PURCHASE ORDER

INTRODUCTION:

THE PURCHASE ORDER MODULE ALLOWS YOU TO CREATE PURCHASE ORDER RECORDS TYING
SPECIFIC SALES TO INVENTORY AND ACCOUNTS PAYABLE FILES. THIS MODULE ALSO
ALLOWS YOU TO GENERATE PURCHASE ORDERS INDIVIDUALLY OR IN MASS AND TO
GENERATE REPORTS LISTING SUGGESTED PURCHASES AND ACTUAL PURCHASES.

THE FIRST PRIMARY OPTION IN THIS MODULE IS TO QUOTE PRODUCTS TO MULTIPLE
VENDORS AT DIFFERENT PRICES, SIMILAR TO HOW PRODUCT IS QUOTED TO CUSTOMERS IN
TELSEL. THE OTHER PRIMARY OPTION IS TO BE ABLE TO POST THE PURCHASE ORDER IN
DETAIL TO THE INVENTORY SYSTEM AND IN TOTAL TO THE ACCOUNTS PAYABLE SYSTEM.

PURCHASE ORDER PROGRAM MENU

F2 - MAIN MENU

1 - BUILD PURCHASE ORDER
2 - PRINT PURCHASE ORDER
3 - POST PURCHASE ORDER
4 + LIST SUGGESTED PURCHASES
5 + VENDOR PURCHASE REPORT
6 + UN-POSTED PURCHASE ORDER REPORT
7 - RE-INDEX PURCHASE ORDERS
8 - RESET PURCHASE ORDER FILE

B.1 BUILD PURCHASE ORDER

THE "PURCHASE ORDER DATE" SCREEN ALLOWS ACCEPTANCE OF THE SYSTEM DATE OR
ENTRY OF ANOTHER DATE.
SYSTEM DATE : XX/XX/XX

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SCREEN FIELDS DESCRIPTION
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SYSTEM DATE DATE USED BY "PURCHASE ORDER" FOR SELECTING ACCOUNTS AND
FOR DATING INVOICES.

TO ACCEPT THE SYSTEM DATE, PRESS {ENTER}.

TO ENTER A DIFFERENT DATE, TYPE IN THE DATE DESIRED PRESS
{ENTER}.

PRINT ONLY OUT OF STOCK PRODUCTS (Y/N)? N

THIS QUESTIONS DEFAULTS TO NO, BUT WILL ALLOW YOU TO SELECT IF YOU WANT TO
SEE ALL THE PRODUCTS QUOTED TO A SPECIFIC VENDOR OR ONLY THE PRODUCTS THAT
ACCORDING TO THE METHOD OF ANALYSIS YOU ARE USING WHAT NEEDS TO BE ORDERED TO
BRING YOUR INVENTORY BACK TO THE DESIRED LEVEL.

METHOD OF ANALYSIS:

THE PURCHASE ORDER WILL ANALYZE YOUR INVENTORY ON RE-ORDER SET POINTS LOCATED
ON THE ADD/EDIT PRODUCT SCREEN, OR ORDER ON HISTORY BASED ON UP TO 5 WEEKS
AVERAGING AND THE WEEKS TO ORDER AND WEEKS TO RECEIVE. (SEE INVENTORY MANUAL
FOR COMPLETE DEFINITION)

THE SECTION OF MAIN INTEREST IS THE "PURCHASE ORDER ENTRY" SECTION WHICH
CONTAINS THE INFORMATION NEEDED TO INPUT A PURCHASE ORDER.

**SCREEN DISPLAY**

YOU ARE AT THE "VENDOR #" FIELD WHEN YOU ENTER THIS SCREEN. TYPE IN THE
NUMBER OF THE VENDOR AND PRESS {ENTER} OR PRESS THE DOWN ARROW FOR ALPHA
SEARCH, AND TYPE IN THE PARTIAL NAME OF THE DESIRED VENDOR, OR PRESS THE DOWN
ARROW KEY AGAIN TO SCROLL THROUGH THE VENDOR FILE. WHEN THE DESIRED VENDOR IS
DISPLAYED PRESS {ENTER} TO PULL THAT VENDORS INFORMATION. UNLESS YOU WISH TO
EDIT OR DELETE AN EXISTING PURCHASE ORDER (EDIT AND DELETION PROCEDURE
EXPLAINED BELOW). INFORMATION ON THAT VENDOR IS ACCESSED BY THE COMPUTER AND
APPEARS ON YOUR SCREEN. TO ENTER A PURCHASE ORDER FOR A VENDOR, TYPE IN THE
NUMBER FROM THE PURCHASE ORDER OR ALLOW THE SYSTEM TO ASSIGN THE PURCHASE
ORDER NUMBER AND PRESS {ENTER}.

YOU MAY EDIT A PURCHASE ORDER THAT HAS BEEN ENTERED AT THE "PURCHASE ORDER"
SCREEN THAT IS NOT POSTED TO EITHER INVENTORY OR ACCOUNTS PAYABLE.

EDIT PROCEDURE
PRESS {ENTER} TO LEAVE THE CUSTOMER # FIELD BLANK. NEXT TYPE IN THE
NUMBER OF THE PURCHASE ORDER YOU WISH TO EDIT. IF THE PURCHASE
ORDER IS NOT POSTED AND IS ENTERED IT DISPLAYS ON THE SCREEN.

YOU MAY DELETE A PURCHASE ORDER THAT HAS BEEN ENTERED AT THE "PURCHASE ORDER"
SCREEN THAT HAS NOT BEEN POSTED TO EITHER INVENTORY OR ACCOUNTS PAYABLE.

