Table of Contents - Jason Industrial · overstock situations. This is achieved by applying...

PURCHASE ORDER

Table of Contents

PURCHASE ORDER ...................................................................................................... 1

PURCHASING- ......... INTRODUCTION AND OVERVIEW ...................................................................... 4

ENTERING, MAINTAINING, APPROVING REQUISITIONS ................................................................ 7 POAM- ................... PURCHASE ORDER AUTHORIZATION MAINTENANCE ................................... 7 APR- ....................... APPROVE PURCHASE ORDER REQUISITIONS ................................................ 9 PORM- ................... PURCHASE ORDER REQUISITIONS MAINTENANCE ..................................... 19 REQM- ................... PURCHASE REQUISITION MAINTENANCE...................................................... 25

ENTERING, MAINTAINING and GENERATING PURCHASE ORDERS .............................................. 29

POE- ...................... PURCHASE ORDER ENTRY AND MAINTENANCE .......................................... 29 POGEN- ................. GENERATE PURCHASE ORDERS .................................................................... 45 PRGEN- ................. GENERATE PURCHASE REQUISITIONS.......................................................... 47

PRINTING PURCHASE ORDERS .......................................................................................................... 53

POP- ...................... PURCHASE ORDER PRINTING ......................................................................... 53

RECEIVING PUCHASE ORDERS AND RETURNS TO VENDOR ........................................................ 56

POR- ...................... PURCHASE ORDER RECEIVING ...................................................................... 56 ADDING THE CONTROL BATCH HEADER RECORD ................................................................... 56 ADDING A RECEIVER- HEADER RECORD ................................................................................... 57 SELECTING THE VENDOR AND PURCHASE ORDERS .............................................................. 58 UPDATING RECEIVER INFORMATION ON THE HEADER/DETAIL WINDOW............................ 61 COMPLETING RECEIVERS ............................................................................................................ 63 RETURNS TO VENDOR .................................................................................................................. 64

PORDSU -.............. PROCESS SHIP CONF OF ‘DS’ SHIPMENT ORDERS UPON POR. ................ 70 PORDSR -.............. PO RECEIVING DIRECT SHIPMENT EXCEPTION REPORT. .......................... 74 PORDMP- .............. PURCHASE ORDER RETURN – DEBIT MEMO PRINT .................................... 77

PURGE PROGRAMS 78

GPHPRG................ PURGE PURCHASE HISTORY RECORDS ....................................................... 78 POPRG- ................. PURCHASE ORDER PURGING ......................................................................... 79 REQPRG- .............. PURGE PURCHASE REQUISITIONS ................................................................. 80

PURCHASING REPORTS ...................................................................................................................... 81

APOR- .................... AGED PURCHASE ORDER REPORTING.......................................................... 81 GPR- ...................... GENERATED PURCHASE ORDERS REPORT ................................................. 83 OPOR- ................... OPEN PURCHASE ORDER REPORTING.......................................................... 84 POER- .................... PURCHASE ORDER ENTRY REGISTER ........................................................... 91 POEXP-.................. PURCHASE ORDER EXPEDITE REPORT ........................................................ 92 POMR- ................... PURCHASE ORDER MAINTENANCE REGISTER............................................. 94 PORAR- ................. PURCHASE ORDER RECEIVING ALLOCATION REPORT .............................. 95 PORMGT- .............. PURCHASE ORDER RECEIVING MANAGEMENT ............................................ 97 PORP- .................... PURCHASE ORDER RECEIPTS PRINT ............................................................ 99 RRAR- .................... REPLENISH ACTION REPORT ........................................................................ 100

UNVOUCHERED RECEIPTS PROCESSING ...................................................................................... 103

UNM- ...................... UNINVOICED P. O. RECEIPTS MAINTENANCE ............................................. 103 UNRPRG- .............. UNVOUCHERED P. O. RECEIPTS PURGE ..................................................... 107 UNRR-.................... UNVOUCHERED P. O. RECEIPTS REPORT ................................................... 108 UNRHR- ................. UNVOUCHERED P.O. RECEIPTS HISTORY REPORT ................................... 110

Next Generation® Purchasing

Release NGS-6.40 PO-2

VENDOR MAINTENANCE AND REPORTING ..................................................................................... 112

VCQ- ...................... VENDOR COMPARISON INQUIRY .................................................................. 112 VHM- ...................... VENDOR HISTORY MAINTENANCE ................................................................ 113 VIF- ........................ VENDOR INPUT FORMS .................................................................................. 117 VIXM- ..................... VENDOR/ITEM XREF MAINTENANCE ............................................................ 119 VLP- ....................... VENDOR LABEL PRINTING ............................................................................. 123 VM- ......................... VENDOR MAINTENANCE ................................................................................. 131 VS- ......................... VENDOR STATUS ............................................................................................. 138 VNOTE- ................. VENDOR NOTES .............................................................................................. 151 VRA- ....................... VENDOR RECEIVING ANALYSIS..................................................................... 153 VSTM- .................... VENDOR SHIP TO MAINTENANCE ................................................................. 157



......................... Proprietary Notice

This manual contains information which is proprietary to Munics Information Systems, Inc. and all rights are reserved. No part of this manual or its contents may be used or reproduced by any means without the express written permission of Munics Information Systems, Inc. Disclaimer of Warranty The material contained herein is subject to change without notice. Munics Information Systems, Inc. makes no warranty, express, implied or by description, regarding the information set forth herein. Munics Information Systems, Inc. does not guarantee, warrant or make any representation regarding the use of, or the results of the use of, the programs in terms of correctness, accuracy, reliability, currency or otherwise, and the purchaser relies on the programs and the results solely at his/her own risk. NEXT GENERATION® is a registered trademark of Munics Information Systems, Inc. Copyright 1987-2006 Munics Information Systems, Inc.



PURCHASING- INTRODUCTION AND OVERVIEW Introduction The purchasing of all goods can be tracked through the Purchasing Module. Purchase Orders can be created three different ways, manually, automatically (based on pre-defined replenishment parameters) and through the Order entry Program (ORDER). Manually: The program POE (Purchase Order Entry) is used to manually create a Regular Purchase Order, to create a Drop Ship Purchase Order or to create a Transfer Purchase Order. The program is also used to perform any maintenance of existing purchase orders once they have been created. Automatically: The program PRGEN (Purchase Requisitions Generator) is used to create requisitions that can later be reviewed and either approved or deleted. Purchase Order Requisitions are created based on parameters that have been set up in the system; refer to the replenishment module documentation for specifics. Once the program POGEN is executed, purchase orders will be created for any requisition that has been approved. Order Entry: The program ORDER (Order Entry) can also create purchase order requisitions and/or purchase orders. At the time of order entry, for non-stock items, direct shipment transactions and items that do not have sufficient quantities to ship, an optional window can display providing the user with the following options. The user may elect to 1). create both Purchase Order Requisitions and Purchase Orders (at the same time), or 2). create Approved Purchase Order Requisitions (which will be processed by POGEN automatically without having to go through the approval process), or 3). Create a pending Purchase Order Requisition (which will have to go through the approval process before POGEN will process the requisition and generate the purchase order). The system will warn the user when availability has gone negative. Negative available conditions will be considered backordered and trigger the automated replenishment process. Optionally, the system may be setup to generate purchase orders or purchase order requisitions when negative availability conditions occur. This may occur automatically or may be manually controlled by the operator. This option can be defined separately for non-stock items, drop shipments and regular items. Replenishment The primary purpose of Next-Generation Software is to properly manage inventory levels to ensure high customer service levels, increase product turn rates, and minimize inventory carrying costs by avoiding overstock situations. This is achieved by applying controls, fences, and order quantity formulas as found in Gordon Graham's Distribution Inventory Management and Distributor Survival In the 21st Century. As each item has a master item record, each item will also have individual branch records that contain unique data for each combination of item and branch. This data includes buyer, bin location, cost, and replenishment path. The replenishment path dictates whether an item is replenished from an outside vendor, another branch, or from multiple sources (a commodity item) and is a key piece of information in determining which inventory management controls are applied in replenishment for that branch. Among the controls the system will employ in calculating automatic purchase orders are item average usage, lead time, safety allowance, order points, minimum and maximum levels, line points, and the cost of carrying and replenishing inventory. Please note that usage data may be collected in user specified periods (weekly, monthly, etc.) and is available in standard reports. It can be accessed through a PC on the network for further processing and reporting. In basic terms, items replenished directly from a vendor will utilize a calculated order point (when to order) and a computed Economic Order Quantity (how much to order) in replenishing inventory. Items replenished from another branch or from another companies inventory will utilize a minimum stocking level (when to order) and a maximum stocking level (how much to order) in replenishing inventory.



A separate purchasing unit of measure is available to purchase material in one unit of measure while stocking it in another. The purchase uom, purchase-to-stock conversion factor, purchase cost uom and cost-to-purchase uom conversion factor fields are used for this purpose. Vendor item numbers and costs can be maintained through the Vendor Item Cross Reference File Maintenance program (VIXM). This information can be brought into the PO generation process. The replenishment system will create requisitions which the user may in turn approve and/or modify and turn into open purchase orders. In order to control purchasing, the requisition process should take place on a daily basis in the corporate office for all branches. Security should be placed on the requisition menu and programs. Approving Purchase Order Requisitions To approve requisitions, the user may chose from three different programs, depending on which method is preferred. Purchase Order Requisition Maintenance (PORM) allows the user to process multiple requisitions at once. Requisition Maintenance (REQM) allows the user to approve or modify requisitions one at a time. Approve Purchase/Transfer Requisitions (APR) provides the user with a multiple view approach to handle the approval of the requisitions. All three programs will accomplish the task. Printing Purchase Orders Once purchase orders are generated, you may print, fax or email the Purchase Order through the Purchase Order Print Program (POP). Receiving Purchase Orders The receiving of Purchase Orders is accomplished through the program POR (Purchase Order Receipts). Purchase Order receipts will generate receiving history reports showing cost and delivery performance analysis. The inventory receiving process will allow users to automatically allocate stock to the customer order that created the purchase order, among other customer backorders and orders. When purchase orders are received, the item last cost will be updated, based on the cost of the receipt. As purchase order receipts occur, the received quantity may be allocated to open backorders and sales orders. This will reset the pick ticket print flag so the pick ticket prints when the user chooses "All unprinted Pick Tickets". Vendor Returns All credits and returns to a vendor are handled through the P.O. Receipts (POR) program. Prior to performing a credit or return, you must have issued a purchase order and have received and updated that purchase order on the system. Accounts Payable option The Accounts Payable module may optionally interface with the Purchase Order module, thereby allowing the user to verify that their vendor's charges reflect the costs as stated on the original purchase order. Should the vendor invoice vary from the purchase order by a certain percentage, the system will flag the operator and, should the user desire, require a password entry of approval by another user in order to accept such variances. A system option exists to allow you to adjust the item and branch costs based on the actual cost. The user may optionally use UNRR, the Uninvoiced P.O. Receipts Report, to ensure payment of only those invoices in which an inventory receipt has occurred. This may also be used to insure that a Purchase Order return is properly credited through Accounts Payable.



Reports and Queries Next Generation Software provides full open P.O. reporting with sort options such as vendor, item, date wanted, all within branch. A report may be run for a selected vendor, sent to the hold file, and faxed to that vendor.



ENTERING, MAINTAINING, APPROVING REQUISITIONS POAM- PURCHASE ORDER AUTHORIZATION MAINTENANCE Introduction The purpose of the Purchase Order Authorization Maintenance program may be used to set up purchase order limits for each individual user on the amount they are authorized to release from requisitions to purchase orders when automatic purchase orders are generated in POGEN. Once the limits have been set up, the concerned user will not be permitted to generate a P.O. whose total value exceeds the defined limit. For ease of use, there are three levels at which the Authorization process can be controlled. 1. NO LIMITS OR CHECKS FOR ANY USER: To turn off the Authorization checks, the ACF Option 'po027' should be set to 'N'. 2. DEFAULT LIMIT FOR ALL USERS: At the next level, a Default Limit can be set which is then applied uniformly to all users. Default Limits are set by entering a record with Requestor Id. of 'ALL'. The Default Limit is used for checking Purchase Orders generated by all users for whom a specific limit has not been entered. 3. SPECIFIC LIMIT FOR EACH USER: If Authorization Limits for a specific user are entered, the system will restrict the total value of Purchase Orders generated by the user to remain within the Limit defined. Further, if a Password has been entered against the specific user, the Purchase Order Generating program (POGEN) will display a window to accept the Password of the Requestor before proceeding to Generate the Purchase Orders. Procedure



From the menu, enter "POAM":

The following fields may be entered: DIVISION Enter a valid Division ID. DEPARTMENT Enter a valid Department ID. BRANCH Enter a valid Branch ID. REQUESTOR Enter the Requestor ID. APPROVER Enter the Approver ID. REQUESTOR'S LOGIN

Enter the login for the Requestor.

APPROVER'S LOGIN

Enter the login for the Approver.

STOCK LIMIT

Enter the value limit for any single purchase order for stock items generated by this requestor.

NON-STOCK LIMIT

Enter the value limit for any single purchase order for non-stock items generated by this requestor.



APR- APPROVE PURCHASE ORDER REQUISITIONS Introduction The purpose of the Approve Purchase Order Requisitions program is to enable the user to review the requisitions listed on the Recommended Replenishment Action Report. The user is provided with information on the current inventory status of the item at the specific branch, the replenishment controls that are in effect and the recommended replenishment action. The user will also be provided with information usage history for the item at the concerned branch and a comparison of the vendors who are registered as capable of supplying the concerned item. In lieu of APR, the user may also chose from two optional programs for approving requisitions, depending on which method is preferred. Purchase Order Requisition Maintenance (PORM) allows the user to process multiple requisitions at once. Requisition Maintenance (REQM) allows the user to approve or modify requisitions one at a time. All three programs will accomplish the task. Procedure From the menu, enter "APR":

Select the Requisition Type for Approval:

Non - Product Line Item Requisitions Only -Processes Purchase Requisitions for items which do not

form part of a Line Buy.

Product Line Item Requisitions Only -Processes Purchase Requisitions for items which form part of a Line Buy.

Branch Transfer Requisitions Only -Processes Branch Transfer Requisitions.



