with the available options for printing this report Enter the following information 1 Expedite date Enter the date to define what the near future is for expediting purposes A line item shows on the report if it should be expedited on or before this date The deliveries that need to be expedited have EXPEDITED beside them All deliveries for the line are shown Format MMDDYY For example today s date is May 15 and you want to see what deliveries need to be expedited during the next week Enter May 22 as the expedite date Delivery A was requested for May 24 and you entered 5 for the number of expedite days for this delivery meaning that it should be expedited 5 days before the expected delivery or on May 19 Delivery A would appear on the report If on the other hand delivery B is also expected on May 24 but the number of expedite days for this delivery is 1 then it should be expedited on May 23 Delivery B would not appear on the report 2 Deliver to location Enter the code for a single deliver to location if you want to show deliveries for a single location only or use the option
175. rt before purging your closed P O s to obtain a printed history of your receivings for later reference When you purge your closed P O s using Close and purge P O s the receivings for the closed P O s will also be purged Purchase Order Guide to Daily Operations User Manual 4 4 EACH WEEK EACH WEEK AS NEEDED Purge closed and cancelled purchase orders from the permanent P O files Print the Purchase Order Purge Report when purging so that you have a record of the final state of the P O and its receivings before it was purged Print the P O Distribution Report This report shows what you have purchased or ordered based on the purpose for which the items were purchased If you are using Job Cost you may want to run this report more frequently to update the outstanding P O amounts for your jobs See the P O Distribution section in the chapter titled Reports for how to do this Purchase Order Guide to Daily Operations User Manual 4 5 SAMCO Building business and technology relationships Wl Chapter 5 Control Information Introduction This selection allows you to set up the Purchase Order Control File This file contains basic information about the way you handle P O s in your company The information in this file controls various functions in the P O package You can also return here later and change the settings you enter now with a few exceptions noted below To Begin From the
176. s generated for this P O Purchase Order Receivings User Manual 15 9 Printing an Edit List From the Receivings menu select Edit list Enter the following information 1 Starting receiver 2 Ending receiver Enter the range of receivers to show on the edit list Follow the screen instructions Format 999999 at each field 3 Show lines Answer Y to show both header and line information or N to show only the header information 4 Show line detail If you answered N to the previous question you will not be asked to enter anything here Answer Y to show the detail of each receiver line or N to show just a single print line per receiver line If there is a gap unused numbers in the receiver number sequence an error message prints on the edit list Posting cannot take place You can fix this situation by either Purchase Order Receivings User Manual 15 10 entering the missing receivers or voiding the missing receiver numbers through the Enter option of this selection Posting Receivings This selection allows you to post all or only a portion of the receivers on file From the Receivings menu select Post You are asked to enter the ending receiver number to post Enter the appropriate number or use the option Option F1 to use Last Format 999999 You are asked ANY CHANGE 2 Answer N if there is no change or Y to make the appropriate change A menu appears for you to select where to print the R
177. s to In response to Any change answer Y to change your selection or press Enter to print the alignment form Inspect this form adjust the printer as necessary then print another alignment form You can print as many alignment forms as you wish When your purchase order form is properly aligned answer N to the Print form alignment question The release P O s are printed automatically You can press F1 at any time to stop the printer Posting Releases When all blanket purchase order releases are ready to be posted post them here Select Post from the Releases menu You are asked whether releases are OK to post Answer Y if they are ready to be posted or N if they are not If you answer Y a menu appears for you to select how to print the Releases Register Follow the screen instructions After the register is printed the blanket purchase orders in the permanent Purchase Order files are updated with the information on the release entries Purchase Order Releases User Manual 16 10 SAMCO Building business and technology relationships Chapter 17 Adjust Receivings Introduction Use this selection to make two different types of adjustments to posted receivings that are now in the permanent Receivings History File clear un invoiced receivings and price adjustments Clear Uninvoiced Receivings To understand the use of this type of adjustment it is first necessary to understand how a receiving is usually
