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Purchase Orders

This chapter contains the following topics:

Introduction to Purchase Orders

Entering Purchase Orders

Printing Edit Lists

Printing New Purchase Orders

Posting New Purchase Orders

Introduction to Purchase Orders

Use this selection to enter purchase orders. Then you can print them on plain paper or on preprinted Purchase Order forms. After printing, you can post the new purchase orders to the permanent Purchase Order data.

The appearance of some of the screens in this chapter depends on the options that you previously selected in Control information. The screens you see in the main body of this chapter are those you would see if you have interfaced the Inventory Control (I/C) module to Purchase Order and have not interfaced Purchase Order to Job Cost.

If you are not interfaced to I/C, and/or you are interfaced to J/C, these cases are described at the end of the chapter.

Unposted purchase orders may be changed by this selection, but once they have been posted a separate function is needed to change them. A subsequent chapter, Changes to Purchase Orders, describes this procedure.

Posted purchase orders remain until closed, as described in the Close and Purge Purchase Orders chapter.

A purchase order consists of two parts:

The header section

which contains information such as the vendor address, where to ship the items ordered, etc.

The lines (line items) section

which contains information for each line item such as the item number, how many ordered, etc.

Entering Purchase Orders

Select

Enter from the Purchase orders menu.

After you select Enter, this screen displays:

The default P.O. number format is AAANN

This is the screen for the purchase order header section. The screens for purchase order line items will appear after the header information is entered in this screen.

From this screen you can work with both new and existing purchase orders.

You can make changes to a purchase order here until it is posted. The only way to change it after that is through the Changes to P.O.’s selection. Refer to the Changes to Purchase Orders chapter.

1. P.O. #

This number is used to identify this purchase order throughout this module.

For a new purchase order

While entering Control information, you answered the question Use alphanumeric purchase order #’s ?. Your answer to this question affects the entry of purchase order numbers.

Alphanumeric purchase order numbers

Purchase order numbers do not need to be issued, and may be entered in any format or sequence.

We recommend that you always use P.O. numbers that match the format entered for Default P.O. # format in Control information. This will make it much easier for you to keep track of your P.O. numbers throughout the P.O. entry, printing and posting functions.

Options 

Press <F2> for the next available purchase order number as described above.

The next available P.O. number is calculated for you. The numeric portion of the last P.O. number entered is increased by an increment of 1. This is done as long as the last P.O. number matches the Default P.O.# format entered in Control information. For instance, if the last P.O. number entered was 1001-AB (matching a format 9999AAA), the next P.O. number would be 10002-AB.

If the last P.O. number entered does not match the default P.O. number format, there is no option for the next available P.O. number. Instead, the default P.O. number is shown at the bottom of the screen with the message The default P.O. number format is NNNNAAA.

Numeric purchase order numbers

If you are using numeric purchase order numbers, purchase order numbers must be issued through the Issue P.O.#’s function. If you try to enter a purchase order number greater than the last purchase order number issued, you are informed that you must use Issue P.O.#’s to issue additional purchase order numbers.

Leading zeroes are not required for numeric purchase order numbers.

The next available purchase order number is obtained from the Next purchase order# field in Control information, where it may be changed if necessary.

Enter the number of the purchase order.

Options 

You may also press <F2> for the next available purchase order number, as described above.

Whether you use numeric or alphanumeric numbers, you can enter a number other than the next calculated number, so long as it has not already been used for another purchase order and (if numeric) has been issued. When you do, this new number does not become the basis for calculating the default on the next purchase order.

For an existing purchase order

Enter the number of the unposted purchase order you wish to change, examine, or delete.

Options 

You may also use one of the options:

Upon selection of a valid existing entry, it will appear and be available for changes or deletion; the cursor will be positioned at Field number to change ?.

2. Vendor

Enter the number of the vendor from whom you are ordering.

Options 

You may also use one of the options:

Upon selection of a valid vendor, its name displays to the right of the number. You will be warned if a vendor is flagged (in A/P Vendors) as no purchases.

Looking up the vendor by name

The cursor will move to the vendor name field, allowing entry of a name (or just its leading characters). Upper/lower case is significant.

Options 

Enter a name, or use one of the options:

Voiding

If you use numeric purchase order numbers, this feature ensures that each purchase order number issued is accounted for.

For instance, a pre-numbered form might accidentally be damaged beyond use. The <F2> option provides a means of identifying these cases. This is called voiding.