Select the processing option:

Approve all Pending Requisitions automatically

-to approve all Requisitions Pending Review without reviewing them on-line individually. The system will automatically change the status of all Requisitions Pending Review from 1 (Pending) to 2 (Approved) which implies that the requisitions can be converted to Purchase or Transfer Orders.

Review Individual Requisitions -to review individually each Requisition which is pending.

Flag Exceptions and Approve the remaining Requisitions automatically

-to exclude one or more Pending Requisitions and approve the remaining requisitions automatically.

Select to process all items : Mark the check box to process all items on requisition

Unmark the checkbox to specify search criteria to select items to process

If the user did not click on the "Process all items button", the "Selection Criteria" window will appear.



Select the sort option:

If Processing Option "Approve all Pending Requisitions automatically" is selected the following window will open:



If Processing Option "Review Individual Requisitions" is selected the following window will open:

If Processing Option "Flag Exceptions and Approve the remaining Requisitions automatically" is selected the following window will open:



Menu options available for APR- Exception/Approval Window Process Process Mark Exception To mark the requisition as a Pending Purchase Requisition Approve To Approve the requisition. This action will automatically change the status of

the requisition form 1 (pending) to 2 (approved) NOTE: When changing the status of a requisition based on a sales order, user may be prompted to change the status of ALL requisitions for that sales order based on setup of acf option po089.

Detail To display the Requisition detail record. Run Allows you to run another program without exiting the current program. Exit Exits the current window and returns to the previous window.

It the Process button is selected:



If the Detail button is selected:

Menu options available for APR- Detail Window for the Exception/Approval process Approve To Approve the viewed requisition. This action will automatically change the

status of the requisition from 1 (pending) to 2 (approved). Usage History To view the Usage History of the item in the requisition being viewed. Vendor comparison To view the Vendor Comparison window. Branch Avail Query To view the Branch availability query window. Update To Update the current requisition. Only vendor, purchase quantity, date

wanted, status, grouping code and cost details can be modified. Item Quantity Query To view the item quantity query window. Replenishment Controls

To view the Replenishment Controls for the item in the requisition being viewed.

Help Displays the Help window. Exit Exits the current window and returns to the previous window.



If the Usage History button is selected:

Folder Tab options available for Usage History menu option Branch and Controls Info Inventory Usage Review Inventory Transaction Review

Branch and Controls Info. folder tab selection:



Inventory Usage Review folder tab selection:

Inventory Transaction Review folder tab selection



If the Branch Avail. Query button is selected:

If the Inventory Quantity Inquiry button is selected:



If the Replenishment Controls button is selected:



PORM- PURCHASE ORDER REQUISITIONS MAINTENANCE Introduction The Purchase Order Requisitions Maintenance program allows the user to create purchase requisitions for regular and drop ship orders. The program can be used to add purchase requisitions as well as maintaining existing requisitions. Purchase orders can be created from approved requisitions through this program, if so desired. This program is linked to the POGEN program when creating purchase orders. In lieu of PORM, the user may also chose from two optional programs for approving requisitions, depending on which method is preferred. Approve Purchase/Transfer Requisitions (APR) provides the user with a multiple view approach to handle the approval of the requisitions. Requisition Maintenance (REQM) allows the user to approve or modify requisitions one at a time. All three programs will accomplish the task. Procedure To approve requisitions, call up the program PORM and select the Create PO button. Select the vendor and the branch then click on the "OK" button. If you want to just select specific requisitions, you may do so before clicking the "OK" button. Based on your selection outstanding requisitions for that vendor will appear in the bottom portion of the window. You can Approve or Reject each requisition by clicking on the "Select/None" button. Click once and an "S" will appear in the selected box next to the requisition. Click again and the box will be un-selected. There is a Select "All button" to select all requisitions displayed in the window. Once you are finished with your approval process, click on the "Process" button. From the menu Enter "PORM"



The following fields are required:

VENDOR The user must enter the appropriate VENDOR ID.

BRANCH The appropriate BRANCH ID. must be entered

The following fields may be entered or changed:

REQUISITION DATE This field contains the requisition date which defaults to the date of the

transaction.

DATE WANTED This field contains the date the merchandise is wanted.

GROUP This field contains the grouping code on how requisitions should group by when converting them to purchase orders.

REQ This field contains the login id of the user creating the requisition.

BUYER This field contains the buyer id of the buyer associated with this req.

PO TT This field contains the purchase order transaction type. The following are valid entries: PO – Regular purchase order. DP – Drop shipment to customer specified by user. TP – Branch transfer purchase order.

DIV Enter the Division ID associated with this requisition.

DEPT Enter the Department ID associated with this requisition.

MEMO 1 Enter memo information associated with this requisition.

ITEM ID Select items by entering an item id or use the item lookup feature.

QUANTITY This field contains the quantity ordered. User may purchase in a P.O. Quantity, U/M and Alternate P.O. Quantity

UM This field contains the unit of measure description of the quantity ordered.

ITEM ACCOUNT GROUP

This field contains the item account group code brought in from the item master table. These codes are maintained through program IAGM. This code Is Optionally used when interfacing into the G/L module. The user must also define the related G/L Account Number associated with this item account group code in the program GLPAR.

UM (cost) This field contains the costing unit of measure.

UNIT COST This field contains the suggested purchase cost of this item.

COST CONV This field contains the costing conversion factor.



PO STK CONV This field contains the P.O. Quantity to Stocking Quantity conversion factor. This

allows for purchasing under one unit of measure and stocking under a different unit of measure.

PROD LINE

This field contains the item product line code.

JOB NO This field contains the job number.

UNIT WEIGHT The P.O. Unit Weight

UNIT VOLUME The P.O. Unit Volume

CUST ID This field contains the Customer ID. This field is required if the transaction type is a DP for a Drop Shipment P.O.

SHIPTO This field contains the Customer Shipto ID. This field is required is the transaction type is a DP for a Drop Shipment P.O.

SLS ORDER This field contains the Sales Order number.

LINE # This field contains the Sales Order line number for the item.

STAT This field contains the requisition status code. The following are valid entries: 1 - Pending purchase requisition 2 - Approved purchase requisition 9 - Rejected purchase requisition

CMNT This field contains the flag to control the adding of comments to the purchase requisition.



Window 1: After data was entered & user selects the Create_PO button:

Select/None To select/unselect purchase requisitions that will be converted into PO.

All Select To select all purchase requisitions that will be converted into PO.

Process To create PO for Selected Requisitions.

Update To update the current requisition.

ITPA To access the ITPA program.

IQQ To access the IQQ program.

ICUT To access the ICUT program.

REQM To access the REQM program.

Comments To add comments to the current requisition.

Help To display the Help window.

Run Allows you to run another program without exiting the current program.

Exit To exit and abort create PO



When you are finished with your approval selection, click on the process button, the following window will appear. Select the Ship Via Code.

The (P)rocess option will bring up the POGEN program. Then select the grouping options.

Select the Branch Grouping Option: 1 - To generate separate purchase orders for items required for each branch. 2 - To generate a single purchase order for a vendor by grouping together items of all branches. Select the product Line Grouping Option: 1 - To generate separate purchase orders for items required for each product line. 2 - To generate a single purchase order for a vendor by grouping together items across product lines.



If the view option is selected determine the sort and output options:



REQM- PURCHASE REQUISITION MAINTENANCE Introduction The Purchase Requisition Maintenance program allows the user to maintain a requisition file for items. These requisitions are reviewed and the user may generate purchase orders. Requisition Maintenance (REQM) allows the user to approve or modify requisitions one at a time. In lieu of REQM, the user may also chose from two optional programs for approving requisitions, depending on which method is preferred. Purchase Order Requisition Maintenance (PORM) allows the user to process multiple requisitions at once. Approve Purchase/Transfer Requisitions (APR) provides the user with a multiple view approach to handle the approval of the requisitions. All three programs will accomplish the task. Procedure From the menu, enter "REQM":

With this program, the user may ADD a new requisition, UPDATE an existing requisition, or REMOVE, QUERY and VIEW requisitions. The following applies when the Prod. Line Buy field is set in a purchase requisition.

ACF option po091 will determine whether or not to bypass Demand/Recommend prompt on product line buy requisitions.



To approve a requisition, the user would change the Status field from a 1 (pending) to a 2 (approved). When changing the status of a requisition based on a sales order, user may be prompted to change the status of ALL requisitions for that sales order based on setup of acf option po089. If the Status field is changed to a 9 (reject), when the program REQPRG (Requisition Purge Program) is run, the requisition will be purged out. If VIEW is selected determine the sort and output options:

The following data elements may be maintained: REQ. NUMBER

The requisition number assigned. An ACF option allows the system to automatically or manually assign requisition numbers.

TRANSACTION TYPE

This field stores transaction type. The valid list of transaction types are as follows: R1 - to raise a Normal Purchase Requisition R2 - to raise a Transfer Purchase Requisition If R2 is entered the cursor will then skip all fields which are not relevant for a transfer in the third block in the window.

P. O. TR TYPE

The entry in this field defines the purchase transaction type. PO - for Purchase Order Requisition DP - for Purchase Drop Ship Requisition TP - for Transfer Purchase Order Requisition

ITEM ID

The item ID being requisitioned. This is a required field. Enter an Item ID which is in the Item Master File. The Item ID may not contain any spaces or asterisks. "Non stock" items may be entered by entering the Item ID beginning with a "." Example: .XXXXXXXXXX Where "X" is the ID for this non stock item. The system will display the item description.



UM

Enter Stock Unit of Measure.

DESCRIPTION Enter item description 1. REQUISITION TYPE

Enter the requisition type.

REQUISITION BY

This field will store the login ID of the person entering the requisition.

REQUISITION BRANCH

Enter the branch ID which is putting in the requisition for an external Vendor Purchase or an Internal Branch Transfer.

ITEM REV. LEVEL

The specific item revision level.

BRANCH

The branch this requisition was placed for. Click on the drop down window to assist with the branch lookup.

DATE WANTED

The desired date wanted for this item.

SUGGESTED VENDOR

The suggested vendor from which to purchase. Click on the drop down window to assist with the lookup of a suggested vendor.

PURCHASE QUANTITY

The purchase requisition quantity desired.

PURCH QTY U/M

The purchase requisition quantity unit of measure.

PURCH QTY ALT. U/M

The alternate purchase requisition quantity unit of measure.

PURCHASING ALTERNATE CONVERSION FACTOR

This field stores the factor for the number of P.O. Alt. U/M's within the P.O. U/M. Example: If purchasing by the FT and IN, the factor would be 12.00000.

PUR. TO STK CONV

The purchase requisition quantity to stock quantity conversion factor. This field allows user to purchase in one U/M and stock in another.

SUGGESTED COST

The suggested cost for this item.

COSTING U/M

The costing unit of measure. Example: If item costs were per hundred, the user might enter C.

COST CONV FACTOR

The costing conversion factor. Example: If the cost were per hundred, the user would enter .01.

GROUPING CODE

Grouping codes may be used to select groups of purchase requisitions while generating purchase orders.

REQ. TYPE

This field is determined automatically, no user entry. It will be either prgen or reqm as the source program.

BUYER

Enter the buyer associated with this item.

MAT./LABOR

Enter M if material purchase or L if labor.

JOB NUMBER

Enter the job number for this item.

ROUTING SEQ

Enter the routing sequence associated with this item.



SALES ORDER

Enter the sales order number associated with this item.

REQUESTED BY

The source which is requesting the item.

DESTINATION

The destination for the item.

COMMENTS

Enter Y if comments exist, otherwise enter N.



ENTERING, MAINTAINING and GENERATING PURCHASE ORDERS POE- PURCHASE ORDER ENTRY AND MAINTENANCE Introduction The Purchase Order Entry Program is used to issue and/or maintain purchase orders. Procedure From the menu, enter "POE":

Menu options available for POE: Add To Add a new Purchase Order Update To Update an existing Purchase Order Remove To Remove a Purchase Order orders. Query To Query on an existing Purchase Order. Duplicate To Duplicate an existing open or closed Purchase Order into a new purchase

order Open To reopen a closed Purchase Order. (Does not reopen any lines that have

been closed on that order). This only allows the user to enter additional lines or comments if desired.

Close To manually close a Purchase Order. Help Displays the Help window. Run Allows you to run another program without exiting the current program. Exit Program Exit the program.



Header Window

Menu options available for the Header Option: Details Displays the detail window. Update Updates the record. Next Order Displays the next order if you selected more than one order. Prev Order Displays the previous order if you selected more than one order. Comments Displays the comment window where you can edit comments for the Purchase

Order Header. View Comments Displays any comments associated with the header record, but does not allow

any editing. Vendor Notes Displays any Vendor notes. Email/Fax Info Used to maintain a vendor's email/fax information. User may choose to input

this information 'on the fly' for only the current purchase order or they may click the 'update' box in which case the information will be updated to the vendor's address book. The vendor's address book is maintained through the CEFM program. Refer to the Forms_Email_Fax Operator Guide under the CEFM program section for more detailed information regarding this option.

Help Displays the Help window. Exit Exit the Query/Update window and returns back to the main Purchase Order

selection window. Folder Tab options available for the Header Option: Address Displays the Vendor and Ship-To Addresses. Header 1 Displays the various fields in the Header record for the purchase order. Header 2 Displays the various fields in the Header record for the purchase order. Details Displays the line items for the purchase order.



Header Address Window

Header 1:



Header 2:

Header Detail Window



The following fields may be entered: PO NUMBER

This field contains the purchase order number. An ACF option allows the user to manually or automatically assign purchase order numbers.

REV. NUMBER

This field contains the revision number, if any.

PO DATE

This field contains the purchase order date.

TRANSACTION TYPE

This field contains the purchase order transaction type. The following are valid entries: PO - regular purchase order DP - drop shipment to customer specified by user TP - transfer purchase order

STATUS

The status indicator for this PO. 'O' signifies this is an Open purchase order. 'C' signifies this is a Closed purchase order.

VENDOR

This field contains the vendor ID. ACF option po067 will control whether or not a user may enter vouchers, purchase orders, requisitions or vendor/item cross reference records for a vendor that has been flagged as inactive.

VENDOR NAME

This field contains the vendor name.