178. s to show on the report Follow the screen instructions Format 15 characters for each field 3 Starting P O date 4 Ending P O date Enter the range of dates of the P O s to show Follow the screen instructions Format MMDDYY for each field 5 Deliver to location If you want to show only P O s for a single deliver to location enter the deliver to location here Otherwise use the option Option F1 to show P O s for AU locations Format 2 characters 6 Vendor If you want to show P O s for only a single vendor enter the number of that vendor here Otherwise use the option Option F1 to show P O s for All vendors Format 6 characters 7 Show P O lines Answer N to show only the header information for each P O without showing any of the line item information Answer Y to show the P O line item information for each P O 8 Brief format Purchase Order Reports User Manual 18 9 Answer Y to show only one line of header information If you are showing line items only one line information is printed for each line Answer N to show full header and line details 9 Only P O s for item NOTE If you answered N to fields 7 and 8 this field displays Not applicable If you are not interfaced with I C this field does not appear on your screen Enter the number of a single inventory item to show P O s for that item only or use the option Option F1 to show P O s regardless of the items
179. s turned off when you are using your Samco applications 2 Your hard disk has developed a defect Purchase Order File Utilities User Manual B 1 Corrupted data files can t be used reliably afterward and any attempt to use them causes unusual error messages and you are removed from running the Samco applications If this occurs or if you begin to get unusual results while using your software and suspect that there may be a corrupted data file you should get technical support Your supplier or an independent professional may be able to provide this support If not contact Samco Software Inc s support department directly there will be a fee Handling Data file corruption does not mean that all of the data in the file is no longer usable Usually just a few of the records in the file have become corrupted In File utilities the function Rebuild a file will take out the good records in the data file place these in a temporary file and then replace the old file with the good records In addition to this any deleted or purged records which are taking up disk space will also be permanently removed and the file compressed to its physical size To Begin Select File utilities from the second page of the P O main menu Export a file This function is used to export data files from the internal format to a flat ASCII file The data file s is read in and an output file is created in the Samco root directory with the name xxxxxxnn
180. se the option Option F1 to use the default value from the cost item record Quantity percent amount This is the same as in the corresponding field described above Printing an Edit List This option gives you a list of P O s entered but not yet posted You should use this list to verify that they are correct before you print and post them to the permanent Purchase Order files 1 hase ders Edit F AR X OF SA AP PC OL O 8R P CL FP k TR PER IR D eni p gt Lon aJ i n chase orders Acme Enterprises Inc Edit list i Please enter 1 Show which P O s 2 Starting P O number 3 Ending P O number 4 Brief format 5 Show line items 6 Show distributions P P O s ready for posting N P O s not ready for posting B Both CA P O must be printed before it can be posted unless marked Don t print Purchase Order Purchase Orders User Manual 12 21 From the Purchase orders menu select Edit list You see Enter the following report criteria 1 Show which P O s This field allows you to limit the report either to only P O s that are ready for posting or to P O s that are not yet ready for posting See the section titled Reasons Posting May Not Occur at the end of this chapter for a full explanation of what makes a P O ready for posting It can also be used to print a list of all the new un posted P O s Enter P N or B P P O s ready for Posting Type P to print only
181. second page of the P O menu select Set up gt Control information When all of the information is entered on this screen it appears similar to the following Purchase Order Control Information User Manual 5 1 14 34 PO Control infonation fie Em AR K OF SA AP PC GL C 9O BR PL CL FP PS SP TA TR PER ER PA DK SR MP CM S Pele POZOS E E 0 n Setup Control Information Acme Enterprises Inc 1 Use alphanumeric P O s N 2 Default P 0 format Not applicable 3 Next P O 42 4 Next P O worksheet 7 5 Next receiver 38 6 Last posted P O 41 7 Last posted receiver 34 Last P O s issued 311 to 1410 8 Interface to I C system Y 9 Interface to J C system Y 10 Default F O B Our Dock 11 Default ship via UPS Economy 12 Default ordered by Beth 13 Purchase price adj acct 00004000 tas Not found 14 P O form ID PLAIN 18 Track sales order no N 15 P O form always mounted vo 19 Dfit confirming order flag f 16 Are multi drop P O s used v 20 Satellite number nc 17 Are blanket P O s used ly 21 Use auto create vendor item ly Field number to change 7 i Enter the information as follows 1 Use alphanumeric P O s If you answer N to this question you will be required to use numeric P O numbers A numeric P O number consists of all numbers 1 2 3 0 You will be required to issue your P O numbers with the