DELETE PROCEDURE
TYPE IN THE THREE LETTERS "DEL" AND PRESS {ENTER} AT THE "VENDOR
#" FIELD. NEXT TYPE IN THE PURCHASE ORDER NUMBER THAT YOU WISH TO
REMOVE AND PRESS {ENTER}. THE SYSTEM DISPLAYS THE PURCHASE ORDER
IN A WINDOW AND ASKS:

DO YOU WANT TO DELETE THIS PURCHASE ORDER (Y/N)

IF YOU PRESS {Y} THEN {ENTER}, THE PURCHASE ORDER IS DELETED. IF
YOU PRESS {N} THEN {ENTER}, THE PURCHASE ORDER IS NOT DELETED BUT
DISPLAYS ON THE SCREEN AS THOUGH YOU HAD SELECTED IT FOR EDIT.

FOLLOWING IS A DETAILED EXPLANATION OF ALL SECTIONS OF THE "PURCHASE ORDER
ENTRY" SCREEN. MORE DETAIL IS PROVIDED ON THIS PROGRAM AS IT CONTAINS,
CREATES , OR HAS ACCESS TO INFORMATION THAT IS USED ON PRODUCT OR VENDOR
ANALYSIS.




VENDOR INFORMATION SECTION

THE NAME AND ADDRESS IN THIS SECTION CAN BE CHANGED FOR THE PURCHASE ORDER IN
PROGRESS ONLY. PERMANENT CHANGES TO NAME AND ADDRESS, OR ANY OTHER
INFORMATION DISPLAYED IN THIS SECTION CAN BE CHANGED THROUGH THE "UPDATE
MASTER VENDOR" WINDOW (?) WHICH IS A WINDOW TO THE VENDORS MASTER FILE
INFORMATION ENTERED IN "ADD/EDIT VENDOR" (2.1).(SEE "UPDATE MASTER VENDOR
WINDOW" FOR MORE INFORMATION.)

**SCREEN DISPLAY**

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SCREEN FIELDS DESCRIPTION
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VENDOR NAME VENDOR'S NAME AND ADDRESS.
AND ADDRESS

PHONE NUMBER VENDOR'S PHONE NUMBER.

FAX NUMBER VENDOR'S FAX NUMBER.

CONTACT PERSON TO CONTACT AT VENDOR'S ACCOUNT.

SHIP TO SECTION THE BLOCK TO THE RIGHT OF THE VENDOR INFORMATION BLOCK IS
RESERVED FOR THE SHIP TO NAME AND ADDRESS. THIS
INFORMATION IS TAKEN FROM THE ADD/EDIT COMPANY (9.6)

TERMS THE PAYMENT TERMS AS DEFINED IN THE ADD/EDIT VENDOR FILE
(2.1)

WEIGHT THE TOTAL WEIGHT OF THE OPEN PURCHASE ORDER IS CALCULATED
AND DISPLAYED JUST ABOVE THE FIRST PRODUCTS EXTENDED
COST.

**SCREEN DISPLAY**

ORDER ENTRY SECTION

THE FIELDS IN THE BODY OF THE SCREEN ARE FOR ENTERING THE VENDOR'S QUOTED OR
ORDERED PRODUCTS. ANY PRODUCT ENTERED THAT HAS A QUOTED QUANTITY EQUAL TO
ONE (1) OR GREATER UNDER THE TERMS COLUMN IS CONSIDERED TO BE A QUOTED
PRODUCT TO THE VENDOR.

IF YOU DO NOT WISH A PARTICULAR PRODUCT TO BE QUOTED TO THE VENDOR THAT YOU
ARE ENTERING, THEN ENTER A ZERO (0) OR LEAVE THE QUANTITY FIELD BLANK.

THE FIELDS ON THIS SCREEN ARE LISTED IN COLUMNS FROM LEFT TO RIGHT FOR ENTRY
OF MULTIPLE LINE ITEMS. EACH LINE ITEM ORDER SHOWS THE EXTENDED COST AT THE
RIGHT, AND ALL LINE ITEMS ARE TOTALLED AT THE BOTTOM.

**SCREEN DISPLAY**


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SCREEN FIELDS DESCRIPTION
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PRODUCT # PRODUCT NUMBER BY WHICH THE ITEM IS IDENTIFIED. UP TO 200
PRODUCTS CAN BE QUOTED TO A VENDOR. THE SCREEN SCROLLS
TO THE NEXT PAGE WHEN NINE PRODUCTS HAVE BEEN ENTERED.
THE PAGE NUMBER IN THE TOP RIGHT-HAND CORNER INDICATES
WHICH PAGE YOU ARE PRESENTLY WORKING ON. TO MOVE FORWARD
A PAGE, PRESS {F1}. TO MOVE BACKWARDS A PAGE, {F3}.

DESCRIPTION NAME OF THE PRODUCT. APPEARS WHEN A PART NUMBER IS
ENTERED.

QUOTED PRODUCT THE NUMBER (1) OR GREATER KEYED BY OPERATOR, THIS FIELD
IS USED TO DETERMINE THE NUMBER OF TIMES THE QUOTED PRICE
HAS BEEN CHANGED FOR THIS VENDOR. TO ADD A NEW PRODUCT
TO THE VENDOR'S QUOTED PRICE LIST, REPLACE A ZERO IN THIS
FIELD WITH A GREATER VALUE. THE "QUOTED PRODUCT WINDOW"
IMMEDIATELY APPEARS FOR QUOTED PRODUCT MAINTENANCE.(A
DETAILED EXPLANATION OF THE "QUOTED PRODUCTS WINDOW"
FOLLOWS.)

TO LIST A PRODUCT FOR A SINGLE PURCHASE ONLY, LEAVE A
ZERO(NO NUMBER IS ENTERED) IN THIS FIELD.

