Home

Purchase Order/Receiving 2.0

1. This file contains one record for every receipt entered File Name CSSRCPT Record Format RCPTREC Key Field s RECOMP REPONO RELINE FIELD NO FIELD FIELD EMT NAME BYTES LENGTH DESCRIPTION A REDELT 1 1 Delete code D A RECOMP 3 3 Company code A REPONO 8 8 Purchase order number N RELINE 3 3 0 Line number 001 999 P REOTYR 5 9 2 Quantity received P RECSTR 5 9 3 Receipt cost P REOTYT 5 9 2 Ouantity returned A RECLS 1 1 Item is closed P REDATR 4 7 0 Date received CYYMMDD Section 1 Page 82 Introduction System Description Program Descriptions Program Name PO101 PO102 PO104 PO105 Company master file maintenance Vendor master file maintenance Purge closed purchase orders Purge purchases receipts history PO112 PO201 PO202 PO203 PO204 Print vendor file maintenance listing Purchase order entry Print new order edit Approve purchase orders Print purchase orders PO205 PO206 PO207 PO208 Revise Cancel open purchase orders Reprint purchase orders Receipts entry Print receipts edit PO209 PO219 PO301 PO302 PO401 PO402 PO403 Receipts update Check for and mark purchase orders as closed Purchase order inquiry Purchases Rec
2. TABLE OF CONTENTS Prrnt receipts cdit idv E oh s le eel ee 30 Recerpbs Update wa se ER DER EERS See ER SE Paba ee 31 D Inguiry Menu Vers RE a edu f 33 Purchase Order A IET Ea eed EE 34 Purchases Receipts history cere 35 E Reports Meni LE OE ARE Ue AE REN N N 36 Vendor master FISEAENG gw neve UTE MU ue 37 Open purchase order report 38 Closed purchase order report 39 RECEIVING EEDOFE wasi gii PA eme atre heed a 40 Purchases Receipts history cere 41 Vendor performance report ss se sg 43 Vendor labels deer A EMEN ENEAEENE NER 45 F Utilities Men EE AN js N a ja Ste EE ME fun SEA 46 Data OVE CTONARY ace shih tie wait aa g ed ta itis 47 PART 2 SYSTEM DOCUMENTATION Section 4 Sample RepoPES ues EES sd rs 48 Section 54 File Layouts RR mri a wo PB oa sr WA 57 Section i6 Program Descriptions SEE Busi ed gue DRS DEE Na 64 Section 7 CT Program DeSCriptrons c kv END o NG 66 Section 8 Menu Descriptions System Description Introduction The purpose of this manual is to provide you with a step by step approach towards using the features of this package as a stand alone purchasing receiving system or as part of a complete distribution system You will be provided with sufficient information to 1 Understand the functions of each menu option in the package 2 Perform the installa
3. nter the number o Hi Characters per inch characters per inch The default is 10 Form type Enter a special form type to use The default is STD Copies Enter the number of copies to be printed The default is 01 Section 1 Page 55 Introduction System Description Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function keys available F3 Cancel this job Section 1 Page 56 Introduction System Description Vendor performance report Option 6 on the Reports PO4 menu Print an analysis of vendor performance based on purchases receipts history Please note This report shows an average order amount and total orders amount per vendor These amounts do not include miscellaneous charges or order discounts Explanation of screen prompts lst screen Company code to print Enter a valid company code to print blank for ALL only for that company or leave this entry blank to print for all companies The default is to print all Beginning date to analyze MMDDYY Enter the date of the wish to analyze irst purchase orders you Ending date to analyze MMDDYY Enter the date of the last purchase orders you wish to analyze Run in batch Enter YES if you wish to run this job in batch m
4. System Description Record type CSSPOI File Name PO R NO FMT NAME BYT ep IDAT CLS A b b A IR ta to to tu U ig ta to ty U U ig tg ig TU Record typ CSSPOM PO File Name NO HAP OT OT W OU oOo OOF W OW HH iscellaneous d rj NAME BYT popup hg rw ig tg ru ry O HH WO w HH I E LAYOUTS Purchase Order Master File Continued Logical Files s CSSPO Record Format Key Field s PICOMP PIPONO PILINE FIELD FIELD i i LENGTH DESCRIPTION 1 Delete code D 3 Company code 8 Purchase order number 3 0 Line number 001 999 1 Line type I il 5 Item number 15 Vendor s item number 25 Item description 9 2 Quantitv ordered 9 3 Unit cost 3 Unit of measure 9 2 Quantity received 9 3 Last receipt cost 7 0 Date of last receipt CYYMMDD 1 Item is closed o AE EA AE NE ee nd Logical Files s CSSPO Record Format Key Field s PMCOMP PMPONO PMLINE FIELD FIELD LENGTH DESCRIPTION 1 Dele
5. if this company was set up to use automatic P O numbers the next available P O number will appear This number may be entered or changed If the number is changed the automatic P O number for this company is not incremented This entry is required Delete code displayed with a D Vendor number entries for terms FOI Ship to Name Address City State Zip this company Ship via FOB point If the purchase order has been deleted this field will be To un delete this purchase order enter a blank Enter a valid vendor number During ADD mode default o and discount will be displayed and may be overridden Enter an override ship to location for this This address overrides the ship to address used by Enter a shipping method or routing Enter a freight on board point to define whether you or the vendor will be responsible for freight charges Payment terms Order discount refer to a discount places are allowed Buyer Requested by Enter the payment terms required by this vendor Enter a discount if any offered by this vendor This may for early payment a volume discount etc Two decimal Enter the name of the buyer for this company F Enter the name of the person or department requesting Section 1 Page 28 Introduction System Description the purchase order Faj Aut
6. 3 Mount the first diskette or tape 2 Enter RSTLIB SAVLIB CSSPO DEV device name 5 If you DO NOT have the Inventory Control or Order Entry Invoicing software installed enter the following Section 1 Page 11 Introduction System Description 6 Enter CALL CSSPO INSTALL Enter RSTLIB SAVLIB CSSDATA DEV device name new release is operating properly You When you are satisfied that th the renamed Purchase Order Receiving library CSSPOOLD Section 1 Page 12 can delete and data library CSSDATAOLD Introduction System Description Once you have installed the CSSPO library Getting Started you may sign on to CSSPO using either of two methods Method one is to sign off of the current session and sign back on to library CSSPO menu PO while signed on to any library PO Select one of the File maint Processing OF WN HH 20 Applicatio 50 Applicatio 90 Sign off Selection or comma gt The following menu o Ts Displays the F selections reg order and his 2 Displays the P selections reg well as the en DR Displays the I Inquiry menu Reports menu Utilities menu xx PURCHASE ORDER RECEIVING xx Release 2 0 Main Menu following enance menu menu n options ns menu Copyright 1988 1998 CSS nd ptions are available ile Maintenance menu named P01 From this
7. El UI Job queue If you entered YES to run in batch enter the job queue to run from The default is OBATCH m Printer output queue Enter the name of the output queue to place this report on This entry defaults to your default output queue tej Lines per inch nter the number of print lines per inch The default is 6 nter the number of characters per inch tej Characters per inch The default is 10 Form type Enter a special form type to use The default is STD Section 1 Page 32 Introduction System Description Copies Enter the number of copies to be printed The default is 01 Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function keys available F3 Cancel this job Section 1 Page 33 Introduction System Description Print purchase orders Option 4 on the Processing PO2 menu Print all approved purchase orders not previously printed Please note This step prints purchase orders based on If you order an imprinted a preformatted multi purpose form available through Moore Business Forms Uarco Business Forms and many other computer forms and supplies vendors These forms are available unimprinted or imprinted with your company name address logo etc orm be sure t
8. File Name Record Format Header record CSSPOAAA Logical Files s Key Field s POAAAREC FIELD NO E NAME BYTES E PADELT il PACOMP 3 PAPONO 8 PALINE 3 PAVEND 8 PAFOB 20 PASVIA 20 PAPTRI 20 PABVER 20 PAPOPR PAPOAP PACNCL PACLS PARECV 1 PAPODT 4 PASHNM 30 PASHA1 30 PASHA2 30 PASHCT 20 PASHST 2 PASHZP 10 PADTND 4 PADLVR 4 PAROBY 20 PAAUTH 20 PADISC 3 Section 1 Page 75 q ELD NGTH W OO LW H 20 20 20 7 0 30 30 30 20 10 7 0 px 20 20 As I item M misc charge C comment CSSPO PACOMP PAPONO PALINE FIELD DESCRIPTION Delete code D Company code Purchase order number Line number AAA Vendor number FOB point Ship via Payment terms Buyer P O has been P O has been P O has been cancelled P O has been closed Receipts have been posted printed approved urchase order date CYYM P Ship to name Ship to address line 1 Ship to address line 2 S S S hip to city hip to state hip to zip code Date needed CYYM Delivery date CYYMMDD Requested by Authorized by Order discount Nag U Introduction System Description Continued on next page Section 1 Page 76 Introduction