182. sed This is because it is not a P O for services only If everything is OK you are informed that This P O is now closed Purge Purchase Orders NOTE You do not need to separately purge cancelled and void P O s These will be purged automatically the next time you purge at least one closed P O From the Close and purge P O s menu select Purge P O s You see 1 Purge P O S 14 34 DO Rage P O ome tee tom Aa y ot m AP A ro R 1 1 pp n Lu 0 P A Y e Geax n Close and purge P O s Acme Enterprises Inc Purge P O s Please enter 1 Purge P O s 2 Print purge report 3 Cut off P O number 4 Cut off P O date 5 Show P O lines 6 Show receivings 7 New page for each P O Purchase Order Close and Purge P O s User Manual 19 3 Answer Y if you want to purge the P O s or N if you just want to print a list of P O s ready to be purged 2 Print purge report Answer Y if you want to print a list of the P O s purged or ready to be purged or N to purge without printing the report If you answer here fields 5 6 and 7 are not applicable 3 Cut off P O number Enter the number of the last P O that you want to consider for purging or use the option Option F1 to default to the Last P O on file Format 15 characters Remember only completely closed P O s with no un invoiced receivings will be purged no matter what you enter in this and the next field 4
183. st you have three choices inventory J jobs or O other expense items such as office supplies or capital items such as computer equipment The entire quantity on this line item must be for only one of these uses If you want to split a quantity between two or more of these uses enter two or more lines for the same item If you are not using Inventory Management you do not have the I choice If you are using I C but either the item you are ordering is not an inventory item or the deliver to location on the header was manually entered you also won t have the I choice If you are not using Job Cost you do not have the J choice Purchase Order Purchase Orders User Manual 12 12 12 Orders to fill Enter up to 4 orders this line item is being ordered to fill If there are fewer than 4 orders press Enter These are for reference purposes only Format 8 characters Blanket vs non blanket P O s What you enter next depends on whether this is a blanket P O or not 13 Delivery schedule Not a blanket P O If this is not a blanket P O enter the delivery schedule for this item up to four different deliveries For a multi drop P O each of these deliveries can be to a different location You can also specify that one or more of these deliveries is to be expedited Deliveries that are expedited appear on the Expedite Shipment Report at the appropriate time Entering each delivery in the schedule has four parts i
184. t any purchase orders receivings or invoices for temporary vendors can also be included on this report Enter the approximate average number of due days for all temporary vendors If you do not use temporary vendors use the option Option Enter to use the default 30 days Format 999 8 Show details Answer Y to show every applicable invoice un invoiced receiving and open P O Answer N to show only the summary figures for each reporting period 9 Starting vendor 10 Ending vendor Enter the range of vendors to show on the report Follow the screen instructions Format 6 characters at each field Receipts in Excess of Qty Ordered Purchase Order Reports User Manual 18 7 This report shows shipments that were received with quantities in excess of what was ordered It is useful in determining what disposition to make of the excess quantity received All receivings transactions on file must be posted before this report can be run From the Reports menu select Receipts in excess of qty ordered A screen appears for you to enter the report options Enter the following information 1 Receipt date cut off Enter the date of the last receipt to include in this report or use one of the options Options F1 for the Latest receipt date Enter to use the current date displayed Format MMDDYY 2 Full or brief format Answer F to print the full format of the report showing each excess receiving on a separate pa
185. t or second choice will be deleted 6 Only if vendor is third choice for item Answer Y if you want to delete items only if the vendor is the third choice vendor for these items Items for which this vendor is the second or first choice are not deleted If you answer N all items for this vendor will be deleted Printing a Brief Vendor Item List Use this selection to get a quick look at the vendor items in the Vendor Item File This selection is only available if I C is interfaced to Purchase Order From the Set up vendor item file menu select Brief vendor item list A screen appears for you to enter the vendor and range of items to appear on the list 1 Vendor Enter the number of the vendor whose items you want to appear or use the option Option F1 to scan through the vendors on file Format 6 characters Purchase Order Set Up Vendor Item File User Manual 9 11 2 Starting item 3 Ending item Enter the range of vendor items to print Follow the screen instructions Format 15 characters at each field Setting the Vendor Data in I C Items NOTE This selection is only available if I C is interfaced to Purchase Order From the Set up vendor item file menu select Set vendor data in I C items This message appears For each prime vendor found in the Vendor Item file this program will set the corresponding inventory item s vendor field to be that vendor It will also set the vendor s product number the v
