Purchasing Reference Manual - · PDF fileBlanket P.O. Release Line Maintenance (PO/BPO/BPR). ....

PurchasingReference Manual

FASPAC 3.5

FPD/203

Faspac Systems, Inc.7590 Fay Avenue, Suite 301La Jolla, CA 92037

Confidential and ProprietaryCopyright 1999-2000 Faspac Systems, Inc.All Rights Reserved

This document is the trade secret property of Faspac Systems, Inc. and is protected bycopyright law and international treaties. Its use by you is strictly governed by a licenseagreement. Unauthorized reproduction or distribution may result in severe civil or criminalpenalties.

Trademarks:FASPAC is a trademark of Faspac Systems, Inc. All other trademarks, registeredtrademarks, names, or product names contained in this publication are the property oftheir respective owners, and Faspac Systems, Inc. neither endorses nor otherwisesponsors any such product or services referred to herein.

Table of Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Before You Begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Vendor Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Vendor Pricing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

F8 - UM Conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Function Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Function Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Warehouse Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Process Requisitions and Vendor Quotes . . . . . . . . . . . . . . . . . . . . 12

Status Code—Requisitions and Vendor Quotes . . . . . . . . . . . . . . . . . 13

Create a Requisition/Vendor Quote in Order Desk . . . . . . . . . . . . . . . 14

Create a Requisition in Suggested Reorder Report (IM/IMRP/SRR) . . . . . . 15

Process Purchase Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Status Codes—Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . 17

Status Codes—Printed Purchase Orders. . . . . . . . . . . . . . . . . . . . . 17

Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Freight Allocation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Set Flags in Purchasing Programs. . . . . . . . . . . . . . . . . . . . . . 19

Purchase Order (SYS/POS) . . . . . . . . . . . . . . . . . . . . . . . 19

Vendor Maintenance (AP/MAR/VM) . . . . . . . . . . . . . . . . . 20

Ship From Maintenance (PO/POM/SFM) . . . . . . . . . . . . . . . 21

Blanket Purchase Orders (PO/BPO) . . . . . . . . . . . . . . . . . . 21

Effects in Other Programs . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Purchase Order Entry (PO/PE) . . . . . . . . . . . . . . . . . . . . . . . . 23

Interactive Create Preliminary P.O. (PO/ICPP) . . . . . . . . . . . . . . . 39

Create Preliminary Purchase Orders (PO/CPP) . . . . . . . . . . . . . . . 45

Line Maintenance (PO/PL) . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Header Maintenance (PO/PM) . . . . . . . . . . . . . . . . . . . . . . . . 59

Blanket Purchase Orders (PO/BPO) . . . . . . . . . . . . . . . . . . . . . 64

Programs Affected by Blanket Purchase Orders . . . . . . . . . . . . . . . . 65

Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Blanket P.O. Entry/Maintenance (PO/BPO/BPM) . . . . . . . . . . . . . . . 67

Create Blanket P.O. Releases (PO/BPO/BPC) . . . . . . . . . . . . . . . . . 78

Blanket P.O. Release Line Maintenance (PO/BPO/BPR) . . . . . . . . . . . . 84

Blanket P.O. Cancel/Inquiry (PO/BPO/BCN). . . . . . . . . . . . . . . . . . 91

FPD/203 PO - 3

Blanket P.O. Listing (PO/BPO/BPL) . . . . . . . . . . . . . . . . . . . . . . 93

Purge Blanket Purchase Orders (PO/BPO/BPD) . . . . . . . . . . . . . . . . 98

Print (PO/PP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Listing (PO/LIS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Inquiry (PO/INQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

History Maintenance (PO/HM) . . . . . . . . . . . . . . . . . . . . . . . 112

History Report (PO/HR) . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

Modes of Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

Vendor Maintenance (PO/VM) . . . . . . . . . . . . . . . . . . . . . . . 118

Consolidation Companies . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Default Fax or Email Information . . . . . . . . . . . . . . . . . . . . . . . 119

Vendor Listing (PO/VL) . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Requisitions/Vendor Quotes (PO/REQ) . . . . . . . . . . . . . . . . . . . 135

Requisitions/Vendor Quotes Maintenance (PO/REQ/RQM) . . . . . . . . . 135

Requisitions/Vendor Quotes Inquiry (PO/REQ/RQI) . . . . . . . . . . . . . 144

Status Codes—Purchase Orders . . . . . . . . . . . . . . . . . . . . . . 147

Status Codes—Printed Purchase Orders . . . . . . . . . . . . . . . . . . 147

Requisitions/Vendor Quotes Print (PO/REQ/RQP) . . . . . . . . . . . . . . 148

Requisitions/Vendor Quotes Listing (PO/REQ/RQL) . . . . . . . . . . . . . 153

Requisitions/Vendor Quotes Delete (PO/REQ/RQD) . . . . . . . . . . . . . 157

Inquire By Requisition Number (PO/REQ/RQRR) . . . . . . . . . . . . . . 159

Requisitions/Vendor Maintenance (PO/REQ/VQM) . . . . . . . . . . . . . 163

Miscellaneous (POM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167

Ship From Maintenance (PO/POM/SFM) . . . . . . . . . . . . . . . . . . . 167

Default Fax or Email Information . . . . . . . . . . . . . . . . . . . . . 167

Ship From Listing (PO/POM/SFL). . . . . . . . . . . . . . . . . . . . . . . 173

Warehouse Address Maintenance (PO/POM/WAM) . . . . . . . . . . . . . 175

Warehouse Address Inquiry (PO/POM/WAQ) . . . . . . . . . . . . . . . . 180

Cancel (PO/POM/CAN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

Delete (PO/POM/POD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185

Vendor Rating Report (PO/POM/VRR) . . . . . . . . . . . . . . . . . . . . 188

Automated Replenishment . . . . . . . . . . . . . . . . . . . . . . . . . . 192

Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

Foreign Currency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193

Setup Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194

Warehouse Control Specifications (SYS/WCS) . . . . . . . . . . . . . . 194

Purchase Product Line Maintenance (IM/PPLM) . . . . . . . . . . . . . 195

Vendor Maintenance (AP/MAR/VM) . . . . . . . . . . . . . . . . . . . 197

Vendor Order Requirements Maintenance Screen . . . . . . . . . . 199

Inventory Management (IM). . . . . . . . . . . . . . . . . . . . . . . . 202

Vendor Catalogs and Contracts (VCC) . . . . . . . . . . . . . . . . . . 205

PO - 4 FPD/203

TABLE OF CONTENTS

Determining When to Order . . . . . . . . . . . . . . . . . . . . . . . . . . 212

Replenishment Definition (INV/AUR/AURD) . . . . . . . . . . . . . . 214

Replenishment Creation (INV/AUR/AURC) . . . . . . . . . . . . . . . 222

Replenishment Review (INV/AUR/AURR) . . . . . . . . . . . . . . . . 228

Automatic Replenishment Review Summary Screen . . . . . . . . . 230

Automatic Replenishment Review Detail Screen . . . . . . . . . . . 233

Automatic Replenishment Review TPIM Detail Screen . . . . . . . 236

FPD/203 PO - 5

TABLE OF CONTENTS

PO - 6 FPD/203

TABLE OF CONTENTS

Introduction

The Purchasing module includes programs used to create, process, and track

requisitions, vendor quotes, and purchase orders. Also included in the Purchasing

module are programs used to enter, display, and list vendor information and

warehouse information.