9. K10020 PLUMBING SUPPLY WHOLESALE 10 00 101 DISTRIBUTION DRIVE P O BOX 9201 BIRMINGHAM AL 35209 9201 C20000 REYNOLDS ALUMINUM SAM PECK DES MOINES 1 REYNOLDS DRIVE 404 666 2222 P O DRAWER 302 DES MOINES IA 20110 S10001 ROSWELL SIDING AND SCREEN 101 WALL STREET P O BOX A131 ROSWELL GA 50440 B10010 SAM S WHOLESALE 500 PARKWAY EAST 919 888 1234 RALEIGH NC 50050 Z10101 SAM S WHOLESALE CRESTWOOD BLVD BIRMINGHA AL 35201 A11023 VALLEY SUPPLY COMPANY BILL FRENCH NET 30 ALBANY 222 WEST VALLEY AVENUE 111 555 8111 EXT 50 ALBANY NY 10019 Section 1 Page 62 Introduction S L System DALLAS HAREWARE CO 123 BROAD STREET DALLAS VI VALLEY P O BOX 1111 ENDOR SUPPLY COMPANY 222 WEST VALLEY AV ALBANY HIP VIA 20 30 40 50 QUANTITY ORDERED 10 00 5 00 1 000 00 Description Sample Purchase Order PURCHASE ORDER 8 22 89 00000101 45 00 00 00 TX 37101 SHIP TO DALLAS HAREWARE CO ENUE 123 BROAD STREET DOCK 12 A NY 10019 DALLAS TX 37101 FOB POINT PAYMENT TERMS DATE NE
10. Set options to skip the entry of certain entries These options utilize the AS 400 SAVLIB and RSTLIB commands Please consult your AS 400 manuals for detailed information on these commands Section 1 Page 60 Introduction System Description Data dictionary Option 10 on the Utilities PO5 menu Enter or revise default data for vendor and purchase order entry screens Set options to skip the entry of certain entries Explanation of entry fields Default data Enter the default data that will be displayed for item additions and or new transactions Skip entry Y N Enter Y to skip and prevent the entry of data into this field Enter N to allow entry The default is N Explanation of command keys available F3 End the job F12 Return to previous entry screen Section 1 Page 61 Introduction System Description PAGE 1 DATE 8 23 89 VENDOR MASTER LISTING TIME 14 26 21 REPORT ID PO401 CONTACT NAME DISC VENDOR NAME amp ADDRESS PHONE NUMBER PAYMENT TERMS FOB C47567 ALLEN LUMBER TOM ALLEN NET 10 2 00 5001 ALTON ROAD 555 4544 DALLAS TX 20110 A23222 AMERICAN FLAG CO BILL COD DALLAS 122 OXMOOR ROAD 234 4444 OR 233 4004 DALLAS TX 10101 J12122 MOORE BUSINESS FORMS LEE GAMBLE 1001 OFFICE PARK DRIVE 942 111 OFFICE PARK SOUTH RALEIGH NC 40050 r90010 PELLA WINDOW COMPANY MILWAUKEE ONE PELLA DRIVE MILWAUKEE MN 50005
11. discount percentage vendor s item number fractional quantities and more ki Three different tvpes of line items Inventoried Non Inventoried items Miscellaneous charges Comment s E Purchase orders printed on standard multi purpose forms On line inquiry of purchase orders and purchases receipts history Vendor master file includes contact name phone number and default entries for terms FOB point and order discount percentage x Orders may be canceled or modified prior to receiving Open or blind receipts entry x Allows for receipt of partial shipments Reports for New order edit Purchase order approvals Vendor master file Open purchase order Overdue items Receiving report Purchases Receipts history Vendor labels Proo 5 Reports include multipli X All files are external with Query SQL etc Sect f lists of all on line file maintenance e sort options with company selection criteria ly defined so that user may create their own reports ion 1 Page 9 Introduction System Description What s New in This Release Application options Specify a default company code for all entry and inquiry screens Option to use a single transaction file or the current method of using a separate transaction file for each user Data dictionary Default entries may be specified for item and transaction entries Option to skip certain entry fields on item and transaction entry
12. labels The default is 1 Run in batch Enter YES if you wish to run this job in batch mode The default is YES Job queue If you entered YES to run in batch enter the job queue to run from The default is QBATCH Printer output queue Enter the name of the output queue to place this report on This entry defaults to your default output queue Form type Enter a special form type to use The default is STD Copies Enter the number of copies to be printed The default is 01 Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function keys available F3 Cancel this job Section 1 Page 59 Introduction System Description Utilities menu From this menu you can backup and restore master files and the CSSPO library PO5 PURCHASE ORDER RECEIVING Utilities Menu Select one of the following 1 Backup master files Restore master files 3 Backup purchase order library N 10 Data dictionary 90 Sign off Selection or command gt The following menu options are available 1 Copy all CSS master files to diskette 2 Restore all CSS master files to disk 3 Copy the Purchase Order Receiving library CSSPO to diskette 10 Enter or revise default data for item and transaction entry screens
13. 12 100 5 00 REC 8 22 89 4 00 FT 12 000 CLOSED T100A0000 FLAG STOP C47567 00000108 PUR 8 10 89 1 00 EA 123 300 1 00 REC 8 22 89 1 00 EA 123 300 CLOSED S10001 00000109 PUR 8 23 89 15 50 EA 15 000 15 50 REC 8 23 89 15 00 EA 14 500 CLOSED A11023 00000110 PUR 8 23 89 5 00 BA 123 300 5 00 REC 8 23 89 2 50 EA 123 300 2 50 T101A0000 CUTTING UNIT C47567 00000108 PUR 8 10 89 2 00 BA 1234 000 2 00 REC 8 22 89 2 00 BA 1234 000 CLOSED Section 1 Page 68 Introduction System Description PAGE T DATE 8 23 89 PURCHASES RECEIPTS HISTORY TIME 14 26 21 REPORT ID PO405 COMPANY BHM BIRMINGHAM UNIT EXTENDED ITEM NUMBER DESCRIPTION VENDOR P O TYPE DATE QUANTITY U M COST COST T100A0000 FLAG STOP A11023 00000110 PUR 8 23 89 5 00 EA 123 300 616 50 ITEM TOTAL 616 50 VENDOR TOTAL 616 50 S430P0000 D 5 SIDING PEBBLE C47567 00000108 PUR 8 10 89 430 00 SQ 1 000 430 00 TEM TOTAL 430 00 T009A0000 MASTIC STICK C47567 00000108 PUR 8 10 89 5 00 FT 12 100 60 50 TEM TOTAL 60 50 T100A0000 FLAG STOP C47567 00000108 PUR 8 10 89 1 00 EA 123 300 123 30 TEM TOTAL 123 30 T101A0000 CUTTING UNIT C47567 00000108 PUR 8 10 89 2 00 EA 1234 000 2 468 00 TEM TOTAL 2 468 00 VENDOR TOTAL 3 081 80 A131W1200 AWNING COVER s10001 00000109 PUR 8 23 89 2 00 EA 6 000 12 00 ITEM TOTAL 12 00 T100A0000 FLAG STOP S10001 00000109 PUR 8 23 89 15 50 BA 15 000 232 50 ITEM TOTAL 232350 VENDOR TOTAL 244 50 COMPANY TOTAL 3 942 80 Section 1 Page 62 In
14. menu arding the maintenance of company vendor tory files rocessing menu names PO2 From this menu closed The second method is to simply enter the command STRPO The following menu should appear you can make purchase you can make arding the entry approval and printing of purchase orders as try edit and update of receipts against open purchase orders nquiry menu named PO3 From this menu you can make selections Section 1 Page 13 Introduction System Description to display purchase order and purchases receipts history data 4 Displays the Reports menu named PO4 From this menu you can print various purchasing and receiving analysis reports Di Displays the Utilities menu named PO5 From this menu you can backup and restore master files and the CSSPO library 20 Enter or revise options which control the operation of the application The following is the sequence of steps that we recommend you take in getting started using this package ter application options if applicable Main menu option 20 m ti D 2 Set data dictionary options if applicable Utilities menu option 10 3 Add all companies Maintenance menu option 1 4 Add all vendors Maintenance menu option 2 5 If you wish to enter receipts for purchase orders which are currently open i e still contain items to be received you should enter all open
15. purchase orders print an edit to verify your data entry and approve all orders Next enter all partial receipts for these past orders future receipts Previously closed purchase orders those that have been This will bring you up to date for completely received may also be entered and received if you desire to have this information available for inquiries and reports however it is not necessary 6 At this point you may begin entering approving and printing daily purchase step 3 above may also be entered and updated on a periodic basis orders Receipts for these orders as well as past orders those you entered in If you need help while using any of the on line entry programs pressing the HEIP key will display an instructional screen describing that particular program You may also display help screens from menus and prompt screens Please note All prompt screens screens displayed before printing reports or running batch processing jobs initially display default options for those entries that are required If you change these options the next time you run that job your previous entries are displayed as the new default value For example if you need to print the Receiving report on output queue P3 with a forms number 1412 you would change the printer output queue and the forms Section 1 Page 14 Introduction System Description name option you ru