ACTUAL QUANTITY THE ACTUAL QUANTITY OF THE ITEM ORDERED OR RETURNED TO
THE VENDOR. "PURCHASE ORDER" MULTIPLIES THE QUANTITY
TIMES THE UNIT COST FOR A LINE ITEM TOTAL. TO BYPASS A
PRODUCT ON A PURCHASE ORDER, LEAVE A ZERO IN THE FIELD.
TO CREDIT AN ITEM RETURNED (CREATE A CREDIT MEMO), ENTER
A NEGATIVE QUANTITY IN THIS FIELD.

UNIT COST THE COST OF AN ITEM PER CASE OR INDIVIDUAL UNIT.(IF A
PRODUCT IS DEFINED AS A CASE OR UNIT THE PURCHASE ORDER
SYSTEM WILL ALWAYS DEFAULT TO THE CASE CONFIGURATION).
THIS MAY BE A SPECIAL QUOTED COST ESTABLISHED FOR A TIME
INTERVAL. QUOTED COSTS ARE MAINTAINED IN THE "QUOTED
PRODUCT WINDOW".

EXTENDED COST QUANTITY ORDERED TIMES ITEM COST = TOTAL COST. CALCULATED
BY "PURCHASE ORDER".

QUANTITY TYPES QUANTITY TYPES INFORM "PURCHASE ORDER" HOW TO CALCULATE
THE TOTAL FOR THE LINE ITEM, BASED ON THE COST MAINTAINED
IN THE INVENTORY FILE OR QUOTED IN THE "QUOTED PRODUCT
WINDOW".

C = CASE COST
U = UNIT COST
N = SOLD ONLY ONE WAY

TOTAL PURCHASE ORDER TOTAL. TOTAL COST OF PRODUCT FOR THIS
VENDOR ON THIS PURCHASE ORDER.

WHEN FINISHED ENTERING A PURCHASE ORDER PRESS {F2}.
**SCREEN DISPLAY**

IF YOU WISH TO (S)TORE THE PURCHASE ORDER AS IT APPEARS PRESS {S}. THE
PURCHASE ORDER NUMBER ASSIGNED AND STORED APPEARS AND A BLANK "ORDER ENTRY"
SCREEN FOLLOWS.

IF YOU WISH TO EXIT WITHOUT STORING USE THE (N)EXT SCREEN, ENTER "N". AT
THIS POINT THE COMPUTER ASKS YOU IF YOU WISH TO EXIT THE SCREEN WITHOUT
STORING THE PURCHASE ORDER "Y" FOR EXIT AND "N" WILL RETURN YOU TO THE
PURCHASE ORDER. AGAIN A BLANK "PURCHASE ORDER ENTRY" SCREEN APPEARS.

IF YOU WISH TO EXIT BACK TO THE PURCHASE ORDER MENU SCREEN, HOLD DOWN THE
{CTRL} KEY AND PRESS {E}.

IF YOU WISH TO (R)ETURN TO THE SCREEN TO INPUT FURTHER INFORMATION ON THE
PURCHASE ORDER (OR YOU PRESSED {PF2} IN ERROR) PRESS {R}. YOU ARE RETURNED
TO THE PLACE ON THE SCREEN THAT YOU PRESSED {PF2}.

FUNCTION KEYS

FUNCTION KEYS ARE AVAILABLE TO ASSIST WITH PROCESSING. THEY ARE LISTED AT THE
BOTTOM OF THE SCREEN.

**SCREEN DISPLAY**

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FUNCTION KEYS FUNCTIONS
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F1-PAGE DOWN SCROLLS DOWN TO NEXT SCREEN WHEN THERE IS MORE THAN ONE
SCREEN OF PRODUCTS.

F2-EXIT EXITS THE CURRENT PURCHASE ORDER, GIVING THE CHOICE TO:
1) STORE THE PO (S), 2) ABORT THE PO (N), 3) EXIT TO THE
MENU (CONTROL-E), OR 4) RETURN TO THE CURRENT PO (R).
THE FIRST TWO OPTIONS RE-DISPLAY THE "PURCHASE ORDER
ENTRY SCREEN" FOR ENTRY OF ADDITIONAL PURCHASE ORDERS.


PF3-PAGE UP SCROLLS UP TO PREVIOUS SCREEN WHEN THERE IS MORE THAN ONE
SCREEN OF PRODUCTS.

PF4-COMMENT ACCESSES A COMMENTS WINDOW. EACH PURCHASE ORDER HAS
ACCESS TO FIVE LINES OF FORTY CHARACTER LONG COMMENTS
USED AT THE FOOT OF THE PURCHASE ORDER YOU ARE BUILDING.
WHEN CHANGES TO COMMENTS ARE COMPLETED, EXIT BY PRESSING
{F2}.

^W-TO PART WHILE IN THE BODY OF THE PURCHASE ORDER, SENDS YOUR
CURSOR DIRECTLY TO THE LEFT-HAND COLUMN. THE PRODUCT
NUMBER COLUMN. THIS IS USED TO ELIMINATE KEY STROKES.



QUOTED PRODUCT WINDOW
THE QUOTED PRODUCT WINDOW ALLOWS THE USER TO ENTER INFORMATION FOR PRODUCTS
THAT ARE STANDARD TO A VENDOR'S PURCHASE ORDER. DATA MAINTAINED INVOLVES
COST, QUANTITY AND UNITS. QUOTED PRODUCTS ARE NORMALLY SET UP FOR A VENDOR
TO MAINTAIN THE ACTUAL COST, SINCE THE SAME PRODUCT MAY BE PURCHASED FROM
SEVERAL DIFFERENT VENDORS. A VENDORS PRODUCT NUMBER CAN ALSO BE LINKED TO
THE QUOTED PRODUCT AND PRINTED ON THE PURCHASE ORDER.