Although both inventory and non-inventory items can be used when working

with purchase orders and requisitions, the Purchasing module is not normally

used until the Inventory Master file has been created in full or in part, since

buying history/tag information is saved only for inventory items. See the

Inventory Conversion Reference Manual and Inventory Management Reference

Manual in Volume 2 for detailed information on creating inventory items and

buying history/tag records.

The F1, F2, F3, and F4 function keys are used throughout the Purchasing module

whenever a vendor or an item must be specified. Use F1 to begin the search

based on the vendor number or the item number entered. Use F2 to begin the

search based on the vendor name or item shortname entered. Use the F3 and F4

function keys to scroll forward and back through the Vendor file or through the

Inventory File. Scrolling is based on the function key that was initially pressed to

begin the search.

There are some terms you should be familiar with when working in the

Purchasing module. See the end of this Introduction for a list of terms and their

definitions.

Before You Begin

Enter the vendors who will be used in the Purchasing programs, in the Vendor

file (PO/VM, AP/MAR/VM). These vendors may have been entered previously,

when the Accounts Payable module was put into use. Each vendor to be used in

the Purchasing programs must be flagged in the Vendor file as a PO Vendor. The

vendor address entered in the Vendor file is the remit address. This is the address

which appears on checks printed through the Accounts Payable module. A

purchase order vendor often has more than one ship-from address. Vendor

ship-from addresses can be entered through the Vendor Maintenance program

(PO/VM, AP/MAR/VM) and through the Ship-From Address Maintenance

program (PO/POM/SFM). Entering ship-from addresses will save you time when

entering purchase orders and when displaying or listing purchase information.

See the Vendor Maintenance and Ship-From Maintenance sections (PO/VM,

PO/POM/SFM) for detailed information on entering vendor information in the

Vendor file.

FPD/203 PO - 7

Determine which address, if any, is to be printed on your purchase orders and

flag the System File (SYS/POS) appropriately (Y or N in the Print Address On

Purchase Order field). You have the option to print the company address defined

in the System File (SYS/CIS), or the warehouse address defined in the

Warehouse Address File (PO/POM/ WAM), or not to print an address on the

purchase orders at all. This last option should be selected if you use purchase

order forms preprinted with your company name and address.

See the System Maintenance Reference Manual in Volume 5 for additional

information. See the Warehouse Address Maintenance (PO/POM/WAM) section

of the manual for information regarding entering a warehouse address.

Determine whether you want to use valid locations and flag the System File

(SYS/WCS) appropriately. If you decide to use valid locations, each valid

location must be entered in the Valid Stock Location File, through the Stock

Location Maintenance program (TAG/SLM). See the System Maintenance

Reference Manual in Volume 5 and Tagging System Reference Manual in

Volume 2 for additional information.

Determine when you want to print Tag Record Labels. Flag the System File

(SYS/LAI) to reflect your decision. See the System Maintenance Reference

Manual in Volume 5 and Tagging System Reference Manual in Volume 2 for

detailed information on printing Tag Record Labels.

Determine how long you want to be able to access closed/completed requisitions

and purchase orders through the Inquiry programs (PO/INQ, PO/REQ/RQI). Add

the Delete programs (PO/POD, PO/REQ/RQD) to your monthly close

procedures.

Vendor Information

Vendor information is entered and edited through the Vendor Maintenance

program which can be accessed through the Purchasing module and through the

Accounts Payable module (PO/VM, AP/MAR/VM). All vendors in the Vendor

file can be used in the Accounts Payable module, but only those flagged as PO

vendors can be used in the Purchasing module. Vendor information for all or a

range of vendors can be printed through the Vendor Listing (PO/VL) and

Ship-From Listing (PO/POM/SFL) programs.

The total value of purchase orders entered for each month is stored in the

Purchase History File (PO/HM). This history information can be displayed,

edited, and printed. See the History Maintenance and History Report (PO/HM,

PO/HR) sections of the manual for detailed information.

PO - 8 FPD/203

INTRODUCTION

Vendor Pricing

If Vendor Pricing is used, the Vendor Price codes can be flagged through System

Code Maintenance (SYCD) to automatically update the Vendor Price Table

assigned to the Vendor record (PO/VM, AP/MAR/VM). If the Vendor Price code

is flagged to update automatically:

• If there is no record for the item in the Vendor Price Table file for the

Vendor Price code, and there are less than nine existing Vendor Price

Table records for the item, a new record is created using the net cost.

• If there is an existing record for the item in the Vendor Price Table file for

the Vendor Price code used, and the net cost entered is different than the

cost in the Price Table, the cost and date in the existing Vendor Price

Table record are updated.

• If there are already nine existing Vendor Price Table records for the item,

no update is made.

• If the net cost entered for the item is the same as the cost in the Vendor

Price Table (for the specified Vendor code), no update is made.

• If the Vendor Price code is flagged to ask whether or not update, and the

update option is selected, the update procedure listed above takes place.

F8 - UM Conversion

The UM Conversion feature allows you to enter an item using a different unit of

measure than the UOM in IM/MAI. From the Qty field, press F8 to access the

UM Conversion Window and convert the current UOM of an item to a new unit

of measure.

Field Explanation

ORDER

U/M

The stocking unit of this item is displayed. To enter this item in a

different unit, enter the new unit of measure.

FPD/203 PO - 9

F8 - UM CONVERSION

QTY

Enter the quantity of this item you are quoting, using the new unit of

measure.

CONVERSION

STOCKING

Using the conversion factor, the system calculates the ordered quantity

(using the new UM) and the stocked quantity (using the standard UOM)

of the item.

The system calculates an approximate conversion factor using the figures

entered in the Box Qty, Case Qty, Bulk Qty, Weight, and Pieces Per UM

fields of the Item Master Record (IM/MAI). You can accept this factor

by pressing RETURN or enter another conversion factor.

Function Keys

F1 - Start Again

Returns the cursor to the first field in this window (Order UM).

F5 - Accept Order UM

Accept the new unit and quantity entered.

F6 - Accept Stocking UM

Cancel the Ordered UM and quantity - enter the quantity using the

standard stocking units.

