FAQs»Enhancements»P/O Enhancements
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Last modified on 9/30/2015 11:17 AM by User.

P/O Enhancements

 

PURCHASE ORDER CHANGES THRU 10-31-01

 

 # of Copies and Wording for PO and Receiver Worksheet:

Allow for each copy, of both Purchase Order and Receiver Worksheets, to have different wording (“marginal words”) print.  Go to:

  • Purchase Order (Module 7)
    • System Management Functions (Task 32)
      • Modify Parameter Files (Sub-task 22)
        • P/O- General (Option 1)

Look for sections beginning with:  PO'TEXT'COPY1= and RWS'TEXT'COPY1=

Text, for up to 9 lines on each form, can be entered.  Note:  the “text” copies cannot be more than the designated number of copies that will actually print.  See the parameters: PO'COPIES= and RWS'COPIES=  todetermine the designated number of copies.

 

Below are examples of various “marginal wording” that can be used on PO copies.

PO'TEXT'COPY1=Vendor Copy

PO'TEXT'COPY2=Office Copy 

PO'TEXT'COPY3=Salesperson Copy

PO'TEXT'COPY4=Purchasing Agent Copy

PO'TEXT'COPY5= Note: PO’TEXT’COPY5 through 9 are used only if the number of copies in PO’COPIES is greater then 4.

PO'TEXT'COPY6=

PO'TEXT'COPY7=

PO'TEXT'COPY8=

PO'TEXT'COPY9=

Note:  the wording prints on the bottom, left corner of the document.

 

 

Printing on Purchase Order:

1.  See above to have “marginal wording” print on Purchase Order.

 

2.  Which should print on the PO – the Item Number or the Stock Number?  Look for the parameter:  ITEM'OR'STOCK=  (parameter is found in 7/32/22/1)

 

 

Voucher Entry:

1.  Duplicate documents:  a parameter is used to determine whether to allow duplicate vendor documents with just a “warning” or don’t allow any duplication.  See the parameter:   DUP'DOC'ACTION=      (parameter is found in 3/32/22/1)

 

2.  Vendor on Hold:  using the word HOLD on the Payment/Billing Terms assigned to a vendor will prevent a voucher from being entered for a vendor.  Note: this will not prevent a Purchase Order from being entered, we suggest that a “Purchasing Department Note” – field 69 on the Vendor Master File –be used to alert the Purchasing agent that the vendor is on HOLD

The Vendor Payment Terms are set up in the Purchasing module.  Go to:

  • Purchase Order (Module 7)
    • System Management Functions (Task 32)
      • Modify Application Table (Sub-task 17)
        • Payment/Billing Term Table (Option 4)

The word HOLD must in Capital Letters and used as part of the description for the payment term.  The term must then be placed on the Vendor’s Master File (found in AP. Task 17, field 23)  

 

 

Purchase Entry & Editing:

 

1. Add/change/edit the Account Payable memo notes:  At the bottom of the first screen of a Purchase Order, the system will display:  F12 - A/P Vendor Memo.  By press the F12 key, the operator may view the AP notes (from field #69 on the Vendor Master record).  In addition to viewing the notes, the operator may add to or edit the existing notes.

 

2.  Access the Inventory Item notes:   On the item entry screen of Purchase Order the Inventory Item notes can be viewed, the notes come from field #36 on the Item Master record.

 

 

PURCHASE ORDER CHANGES THROUGH 12/31/02:

 

 

Printing on Purchase Order:

Up to 15 lines of text can be entered to use as a ‘message’ on standard Purchase Orders.  Enter the message in:

  • Purchase Order (Module 7)
    • System Management Functions (Task 32)
      • Modify Application Tables (Sub-task 17)
        • Purchase Order Message Table (Option 6)

 

 

Terminal/Warehouse Combinations:

The table for Terminals / Warehouse combinations has been expanded from 50 to 150.  Go to:  7/32/17/5 ---“Terminal/Warehouse Table”

 

 

Purchase Entry & Editing:

1.  If the minimum-order quantity is less than stated in the Supplier Master, a prominent message will appear as a warning.  The minimum-order quantity is found in:

  • Inventory (Module 5)
    • Supplier Master (Sub-task 18)
      • Min qty (Field 6)

 

2.  Stock Availability: a parameter is available to determine if the ENTER key or the HOME key should be used to limit the descriptive search based on stock availability. The other key will be for all items, without regard to stock availability   i.e. if the HOME key is used to search for only items with stock available; the ENTER key will be used to do a descriptive search for all items regardless of stock availability.  Look for the following parameter, ITEM’STOCK’ONLY,  go to:

  • Purchase Order (Module 7)
    • System Management Functions (Task 32)
      • Modify Parameter Files (Sub-task 22)
        1. P/O – General (Option 1)

 

 

Throughout Purchase “Entry” Programs:

Advanced division number defaulting has been added to the ‘entry’ programs.  i.e. Vendor Invoice Entry & Editing (Task 3), Receiver Entry & Editing (Task 2), etc.