VENDOR ADDRESS 1, 2, 3

This field contains the vendor address 1, 2, or 3.

VENDOR CITY

This field contains the vendor city.

VENDOR STATE

This field contains the vendor state.

VENDOR POSTAL

This field contains the vendor postal code.

VENDOR COUNTRY

This field contains the vendor country.

VENDOR ATTN

This field contains the vendor attention.

VENDOR PHONE

This field contains the vendor phone number.

VENDOR XREF

This field allows for accessing a vendor by alternate name, phone number, etc.

SHIP TO ID

The user enters the vendor ship to record ID. This ID stores the address data for where the vendor should ship merchandise. Valid Ship To ID's may be maintained through program VSTM.

SHIP TO NAME

This field contains the ship to name.

SHIP TO ADDRESS 1, 2, 3

This field contains the ship to address 1, 2, or 3.

SHIP TO CITY This field contains the ship to city.



SHIP TO STATE

This field contains the ship to state.

SHIP TO POSTAL

This field contains the ship to postal.

SHIP TO COUNTRY

This field contains the ship to country.

SHIP TO ATTN

This field contains the ship to attention.

SHIP TO PHONE

This field contains the ship to phone number.

PO REV. NO.

This field contains the purchase order revision level number.

PO DATE

This field contains the purchase order date.

DATE WANTED

This field contains the date the merchandise is wanted.

DATE PROMISED

This field contains the date the merchandise is promised.

BRANCH ID

Enter the branch location for this purchase order.

TAXABLE

Enter Y if purchase order is taxable, N if purchase order is nontaxable.

FROM BRANCH

Transfer from branch.

CONFIRMING

Enter Y if purchase order is a confirming order, otherwise enter N.

BUYER

This field contains the name of the buyer.

TO BE PRINTED

Y indicates purchase order is to be printed, N indicates purchase order is not to be printed.

COMMENTS

Y indicates purchase order header comments exist, N indicates no comments exist.

BACKORDER CD

Enter Y to allow backorders for this P.O. Enter N if backorders are not allowed.

FUTURE USE

DIVISION ID

This field contains the division ID number.

DEPT ID

This field contains the department ID number.

PO TERMS CD

This field contains the purchase order terms code as defined in Terms Code Maintenance (TCM).

SHIP VIA CD

This field contains the ship via codes as defined in Ship Via Code Maintenance (SVC).

FOB CODE

This field contains the freight payment code as defined in FOB Maintenance (FOB).

FRGHT PAYMT

This field contains the freight payment code as defined in Freight Payment Code Maintenance (FPM).

IGNORE L. T.

Enter Y to exclude this Purchase Order from Lead Time calculations.



FUTURE USE

VENDOR NOTES

Enter notes 1, 2, 3, 4, 5 in this field. Field length is 25 characters.

JOB NUMBER

This field contains the job number.

CONTRACT NO.

This field contains the contract number.

CONFIRM TO

This field contains the confirm to name.

MISC INFO 1, 2, 3

Each field may contain up to 25 characters of miscellaneous information.

CANCEL BY DATE

This field contains the `cancel purchase order if not delivered by' date.

NOT BEFORE

This field contains the `do not deliver before' date.

DATE REVISED

This field contains the revision date.

REMARKS

Enter remarks in this field.

DELIVER TO

This field contains the deliver to information.

END USE

This field contains the end use information.

WORK CENTER

This field contains the work center ID.

CORP TAX ID

This field contains the vendor's corporate tax ID.

ACCOUNT #

This field contains a reference account number.

REQ. BY

This field contains the person who is requisitioning the items.

REQ. NO.

This field contains the requisition number.

FUTURE USE

MEMO FIELDS 1, 2, 3, 4

Each field may contain up to 10 characters.


Enter numeric data in these fields.

PO EXT VOL This field may not be maintained by the user. It is the sum of all purchase order lines, calculated by the system, based on the unit volume x purchase order quantity. User should note that if a Vendor/Item Cross Reference (VIXM) record exists for an vendor/item and the unit volume field is not valued then no volume will be calculated for this purchase order line, even though a unit volume value exists in either the IPMB or IM record for the item.



Detail window

Menu options available for the Details Option: Add To Add a new line item. Update To Update an existing line item. Remove To Remove a line item. Query To Query on a line item. Duplicate To Duplicate an existing line item into a new line item. View To View a line item Non-Stock To enter a Non Stock item. Open To reopen a closed line item. Close To manually close a line item. Email/Fax Info Used to maintain a vendor's email/fax information. User may choose to input

this information 'on the fly' for only the current purchase order or they may click the 'update' box in which case the information will be updated to the vendor's address book. The vendor's address book is maintained through the CEFM program. Refer to the Forms_Email_Fax Operator Guide under the CEFM program section for more detailed information regarding this option.

Help Displays the Help window. Run Allows you to run another program without exiting the current program. Exit Exit the program.

Folder Tab options available for the Detail Option: Detail 1 Displays the various fields in the Detail record for the order Detail 2 Displays the various fields in the Detail record for the order. Detail 3 Displays the various fields in the Detail record for the order. Quantities Displays various quantities for the line item.



Detail Window 1:

To Approve and bring in Purchase Requisitions that were created in Order entry, click on the Requisition button next to the Item-ID, when you are in the Add mode.



Detail window 2:

Detail window 3:



The following Detail fields may be entered: ITEM ID, DESCRIPTION, ITEM XREF

Select items by entering an Item ID, Item Xref or Description. Once the data is entered, press TAB and the system will begin searching for the appropriate records. ACF option oe026 controls whether or not to check if the items being entered are inactive.

LINE NO.

The system will automatically generate line numbers. ACF option po006 controls the method to increment purchase order lines.

REQ. NO.

This field contains the requisition number.

ITEM REV.

This field contains the item revision level.

BRANCH

This field contains the branch ID.

WANTED

This field contains the date merchandise is wanted.

PROMISED

This field contains the date the merchandise is promised.

FROM BRANCH

This is a system maintained field.

FUTURE USE COST U/M

This field contains the costing unit of measure. For example, if item cost is per hundred, the user may enter C as the costing unit of measure. Enter L if this line has a LOT cost for the quantity being ordered.

COST CONVERSION

This field contains the costing conversion factor. Example: If item cost is per hundred, the user would enter .01.

PO QTY

This field contains the quantity ordered. User may purchase in a P.O. Quantity U/M and Alternate P.O. Quantity. Example: FT and IN, LB and OZ, etc. Enter the quantities as 10:8 to indicate 10

FT, 8 IN in this example. User must also specify the P.O. to Alternate Conversion factor in order to know how many IN's there are in a FT.

PO QTY U/M

This field contains the unit of measure description of the quantity ordered.

PO ALT QTY U/M

This field contains the P. O. Alternate Quantity Unit of Measure description.

PO ALT CONV

This field stores the conversion factor for the PO Qty and the PO ALT Qty. Example: If purchasing Feet and Inches (FT and IN), the factor would be

12.00000. If purchasing Pounds and Ounces (LB and OZ), the factor would be 16.00000. It is important to note that the P.O. Quantities and factors may or may not be the same as the Stocking Quantities and factors.

FUTURE USE

PO QTY/STK CONV

This field contains the P.O. Quantity to Stocking Quantity conversion factor. This allows for purchasing under one unit of measure and stocking under a different unit of measure.



Example: If purchasing by the LB and stocking by the FT where 1 LB equals 4 FT, user would enter 4.00000 in this field.

FUTURE USE

PO COST

This field contains the purchase cost of this item. A Warning Message can be added to the program, if the percentage variance between system cost and the PO cost exceeds the value set in act po052a.

EXTENDED COST

The system will automatically extend the cost for this line.

STOCKING

The system will display stocking quantities.

TOTAL QUANTITY

The system will display total prices in alternate U/M.

CONTRACT NO.

This field contains the contract number.

REQUESTED BY

This field contains the name of the person requesting the merchandise.

DESTINATION

This field contains the destination information.

JOB NUMBER

This field contains the job number.

ITEM ACCT GROUP

This field contains the item account group code brought in from the item master. These codes are maintained through program IAGM. This code is optionally used when interfacing into the G/L module. The user must also define the related G/L Account Number associated with this item account group code in program GLPAR.

FUTURE USE

MEMO INFO 1, 2

These fields contain memo information. Field length is 25 characters.

ACCOUNT NO.

This field contains the account number to reference.

VENDOR PART #

This field contains the vendor's part number.

ITEM XREF

This field contains the item cross reference.

ITEM DESC

This field contains the item description.

ITEM DESC 2

This field contains the item description 2.

INSPECT

Enter Y if item requires inspection, otherwise enter N.

BUYER

This field contains name of the buyer.

COMMODITY CD

This field contains the commodity code for this item.

TAXABLE

Enter Y if this item is taxable, otherwise enter N.

CANCEL BY

This field contains the `cancel purchase order if not delivered by' date.

NOT BEFORE

This field contains the `do not deliver before' date.

PROD GROUP

This field contains the product group code which is maintained through the PGM program.



PO AUTO DEL %

This field contains the automatic line delete percentage. The line will automatically closed if the receipt quantity is XXX.XX percent complete.

DIVISION ID

This field contains the division ID.

DEPT ID

This field contains the department ID.

WORK CENTER

This field contains the work center ID.

COMMENTS

Y indicates line item comments exist, N indicates line item comments do not exist.

IGNORE L. T.

Enter Y to EXCLUDE this P.O. Detail Line from Lead Time calculations. Enter N to INCLUDE this P.O. Detail Line for Lead Time calculations.

SLS ORD NUM

This field contains the sales order number that is linked to this purchase order.

SLS LIN NUM

This field contains the sales order line number that is linked to this purchase order.

SLS SUB NUM

This field contains the sales order sub line number that is linked to this purchase order.

FUTURE USE FUTURE USE

PO UNIT WT

This field stores the PO Unit Weight. If a Vendor/Item Cross reference (VIXM) record exists for the vendor/item being entered, this field will be the value of the PO Unit Weight field in that record. If no VIXM record exists, this field will be the value of the PO Unit Weight field in the Item Branch Planning (IPMB) record for the branch of the purchase order line.

PO UNIT VOL

This field stores the PO Unit Volume. If a Vendor/Item Cross reference (VIXM) record exists for the vendor/item being entered, this field will be the value of the PO Unit Volume field in that record. If no VIXM record exists, this field will be the value of the PO Unit Volume field in the Item Branch Planning (IPMB) record for the branch of the purchase order line.

PO EXT WT

System will calculate the Extended PO Weight from the PO Unit Wt field.

PO EXT VOL

System will calculate the Extended PO Volume from the PO Unit Vol field.

PRODUCT LINE

This field contains the product line code which is maintained through the IPL program.

UNIT WT This field stores the unit weight based on the weight in the Item Master record.

UNIT VOL This field stores the unit volume based on the volume in the Item Master record.

EXT WT System will calculate the Extended Weight from the Unit Wt field.

EXT VOL System will calculate the Extended Volume based on the Unit Vol field.



Quantities

This screen may be utilized to view the status of a purchase order detail line. This screen will display original, as well as remaining quantities on a purchase order detail line. Any quantity already received for the purchase order line will be displayed in the Qty Rcvd To Stock/Alt Qty Rcvd To Stock fields. The remaining stock quantity on the purchase order line is also displayed. If any quantities have been returned to a vendor from the purchase order receipt return/credit function, the system will display the quantity under the Returned Quantities field. A new feature will allow you to FTP a purchase order directly to your Trading Partner by using a new program called POPEDI that is setup in the PPM table. A prompt will appear asking you if you want to send the PO via FTP. If 'YES' then the program retrieves the Trading Partner info from the 'editpv' table, finds the trading partner in the FTPCFGM program (program = EDIPOG) and sends the PO via program “MISFTP”. Below are the following program setups.







POGEN- GENERATE PURCHASE ORDERS Introduction The Generate Purchase Orders program serves the function of scanning the purchase requisitions table to select requisitions which have been approved by the user to be converted into purchase orders. Procedure From the menu, enter "POGEN: Select Purchase Orders Only, Transfer Orders Only or Both.

Enter the selection criteria:



After the selection criteria are entered select the grouping options:

Branch Grouping Option: Click the proper radio button to either generate separate purchase

orders for items required for each branch OR to generate a single purchase order for a vendor by grouping together items of all branches.

Product Line Grouping Option: Click the proper radio button to either generate separate purchase

orders for items required for each product line, OR to generate a single purchase order for a vendor by grouping together items across product lines.

2 - Purchase Order Date Enter the Date you want printed on the Purchase Order Print PO Report After Process? Chose whether or not you desire to print a Purchase Order Report

after Processing is completed.

Page Break after each P.O? Chose whether or not you desire a page break after ever Purchase Order printed on the report.

** NOTE ** ACF option po079 controls where the ship via code comes from on direct shipment Purchase orders.



PRGEN- GENERATE PURCHASE REQUISITIONS Introduction The purpose of the Generate Purchase Requisitions program is to scan the item branch inventory status, identifying items which need to be reordered and to generate purchase requisitions. The program can optionally print the Recommended Replenishment Action Report. Suggested requisitions are created into a pending state. The user must approve or reject requisitions or it will remain in a pending state. Procedure From the menu, enter "PRGEN": Select Purchase Requisitions Only, Branch Transfer Requisitions Only or Both.

If you selected Option 2- (Branch Transfer Requisitions Only) or Option 3- (Both option), the "Auto-create Sales Order for all transfer requisitions", question will become active. Choose whether or not you want this to occur by clicking on the check box. Choose whether or not you want to Create Non-Stock Requisitions and/or Drop Ship Requisitions by clicking on the check box.



Enter the selection criteria and processing option:

The following fields may be entered: BRANCH

Enter the Branch selection criteria. Enter * to process all branches. This field may not be left blank.

PRODUCT LINE

Enter the search criteria for product line.

Enter the selection criteria or click on the "OK" button to search all requisitions for the branch. Select the processing option:

1. To create supplementary requisitions. This option will take into account all earlier purchase requisitions for the same item at the corresponding branch and generate a new requisition for the net requirement.