F7 - Invert Conv Factor

Inverts the new unit and the standard stocking unit, so that the

conversion can be figured using the opposite unit. For example, if you

are converting LB to PC the conversion displays as LB/PC and the factor

displays accordingly. If F7 is pressed, the conversion displays as PC/LB

and the factor displays accordingly.

If the UM Conversion has been used to enter an item using a new quantity unit,

the item price displays according to the new unit. You can accept this price or

press F8 to access the Price Conversion Window and calculate an item price

using a sub-unit of the new unit. For example, if you have entered an item

quantity in pounds (LB), you can enter the price of this item in LB or CW.

PO - 10 FPD/203

INTRODUCTION

The Price Conversion Window can also be used to changed the conversion factor

used to calculate the new price.

Field Explanation

U/M

The new unit of measure displays along with the new price.

To quote the item using a sub-unit of the new unit, enter it. For example,

if the new unit is PC, you may want to quote the price in EA, C, M, or

MM. Depending on your entry, the Ordered Price is recalculated.

Function Keys

F5 - Accept Price

Accept - accept the new price.

F6 - Accept Stocking UM

Cancel the Ordered UM and quantity - enter the quantity using the

standard stocking units.

F7 - Invert Conv Factor

Inverts the new unit and the sub-unit, so that the conversion can be

figured from the other unit. For example, if you want to order the item

using CW, and you are converting the price from pounds (LB), the

conversion is displayed as CW/LB. If F7 is pressed, the conversion

displays as LB/CW and the factor displays accordingly.

FPD/203 PO - 11

F8 - UM CONVERSION

Warehouse Information

Warehouse address information can be entered through the Warehouse

Maintenance program (PO/POM/WAM). If the warehouse address is entered, it

is used in the Purchase Order Entry program (PO/PE), and is available for used in

the Purchase Order Print program (PO/PP). Warehouse address information can

be displayed through the Warehouse Address Inquiry program (PO/POM/WAQ).

See the Warehouse Maintenance (PO/POM/WAM) section of the manual for

detailed information.

Items

Inventory and non-inventory items can be used when entering requisitions and

purchase orders. Buying history/tag records are saved only for inventory items.

See the Inventory Management (IM) and Tag System (TAG) sections of the

manual for detailed information.

Inventory items can be entered using the FASPAC part number, the description

code, the item shortname, or a cross-reference number. If the cross-reference

number used when entering a purchase order is flagged with a Y in the Note field

in the Cross-reference File (CR/MAI), an external note is automatically created.

When entering a cross-reference number, remember to first enter an exclamation

mark (!). When entering non-inventory items, remember to first enter an asterisk

(*).

Process Requisitions and Vendor Quotes

The Purchasing module includes programs used to create, change, print, display,

list and delete requisitions and vendor quote information. Requisitions can also

be created through the Order Desk program (OD) and through the Suggested

Reorder Report program (IMR/IMRM/SRR). Requisitions created through these

two programs can be accessed through the Purchasing module. See the

Requisitions/Vendor Quotes section (PO/REQ) of the manual for additional

information regarding creating a requisition. Requisitions and vendor quotes can

be displayed through the Part Inquiry program (PI).

Once a requisition is created, requests for quotes can be printed in a letter format

with or without vendor information. Vendor quote information is added to a

requisition as it is received from your vendors. Requisition and vendor quote

information can be tracked through the Requisitions/ Vendor Quotes Inquiry and

Listing programs (PO/REQ/RQI, PO/REQ/RQL). See the Requisition section

(PO/REQ) of the manual for detailed information regarding working with

existing requisitions and vendor quote information.

PO - 12 FPD/203

INTRODUCTION

To automatically create a purchase order from a vendor quote, the vendor quote

is flagged as preferred. Purchase orders are created for preferred vendor quotes

through the Create Preliminary Purchase Orders program (PO/CPP). See the

Create Preliminary Purchase Orders (PO/CPP) section of the manual for detailed

information.

Once you begin using the Requisitions/Vendor Quotes programs, you need to add

the Delete program (PO/REQ/RQD) to your monthly close procedures. Vendor

quotes not flagged to be saved and with a close date equal to or prior to the close

date specified when the Delete program is run are deleted. Deleted requisitions

and vendor quotes are no longer available to be displayed, printed, or listed. See

the Requisitions/Vendor Quotes Delete (PO/REQ/RQD) section of the manual

for detailed information regarding the Delete program.

Status Code—Requisitions and Vendor Quotes

Requisitions and Vendor Quotes have Print and Purchase Order Status Codes.

The status code fields are updated by the system as the requisitions and vendor

quotes are created and printed and when purchase orders are created through the

Create Preliminary Purchase Orders program (PO/CPP). The Vendor Quote PO

Status field can be flagged with a P at any time so that a purchase order is created

when the Create Preliminary Purchase Orders program is run.

Requisition Status Code:

• Prt Status: blank = Created through the Requisitions/Vendor Quotes

Maintenance program (PO/REQ/RQM), I = Created through the

Suggested Reorder Report program (IMR/IMR/SRR), Q = Created

through the Order desk program (OD), P = Printed through the

Requisitions/Vendor Quotes Print program (PO/REQ/RQP)

• PO Stat: P = The purchase order was created through the Create

Preliminary Purchase Orders program (PO/CPP). If the PO Stat is P, the

purchase order number and vendor code are displayed in the PO NO and

Vend fields.

Vendor Quotes Status Codes:

• PO Status: P = Preferred. A purchase order will be created for this vendor

quote through the Create Preliminary Purchase Orders program (PO/CPP).

• PO Stat: P = A request for quote letter was printed through the

Requisitions/Vendor Quotes Print program (PO/REQ/RQP).

FPD/203 PO - 13

STATUS CODE—REQUISITIONS AND VENDOR QUOTES

Create a Requisition/Vendor Quote in Order Desk

The following paragraphs give an overview on how to create a requisition with or

without vendor quote information through the Order Desk program (OD). For

detailed information regarding the Order Desk fields used when creating a

requisition, see the Order Desk (OD) section of this manual.

Requisitions can be created through the Order desk program (OD) if the System

File (SYS/WCS) is flagged to do so. Vendor quote information can be added to a

requisition created through the Order Desk program at the time it is created or at

a later time. See the Requisitions/Vendor Quotes Maintenance sections

(PO/REQ/RQM, PO/REQ/VQM) of the manual for information regarding

working with an existing requisition.

A requisition can be created for a customer quote or for a confirmed customer

order. The option to create a requisition is given prior to exiting after entering a

customer quote and prior to advancing to the Order Confirmation screen, when

confirming a customer order. See the Order Desk program (OD) section of the

manual for information on entering a customer quote and confirming an order.

If the option to create a requisition is selected, a requisition is created with all

items on the customer quote or order. The requisition number assigned displays

at the bottom of the screen and pressing RETURN acknowledges the message.