When you use this option, you will be asked to confirm the void. If you do, the remainder of the screen is not entered and the cursor does not move to Field number to change ?. Instead you are positioned at Field #1 for the next purchase order.

Voiding a purchase order number does not prevent you from using that number on a new purchase order later on.

Temporary vendors

You can enter a temporary vendor number by starting the vendor number with an asterisk (*). It is not necessary for the temporary vendor to have been previously entered in A/P Vendors.

Adrs-#

This field is required unless this is a temporary vendor, in which case the cursor does not move to it.

Adrs-# corresponds to Location-# in Purchasing addresses. Refer to the Purchasing Addresses chapter. Vendors with more than one remittance address (e.g., branch locations or satellite warehouses) should have a separate location number for each address. Vendors with only one address do not required any location code.

Options 

Enter the Purchasing Address Location-#, or use one of the options:

3. P.O. date

Enter the date of this purchase order. The date of the previously-entered purchase order displays as the default, and may be ratified by pressing <Enter> For the very first purchase order of a session, the default is the system date.

4. F.O.B.

5. Ship-via, and

6. Ordered by

All three of these fields are optional and may be left blank.

Enter the F.O.B. location.

Enter the name of the carrier who will ship the items from the vendor to you.

Enter the person, group, or office that initiated the purchase order.

In each case you may press <F2> for the default value for that field provided that you have actually supplied such a default in Control information.

7. Deliver to

Enter the location code for the location to which the items are to be delivered

You may also use one of the options:

For multi-drop orders

Multi-drop purchases by definition are delivered to more than one location. Even if you plan to specify (in Field #8 below) that this is a multi-drop order, you must still enter an actual location code here. This will be used as the default for each line item. If you press <F1> here for a multi-drop order, when you reach Field number to change ? you will have to change either the location or the multi-drop status.

Delivery address

These fields display automatically except when you have pressed <Enter> in the preceding.

Even if you have done so, these fields are optional and may be left blank. For instance, if the purchase order is for services rather than for goods, delivery location may be a meaningless concept.

Enter the name and address to which the shipment is to be delivered:

8. Is this a confirming order ?

Your response to this question determines whether the purchase order must be printed before it can be posted, and if so what the printed copy will be used for.

Enter one of the following:

Is this a multi-drop order?

If you have chosen (in Control information) to use multi-drop orders, you will be asked whether this is a multi-drop order.

Answer Y if this is a multi-drop order. A multi-drop order is one that has items to be delivered to more than one location.

If you answer Y here but in field #7 you have entered a deliver-to location that exists, you will get a message at Field number to change ? telling you to re-specify the deliver-to location.

This field cannot be changed on an existing purchase order.

Is this a blanket order?

If you have chosen (in Control information) to use blanket purchase orders, you will be asked if this is a blanket order.

Answer Y if this is a blanket order. A blanket order is one expected to be delivered in stages over an extended period of time, and must be released each time. Refer to the Releases chapter for details.

This field cannot be changed on an existing purchase order.

9. Special terms

Enter any special credit or payment terms for this purchase order.

This field is optional and may be left blank, in which case:

10. Special msg

Enter the number of a message that you entered in the P.O. Messages selection or press <Enter> to enter up to four lines of text. This message will appear at the bottom of the printed purchase order.

Field number to change ?

The screen now looks like this:

Make any desired changes.

Options 

For an existing purchase order, you may also use one of the options:

Deleting Purchase Orders

Deleting a purchase order does not automatically void that number.

Field number to change ?

When you press <Enter> from Field number to change ?:

Line items

This section assumes that I/C is interfaced. Is not, then see If you are not using Inventory Control.

This is the purchase order line screen.:

Enter information about the items you are ordering. There is one line for each item being ordered.

1. Seq #

The sequence number is a temporary number identifying each line and its sequence in the purchase order. The sequence numbers do not have to be consecutive numbers and are usually assigned to lines in increments of 10 (e.g., 10, 20, 30).

If you want to add a line between two other lines before posting the purchase order, give the new line a sequence number between the two. For example, to insert a line between 10 and 20, you could give it a sequence number of 15. When you post the purchase order, the sequence numbers will be replaced by consecutive line numbers. In this example, the sequence numbers 10, 15, and 20 would become line numbers 1, 2, and 3 after posting.

Enter a sequence number.