2. Select this option to re-compute purchase requisitions. This option will delete all earlier purchase requisitions found with a status code of 1 (Pending) or 2 (Approved) for the same item at the corresponding branch. (Only Requisitions previously generated through the PRGEN program will be deleted. Requisitions added through other programs will not be deleted but will be taken into account while arriving at the Total Available qty for the Item)



The next window will appear:

Enter the percentage of PO target above which a Line Buy is recommended. Whenever an item, which is part of a Product Line is reviewed, the PRGEN also carries out a review of the entire Product Line in order to determine if a Line Buy can be recommended. Review of a Product Line involves the selection of all items forming part of the Product Line whose available quantity is at or below their respective Line Points. The PRGEN program computes the sum of the order quantity of all selected items of the Product Line and compares the total against the PO target for the Product Line. (If the PO Target is expressed by Value, Weight or Volume, the program will convert the order quantity to the corresponding unit). If the computed sum as a percentage of the PO Target is less than the percentage given in this option, the PRGEN program will not recommend a Line Buy. When a Line Buy is not recommended, only items whose available quantity is at or below Order Point will be considered for replenishment. When the computed sum as a percentage of the PO Target for the Product Line is above the user specified percentage, but below 100%, the program will increase the order quantities of all selected items proportionately in order to achieve the PO Target. While doing this, if the quantity to be ordered for any of the items exceeds an Order Quantity Fence for the item, the quantity to be ordered will be restricted to the Fence quantity. Enter the processing option:

0- To process only items which demand immediate action. Demand Action Items are those which require immediate action. In the case of items purchased from a vendor, these are items whose available qty is at or below Order Point. In the case of Items transferred from another branch, Demand Action Items are those whose available qty is at or below Order Point This option will not include Line Buy items.

1- To process only items which demand immediate action. Demand Action Items are

those which require immediate action. In the case of items purchased from a vendor, these are items whose available qty is at or below Minimum Level. In the case of Items transferred from another branch, Demand Action Items are those whose available qty is at or below minimum Level. This option will not include Line Buy items.

2- To process Demand Action and Recommended Action Items. Recommended

Action Items are those which have still not reached the critical point but are recommended for replenishment based on factors such as the advantage of



obtaining Line Buy discounts. . Enter the order quantity fencing parameters:

Order Quantity Fencing Parameters: MAXIMUM TIME NON-SEASONAL ITEMS

Enter the Number of Periods to be used to arrive at an Outer Fence for Order Quantity for Seasonal Items. The Number of Periods entered will be multiplied by the Average Usage per Period to arrive at an Outer Fence Quantity for each Seasonal Item. When the computed Order Quantity for the Item exceeds the Outer Fence Quantity, the Order Quantity will be restricted to the value of the Outer Fence Quantity.

MAXIMUM TIME SEASONAL ITEMS

Enter the Number of Periods to be used to arrive at an Outer Fence for Order Quantity for Seasonal Items. The Number of Periods entered will be multiplied by the Average Usage per Period to arrive at an Outer Fence Quantity for each Seasonal Item. When the computed Order Quantity for the Item exceeds the Outer Fence Quantity, the Order Quantity will be restricted to the value of the Outer Fence Quantity.

INCLUDE CURRENT PERIOD'S USAGE OF LAST YEAR?

This option provides the ability to either include or exclude the Usage History of the period in the last year corresponding to the Current Period. This option pertains to the computation for seasonal items where the Usage History of the corresponding periods of last year are used to arrive at an Outer Quantity Fence. Y -to include the Usage History of the period in last year corresponding to the current period. N - to exclude the Usage History of the period in last year corresponding to the current period.

INCLUDE This option provides the ability to either include or exclude items that are



SEASONAL ITEMS

Coded as seasonal items from the computation in PRGEN. Y - to include seasonal items in the PRGEN computation. N - to exclude seasonal items in the PRGEN computation.

Indicate the report types:

Enter the Vendor Items Report Options and Sort Options:

Similar report and sort option window will appear for the other report types. When all report and sort options have been selected the system will inquire if the the report is to be printed after processing. If N is selected the user must indicate if it should (G)enerate the processing now or (C)ron specify a Cron Job for the processing. If G is selected the terminal will be locked during the process. If C is selected the system will put the user in the CRONM program.



Cron Job Table Maintenance window:

The (C)ron Job permits the production of a report on an output device at a previously selected date and time. This type of output operation is often used to produce reports automatically unattended. A detailed explanation of the cron fields may be reviewed in the System Utilities section under a program called CRONM. Flexible and moving date parameters can be established when the output is generated if the user specifies that the output is not variable, the report will use the fixed aging date for the output. If user specifies that the date parameters are variable, the output will be based on the start date of the report. The start date will be a calculated date based on the system date. Output will take the system date at the time the output is generated and add days (plus or minus) to the system date to arrive at the start date. This start date is then utilized as the aging date. In addition to automatic cron scheduling of user-specified reports in background processing, CRONM also allows the user to actually create a program record for a particular cron job. A program record is normally maintained in the PGC program where records created allow for defining what programs may be run directly from the menu. These features are setup through additional windows after this initial window is completed. SEE CRONM for detailed instructions on setting up crons.



PRINTING PURCHASE ORDERS POP- PURCHASE ORDER PRINTING Introduction This program allows the user to print both open and closed purchase order forms. Several sort and selection options are available. If the purchase order has been closed or a purchase order line(s) has been closed. The program will print "CLOSED" on each form printed. The printing of the name and address on this form is controlled by acf options po019b and po019c. To enter special comments to be printed on fax or email POP's the user must enter those comments in program SCOM and use SCOM codes POPFX for fax and POPEM for email. The program will allow the user to print the Vendor part number from the VIXM program if it is not null. Procedure From the menu, enter "POP":

Select By Options Choose from the drop down window, the appropriate option you desire.

ACF option pop021a will control the default setting for this field.

Selection Options Choose from the drop down window, the appropriate option you desire. ACF option po010 will control the default setting for this field

Use Destination Settings Allow the print program to use the logic to read the CEFM file for the appropriate settings, (i.e. - where and who to print, fax or email the form). See forms manual for detailed explanation.

Sort By Options Select in what order you want the forms to print out by clicking on the appropriate radial button. ACF option pop021 will control the default setting for this field.

Print Detail Price /Extension ?

Select the appropriate option you desire. ACF option pop008a controls whether to prompt for this field as well as the default value.

Print Totals ? Select the appropriate option you desire. ACF option pop008b controls whether to prompt for this field as well as the default value.



If the Use Destination Settings flag is off, this window will appear.

If the Use Destination Settings flag is on, this window will appear:

If the system cannot find any records for the selection, this message will appear.

If the system found your selection, you will be prompted to send Automatically or Manual. Auto will send them all, Manual, you chose one by one.

The system will ask for confirmation that all the PO's have printed properly.

If you need to reprint, click yes otherwise click no.



If you answered yes to re-print, you will be prompted on what number to begin the re-print.



RECEIVING PUCHASE ORDERS AND RETURNS TO VENDOR POR- PURCHASE ORDER RECEIVING

Introduction

The Purchase Order Receiving Program is used to record receipts against open purchase orders and to issue vendor credits and returns. The system establishes control batches where user may enter receiver number within the control batch. Within each batch the user can select from header fields and/or detail receiver lines specifying the purchase order number and/or the particular line number being received. A batch may also be used to receive multiple purchase orders.

Procedure

The receiving program requires the user to enter data into the system through a series of windows. The first step is to create a batch header record for the items you are receiving through the Receiving Batch Control Window Receiver Header window, once that's added, the next step is to add receiver information through the Receiver Header/Detail window. The next step is to select the Vendor and Purchase Order through the Receiver Vendor/PO selection window and then lastly, add the items you are receiving through the Receiver Detail Lines window. Depending on the options selected, there may be additional windows required within these major window options. These windows will display automatically.

ADDING THE CONTROL BATCH HEADER RECORD From the menu for "POR"

Enter the following fields to ADD a new control batch:

CONTROL NO This is a system assigned number. Refer to acf option po009.

CONTROL DATE Enter a control date for this receiver control batch.



DIVISION Enter a valid division ID for this receiver control.

BRANCH Enter a valid branch ID for this receiver control.

DEPARTMENT Enter a valid dept. ID for this receiver control.

LANDED COST Enter Y if this is a receiver for a landed cost purchase order.

NOTE: To use this feature requires the Munics Landed Cost module. When activated, ACF option lc001 must be set to a value of 'Y' for the system to prompt for this field.

STATUS The system will update this field. The assigned entries are: "O" for open, "P" for printed, and "U" for updated

ADDING A RECEIVER- HEADER RECORD

Once the Batch Header has been added, the user may then add receiver information through the Receiver Header/Detail window and all the details. Depending on the options selected, there may be additional windows required within these major window options. These windows will display automatically. Receiver Header/Detail Window

Receiver Header/Detail Window

Enter the following fields: RECEIVER This field contains the receiver number. ACF option po010 controls the receiver

number assignment method

RECEIPT DATE This field contains the receipt date. This field will default to the control date. User may override this date, if needed.



NOTE: If POR is posting to the general ledger, ACF option po044 controls the date the system will use for the general ledger posting. If the ACF is set to use the POR receiver date. And the G/L is temporarily closed. No posting can made against that account.

VENDOR ID This is a system maintained field. This field contains the Vendor ID associated with this receiver.

PACK LIST NUMBER

User may enter the vendor packing list number, if applicable.

RECV'R MEMO 1 User may enter a memo associated with this receiver.

VENDOR NAME This is a system maintained field. This field contains the Vendor Name associated with this receiver.

RCVD BY This is a system maintained field. This field contains the User Login ID of the person who received the merchandise.

COMMENTS Enter Y for receiver comments, otherwise enter N.

DEBIT NO. This field contains the debit number. ACF option po003 controls the POR debit memo number assignment method. This field is used ONLY for credit or return transactions.

SELECTING THE VENDOR AND PURCHASE ORDERS

Once the Header Record has been completed, enter the data to select the vendor for this receiver. Standard search criteria is available in any field. If more than one record is found, the user will have the option to scroll through the displayed records until the correct vendor is found. NOTE: User may enter a specific purchase order number in the P.O./Vendor Selection

window. If the purchase order is found, based on the entered selection criteria, the system will automatically add the receiver header and proceed to the receiver detail line window entry.

Receiver Vendor/PO selection window:



In the above window, if the user enters any search in a field other than the P.O number field, the following Open P.O. Selection window will appear. User may enter the P.O. number, enter data in one of the other detail fields or hit the "OK" button to bring up all the P.O.'s for the selected Vendor. PO selection window:

` After selecting the purchase order, the following window will appear in which the user can receive lines and quantities. When entering a partial receipt, the user has the option of closing the purchase order line or keeping the line open pending a future receipt of the balance. When finished entering receivers, click on the "Done Add" button. The user is also allowed to change both the detail Date Wanted and Promised Date on a partial receipt from the Header/Detail window.

In this version of the Wings software, the user has the ability to receive items that have multiple quantities, for instance items that are stocked by the each, but purchased or sold by the pound. There are conditions that determine these types of items, and an ACF option setup that will need to be completed to allow a user to receive multiple quantities. CONDITIONS: The item must have an IQIC record set up with a 'qty input control' code of '4' or '5'. IQIC Quantity Input Control of '4': This option offers the ability for the user to enter the primary unit of measure as well as the secondary unit of measure with no required relationship between the 2 quantities. This basically allows for quantities to be input with no fixed factor relating one quantity with another. Its best suited for situations where orders are taken for an item in a quantity U/M, the quantity is picked and weighed which produces a weight quantity U/M at which the customer is billed. User wishes to show both quantities on forms print programs tailored for that user. An example of the use of this feature would be selling a food product such as "hams". When orders are taken, the number of hams ordered is entered. However, the hams are weighed and priced per pound. Inventory is kept in pounds. With this feature, program ORDER will prompt user to enter the secondary unit of measure. Example: Assume 10 Hams were ordered. User would enter 10 in the Qty 2 U/M field. The user optionally can have an average weight per ham stored and calculated the first time when in ORDER. Assume the average weight per ham is 5 LBS. When entering 10 hams, program would calculate 50 LBS as the primary quantity. From this point, user can change the 50 LBS to the exact quantity, for instance 55 LBS, which would not change the quantity of 10 hams ordered. Conversely, user can change the quantity of 10 hams which would have no impact on the primary quantity of 55 LBS in this example. Basically, the 2 quantity fields can be maintained independently. The user should be Aware that all internal updates to inventory and sales history save data on the primary U/M, not the secondary U/M. The ORDER program prompts for the secondary quantity first. All other programs will prompt for the primary quantity first. IQIC - Quantity Input Control of '5':



Code 5 is used for items that are inventoried and sold by the case, box, piece OR each, but priced by the pound (LB). For example, an item is inventoried in boxes with the average weight of a box being 15.25 LBS. The IQIC record would be set up as follows to handle this scenario: SECONDARY UNIT OF MEASURE = USERS DATA ------------------------------------------------------ ------------------- Unit of Measure 2 (um2_ipm) = LB Alt. Unit of Measure 2 (altum2_ipm) = HW (Hundred Weight) Alt. 2 Conv. Factor (alt2u2cnv_ipm) = 100.00000 Alt. UM 2 to Stk Alt UM (altu2stkcnv_ipm) = .00065573 Rounding Factor (um2stkcnv_ipm) = 0 (optional factor) The formula is: item conversion factor / alternate 2 conversion factor / alternate u/m 2 to stock = average weight In the ORDER/SHIP/BILL programs, a window will display where the user inputs the # of boxes ordered along with the average weight * the boxes ordered. The actual weight is entered once the box is weighed. It is very important that the user realizes that all costs and prices stored in the system MUST BE entered for the primary unit of measure (in this example "the box"). The system will use the IQIC parameters to compute a "LB" price. ACF OPTION SETUP: Acf option po063 must be set up to determine the items that may be received in two units of measure. Option Key - po063 - POR/Wings Only - Items Allowing Two Quantities. In the Wings version of the POR program, for items stocked by the each/case/etc, but priced at the pound/ounce/hundredths of a pound/etc, user may receive the actual weight of the items rather than a pre-determined average weight per item. This ACF option is used to determine the Unit of Measure combinations that POR will allow two quantities to be recorded for. The purchase unit of measure is specified first, followed by a slash ('/') second, followed by the inventory unit of measure third. Multiple combinations may be entered followed by a comma with no space. (For example CS/LB,BG/LB,EA/LB) The purchase unit of measure is specified in either program VIXM or IPMB. User can add additional combinations, by adding additional option keys as follows: po063a, po063b, po063c, etc. In the screen print of a receiving record shown below, the following screen will depict the quantity entry screen for an item with an EA unit of measure, an item with an IQIC qty input control of '4' and an item with an IQIC qty input control of '5'. User may now enter the 'total actual weight' of the items being received. The following receiver detail lines will display:



Receive as is Allows you to receive the line quantities as they are displayed. Receive ALL Allows you to receive all lines and all quantities as they are displayed. Zero Qty Zeros out the quantity for the line you are currently working on Order Allows the user to allocate this receiver line to a sales orders Lot Allows a user to enter the lot/serial/bin number(s) that were received Comments Allows the user to enter comments on the line item More Detail Allows the user to view the item detail on the purchase order Revise P.O. Allows the user to revise the date wanted and date promised fields on the purchase

order Note: If the item is set up with Lot/Bin/Serial control, the user will be brought to this entry window after receiving the line. Lot/Serial # Window.