Creating a requisition through the Order Desk program creates a requisition the

same as if it was created through the Requisitions/Vendor Quotes Maintenance

program (PO/REQ/RQM). The fields in the requisition area of the screen are

updated based on the information entered in the Order Desk program. The date in

the Date Want field is either the item date wanted (if the System File (SYS/OPS)

is flagged to use the item date wanted option, or the sign on date (if the item date

wanted option is not being used). The date in the Date Ent field is the sign on

date, at the time the requisition was created through the Order Desk program.

Each requisition was created through the Order Desk program. can be accessed

through the Requisitions/Vendor Quotes Maintenance program (PO/REQ/RQM)

for changes and additions. See the Requisitions/Vendor Quotes Maintenance

sections (PO/REQ/RQM, PO/REQ/VQM) of the manual for detailed information

on working with an existing requisition.

Once the request is created through the Order Desk program, the option to update

Requisitions/ Vendor Quotes is given. This option should be selected if you

know from which vendor you will purchase the items and you do not need to

send out requests for quotes. Vendor quote information added at this time is

flagged as preferred. purchase orders are created for preferred vendor quotes

through Create Preliminary Purchase Orders (PO/CPP) and Interactive Create

Preliminary PO’s (PO/ICPP). See the Create Preliminary Purchase Orders

program (PO/CPP) section of the manual for additional information. See the

Requisitions/Vendor Quotes Maintenance section of the manual for detailed

information on working with existing vendor quotes.

PO - 14 FPD/203

INTRODUCTION

If you need to send out quote requests for the items on the requisition, do not

select the Update Requisitions/Vendor Quotes option. Create a Request For

Quote (RFQ) entry through the Requisitions/Vendor Quotes Maintenance

program (PO/REQ/RQM) for each vendor. Print the RFQ entries in a letter

format through the Requisitions/Vendor Quotes Print program ((PO/REQ/ RQP).

A request for quote in letter format without vendor information can also be

printed through the same program. When information is received from your

vendors, it is added to the requisition through the Requisitions/Vendor Quotes

Maintenance program (PO/REQ/RQM). See the Requisitions/Vendor Quotes

Maintenance section of the manual for information regarding creating an RFQ

Entry and adding/changing vendor quote information on an existing requisitions.

See the Requisitions/Vendor Quotes Print section of the manual for information

on printing a request for quote letters.

If you are sending out a request for quote letters, you may not know the customer

price at the time you enter the customer quote through the Order Desk program

(OD). Once you receive your vendor quote information and are able to determine

the customer price, the customer quote can be updated through the Customer

Quote Update program (PO/QMA), and if desired, the customer quote can be

printed through the Print Customer Quote program (OP/PCQ). Customer pricing

can also be corrected at the time the order is confirmed through the Order Desk

program. see the Order Processing (OP) section of the manual for detailed

information on these programs.

Create a Requisition in Suggested Reorder Report(IM/IMRP/SRR)

A requisition can be created based on the calculations performed by the

suggested Reorder Report program (IMR/IMRP/SRR). See the Inventory

Management Reports section of the manual for an explanation of the calculations

that take place when the Suggested Reorder Report program is run.

The Requisition created through the Suggested Reorder Report program can be

accessed through any of the Requisition/Vendor Quotes programs (PO/REQ).

Once vendor quote information is entered, the preferred vendor quotes can be

flagged so that the purchase orders can be created through Create Preliminary

Purchase Orders(PO/CPP) or Interactive Create Preliminary PO’s (PO/ICPP).

FPD/203 PO - 15

CREATE A REQUISITION IN SUGGESTED REORDER REPORT (IM/IMRP/SRR)

Process Purchase Orders

Purchase orders are created either through Purchase Order Entry (PO/PE), Create

Preliminary Purchase Orders (PO/CPP), or Interactive Create Preliminary POs

(PO/ICPP). If a purchase order is created through the Purchase Order Entry

program, the next sequential purchase order number can be assigned by the

system, or a manual purchase order number beginning with an alpha character

can be assigned. A purchase order created through the Create Preliminary

Purchase Orders program is always assigned the next sequential PO number.

If necessary, purchase orders can be modified through the Purchase Order

Maintenance and Line Maintenance programs (PO/PM, PO/PL). A purchase

order created through the Create Preliminary Purchase Orders program often

needs some changes regarding the vendor ship-from address, and item

information. Changes can be made to a line any time prior to receiving the item

entered on the line (partially or in full). A purchase order entered in error can be

canceled through the Cancel program (PO/CAN). See the Purchase Order

Maintenance (PO/PM) and Purchase Order Line Maintenance (PO/PL), and the

Purchase Order Cancel (PO/CAN) sections of the manual for more information.

Purchase orders can be printed on plain paper or on purchase order forms. When

printing purchase orders you can print your company address, your warehouse

address, or no address. Back orders can be included or excluded when printing all

eligible POs. If printing all eligible purchase orders, all purchase orders changed

through either of the Maintenance program (PO/PM, PO/PL) print with the

appropriate status code (Heading Change, Line Change). See the Purchase Order

Print (PO/PP) section of the manual for more information about printing POs.

Expediting of POs can be facilitated by using the Listing program (PO/LIS). The

Listing program offers several options to provide you with a report specific to

your needs. See the Purchase Order Listing (PO/LIS) section of the manual for

more information on the available options and a sample report.

Purchase orders can be displayed through the Inquiry program (PO/INQ) up until

the time they are deleted through the Delete program (PO/POD). Purchase orders

can be accessed through the Inquiry program by purchase order number or by

vendor. The header information can be modified through the Inquiry program.

Line item information cannot be modified through the Inquiry program. See the

Purchase Order Inquiry (PO/INQ) section of the manual for detailed information.

After you begin using the purchase order programs, you need to add the Delete

program (PO/POD) to your monthly close procedures. Closed/completed

purchase orders/line items should remain in the system only for as long as you

require the ability to access them through the Inquiry, Print and Listing programs.

Deleted purchase orders cannot be displayed, printed, or listed. The Delete

program gives you the option to delete only closed purchase orders or to delete

all zero balance lines. See the Purchase Order Delete (PO/POD) section of the

manual for detailed information regarding deleting purchase orders.

PO - 16 FPD/203

INTRODUCTION

Status Codes—Purchase Orders

There are four status codes associated with purchase orders. These status codes

are updated by the system and they are:

• New—Only the purchase order header was created - no detail line items

have been added to the purchase order.

• Open—Receiving has not been done on any of the line items on this

purchase order.

• Partial Rec’d—Receiving has been done on one or more line items. If all

balances are 0, the incorrect method to exit the RPO program was used.

• Complet—Lines on this purchase order have been received, and the

balance of the purchase order was REC or CAN.

Status Codes—Printed Purchase Orders

• Duplicate—This purchase order has been previously printed.

