MV Software Knowledge Bas…  Modules»Purchase Order»Task 01 - Entering and Editing…
  
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Last modified on 12/21/2015 12:06 PM by User.

Tags:
purchase, Orders, Entering, Editing

Task 01 - Entering and Editing Purchase Orders

  • Purchase Order (Module 7)
    • Purchase Order Entry & Editing (Task 1)
      • Enter/Change New Purchase Order (Sub-Task 1)

When first entering into the program, a box displaying the following information appears to assist in find exiting orders:

 

  • Prev key - Scroll PO (if your terminal doesn't have a PREV key, use CTRL R to scroll back, and CTRL T to scroll forward.
  • Find PO's by: (to find an existing PO use function keys 1 thru 7)
  • F1 key - Vendor #
  • F2 key - Vendor name
  • F3 key - Ven Order#
  • F4 key - Shipper#
  • F5 key - Order date
  • F6 key - Order-from name
  • F7 key - Written by #
  • F8 key - Issued by #

If a new order is being entered, press ENTER and the following fields/lines appear (in bold, along with the number of characters that are allowed per field):

 

************FIRST SCREEN********************

1. Purchase #: ______(6) Generated automatically by counter when ENTER/RETURN key is pressed; however a manual number may also be entered, but there is no verifying if that number has been previously used.

2. Order type: ______(1) 1=Standard, 2=Blanket, 3=Will-call

3. Order date: ______(6) Current date is default value. If the date needs to be changed, enter a 3 at Any Change? at the bottom of the screen and go back up to line three and change the date.

4. Vendor#: ______(5) Type in the vendor number, or press TAB to search by Vendor name.  Select the correct vendor with a Y or 1, and press ENTER.

5. Order from: ______(2) If needed, type in the alternate order-from # address from which this order will be shipped. Again, the TAB key here will allow a name search of the alternate shipping addresses set up for this vendor in the Alternate Order-From Addresses master file (see Sub-task 19).

6. Warehouse#: ______(2) Where should the SHIP-TO address come from?  W = Warehouse (you will be prompted for the warehouse number),  C=Customer (for drop-shipments; you will be prompted for the customer number or press the TAB key to search by customer name); or  M = Manual override.

7. Ven Order#: _____(20) This is the order number the vendor may assign to you. If no vendor order number is given, the default is "NONE". Note, this field is alpha-numeric.

8. Shipper#: _____(20) This is the shipper number the vendor may assign to you. Note, this field is alpha-numeric.

At the bottom of the screen, in reverse color, the system prompts: F12 - A/P Vendor Memo. Enter notes that will be seen by AP.


***************SECOND SCREEN****************

  • Obtain which of the following from the Want list:
    • Non-rush status items? N/Y
    • Rush status items? N/Y
    • Reorder status items? N/Y

Items get onto the Want List from two sources:

  1. Special-order and backordered items from Order Entry (which may have a Rush status)
  2. Added through P/O Task 6: "Add Items to the Want List".

 

After Yes or No are selected, the cursor will go down to the bottom of the screen, by a prompt that says: "Skip line item screen? (Y/N): N" If Y for Yes is entered, then the line item screen will be skipped. If ENTER is pressed, the default is N for No, and the line item screen will appear.

***************THIRD SCREEN********************************

The screen heading are:

Item #;  Shp-date;   #Ord;   Unit;   Cost;   Disc;   Total and  T

Five items may be entered on a screen. If more than 5 are entered, then a new screen will appear, also numbered 1-5.

ITEM: First type the item number of the item that will be purchased. Press the TAB key to search by the description of the item. Select the item and type Y or 1, then press ENTER. OR type a part of the item number and the HOME key for a list of all items being with the partial number.  

SHIP-DATE: Enter a date, or press the ENTER key to set the date to the default, which is today's date.