UPDATING RECEIVER INFORMATION ON THE HEADER/DETAIL WINDOW. When in the Update mode of a receiver, user may select the Detail to update the detail fields on each line by selecting the receiver Header Record first, then by using the Screen Options buttons.



The option Remove button will allow a user to remove a line from the current POR receiver. The option Order button allows user to review open orders for the item being received. Any prior allocations made will appear. The option Lot button allows a user to enter the lot/serial/bin number(s) that were received. The option Comments button allows a user to enter comments on each detail line being received. To add an item to a POR batch during receiving. The acf option po065 must be set to a "1".

Receiver Header/Detail Window:

Menu options available for Purchase Order Receiving Header Update To Update an existing Receiver Header Record Next Brings in the Next Receiver Header Record if multiple records exist. Previous Brings in the Pervious Receiver Header Record if multiple records exists Comments Allows the user to enter comments for the entire Receiver Header Record. Exit Exits this window.

Screen Options available for the Purchase Order Receiving line detail records Add Det Allows the user to add an additional detail line to the receiver from the purchase order. New Item Allows the user to receive an item that is not on a purchase order. Update Allows the user to update the highlighted receiver line (displays the Detail item

window) Remove Allows the user to remove the highlighted receiver line. Order Allows the user to allocate this receiver line to a sales orders Lot Allows a user to enter the lot/serial/bin number(s) that were received Comments Allows the user to enter comments on the line item More Detail Allows the user to view the item detail on the purchase order Revise P.O. Allows the user to revise the date wanted and date promised fields on the purchase

order



COMPLETING RECEIVERS After all receivers have been entered, exit the control batch. Upon exiting a window will open as follows:

The receipts audit listing must be printed before updating is permitted. The update function will update the on hand quantities and post the transactions to the General Ledger.



RETURNS TO VENDOR All credits and returns to a vendor are handled through the P.O. Receipts (POR) program. Prior to performing a credit or return, you must have issued a purchase order and have received and updated that purchase order on the system. To issue a credit or return, the user needs to call up the POR program and enter a new Batch Header Control Record and Receiver Header Record, just like you would normally do to receive items (see above documentation for details). When the "Find Purchase Order Window" appears, click on the cancel button and you will be brought to the "Purchase Order Receiving Window". Click on the Return or Credit button and the "Find Receiver Window" will open. Find the Purchase order you are issuing the credit or return against and click on the "Accept" button. The difference between a Return and a Credit, is the Return will leave the Purchase Order Open for future receipts, and the Credit will leave the Purchase Order Closed. Purchase Order Receiving Window. Click on the Credit or Return Button and the "Find Receiver Window" will open.

"Find Receiver Window" Find the Purchase order you are issuing the credit or return against and click on the "Accept button".



Enter the quantity to be credited or returned in the proper column and click on the "Done Add" button.

After you have found the proper Purchase Order and entered the quantity to be credited or returned, click on the "Exit" button and a series of windows will optionally appear to prompt the user to print the Return or Debit Memo and Purchase Order Receipts Report, followed by the updating window. Remember, you must print the Receipts Audit Listing to the printer or hold file prior to updating the receipt; the program will not let you update the system quantities until the report has been successfully printed.



Purchase Order Debit Memo Print Program.

Purchase Order Receipts Print Program

After all receivers have been entered, exit the control batch. Upon exiting a window will open as follows:



When doing a Credit or Return function in POR the system will verify that the item(s) being returned or credited still exist in the Item Master file. The following is an example of a return where the item “REMOVEDITEM” does not exist in the Item Master file. Using update or return as is option on a single transaction where the item no longer exists in the item master file.

The user has 2 options available:



Selecting Cancel will leave the return / credit quantity at zero. The user may open another window and add the item back into the system and then process the credit / return for this item.



Selecting Process as a non stock the system will change the item id to the item id preceded by a period (.) so it will come in as a non-stock item. If the original item id is 18 characters it will drop the last character of the item id. Note: When selecting process as a non-stock the system will not update and re-open the PO for the original stock item. The original PO will remain closed. The user will need to manually add a new PO if they will receive the material back.



PORDSU - PROCESS SHIP CONF OF ‘DS’ SHIPMENT ORDERS UPON POR. OVERVIEW: Process Ship Confirmation and Billing of Direct Ship Orders Upon Corresponding Purchase Order Receipts PORDSU will allow the user to perform the Shipment Confirmation and Billing of Direct Shipment sales order transactions once the corresponding PO receipts have been entered and updated. In this way, the user that receives the Direct Shipment PO transactions can also do the Shipment Confirmation and, optionally, the Billing of the corresponding sales order transactions. The program will normally be executed as a subroutine from the PO Receipts Entry (POR) program after each PO receipt control is updated. The system will select all direct shipment receipts for the control updated and all their corresponding sales order allocations in receiver number, sales order sequence. For each sales order selected, the system will verify that it can be processed. If it cannot be processed, exception record(s) will be generated. If it can be processed, the shipment confirmation transaction will automatically be generated and the quantity shipped will be set based on the quantity received for only those direct shipment sales order lines where the corresponding direct shipment purchase orders were received on the control and only for the quantity which was received. Once the shipment confirmation records are generated, the system will call the standard SHIP program and stop at either the detail screen or summary screen for the transaction based on the setup options. At this point, the standard SHIP program logic will be used and the user can enter the prompted summary fields as well as perform other functions of the standard SHIP program. Once the user accepts the shipment confirmation transaction, the system can automatically bill the transaction based on the setup options.

Exception records will be generated for any processing exceptions (missing sales order header, missing sales order detail, transaction is already being ship confirmed, transaction type of sales order is not a direct ship order, quantity received is greater than sales order quantity, no sales orders for purchase order, sales order for purchase order not allocated, incorrect transaction type, incorrect item id, incorrect branch, etc.).

PORDSR provides a report of any exception records that were generated during the "PORDSU" process. These records should be examined and reviewed. The capability of being called directly from the menu is also provided by entering program name PORDSUM. If called manually, the user will enter the POR control number to process. Professional services will be required to implement, setup, consult and train on this feature, whether using the option to run PORDSU from the POR program or running PORDSUM from the menu. Please contact Munics for an estimate of these charges.



PORDSU – SAMPLE FLOW. Example: PO 80316 detail line 10 is linked to sales order A006762 line 10.

The user receives this Purchase order detail line in POR, and then prints and updates the control.



The PORDSU program will be called and create shipment confirmation records for those direct shipment transactions that pass the validations performed. Once the shipment confirmation records are generated, the system will call the standard SHIP program for each applicable sales order and stop at either the detail screen or summary screen for the transaction. At this point, the standard SHIP program logic will be used and the user can enter the prompted summary fields as well as perform the other functions of the standard SHIP program. Once the user accepts the shipment confirmation transaction, the system can automatically bill the transaction based on the setup. The system will then proceed with the next sales order until they have all been processed. The system will return the user to the POR screen when processing has been completed.

To run PORDSU from Menu enter PORDSUM The user may enter the selection criteria. The system will then select records from the PO Receipts Control Table based on the criteria entered and allow the user to accept the displayed control, display the previous record, display the next record or exit to re-enter the selection criteria. Note that the user will only be able to process updated controls not previously processed by the PORDSU program, specifically where the status is U and DS Update is blank





PORDSR - PO RECEIVING DIRECT SHIPMENT EXCEPTION REPORT. The system will validate transactions and create exception records for any processing exceptions (including missing sales order header, missing sales order detail, transaction is already being ship confirmed, transaction type of sales order is not a direct ship order, quantity received is greater than sales order quantity, no sales orders for purchase order, sales order for purchase order not allocated, incorrect transaction type, incorrect item id, incorrect branch, etc.). These records should be examined and reviewed. Various selection criteria are available. If the user responds Y to “Include exceptions only” The report will not contain any records which were successfully updated and it will not include transactions with a status code of “W” (for warning) where the error code is set to “DP” Enter PORDSR and enter selection criteria



Sample of PORDSR exception report Tue Jan 27 2009 Development Database FROM:01/01/2009 Page 1 12:10:00 PO RECEIPTS DIRECT SHIPMENT EXCEPTION REPORT THRU:01/27/2009 PORDSR DIV RCVR NO. P.O. NO. ITEM ID VENDOR ID RCVR UM ORDER NO. ORDER UM ITEM ID BRANCH ID DEPT RCVR LINE P.O. LINE ITEM DESCRIPTION 1 QTY LINE NO. QTY BRANCH RCVR DATE CONTROL # ITEM DESCRIPTION 2 TT CUSTOMER ID TT 1 4401 80304 TAPE-150 WIL1000 1 BX A006755 2 BX TAPE-150 1 1 10 10 150 MEG CARTRIDGE TAPE 0 EA 20 0 EA 1 01/26/2009 33327 1/4" STREAMER P1 ALL1000 OR EXCEPTION: DR Direct Shipment P.O. Detail - References Non-Direct Shipment Sales Order Detail Record 1 4402 80305 TAPE-150 WIL1000 1 BX A006757 1 10 10 150 MEG CARTRIDGE TAPE 0 EA 10 1 01/26/2009 33328 1/4" STREAMER P1 EXCEPTION: DN Direct Shipment P.O. Detail - Sales Order Detail Record Does Not Exist 1 4405 80308 MIKETEST2 MIKEVEND 10 EA A006758 1 10 10 test item 2 0 EA 30 1 01/26/2009 33329 P1 EXCEPTION: DN Direct Shipment P.O. Detail - Sales Order Detail Record Does Not Exist



The possible error status codes and descriptions that may be printed on the PODSR are listed below.

Status ----- Exception ----- Code Code Description. Regular P.O. Detail Validation Exceptions E RZ Regular P.O. Detail: Sales Order Line Number Is Zero. E RN Regular P.O. Detail: Sales Order Detail Record Does Not Exist. E RD Regular P.O. Detail: References Direct Shipment Sales Order Detail Record. W RS Regular P.O. Detail: Referenced By Direct Shipment Sales Order Detail Record.

Direct Shipment P.O. Detail Validation Exceptions E DD Direct Ship P.O. Detail: P.O. Detail Does Not Exist. E DZ Direct Ship P.O. Detail: Sales Order Is Null Or Sales Order Line Number Is Zero. E DN Direct Ship P.O. Detail: Sales Order Detail Record Does Not Exist. E DR Direct Ship P.O. Detail: References Non-Direct Shipment Sales Order Detail Record. E DI Direct Ship P.O. Detail: Item ID On Sales Order Detail Record Does Not Match. E DB Direct Ship P.O. Detail: Branch ID On Sales Order Detail Record Does Not Match. W DQ Direct Ship P.O. Detail: Quantity Received Exceeds Sales Order Quantity Remaining. W DP Direct Ship P.O. Detail: Quantity Received Is Less Than Sales Order Qty Remaining. this condition will be reported only if the user elects to include all transactions, not just exceptions only. W DS Direct Ship P.O. Detail: Referenced By An Additional Sales Order Detail Record.

Shipment Confirmation Validation Exceptions E STD Shipment Confirmation: Invalid Transaction Date.

Transaction Date is not valued. Transaction Date is prior to last A/R Close Date. Transaction Date is prior to last G/L Close Date.Transaction Date is prior to Temporary

Close Date. E SOR Shipment Confirmation: Sales Order Transaction Does Not Exist. E SHF Shipment Confirmation: Sales Order Is On Hold. E STT Shipment Confirmation: Sales Order Transaction Type Is Not Valid For Shipment Confirmation. E SBU Shipment Confirmation: Billing Update of Sales Order Transaction Is In Process. E SLK Shipment Confirmation: Sales Order Transaction Is Locked By Another User. E SSC Shipment Confirmation: Shipment Confirmation Already Exists For Sales Order. E SSI Shipment Confirmation: Shipment Confirmation Already Is In Process For Sales Order. E SCC Shipment Confirmation: Credit Card For Transaction Not Fully Processed. E SHH Shipment Confirmation: A/R Customer For Transaction Is On Hard Hold. E SBR Shipment Confirmation: User Not Permitted To Access Branch Of Transaction. E STN Shipment Confirmation: Shipment Confirmation Imminent–Order Tracking Numbers Exist.

This condition will be defined as an (E)rror based on the contents of ACF option po085.

E SND Shipment Confirmation: Sales Order Detail Does Not Exist. E SOT Shipment Confirmation: Sales Order Detail Transaction Type Is Not A Direct. E SSX Shipment Confirmation: Shipment Confirmation Process Incomplete – User Aborted. E BCC Billing: Credit Card For Transaction Not Fully Processed.



PORDMP- PURCHASE ORDER RETURN – DEBIT MEMO PRINT Introduction This program prints out a form that is designed to help control and track product that has been returned to a vendor. It can be used as a packing list of items being returned. The form can also be used for the account payable department to track credits owed by vendors. This form can be run from a PPM set-up or directly from menu. This form should be used if the user is using either the CREDIT or RETURN options in the POR program. The printing of the name and address on the form Is based upon the setting of acf options po019b and po19c. Procedure From the menu Enter PORDMP:

Enter the destination for the output forms.



