The Purchase Order (O) screen is used to create orders to be sent via email, fax, or snail mail to vendors for items you wish to purchase. On this screen you can define how you want an order shipped and where to ship it (in case you want it drop shipped).
Helps Accessed from the Purchase Orders (O) Screen
File Help (O)
Ctrl+N—clears the screen, without saving or unsaving the current record, and sets the reference number to the next available number.
Ctrl+P—saves the currently loaded purchase order, if not already saved, and Prints on paper.
F5—exits lookup.
Shift+F5—closes all lookups.
F6—opens lookup. (Pressing F6 the after the Lookup has opened toggles between a list of All Vendors and Active Vendors.) Example: F6 on the Vendor Code field displays a list of all your vendors. The Search field at the top of the F6 Lookup window allows you to search for a specific vendor.
Shift+F6—opens alternate lookup. Example: Shift+F6 on the Vendor Name field displays a list of Purchase Orders for this vendor that are still open.
F9—saves record.
Shift+F9—deletes record.
F10—goes to the Selection Screen.
Shift+F10—goes to the Menu Bar.
Esc—exits one level.
Alt+F4—exits ABC.
Ctrl+D—Duplicates a prior record. Simply bring up a new record with Ctrl+N; then press Ctrl+D. You will be asked to enter the number of the Purchase Order you want to duplicate.
Ctrl+L—Loads the last vendor which was loaded on the Vendor (V) screen, or the Bill Entry (B) screen.
Alt+A—loads next P/O Address from Names (N) screen, as listed in the P/O Addresses field on the vendor record of the vendor loaded on the current Purchase Order.
Alt+B—searches Back for the previous order for the currently loaded vendor.
Alt+F—searches Forward for the next order for the currently loaded vendor.
Alt+N—loads 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—loads 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.
Alt+G—Gets next Item # from the Item# & Vendor fields in the top right corner of the Inventory (I) screen. The cursor must be on the line with that item.
F7—opens/loads previous record.
F8—opens/loads next record.
Shift+F7—When the cursor is on an indexed field, press Shift+F7 to scroll through information in reverse.
Shift+F8—When the cursor is on an indexed field, press Shift+F8 to scroll through information going forward.
Edit Help (O)
Ctrl+A—Adds a blank line at the cursor, pushing down any lines that are below. This only works in repeating fields.
Ctrl+C—Copies text. Place your cursor on the field that contains the text you wish to copy and press Ctrl+C. Then move your cursor to the field you want your information copied to and use the paste (Ctrl+V) function.
Ctrl+E—Erases the line where the cursor is and moves up any lines that are below. This only works in the repeating fields.
Ctrl+V—pastes text. Any text that has been copied (with Ctrl+C) or cut (with Ctrl+X) may be pasted into any other field by using the Ctrl+V function. Simply place your cursor in the field you want to copy the information to and press Ctrl+V.
Ctrl+X—cuts text. Place your cursor on the field you want the text removed from and press Ctrl+X. The text will disappear. If you want to replace this text in another field, simply move your cursor to that field and use the paste (Ctrl+V) function.
Ctrl+Z—Zap! Undoes latest changes to the line the cursor is on.
Home—places the cursor at the beginning of the field.
End—moves the cursor to the end of a field.
Shift+Up arrow—moves the cursor to the first repeating field.
Shift+Down arrow—moves 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.
Tools Help (O)
Ctrl+G—Gets or jumps to the address of a certain field. When you press Ctrl+G, a message box appears telling you the address of the field your cursor is on. You are also given opportunity to jump to another address. Enter the location number of the field you want to jump to, or enter F and the field number of the field you want to jump to.
Ctrl+J—accesses a Journal to record anything that you want to remember about this purchase order. To see previous notes, press Ctrl+J. When you are done, press F9. The notes will be saved with the date and time.
Ctrl+K—accesses a second journal. It is similar to the Ctrl+J journal, but saves your notes with only the date.