Options 

You may use one of the options:

2. Item #

If not interfaced to I/C, items are identified by the vendor product number; so this field does not appear, and the remaining fields on the screen are renumbered accordingly.

Enter the item number of the item ordered.

Options 

You may use one of the options:

If you are using I/C, if P/O Control information has field 22. Show all item desc ? set to Y and your item record has more than 3 lines, then a window like the following will display:

This window displays 3 or 4 lines of description from the item record.

Inventory items

If this is an inventory item, it must previously have been entered for this vendor in Vendor items. If not, you must interrupt this purchase order to do so, then return to this selection.

Except for multi-drop orders, the software does not verify that this item is actually stocked at the specified deliver-to location until the purchase order is posted.

Once the item ordered has been received and posted (via Receivings), a transaction will be automatically post through I/C Inventory to update your inventory.

Upon entry or selection of a valid inventory item, its description and stocking unit appear on the screen. Lines 3 and 4 of the item description, normally reserved for internal warehouse control uses, do not appear.

Non-inventory items

Use <F2> to enter a non-inventory item. Only do this for items that will not be part of your I/C inventory (for instance, services, supplies, or capital items). Inventory transactions will not be created for non-inventory items.

When <F2> is pressed, **Misc** displays for this field, Non-inventory item is displayed for the description, and entry continues at Vendor product # (Field #4).

This use of the term **Misc** should be distinguished from the miscellaneous items which occur in I/C. It is not necessary that the item being ordered correspond to any miscellaneous item that exists within I/C. In fact, you cannot enter an item number beginning with an asterisk, either in this selection or in Vendor items.

On reports which summarize information by item number, all non-inventory items are considered to be the same item, since they all have the same item number **Misc**.

It is assumed that temporary vendors sell only non-inventory items. If the vendor number begins with an asterisk, the item is automatically assumed to be a non-inventory item, so the cursor does not even move to Field #2.

After you enter the item number, information about that item is displayed automatically. The screen looks like this:

This screen assumes that you are interfaced to I/C and that this is neither a multi-drop shipment nor a blanket order.

3. Worksheet #

You can skip this field if you wish. The worksheet number is used only for your reference, to relate items being ordered to worksheets which you have printed.

If this item is on a worksheet you printed through the Purchasing worksheet function, enter the number of the worksheet. If you're ordering a non-inventory item, (Not applicable) displays here.

4. Vendor product #

If I/C is interfaced and you have entered an inventory item for Item #, the number from Vendor Items displays automatically and this field is skipped.

If you're ordering a non-inventory item, enter the number the vendor gives to the item you are ordering.

5. Vendor’s descr

This description will appear on the printed purchase order.

If I/C is interfaced and you have entered an inventory item for Item #, the vendor’s description from Vendor items displays automatically.

If you are ordering a non-inventory item, you may enter the vendor’s description of the item. If you do, this description will appear on the printed purchase order.

Do you wish to enter any additional description ?

You are asked whether you wish to enter any additional description.

You can insert a blank line by pressing <Enter> at the beginning of the line.

Enter the desired text, or press <F2> to terminate the text. The contents of the current line are not preserved when you do this, so press <Enter> first.

6. Vendor sell unit and

7. Vendor ship unit

If this is an inventory item, these units of measure display automatically and may not be changed.

Otherwise, the fields are required. Enter the units the vendor uses for selling and for shipping this item, or press <F2> for Each.

8. Conversion factors

For an inventory item, two conversion factors display automatically and may not be changed:

For a non-inventory item, only the first conversion factor is applicable and that is all that appears. If Fields #6 and 7 contain the same unit, (Not applicable) displays here and may not be changed. If they are different, enter the conversion factor between the vendor’s selling unit and the vendor’s shipping unit.

Press <F2> to interchange the units. For example, this lets you express 1 OZ = 0.06333 LB as 1 LB = 16 OZ.

9. Qty ordered

Enter the quantity of this item that you wish to order. You can order as many as 99999999 units or as few as .0001 units.

For an inventory item, the quantity must be expressed in terms of your stocking unit; for a non-inventory item, of the vendor’s selling unit. On the printed purchase order, the quantity will automatically be converted into the vendor’s selling unit.

If the item is serialized, a fractional quantity will not be accepted.

If the vendor requires a certain minimum order, and your order is less than the minimum, you see Vendor’s minimum order is ____ units, where units is the vendor’s selling unit. This is only a warning.