186. terface When receivings are posted here the posting process creates receiving type inventory transactions in I C just as if you had entered them directly through I C To Begin From the P O menu select Receivings Then select Enter from the menu which appears New and existing receivings From this screen you can work with both new and existing receivings If a receiving has already been entered for the receiver number you specify it will appear and is available for changes or deletion Purchase Order Receivings User Manual 15 1 Entering Receivings You see this screen y Receivings Acme Enterprises Inc 1 Receiver 2 P 0 3 Vendor 4 Currency 5 Recv date F1 next receiver F2 next available receiver Enter the following information 1 Receiver The P O package keeps strict control over your receiver numbers so that there are never any that are unaccounted for You will not be able to post your receiving transactions if there are any gaps in the sequence of receiver numbers For a new receiving Enter the number of the receiver receiving document for this receiving or use the option Option F2 to get the next available receiver number from the P O Control File Format 999999 For an existing receiving Purchase Order Receivings User Manual 15 2 Enter the receiver number or use the option Option F1 to scan through the receivings on file Changes are made to the r
187. that have been ordered on the P O If the P O is actually closed you don t expect to receive any more goods on the P O then go into Changes to P O s and close or cancel every line that is still open If some goods have been received for a line you will have to close the line If no goods have been received for a line you will have to cancel the line If the P O is not really closed ignore this message 2 Uninvoiced Receivings This means that you have not entered invoices in Accounts Payable for all receivers previously entered and posted for the P O If you don t expect to get any more invoices for the P O or you somehow missed entering the proper receiver numbers when you entered the invoice the handling is very simple Select Adjust receivings from the Purchase Order menu then select Clear un invoiced receivings Use this function to clear all un invoiced receivings for the P O you wish to purge 3 Excess Receivings This means that you have received goods in excess of the quantity ordered on the P O but you haven t yet printed the Receivings in Excess of Quantity Ordered Report Just print this report and you will no longer get this error message for the P O in question Purchase Order Close and Purge P O s User Manual 19 5 SAMCO Building business and technology relationships Chapter 20 Data Integrity Check Introduction This selection verifies the accuracy of the information in your files
188. the P O number is to be incremented Suppose you wanted P O numbers like 1001 1 1002 1 1003 I etc You would specify the format to be NNNNAA 4 numbers followed by 2 letters Then if you enter 1001 1 in Purchase orders for a transaction the default for the next P O number will be 1002 1 If you enter a P O number which does not match the format you set up here there will not be an incremented default for the subsequent entry For instance if your format was NNNNAA but you entered 1001 BC the P O number would be accepted but you wouldn t have a default of 1002 BC for the next entry 1001 BC didn t match your NNNNAA format it ended with 3 A s alphanumerics B and C Format 15 characters 3 Next P O If you answered Y to Use alphanumeric P O s this question is skipped Enter the starting number for your next sequence of P O numbers The Purchase orders selection automatically increments increases by 1 this number each time a new P O is entered and assigns it to that P O unless you specify a different number at that time Enter the starting number or use the option Option Enter to use 1 for the next P O number Format 999999999999999 4 Next P O worksheet If you are not using the Inventory Management package press Enter since whatever is entered here is not used anyway Purchase Order Control Information User Manual 5 3 Enter the starting number for your next sequence of
189. ting a P O indicates that you are filing it in the permanent master file for future reference When a P O is posted the P O information is stored in the permanent Purchase Order files P O headers are posted to the P O Header Master File P O lines are posted to the P O Line Item Master File P O distributions are posted to the P O Distributions Master File If I C is interfaced and the P O line is for inventory the quantity on order is updated in both the I C Item File and the I C Status File Purchase Order Purchase Orders User Manual 12 25 Select Post from the Purchase orders menu You are asked to enter the ending purchase order number to post This lets you post only a portion of the new P O s on file if you wish Enter the ending number or use the option Option F1 For the last new P O on file Format 15 characters You are then asked ANY CHANGE Type Y to change your selection or N to continue Follow the screen instructions to print the Purchase Order Register If there are no errors the new P O s are posted to the permanent files Reasons Posting May Not Occur If the software detects any errors no posting will occur at this time The types of errors that the software can detect are 1 Gaps in the New Purchase Order Number Sequence This only applies when alphanumeric P O Z s are not being used Every new P O number must be accounted for There cannot be a gap between the number of the last p