**SCREEN DISPLAY**

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SCREEN FIELDS DESCRIPTION
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PRODUCT NUMBER DISPLAYS THE PRODUCT NUMBER FROM THE "PURCHASE ORDER"
MAIN SCREEN. RETAIN THIS PART NUMBER ON THE VENDOR'S LIST
BY PRESSING {ENTER}.

TO REMOVE THE PRODUCT FROM THE VENDOR'S QUOTED PRICE LIST
IF YOU HAVE QUOTED THE PRODUCT NUMBER IN ERROR, CLEAR THE
FIELD BY PRESSING THE SPACE BAR, {ENTER}, THEN {F2} TO
RETURN TO THE "ORDER ENTRY" SCREEN.

DESCRIPTION NAME OF THE PRODUCT

LIST COST ACTUAL COST FOR THE PRODUCT (DEFAULTS FROM ADD/EDIT
PRODUCT). RESET BY CHANGING THE QUOTED COST.

QUOTED COST COST INDIVIDUALLY QUOTED TO THIS VENDOR. TYPE IN "LIST"
TO SELECT THE LIST COST ON FILE FOR THE PRODUCT.

DATE QUOTED DATE THE SPECIAL COST WAS QUOTED TO THE VENDOR OR LAST
TIME THE COST WAS CHANGED. DEFAULT IS THE SYSTEM OR
"PURCHASE ORDER" DATE.

DATE VALID THE DATE THROUGH WHICH THE QUOTED PRICE IS GUARANTEED BY
THE VENDOR.

SUGGESTED QUANTITY THIS IS USED TO SEE THE NUMBER OF TIMES THE PRICE HAS
CHANGED ON A SPECIFIC PRODUCT FOR THIS VENDOR, EACH TIME
THE QUOTE IS CHANGED THE NUMBER SHOULD BE ADDED BY ONE.
DEFAULT IS THE VALUE ENTERED ON THE "PURCHASE ORDER
SCREEN". THIS VALUE MUST BE CHANGED OR THE CHANGES ON
THE QUOTE WINDOW WILL NOT BE EFFECTED..

UNIT THE LOTS IN WHICH THIS ITEM IS PURCHASED. DEFAULT IS THE
VALUE SET UP IN THE INVENTORY FILES BASED ON WHETHER THE
ITEM IS SOLD BY CASE, UNIT OR ONLY ONE WAY. THIS WILL
ALWAYS DEFAULT TO CASE IF THE PRODUCT IS DEFINED FOR UNIT
OR CASE.

NOTE: WHEN A PRODUCT IS ALREADY QUOTED AND YOU WISH
TO CHANGE THE QUOTED PRICE OR REMOVE THE QUOTED
PRODUCT FROM THE CUSTOMERS QUOTED PRODUCT FILE, YOU
HAVE TO CHANGE THE SUGGESTED QUANTITY TO MAKE THE
CHANGES THROUGH THE QUOTE WINDOW.

AFTER THE PRODUCT IS QUOTED, PRESS {F2} TO SAVE THE DATA AND EXIT THIS
WINDOW. YOU ARE RETURNED TO "ORDER ENTRY" SCREEN.


OPTIONS AVAILABLE FROM "PURCHASE ORDER ENTRY" SCREEN

ALL PROGRAMS NEEDED FOR ANSWERING AND DEALING WITH PURCHASE ORDERS BE
ACCESSED FROM THE "PURCHASE ORDER" ENTRY SCREEN WITHOUT LOOSING THE CURRENT
PURCHASE ORDER.

WHEN FINISHED WITH A PROGRAM ACCESSED BY A CONTROL OPTION FROM "PURCHASE
ORDER ENTRY" SCREEN, YOU ARE RETURNED TO THE "PURCHASE ORDER ENTRY" SCREEN.

**SCREEN DISPLAY**

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CONTROL OPTIONS FUNCTION
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CTRL F LETS YOU SKIP TO A BLANK SCREEN TO BEGIN ENTERING
PRODUCTS. IT KNOWS IF A PRODUCT NUMBER YOU ENTER AT THE
BLANK SCREEN IS QUOTED.

CTRL I ACCESSES THE INVOICE ORDER REFERENCE WINDOW.
****IMPORTANT NOTE*** BEFORE A PURCHASE ORDER CAN BE
POSTED THE DATE AND REFERENCE NUMBER MUST BE COMPLETED.

ORDER PLACED BY : NAME OF PERSON PLACING ORDER.
APPROX. SHIP DATE : DATE OF SHIPMENT
APPROX. ARRIVAL DATE: DATE OF EXPECTED ARRIVAL
REFERENCE NUMBER : VENDOR INVOICE NUMBER
FREIGHT ON BOARD : PRINTS ON PO IN FOB AREA.
SHIP VIA : INDICATES THE CARRIER TO SHIP ORDER.

CTRL L DISPLAYS PRODUCT DETAIL FOR THE PRODUCT LINE SELECTED.THE
INFORMATION IS THE SAME AS FOUND IN "VIEW PART".(5.8)

CTRL P ACCESSES THE "PRODUCT NAME SEARCH WINDOW".(SEE NEXT PAGE)

? THE QUESTION MARK KEY (YOU WILL PROBABLY NEED TO PRESS
THE SHIFT KEY AND THE ?) SENDS YOU TO THE "UPDATE MASTER
WINDOW" FOR THE VENDOR. THIS IS ONLY VALID AT THE FIRST
CHARACTER LOCATION IN A FIELD AND IF A VALID VENDOR
NUMBER IS ENTERED.(SEE NEXT PAGE)

UPDATE MASTER WINDOW

THE "UPDATE MASTER WINDOW" PERMITS MAINTENANCE OF VENDOR INFORMATION
ESSENTIAL TO "PURCHASE ORDER" AND INVOICING OPERATIONS. THE WINDOW ACCESSES
THE SAME MASTER FILE INFORMATION AS "ADD/EDIT VENDOR" (2.1).