• Heading Change—Changes were made to the header through the

Maintenance program (PO/PM).

• Line Change—Information on one or more line items was changed

through the Line Maintenance program (PO/PL). If a heading change and

a line change are made, only the Line Change status code prints.

Terms

Prt Status code—The code assigned to a requisition, vendor quote, or purchase

order, which reflects its print status. In the case of a requisition, the Prt Status

Code can reflect its origin (created through Requisitions/Vendor Quotes

Maintenance, through Order Desk, or through the Suggested Reorder Report)

prior to it being printed.

PO Status code—The code assigned to a requisition or vendor quote which

reflects it purchase order status. A vendor quote has a PO status code of P if it is

preferred and a purchase order is to be created through the Create Preliminary

Purchase Orders program (PO/CPP). A requisition has a PO status code of P if a

purchase order was created through the PO/CPP program.

Purchase Order Detail file—Contains line item information of all purchase

orders on file, updated by the Purchase Order Entry, Line Maintenance, and

Delete programs (PO/PE, PO/PL, PO/POD).

Purchase Order file—Contains records of all purchase orders on file, updated

by the Purchase Order Entry, Maintenance, and Delete programs (PO/PE,

PO/PM, PO/POD).

FPD/203 PO - 17

TERMS

purchase order header—Comprised of warehouse, vendor, and shipping

information, it prints in the upper area of a purchase order.

requisition—A formal request for items needed, entered through the

Requisitions/Vendor Quotes Maintenance (PO/REQ/RQM), Order Desk (OD), or

Suggested Reorder Report program (IMR/IMRP/SRR).

RFQ entry—A request for quote entry, created through the Requisitions/Vendor

Quotes Maintenance program (PO/REQ/RQM), to be printed through the


Ship-From file—All vendor ship-from addresses, set up through the Ship-From

Maintenance program (PO/POM/SFM), used to save time when entering

purchase orders for vendors with more than one ship-from address.

Vendor file—All vendors on file, which were set up through the Vendor

Maintenance program (PO/VM, AP/MAR/VM).

vendor quote—Information received from your vendor in response to your

request for quote, can be recorded through the Requisitions/Vendor Quotes

Maintenance program (PO/REQ/RQM, PO/REQ/VQM).

Freight Allocation

Freight Allocation allows you to add freight charges to inventory costs. The

calculation is:

Freight Amount entered x (Extended weight of one line

Extended weight of all lines)

where Extended weight = IM/MAI weight x Qty Received

IM/MAI Unit of Measure

For purchasing, you can set flags to specify if vendors are to be charged for

freight, based on their address or, if applicable, from their ship-from address.

For receiving, actual freight amounts are distributed by the receiving programs

against received items, based on the flags set in the purchasing programs. While

receiving, the following should not be performed:

• Invoice Calculation & Update (INP/INC)

• Processing receipts through stock integration

• Finalizing the receipts register

• Deleting any tag or lot control records

PO - 18 FPD/203

INTRODUCTION

Set Flags in Purchasing Programs

To use Freight Allocation, flags must be set in the following programs.

Purchase Order (SYS/POS)

Use this program to enable Freight Allocation in FASPAC.

Enter Y in field 10 Apply Freight To Receipts?.

In the Vendor Maintenance (AP/MAR/VM), Ship From Maintenance

(PO/POM/SFM), and blanket PO programs, you will be able to set flags to

charge freight for vendors.

FPD/203 PO - 19

FREIGHT ALLOCATION

Vendor Maintenance (AP/MAR/VM)

In the second screen of this program, you can specify if the vendor is to be

charged for freight.

Enter Y in field 13 Freight Chgd. Spaces are considered the same as N.

This will be the default for each line entered on a purchase or WIP order, and can

be changed.

PO - 20 FPD/203

INTRODUCTION

Ship From Maintenance (PO/POM/SFM)

Use this screen to set the flag in the vendor’s ship-from address if the vendor is to

be charged for freight.

Enter Y in field 38 Frt Chgd. Spaces are considered the same as N.

This will be the default for each line entered on a purchase or WIP order, and can

be changed.

The purchasing programs look here first for the flag. If this field is set to N or left

blank, the flag set in Vendor Maintenance (AR/MAR/VM) will be used.

For example, if a New York vendor has a different ship-from address (such as

Boston), and freight is not required from Boston, you can set the flag here to N.

Freight will then be charged on orders from New York, but not from Boston.

Blanket Purchase Orders (PO/BPO)

The BPO programs will allow you to set the freight flag on the header and detail

lines. The flags set in these programs override the flags set in Vendor

Maintenance (AP/MAR/VM) and Ship From Maintenance (PO/POM/SFM).

The default flags in the following programs come from Vendor Maintenance

(AP/MAR/VM) and can be changed when a PO release is created.

• Blanket P.O. Maintenance/Entry (BPM)—Field 33

• Create Blanket PO Releases (BPC)—Field 18

• Blanket PO Release Line Maint (BPR)—Field 37

FPD/203 PO - 21

FREIGHT ALLOCATION

Effects in Other Programs

The following programs have been affected by Freight Allocations. Refer to the

reference manuals for information.

FASPAC User Manuals, Volume 2, TAG

• Freight Allocation Listing (TAG/TGM/FAL)

FASPAC User Manuals, Volume 3, PO

• Create Preliminary P.O.’s (PO/CPP)

• Interactive Create Prelim PO (PO/ICPP)

• Line Maintenance (PO/PL)

• Header Maintenance (PO/PM)

FASPAC User Manuals, Volume 3, REC

• Receive With A P.O. (REC/RPO)

• Receive Without A P.O. (REC/RNO)

FASPAC User Manuals, Volume 3, WIP

• Receive By Item (WIP/WHT/RWI)

• Receive By Order (WIP/WHT/RWO)

• Receive Packaging/Kit Orders (WIP/KITN/RPK)

• Receive Plating/Rework Orders (WIP/PLRW/RPR)

PO - 22 FPD/203

INTRODUCTION

Purchase Order Entry (PO/PE)

Use this program to create (and optionally print) open purchase orders. Creating

a purchase order consists of the following three steps:

1. Enter the header information and assign the purchase order number.

Header information consists of the warehouse number, vendor and

shipping information. The vendor must be a valid vendor from the

Vendor file that has been set up as a PO Vendor. The vendor cannot be

on hold. Purchase order numbers can be assigned sequentially by the

system or you can assign them manually. All manually assigned PO

numbers must begin with an alpha character (such as N12345).

Note: If you manually assign a PO number that begins with a B and ends

in with an alpha character, an error message displays, indicating that

these numbers are reserved for blanket purchase orders.

2. Enter each item

Inventory and non-inventory items can be entered on purchase orders.