190. tionships Chapter 13 Changes to P O s Introduction New purchase orders can be changed through the Purchase orders selection as desired up to the time they are posted Once a P O is posted it becomes permanent The only way to change a posted P O is with this selection Changes to P O s A posted P O can be changed until it is closed Use this selection to print an edit list of changes to posted P O s and print the changed P O s themselves All the options you had for printing new P O s are available for printing changed P O s Once you have verified that your changes are correct and you have printed the changed purchase orders you can post these changes to the permanent P O files Change Numbers Every change to a posted purchase order is assigned a change number The first change to a P O is change number 1 the second is 2 and so on When a changed P O is printed this change number will be attached to the original P O number For example if you are printing the second change to P O 5376 the printed P O will show the P O number as 5376 02 where the 02 is the current change number Purchase Order Changes to P O s User Manual 13 1 Only one change for a particular posted P O can be worked on at a time You can modify the change P O up until it is posted just as for anew P O After the change is posted you can start another change For example if the original posted P O is 789 you can start or modify
191. to recover corrupted data files You can also use it to export important data files to a format which can be easily interfaced to common data base and word processing packages Printers You can easily select any one of more than two dozen of the most popular printers Additionally instructions are given to allow you to interface the software to other printers New Features for Version 6 5 This section describes the features that have been added to Purchase Order for version 6 5 Plus Users who have upgraded from Release 121593 or earlier will want to read this section after installing version 6 5 in order to obtain an overview of the increased capabilities of the software In order to take advantage of the new features simply read the relevant chapter s of this User Manual e The purchase order number can have up to 15 alphanumeric characters Purchase orders are required to be posted in sequence if numeric purchase order numbers are used or may be posted in any sequence desired if alphanumeric purchase order numbers are used e The change purchase orders function has been expanded to allow line items to be added to posted purchase orders Lines added with this function will be printed in a separate section of the changed purchase order showing that the lines have been added to the original purchase order that was produced e The vendor s address as stored on the purchase order can be changed using change purchase
192. to show P O s for Jobs only or G if you want to show P O s for non job purchases only If you are not using Job Cost this initial question does not appear and you see the following screen Purchase Order Reports User Manual 18 12 fee tan AR OK OF SA AP 9C OL IC POUR PL CL IP P FP TA TM OPER OR PA DX SR MP CM OD Pel ue n Reports Acme Enterprises Inc P O distribution Please enter 1 Starting account 2 Ending account 3 Starting P O date 4 Ending P O date 5 Show what P O lines 6 Brief format Press F1 for First NOTE If you are interfaced with Job Cost and selected to print the report for jobs skip to the section titled If you are using the Job Cost package 1 Starting account 2 Ending account Enter the range of G L account numbers for which to show distributions Follow the screen instructions 3 Starting P O date 4 Ending P O date Enter the range of P O dates for which to show distributions Follow the screen instructions Format MMDDYY for each field 5 Show what P O lines Enter O to show only Open lines line items for which there is still an unreceived amount C to show only Closed fully received lines or B to show Both closed and open lines Purchase Order Reports User Manual 18 13 Format 1 character NOTE There can be an outstanding distribution amount for a closed P O line If a line has been fully received but the invoice for the receiv