YOU MAY ACCESS THE "UPDATE MASTER WINDOW" AT ANY TIME FROM THE "PURCHASE
ORDER ENTRY" SCREEN BY ENTERING A "?".(QUESTION MARK)

**SCREEN DISPLAY**

PRESS {F2} TO GO TO THE NEXT SCREEN OF VENDOR INFORMATION. ENTER OR CHANGE
INFORMATION JUST AS YOU WOULD IN "ADD/EDIT VENDOR" (2.1). WHEN YOU PRESS
{F2} AT THE LAST SCREEN, YOU ARE RETURNED TO THE "PURCHASE ORDER ENTRY"
SCREEN.

NOTE: YOU MUST PRESS {ENTER} TO SAVE ANY CORRECTIONS OR ENTRIES.

PRODUCT NAME SEARCH WINDOW

THIS WINDOW ALLOWS YOU TO SEARCH FOR THE NUMBER OF A PRODUCT. TO LOOK FOR A
NUMBER, HOLD DOWN THE {CTRL} KEY AND PRESS {P}. TYPE IN A FULL OR PARTIAL
NAME FOR THE PRODUCT AND PRESS {ENTER}. THE COMPUTER LOOKS FOR A MATCH FOR
THE ALPHA INFORMATION. THE CLOSEST MATCH IS DISPLAYED AT THE BOTTOM OF THE
SCREEN IN INVERSE VIDEO. YOU MAY USE THE UP/DOWN ARROW KEYS TO LOOK AT
PRODUCTS ON EITHER SIDE OF THE PRODUCT DISPLAYED IN THE WINDOW. WHEN YOU
FIND THE PRODUCT YOU ARE LOOKING FOR PRESS {F2}. THE COMPUTER RETURNS TO THE
"PURCHASE ORDER ENTRY" SCREEN AND THAT PRODUCT NUMBER IS ENTERED ON THE
SCREEN.

INVENTORY UP-DATE

AFTER STORING A PURCHASE ORDER THE QUANTITY OF PRODUCTS ON THE PURCHASE ORDER
WILL UP-DATE THE FIELD IN "ADD/EDIT PRODUCT" (5.1) FOR THE QUANTITY ORDERED.
THIS FIELD WILL BE USED WHEN EVALUATING THE INVENTORY ANALYSIS. IT IS
CLEARED WHEN THE PURCHASE ORDER IS POSTED TO INVENTORY.


B.2 PRINT PURCHASE ORDER

ONCE PURCHASE ORDER INFORMATION IS ENTERED AND STORED THROUGH "PURCHASE
ORDER", THE "PRINT PURCHASE ORDER" PROGRAM ALLOWS YOU TO PRINT THE PURCHASE
ORDER IF IT IS NOT POSTED.

**SCREEN DISPLAY**

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REPORT OPTIONS DESCRIPTION
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1 DATE DEFAULT IS THE SYSTEM DATE. TO SELECT ANOTHER DATE,
PRESS {1} THEN {ENTER}. TYPE IN THE NEW DATE AND PRESS
{ENTER}.

2 OPERATOR DEFAULT IS "ALL". TO SELECT A SINGLE OPERATOR, PRESS {2}
THEN {ENTER}. TYPE IN THE OPERATOR'S LOGIN NAME (in
lower case) AND PRESS {ENTER}.

3 BLANK TO BE USED FOR FUTURE ENHANCEMENTS.

4 PRODUCT/BIN THIS IS A Y/N QUESTION TO PRINT YOUR PRODUCT NUMBER AND
BIN LOCATION ON THE PURCHASE ORDER.

5 PURCHASE ORD # DEFAULT IS "ALL". TO SELECT A SINGLE PURCHASE ORDER OR
A RANGE OF PURCHASE ORDERS, PRESS {5} THEN {ENTER}. TYPE
IN THE BEGINNING PURCHASE ORDER NUMBER AND PRESS {ENTER}.
TYPE IN THE ENDING PURCHASE ORDER NUMBER AND PRESS
{ENTER}. TO SELECT A SINGLE PURCHASE ORDER THE BEGINNING
AND ENDING PURCHASE ORDER NUMBER MUST BE THE SAME.

6 RE-PRINT DEFAULT IS "NO". TO RE-PRINT PURCHASE ORDERS, PRESS {6}
THEN {ENTER}. THE DISPLAY CHANGES
TO "YES".

7 BEGIN PRINTING WITH OPTIONS SHOWN

PF2 EXIT WITHOUT PRINTING



B.3 POST PURCHASE ORDER

THE POST PURCHASE ORDER PROGRAM IS USUALLY DONE IN A TWO STEP PROCESS. ONCE
WHEN THE PRODUCT IS RECEIVED IN INVENTORY AND AGAIN WHEN THE INVOICE IS
RECEIVED AND THE POSTING IS DONE FOR ACCOUNTS PAYABLE. THE PROGRAM ALLOWS
YOU TO POST RANGES OR SPECIFIC PURCHASE ORDERS BASED ON HOW YOU ANSWER THE
POSTING QUESTIONS.