16. the Processing PO2 menu Print an edit of receipts entered from this workstation Explanation of screen prompts Run in batch Enter YES if you wish to run this job in batch mode The default is YI El UI Job queue If you entered YES to run in batch enter the job queue to run from The default is OBATCH Hi Printer output queue nter the name of the output queue to place this report on This entry defaults to your default output queue nter the number of print lines per inch tej Lines per inch The default is 6 nter the number of characters per inch H Characters per inch The default is 10 nter a special form tvpe to use The H Form tvpe default is STD U H Copies nter the number of copies to be printed The default is 01 Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function kevs available F3 Cancel this job Section 1 Page 42 Introduction System Description Receipts update Option 9 on the Processing PO2 menu Update receipts entered from this workstation Explanation of screen prompts Generate transactions This prompt will appear only if you for Inventory Control have the CSS Inventory Control library CSSINV installed on your system En
17. type P Purchase H STPR EC NO BYTE UI Receipt STR H STRRE NO N H L Ha 0 W O1 O1 O1 O1 F2 WO O1 W BYTE FW OO UI w Logical Files s CSSHIST Key Field s NONE FIELD FIELD LENGTH DESCRIPTION 3 Company code 15 Item number 8 Purchase order number 3 0 Line number 001 999 1 Transaction type P T5 Vendor s item number 25 Item description 9 2 Quantity ordered 9 3 Unit cost 3 Unit of measure 8 Vendor number 7 0 Purchase order date CYYMMDD P O has been cancelled Delete code D 1 Item is closed pon Delivery date CYYMMDD Logical Files s CSSHIST Key Field s NONE FIELD FIELD LENGTH DESCRIPTION 3 Company code 15 Item number 8 Purchase order number 3 0 Line number 001 999 1 Transaction type R Section 1 Page 80 Introduction System Description P HROTYR 5 9 2 Ouantity received P RCSTR 5 9 3 Receipt cost P HROTYT 5 9 2 Quantity returned P HRDATR 4 7 0 Date received CYYMMDD A HRCLSI 1 1 Item is closed A HRVEND 8 8 Vendor number N HRPODT 4 7 0 Purchase order date CYYMMDD Section 1 Page 81 Introduction System Description LAYOUTS Receipts Entry File
18. use The Enter the number of copies to be printed Introduction System Description The default is 01 Section 1 Page 38 Introduction System Description Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function keys available F3 Cancel this job Section 1 Page 39 Introduction System Description Receipts entry Option 7 on the Processing PO2 menu Explanation of entry fields Company code Enter the company code Enter receipts against open purchase order quantities During entry this field is automatically duplicated from the previously entered purchase order however you may press C Please note Purchase order number If this company was set up for bl 12 to page back and change the company at any time ind receipts entry company file maintenance quantity ordered unit cost previous receipts quantity on order and date of last receipt will receipts Line number Quantity received Delete code displayed with a D those quantities should not be included in this assumed Receipt cost Quantity returned the vendor performance report and order Closed this purchase order line receipts do not equal the quantity ordered If more of this lin Y N D
19. EDED ALBANY NET 30 8 30 89 UNIT EXTENDE U TEM NUMBER DESCRIPTION COST COST EA T100A0000 1 245 12 FLAG STOP EA AW12100 45 000 225 AWNING COVER BOX C001W1200 390 390 SCREW SHIPPING amp HANDLING 10 PLEASE RUSH ORDER TOTAL 637 Section 1 Page 63 45 Introduction System Description DATE 8 23 89 TIME 14 26 21 COMPANY DTX DALLAS DELIVERY P O VENDOR VENDOR NAME CONTACT DATE ABC12345 J12122 MOORE BUSINESS FORMS LEE GAMBLE 7 30 89 QUANTITY LINE TYPE ITEM NUMBER DESCRIPTION VENDOR S ITEM ORDERED CLOSED 10 I 1 PART 18 14 7 8 X 11 1412RHA 20 00 20 I 2 PART NCR 14 7 8 X 11 1412TQ 10 00 30 T 6 PART NCR 14 7 8 X 11 1412TQ 10 00 40 I 1 PART 20 8 1 2 X 11 9510CK 30 00 ng 50 C CONFIRMING ORDER TO JOHN PRINT COMMENT Y 00000108 F90010 PELLA WINDOW COMPANY FRANK SMITH 9 15 89 QUANTITY LINE TYPE ITEM NUMBER DESCRIPTION VENDOR S ITEM ORDERED CLOSED 10 D A131W1200 AWNING COVER BG1022202 2 00 20 C ABOVE ITEM S B IMPRINTED PRINT COMMENT Y 30 I T100A0000 FLAG STOP 15 00 40 T C001W1200 SCREWS BRONZE 500 00 50 I A131W1200 AWNING COVER PLAIN BG1022202 5 00 60 M SHIPPING AND HANDLING CHARGE 25 00 OPEN PURCHASE ORDER REPORT Section 1 Page 64 OVERDUE PHONE NUMBER 942 1111 QUANTITY U M RECEIVED 20 00 BOX 00 BOX 5 00 BOX 30 00 212 515 4544 QUANTITY U M RECEIVED 00 EA 00 DOZ 00 EA 00 PAGE 1 REPORT ID PO402 P O DATE 6 23 89 QUANTITY UNIT ON
20. ORDER COST 00 14 000 10 00 23 000 5 00 52 000 00 13 000 8 23 89 QUANTITY UNIT ON ORDER COST 2 00 6 000 15 00 15 000 500 00 375 5 00 5 000 Introduction System Description Palpak Ipang DATE 8 23 89 CLOSED PURCHASE ORDER REPORT NEA TU COMPANY STX SAN ANTONIO P O VENDOR SHIP TO 00000108 47567 SHIP VIA BEST WAY DISC 3 2 00 ALLEN LUMBER J amp H CONSTRUCTION FOB POINT P O DATE 8 10 89 5001 ALTON ROAD C O JONES JOB TERMS NET 10 NEEDED 8 31 89 123 WEST OXMOOR ROAD BUYER JIM DELIVER 9 01 89 DALLAS TX BIRMINGHAM AL REQ BY TOM 20110 35209 AUTH BY JOHN CARPENTER QUANTITY QUANTITY RECEIPT EXTENDED LINE TYPE ITEM NUMBER DESCRIPTION VENDOR S ITEM ORDERED U M RECEIVED COST COST 10 I T100A0000 FLAG STOP FLGSTPO1 1 00 EA 1 00 123 300 123 30 20 I T101A0000 CUTTING UNIT 2 00 EA 2 00 1234 000 2 468 00 30 I 1009A0000 MASTIC STICK 5 00 FT 4 00 12 000 48 00 50 I S430P0000 D 5 SIDING PEBBLE 430 00 SQ 450 00 1 230 535 50 60 M SHIPPING AND HANDLING 23 00 70 c RUSH SHIPMENT PRINT COMMENT Y LESS 2 00 DISCOUNT 64 32 ORDER TOTAL 3 151 48 00000109 s10001 SHIP VIA UPS BLUE DISC 3 00 ROSWELL SIDING AND SCREEN FOB POINT BIRMINGHAM P O DATE 8 23 89 101 WALL STREET TERMS NET 30 NEEDED 8 31 89 P O BOX A131 BUYER JOHN SMITH DELIVER 9 10 89 ROSWELL GA REQ BY SAM SPADE 50440 AUTH BY PERRY JUDD QUANTITY QUANTITY RECEIPT EXTENDED LINE TYPE ITEM NUMBER DESCRIPTION
21. Purchase Order Receiving Release 2 0 User s Manual for the AS 400 A Product of Acclaim Software formerly Customized Software Support 1306 Cantwell Ave SW Decatur AL 35601 256 306 0783 FAX 256 350 5129 Web www acclaim software com Copyright 1989 1998 Acclaim Software TABLE OF CONTENTS PART 1 INSTALLATION AND OPERATION Section 1 System Description TREZOJUCELOM EE EE EE EE ss math tes che EL 1 Package Features ri l sis wow W Sak GER N REA RI ae E DEE w w 2 What s New in This Release o oooooo o ew see see see 3 Section 2 Installing the Package listallation Check UUs wstaw b Rd ws RR PERF 4 Section 3 Operating Instructions A Getting Started ne tee et RE aah eee DE EE eid Sees eed 5 Bi Applicatron OptrOons EE ete e ea eee Ree ta 3 C File Maintenance Men cris dunes PRESS edu 8 COMPANY Master 29 s ee be dee ure ue orto is 9 Vendor Master EER A py GE ah TEENS EE 11 Remove deleted vendors o ooooocooo ooo ooo ooo 13 Purge closed purchase orders 14 Purge purchases receipts history 15 D Processing Men EL METER ee N KO EE tauris QUE fo goi 16 Purchase order entry 24 VEREIS DU w oda LIS lb ti Print new order BAIE 4 bons EE oh EUR RR YAN o 20 Approve purchase Orders wa naba EES ER ues 21 Print purchase Orders ds haaa anan DE rs 23 Revise Cancel open purchase orders 25 Reprint Receipt
22. Reprint one or more open purchase orders Please note Only open orders that have printed option 4 may be reprinted This option is useful when purchase orders jam in the printer or are lost in the mail Explanation of screen prompts Purchase Ending P O number order you wish to reprint Print REPR NT notation on purchase orders orders Form size The default is Y Beginning Company code order you wish to reprint Beginning P O number first orders you wish to reprint Ending Company code order you wish to reprint Hi Enter the company code of the first purchase Enter the purchase order number of the nter the company code of the last Enter the purchase order number of the last Enter NO to suppress the printing of the word R EPR NT on the purchase El UI to print a 8 x 11 form The default is 1 Run in batch batch mode Job queue The default is YES Enter 1 to print a 8 x 7 form Enter 2 Enter YES if you wish to run this job in ES to run in batch enter the job queue to run from The default is OBATCH Printer output queue place this report on Form type default is STD Copies U If you entered Y Enter the name of the output queue to This entry defaults to your default output queue Section 1 Page 37 Enter a special form type to