 

 

 

 

PURCHASE ORDER CHANGES THROUGH 12-31-03:

 

Vouchering:

 

 

A new, parameter-driven option has been added that will skip the update of the Inventory Item and Supplier costs for items in selected report classes.   This function is especially useful for generic items where the cost varies widely with each item every time it is used.  The parameter can be found in:

  • Purchase Order (Module 7)
    • System Management Functions (Task 32)
      • Modify Parameter Files (Sub-Task 22)
        • Vendor Invoice Entry (Option 3)

Look for parameter:  SKIP’COST’CLASSES:

Note:  The I/C item & supplier costs should be set to $0.00 and Order Entry parameter setup with ASK'COST'FLAG=R so that the user in Order Entry would be required to input the cost for each individual sale rather than having the system pickup a standard cost.

 

Purchase Entry & Editing:

 

 

Scanning a barcode number, at the line item entry, has been added.  The barcode number can also be ‘hand entered’ and will translate to the item number. 

Note: the barcode number must be on field #35 of the item number in the Item Master (Task 17) for either option to work. 

 

 

Message on Shipping Document:

 

 

Up to 5 lines of messages can be added to Shipping Documents.  Go to:

  • Purchase Order (Module 7)
    • System Management Functions (Task 32)
      • Modify Parameter Files (Sub-task 22)
        • Shipper Entry (Option 4)

Look for the parameter that begins as:  SHP’MSG’LINE1=

 

 

 

 

 

PURCHASE ORDER CHANGES THROUGH 12-31-04:

 

 

Fax Number:

The fax number field has been added to the location/warehouse file (found in Task 20 in the Purchase Order Module)

 

 

Partial Item Search:

In Vendor Invoice Entry & Editing (Task 3) the HOME key is now used for a partial item number search (the same way it is used in Order Entry & Editing) instead of automatically generating a new item number.  Using the F1 key now creates new item numbers. 

 

 

Imbedded Calculator:

An imbedded calculator functionality has been added to the ‘other cost’ on line items in Vendor Entry and Editing.

 

 

 

 

PURCHASE ORDER CHANGES THROUGH 12-31-05

 

Ship-back Documents:

 

 

A “Total” line has been added to the Ship-Back document when using the option to print dollar amounts….the option to print is found in:

  • Purchase Order (Module 7)
    • System Management Functions (Task 32)
      • Modify Parameter Files (Sub-task 22)
        • Shipper Entry (Option 4)

Look for the parameter:  PRINT’COST

 

 

Backorder List:

 

 

New options have been added to the Received Backorder List report (found in Task 7 of the Purchase Order module) for selecting the receiving warehouse range and the shipping division range so the report can be used for specific location/warehouse in addition to all locations/warehouses.

 

 

 

 

PURCHASE ORDER CHANGES THROUGH 12-31-06

 

 

Issue By Required:

 

A new parameter has been added to require an “Issued By” when issuing a purchase order through the standard Purchase Order Entry and Editing (Task 1) or through the stock re-ordering program (Task 8).  In addition to requiring an ‘Issued By”, a password can also be required in order to issue a PO.  The ‘Issued By” code is set up as a user in the Salesperson / Technician File, found in 6/20.   The parameter is found in:

  • Purchase Order (Module 7)
    • System Management Functions (Task 32)
      • Modify Parameter Files (Sub-task 22)
        • Purchase Entry and P/O – General (Option 1)

Look for the parameter: ASK’IB’CODE= Y / N / YP

Y= Yes, ask for the “Issued By”

N= No, don’t ask for an “Issued By”

Y

YP= Yes, ask for an “Issued By’ PLUS ask for a Password too.

The password is the one assigned to the user in Salesperson/Technician File found in Order Processing module, Task 20, field # 21.

 

 

Vouchers:

 

 

The option as been added to print the date and time on vouchers.  Go to:

  • Purchase Order (Module 7)
    • System Management Functions (Task 32)
      • Modify Parameter Files (Sub-task 22)
        • Vendor Invoice Entry (Option 3)

Look for the parameter:  VCH’PRINT’DATIME= Y / N

 

 

Drop-ship Customer Look-up:

 

 

On the shipping screen of a Purchase Order, at field #1 ((Ship Name), by pressing the TAB  key,  search of A/R Customers can be found to look-up drop-ship addresses.

