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Purchasing Addresses

This chapter contains the following topics:

Entering Purchasing Addresses

Printing Purchasing Addresses

Entering Purchasing Addresses

A purchasing address is the address to which you send the voucher or purchase order authorizing the buy. It may be different from the vendor address (the address to which you send payment).

Use this selection to enter addresses for those vendors who have one or more purchasing addresses distinct from their vendor address.

The P/O Purchasing addresses selection is identical to the selection of the same name in A/P. There are not two sets of data but only one, accessible from either module.

Select

Purchasing addresses from the Master information menu.

The following screen lets you work with both new and existing purchasing addresses:

You select an existing purchasing address for editing or viewing using the list box.

Purchasing Addresses List Box

The list box displays up to 6 purchasing addresses at a time. You may sort the purchasing addresses by vendor number in ascending or descending order. Only column names in red may be sorted. Click on the column name or the arrow to the right of the column name to change the sort or use the View options.

To locate a purchasing address, start typing the vendor number. You may also use the up/down arrows, Page up, Page down, Home and End keys to locate an item. The <F1> and <SF1> keys are the same as the up/down arrow keys.

Purchasing addresses that display in the list box are available for changes or deletion. The fields for the selected purchasing address display in the lower part of the screen.

When a purchasing address is found, you may select the <Enter> key or Edit button to start editing.

Purchasing Addresses Buttons

You may select a button or keyboard equivalent for editing, deleting or adding a new purchasing address:

Menu Selections

At the top left of the screen menu selections are available. Most of these are the same from screen to screen. Some of these selections may be restricted. If the menu selection is grayed out, then you will not be able to access it. The selection that is unique to this screen is explained here:

Selecting the Print menu accesses the Purchasing address list.

Character Mode

This is the character mode screen:

Enter the following information:

Vendor number

Enter the vendor number.

Options 

Using character mode you may also use one of the options:

Upon selection of a valid vendor number, its vendor name displays adjacent to it.

Location number

Enter a number to identify this purchase location. Location code is required.

Do not confuse this location code with the deliver-to location code.

Each one of a vendor’s locations must have a different location number, but the same location number can be used for different vendors if desired.

Location name

Location name is optional and may be left blank. Enter the name of the company at this purchasing address, or press <F1> to use the vendor name as the location name.

Address-1,

Address-2, and

Address-3

Enter the address. The vendor’s name and address will be printed on the purchase order exactly as you enter it, for use in window envelopes.

Each address line is optional. State and zip code are not separate fields and are not validated; you can enter them in any of the address lines.

Country

Contact-1

Enter the name of the contact person at this purchasing address.

Contact-2

Enter the name of the contact person at this purchasing address.

Phone, Fax, E-mail

Enter the phone number of the contact person for this purchasing address.

Comments

Enter any comments about this purchasing address. Comments are optional.

This field uses Passport’s text editing function. You enter text in much the same way as most word processing programs, using the <Enter>, <Up>, <Down>, <Left>, <Right>, and <Delete> keys. When you are finished entering text, press <Esc> and follow the screen instructions.

If you wish to use the more powerful text editing commands which are included in this editor, refer the Text Editing appendix in the System User documentation.

When you press <Esc> from the comments window, the standard options appear (as described in the System User documentation).

Graphical Mode

Select Alt+s to save the entry.

Character Mode

Field number to change ?

Make any needed changes.

Printing Purchasing Addresses

See a Purchasing Addresses list example in the Sample Reports appendix.

Select

Purchasing addresses from the Reports menu.

The following screen appears:

Enter the following information:

Starting vendor # and

Ending vendor #

Enter the starting and ending vendors. Follow the screen instructions.

Print comments

Your answer here determines whether comments will be printed.

OK or Cancel

Select OK to select a printer for printing the report or select Cancel to not print the report and return to the menu.

Field number to change ?

Make any needed changes. Upon pressing <Enter> with this field blank, the Purchasing Addresses list will print.