PURGE PROGRAMS GPHPRG PURGE PURCHASE HISTORY RECORDS Introduction The purpose of the Purge Purchase Records program is to allow the user to manually purge purchase usage history records specifying a specific number of usage history periods to retain. For detailed information on this program, please refer to the Purges user manual.



POPRG- PURCHASE ORDER PURGING Introduction The Purchase Order Entry/Purchase Order Receiving Purge program allows the user to purge fully closed purchase orders and/or updated purchase order receiving records from the system. The user is required to enter the date through which records will purge. Because this program will actually purge information from your system up to and including the date entered, it is important that you review entered date before proceeding. For detailed information on this program, please refer to the Purges user manual.



REQPRG- PURGE PURCHASE REQUISITIONS Introduction The Purge Purchase Requisitions program serves the purpose of purging purchase requisition records. The user has the option of specifying a cutoff date and all requisitions with close date earlier than this date will be purged. Optionally, the user can purge all rejected requisitions. For detailed information on this program, please refer to the Purges user manual.



PURCHASING REPORTS APOR- AGED PURCHASE ORDER REPORTING Introduction The Aged Purchase Order Report program provides the user with the ability to age open purchase orders with user definable aging periods. The system allows for up to five aging periods for which the user may define the from and through days for each period. Procedure From the menu, enter "APOR":

After determining the selection and sort options, enter the date to age open purchase orders. The default will be the system date. The user may define the aging periods, or use the system default. ACF option po092 will determine the method to display the aging buckets on the report. NOTE: Summary print option is available for the following report sort options: By Division, By P.O. By Branch, By P.O. By P.O. No. By Division, By Vendor ID By Branch, By Vendor ID By Vendor ID



If output is directed to (C)ron:




GPR- GENERATED PURCHASE ORDERS REPORT Introduction The Generated Purchase Orders Report program serves the function of printing a report which provides an audit of the purchase orders automatically generated by the system. Procedure From the menu, enter "GPR":

The following selection criteria may be entered: VENDORS

Enter the selection criteria for vendors.

BUYERS

Enter the selection criteria for buyers.

P. O. NUMBERS

Enter the selection criteria for purchase orders.

P. O. DATES

The user may enter the starting date range from which to select the Purchase Orders to be processed or leave it blank if a specific date range is not required.



OPOR- OPEN PURCHASE ORDER REPORTING Introduction The Open Purchase Order Reporting program provides information and status of all open purchase orders. Several sort and selection options are available from which the user may generate the output. Procedure From the menu, enter "OPOR":

n

The first three report options will print a column for POR in Process. A purchase order receipt in process record is a POR control that has been entered in the system, but has not yet been updated. The next five report options will print a '#' before the remaining quantity signifying there is a POR in Process The system will display either of several sort option windows within the major sort criteria chosen above.



By Vendor:

By Item:



By Item Xref:

By Date Wanted:

By P. O. Number:



By Buyer:

By Job Number:



By Sales Order No.: Requires you to select whether or not you want to Print Only P.O.'S with missing sales orders or not.

By Sales Order No.:



After entering the sort option determine the selection criteria:

Enter the desired selection criteria, or leave blank for all records and press OK. Select the print options:



If output is directed to (C)ron:




POER- PURCHASE ORDER ENTRY REGISTER Introduction The Purchase Order Entry Register provides the user with an audit register of all new purchase orders added through purchase order entry program POE. Procedure From the menu, enter "POER":



POEXP- PURCHASE ORDER EXPEDITE REPORT Introduction The primary purpose of the Purchase Order Expedite Report program is to offer several types of selection criteria options to assist the user in creating an open purchase order expedite report. The available value is defined by the user in ACF option "po035." The projected date is derived by taking the P.O. Date and adding to it the average lead time of the item in that branch. The program will print backorder information for that item in that branch as well as any receiving information for that open P.O. Procedure From the menu, enter "POEXP":

If Option 1 is selected:



After entering the Minimum Safety Allowance, or if Options 2, 3 or 4 are selected, enter the report selection options:

Enter the sort options:

Enter the print options:



POMR- PURCHASE ORDER MAINTENANCE REGISTER Introduction The Purchase Order Maintenance Register provides the user with a summary audit trail only of purchase orders that have had maintenance performed on them. Procedure From the menu, enter "POMR'':



PORAR- PURCHASE ORDER RECEIVING ALLOCATION REPORT Introduction This program allows the user to print a purchase order receipt allocation report. This consolidated report is especially useful when receiving special orders for a customer and you wish to notify them that the items they ordered have arrived. The report contains relevant purchase order information as well as customer sales order allocation information. This report does not include an option for past history receiving. Procedure From the menu enter PORAR:

CONTROL NO.: Enter Purchase Order Receipt Control Number(s) you wish to view on the report.

RECEIVER NO. Enter Purchase Order Receiver Number(s) you wish to view on the report.

PO NO. Enter Purchase Order Number(s) you wish to view on the report.

ITEM ID Enter Item ID(s) you wish to view on the report.

BRANCH Enter the Branch ID(s) you wish to view on the report.

ORDER NO. Enter the Sales Order Number(s) you wish to view on the report.

SOLD TO Enter the Sold To ID(s) you wish to view on the report. The following output options are available: Enter (S) - to print the report to the screen. Enter (P) - to print the report to a printer. Enter (H) - to print the report to the Print Hold Scheduler (PHS). NOTE: The 'H' option will allow the user to scroll backward and forward through the report. Enter (X) - to print the report to an Excel spreadsheet format.



Next, an 'open file' window will open in which you select the directory and file name to output the report. Double click on the file name or highlight the selected file and click the Open button. The report will automatically be downloaded to the spreadsheet. You may then adjust the columns, rearrange or edit using the Excel commands. NOTE: An Excel file has to exist before the report will be created. If no Excel File exists, right click and select New, then select Microsoft Excel Worksheet. See the User Guide and Reference Manual under Saving Report Output to Excel Spreadsheets section for detailed instructions. User security may be placed on the output to Excel option. Use program SSM. Select Security by Program option. Program Name will be 'exceldde'. Type of Security will be 'U' Value will be User Login ID. Security for the output to Excel option is for all programs that may be output in this format.



PORMGT- PURCHASE ORDER RECEIVING MANAGEMENT Introduction The Purchase Order Requisitions Receiving Management Report program allows the user to create a report showing details of open Purchase Orders as well as Purchase orders that have been received but have not been processed. i.e. They have been entered into the POR program but the batch has not been updated. Various selection and sort criteria is provided. Procedure From the menu Enter "PORMGT"

This is a sample of report option 1, Header and Detail Data. Tue Feb 6 2007 Development Database Page 1 09:01:08 PO RECEIVING MANAGEMENT Branch, Prod Group, Item ID ITEM ID DESCRIPTION PROD.GRP ON HAND UM SLS.ORD PO QTY POR.IP PO BAL AVAIL VENDOR BRANCH VENDOR PO NUMBER LINE PO DATE WANT DTE REQ DTE PO QTY POR.IP PO BAL CTRL # RCVR NO EXPECTED MIKETEST Mike's test item 1 84761 EA 2139 50544 5 50539 82627 MIKEVEND 1 MIKEVEND 12003 1 08/26/04 08/26/04 08/26/04 1 1 MIKEVEND 12043 1 09/28/04 09/28/04 09/28/04 10 10 MIKEVEND 12043 2 09/28/04 09/28/04 09/28/04 10 10 MIKEVEND 12043 3 09/28/04 09/28/04 09/28/04 15 15



MIKEVEND 13293 1 12/22/06 12/22/06 12/22/06 10 5 5 32460 3532 12/22/06 This is a sample of report option 2, Header Only. Tue Feb 6 2007 Development Database Page 1 09:01:24 PO RECEIVING MANAGEMENT Branch, Prod Group, Item ID ITEM ID DESCRIPTION PROD.GRP ON HAND UM SLS.ORD PO QTY POR.IP PO BAL AVAIL VENDOR BRANCH ----------------------------------------------------------------------------------------------------------------------------------- MIKETEST Mike's test item 1 84761 EA 2139 50544 5 50539 82627 MIKEVEND 1 MIKETEST Mike's test item 1 24 EA 225 200 200 -201 12 MIKETEST Mike's test item 1 -11 EA 425 5 5 -436 2



PORP- PURCHASE ORDER RECEIPTS PRINT Introduction This program allows the user to print a purchase order receipt form. This form will print a separate page(s) for each receiver. The form will print relevant purchase order information as well as customer sales order allocation information. The form can be run from a PPM set-up or directly from menu. The printing of the name and address on the form is controlled by acf options po019b and po019c. Procedure From the menu Enter "PORP" Enter the Select By Options: the Selection Options and the Sort By Options: then click on the "OK" button.

Enter you Output options: and press return or click on the "OK" button.



RRAR- REPLENISH ACTION REPORT Introduction The purpose of the Replenish Action Report program is to print the Recommended Replenishment Action Report. This report lists the various purchase requisitions awaiting approval. For each requisition, details of the inventory status at the time of generating the requisition, replenishment control details, recent usage history and other relevant details are printed. Procedure From the menu, enter "RRAR":

Select the Requisition Type: 1 To generate Purchase Requisitions only. The program will only process Requisitions of

type R1. 2 To generate Branch Transfer Requisitions only. The program will only process

Requisitions of type R2. 3 To process both types of Requisitions, namely, Purchase Requisitions and Transfer

Requisitions



Enter the selection criteria

Select the report type:

Enter the report type: Y To print Replenishment Action Reports for items replenished through purchase from external

vendors. This report will consist of items which fulfill any of the following conditions: The item does not belong to a Product Line, but has a Primary Vendor defined in the Item's

Branch record.

The item belongs to a Product Line but, a Line Buy could not be recommended. In such cases, where the item needs immediate action, the item will be reported as a Demand Action Item in this report.

D To print this report with defaults values of report options. N If report is not to be printed at this time. The report may be printed at any later point in time

using the RRAR program.



Select the report options: Enter the sort and output options:



UNVOUCHERED RECEIPTS PROCESSING UNM- UNINVOICED P. O. RECEIPTS MAINTENANCE Introduction The Uninvoiced (or Unvouchered) P. O. Receipts Maintenance program serves multiple purposes. It contains all receipts from program POR when ACF Option po022 is set to value of "Y". The UNM program allows the user to maintain (update/remove) these records provided the POR to GL interface is turned off. This program is also the optional interface to the A/P process when verifying vendor invoices against receipts. This verification process of matching an A/P voucher to a P/O receipt record is controlled by ACF option po002. User must remember that any transactions created in this file WILL NOT create a posting record to the general ledger. Therefore, if a 'payment' against a receipt or a 'debit' against a return/credit has been entered, a journal entry will have to be made in the system for this entry. Procedure From the menu, enter "UNM":

Menu options available for Uninvoiced P.O Receipts Program Pay The PAY option allows the user to record payments approved for processing against

data stored in the uninvoiced receipts file (uninrct) for items received (i.e. transaction types PR, P1). If the user has the POR to GL interface active, records created from the PAY option will not create a general ledger entry.

Debit The DEBIT option allows the user to DEBIT the vendor for returns/credits of items



(i.e. transaction types PC, PX, P2, P3). If the user has the POR to GL interface active, records created from the DEBIT option will not create a general ledger entry.

Add The ADD option allows the user to add records to this file. Many times this option is only used to add initial opening records into the file. The ADD may also be used in some cases to record adjustments or corrections required. If the POR to GL interface is active, this option will not be available to a user.

Update The UPDATE option is used to change an existing record(s). Generally, user may only update OPEN records. To UPDATE a closed record, the user must OPEN the record first. If the POR to GL interface is active, this option will not be available to a user.

Remove The REMOVE option is used to delete an existing record(s). When this option is chosen, define which record(s) are to be selected for remove. Enter the appropriate data by which to search the file and then press the "OK" button to allow the program to search the file for any record(s) meeting the entered search criteria. If the POR to GL interface is active, this option will not be available to a user.

Query The QUERY option allows the user to display an existing record(s) on the window with the ability to scroll forwards and backwards from record to record when more than one record is selected. When this option is chosen, define which record(s) are to be selected for query. Enter the appropriate data by which to search the file and then press the "OK" button to allow the program to search the file for any record(s) meeting the entered search criteria.

If the LIST option is selected :

The LIST option allows the user to enter their selection criteria and then view all the selected records, with the most important fields listed, on one screen. If the user "double clicks" on any of the records, or highlights a record and clicks the "OK" button, the UNM main edit program is executed and gives the user access to all the fields in the UNM table.

View The VIEW option allows the user to display information on particular record(s) to a new window, printer or hold file. When this option is chosen, define which record(s) are to be selected for view. Enter the appropriate data by which to search the file and then press the "OK" button to allow the program to search the file for any record(s) meeting the entered search criteria. After selecting the appropriate record(s), the user will have an option to view the records to a new window, printer, or hold file.

Open The OPEN option is used to open an existing Uninvoiced P.O. Receipts record. Click the Open button and the program will place the user into the re-open mode.

Close The CLOSE option is used to close an existing record(s). When this option is chosen, define which records(s) are to be selected for closing. Enter the appropriate data by which to search the field and then click on the "OK" button to allow the program to search the file for any records(s) meeting the entered search criteria.

Build Password The BUILD PASSWORD option is used to maintain password(s) that are optionally required to proceed past certain user defined PO cost versus actual cost variance limits established. ACF options control acceptable cost variances that will e allowed when actual costs are compared to purchased costs. One of the ACF options allows



user to proceed past the edit check only if an authorized login and password are entered. Click on the Build Password button and the program will place the user into the BUILD PASSWORD maintenance mode. If a cost variance exception is encountered and the ACF option allows for override, user may be prompted for an authorized login and password to accept the variance.

Help Displays the Help window.

Exit Program Exits the program. Select PAY to record payments approved for processing against data stored in the unvouchered receipts file (uninrct):



After selecting the vendor the following window will display: Note: Acf option ap052a is utilized when matching an A/P Voucher to a PO PO Receiving record. It will determine whether or not to allow a user to pay a quantity greater than the quantity received. User should note that paying a quantity greater than the quantity received would cause the receiver to remain on the unrhr (uninvoiced receipt history report).

