O - Purchase Order Screen

PURCHASE ORDER FILE HELP

PURCHASE ORDER SCREEN REPORTS HELP

Purchase Order Entry # (O)

Direct, Subcontract, Material (O)

Salesperson (O)

Stock Order (O)

Vendor Name (O)

City, State and Zip Code (O)

Taxable/Exempt (O)

Special Instructions # 1 (O)

Special Instructions # 2 (O)

Special Instructions # 3 (O)

Special Instructions # 4 (O)

Description (O)

Number of Labels (O)

Your Item # (O)

to first item <Shift Up> next vendor order <Alt F> Print & save order <Ctrl P>

PURCHASE ORDER SCREEN EDIT HELP <Ctrl A> Add a blank line at the cursor, pushing down any lines that are below. This only works in repeating fields.

<Ctrl E> Erase the line where the cursor is and move up any lines that are below. This only works in the repeating fields.

<Ctrl Z> Undo present changes to line cursor is on.

<Crtl Home> Moves the cursor to the beginning field on the screen from any location.

<Ctrl End> Moves the cursor to the ending (non-repeating) field on the screen from any location. Use Shift Up arrow and Shirt Down arrow to go to the first and last repeating field, such as in an inventory item list.

<Page Up> Move the cursor up one screen at a time when the cursor is in the repeating fields. Any where else on the screen, place the cursor on the top line of the repeating fields.

<Page Down> Move the cursor down one screen at a time when the cursor is in the repeating fields or to the next available line.

<Shift Up-Arrow> Move the cursor to the first repeating field.

<Shift Down-Arrow> Move the cursor to the line just below the last line used on the purchase order. If the purchase order is blank, it places the cursor on the top line.

PURCHASE ORDER FILE HELP
<Ctrl P> Save the currently loaded purchase order, if not already saved, and print on paper.

<Ctrl N> Clear the screen, without saving or unsaving the current record, and set the reference number to the next available number.

<F5> exit lookup <Shift F5> close all lookups

<F6> open lookup <Shift F6> alterate lookup

<F9> save record <Shift F9> delete record

<F10> selection screen <Shift F10> go to menu bar

<Esc> Exit one level <Alt-F4> exit ABC

PURCHASE ORDER SCREEN LOAD HELP <Alt A> Load next P/O Address from Names file (N), as listed in the P/O Addresses field on the Vendor file of the Vendor loaded on the current Purchase Order.

<Alt B> Search back for the previous order for the currently loaded vendor.

<Alt F> Search forward for the next order for the currently loaded vendor.

<Alt G> Get next Item # from the Item# & Vendor fields in the top right corner of the Inventory file (I). The cursor must be on the line with that item.

<Ctrl L> Load the last vendor which was loaded on the Vendor screen (V), or the accounts payable Bill Entry Screen (B).

<Alt N> Load the next vendor or the next inventory item, in alphabetical code order. The location of the cursor determines the operation. If it is on an item line, the next item is loaded; otherwise the next vendor is loaded.

<Alt P> Load the previous vendor or inventory item, in alphabetical code order. The location of the cursor determines the operation. If it is on an item line, the previous item is loaded; otherwise the previous vendor is loaded.

PURCHASE ORDER SCREEN REPORTS HELP
<Alt L> List the A/P Invoices that have items from the currently loaded Purchase Order.

<Alt T> List the shipping tickets that have been entered for the currently loaded purchase order.

PURCHASE ORDER SCREEN TOOLS HELP <Ctrl G> You will receive a message telling you what entry location and field number your cursor is at. Type in the number of the entry location you want your cursor to be moved to and press enter, and your cursor will be moved to that location.

<Ctrl J> or <Ctrl K> This gives you two notepads to keep on file anything that you want to remember about this purchase order. files it with the date and time, only with the date. To see what is on file, press or . When you are done, press .

<Ctrl T> Dial Telephone. For detailed help, press <T>.

<Ctrl W> Puts the reference # on a Word processor list. To see the list, press F10, W, and Ctrl N (to clear screen),

<Alt 1> If you press , when the cursor is on an inventory item line, you are taken to the Inventory file (I), with the item loaded on the screen. This is useful for changing price or description if you want to. Pressing on the Inventory file, returns you to the P/O Entry screen. NOTE: If you run a screen report such as , Sales History, or , Purchase History, while you are on the Inventory screen (I), will not return you to the P.O. You must press and O and then reload the P.O. Anything that had not been saved on the P.O. will be lost. Another NOTE: If you changed the book price on the inventory file, and you want that price to take effect on the current P.O., you should reload the inventory item that has a new price. One way to reload the item is to press and then .