23. TE mode F12 Return to previous entry screen F23 Delete this purchase order or line ROLL UP Move forward through existing lines ROLL DOWN Move backward through existing lines Section 1 Page 30 Introduction System Description Print new order edit Option 2 on the Processing PO2 menu Print an edit of all new purchase orders awaiting approval Explanation of screen prompts Print detail or summary Enter D to print all data entered for this purchase order or S to print only basic and total information The default is D Company code to print Enter a valid company code to print blank for ALL only the new orders for that company or leave this entry blank to print for all companies The default is to print all Run in batch Enter YES if you wish to run this job in batch mode The default is YI El UI Job queue If you entered YES to run in batch enter the job queue to run from The default is OBATCH A Printer output queue Enter the name of the output queue to place this report on This entry defaults to your default output queue nter the number of print lines per inch E Lines per inch The default is 6 nter the number of characters per inch H Characters per inch The default is 10 Form type Enter a special form tvpe to use The default is SID Copies Enter the number of copies to be pr
24. The default is YES Enter YES if you wish to print vendors updated The default is YES Enter the name of the output queue to This entry defaults to your default output queue Enter the number of print lines per inch Enter the number of characters per inch Enter a special form type to use The ter the number of copies to be printed ES if you wish to hold the printout on The default is NO Explanation of command and function keys available F3 Cancel this job Section 1 Page 22 Introduction System Description Remove deleted vendors Option 3 on the File Maintenance POL menu Remove vendors that have been deleted flagged from the master fil Explanation of screen prompts Run in batch Enter YES if you wish to run this job in batch mode The default is YES Job queue If you entered YES to run in batch enter the job queue to run Explanation of command and function keys available F3 Cancel this job Section 1 Page 23 Introduction System Description Purge closed purchase orders Option 4 on the File Maintenance POL menu Remove closed purchase orders from the PO master file within a range of dates Deleted or cancelled purchase orders are also removed Explanation of screen prompts Beginning date to purge Enter the date of the first purchase orders you wish to remove Ending date to purge Enter the date of the last
25. VENDOR S ITEM ORDERED U RECEIVED COST COST 10 1 A131W1200 AWNING COVER BG1022202 2 00 FA 2 00 6 000 12 00 20 c ABOVE ITEM S B SHIPPED WITH HOLES R S PRINT COMMENT Y 30 T100A0000 FLAG STOP 15 50 FT 15 00 14 500 217 50 50 M SHIPPING CHARGE 15 00 ORDER TOTAL Section 1 Page 65 Introduction System Description 244 50 COMPANY TOTAL 3 395 98 Section 1 Page 66 Introduction System Description PAGE 1 DATE 8 23 89 RECEIVING REPORT ng TIME 14 26 21 REPORT ID PO404 COMPANY STX SAN ANTONIO P O DELIVERY QUANTITY ITEM NUMBER DESCRIPTION VENDOR VENDOR NAME P O DATE DATE ON ORDER U M A131W1200 AWNING COVER S10001 ROSWELL SIDING AND SCREEN 00000109 8 23 89 9 10 89 2 00 EA T100A0000 FLAG STOP S10001 ROSWELL SIDING AND SCREEN 00000109 8 23 89 9 10 89 15 50 EA T100A0000 FLAG STOP A11023 VALLEY SUPPLY COMPANY 00000110 8 23 89 0 00 00 5 00 EA Section 1 Page 67 Introduction System Description PAGE 1 DATE 8 23 89 PURCHASES RECEIPTS HISTORY us TIME 14 26 21 REPORT ID PO405 COMPANY BHM BIRMINGHAM UNIT QUANTITY ITEM NUMBER DESCRIPTION VENDOR P O TYPE DATE QUANTITY U M COST ON ORDER A131W1200 AWNING COVER S10001 00000109 PUR 8 23 89 2 00 BA 6 000 2 00 REC 8 23 89 2 00 BA 6 000 CLOSED S430P0000 D 5 SIDING PEBBLE C47567 00000108 PUR 8 10 89 430 00 SQ 1 000 430 00 REC 8 22 89 450 00 SQ 1 230 CLOSED TOO9A0000 MASTIC STIC C47567 00000108 PUR 8 10 89 2 00 FT
26. e 20 Introduction System Description Vendor master maintenance Option 2 on the File Maintenance POL menu Add revise or delete flag vendors Explanation of entry fields Vendor number Enter up to 8 alphanumeric characters for this vendor This entry is required Delete code If the vendor has been deleted a D will be displayed The vendor is not removed from the file until menu option 3 is run To un delete this vendor replace the D with a blank ter the vendor name bi D Vendor name CJ Address Citv Enter the address citv state and zip code for State Zip this vendor ter the name of a person or department to contact at this 7 3 Contact name company ter the vendor s telephone number No particular format bi tj Phone number is required Payment terms Enter the terms used by this vendor These terms are the default for this vendor during P O entry and may be overridden at that time FOB point Enter the FOB point for this vendor his FOB point is the default for this vendor during P O entry and may be overridden at that time o Order discount Enter a discount if any offered by this vendor This may refer to a discount for early payment a volume discount etc This discount is the default for this vendor during P O entry and may be overridden at that time Two decimal places a
27. eipts history inquiry Print vendor master listing Print open purchase order report Print closed purchase order report Section 1 Page 83 Description Introduction System Description PO404 Print receiving report PO405 Print purchases receipts history PO406 Print vendor performance report PO407 Print vendor labels PO414 Build receiving report work file Section 1 Page 84 Introduction System Program Name Description Program Descriptions PO510 Enter or revise data dictionary defaults PARAMI PARAM2 Read control file and place parameters from last run into the Local Data Area Update parameters from last run into control file Section 1 Page 85 Description Introduction System Description CL Program Descriptions CL Prog Name Description INSTALL Install STRPO command into OGPL INV Switch to Inventory Control library and main menu OE Switch to Order Entry Invoicing library and main menu PARAMICL Read parameters from control file PARAM2CL Update parameters to control file PO Switch to Purchase Order library and main menu PO101CL Company master file maintenance PO102CL Vendor master file maintenance PO103CL Remove deleted vendors PO103P Display prompt screen for PO103 POLOACL Purge closed purchase orders PO104P Display promp
28. eived Explanation of screen prompts Sort sequence Enter 1 to print the report sorted by item number Enter 2 to sort by delivery date by item number Enter 3 to sort by vendor by item number The default is 1 Company code to print Enter a valid company code to print blank for ALL only the items for that company or leave this entry blank to print for all companies The default is to print all Run in batch batch mode The default is YI El UI Job queue Enter YES if you wish to run this job in If you entered YES to run in batch enter the job queue to run from The default is OBATCH Printer output queue A nter the name of the output queue to place this report on This entry defaults to your default output queue Lines per inch The default is 6 Characters per inch The default is 10 Form type default is STD Copies The default is 01 nter the number of print lines per inch E nter the number of characters per inch H Enter a special form tvpe to use The Enter the number of copies to be printed Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function kevs available F3 Cancel this job Section 1 Page 54 Introduction System Descr
29. em number Enter the item number used by the vendor If entered the vendor s item number is printed on the purchase order Otherwise your item number is printed Description Enter a description of the item If more space is needed simply continue the description on a comment line type Quantity ordered Enter the quantity ordered Two decimal places are allowed Unit of measure Enter the unit of measure Section 1 Page 29 Introduction System Description Unit cost Enter the unit cost per unit of measure Although this entry is not required this cost is used in reports and inquiries Three decimal places are allowed For miscellaneous charge line type sis ce ss ss ss ss ee eee eee ee eee Misc description Enter a description of this misc charge Misc amount Enter the amount of the misc charge Negative amounts may be entered by pressing the Field key after entry Two decimal places are allowed ESE Comment rne TYPE A A EG bile ie i BA AE SE SR eN BAG ees Comment Enter the comment This field is useful for shipping instructions continuation of an item description order confirmation info etc Print comment Enter Y to print the comment on the purchase order Otherwise the comment is for display only The default is N Explanation of command keys available F3 End the job F10 Switch to ADD mode ELT Switch to UPDA
