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This chapter contains the following topics:

Introduction to Viewing Purchase Orders

Viewing Purchase Orders

Viewing Lines

Viewing Line Details

Viewing Purchases by Item

Viewing Receivings

Viewing Vendors

Viewing Vendors for an Item

Viewing Items for a Vendor

Introduction to Viewing Purchase Orders

Use this selection to view the information stored in the Purchase Order module from many different viewpoints. You can look at purchase orders, inventory items, vendor items, receivings, vendors, and G/L accounts.

The information available to you if you are not using I/C is stated in each selection.

Viewing Purchase Orders

This selection lets you view posted purchase orders, both open and closed, up till the time they are purged.

Select

Purchase orders from the View menu.

You can view purchase orders in order by purchase order number, by vendor number, or by purchase order date.

Having chosen one of these three methods, you ask the system to display a list of the purchase orders on file, in the order chosen. You can begin at the beginning, or select any starting point. The software displays up to fourteen purchase orders, one per line. You can then select the one you want for detailed viewing. If you do not find it on the list, you can proceed to examine the next fourteen, and so on.

Enter the starting purchase order number for the purchase orders you want to view.

Options 

You may also use one of the options:

If you chose to view purchase orders by vendor, enter the starting vendor number for the purchase orders you want to view.

Options 

You may also use one of the options:

If you chose to view purchase orders by purchase order date, enter the starting date for the purchase orders you want to view.

Options 

You may also use one of the options:

The following screen shows the purchase orders listed by date:

The purchase orders are listed, one line per purchase order.

Options 

You may also use one of the options:

Detailed Inquiry

Each purchase order number shown has a number to its left, called the screen line number. Press <F2> for a detailed inquiry and select the purchase order to view by entering its screen line number.

The following screen appears:

Show headers or lines ?

You can look at the detailed information for either the header or the lines.

The full header information for the selected purchase order is displayed, as well as the number of open and closed lines on the purchase order and the last change number and change date, if any:

Viewing Lines

You can now view the detailed line item information for this purchase order.

Options 

You may use one of the options:

The line items are listed on this purchase order, listed five per screen. Each line item has a screen line number immediately to the left:

Viewing Line Details

Use one of the options:

Enter a number for a line for which you want to see more details.

The following screen appears:

The status of each delivery (open, closed, or in excess) is shown, but no cross-reference is given to the receiver numbers. If you want to trace from a purchase order to its receivers, use the View receivings selection and select by purchase order number.

If this line is part of a blanket purchase order, the delivery schedule is somewhat different:

In either case, you have several options for viewing additional information:

Distributions

The following screen appears:

The format of the screen will vary depending on whether this is account distribution or job distribution; also upon whether distribution is by quantity, percent, or amount.

Up to five distributions will be visible on one screen at one time

Options 

When done viewing the distribution, you may elect to use one of the following:

Notes

The first note for this line item displays:

Options 

The following options are available:

Press <Esc> to select another line when you are through with this screen.

When you are finished viewing line details, press <Esc> repeatedly until the View menu reappears.

Viewing Purchases by Item

If you are not using Inventory Control with Purchase Order, this selection is not available.

This selection lets you look at posted purchase orders for a specific item.

Select

Purchases by item from the View menu.

Options 

Enter the inventory item number, or use one of the options:

Item lookup by description

If you have pressed <Enter> to select by name, enter the name of the stocking item, or simply the leading characters of the name. The lookup function is case sensitive.

You may also use one of the options:

Non-inventory items

If you have pressed <F2> for non-inventory items, you will get all purchase orders that have one or more such items. The system does not distinguish between one miscellaneous item and another; they are all considered to be a single item with the item number of MISC.

For all methods of item lookup

The description of the item appears, and the purchase orders that have line items containing the selected item number are displayed in order by purchase order number:

Each purchase order line item has a screen line number, and up to five can fit on one screen.

Options 

Use one of the options:

Select a line number for further details, or press <Esc> to clear the screen to enter another item number.

The detailed screen for a line appears:

Options 

Use one of the options:

The rest of this selection is identical to View purchase orders, so cross-references by page are given above in lieu of repeating the same information.

To exit, press <Esc> repeatedly.

Viewing Receivings

This selection lets you look at the posted receivings which you have on file for your purchase orders. You can examine them by purchase order number or by receiver number.

Select

Receivings from the View menu.

The following screen appears:

Enter the receiver number or use one of the options:

When viewing by receiver number

Until you answer Y to the question Right receiver ?, the screen displays the current receiver with the number and date of the corresponding purchase order and the name and address of the vendor. Once you answer Y, the detail line items of the receiver are displayed as described in the Receiver Detail section.

When viewing by purchase order number

Enter the purchase order number.

Options 

You may also use one of the options:

Receiver detail

Up to five line items can fit on one screen. The Ln # column refers to the line number of the purchase order, not that of the receiver; only those line items serviced by this receiver are displayed. When your lookup has been by receiver number, all the line items are for the same purchase order. However, when your lookup has been by purchase order, more than one receiving number may appear on the screen.

Here is a description of some of the other fields that display:

Stat

When the receiving is handled by running Clear uninvoiced receivings this field will display as Clear.

Invc-dat

This field will only display if you are looking up by receiver number (not PO#) and you entered a payable for the receiver in A/P.

This is the date of the invoice after the purchase order and receiver was assigned to a payable in A/P and it was posted.

Invc-#

This field will only display if you are looking up by receiver number (not PO#) and you entered a payable for the receiver in A/P.

This is the number of the invoice after the purchase order and receiver was assigned to a payable in A/P and it was posted.

Options 

When done viewing the receiver, use one of the options:

Viewing Vendors

Use this function for a quick look at vendors in the A/P Vendor file.

Select

Vendors from the View menu.

The following screen appears:

Enter the number of the first vendor you want to view.

Options 

You may also use one of the options:

The following screen appears:

Sixteen vendors at a time can be viewed from this screen, in vendor number sequence.

Options 

You can use the following options:

Viewing Vendors for an Item

If you’re not using I/C with P/O, this function is not available.

Use this function to find which vendors sell a selected item. You can use the next function to find which items a selected vendor sells.

This function can also be used to ensure that you have not accidentally specified two prime vendors for the same item.

Select

Vendors for an item from the View menu.

The following screen appears:

You cannot view miscellaneous items here.

Enter the number of the item you are interested in.

Options 

You may also use one of the options:

Item lookup by description

If you have pressed <Enter> to select by name, enter the first line of the item’s description, or simply the leading characters of that line. The lookup function is case sensitive.

Options 

You may also use one of the options:

The following screen appears:

Four vendors at a time can be viewed from this screen, in sequence by vendor number (regardless of rank).

Options 

Use on of the options:

Viewing Items for a Vendor

Use this selection to view all items sold by a particular vendor.

Select

Items for a vendor from the View menu.

The following screen appears:

You cannot enter a temporary vendor.

Enter the number of the vendor you want to view.

Options 

You may use one of the options:

Vendor lookup by description

If you have entered Blank to select by name, enter the name of the vendor, or simply the name’s leading characters. Upper/lower case is significant.

Options 

You may also use one of the options:

The following screen appears:

The Sell column refers to the vendor’s selling unit, not to yours.

Four items at a time can be viewed from this screen.

Options 

Use on of the following options:

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