**SCREEN DISPLAY**

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SCREEN OPTIONS DESCRIPTION
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1 DATE DEFAULT IS THE SYSTEM DATE. TO SELECT ANOTHER DATE,
PRESS {1} THEN {ENTER}. TYPE IN THE NEW DATE AND PRESS
{ENTER}.(SHOULD BE THE DATE OF THE BATCHES YOU ARE
POSTING)

2 OPERATOR DEFAULT IS THE LOGIN NAME OF THE USER REQUESTING THE
POST. TO SELECT ALL OPERATORS, PRESS {2} THEN {ENTER}
TWO TIMES. (SELECT THIS WHEN POSTING PURCHASE ORDERS THAT
HAVE BEEN ENTERED BY SEVERAL OPERATORS) TO SELECT A
DIFFERENT OPERATOR, PRESS {2} THEN {ENTER}. TYPE IN THE
LOGIN NAME OF THE OPERATOR (in lower case) AND PRESS
{ENTER}.

3 BLANK RESERVED FOR FUTURE ENHANCEMENTS.

4 BLANK RESERVED FOR FUTURE ENHANCEMENTS.

5 PURCHASE ORD # DEFAULT IS "NONE". TO SELECT A SINGLE PURCHASE ORDER
PRESS {5} THEN {ENTER}. TYPE IN THE PURCHASE ORDER
NUMBER AND PRESS {ENTER}.

6 INV/PAYABLES DEFAULT IS "INVENTORY". WHEN INVENTORY IS POSTED THE
ORDERED QUANTITY IS DECREASED AND THE ON HAND QUANTITY IS
INCREASED BY THE AMOUNT OF PRODUCT ON EACH LINE OF THE
PURCHASE ORDER. **NOTE** IF THE QUANTITY RECEIVED IS NOT
THE QUANTITY ORDERED, THE PURCHASE ORDER WILL NEED TO BE
EDITED AND RE-STORED.

TO POST ACCOUNTS PAYABLE INVOICES TO THE VENDOR FILE,
PRESS {6} THEN {ENTER}. THE DISPLAY CHANGES TO
"PAYABLES". THE REFERENCE NUMBER RECORDED ON THE
PURCHASE ORDER ON THE REFERENCE WINDOW WILL BE USED AS
THE INVOICE NUMBER ON THE ACCOUNTS PAYABLE INVOICE
REFERENCE.

7 BEGIN POSTING WITH OPTIONS SHOWN

PF2 EXIT WITHOUT POSTING


B.4 LIST SUGGESTED PURCHASES

THE "LIST SUGGESTED PURCHASES" PROGRAM IS USED TO ADVISE WHICH PRODUCTS
SHOULD BE ORDERED. ONLY PRODUCT NUMBERS WITH UNCOMMITTED QUANTITIES LESS
THAN THE REORDER POINT ARE PRINTED.

THE PROGRAM DOES NOT PRINT PRODUCT NUMBERS WITH A ZERO "REORDER POINT" UNLESS
THESE PRODUCTS HAVE PRODUCTS COMMITTED AND INSUFFICIENT PRODUCTS IN STOCK TO
MEET DEMAND. THIS LETS YOU KNOW WHEN TO ORDER PRODUCTS THAT HAVE BEEN SOLD
BUT ARE NOT NORMALLY KEPT IN STOCK.

THE METHOD USED TO DETERMINE WHEN A PRODUCT SHOULD BE PLACED ON ORDER IS
DETERMINED BY THE "ORDER ON HISTORY" FLAG IN "ADD/EDIT COMPANY"(9.6). IF THE
FLAG IS SET TO "N" PRODUCT APPEARS ON THIS LIST BASED ON THE PREDEFINED
"REORDER POINT" AND "REORDER QUANTITY" SET UP IN "ADD/EDIT PRODUCT". IF THE
FLAG IS SET TO "Y" PRODUCT IS PLACE ON THE LIST AS DETERMINED BY ACTUAL
SALES.

THIS REPORT IS BASED ON THE VENDOR ASSIGNED TO THE PRIMARY VENDOR IN
INVENTORY "ADD/EDIT PRODUCT" (5.1). IT ALSO USES THE DEFAULT COST ASSIGNED TO
THE PRODUCT.

THE SCREEN DISPLAYS:

ENTER VENDOR NUMBER ('ENTER'--ALL):

THIS ALLOWS YOU TO INQUIRE ON THE PRODUCT NEEDS FROM A SPECIFIC VENDOR.

ENTER CATEGORY NUMBER ('ENTER'-- ALL):

TYPE IN THE NUMBER OF THE CATEGORY YOU WISH TO PRINT PRODUCT NUMBERS FOR AND
PRESS {ENTER} OR PRESS {ENTER} TO PRINT A LISTING OF ALL PRODUCT NUMBERS.

BEGINNING PRODUCT NUMBER?
ENDING PRODUCT NUMBER?

YOU MAY SELECT A BEGINNING PRODUCT NUMBER AND A ENDING PRODUCT NUMBER TO
NARROW THE SCOPE OF THE REPORT TO A SPECIFIC RANGE OF PRODUCTS, WITHIN A
CATEGORY, BY A SPECIFIC VENDOR, OR PRESS ENTER FOR ALL PRODUCTS.
W O R K I N G

IS DISPLAYED WITH THE CURSOR FLASHING TO THE LEFT WHILE THE PROGRAM IS
ANALYZING THE INVENTORY.

THE LISTING GOES TO THE VIEW/PRINT SCREEN AS SOON AS PROCESSING IS FINISHED.

**SCREEN DISPLAY**

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REPORT FIELDS DESCRIPTION
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NUMBER PRODUCT NUMBER SELECTED FOR VIEWING.

DESCRIPTION DESCRIPTION OF THE PRODUCT SELECTED FOR VIEWING.

QUANTITY IN STOCK THE TOTAL COUNT OF THIS PRODUCT IN STOCK FOR THIS PRODUCT
NUMBER.