30. horized by Enter the name of the person or department authorizing the purchase Purchase order date Enter the date of this order The default is today s date This entry is required m E Date needed Enter the date the goods are required Delivery date Enter th xpected delivery date of the goods Please note Upon entering the basic heading information for the purchase order you are prompted for a line number Purchase orders may contain up to 999 lines using any of three possible line types I item M miscellaneous charge or C comment Line number Enter a line number to identify this item misc charge or comment We suggest that you number your lines in such a way as to leave room for the insertion of other lines if necessary For example 10 20 30 40 etc This entry is required Delete code If this line has been deleted this field will be displayed with a D To un delete this line enter a blank Line type Enter one of three possible line types I M C R item Ine TYPE Ese xe cur RUE ue RE B Sob Re cr e RS Item number Enter the item number associated with this item If you have the CSS Inventory Control package installed the item master file will be searched for this item If found the item s vendor item number description unit of measure and last unit cost will be displayed and may be overridden Vendor s it
31. ice number Print name amp addr on invoice Terms code zm UG OQ a uuu rtg Introduction System This file contains one record for File Name CSSVEND Record Format VENDREC Key Field s VNVEND FIELD NO EMT NAME BYTES A VNDELT 1 A VNVEND 8 A VNNAME 30 A VNADR1 30 A VNADR2 30 A VNCITY 20 A VNSTTE 2 A VNZIP 10 A VNCONT 30 A VNPHON 20 A VNPTRI 20 A VNFOB 20 P VNDISC 3 Description LAYOUTS Vendor Master File ELD ENGTH Hy E E 30 30 30 20 10 30 20 20 20 4 2 very vendor FIELI ntered DESC RIPT Ve Ve Ve Ve Ve Ve Ve Co Delete ndor ndor ndor ON code number name address line 1 ndor ndor ndor ndor address city state zip code line 2 ntact name Telephon umber n Payment terms Freight On Order disco Section 1 Page 74 Board FOI B o unt Introduction System This file contains both open and closed purchase orders Description I P LAYOUTS Purchase Order Master File Each purchase order consists of a header record AAA and up to 999 detail lines which may be any of 3 line types FMT FU p og ru CU gt ge b gg D A er Se Record type AAA
32. inted The default is 01 Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function keys available F3 Cancel this job Section 1 Page 31 Introduction System Description Approve purchase orders Option 3 on the Processing PO2 menu Approve all new purchase orders Explanation of screen prompts Generate purchase transactions This prompt will appear only if you for Inventory Control have the CSS Inventory Control library CSSINV installed on your system Enter NO if you do not wish to create purchase transactions These transactions are used as input to the inventory control package The default is YES Please note Purchase transactions created by this step are output to a transaction file just as if they were keyed using the inventory control transaction entry step These transactions must be updated using option 3 on the inventory control processing menu Company code to print Enter a valid company code to print blank for ALL only the new orders for that company or F leave this entry blank to print for all companies The default is to print all Print approval listing Enter YES if you wish to print a listing of all new purchase orders The default is YES Run in batch Enter YES if you wish to run this job in batch mode The default is Y
33. iption Purchases Receipts history Option 5 on the Reports PO4 menu Print a history of purchases and or receipts for each item Two different report formats are available If both P amp R ALL transaction types are printed 3rd screen prompt a history of quantities ordered received and on order is printed If only type P or type R is chosen th xtended cost of those purchases or receipts is printed Explanation of screen prompts Sort sequence Enter 1 to print the report sorted by item number Enter 2 to sort by vendor by item number The default is 1 Company code to print Enter a valid company code to print blank for ALL only the items for that company or leave this entry blank to print for all companies The default is to print all Transaction type s to print Enter P to print purchases R to P R or blank for ALL print receipts or blank to print both purchases and receipts The default is blank Run in batch Enter YES if you wish to run this job in batch mode The default is YI EJ UI Job queue If you entered YES to run in batch enter the job queue to run from The default is OBATCH m Printer output queue Enter the name of the output queue to place this report on This entry defaults to your default output queue nter the number o ta Lines per inch print lines per inch The default is 6
34. lay prompt screen for PO406 PO407CL Print vendor labels PO407P Display prompt screen for PO407 PO414 Build receiving report work file PO501P Backup CSS master files PO502P Restore CSS master files CL Program Descriptions CL Prog Name Description PO503P Backup CSSPO purchase order receiving library PO510CL Enter or revise data dictionary defaults Section 1 Page 88 Introduction System Menu Name PO POL PO2 PO3 PO4 Description Menu Descriptions Description ain menu File maintenance menu Processing menu Inquiry menu Reports menu Section 1 Page 89 Commands for menu option DOON H 90 GO CSSPO PO1 GO CSSPO PO2 GO CSSPO PO3 GO CSSPO PO4 GO CSSPO PO5 CALL CSSPO PO120CL 50 GO CSSPO CSS SIGNOFF 1 CALL CSSPO PO101CL 2 CALL CSSPO PO102CL 3 CALL CSSPO PO103P 4 CALL CSSPO PO104P 5 CALL CSSPO PO105P 90 SIGNOFF l CALL CSSPO PO201CL 2 CALL CSSPO PO202P 3 CALL CSSPO PO203P 4 CALL CSSPO PO204P 5 CALL CSSPO PO205CL 6 CALL CSSPO PO206CL 7 CALL CSSPO PO207CL 8 CALL CSSPO PO208P 9 CALL CSSPO PO209P 90 SIGNOFF 1 CALL CSSPO PO301CL 2 CALL CSSPO PO302CL 90 SIGNOFF 1 CALL CSSPO PO401P 2 CALL CSSPO PO402P 3 CALL CSSPO PO403P 4 CALL CSSPO PO404P 5 CALL CSSPO PO405P Introduction Syste
35. ll allow you to revise or cancel a purchase order which has been approved and possibly even printed If receipts have been updated to this order the order cannot be canceled and vendor number or purchase order date may not be revised Line types and or item numbers may not be revised If you must correct an item number you should delete that line and add a new line containing the correct item number The entry fields and command function keys are the same as those detailed under option 1 of this menu Refer to that section of this manual for more information if needed If you have the CSS Inventory Control library CSSINV installed on your system the following prompt will appear prior to entry Explanation of screen prompts Generate transactions Enter NO if you do not wish to for Inventory Control create purchase and or on order adjustment transactions These transactions are used as input to the inventory control package The default is YES Please note Transactions created by this step are output to a transaction file just as if they were keyed using the inventory control transaction entry step These transactions must be updated using option 3 on the inventory control processing menu Explanation of command and function keys available F3 Cancel this job Section 1 Page 36 Introduction System Description Reprint purchase orders Option 6 on the Processing PO2 menu
36. m POS Menu Name CSS Description Utilities menu 6 CALL CSSPO PO406P 7 CALL CSSPO PO407CL Menu Descriptions Description CSS Applications menu il Section l Page 90 90 SIGNOFF 1 CALL CSSPO PO501P 2 CALL CSSPO PO502P 3 CALL CSSPO PO503P 10 CALL CSSPO PO510CL 90 SIGNOFF Commands for menu option CALL CSSPO INV 2 CALL CSSPO PO 3 CALL CSSPO OE 90 SIGNOFF Introduction