On an existing order, if you change the quantity you will be required to change the delivery schedule and the distribution (account or job, as applicable).

10. Unit price

Enter the price per the vendor’s selling unit. If you are ordering an inventory item, enter the item price.

The extended price will be calculated and displayed.

When you select enter on Unit price, the Extended price and the Running total fields display a value.

Extended price

This is not an editable field. It displays the total dollar amount for this line being entered. It is the quantity ordered times the Unit price.

Running total

This is not an editable field. It displays the total dollar amount of the lines being entered. It is the addition of the extended price amounts for each line.

11. This P.O. line is for ?

A line item can be for one of three uses:

If you are interfaced to neither I/C nor J/C, this field displays as (Not applicable) and may not be changed.

The entire quantity on a line item must be for the same use. If you want to split a quantity between two or more uses, enter two or more lines for the same item.

Upon entry of a valid letter, you choice will be spelled out in full.

12. Delivery schedule

Not a blanket P.O.

If this is not a blanket P.O., enter the delivery schedule for this item, up to four different deliveries. For a multi-drop P.O., each of these deliveries can be to a different location. You can also specify that one or more of these deliveries is to be expedited. (Deliveries that are expedited appear on the Expedite Shipment Report at the appropriate time.)

Entering each delivery in the schedule has four parts if it is a multi-drop order, or three parts if is not a multi-drop order.

Not a multi-drop P.O.

Enter the delivery date or use the option:

Delivery date

Delivery dates must be entered from the earliest to the latest, and none of them may be earlier than the date of the purchase order.

Enter the delivery date, or press <F2> for the delivery date based on the number Lead Days set in Vendor items.

Quantity

Quantity cannot be negative and cannot exceed the quantity remaining. If the item is serialized, the quantity cannot be fractional.

Enter the quantity to be delivered on that date or press <F2> for the full remaining quantity outstanding.

Expedite days

You can specify that any particular delivery is to be expedited. Expedited deliveries appear on the Expedite Shipment Report at the appropriate time.

This field is optional, but using it alerts you when an important delivery is about to come due. You can then contact the vendor to verify it is on the way. Note that the word expedite is used here not in the usual sense of making something happen faster, but rather in the sense of identifying which future events you should be monitoring.

The Expedite Shipment Report, described in the Reports chapter, can be printed at any time. It lists all deliveries scheduled within the period of time you specify here.

Drop shipments

If you are also using the Order Entry module and you have specified that an item on a customer order is to be drop-shipped, handle this as follows:

Blanket P.O.

If this is a blanket purchase order, the delivery schedule is entered as the First required date (subsequent delivery dates are controlled by the Releases selection). The screen appears as follows:

Enter fields #12 through # 15.

12. First reqd date

Enter the date you want the first portion of the blanket order to be shipped. Release #1 of the blanket order will automatically be entered and posted when this purchase order is posted.

The field may be left blank, in which case it will display as NOT SCHEDULED YET. No release will be created, and you will not be able to enter receivings against this purchase order until you have entered and posted Release #1 as described in the Releases chapter.

13. First ship qty

Enter the quantity of this item to be delivered in the first shipment. This quantity may not be negative, may not exceed the total quantity, and, when the item is serialized, may not be fractional. It may be less than the vendor’s minimum order quantity.

You may enter zero in this field if you haven’t yet decided on the first quantity to be delivered. Doing this does not prevent automatic creation of Release #1, but you should change that release (via Releases) when you know the quantity.

14. Expedite days

If you wish the first delivery for the blanket order to be expedited, enter the number of days before the first delivery date that you want this item to appear on the Expedite Shipment Report.

For the second and subsequent releases, Expedite days can be set in the Releases selection.

15. Release interval

Enter the periodic interval that you want shipments to be made to you. (These periodic shipments are usually called releases.) Enter the release interval in two parts: a number followed by the letter D for days, W for weeks, or M for months. For example, if you want to receive shipments every two weeks, Type:2, then Type:W.

You are given the opportunity to alter this field each time you enter a new release.

You can skip this field if you haven’t decided on a release interval yet, or if there is no regular release schedule for this item.

Field number to change ?

Make any desired changes.

Options 

You may also use one of the following options:

Make any desired changes, press F2 to enter line item notes or press <Enter> to enter G/L account distributions.