QUANTITY COMMITTED QUANTITY OF PRODUCT THAT IS COMMITTED FOR SALE INVENTORY,
BUT WHICH HAS NOT YET HAD AN INVOICE PRINTED AND IS NOT
SHIPPED.

QUANTITY ORDERED THE QUANTITY OF THE PRODUCT NOW ON ORDER BUT NOT
RECEIVED.

REORDER POINT ONLY USED IF YOU SET "ORDER ON HISTORY" TO "N".("ADD/EDIT
COMPANY"(9.6)). THE NUMBER OF UNITS INVENTORY MUST FALL
BELOW BEFORE THE PRODUCT IS PLACED ON THE RE-ORDER LIST.
IF YOU SELL THE PRODUCT AND IT IS PLACED ON BACK ORDER,
THE PRODUCT IS ORDERED BY THE COMPUTER.

LAST PURCHASE DATE THE LAST DATE THE PRODUCT WAS PURCHASED.

CATEGORY NO THE NUMBER OF THE CATEGORY THE PRODUCT IS IN WHICH IS
USED TO SEPARATE THE PRODUCTS INTO SEPARATE SALES
CLASSES.

SUGGESTED QTY. BASED ON THE INVENTORY ANALYSIS THE REQUIRED QUANTITY TO
MEET THE PARAMETERS SET FOR REORDER.

COST THE COST OF PRODUCT BASED ON THE DEFAULT COST SET IN
INVENTORY.


B.5 VENDOR PURCHASE REPORT

THIS IS AN INFORMATION REPORT THAT SHOWS WHAT PRODUCTS HAVE BEEN QUOTED TO
THE VENDORS FILE IN BUILD PURCHASE ORDER. BECAUSE THE SELECTION OPTIONS
INCLUDE VENDOR, CATEGORY, BEGINNING AND ENDING PRODUCT RANGE. THE ABILITY TO
REVIEW THE VENDORS THAT SELL THE SAME PRODUCT AND THE COMPARATIVE COST MAKES
PURCHASING AND SELECTING VENDORS MUCH EASIER.

THE SCREEN DISPLAYS:
ENTER VENDOR NUMBER ('ENTER'--ALL):

THIS ALLOWS YOU TO INQUIRE ON THE PRODUCT NEEDS FROM A SPECIFIC VENDOR.

ENTER CATEGORY NUMBER ('ENTER'-- ALL):

TYPE IN THE NUMBER OF THE CATEGORY YOU WISH TO PRINT PRODUCT NUMBERS FOR AND
PRESS {ENTER} OR PRESS {ENTER} TO PRINT A LISTING OF ALL PRODUCT NUMBERS.

BEGINNING PRODUCT NUMBER?
ENDING PRODUCT NUMBER?

YOU MAY SELECT A BEGINNING PRODUCT NUMBER AND A ENDING PRODUCT NUMBER TO
NARROW THE SCOPE OF THE REPORT TO A SPECIFIC RANGE OF PRODUCTS, WITHIN A
CATEGORY, BY A SPECIFIC VENDOR, OR PRESS ENTER FOR ALL PRODUCTS.

W O R K I N G

IS DISPLAYED WITH THE CURSOR FLASHING TO THE LEFT WHILE THE PROGRAM IS
ANALYZING THE INVENTORY.

THE LISTING GOES TO THE VIEW/PRINT SCREEN AS SOON AS PROCESSING IS FINISHED.

**SCREEN DISPLAY**

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REPORT FIELDS DESCRIPTION
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NUMBER PRODUCT NUMBER SELECTED FOR VIEWING.

DESCRIPTION DESCRIPTION OF THE PRODUCT SELECTED FOR VIEWING.

ORDERED QUANTITY THE PRODUCT THAT IS CURRENTLY ON OPEN PURCHASE ORDERS.

REORDER POINT ONLY USED IF YOU SET "ORDER ON HISTORY" TO "N".("ADD/EDIT
COMPANY"(9.6)). THE NUMBER OF UNITS INVENTORY MUST FALL
BELOW BEFORE THE PRODUCT IS PLACED ON THE RE-ORDER LIST.
IF YOU SELL THE PRODUCT AND IT IS PLACED ON BACK ORDER,
THE PRODUCT IS ORDERED BY THE COMPUTER.

REORDER QUANTITY THE NUMBER OF PRODUCTS THAT SHOULD BE REORDERED WHEN THE
QUANTITY FALLS BELOW THE "REORDER POINT". ONLY USED IF
YOU SET "ORDER ON HISTORY" TO "N".("ADD/EDIT
COMPANY"(9.6))

QUANTITY COMMITTED QUANTITY OF PRODUCT THAT IS COMMITTED FOR SALE INVENTORY,
BUT WHICH HAS NOT YET HAD AN INVOICE PRINTED AND IS NOT
SHIPPED.

LAST PURCHASE DATE THE LAST DATE THE PRODUCT WAS PURCHASED.

CATEGORY NO THE NUMBER OF THE CATEGORY THE PRODUCT IS IN WHICH IS
USED TO SEPARATE THE PRODUCTS INTO SEPARATE SALES
CLASSES.
ON-HAND QUANTITY THE CURRENT QUANTITY IN STOCK. NOT COUNTING THE
COMMITTED.

COST THE COST OF PRODUCT AS ASSIGNED IN THE PURCHASE ORDER
QUOTED WINDOW FOR THAT SPECIFIC VENDOR.

CASE COST IF PRODUCT IS DEFINED AS HAVING A UNIT/CASE CONVERSION
FACTOR THE CASE PRICE IS DISPLAYED FOR REVIEW.