Ctrl+T—Telephone dialing. This option allows you to dial the phone # for the person or business currently on your screen. Press Ctrl+T. You will be given a choice of numbers if more than one number on record. Press Enter on the correct number and the number is dialed. (A TAPI driver must be installed on your computer to run this feature. Contact your ABC Accounting representative for further information.)
Ctrl+W—puts the reference # on a Word Processor list. To see the list, enter OLABELS as your code on the W screen. Ctrl+W
Alt+1—takes you to the Inventory screen with the item loaded (when the cursor is on an inventory item line). This is useful for changing price or description. Pressing F9 on the I screen returns you to the P/O Entry screen.
NOTE: If you run a screen report (such as Alt+S, Sales History) while you are on the I screen, F9 will not return you to the P/O. You must reload the P/O. Anything that had not been saved on the P/O will be lost.
Another NOTE: If you changed the cost on the I screen and you want that price to take effect on the current P/O, you should reload the newly priced inventory item. One way to reload the item is to press Alt+N and then Alt+P.
Alt+R—enters a shipping ticket for the currently loaded purchase order. Alt+R takes you to the B screen with the Vendor code entered, an S in the Pay Code field to indicate that it is a shipping ticket, the P/O items loaded on the screen, and the cursor placed on the Receive field, ready for the shipping ticket number. Alt+R can be used repeatedly for orders that come in several shipments.
Shift+F3—brings up an accountant's* calculator when your press it the first time. The second time you press it, the final calculations showing are entered into the field the cursor was on.
+ adds or totals - subtracts / divides
* multiplies ) clears ( exits calculator
= totals or equals
*If you are not familiar with an accountant’s calculator, you may want to take a little time to familiarize yourself with the differences in usage here. Figures are entered as positive or negative: i.e. 100+50-75= would be entered as 100+; 50+; 75- The answer calculates each time you press the positive or negative sign. The = sign or Enter key seldom need be used unless you are multiplying or dividing.
Reports Help (O)
(The F11 hot key takes you straight to the Report Menu. Then you can just press the letter of the report you wish to run. Of course, using your mouse works too.)
L—Lists the Bill Entry #s that have items from the currently loaded Purchase Order. (Runs from the 2-29 report.)
T—lists the shipping Tickets that have been entered for the currently loaded purchase order. (Runs from Report 2-27.)
C—gives details about Customer orders on the item your cursor is on. Gives work order #, date, and customer.
S—shows who all has purchased this item in the past.
V—details who you have ordered this item from in the past, with the P/O #s, dates, quantities and prices.
P—gives a list of all the Bill Entry records where you purchased this item in the past.
Links Help (O)
Alt+V Fax—If you have the modem properly configured to work with the software, you may press on this link to send the order as a fax to the vendor.
Email—Click on the email link to send this order to the vendor via email.
Alt+Z PDF—This link creates a PDF version of your order to be sent via email as an attachment. (This option is very quick and easy.)
Alt+E—Sends the items from this order, along with their quantities, to a vendors web-based order form. Since you are sending data to fill out an online form, this tool asks you to indicate how many more fields the order has on it. The extra fields will be left blank for you to deal with later. the only fields filled out should be the item code and the quantity, if you enter extra number of fields correctly. (This one can be a little more tricky.)
This is an automatically generated reference number. Enter a previously used reference number here to view a record. Or press F7 or F8 to view the Purchase Order files.
This code references the Vendor (V) screen. Enter the vendor code as entered in the Vendor (V) screen. If the vendor has a separate address just for purchase orders, that address is found on the Names screen and brought into the purchase order from there.
This is carried across from the Vendor (V) screen when the Vendor # is entered, but may be changed here if necessary.
When you press F6 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 F5.
For more information on entering terms, see the section titled “Terms” on the V or B screen helps.
This code references the Job (J) screen and applies to Job Costing. Enter the Job # this purchase order is for. A handy lookup is available for this field when your cursor is on it.
Note that any documentation referring to the Job Costing Module (Material, Job, or Job Detail screens) does not apply to most users. It is a custom feature.
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.14)
This field is used for job costing purposes. It determines how the 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 ('D) screen as well as to the Inventory (I) screen.