Line Item Notes

A line item can have up to 99 notes. Each note can have 10 lines of 40 characters. These notes will be printed on the purchase order below the line item. Line item notes are especially useful for communicating special instructions to the vendor about a particular line item; they can also be used to supplement the Additional description if needed.

1. Note #

A note number identifies each line item note. The notes for a line item are printed in sequence according to their note numbers.

Enter a note number.

You may also use one of the options:

2. Text

Enter the notes. To finish entering a line, press <Enter> To finish entering the note, press <Enter> to go to a blank line, then press <F2>

Pressing <Enter> on the tenth line of text will also complete entry of the note.

Field number to change ?

Make any desired changes or for an existing note, press <F3> to delete this note.

Upon pressing <Enter> with this field blank, the new or changed note will be filed and you will be able to enter another one. Press <Esc> to return to the line item screen and proceed to distributions.

Distributions to Accounts

You are asked to specify how this line item is to be distributed to General Ledger accounts.

Your General Ledger is not updated directly by the Purchase Order module. The distributions you enter here are made available to you in A/P when you enter the payable (invoice) for the purchase order. Specifically, when you enter the vendor’s invoice for a purchase order using A/P Payables (Enter), you will be given the option of transferring these distributions to the invoice.

This feature is useful if you have two different staff members entering your purchase orders and your A/P payables. It provides a way for the purchasing staff member to communicate the line item distributions to the A/P staff member without bypassing the A/P staff member’s control over payables entry: The purchasing staff member knows what each item is being purchased for, and therefore should know their proper distribution. But the staff member entering A/P payables should be in control of the distributions used for each payable. Therefore, whether or not the distributions from a purchase order are transferred and used is up to the staff member entering A/P payables.

Acct-#

Enter the G/L account number for the distribution. The account number must already exist in Valid G/L accounts. If this purchase order line is for an non-inventory item (an item that will not be sold, but used internally), enter the G/L account number for the appropriate expense account.

If this line item is for an Inventory item and you are using Inventory Control, enter the G/L account number for your unmatched receivings account.

If you are not using Inventory Control, what you enter here for inventory items depends on whether you are using a perpetual or periodic method of inventory control. Consult your accountant to determine the proper distribution for your inventory method.

Options 

Enter an account number, or use one of the options:

Quantity/Percent/Amount

You can distribute the line by quantity, by percent, or by dollar amount. Initially you are asked for quantity; pressing <F2> changes quantity to percent, then to dollar amount, then back to quantity. This option is only available on the first distribution for the item, and whatever method is chosen here must be used for all the remaining distributions for this line item.

Enter a quantity, amount, or percent; or use one of the options:

You can press F1 to default to the quantity, percent or dollar amount remaining to distribute.

Any change ?

After each distribution is entered, you are asked Any change ?. If you answer Y, you can change the quantity/amount/percent. If you enter a value of zero, the distribution is deleted.

You cannot directly change the account number of an existing distribution. However you can delete it by entering zero, then re-enter that distribution as a separate entry under a different account number.

If you are not using Inventory Control

If Inventory Control is not interfaced to P/O, some screen fields are different from those described previously. Before proceeding with this section, become familiar with the previous section then read this section, which explains the differences when Inventory Control is not interfaced.

The differences are exclusively in the line item screen. There is no difference in the header screen.

Line Item Screen

The item number and the worksheet number do not appear on this screen. The remaining fields on the screen have the same appearance, except that they are renumbered. Some fields, described below, are handled differently as follows:

2. Vendor product number

After entering the sequence number for the line, enter the vendor product number for the item that you are ordering.

If this is an item that you regularly order or one that you stock in your inventory, it should have been previously entered in Vendor Items. Then the product’s description, vendor sell unit, vendor ship unit, and conversion factor will display automatically, thus making line entry faster and more accurate. Your purchase order reports will also be more useful because the items that you order will be identified in a consistent manner.

Enter the vendor product number, or use press <F1> for the next Vendor items entry for this vendor.

3. Vendor’s description

If the vendor product number you just entered is not found in Vendor items, you are asked to enter the vendor’s description of the item.

After entering this, you are asked if you want to enter any additional description. If you answer Y, the lower part of the screen clears for you to do this.

4. Vendor sell unit

Enter the vendor’s selling unit of measure for the item you are ordering.

5. Vendor ship unit

Enter the vendor’s shipping unit of measure or press <F1> to use the same unit as the selling unit just entered.