<Alt R> Automatically enter a shipping ticket for the currently loaded purchase order. When you press , you are taken to the Bill Entry screen (B) with the Vendor Code entered, an S in the Pay Code field to indicate that it is a Shipping Ticket and the purchase order items are loaded on the screen. The cursor is placed on the Receive field, ready for the Shipping Ticket number. can be used repeatedly until the full quantity of all of the items on the purchase order are on shipping tickets.

<F4> Start macro from the line the cursor is on. Press and the macro name.

<Shift F4> Record macro. Press to begin recording. Then enter the macro keystrokes. Press to end the macro. Press <M> for more information.

<Shift F3> Calculator. Use / to divide and * to multiply.

Purchase Order Entry # (O)
This is a number from 1 to 999999. The computer automatically sets it to the next available number. To view or edit a previous order, enter the reference number for that order.

Vendor # (O)
This code references the Vendor file (V). Enter the vendor code as entered in the Vendor file (V). If the vendor has a P/O Address entered in the Names file (N), the name from that record is displayed.

Terms (O)
This is carried across from the Vendor file (V) when the Vendor # is entered, but may be changed here if necessary.

When you press or any character with your cursor in the Terms field, a window appears for entering the Vendor's Terms. To return to the main screen without entering or editing Terms, press .

For more information on entering terms, from the Purchase Order screen, press Shift F1, select Questions and then option T.

Job # (O)
This code references the Job file (J) and applies to Job Costing. Enter the Job # this Purchase Order is for.

Date (O)
This is set to the system date, but may be changed here if necessary. This date appears on the printed Purchase Order.

Direct, Subcontract, Material (O)
This field is used for Job Costing purposes. It determines how the A/P bills for this vendor are posted when a valid job number is entered.

Enter "D" to post the bills to Direct Quantity on the Job Detail file ('D) as well as to the Inventory file (I).

Enter "S" to post the bills to Subcontract on the Job Detail file ('D). This does not update Stock Quantity on the Inventory file (I).

Enter "M" to post the bills to Material on the Job Detail file ('D). This, also, does not update Stock Quantity on the Inventory file (I).

Inventory Purchase History fields are always updated.

Ship To (O)
If you want this order drop shipped to some other address rather than your own, you can specify this by entering the code in this field. You may enter a code from the Customer, Employee, Job, Name or Vendor file. Type one of these letters, C, E, J, N or V to specify which file followed by the record code that you want to use. For example, if you want the order shipped to a Customer with the code BRUBA0, enter CBRUBA0. If the specified code does not exist, the computer will alert you.

Salesperson (O)
This is an information field which is carried across from the Vendor file (V) but may be changed here.

Ship Date (O)
Enter the date the vendor plans to ship the order.

Prices (O)
This field loads from the Vendor file (V). If there is nothing specified in the Vendor file, it loads from the System Setup Screen 2 (&). You may change it here if necessary. Enter "Y" or "N" in this field to specify whether or not you want prices to carry across from the Inventory file (I) when an Item Code is entered. If this field is left blank, the prices will automatically be carried across from the Inventory file (I).

Stock Order (O)
An "S" in this field designates this record as a Stock Order. It posts ordered quantities to the Stock Order field instead of the Vendor Order field in the Inventory file (I). Report # 1-11, INVENTORY ORDER ADVISORY, does not use the Stock Order when generating an order advisory. Stock orders are normally used for seasonal orders that take a longer time than normal to arrive.

Vendor Name (O)
This is carried across from the Vendor file (V) when the Vendor # is entered, but may be changed here if desired.

You may use +A to load an address listed in the P/O Addresses field on the Vendor screen (V). Pressing +A repeatedly rotates through the P/O Addresses and the main address on the Vendor screen.

Note: P/O Addresses on the Vendor screen must be setup on the Names file (N).

Attention (O)
This is carried across from the Vendor file (V) when the Vendor # is entered, but may be changed here if necessary.

Address (O)
This is carried across from the Vendor file (V) when the Vendor # is entered, but may be changed here if necessary.

City, State and Zip Code (O)
This line is loaded from the Vendor file when the Vendor # is entered. It may be changed here if necessary.