 

 

Force Close Purchase Orders by Date Range:

 

 

Purchase Orders occasionally need to be ‘forced closed’ (i.e. back-ordered goods are not going to be shipped from the vendor).  This functionality allows the PO’s to be closed by a date range.  To activate this functionality, the following parameter must be set.  Go to:

 

  • Purchase Order (Module 7)
    • System Management Functions (Task 32)
      • Modify Parameter Files (Sub-task 22)
        • Purchase Entry & PO – General (Option 1)

Look for the parameter:  PO’CLOSE’PASSWORD=

 

By entering a value on the parameter, it activates Sub-task #3 --  Force Close P/O’s by Date Range --  in Purchase Order Entry & Editing (Task 1).  When using this sub-task, the user  will be prompted for the password. Also a report is created of the date, time, user, date range and PO’s closed.  Contact us to get the details on how to locate and run the report.

 

 

 

PURCHASE ORDER CHANGES THROUGH 12/31/07

 

 

Non-stock:

 

 

Additional options were added to the parameter SHOW'UNASSIGNED'VENDORS (found in 7/32/22/1) to allow pulling from the Want List onto PO's non-stock items where no vendors exist or to also pull unassigned items for any vendor.  Options are:

N         Only show Want List items assigned to the vendor on the purchase order

Y         N plus show unassigned items that have a supplier record for the vendor

X         Y plus also show non-stock items

A         X plus unassigned stock items without a matching supplier record

 

i.e. “A” would show items from the Want List where there is an assigned vendor plus any unassigned items which have a supplier record plus all non-stock items plus unassigned items where no supplier record exists.

 

 

 

 

PURCHASE ORDER CHANGES THROUGH 12-31-09:

 

 

Bill-to:

 

 

There is a new option for which address to print on the “Bill-to” portion of a standard Purchase Order.  The address can be the COmpany name (from sub-task 26: Setup Company Parameters, which is found in every module:  Task 32 – System Management Functions); DIVision (from Task 21 - Division Master, which is found in the G./L Module) or MIX which is a combination of the Company name and address but with the Division telephone number.

BILL'TO'INFO=    CO , DIV or MIX            

 

 

Non-Stock:

 

 

A parameter has been added to disallow non-stock items from being purchased.   This would be used to force purchasing agents to reference only valid items.  Helpful especially when there is a designated person(s) responsible for creating new items.   To locate this parameter go to:

  • Purchase Order (Module 7)
    • System Management Functions (Task 32)
      • Modify Parameter Files (Sub-task 22)

Look for the parameter:  ADD'NSTK= Choices are:Y/N/A/V/X          An “X” means the item-must be a valid item (no non-stocks).

 

 

Pre-paid via 3rd Party or EFT:

 

 

The functionality to pre-pay a vendor’s voucher via 3rd party pay (credit card) or EFT has been expanded, both in the Purchase Order module (Tasks 3 and 5) as well as in the Accounts Payable module (Task 1).   Please see the document titled: Credit Card - Pay Vendor At Time of Purchase in the Accounts Payable section of the website

 

 

 

Purchase Order changes through 05/31/14

 

 

Dimensional Item Types

 

Created new parameter ALLOW'DIM'ITEMS to control the use of dimensional type items on purchase orders, receivers, vouchers, ship  backs & credit memo's.  Also implemented logic similar to that of the  Order Processing module to bypass updating of the warehouse "on-hand"  and "on-order" quantities of dimensional type items (defined by O/E  module SKIP'DIM'TYPES parameter) when they are allowed in purchasing.   This means you can now purchase and sell the specified dimensional type items and the warehouse on-hand will remain at a zero quantity throughout the whole cycle so warehouse value is not affected.

 

Vendor Invoices

 

New option to have sales tax automatically calculated in Vendor Invoice entry & editing and also in Vendor Credit memo entry editing.

 

Support added for multiple checking accounts in invoicing & credits.

 

Vendor invoice and CR-memo entry now allows up to 999 G/L distributions per voucher.  Sub-division is a new field on detail records

 

Miscellaneous

 

 Added printer profile configuration capability to bar code printing for received items.

 

New HOLD function added based on the terms table.

 

European date & country format option added to standard purchase order document printing.

 

New warehouse tracking functionality added to receiving & shipping.

 

Added new parameter options for PO & receiver worksheet printing to allow larger line item print sizes when select fields are not needed.

 

Created a new automatic export function in receiver work sheet printing to create files for use with vendor on-line PO entry.

 

Revised the want list information output on large print standard PO's.

 

New purchase summary report combining open PO's & history.

 

 

Purchase Order changes through 08/13/15

 

Number of Copies on POs

Expanded the parameter control for number of copies on purchase orders to support copies-by-printer similar to order entry along with tray control specific to each copy. This allows you to now print copies on individual colors with multi-drawer printers.