6. Conversion factor

Enter the conversion factor between the vendor’s selling unit and the vendor’s shipping unit. If these two units are the same, you aren’t asked to enter anything, and (Not applicable) displays.

The remaining fields are the same whether you use Inventory Control or not (although they are numbered differently).

If you are using Job Cost

If Job Cost is interfaced, some fields are different from those described above.

Before proceeding with this section, become familiar with the details in the Entering purchase orders section.

This section only describes the fields that are different when Job Cost is used.

The header screen is the same whether or not you use J/C, and so is the line item screen with the exception of the distribution process.

Entering Distributions

A job distribution is entered instead of an account distribution, not in addition to it. The method of entry is much the same.

Job distribution makes the account number distribution available to the A/P Payables selection.

In addition, once those payables have been posted the costing information is made available to Job Cost.

Unless this is a blanket order, you can enter more than one distribution entries. They need not all be for the same job.

Each distribution occupies a single row; as you enter each one, the rows already entered scroll downwards. There is room for three rows at a time.

As soon as you have entered one distribution, you are positioned to enter the next -even if the quantity remaining is zero. To exit the process, you must press <Esc> at this point.

You may not enter a negative distribution.

Job number

Enter the job number for the distribution. The job must already exist, and it cannot be a closed or copy-only job. It is not necessary that the job have been activated.

Upon selection of a valid job, its title and status display at the bottom of the screen.

Cost item

The cost item must already have been defined for the job, and must be a direct cost. A labor cost item is allowed (for services-only purchase orders), but you will be asked to confirm this before proceeding.

Enter the number of the cost item in segments.

Options 

You may also use one of the options:

Upon selection of a valid cost item, the description and cost type of its category display at the bottom of the screen, as well as the title of its sub-job if any.

If the cost item is not a direct cost, an error message is issued.

You are warned if you attempt to distribute a line item to a cost type defined as Labor.

Acct-#

Enter the G/L account number for this cost item, or press <F1> for the default value from the cost item record.

Quantity/Percent/Amount

You can distribute the line by quantity, by percent, or by dollar amount. Initially you are asked for quantity.

Press <F2> to change quantity to percent, then to dollar amount, then back to quantity. This option is only available on the first distribution for the item, and whatever method is chosen here must be used for all the remaining distributions for this line item.

Enter a quantity, amount, or percent; or use one of the options:

Press <F1> to default to the quantity, percent or dollar amount remaining to distribute.

Any change ?

After each distribution is entered, you are asked Any change ?. If you answer Y, you can change the quantity/amount/percent. If you enter a value of zero, the distribution is deleted.

You cannot directly change the job or cost item of an existing distribution; however you can delete it by entering zero, then re-enter that distribution as a separate entry under a different account number.

Printing Edit Lists

This option gives you a list of purchase orders entered but not yet posted. You should use this list to verify that they are correct before you print and post them to the permanent Purchase Order data.

See a sample Purchase Order Edit List in the Sample Reports appendix.

Select

Edit list from the Purchase orders menu.

The following screen appears:

1. Show which P.O.’s ?

This field allows you to limit the report either to only purchase orders that are ready for posting, or to purchase orders that are not yet ready for posting. (Refer to Posting Errors section at the end of this chapter for a description of what makes a purchase order ready for posting.) It can also be used to print a list of all the new (unposted) purchase orders.

Options 

Enter P, N, or B.

2. Starting P.O. number and

3. Ending P.O. number

Enter the range of purchase orders to show on the edit list. Follow the screen instructions.

4. Brief format ?

Answer Y to have the edit list show only the first line of the purchase order header information and a single line for each line item. Answer N for full format, showing all header and line information.

5. Show line items ?

Answer N to show only the header information for each purchase order, or Y to show the line items and their notes.

6. Show distributions ?

If you specified brief format or did not ask to show line items, this field is forced to N and may not be changed.

Answer N to suppress the line item distributions (both account and job distributions), or Y to show them.

Field number to change ?

Make any needed changes. Upon pressing <Enter> with this field blank, the Purchase Order Edit List will be printed.

Printing New Purchase Orders

Every new purchase order must be printed before posting unless it has a confirming order status of Don't print. If a purchase order is changed after it is printed, it must be printed again before it can be posted.

Your purchase orders will be printed on either plain paper or preprinted forms, depending on what you specified in Control information.