Phone # (O)
This is carried across from the Vendor file (V) when the Vendor # is entered, but may be changed here if necessary.

Customer # (O)
This is the account number your vendor uses for you. This field is carried across from the Vendor file (V) when you enter the Vendor #. You can also change this manually here.

Requester (O)
This is an information field. It will appear on the printed purchase order. You may enter the name of the person who made the purchase order.

Ship VIA (O)
This is an information field. It will appear on the printed purchase order. You may enter how the order is to be shipped.

FOB Point (O)
The Freight on Board point may be entered here. It will appear on the printed purchase order.

Taxable/Exempt (O)
This is an information field. This is also carried across from the Vendor file (V) but may be changed here. Enter "T" if this order will be taxable or "E" if it will be tax-exempt. This field will appear on the printed purchase order.

Special Instructions # 1 (O)
This field loads from the first line of P/O Instructions on the Vendor file (V), but may be changed here. Enter any information you want printed on the order.

Special Instructions # 2 (O)
This field loads from the second line of P/O Instructions on the Vendor file (V), but may be changed here. Enter any information you want printed on the order.

Special Instructions # 3 (O)
This is an additional line for special instructions. Enter any information you want printed on the order.

Special Instructions # 4 (O)
This is an additional line for special instructions. Enter any information you want printed on the order.

Our Item # (O)
Enter the Inventory code for the item you wish to order. The computer loads the item and display the Description, Manufacturer's Item #, P/O Message, Book Price, Unit, #/Cs, and G/L#.

If the item code is not found on the Inventory file (I), the computer will display a Look-Up screen with the Inventory codes & items that immediately follow (in alphabetical order) the item code which you entered. If you want to setup a new item with the code you entered, press +A. You will be taken to the Inventory file where you should enter the description, G/L code and whatever other information that you want to enter. When you press to save the record, you will be taken back to the Order screen, the information will be entered on the Order for you and you can enter Quantity.

You may use the or Keys and the or Keys to find the right code on the "Look-Up" screen. When the right code is found, highlight that item and press to load it, instead of the code which you had entered first. If you press while the "Look-Up" screen is visible, it disappears and the cursor is back on the blanked-out Item Code field ready for you to try again. If you don't wish to setup an item on the Inventory file, simply press after the "Look-Up" screen is displayed and the computer inserts a period after the item code as a remark. The cursors moves to the next field.

Quantity (O)
Enter the quantity you wish to order. If you have a quantity entered in #/Cs, enter the number of cases you wish to order.

Price (O)
Enter the price you have to pay for this item. Notice that when there is a quantity in #/Cs, the price is based on case.

Amount (O)
The amount is automatically calculated from the quantity and price, but may be edited.

#/Case (O)
This is the number of items per case when an item is bought in case quantities, but sold individually. When an Item # is entered, this is carried across from the Inventory file (I), but may be changed here. When the computer posts this line to the Inventory file (I), the quantity is multiplied by the # per case to obtain the individual quantity that is added to the Stock or Ordered Quantity on the Inventory file (I).

Class (O)
JOB COSTING MODULE - This is the class from the Job Class file ('J) that this line will post to on the Job Detail file ('D). When an item # is entered, the Job Class is brought across from the Inventory file (I), but may be changed here.

Description (O)
This is loaded from Buy Description on the Inventory file (I), when you enter the Item #. If nothing is entered in Buy Description, it uses the standard Description.

Number of Labels (O)
Enter the number of labels you want printed for this inventory item. Report # 2-25, P.O. INVENTORY LABELS, prints labels with the Item #, Inventory Description, P.O.#, and Job # on a 3 1/2" x 15/16" label.

Message (O)
This is loaded from P/O Message on the Inventory file (I) when you enter the Item # but may be changed here.

Your Item # (O)
This is the Vendor's Item #. This field loads from the Item# and Vendor fields 1, 2, 3 on the Inventory file (I) when you enter the Item #. +G loads whatever is on the second line. Press +G again to load the third line. If there is nothing on lines 2 or 3, pressing +G the second time reloads the first line.

After a Purchase Order has been received and a Bill has been entered for it on the B screen, Quantity Received is displayed at the bottom of the screen when the cursor is moved to this field.

Unit (O)
This field loads from the Inventory file but may be changed here.

Ship Date (O)
Enter the date the vendor plans to ship this item.