193. u chose to print in Vendor Type order above Enter the vendor type or use the option Option F1 to show items for All vendor types Format 3 characters 10 Only if below reorder level Answer Y to show only those items whose quantities are below their reorder levels specified in the I C Item File There are two different item quantities that can be compared to the reorder level Your answer to the following question will determine which is compared Answer N to show items regardless of reorder level If you answer Y the following field appears Compare reorder level to This question appears only if you answer Y for Only if below reorder level Your answer to this question determines which item quantity to compare to the reorder level Enter 1 or 2 1 Quantity on hand Each item s reorder level will be compared to the sum of the quantity on hand plus the quantity on order 2 Quantity available minus qty on backorder The reorder level will be compared to a figure that takes all of the following into account Purchase Order Pre purchase Processing User Manual 11 5 Quantity on hand Quantity committed Quantity on order Quantity on backorder The first step in this calculation is to compute the quantity available by subtracting the quantity committed from the quantity on hand The final figure is the sum of quantity available plus quantity on order minus any quantity on backorder Expressed in another wa
194. u e poU EEE doa Mad ER DDR PE 6 1 ni PCT r S 2 Entering FOFLITIS us cenvs ee erto E ERMR Rx UR P RM AVE E ERFUR ERE EO E n Ea EUER IUE 3 Printing a Field Under More Than One Condition ccc ccecec cece ee eeeeeeeeeeeees 9 PrinterfeatureS eost rox reo Era E A E E EEE O E E ES Ease ki A 10 Alphanumeric Numeric Date and Literal Fields ceeeeeeeeeeeese 11 COPVING a FOFITI ii eiecee ee uec o e Curt dre VERRE Ree Eo na e n erus o tnra ved Kv ener rox e aeo 17 Printing a FOE BISEssisueersoneutict evt E ERR E VER EEEE EE IVERR ER QU REPRE COLI 17 Loading Standard POETS inia Ert veder erae pe ERA Ea EuGH UE Ve TW wed le ds bare CER VR 18 Printing a Field Location Grid 5 irr eerie heuer ortho rh an nana a aet 19 demus m T T V eq TEENS 21 Deliver to Locations icc exer hero ua koe e EU EXPERAR RE vanes narin Ene En EXEERE ERE GE 7 1 Purchase Order Table of Contents Samco Power Accounting TOC 2 Entering Deliver to Locations ccccccccecsessescscccesccsccseretsessesesssseeseses 1 Printing a List of Deliver to Locations ccssssseeeeeeeeee e nene 3 Vendor Items P tes 8 1 Entering Vendor Items sicuesoodebbeovbeetesn Finales asa SURE n bU Dus a EUR cae be Mes 1 Without Inventory Management ccsssssssseseeeee e hehehe hh hene 6 Printing a Vendor ltems List 51 coire cse ae rn aue yRMr IE ER EP UP ERE RE E
195. u select a single vendor the name and address automatically display Format 6 characters 7 Show P O lines Answer Y to show the line item information or N to show only the header information for each P O 8 Brief format The brief report has only one line of header information for each P O If you are showing line items only one line of information is printed for each line item Answer Y for the brief format or N for the detailed format You can get the briefest possible report by answering N to SHOW P O LINES above then answering Y here 9 Show closed lines NOTE This field is skipped if field 7 SHOW P O LINES was answered N Although a P O may be open one or more lines may be closed A line is closed if no shipments are due for that line Answer N to show only open lines or Y to show closed lines also 10 Only P O s for item NOTE This field is skipped if field 7 SHOW P O LINES was answered N This field does not appear if you are not using Inventory Management Enter the item number of a single inventory item or use the option Purchase Order Reports User Manual 18 3 Option F1 to show P O s for AU items ordered If you enter a single item the description is displayed The item must be in the Item File in Inventory Management Only P O s having a line for that item will be shown and only the lines for that item are shown Format 15 characters Expedite Shipment This
196. ular vendor stocks using View items for a vendor Enter new purchase orders using Purchase orders E Inquire into the status of P O s using View purchase orders Inquire into orders for selected items using View purchases by item TM Print the new purchase orders and place orders with your vendors e Post the new purchase orders to the permanent Purchase Order files _ Enter changes to posted P O s using Changes to P O s pr Print the changed P O s and notify vendors of your changed orders Post the changed P O s to the permanent Purchase Order files Purchase Order Guide to Daily Operations User Manual 4 2 Enter your receivers using Receivings Em Inquire into your Receivings History File using View receivings Post your receivings to the Receivings History File Enter your releases using Releases Print your released P O s and notify vendors of the releases Post your releases to the permanent Purchase Order files Weekly Operations Checklist EACH WEEK EACH WEEK AS NEEDED Issue P O s using Pre purchase processing Issue P O s Does not apply if you are using alphanumeric P O Zs See the chapter titled Control Information Print the Blanket Orders List to verify the status of your blanket orders and to plan your releases for the coming week Print the Expedite Shipment Report to obtain a list of which vendors need to be contacted in the coming week t