If the user selects VIEW the following window will display:



UNRPRG- UNVOUCHERED P. O. RECEIPTS PURGE Introduction The Uninvoiced P. O. Receipts Purge program serves to purge old uninvoiced P. O. receipts records on file. It is a cron job run thru MISCRON and will delete records by a user assigned number of days in the po023a thru po023c ACF options. The user may optionally run this program on demand to manually purge records. Procedure From the menu, enter "UNRPRG":

Enter the ending transaction date for uninvoiced P.O. receipts to be purged. The purge program will select all closed uninvoiced P.O. receipts for purging up to and including the date entered. The system will then inquire if open uninvoiced P. O. receipts are to be purged: Click on the check box if you want to delete all uninvoiced P. O. receipts. Uncheck the box to delete only closed uninvoiced P. O. receipts.



UNRR- UNVOUCHERED P. O. RECEIPTS REPORT Introduction The Unvouchered P. O. Receipts Report is designed to provide output detailing P. O. Receipts that have been entered where no A/P Vendor Invoice has been received. Several output options are provided to allow the user to view only open records, closed records or both for a user definable period of time. Procedure From the menu, enter "UNRR":



Enter the sort and output options:



UNRHR- UNVOUCHERED P.O. RECEIPTS HISTORY REPORT Introduction The Unvouchered P. O. Receipts History Report is designed to provide output detailing P. O. Receipts that have been entered where no A/P Vendor Invoice has been received. This is an historical report (unlike UNRR which is a snapshot) which will recreate the open amounts as they would have appeared on a previous report output should the user not have a clearly defined cut-off OR simply had forgotten to run the report. Several output options are provided to allow the user to view only open records, closed records or both for a user definable period of time. Procedure From the menu, enter "UNRHR":



Enter the sort and output options:



VENDOR MAINTENANCE AND REPORTING VCQ- VENDOR COMPARISON INQUIRY Introduction The purpose of the Vendor Comparison Inquiry is to show both costs and lead times comparison for products that is supplied by multiple vendors. The vendors and items must be setup in program VIXM. Procedure From the menu enter "VCQ" and enter the Item ID.



VHM- VENDOR HISTORY MAINTENANCE Introduction The Vendor History Maintenance program provides historical information for a Vendor by year. The history file is updated by both the purchasing and accounts payable modules. Several windows provide both Year To Date and Period information related to transactions with a particular vendor. Procedure From the menu, enter "VHM":

After the desired vendor has been selected, a window will appear that contains the Fiscal Year-to-Date Accounts Payable information such as amount of vouchers entered for this vendor, amount of invoices entered and credit or debit memos issued. The payment amounts are also shown for this vendor. The user may optionally update the following fields or have the file updated automatically by the accounts payable or purchase order modules. An asterisk denotes a closed period. If the UPDATE mode is selected, the system will prompt for the following: INVOICE AMOUNT

Enter the invoiced (IN) amount for each period during the fiscal year.

CREDIT AMOUNT

Enter the credit (CM) memo amount for each period during the fiscal year.

DEBIT AMOUNT

Enter the debit (DM) memo amount for each period during the fiscal year.



Window 2:

This window contains the Fiscal Year-to-Date information such as amount of discounts taken, number of discounts lost, amount of vouchers paid and the average days to pay. The following fields may be updated:

DISCOUNTS TAKEN

Enter the discount taken amount for each period during the fiscal year.

DISCOUNT LOST

Enter the discount lost amount for each period during the fiscal year.

VOUCHERS PAID

Enter the vouchers paid for each period during the fiscal year.

AVERAGE DAYS

Enter the average days to pay for each period during the fiscal year.



Window 3:

This window contains the Fiscal Year-to-Date information such as amount of purchases, number of purchase orders issued and amount of purchase order receipts. The following field may be updated: RECEIPT AMOUNT

Enter the receipt amount for each period during the fiscal year.

If the REMOVE mode is selected:

If 1 is selected vendor history records will be removed one at a time. Select 2 to remove all vendor history records prior to and including the fiscal year entered.



If the VIEW mode is selected determine the sort and output options:



VIF- VENDOR INPUT FORMS Introduction The Vendor Input Forms program provides the user with the capability to print 'VENDOR INPUT FORMS.' The fields that print will be the same fields that user is prompted for when adding a new vendor record to the system through program VM. Prior to adding new vendors into the system, the user may create a source document describing the necessary fields about a vendor. This program prints the blank source document which the user may write on. This document will then become the source for adding the vendor to the file. This feature is especially useful in the initial conversion for it allows the user to specify how many blank source documents to print. The program PROMPT allows the user to control which fields are prompted for when adding a new vendor. Procedure From the menu, enter "VIF":

If the print input forms option is selected:



If the Maintain Field Definitions option is selected:

This option allows the user to control the name and length of fields in the file being printed. These changes are only reflected in this input form output, the maintenance windows will remain as the standard windows.



VIXM- VENDOR/ITEM XREF MAINTENANCE Introduction The Vendor/Item cross reference program allows the user to maintain data as to which items may be obtained from which vendors. Specific cost and delivery information may be maintained for every vendor/item combination. Procedure From the menu, enter "VIXM":

The following fields may be entered: VENDOR ID

Enter a valid vendor ID. Use the drop down window to assist in determining the vendor ID. ACF option po067 will control whether or not a user may enter vouchers, purchase orders, requisitions or vendor/item cross reference records for a vendor that has been flagged as inactive.

ITEM ID

Enter a valid item ID. Use the drop down window to assist in determining the item ID.

VENDOR NAME

The system will display the vendor name.

ITEM DESC.

The system will display the item description.

VENDORS COST

Enter the vendors cost for this item.

PURCH QTY U/M

Enter this vendor's Unit of Measure.

EFFECTIVE START Enter the start date for the quoted cost.



EXPIRATION DATE

Enter the expiration date for the quoted cost.

FUTURE USE

PO ALT UM

Enter the PO Alternate Unite of Measure Description.

PO ALT CONVERSION

Enter the PO Alternate to PO Qty Conversion Factor.

PUR. TO STK CONVERSION

Enter the conversion factor to convert the vendor's U/M to user's stocking U/M.

COSTING U/M

Enter the cost unit of measure description. For example, if cost were per hundred, the user might enter C as the costing unit of measure.

COST CONV. FACT.

Enter the conversion factor that coincides with the costing U/M. Example: If the cost were per hundred, enter .01 as the conversion factor.

INSPECTION REQD

Enter Y if item must be inspected, otherwise enter N.

VENDOR PART ID

Enter the vendors part ID for our item ID.

FUTURE USE

FUTURE USE

MINIMUM ORDER QUANTITY

Enter the minimum order quantity.

COMMENTS

Enter Y if comments exist, otherwise enter N.

QA APPROVED

Enter Y if this item was approved by quality assurance.

VENDOR LEAD DAYS

Enter the lead time in days promised by this vendor.

MEMO 1 INFO

Enter miscellaneous memo information pertaining to this vendor/item.

MEMO 2 INFO

Enter miscellaneous memo information pertaining to this vendor/item.

FUTURE USE

Enter up to eight levels of quantity breaks and their associated costs.



If the VIEW option is chosen enter the sort and output options:



The GENERATE option is used to generate a group of records for a vendor. When this

option is chosen, the user will define which items will be selected to be generated in the file. The user may select based on a Product Group or one of the Item Sales Analysis Category Codes or a Combination of both. Once the selections have been verified, the system will generate records for all items selected for the vendor selected based on the entries made by the user. NOTE: The system will put the Control ID from the generate process in the memo 1 field of the vixm record created. See ACF options po087 and po088 for default settings

If the GENERATE option is chosen User will enter selection criteria to create VIXM records for.



VLP- VENDOR LABEL PRINTING Introduction The Vendor Label Print program allows for the user to accomplish the following: 1.

To define the formatting of labels for output. This option allows the user to create as many different formats as needed. Formatting may be used to produce not only continuous form labels, but rolodex cards, continuous post cards, envelopes, etc. The purpose of the formatting routine is to allow users to format label output according to the size label or form the user has acquired.

2.

To print labels. This option allows the user to select and sort label data as required. User may then print using the selected label format.

Procedure From the menu, enter "VLP":



Select from the following options: DEFINE LABEL FORMATS

To execute program "LBFRM" which allows user to define and maintain label formats.

PRINT VENDOR LABELS

To enter the Selection Criteria and Sorting Method. Upon completion the "LABEL" program will be executed which will perform the actual label printing.

Select Define Label Format:

Sample format which would output a label as specified:



Procedure to Define a Label Format The following fields may be entered:

FORMAT ID

The user assigned identification given to a particular label format. This field may contain up to 10 characters.

DESCRIPTION

A 30 character description may be entered to describe this format. Examples: 3 Up Labels Rolodex Card Format Shipping Label Format

TABLE/FILE NAME

The name of the Database Table/File Name to be interfaced with the label format, such as `vendor.' To print a label without extracting data from any files, enter "none" to indicate there is no data file to be used for this print format.

LINES PER LABEL

Enter the number of lines to print per label. This entry should store the maximum number of print lines from the first line at the top of the label to the last line at the bottom of the label.

WIDTH PER LABEL

Enter the number of characters wide per line needed for the label. If the label form contains more than 1 label across each row, the user needs to add additional character(s) to the width to ensure that the printer will properly skip the vertical space between labels and begin printing on the adjacent label(s). Example: A label form has two labels across each row. There is a space 2 characters wide between each label. Each label can contain 30 characters per line. Specify a WIDTH PER LABEL of 32 (30 characters per line + 2 blank spaces) to align the printer on the adjacent label properly.

NUMBER LABELS ACROSS

Enter the number of labels across per row. This entry should define whether the labels are 1 up, 2 up, 3 up or 4 up across the sheet.

NUMBER OF COPIES

Enter the number of copies of each label to be made. This entry will define whether or not to print multiple copies of each label. Example: If 3 sets of labels or rolodex cards are required, enter 3 and the

program will print the record 3 times before going on to the next record.

LABEL LINE NUMBER

Enter the line number for the information to be printed on the label. Assign line number 1 as the first line of this detail format, even if it is to just print a blank line. Successive lines may skip line numbers, but the first line must be 1.

SEQUENCE NUMBER

Because several different fields may be printed on one line, specify the sequence number where the data field is to appear on the line. Example: Assume a zip code field and state field are to print on the same line.

To print the state field first, assign sequence number 1 to state and sequence number 2 to zip code.

FIELD TYPE

Enter C for Constant Field Type, F for Table Field Name or B for Bar Code. A Constant Field is a standard field that will always appear. This is useful for



printing constant data prior to getting data from one of the files. Example: To print "TO:" A Table Field Name is used to define a field which is variable, such as vendor name, and indicates that a field of data should be extracted from the specified data file. Bar Code is an optional module which the user may or may not have licensed. If the user enters B a bar code must be entered from the next field entry, a field name cannot be entered.

FIELD NAME, CONSTANT DESCRIPTION OR BAR CODE

This field contains the data field name, constant description or bar code symbology. If the field has been defined as a Table Field Name, then the variable name to be interfaced with the label format will appear here. Example: name_vendor. Refer to online help to see field names for a specific file. If the field name has been defined as Constant, enter the constant to always appear on this line. Example: The constant "TO:" may be printed on each label. If the field has been defined as Bar Code, enter the type of bar code desired for output. Click on the drop down button to display a list of valid Bar Code symbologies. Bar Code types are defined in program BCM. Also, set up program PDM to define the type of printer that will output bar code.

FIELD LENGTH

Enter the number of characters to be printed for this Constant or Field value. It is suggested that this number be increased depending on the number of spaces to be put between this value and the next value printed on the same line. Example: If a data field is 10 characters and there must be 1 space between

this field and an adjacent data field, type in 11 spaces as the field length. If a line contains several different data fields, the sum of each field length for this particular line must not exceed the WIDTH PER LABEL amount. For Bar Codes the defaults are prompted by the program. Different kinds of bar codes have different widths, with certain types of bar codes having variable lengths. The default values for bar code types are:



BAR CODE SYMBOLOGIES WIDTH FOR BAR CODE*

UPC Version A 16 UPC Version E 10 UPC/EAN/IAN -13 16 UPC/EAN/IAN - 8 11 Interleaved 2 of 5 (Wholesale/Distribution/Retail Std)

23

Interleaved 2 of 5 - (Standard) 8 (Minimum) Code 3 of 9 - No Check Digit 9 (Minimum) Code 3 of 9 - With Check Digit 9 (Minimum) Code 2 of 5 - 3:1 NTWER - With Check Digit 10.5 (Minimum) Code 2 of 5 - 3:1 NTWER - No Check Digit 5 (Minimum) Code 2 of 5 - 2:1 - NTWER - With Check Digit 9 (Minimum) Code 2 of 5 - 2:1 NTWER - No Check Digit 5 (Minimum) POSTNET/POSTNET ABC 33 (Maximum)

* Width in characters per inch if printer is set at 10 characters per inch.

CLIP FIELD

Enter C to indicate to label print that all trailing blanks are to be clipped off. Clipping is used when there are multiple fields on the same label line, such as "City + State + Postal Zip". Example: Assume City is 18 characters, State is 4 characters and Postal Zip is 10 characters. Without clipping the output would appear as follows: City St Postal With clipping the output would appear as follows: City St Postal Zip When clipping data, user may have to insert a "constant" of a space for "X" number of characters to force spacing between clipped data fields. The clipped example above assumes 1 blank space as a constant after city and state.

CONDENSE LINE

Enter C to condense lines when a complete line is blank. This option will move data lines up when ALL fields are blank on that line. Example: When printing an address label with multiple address

lines many times one of the additional address lines may be blank. By using this option, data on the next line will automatically move up a line to avoid leaving a blank line.

Repeat the line number prompts for each line required for those labels. Press OK when done. Then return to window 1 to pick the print labels option.



Select the Print Label Option from the initial VLP window and enter the selection criteria window:

Select the sort options from the following window:

Select the sort by option and enter a valid format ID as defined in Option 1.



The following window will appear: Enter Printer ID, <Return> for default printer:

Load the forms and click on the "OK" button

Do you wish to try a test pattern? (Y)es, (N)o, (E)xit



Remove forms at this time to resume normal printing. Click on the "OK" button.