Select

Print new P.O.’s from the Purchase orders menu.

The following screen appears:

Enter information as follows:

1. Starting P.O. number and

2. Ending P.O. number

Enter the range of purchase orders to print. Follow the screen instructions.

3. Print accounting distributions ?

Press <Enter> to print the distributions. Answer N to print the purchase orders without the distributions. (The distributions are useful to your accounting department, but of no interest to your vendors.)

4. Print distribution summary ?

Press <Enter> to print a summary of the distributions whether or not the distributions for each line item are printed.

5. Start distributions on new page ?

Press <Enter> to print the distributions for each purchase order on a page separate from the line items. Answer N to start the distributions immediately after the line items.

If you print the distributions on a separate page, you can send the vendor a copy of the purchase order without the distributions shown, and send a copy with distributions to your accounting department.

If you answered N in field 3 and 4 above, you are not asked this question.

6. Default special message

This message is optional; if entered, it will print at the bottom of every purchase order that does not have a special message of its own. If you have already entered a special message for a purchase order while entering the purchase order header information, that message will print, not this default special message.

Enter a message number of a message entered in P.O. Messages or press <Enter> to enter up to three lines of text.

Field number to change ?

Make any needed changes. Upon pressing <Enter> with this field blank, the printer selection windows will display.

Mounting Forms

Verify that the purchase order forms are mounted on your printer. Mounting forms are not needed if you are merging a graphical file with the data. You may skip the mounting if you are using a Company information PDF printer or Windows printer and the form is set up in Control information. See the Purchase Order Control Information chapter.

PDF Purchase Order Generation

When you print the purchase order with a Company information -PDF- printer, the program generates a PDF file for each new purchase order in the PDFFIL\PURCHASEORDERS directory. The name of each file will momentarily display on the screen as it is being created. An example of the P/O PDF file name is xx_PON_100_001113.PDF. The xx indicates the company number. The PON means it is a new purchase order. The ‘100’ is the vendor number and the ‘001113’ is the purchase order number.

You may also print and generate PDF files simultaneously using a -PDFP- printer.

Viewing and Emailing Purchase Orders

Because many files could be generated, they will not display during the print selection process. However, you may view the generated PDF files from the CTL menu selection Email/view printed PDF's, located under the main menu selection PDF form file processing by using either Adobe™ Acrobat™ and Adobe Reader™. From that same menu selection you may also email PDF files. For user information on using the PDF form file processing features, see the PDF Form File Processing chapter in the System documentation.

To setup emailing see the appendix Email Configuration in the PBS Administration documentation.

Alignment

If you elected to not use a pre-printed P.O. as determined in Control information, the alignment screen will display next.

Enter the up/down and left/right adjustment as needed. If you selected a Windows printer the Windows printer alignment screen displays. If an alignment change is needed, enter a number greater than the Default top margin or the Default left margin. When finished select <Enter> to print the purchase orders.

If you are using a PDF printer, the alignment will display. The alignment file is created in the PDFFIL\ALIGNMENTS directory.

Number of Copies

The screen to enter the number of copies and an option to enter a label for each purchase now displays. Make changes as needed. When finished select <Enter> to continue and the purchase orders will now print.

Posting New Purchase Orders

Posting a new purchase order transfers all of the information about it from the (temporary) transaction data to the permanent Purchase Order master data.

After posting, you will still be able to change and reprint a posted purchase order through the Changes to P.O.’s selection. But posting a purchase order normally means that you have finished composing the purchase order and it is ready to serve its purpose. Posting a purchase order indicates that you are filing it in the permanent master data for future reference.

If I/C is interfaced and the purchase order line is for inventory, the quantity on order is updated in I/C Items.

See a sample Purchase Order Register in the Sample Reports appendix.

Select

Post from the Purchase orders menu.

The following screen appears:

Enter information as follows:

Starting and Ending P.O. # to post

You can post only a portion of the new purchase orders if you wish. Enter the starting and ending number, or press <F2> for the last new purchase order.

Any change ?

Type Y to change your selection or N to continue. Follow the screen instructions to print the Purchase Order Register.

A running display of the current purchase order being posted appears on the screen.

If there are no errors, the new purchase orders are posted to the permanent files.

Posting Errors

If the software detects any errors, no posting will occur at this time—not just for the purchase orders in error, but for all of them. The types of errors that the software can detect are:

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