EACH GROUPING OF PRODUCTS IS DISPLAYED FOR EACH VENDOR INCLUDED IN THE
PARAMETERS SET FOR THE REPORT.


B.6 UNPOSTED PURCHASE ORDER REPORT

THIS REPORT LISTS ALL PURCHASE ORDERS OR A RANGE OF PURCHASE ORDERS ENTERED
BUT NOT POSTED. THE REPORT IS RUN ANY TIME YOU NEED TO KNOW WHAT PURCHASE
ORDERS ARE OUTSTANDING.

**SCREEN DISPLAY**

#############################################################################
REPORT OPTIONS DESCRIPTION
#############################################################################
1 DATE THE COMPUTER DISPLAYS THE SYSTEM DATE. TO SELECT A RANGE
OF DATES, ANOTHER DATE,OR ALL DATES, PRESS {1} THEN
{ENTER}. TYPE IN THE BEGINNING DATE AND PRESS {ENTER}.
TYPE IN THE ENDING DATE AND PRESS {ENTER}. THE BEGINNING
AND ENDING DATE MUST BE THE SAME IF YOU WANT THE REPORT
FOR A SINGLE DAY. TO SELECT A REPORT WITH ALL DATES,
PRESS {ENTER} INSTEAD OF TYPING IN A BEGINNING DATE.

2 OPERATOR DEFAULT IS "ALL". TO SELECT A SINGLE OPERATOR PRESS {2}
THEN {ENTER}. TYPE IN THE NAME OF THE OPERATOR DESIRED
(in lower case) AND PRESS {ENTER}.

3 BLANK ADDED FOR FUTURE ENHANCEMENTS.

4 BLANK ADDED FOR FUTURE ENHANCEMENTS.

5 PURCHASE ORD # DEFAULT IS "ALL". TO SELECT A SINGLE PURCHASE ORDER OR
A RANGE OF PURCHASE ORDERS, PRESS {5} THEN {ENTER}. TYPE
IN THE BEGINNING PURCHASE ORDER NUMBER AND PRESS {ENTER}.
TYPE IN THE ENDING PURCHASE ORDER NUMBER AND PRESS
{ENTER}. TO SELECT A SINGLE PURCHASE ORDER THE BEGINNING
AND ENDING PURCHASE ORDER NUMBER MUST BE THE SAME.

6 TYPE OF P/O'S THIS ALLOWS YOU TO SELECT THE TYPE OF PURCHASE ORDERS YOU
WANT TO CHECK ON.
1. ALL UNPOSTED PURCHASE ORDERS FOR BOTH INVENTORY AND
PAYABLES.
2. ALL UNPOSTED PURCHASE ORDERS FOR INVENTORY ONLY.
3. ALL UNPOSTED PURCHASE ORDERS FOR PAYABLES ONLY.
4. ALL POSTED PURCHASE ORDERS.

7 SHOW OPERATOR THE DEFAULT IS "YES". PRESS {7} THEN {ENTER} TO CHANGE
NAME ON REPORT TO "NO".

8 BEGIN PRINTING WITH OPTIONS

PF2 EXIT WITHOUT PRINTING

ONCE THE REPORT IS FINISHED PROCESSING THE "VIEW/PRINT REPORT SELECTION MENU"
APPEARS.

B.7 REINDEX PURCHASE ORDERS

THIS PROGRAM CAN BE RUN AT ANY TIME. IT RE-INDEXES THE PURCHASE ORDER
DATABASE WHICH CAN DECREASE THE AMOUNT OF MEMORY USED.

THE PROGRAM IS PASSWORD PROTECTED TO PREVENT ACCIDENTAL ENTRY BY UN-
AUTHORIZED PERSONNEL. IF YOU DO NOT ENTER THE CORRECT PASSWORD THE SCREEN
FLASHES THE MESSAGE "ACCESS DENIED" AND RETURNS TO THE "PURCHASE ORDER MENU".

AFTER YOU ENTER THE CORRECT PASSWORD A NEW SCREEN DISPLAYS.

**SCREEN DISPLAY**

INITIALIZING

THEN IT DISPLAYS AT THE TOP OF THE SCREEN.

PURCHASE ORDER DATABASE RE-INDEX PART 2

WHEN THIS FINISHES IT RETURNS THE USER TO THE PURCHASE ORDER MENU.


B.8 RESET PURCHASE ORDER FILE

IT IS RECOMMENDED THAT THIS PROGRAM BE RUN ONLY AFTER ALL PURCHASE ORDERS ARE
POSTED AND NO FURTHER INFORMATION IS NEED ON THE PURCHASE ORDER DATABASE.

THE PROGRAM IS PASSWORD PROTECTED TO PREVENT ACCIDENTAL ENTRY BY UN-
AUTHORIZED PERSONNEL. IF YOU DO NOT ENTER THE CORRECT PASSWORD, THE SCREEN
FLASHES THE MESSAGE "ACCESS DENIED" AND RETURNS TO THE "PURCHASE ORDER MENU".

THE SYSTEM ASKS:

DO YOU WANT TO REMOVE THE PURCHASE ORDER FILES (Y/N)?

IF YOU PRESS {Y} THEN {ENTER} ALL PURCHASE ORDER FILES ARE REMOVED AND YOU
ARE RETURNED TO THE "PURCHASE ORDER MENU".

IF YOU PRESS {N} THEN {ENTER}, THE PROGRAM FUNCTIONS THE SAME AS "REINDEX
PURCHASE ORDER DATABASE" AND YOU ARE RETURNED TO THE "PURCHASE ORDER MENU".

**WARNING** THIS PROGRAM CAN BE RUN AT ANY TIME BUT IF YOU HAVE ANY
UNPOSTED PURCHASE ORDERS THAT ARE VALID THEY ARE DELETED.