37. n this report your entries will This allows you to set up default options for each report or The next few pages of the man options available s to reflect these choices The next ti job be displayed ual discuss the features of Section 1 Page 15 ach one of me the menu Introduction System Description Application options Option 20 on the Main Menu PO menu Set options to control the operation of the entire application Explanation of entry fields Default company code Enter a 3 character alphanumeric code to specify the default company code for all entry screens This entry is required Use a single transaction Enter Y to use a single transaction file for file Y N all users or enter N to use a separate transaction file for each user ID Explanation of command and function keys available F3 End the job Section 1 Page 16 Introduction System Description File maintenance menu From this menu you can make selections regarding the maintenance of company vendor closed purchase order and POL xx PURC Fil Select one of the followi Company master Vendor master Remove deleted v Purge closed purc Purge purchases r OU DUN H 90 Sign off Selection or command gt The following menu options 1 Add update or delete company s 2 Add update or delete history files HASE ORDER RECEIVING e Mainte
38. nance Menu T ng ndors hase orders eceipts history are available flag vendors using this system 3 Remove vendors that have been flagged for deletion 4 Remove closed purchase orders from the PO master file You must enter a beginning and ending da 5 Remove purchases receip ending date to purge te to purge ts from the history file Section 1 Page 17 You must enter a beginning and Introduction System Description Section 1 Page 18 Introduction System Description Company master maintenance Option 1 on the File Maintenance POL menu Add revise or delete company s using the purchase order receiving system Explanation of entry fields ti Companv code Enter a 3 character alphanumeric code to identifv this companv This entrv is required 7 3 Company name ter the company name bi D Address City State Zip code ter the company address city state and zip Ship to Address Enter the ship to address city state and zip City State Zip code This address will print as the SHIP TO address on your purchase orders unless an override ship to address is entered on that purchase order If these entries are blank and an override is not entered the company address defaults as the SHIP TO address on the purchase order Automatic PO Enter Y if you wish to automatically number your numbers purchase order
39. nt all orders with an asterisk beside those that are overdue The default is YES Run in batch Enter YES if you wish to run this job in batch mode The default is YES Job queue If you entered YES to run in batch enter the job queue to run from The default is QBATCH Printer output queue Enter the name of the output queue to place this report on This entry defaults to your default output queue Lines per inch Enter the number of print lines per inch The default is 6 m E Characters per inch nter the number of characters per inch The default is 10 ta Form tvpe nter a special form tvpe to use The default is STD Hi Copies nter the number of copies to be printed The default is 01 Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function keys available F3 Cancel this job Section 1 Page 51 Introduction System Description Closed purchase order report Option 3 on the Reports PO4 menu Print a list of purchase orders that have been fully received Explanation of screen Company code to print blank for ALL or leave this entry bla all Beginning date to print wish to print prompts Enter a valid company code to print only the purchase orders for that c
40. o enter N to the company maintenance option regarding printing your company name and address on the PO Explanation of screen prompts Company code to print Enter a valid company code to print blank for ALL the purchase orders for that company or leave this entry blank to print for all companies The default is to print all Form size Enter 1 to print a 8 x 7 form Enter 2 to print a 8 x 11 form The default is 1 Run in batch Enter YES if you batch mode The default is YI EJ UI Job queue If you entered Y wish to run this job in ES to run in batch enter the job queue to run from The default is OBATCH Printer output queue Enter the name of the output queue to place this report on This entry defaults to your default output queue Form type Enter a special form type to use The default is SID Copies Enter the number of copies to be printed The default is 01 Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Section 1 Page 34 Introduction System Description Explanation of command and function keys available F3 Cancel this job Section 1 Page 35 Introduction System Description Revise Cancel open purchase orders Option 5 on the Processing PO2 menu Revise or cancel an open purchase orders This step wi
41. o not enter a decimal point Enter a line number for a type I Enter the quantity received Enter the unit cost per unit of measure this entry is not required t decimal places are assumed his cost is used in reports and inquiries Do not enter a decimal point Enter the quantity returned if any not be displayed while entering Enter the P O number used to identify this order line If this receipt has been deleted this field will be To un delete this receipt enter a blank If items ar amount to be returned Two decimal places are Although Three This entry is used in Enter Y This also applies to has no bearing on the quantity received or on Two decimal places are allowed if this item has been completely received for those cases where the total item is Section 1 Page 40 xpected you should enter N this is a partial receipt and The default is N Introduction System Description Date received Enter the date of this receipt today s date Explanation of command keys available F3 End the job F12 Return to previous entry screen F23 Delete this receipt ROLL UP Move forward through existing line items ROLL DOWN Move backward through existing line items Section 1 Page 41 The default is Introduction System Description Print receipts edit Option 8 on
42. ob in batch mode The default is YI Pi UI Job queue If you entered YES to run in batch enter the job queue to run from A Printer output queue Enter the name of the output queue to place this report on This entry defaults to your default output queue Lines per inch Enter the number of print lines per inch The default is 6 nter the number of characters per inch Hi Characters per inch The default is 10 Form type Enter a special form type to use The default is SID Copies Enter the number of copies to be printed The default is 01 Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function keys available F3 Cancel this job Section 1 Page 50 Introduction System Description Open purchase order report Option 2 on the Reports PO4 menu Print a list of purchase orders containing items to be received Explanation of screen prompts Company code to print Enter a valid company code to print blank for ALL only the purchase orders for that company or leave this entry blank to print for all companies The default is to print all Print only orders that Enter YES to print only those orders are overdu that were not received by their delivery date Enter NO if you wish to pri
43. ode The default is YI t UI Job queue If you entered YES to run in batch enter the job queue to run from The default is OBATCH Printer output queue Enter the name of the output queue to place this report on This entry defaults to your default output queue Lines per inch Enter the number of print lines per inch The default is 6 Characters per inch Enter the number of characters per inch The default is 10 Form type Enter a special form type to use The default is SID Copies Enter the number of copies to be printed The default is 01 Hold spooled file Enter YES if you wish to hold the printout on Section 1 Page 57 Introduction System Description the output queue for printing at a later time The default is NO Explanation of command and function keys available F3 Cancel this job Section 1 Page 58 Introduction System Description Print vendor labels Option 7 on the Reports PO4 menu Print labels with vendor name and address listed File folder labels label size 2 print vendor name only Explanation of screen prompts lst screen Beginning vendor number Enter the first vendor number you wish to print Ending vendor number Enter the last vendor number you wish to print Label size Enter 1 to print 15 16 x 3 1 2 labels Enter 2 to print 7 16 x 3 1 2
44. oduction System Description PLUMBING SUPPLY WHOLESALE 101 DISTRIBUTION DRIVE P O BOX 9201 BIRMINGHAM AL 35209 9201 Section 1 Page 72 Introduction System This fil File Nan CSSCO Record Format ld s Description D LAYOUTS Company Master File COMPR EC COCO le contains one record for every company entered Key Fiel FMT NAME NO BYTES Hy ELD NGTH E E I RIPTION PPrPara rrrrrrrrarrrrrYr YS PP COCOMP CONAME COME TH COADR1 COADR2 COCITY COSTTE COZIP COAUPO CONXTP COPRTP COSHA1 COSHA2 COSHCT COSHST COSHZP COBLND COAUOR CONXTO COPRTO CONXTI COPRTI COTERM 30 30 30 20 10 30 30 20 10 30 30 30 20 10 30 30 20 10 Section 1 Page 73 Company code Company name Costing method A F L R Company address line 1 Company address line 2 Company city Company state Company zip code utomatic PO numbers ext PO number rint name address on PO hip to address line 1 hip to address line 2 hip to city hip to state hip to zip code lind receipts entry utomatic order numbers Next order number Print name addr on order Next invo