197. unknown price A receiving may be entered without a price when the P O number is not known or there is no P O for the receiving You can also use Price adjustments to adjust the price of a receiving when the price that the vendor actually charged is different from the price you entered when the goods were received To Begin From the P O menu select Adjust receivings From the menu which appears select Clear uninvoiced receivings Clearing Uninvoiced Receivings The following screen appears Purchase Order Adjust Receivings User Manual 17 2 fie EM AR K OF SA AP PC UG O BR P FP PS PP TA TR PER ER PA DK SR MP CM SF Hep Adjust receivings Acme Enterprises Inc Clear uninvoiced receivings Receiver P O Vendor Recv date Enter receiver F1 next receiver Enter the receiver number or use the option Option _ To scan through the receivers on file Format 999999 The receiver header information displays After you have selected the right receiver answer to mark the entire receiver as invoiced This will mark all of its receivings lines in the Receivings History File Price Adjustments From the Adjust receivings menu select Price adjustments Then select Enter from the menu which appears Entering Price Adjustments You see Purchase Order Adjust Receivings User Manual 17 3 5 Fle Ege AR K OF SA AP PC OL PO 8R Pi CL FP PS RP TA TR PER ER PA DK SR MP CM S Hep La ps n Price adjustme
198. use the option Option F1 to use the item s stocking unit Format 4 characters Purchase Order Vendor Items User Manual 8 3 6 Vendor s ship unit Enter the unit of measure in which the vendor ships the item or use the option Option F1 to use the same unit as the vendor s sell unit Format 4 characters 7 Number of sell units per ship unit Number of stock units per ship unit If your stock unit is the same as the vendor s selling and shipping unit e g they are all EACH then this field is skipped If the vendor s selling unit and shipping unit are the same then you need only enter the number of stock units per ship unit For example if your stock unit is EACH and the vendor sells and ships by the dozen you would enter 1 DOZ 12 EACH If your stock unit is the same as the vendor s shipping unit then you need only enter in this field the number of sell units per ship unit For example if your stock unit is DOZ dozen and the vendor s sell unit is EACH but the vendor ships by the dozen then you would enter 1 DOZ 12 EACH If all three units are different stock unit vendor sell unit and vendor ship unit then you must enter both the number of sell units per ship unit and the number of stock units per ship unit For example if the stock unit is EACH and the vendor sells by the dozen and ships by the gross then you would enter 1 GROS 12 DOZ and 1 GROS 144 EACH The numbers you enter here are comm
199. ust ensure that all of the items that you regularly purchase for all the vendors that you usually purchase them from are entered into this file The next chapter Set Up Vendor Item File provides several methods for setting up the Vendor Item File quickly To Begin From the 2nd page of the P O menu select Set up gt Vendor items Then from the menu that appears select Enter Entering Vendor Items This is the screen you see when I C is interfaced Purchase Order Vendor Items User Manual 8 1 F e EM AR X cc SA AP FC GK 9O 8R P CL FP PS TP TJ7 TR PER XR 9 DK SR MP CM SF ep e Ly 2 eo n Vendor items Acme Enterprises Inc Enter 4 Vendor 2 Ktem Our stock unit 3 Vendor s product 4 Vendor s description 5 Vendor s sell unit 8 Unit price 6 Vendor s ship unit 9 Min order 7 10 Lead time 11 Currency 12 Subject to qty discounts 15 Comment 13 Subject to price discounts 16 Vend rank 14 Subject to special terms F1 next vendor item F2 next vendor blank look up by name J NOTE If you are not interfaced to I C the format of this screen is slightly different Refer to the notes at the end of this section for a description of the non l C case From this screen you can work with both new and existing vendor items If a vendor item has already been entered for the vendor number and item number you specify it will appear and be available for changes or deletion If you re not using
200. vo LR pa Ra aat eatur eade Da dun ex EK Ue Ra ED UT Dd 8 Purchase Order Table of Contents Samco Power Accounting TOC 5 SAMCO Building business and technology relationships Wl Chapter 1 Understanding Purchase Order Terminology NOTE If you are upgrading from an earlier release of Purchase Order see the end of this chapter for new features for 6 5 The following are definitions of key words used in this manual Purchase Order A purchase order P O is an order by you or your company to a vendor telling the vendor that you want to buy certain goods Vendor A vendor is someone who sells something that you need or want Accounting Accounting is the collection categorization and presentation of financial records Purchase Order Package Purchase Order Understanding Purchase Order User Manual 1 1 Purchase Order P Q is a control package rather than an accounting package An accounting package such as Accounts Receivable Accounts Payable or General Ledger records the flow of money in a business and has an immediate and intimate tie into your company s general ledger Information entered and posted in an accounting package is used directly on your company s financial statements Extreme care is taken to see that debits and credits are always in balance Reports from such packages determine various aspects of the financial condition of your business A control package is different P O is a control pac