The following series of prompts will display:



VM- VENDOR MAINTENANCE Introduction The purpose of the Vendor Maintenance program is to establish and maintain a firm's database of vendors. The user can enter the vendor zip code which will populate the city, state and country fields. Procedure From the menu, enter "VM":



Window 2:

Window 3:




The ID may contain up to 10 characters. No spaces are permitted in the ID. Spaces or special control characters are not permitted in the ID field. Special control characters are any character other than a letter, a number, a hyphen ( - ), an underscore ( _ ) or a forward slash ( / ). The following special control characters ARE NOT permitted in the ID: " ' | * ? ~ & > < : ;

NAME

This field may contain up to 27 characters.

ADDRESS 1, 2, 3

Each address field may contain up to 27 characters.

CITY


STATE

This field may contain up to 4 characters. Use the drop down window to lookup valid state codes. State codes may be maintained in program STATEM. If user selects a state code from the table, the state description will be displayed on the window.

ZIP

This field may contain up to 10 characters. If acf option sys003 is set to a 1 the system will automatically populate the city / state / country fields.

COUNTRY

This field may contain up to 10 characters. Use the drop down window to lookup valid country codes. Country codes may be maintained in program CNTRYM. If user selects a country code from the table, the country description will be displayed on the window.

ATTENTION


XREF

The cross reference field may contain up to 27 characters. This field allows for accessing a customer by an alternate name, phone number, etc.

AP TERMS

This field contains a terms code as defined in Terms Code Maintenance (TCM).

PO TERMS

This field contains a terms code as defined in Terms Code Maintenance (TCM).

CONTACT

The contact name may contain up to 20 characters.

PHONE

The vendor phone number may be entered here.

DIVISION

This field contains a division ID as defined in Division Code Maintenance (DVM). This field is mandatory.

DEPT.

This field contains a department ID as defined in Department Code Maintenance (DM).

FORM 1099

Enter Y if this vendor is to receive a 1099 Form, otherwise enter N.

CUSTOMER NUMBER

This field may contain up to 10 characters. It stores user's vendor's customer number for user's account.

SIC

This field contains the vendor's SIC code.



TYPE

This field allows for classifying vendor by type.

BUYER

Enter the buyer responsible for this vendor.

COMMENTS

Enter Y if comments exist for this vendor, otherwise enter N.


Each of these fields may contain up to 10 characters.


Each of these fields may contain numeric data only.

FUTURE USE

LAST PO DATE

This field contains the date of the last purchase order issued.

LAST PO AMT

This field contains the amount of the last purchase order issued.

LAST PAY DATE

This field contains the date of the last payment date.

LAST PAY AMOUNT

This field contains the last pay amount.

DELIVERY

Assign a rating for vendor performance under this category.

QUALITY


PRICE


SERVICE


OTHER


FUTURE USE

FAX NUMBER

Enter vendor's fax number in this field. This field may contain up to27 characters

MEMO/NOTE

Free text Field.

TAX ID

Enter vendor tax ID.

TAXABLE

Enter Y if taxable, N if nontaxable.

TAX TABLE ID

Enter a valid TAX TABLE ID as defined in program TAX.

SHIP VIA

This field contains the ship via code as defined in Ship Via Code Maintenance (SVC).

FOB TABLE

This field contains the FOB Code as defined in FOB Maintenance (FOB).

FREIGHT PYMT

This field contains the freight payment code as defined in Freight Payment Code Maintenance (FPM).

SHIP TO NUMBER

Define the vendor ship to record ID to be used by purchase order entry. This ID stores the address data for where the vendor should ship merchandise. Valid Ship To ID's may be maintained through program VSTM.

TAX CLASS Enter a TAX CLASS assigned to this vendor.



VENDOR NOTE 1

Miscellaneous Vendor Note data may be input here.

VENDOR NOTE 2


VENDOR NOTE 3


VENDOR NOTE 4


VENDOR NOTE 5


ACTIVE

Enter 'A' to indicate this is an Active vendor. Enter 'I' to indicate this is an Inactive vendor. This field allows a user to identify inactive vendors. ACF option po067 will control whether or not a user may enter vouchers, purchase orders, or requisitions for a vendor that has been flagged as inactive.

DISCOUNT CODE

Enter the Code to control discount calculation. 1 - On Total Amount Only 2 - On Purchase Amount Only 3 - On Purchase Amt. + Tax + Other 1 Amt. + Other 2 Amt. The discount code is used to calculate a discount amount by terms percentage and one of these selections for the A/P module.

ACTION CODE

Enter the Discount Action Code for this vendor. 1 - Always take discount 2 - Discount taken based on terms date

HOLD/PAY

Enter H or P for this vendor. This will control whether or not to release this vendor's voucher(s) for payment selection.

HOLD REASON

Enter Hold reason. The user may indicate a user-defined reason code for why this vendor is on "HOLD".

MAX. CHECK AMOUNT

Enter the maximum check amount that can be generated for this vendor.

HOLD CHECK

Enter Y to hold check of this vendor, otherwise enter N.

ACCOUNT GROUP

Enter account group ID. Click on the drop down button for table lookup. The account groups are maintained in program GLAG. When processing vouchers for this vendor, all G/L account numbers defined for this account group will display automatically for this vendor in A/P module.

DFLT AP DIV

Enter the default A/P division. This is an optional field and may be left blank. If left blank, APVE will default to A/P division defined in GLPAP program. This field allows user to define different default A/P information depending on who the vendor is.

DFLT AP DEPT

Enter the default A/P department. This is an optional field and may be left blank. If left blank, APVE will default to A/P department defined in GLPAP program. This field allows user to define different default A/P information depending on who the vendor is.

DFLT AP GL NO.

Enter the default A/P G/L account. This is an optional field and may be left blank. If left blank, APVE will default to A/P G/L Account No. defined in GLPAP program. This field allows user to define different default A/P information



depending on who the vendor is.

URL Enter the URL address for the vendor's website. This URL will appear with a hyperlink on the Wings and Web versions of the Partner Relationship Manager Module (PRM).

LANGUAGE INDICATOR

Enter the language indicator assigned to this vendor.

If the LIST option is selected :

The LIST option allows the user to enter their selection criteria and then view all the selected records, with the most important fields listed, on one screen. If the user "double clicks" on any of the records, or highlights a record and clicks the "OK" button, the VM main edit program is executed and gives the user access to all the fields in the VM table.

If VIEW option is selected, choose the sort by and output options:



Output_ASCII Option This menu option allows the user to extract defined data fields from the vendor master record and send those data fields to a directory path and file name, as defined by the user in ascii format. The most common use for this feature is to send selected vendor name and address data to a directory and file name where the destination is another application, such as word processing. Many word processing applications offer a facility to merge ascii data records with a word processing file to achieve multiple output documents from a single word processing file. Refer to the online help for the OUTPUT ASCII menu option for additional information. The output file contains following fields: Field 1 Vendor Name 27 Characters Field 2 Vendor Address 1 27 Characters Field 3 Vendor Address 2 27 Characters Field 4 Vendor Address 3 27 Characters Field 5 Vendor City 18 Characters Field 6 Vendor State 4 Characters Field 7 Vendor Postal/Zip 10 Characters Field 8 Vendor Country 10 Characters Field 9 Vendor Attention 27 Characters Field 10 Vendor ID 10 Characters Field 11 Vendor Type 5 Characters Field 12 Vendor FAX # 15 Characters Select the OUTPUT ASCII options:



VS- VENDOR STATUS Introduction The Vendor Status program permits the user to check on the status of both open and closed purchase orders. From the main menu, enter VS. A selection window will appear with several different methods of selecting what it is you wish to view. Enter your selection criteria. For example you can view all purchase orders entered for a certain vendor, or purchase orders entered on a particular date, or a range of dates, etc. Once you have entered the selection criteria, press the return key or click on the OK button. A window will appear with the records that matched your selection criteria and will display the type of transaction, the purchase order number, the date and time of each transaction, the vendor ID, the ship via method, etc. Drill down capabilities and several options are available to you on any record displayed in this window. Highlight the record you wish to view and select a function from the options menu. The up and down arrow keys may also be used to move the cursor. Select one of the following functions on the options menu and click on the OK button: Menu options available: Details Displays the detail window.

Status Displays the status of the purchase order and any activity such as when the

purchase order was entered, printed, received, emailed, etc.

Comments Displays the comment window where you can edit, comments for the Purchase Order Header.

Vendor Note Displays any vendor notes set up in the VNOTE program for this vendor. View Displays purchase order information, any receivers against the purchase order

and any sales orders that were allocated to the purchase order.

Send Sends the purchase order to the email, print or fax server.

View Form Displays a copy of the Purchase Order Form. Make sure that acf sys017, sys018 are set up properly. These acf options deal with the URL path where the Browser display programs are located.

Documents Views any documents that are stored on the webserver for this customer

PRM Displays the PRM screens for the highlighted Vendor Vendor Query Displays the Vendor maintenance screens for the highlighted Vendor. Help Displays the Help window.

Run Allows the user to run another program outside the program you are currently

processing.

Exit Exit the Query window and returns back to the SQ window.



Procedure From the menu, enter "VS

Enter the Vendor ID and any other pertinent data to select on. The program will display all pertinent information that the user selected on. User will be able to review both open and close PO's. After entering your selection, the following screen will appear. From here you can drill down on the details, check the status, view comments, receiving information and the actual purchase order form.



Note: User may click on the Search button, enter a non-case sensitive alpha or numeric value to have the system search the displayed items and highlight each occurrence. When executing a search user may enter <Ctrl-f> to go to the search field. Press the F3 key to go to the next occurrence. Press the Shift-F3 keys to go to the previous occurrence.

Click on the "Status" button to view PO Status window:



Click on the "View" button to view PO information, receivers and sales order allocations.

Click on the "Send" button to send the purchase order to the email, printer, or fax server.

Select the Documents button to view any documents that are stored in the customers directory your webserver

NOTE: the storing of documents such as contracts that were scanned into the system and saved as PDF files, order sheets, WORD documents or EXCEL spreadsheets, for customers, prospects and vendors can be accomplished by placing these documents in a special directory on the webserver. These documents can then be accessed by such programs as the CS (Customer Status), the VS (Vendor



Status), and the PRM (Partner Relationship Module) for both the browser and WINGS version. The documents must reside in a directory called "prmdocs" which is located on the webserver that has been set up for your Next Generation software. This way, you control what gets into the directory. Each customer, prospect or vendor must have their own directory set under this "prmdocs" directory. You create the sub directory on the webserver, then complete the link by entering the name of the directory you created in the field labeled "PRM docs" in the CM, PM or VM maintenance programs. Example: /usr/IBMIHS/htdocs/yourcompanyname/prmdocs/endusercustomerid/file1.pdf /usr/IBMIHS/htdocs/yourcompanyname/prmdocs/endusercustomerid/file2.xls /usr/IBMIHS/htdocs/yourcompanyname/prmdocs/endusercustomerid/file3.doc Click on the "Detail" button to view the purchase Order. From here you can view all comments, header, detail line items and, Receiver information as well as call up programs ITPA, ITQ, IQQ, CILST.

Address Window



Header 1 Window:

Header 2 Window



Detail 1 Window:

Detail 2 Window:



Detail 3 Window:

Quantities:



Receivers Window:



Receiver Detail 1 Window

Receiver Detail 2 Window:



Receiver Detail 3 Window:

Receiver Header Window:



Receiver Allocation Window:

ITPA ITEM TIME PHASED AVAILABILITY WINDOW:



The INVENTORY TRANSACTION INQUIRY WINDOW:

The INVENTORY QUANTITY INQUIRY WINDOW



VNOTE- VENDOR NOTES Introduction The purpose of the Vendor Notes program is to maintain any special notations regarding vendors. These notes will display according to the program they are defined for. Procedure From the menu, enter "VNOTE":


Enter the Vendor ID or click on the drop down button for table lookup. The search can also be done by vendor name or vendor cross reference or by "ALL".

PROGRAM NAME

Enter the Program Name that this note should appear in. Only certain programs will display the notes entered here. If this is a vendor note entered in VNOTE program these notes can display in programs: VM, POE, APVE, APQ, VREL and VS.

PAGE SEQ

Enter the page sequence. Enter 1,2,3,4,5,6 or 7. If multiple notes exist user may define from 1 to 7 the sequence of the notes to display.

TRAN TYPE

Enter Transaction Type or 'ALL'. User may have notes only display in certain transaction types. Example: In ORDER or BILL program user may want the note to display whenever a CM transaction is performed.

MENU OPTIONS

Enter Menu Option letter or 'ALL'. User may have notes only display in certain menu option types.



Example: In ORDER or BILL program user may want the note to display whenever ADD mode is performed but not UPDATE.

TITLE

Enter the title line for notes.

NOTE 1-5

Enter the note descriptions.

BEGIN DATE

Enter the beginning date.

END DATE

Enter the ending date.

PURGE FLAG

Enter the value for purging, Y or N. When mass remove is performed only notes coded for purging will be removed.



VRA- VENDOR RECEIVING ANALYSIS Introduction The Vendor Receiving Analysis program allows the user to obtain information relative to vendor and item receiving history. The program focuses on cost and delivery performance information. Procedure From the menu, enter "VRA":

If REMOVE is selected, the user will have the option to remove records from the vendor receiving analysis file:

Enter either a Vendor ID or * for all vendors. Enter either an Item ID or * for all items. Enter a receipt date. All selected records less than or equal to this date will be removed. If the VIEW option is chosen the system will display several sort and selection option window from which the user may select.



VIEW OPTION: By Vendor:

VIEW OPTION: By Item:

VIEW OPTION: By P. O. Number:



VIEW OPTION: By Job Number:

VIEW OPTION: By Receiver Number:



VIEW OPTION: Determine the Selection Options:

VIEW OPTION: Output to (S)creen, (P)rinter, (H)old File, (C)ron,E(X)cel or (E)xit:



VSTM- VENDOR SHIP TO MAINTENANCE Introduction This program is utilized by the Purchase Order Entry Program to designate the appropriate ship to address where the vendor should ship the purchase order. Procedure From the menu, enter, "VSTM":

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