45. of the following Purchase order entry Print new order edit Approve purchase orders Print purchase orders Revise Cancel open purchase orders Reprint purchase orders Receipts entry Print receipts edit Receipts update o 0 HOU 3 Ww N HH KO o Sign off Selection or command gt The following menu options are available 1 Add revise or delete a new purchase order 2 Print an edit of all new purchase orders awaiting approval 3 Approve all new purchase orders 4 Print all approved purchase orders not previously printed 5 Revise or cancel an open purchase order Section 1 Page 26 Introduction System Description 6 Reprint one or more open purchase orders Print an edit of receipts entered Update receipts entered Section 1 Page 27 Enter receipts against open purchase order quantities Introduction System Description Purchase order entry Option 1 on the Processing PO2 menu Add revise or delete a new purchase order Explanation of entry fields For purchase order heading Company code is automatically dup you may press CMD 12 Purchase order number Enter a valid company code During entry this field licated from the previously entered purchase order however to page back and change the company at any time Enter a P O number to identify this order During ADD mode
46. ompany Ending date to print M wish to print Run in batch batch mode The default is YI Job queue the job queue to run Printer output queue place this report on Lines per inch The default is 6 Characters per inch The default is 10 Form type default is STD Copies The default is 01 Hold spooled file nk to print for all companies The default is to print MMDDYY Enter the date of the first purchase orders you DYY Enter the date of the last purchase orders you Enter YES if you wish to run this job in El UI If you entered YES to run in batch enter from The default is QBATCH Enter the name of the output queue to This entry defaults to your default output queue Enter Y Enter the number o Enter the number o print lines per inch f characters per inch Enter a special form type to use The Enter the number of copies to be printed ES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function keys available Section 1 Page 52 Introduction System F3 Description Cancel this job Section 1 Page 53 Introduction System Description Receiving report Option 4 on the Reports PO4 menu Print list of items to be rec
47. orts PO4 ER PURCHASE ORDER RECEIVING Reports Menu Select one of the following JOOT W ND HH 90 Sign off Selection or command gt Vendor master listing Open purchase order report Closed purchase order report Receiving report Purchases Receipts history Vendor performance report Vendor labels The following menu options are available all approved purchase orders which contain items to be orders are noted all purchase orders that have been fully received items to be received This report aids receiving personnel logging receipts 1 Print a master listing of vendors 2 Print a listing of received Overdu 3 Print a listing of 4 Print a listing of in forecasting and 5 Print a history of purchases and receipts for each item Section 1 Page 48 Introduction System Description 6 Print an analysis of vendor performance based on purchase vs receipts history information 7 Print labels with vendor information listed Section 1 Page 49 Introduction System Description Vendor master listing Option 1 on the Reports PO4 menu Print a master listing of vendor information Explanation of screen prompts Sort sequence Enter 1 to print the report sorted by vendor name Enter 2 to sort by vendor number The default is 1 Run in batch Enter YES if you wish to run this j
48. purchase orders you wish to remove Run in batch Enter YES if you wish to run this job in batch mode The default is YI El UI Job queue If you entered YES to run in batch enter the job queue to run Explanation of command and function keys available F3 Cancel this job Section 1 Page 24 Introduction System Description Purge purchases receipts history Option 5 on the File Maintenance PO1 menu Remove purchase and receipt transactions from the history file within a range of dates Only closed items are removed Explanation of screen prompts Beginning date to purge Enter the date of the first transactions you wish to remove tej Ending date to purge nter the date of the last transactions you wish to remove 1 Run in batch batch mode The default is YI nter YES if you wish to run this job in El UI Job queue If you entered YES to run in batch enter the job queue to run Explanation of command and function keys available F3 Cancel this job Section 1 Page 25 Introduction System Description Processing menu From this menu you can make selections regarding the entry approval and printing of purchase orders as well as the entry edit and update of receipts against open purchase orders PO2 PURCHASE ORDER RECEIVING Processing Menu Select one
49. rchase order you want Then enter the line number of that order F12 Return to the company code P O number entry screen HELP key Displays a help screen ROLL UP ove forward through lines ROLL DOWN ove backward through lines Section 1 Page 46 Introduction System Description Option 2 on the order Purchases Receipts history inquiry Inquiry PO3 menu Display purchase and receipt information Transactions are grouped by purchase Explanation of entry fields Company code Item number Enter a valid company code Enter an item number entered on a purchase order Explanation of command and function keys available F3 End the job F4 Display an alphabetized directory of all items that have been entered You may select an item from this directory for display Roll forward and backward or position the directory alpha search until you find the item you want Then enter the line number of that item F12 Return to the company code item number entry screen ENTER Page forward another group of transactions HELP key Displays a help screen ROLL UP Pages the item directory forward ROLL DOWN Pages the item directory backward Section 1 Page 47 Introduction System Description Reports menu From this menu you can print various purchasing and or receiving analysis rep
50. re allowed Explanation of command and function keys available F3 End the job F4 Display an alphabetized directory of all vendors that have been entered You may select a vendor from this directory for editing Roll forward Section 1 Page 21 Introduction System and backward or position the directory Description enter the you want Then F12 F23 Delete HELP key ROLL UP ROLL DOWN If vendors are add is ended Return to the vendo flag this vendor Displays a help screen Pages Pages ed or Explanation of screen prompts Print added vendor S added during this session updated deleted vendors Print Printer output que Lines per inch The default is Characters per inc The default is Form type or deleted during this session ue place this report on h 10 default is STD Copies The default is Hold spooled file the output queue for printing at a later time 01 alpha search line number of that vendor bi D Enter Y until you find the vendor r number entry screen the vendor directory forward the vendor directory backward revised the following prompts are displayed after the job You have the option of printing added and or revised and deleted vendors Enter YES if you wish to print vendors
51. s as they are added The default is N Next PO number If you entered Y in the previous field you must enter the next PO number to use This entry is updated as purchase orders are added and may be changed at any time Print company and Enter Y to print the company name and address on address on PO your purchase order forms If your forms are pre printed with the company name you should enter N in this field The default is N Use blind Enter Y if you wish to enter receipts without receipts entry displaying the quantity ordered unit cost previous receipts and current quantity on order This technique is sometimes used to insure that receiving personnel actually count the items received without prior knowledge of quantities ordered or due The default is N Section 1 Page 19 Introduction System Description Explanation of command and function keys available F3 End the job F4 Display an alphabetized directory of all companies that have been entered You may select a company from this directory for editing Roll forward and backward or position the directory alpha search until you find the company you want Then enter the line number of that company F12 Return to the company code entry screen F23 Delete this company HELP key Displays a help screen ROLL UP Pages the company directory forward ROLL DOWN Pages the company directory backward Section 1 Pag