Enter S to post the bills to Subcontract on the Job Detail ('D) screen. This does not update Stock Quantity on the Inventory (I) screen.
Enter M to post the bills to Material on the Job Detail ('D) screen. This, also, does not update Stock Quantity on the Inventory (I) screen.
Inventory Purchase History fields are always updated.
Note that any documentation referring to the Job Costing Module does not apply to most users. It is a custom feature.
This is an information field which is carried across from the Vendor (V) screen but may be changed here.
Enter the date the vendor plans to ship the order.
This field loads from the Vendor (V) screen. If there is nothing specified in the Vendor screen, it loads from the Company Setup (#) screen. 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 (I) screen when an Item Code is entered. If this field is left blank, the prices will automatically be carried across from the Inventory (I) screen.
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 (I) screen. 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.
This is carried across from the Vendor (V) screen when the Vendor # is entered, but may be changed here if desired.
You may use Alt+A to load an Address listed in the P/O Addresses field on the Vendor (V) screen. Pressing Alt+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 set up on the Names (N) screen.
This is carried across from the Vendor (V) screen when the Vendor # is entered, but may be changed here if necessary.
This is carried across from the Vendor (V) screen when the Vendor # is entered, but may be changed here if necessary.
City, State and Zip Code (O.29)
This line is loaded from the Vendor screen when the Vendor code is entered. It may be changed here if necessary.
This is carried across from the Vendor (V) screen when the Vendor code is entered, but may be changed here if necessary.
This is the account number your vendor uses for you. This field is carried across from the Vendor (V) screen when you enter the Vendor code.
This is an informational field. This is the name of the person who made the purchase order. It will appear on the printed purchase order.
This is an informational field telling how the order is to be shipped (ground, 1st day, etc.). It will appear on the printed purchase order.
The Freight on Board point, or the location this item is being shipped from, may be entered here. It will appear on the printed purchase order.
This is an informational field carried across from the Vendor (V) screen which 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.36)
This field loads from the first line of P/O Instructions on the Vendor (V) screen, but may be changed here. Enter any information you want printed on the order.
Special Instructions # 2 (O.37)
This field loads from the second line of P/O Instructions on the Vendor (V) screen, but may be changed here. Enter any information you want printed on the order.
Special Instructions # 3 (O.38)
This is an additional line for special instructions. Enter any information you want printed on the order.
Special Instructions # 4 (O.39)
This is an additional line for special instructions. Enter any information you want printed on the order.
Enter the date the vendor plans to ship this item.
This field is used for the screen code prefix. Since the Ship To address may come from the Customer, Vendor, Employee, Job or Name screens; you may enter C, V, E, J, or N here to indicate which screen you are pulling the address from. Then, in the next field, you will have opportunity to enter the code of the person you want this shipped to.
You also have the option of skipping this field entirely and entering both the screen code and the individuals code in the next (Ship To) field.
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 screen. Type one of these letters, C, E, J, N or V to specify which screen 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. An F6 Lookup is available on this field to help you find the correct customer code.
Enter your Inventory code for the item you wish to order. Item, Description, Manufacturer's Item #, P/O Message, Cost, Unit, #/Cs, and G/L # will be loaded.
Press F6 to search for item codes. If the item you want is not available, it is probably not yet entered into the Inventory Items (I) screen. To set up the new item without losing your place on the Purchase Order screen:
If you don't wish to set up a new item on the Inventory screen, but you do wish to enter an item that is not listed, simply enter the item code followed by a period. This is usually only recommended for comments or remarks, not for actually items you wish to purchase.
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.
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.
The G/L # is the account number for the amount on this line. When an Item # is entered, the G/L # is automatically entered as follows:
1. When there is no Job #, the account number on the Inventory (I) screen plus the A/P G/L Adder from the Company Setup (#) screen is added together to get the account number. If the resulting account number is zero, or if there is no G/L # on the Inventory (I) screen, then the Default Purchase Account # is used. If the number on the Inventory (I) screen is greater than the Purchase End Account # on the Company Setup (#) screen, then the G/L number from the Inventory (I) screen is used.