However, Tag records are created only for inventory items. When

entering Non-inventory item, an asterisk (*) must precede the item

number. An inventory item can be entered using the FASPAC item

number, Description Code, shortname, or cross-reference number. If a

cross-reference number is used and the Note field in the Cross-Reference

file is flagged with Y, an external note consisting of the cross-reference

number is automatically created.

If the System file is flagged to print the Tag labels when the purchase

order is created, the Tag Label record is created at this time. If the

System file is flagged to print Tag Labels immediately, you are given the

option of printing a test pattern, followed by a request to enter the

number of copies wanted (1-99). If the System file is not flagged to print

Tag Records immediately, the records will print the next time you print

all eligible records through the Tag Print program (TAG/TPR). See the

System Maintenance and Tag manuals in Volumes 2 and 5 for additional

information.

If the System file is flagged to create the Tag Print record when receiving

is done, they will be created when the item is received through Receiving

With A Purchase Order (REC/RPO). See the System Maintenance, Tag,

and Receiving manuals in Volumes 2, 4, and 5 for additional information.

FPD/203 PO - 23

PURCHASE ORDER ENTRY (PO/PE)

3. Enter up to nine note lines of information for each item.

Note lines can be either internal, external, or for the warehouse only. All

note lines can be printed on the purchase order, and displayed in the

Inquiry program (PO/INQ). Both internal and external notes print below

the item. You can select not to print internal notes when printing a

purchase order. Warehouse note lines print only in the tear-off section of

the purchase order.

A Status 1 Tag record is created for each item ordered on a purchase order. Refer

to the Tag manual in Volume 2 for additional information.

Entry/Inquiry Screen One

Field Explanation

22 Whse

Enter the warehouse number to which the items will be shipped.

Once a valid warehouse number is entered, the ship-to address

information from PO/WAM displays in fields 10-17.

Error Message:

Invalid Warehouse Or Warehouse Not Available

The warehouse number entered is either invalid or unavailable.

Press SKIP to acknowledge this message and begin again.

PO - 24 FPD/203


Vend

Enter the vendor name or number, from whom you are purchasing the

items.

Remember, the vendor must be defined in the Vendor file as a PO

Vendor. You can access the Vendor file by entering the first character of

the vendor name or number, and pressing the appropriate function key

(F1 or F2). Press F3 and F4 to scroll forward and back through the list.

To accept the displayed vendor, press RETURN.

After you enter a vendor, you can access the Vendor Messages/Notes by

pressing F6.

Error Messages:

Invalid Entry, Function, or End of File . . . SKIP

Either an invalid vendor was entered, the wrong function key was

pressed, or the end of the Vendor file was reached while scrolling.


Vendor Not Set Up As A P.O. Vendor

The vendor entered was not flagged as a purchase order vendor when

it was created in the Vendor file (PO/VM, AP/MAR/VM).

Either enter a different vendor or flag this vendor as a PO Vendor,

and begin again.

From

The default ship-from address (defined in the Vendor file) is displayed.

You can accept this address by pressing RETURN or enter the

Ship-From Address Code, from which the items will be shipped.

Ship-from addresses are created in Ship-From Maintenance

(PO/POM/SFM).

To access the list of ship-from addresses created for this vendor, enter

the first character of one of the ship-from codes and press F1. Press F3

and F4 to scroll forward and back through the list.

Press RETURN to accept the displayed ship-from address. The

Command Window - Look-up function is also available.

Error Messages:

End of File - SKIP

The end of the Vendor file was reached while scrolling.


FPD/203 PO - 25


Vendor on Hold . . . Can Not Enter P.O. - SKIP

The vendor selected is flagged as on-hold in the Vendor file

(PO/VM, AP/MAR/VM). A purchase order cannot be created for a

vendor who is on-hold.

Press SKIP and enter a vendor that is not on-hold, or exit the

program.

20 Comment

F1 = Displays vendor default remarks (takes remark entered in

PO/POM/SFM and places it in the Comment field).

F6 = Displays vendor notes (see the Notes/Messages section for detailed

information).

25 Attn

The contact name defined in the Ship-From record is displayed. You can

accept this name by pressing RETURN or enter the name of the new

business contact.

The entry in this field affects this purchase order only, it does not change

the Ship-From Record.

27 Terms

The default is the Terms Code entered in Vendor Maintenance (PO/VM).

Press RETURN to accept this entry or change it if necessary. If a change

is made, it is for this purchase order only; the Terms Code in the Vendor

Master file is not changed.

28 FOB

The default is the FOB Code entered in Vendor Maintenance (PO/VM).


is made, it is for this purchase order only; the FOB Code in the Vendor

Master File is not changed.

29 Via

The default is the Ship-Via Code entered in Vendor Maintenance

(PO/VM).


is made, it is for this purchase order only; the Via Code in the Vendor


31 Disc 1

32 Disc 2

33 Disc 3

These three fields default to the discount amounts entered in Vendor

Maintenance (PO/VM). You can manually change the amounts, but

remember that these figures are percentages. For example, 10.00 = 10%

discount.

PO - 26 FPD/203


34 Tax

The default is the entry in Vendor Maintenance (PO/VM), but can be

changed manually.

Y = Tax will be added when the purchase order total is calculated.

N = Tax will not be added. The sales tax percent used is determined in

System Maintenance (SYS/CIS).

35 Ordered

Enter the date the order was placed, using the MMDDYY or

MMDDYYYY format. The sign-on date is displayed. This date can be

accepted as the order date, or it can be changed.

36 Due

Enter the date the order is due, using the MMDDYY or MMDDYYYY

format. The sign-on date is displayed. This date can be accepted as the

due date, or it can be changed.

37 Expedite

This is a manually updated field. Enter the date in MMDDYY or

MMDDYYYY format you wish to contact the vendor and follow up on

the PO you placed. The Purchase Order Listing can be used to print a list

of open purchase orders, based on the expedite date.

SELECT

Enter the line number of the field you want to change. To accept all the

information as displayed, leave this field blank and press RETURN.

P.O.

The cursor moves to this field only after all the displayed information is

accepted. The next PO number to be assigned displays.

You can accept this number by pressing RETURN, enter a new number

manually, or leave this field blank and press SKIP to exit the program

without creating this purchase order.

If you enter a new PO number manually, remember that it must begin

with an alpha character. Once the PO number is accepted, screen two is

displayed.

Note: If you manually assign a PO number that begins with a B and ends

in with an alpha character, an error message displays, indicating that

these numbers are reserved for blanket purchase orders.

FPD/203 PO - 27


Error Messages:

P.O. Cannot Be Entered Until Monthly Update is Run - SKIP

The sign-on date is after the inventory date.

Press SKIP to acknowledge this message, change the sign-on date or

run the Monthly Update (PH/MU), if applicable, and then enter the

purchase order.

The information displayed in the following fields comes from the

Ship-From file.