52. screens User may exit program from directory list screens Purchase order form may be printed in two different form sizes All programs have been modified to accept and process dates past 12 31 99 Section 1 Page 10 Introduction System Description Installation Checklist The entire Purchase Order Receiving library named CSSPO is contained on 2 diskettes or 1 tape This includes the complete source code NEW INSTALLATION 1 Mount the first diskette or tape 2 Enter RSTLIB SAVLIB CSSPO DEV device name 3 If you DO NOT have the Inventory Control or Order Entry lnvoicing software installed enter the following Enter RSTLIB SAVLIB CSSDATA DEV device name 4 Enter CALL CSSPO INSTALL 5 If you are upgrading from Version 1 0 which runs in the S 36 environment enter the following Enter CALL CSSPO CONVERT INSTALLING A NEW RELEASE 1 Save the existing Purchase Order Receiving library Mount a diskette or tape and key the following bi ta ter SAVLIB LIB CSSPO DEV device name SAVLIB LIB CSSDATA DEV device name 2 Rename the existing Purchase Order Receiving library and data library to a different name Key the following Enter RNMOBJ OBJ CSSPO OBJTYPE LIB NEWOBJ CSSPOOLD RNMOBJ OBJ CSSDATA OBJTYPE LIB NEWOBJ CSSDATAOLD
53. t screen for PO104 PO105CL Purge purchases receipts history PO105P Display prompt screen for PO105 PO112CL Print vendor master maintenance listing PO120CL Enter application options PO201CL Purchase order entry PO202CL Print new order edit PO202P Display prompt screen for PO202 PO203CL Approve purchase orders Section 1 Page 86 Introduction System Description PO203P Display prompt screen for PO203 PO204CL Print purchase orders PO204P Display prompt screen for PO204 PO205CL Revise Cancel open purchase orders PO206CL Reprint purchase orders CL Program Descriptions CL Prog Name Description PO206P Display prompt screen for PO206 PO207CL Receipts entry PO208CL Print receipts edit PO208P Display prompt screen for PO208 PO209CL Receipts update PO209P Display prompt screen for PO209 PO301CL Purchase order inquiry PO302CL Purchases Receipts history inquiry PO401CL Print vendor master listing PO401P Display prompt screen for PO401 PO402CL Print open purchase order report PO402P Display prompt screen for PO402 PO403CL Print closed purchase order report PO403P Display prompt screen for PO403 PO404CL Print receiving report Section 1 Page 87 Introduction System Description PO404P Display prompt screen for PO404 PO405CL Print purchases receipts history PO405P Display prompt screen for PO405 PO406CL Print vendor performance report PO406P Disp
54. te code D 3 Company code 8 Purchase order number 3 0 Line number 001 999 de Line type M 40 Miscellaneous description Section I Page 77 Introduction System Description P PMMAMT 5 9 2 Miscellaneous amount Section 1 Page 78 Introduction System Description la L E LAYOUTS Purchase Order Master File Continued Record type G Comment weed A A E E a E E a N A N A File Name CSSPOC Logical Files s CSSPO Record Format POCREC Key Field s PNCOMP PNPONO PNLINE FIELD NO FIELD FIELD EMT NAME BYTES LENGTH DESCRIPTION A PNDELT 1 1 Delete code D A PNCOMP 3 3 Company code A PNPONO 8 8 Purchase order number N PNLINE 3 3 0 Line number 001 999 A PNLTYP 1 1 Line type C A PNCMNT 40 40 Comment A PNPRTC 1 1 Print comment Section 1 Page 79 Introduction System Description I P LAYOU TS Purchases Receipts History File This file contains a history of all purchases and receipts File Name FMT UPPPZPPUUDPPPZPPIP File Name FMT Ze mp Record Form Record type R Record Form CSSHI at CSSHI at STP Record
55. ter NO if you do not wish to create receipt and or on order adjustment transactions These transactions are used as input to the inventory control package The default is YES Please note Transactions created by this step are output to a transaction file just as if they were keyed using the inventory control transaction entry step These transactions must be updated using option 3 on the inventory control processing menu Print update listing Enter YES if you wish to print a report showing updates of receipts against purchases The default is YES Run in batch Enter YES if you wish to run this job in batch mode The default is YI El UI Job queue If you entered YES to run in batch enter the job queue to run from The default is OBATCH Printer output queue Enter the name of the output queue to place this report on This entry defaults to your default output queue Lines per inch Enter the number of print lines per inch The default is 6 Characters per inch Enter the number of characters per inch The default is 10 Form type Enter a special form type to use The default is SID Copies Enter the number of copies to be printed The default is 01 Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Section 1 Page 43 Introd
56. tion tasks and 3 Operate the system in an efficient productive manner Part 1 of this manual INSTALLATION AND OPERATION covers all of the above Part 2 of the manual SYSTEM DOCUMENTATION contains detailed reference material describing the reports programs procedures and menus used in Purchase Order Receiving This information will aid a programmer in customizing the package should you decide to do so Disclaimer of Warranty This software and manual are sold as is Acclaim Software or any distributor of this package does not warrant that the software will meet the user s requirements and can assume no liability for the misuse of any part of the package It is the user s responsibility to determine if the programs procedures and other information are suitable for the user s needs The user should back up files and libraries periodically to insure against a loss of information Section 1 Page 8 Introduction System Description Package Features Multi company capability T Full interface to CSS Inventory Control or may be used as a stand alone system E On line entry and editing of purchase orders and receipts w Automatic and or manual assignment of purchase order numbers x Purchase order entry allows for terms FOB point ship via buyer override ship to date needed delivery date requested by authorized by order
57. troduction System Description PAGE ilu DATE 8 23 89 VENDOR PERFORMANCE REPORT TIME 14 26 21 REPORT ID PO406 COMPANV BHM BIRMINGHAM TOTAL ITEMS ITEMS ITEMS ITEMS ITEMS ITEMS AVERAGE TOTAL TOTAL CLOSED DEL ON DEL AT BELOW ABOVE WITH ORDER ORDERS VENDOR VENDOR NAME ORDERS ITEMS TIME LATE QUOTE QUOTE QUOTE RETURNS AMOUNT AMOUNT A11023 VALLEY SUPPLY COMPANY 2 5 3 2 5 0 0 il 1724 50 345 00 C47567 ALLEN LUMBER 1 4 4 0 2 1 T 1 3 192 80 3 192 80 s10001 ROSWELL SIDING AND SCREEN al 2 2 0 1 1 0 0 229 50 229 50 COMPANY TOTALS 4 EE 9 2 8 2 ad 2 941 83 3 767 30 Section 1 Page 70 Introduction System Description VAI LEY SUPPLY COMPANY 222 WEST VALLEY AVENUE ALBANY AMERICAN FLAG CO 122 OXMOOR ROAD DALLAS SAM S WHOLESALE 500 PARKWAY EAST RALEIGH REYNOLDS ALUMINUM 1 REYNOLDS DRIVE P O DRAWER 302 DES MOINES 5001 ALTON ROAD PELLA WINDOW COMPANY O NE PELLA DRIVE MOORE BUSINESS FO RMS 1001 OFFICE PARK OFFICE PARK SOUTH RALEIGH T DR NY TX NC TX NC 10019 10101 50050 20110 20110 50005 40050 Vendor Labels Section 1 Page 71 Intr
58. uction System Description Explanation of command and function keys available F3 Cancel this job Section 1 Page 44 Introduction System Description Inquiry menu From this menu you can make selections to display purchase order and purchases receipts history PO3 PURCHASE ORDER RECEIVING Inquiry Menu Select one of the following 1 Purchase order 2 Purchases Receipts history 90 Sign off Selection or command gt The following menu options are available 1 Display purchase order information including order status reference fields the extended costs for each item and the order total 2 Display a history of purchases and receipts for a particular item are grouped by purchase order Section 1 Page 45 Transactions Introduction System Description Purchase order inquiry Option 1 on the Inquiry PO3 menu Display purchase orders Explanation of entry fields Company code Enter a valid company code P O number Enter a valid purchase order number for this company Explanation of command and function keys available F3 End the job F4 Display an alphabetized directory of all purchase orders that have been entered You may select an order from this directory for display Roll forward and backward or position the directory alpha search until you find the pu

Purchase Order/Receiving 2.0

Contents

Download Pdf Manuals

Related Search

Related Contents