201. w line items Answer N to show only the header information A summary of the release information will be shown for each blanket P O in the range the last release date the number of releases so far and the release interval Purchase Order Releases User Manual 16 2 Answer Y to also show the line item information Detailed release information will be shown for each line item the last release date and quantity the total quantity released so far the balance remaining to be released and the quantity already received 4 Show distributions If you are not showing line items on the report this field is skipped Otherwise answer Y if you wish to show the distributions for the line items shown 5 Show closed orders A closed P O is one for which you have received everything that you expect to receive Answer N to show only open blanket orders This will decrease the size of the report and allow you to concentrate on the P O s for which you still expect to receive items Answer Y to show both open and closed blanket P O s This is useful if you need to refer to a closed P O or compare a vendor s open blanket P O s to his closed ones Entering Releases Use this function to either enter a new release transaction or change the last release transaction From the Releases menu select Enter You see Purchase Order Releases User Manual 16 3 i m m fie Ed AR K OF SA AP PC GL IC FO BR P CL FP PS PP TA TA PER AR PA DX
202. wer n the calculated amount will then be set equal to the actual amount This does not mean the problem is fixed only that the amounts are now equal To Begin Select Data integrity check from page 2 of the P O menu If any of the calculated values do not match the actual you see a message saying so and are asked if you want to reset the calculated values Purchase Order Data Integrity Check User Manual 20 2 SAMCO Building business and technology relationships Appendix A Initializing Data Files Introduction Initialize means to create a new data file When you initialize a data file which already exists any information in it is completely erased and the file is newly created This function allows you to initialize one or more data files You probably won t need to initialize data files very often if ever But this function is included just in case If you suspect you have a corrupted fouled up data file don t initialize it without first checking with your supplier and attempting other recovery actions see the appendix titled File Utilities at the end of this manual for information on rebuilding corrupted data files CAUTION DON T USE THIS FUNCTION UNLESS YOU REALLY WANT TO INITIALIZE A DATA FILE ANY DATA FILE INITIALIZED WILL HAVE ITS INFORMATION COMPLETELY ERASED To Begin Log into your Samco top level directory and type POINIT Purchase Order Initializing Data Files User Manual A 1 NOTE If you ar
203. worksheet numbers The Purchasing worksheet function automatically increments this number as worksheets are printed Enter the starting number or use the option Option Enter to use 1 for the next worksheet number Format 9999 5 Next receiver A receiver is the document that officially records the receipt of goods Enter the starting number for your next sequence of receiver numbers The Receivings selection automatically increments this number as receivers are printed and assigns it to the next receiver unless you specify a different number at that time Enter the starting number or use the option Option Enter to use 1 for the next receiver number Format 999999 6 Last posted P O If you answered Y to Use alphanumeric P O s 2 this field displays Not applicable The number of the last P O that has been posted displays here automatically This field is updated by the Post function of the Purchase orders selection Format 999999999999999 7 Last posted receiver The number of the last receiver that has been posted displays here automatically This field is updated by the Post function of the Receivings selection Format 9999 Last P O s issued If you answered Y to Use alphanumeric P O s this field does not display This field displays only after you have issued new P O s The starting and ending P O s that have been issued for use are automatically displayed here 8 Interface to I
204. y the reorder level is compared to Quantity on hand minus Quantity committed plus Quantity on order minus Quantity on backorder A sample Purchasing Advice Report is at the end of this chapter Printing a Purchasing Worksheet The Purchasing Worksheet is an expanded version of the Purchasing Advice Report in I C It provides much more information about each item including information about the vendors who sell it The worksheet contains a section of blank lines in which you can enter information about your final purchasing decision for each item There is a separate worksheet for every item Each worksheet starts on a new page with its own number At the end of each printed set of worksheets is an index in order by vendor number This allows you to quickly find all items that are sold by any particular vendor Like the Purchasing Advice Report this worksheet requires that I C is interfaced with Purchase Order From the Pre purchase processing menu select Print purchasing worksheet Purchase Order Pre purchase Processing User Manual 11 6 rx 24 c 2x 4 94 a kue Por fee toe AR K OE SA AP PC QOL NC PO 8R PI FP PS RP TA TR PER ER PA DX SR MP CM S Help La Lon n ty Pre purchase processing Acme Enterprises Inc Print purchasing worksheet Please enter 1 Warehouse C 2 Show all warehouse data 3 Product category 4 Product sub category 5 Starting item 6 Ending item 7 Only if below reorder level Pr

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