The cursor does not stop in these fields. You can access these fields to change the

information only by entering the field number from the SELECT field. If the

information in these fields is changed, the changes affect this purchase order

only. The Ship-From File is not changed.

From

The code and name of the vendor’s ship-from location.

03 Addr

04 Addr

05 Addr

06 Addr

The vendor’s ship from address.

07 City

The city in which the ship-from address is located.

State

The state in which the ship-from address is located.

08 Zip

The zip code of the ship-from address. Do not enter the dash.

Country

The country in which the ship-from address is located.

23 Phone 1

24 Phone 2

The phone numbers of the ship-from location.

26 Fax

The fax number of the ship-from location.

PO - 28 FPD/203


The information displayed in the following fields is from the

Warehouse file.

If information for the specified warehouse has not been entered in the Warehouse

file, the company information from the System file is displayed. The cursor does

not stop in these fields. You can access these fields to change the information

only by entering the field number from the SELECT field. If the information is

changed, it affects this purchase order only. The Warehouse file is not changed.

10 Ship To

The code and name of your warehouse location.

11 Addr

through

14 Addr

The address of the warehouse to which the items will be shipped.

15 City

State

The city and state where the warehouse is located.

16 Zip

The zip code of the warehouse address.

17 Phone

The phone number of the warehouse.

The following fields are updated by the system and cannot be

changed.

Remarks

The vendor remark created in the Ship-From file.

30 Min Ord

The minimum amount to be ordered from this vendor, as determined in

the Vendor file. This field serves as a reminder only. The amount of this

purchase order is not checked against this amount.

35 Ordered

The amount on order. This field is updated as items are added to the

order.

Rec’d

The amount received on this purchase order. This field is updated as

receipts are recorded.

FPD/203 PO - 29


Purchase Order Detail Screen Two

Field Explanation

Item

You can enter an inventory item or a non-inventory item on purchase

orders. If you want to enter an inventory item, you can enter the

FASPAC item number, shortname, Description Code, or cross-reference

number.

To access the list of inventory items, enter part of the FASPAC item

number or Description Code and press F1, or enter part of the shortname

and press F2. Then use F3 and F4 to scroll forward and back through the

list. Once you locate the item, press RETURN.

If you want to enter an item using the cross-reference number, remember

to enter an exclamation mark (!) before the number. If the Note field in

the Cross-Reference record is flagged with Y, an external note line is

automatically created. See the Cross-reference section of the manual for


Once a valid inventory item is accepted, the description is displayed and

the cursor moves to the Qty field. If you want to enter a non-inventory

item, remember to enter an asterisk (*) before the number.

After a non-inventory item is entered, the cursor moves to the second

line and “Enter Item Description” displays at the bottom of the screen.

You can enter up to 50 alphanumeric characters of description

information.

PO - 30 FPD/203


Error Messages:

End of File - SKIP

The end of the Item File (IM/MAI) was reached while scrolling.


Invalid Entry or Function

Either an invalid item was entered or the wrong function key was

pressed.


08 Qty

Enter the quantity of this item that is on-order.

Press F8 to use the UM conversion. See the Introduction to Purchasing

for an explanation on how to use the UM Conversion.

09 Cost

For US, UK, and CN companies—if the Vendor Record (PO/VM,

AP/MAR/VM) has a valid Vendor Code, the cost displayed is from the

appropriate Vendor Price Table (IM/IMP/VPM).

For US and CN companies—if there isn’t a Vendor Code and the

replacement cost is not zero, the replacement cost is displayed. If the

replacement cost is zero, the list price is displayed.

For UK companies—if there is not a Vendor Code, the list price is

displayed. You can accept the displayed cost by pressing RETURN, or

change the price manually.

Note: This cost is only used if there is no entry in IM/IMP/VPM and the

replacement cost is greater than zero.

10 UM

The cursor moves to this field only if you enter a non-inventory item.

Enter the unit of measure in which you ordered this item. If you entered

an inventory item, the unit of measure from the Item Master File

(IM/MAI) automatically is displayed.

Price Per UM Quantity Unit

each EA or E PC

hundred C PC

thousand M PC

million MM PC

box BX BX

case CA CA

keg or bulk KE KE

FPD/203 PO - 31



pound LB LB

hundred weight CW LB

pound (2 decimal places) lb lb

feet FT FT

hundred feet CF FT

yards YD YD

The quantity unit of PC indicates pieces. When a quantity is entered, it is

entered per the quantity units. For example, buying 500 pieces at 3.50

per hundred pieces, you would enter 500 for the quantity, not 5. Then

enter the price at 3.50 with the unit of measure C. The extension is

calculated: 3.50 x 500/100 = 17.50, price x quantity / um value.

11 Disc

12 Disc

13 Disc

The discount amounts entered in the previous screen display. Remember

these figures are percentages. For example 10.00 = 10% discount. You

can accept these percentages by pressing RETURN, or enter new

discounts manually. Remember, a discount entered in one of these fields

affects this particular item only.

15 Due

The date entered in the Due field of the first screen is displayed. You can

accept this date by pressing RETURN, or enter a new date manually.

16 Loc

The entry displayed in this field is based on the flag in the Default

Location field in the System File (SYS/POS). If this flag is a P, the

item’s Primary Bin Location is displayed. If the item does not have a

Primary Bin Location, the default location in SYS/WCS is displayed. If

this flag is a W, the default location in SYS/WCS always is displayed. If

SYS is flagged to validate stock locations, the location entered must be

defined in the Location File (TAG/SLM).

Error Message:

Invalid Stock/Bin Location – Return

The System File (SYS/WCS) is flagged to validate locations, and the

location entered is not defined in the Location File (TAG/SLM).

Press RETURN and begin again.

PO - 32 FPD/203


17 Order

The Order and Line fields are used only if the item on-order is reserved

for an open customer order (in Order Desk). Enter the customer order

number to which the item is committed. The entire quantity is

committed, regardless of the quantity on the customer order. You can

print the customer, the order number and the line number to which the

item is committed, when you print the purchase order, by entering Y in

the Include PO Commitment field.

Line

Enter the line number of the customer order, to which the item is

committed. If this item is not committed to an open customer order, leave

this field blank and press SKIP.

Error Message:

Cust Order And Line Not Found – SKIP

The order and line number entered cannot be found on file.

Press SKIP to acknowledge this message and enter a valid, open

customer order and line number.

18 Comm

This field is optional. If you choose to enter a comment, it will print on

the right hand side of the purchase order.

35 Tax

Press RETURN to accept the displayed tax status.

Y = Tax will be calculated on this item.

N = Tax will not be calculated on this item. Remember the entry in this

field affects the displayed item only.

36 Rework

Y = This item will be sent out for rework. when this item is received, the

Rework Order Entry screen automatically displays, so that a rework

order can be entered.

N = This is not a rework item.

SELECT

Enter the line number of the field you want to change.