ORD #: The quantity that will be ordered. A box will display the relevant figures (including supplier data) to provide information to help in making decisions for purchasing that item. Note: if there is a need to change the units from stock units to sell units or to buy units, press the TAB key until the asterisk appears before the desired type of unit at one of the three top lines in the box. The suggested minimum order quantity will appear as a prompt at the bottom of the screen.

COST: The last supplier cost for the item appears, unless there is a quote price, and if there is one it appears in the cost field.   The quote price can be changed by pressing TAB or the F1 key.  Press F2 to change the supplier and item last cost.

DISC: Enter discount, if applicable.

TOTAL: The total of the line is calculated and displayed.

T: Taxable or non-taxable

  • If an error was made while entering an item, use the Left arrow key to move back to preceding fields - you must still be somewhere on the same line.
  • If notes need to be made about an item, this can be done when the "Tab for item text" prompt appears at the bottom of the screen. Press the ESC key to get out of the notes box and return to the line item screen when the note is finished being entered.
  • If a line item is completed, but a correction needs to be made it, enter the line number at the "Modify last item? (Y/N)" prompt.
  • When entering or modifying an order, and the prompt is at "Any change?", press the BACK ARROW key, the system will re-display the previous screen.
  • If a new order is being entered and CONTROL C is pressed at the "Any change?" prompt, this will cancel the order. If CTRL C is pressed while modifying an existing order, you will simply exit from the order, and it will not be cancelled.

***************FOURTH SCREEN****************************

The next screen that will appear will be the collection screen.


The first line displays the TAXABLE portion of the order

1.Sales tax: __(8) If sales tax is paid by you, on an item, enter it here.

After the Sales Tax figure, the system calculates a sub-total of the Taxable portion and the sales tax. Following this figure is the amount of the order that is NON-TAXABLE.

2. Discount %: __(4) This will default to the discount set up in your file. Another figure may be entered. Note: two decimal places are assumed, enter 1000 for 10%.

3. Discount $: __(7) A dollar amount discount may also be put in. NOTE: the system will calculate the Discount %, but it isn't displayed. An amount entered in Discount $ will be ADDED to the amount that is calculated through Discount %.

4. Freight amt:__(7) Enter in the freight charge.

5. COD fee: __(6) Enter in the COD charges

 

The right side of the screen displays the ACTION options:

6. Hold: Puts order on hold

7. Cancel: Cancels the order

8. Edit Print: Prints the Purchase Order

9. Batch Edit Print: Flags the PO for batch printing (all PO's marked as Batch, print at the same time - this is used when a pre-printed Purchase Order form is used and it needs to be loaded into the printer.)

10. Issue P/O: Releases the PO to vendor after it is printed.   NOTE: once the PO is "issued" changes to cost, etc. cannot be made.  If there is a possibility of additions/cost changes, etc.  leave the PO "open" - use option #8 -Edit Print or #6 Hold.

11. Vendor Confirm: After the vendor confirms the order, this Action can be picked.

12. Order is shipped: After vendor confirms a ship-date, this Action can be picked.

13. Force Close P/O: Terminates the PO and cancels all remaining items on the PO.

NOTE: The program is designed to have the ACTIONS taken in order in which they appear on the screen.


************FIFTH SCREEN**********************

The next screen to appear will be the shipping screen.

1.Ship name: ____(25) At this point the system will scroll through alternate ship-to locations or warehouses, if any.

2. add: ____(25)

3. city: ____(15)

4. state: ____(2)

5. zip: ____(9)

6. country: ____(12)

7. phone: ____(12)

8. fax: ____(12)

9. Freight terms: ____(1) A table with the Freight Billing Terms, from Task 32, Sub-task 17 in the PO Module, will appear here.

10. Ship via: ____(1) Table of Shipment Method, from Task 32, Sub-task 17 in the PO Module will appear here.

11. Billing terms: ____(1) Table of Payment/Billing Terms, from Task 32. Sub-task 17 in the PO Module will appear here.

12. Prom date: ____(6) Date supplier intends to ship the order.

13. Notes: ____(24 rows by 64 columns) To exit from the area where notes are added, press ESC.