2. When there is a Job # entered and there is an S in the M)aterial, D)irect, S)ubcontract field on the Bill Entry (B) screen, the Default Purchase Account # from the Company Setup (#) screen is used unless there is a number in the Subcontract Adder on the Company Setup (#) screen; then that number plus the number on the Inventory (I) screen plus the A/P G/L Adder is used.
Job #s are a part of the ABC JOB COSTING MODULE.
Note that any documentation referring to the Job Costing Module (Material, Job, or Job Detail screens) does not apply to most users. It is a custom feature.
Received Flag (O)
A field has been set aside in ABC’s Version 13 software to indicate whether or not an item has been received yet. Once any item has been received on the Bills screen, a Y shows in the Received Flag field here.
#/Case (O)
This is the number of items per case, when an item is bought by the case but sold individually. This number should have already been entered on the Inventory (I) screen, but it may be changed here. If you do change the number per case here, the stock quantities posted to the Inventory screen for this item will be calculated as the number of cases times the number of items per case, as you entered it in this Order.
Price Update Code (O)
The update code determines how prices for this item will be updated by Report # 2-10, INVENTORY PRICE UPDATE. Alternatively, you can select certain features of bill entry and not use this line in calculating discounts.
The update code is found on the Company Setup (#), Inventory (I), Bill Entry (B) and Purchase Order (O) screens. It is automatically set on the Bill Entry and Purchase Order screens from the Inventory screen. If there is none on the Inventory screen, it comes from the Company Setup (#) screen. It may be changed manually.
Here are some possible entries:
A—Always update the cost and the list price.
B—Update the cost if it increased.
D—Always update the cost.
I—Always update the cost. Update the list price if it increased.
L—Update the cost if it increased. Update the list if it increased.
N—No price update.
F—Freight or other adjustment items (sales tax & discount).
G—G/L distributions. See section titled “G/L Distributions” below.
O—Omit purchase order posting. (Don't post this item to purchase order.)
P—Bring up List price instead of Cost when entering item on Bill.
S—Skip Quantity & Price and go to Amount.
Q—Stock Quantity and pricing are not changed by Unit when purchasing. This is generally used when a number followed by # is used in Unit. (Q must be the LAST letter used in the Update Code field.)
Z—Show Zero amount on Report # 1-7, INVENTORY VALUE. (Normally, this report ignores zero purchases. A Z forces the zero value to appear.)
$—Do not apply cash discount to this item. Use this with items that are not discounted, such as sales tax and freight. This code may be combined with another function; example: F$.
Class (O)
JOB COSTING MODULE—This is the class from the Job Class ('J) screen that this line will post to on the Job Detail ('D) screen. When an item # is entered, the Job Class is brought across from the Inventory (I) screen, but may be changed here.
Note that any documentation referring to the Job Costing Module (Material, Job, or Job Detail screens) does not apply to most users. It is a custom feature.
This is loaded from Buy Description on the Inventory (I) screen, when you enter the Item #. If nothing is entered in Buy Description, it uses the standard description.
You may also type in your own description here, if you like. In the event of an entry that is longer than the standard field, just keep typing. The field will scroll and allow you to enter quite a lot here. To view it later, click on the little curved arrow icon. A box opens up for viewing whatever was entered here in its entirety
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 (I) screen when you enter the Item # but may be changed here.
If you choose to enter your own message here, and it is longer than the standard field size, just keep typing. The field will scroll and allow you to enter quite a lot here. To view it later, click on the little curved arrow icon. A box opens up for viewing whatever was entered here in its entirety
Your Item # (O)
This is the Vendor's Item #. This field loads from the Item # and Vendor fields 1, 2, 3 on the Inventory (I) screen when you enter the Item #. Alt+G loads whatever is on the second line. Press Alt+G again to load the third line. (If there is nothing on lines 2 or 3, pressing Alt+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.
This field loads from the Inventory screen but may be changed here.