To accept all the entries as displayed, press RETURN.

FPD/203 PO - 33


Update the Replacement Cost of This Item? (Y/N)

This field is displayed only if the price in the Cost field does not equal

the current replacement cost in the Item File (IM/MAI) and SYS/POS is

set to ask (A) whether or not to update replacement cost.

Y = The Item Record (IM/MAI) is updated with the price entered in this

program.

N = The Item Record (IM/MAI) is not updated.

Update Vendor Price Table With New Cost? (Y/N)

This field is displayed only if SYCD is set to ask (A) whether or not to

update Vendor Price Table in PO Entry and Receiving.

Y = The Vendor Price Table is updated with the cost entered in this

program.

N = The Vendor Price Table is not updated.

Print Tag Now? (Y/N)

This field is displayed only if the System File (SYS/LAI) is flagged to

ask if labels are to be printed when a purchase order is entered, and the

Label Type is I.

Y = Print the labels.

N = Do not want to print the labels.

Set Tag For Delayed Print? (Y/N)


ask if labels are to be printed when a purchase order is entered, and the

Label Type is D.

Y = A Tag Print Record is created and included when the All Eligible

option is selected in the Tag Print program (TAG/TPR).

Number of Tag Copies To Print - Include Original

This field is displayed only if Tag Record Labels are being printed

immediately. See the System Maintenance section of the manual

(SYS/LAI) for detailed information.

Do You Want To Insert Notes? (Y/N)

Y = The Note Maintenance screen automatically is displayed.

N = The cursor moves back to the Item field, allowing you to enter

another item on this purchase order. See the end of this section for

detailed field explanations on the Note Maintenance screen.

PO - 34 FPD/203


Print Purchase Order Now (Y/N)?

This question is displayed after you enter or modify a PO.

Y = Print the purchase order.

N = Do not print the purchase order.

Note: Field 11 in SYS/POS must be set to Y for this question to be

displayed.


changed.

P.O.

The purchase order number entered in the previous screen.

Vend

The vendor entered in the previous screen.

From

The ship-from vendor address entered in the previous screen.

Whse

The warehouse number entered in the previous screen.

Ext

The total cost, less the discounts.

The following fields display information from the Warehouse

Inventory File (IM/MAI) for the specified item and warehouse.

This information cannot be modified. Information does not display if a

non-inventory item is entered.

Available

The available quantity is equal to the on-hand quantity plus the on-order

quantity, less the total committed quantity.

Minimum

The minimum on-hand quantity.

Box

The quantity per box.

Case

The quantity per case.

FPD/203 PO - 35


Bulk

The bulk (keg) quantity.

Unit Volume

The unit volume per the unit of measure.

On Ord Rewk

The total quantity on open plating/rework orders (WIP/POP).

Process

The total quantity on open kitting orders (WIP/POK).

Whse Trans

The total quantity on-order from other warehouses (WIP/WHT).

Purch Ord

The total quantity on open purchase orders (PO/PE).

On Hand Rewk

The total quantity in plating/rework. This quantity is deducted from the

Whse stock quantity.

Whse Stock

The quantity on-hand in the warehouse. This quantity does not include

stock on-hand in plating/rework and in process (kits).

Commit Order

The total quantity committed on all open customer orders.

Whse Trans

The total quantity committed on all open warehouse transfer orders.

Process

The total quantity committed to all open kitting orders.

UM

The unit of measure.

Weight

The weight per unit of measure.

Repl Cost

The replacement cost per the unit of measure.

PO - 36 FPD/203


Note Maintenance Screen Three

Field Explanation

SELECT

Enter the line number of the field on which you want to create/edit a

note. When creating notes, we recommend you start with line 1 and

move down the screen in order.

To exit this screen, leave blank and press RETURN.

Type

DE = Delete the existing note on the line entered.

I = Create an internal note.

E = Create an external note. Both internal and external notes print under

the item. You can select not to print internal notes when printing a

purchase order.

W = Create a note that prints in the warehouse section only. If you are

using purchase order forms, the warehouse notes print on the right,

tear-off section. If you are printing internal notes on plain paper, the

warehouse notes do not print.

Note

A note line can consist of any combination of characters you want. All

notes can be printed on the purchase order, and displayed in the Inquiry

program.

After you have finished entering notes, press RETURN, while in the

SELECT field. This will take you back to the Line Entry screen. From

there you must press CMD to exit the program entirely. All entries will

be saved.

FPD/203 PO - 37


Note: A maximum of 30 characters is allowed when creating a

warehouse note (note type W).

The following fields are updated by the system and cannot be changed

through this screen.

P.O.

The purchase order number entered in the previous screen.

Vend

The vendor entered in the previous screen.

From

The ship-from vendor address entered in the previous screen.

Comment

The comment entered in the previous screen.

Line

The line number assigned to this item.

PO - 38 FPD/203


Interactive Create Preliminary P.O.

(PO/ICPP)

The Interactive Create Preliminary P.O. program is used to assign vendor quotes

the status of preferred (P). Once a requisition has at least one vendor quote

flagged as preferred (P), it is considered an “eligible requisition” and a purchase

order can be created through the Create Preliminary Purchase Order program

(PO/CPP).

Once an item is specified, the list of existing requisitions is displayed. You must

then select the requisition number for which to display the list of vendor quotes.

Finally, select the vendor quotes to flag as preferred (P).

If you have enabled Freight Allocations, the freight flag is updated to the

purchase order from either the Vendor Maintenance (VM) or Ship From

Maintenance (SFM) flags. It can be changed in Header Maintenance (PO/PM) or

Line Maintenance (PO/PL).

Entry/Inquiry Screen

FPD/203 PO - 39

INTERACTIVE CREATE PRELIMINARY P.O. (PO/ICPP)

Field Explanation

Whse

Enter the warehouse number from which to display the list of

requisitions for the item.

To exit the program, leave this field blank and press SKIP.

Error Message:

Invalid Warehouse Number SKIP

You have entered a warehouse number that is not set up as a valid

system warehouse.

Press SKIP to acknowledge this message and enter a valid system

warehouse number.

Item

Enter the item number for which to display the list of requisitions.

You can access the list of FASPAC inventory items by entering the first

part of the number or Description Code and pressing F1, or by entering

the first part of the shortname and pressing F2. Use F3 to scroll forward

and F4 to scroll back through the list. Once you locate the desired item,

press RETURN.

You can display the entire list of inventory items by pressing the CMD

key and selecting the Look-Up function (L). Select the method by which

to display the list:

I = Item Number

S = Shortname

N = Xref By Item Number

X = Xref By Xref Number

D = Description Code

Once the list is displayed, use the arrow keys to move up and down.

To accept the highlighted item, press RETURN.

Error Message:

Invalid Entry Or Function. . SKIP

Either an invalid item number was entered, the wrong function key

was pressed, or the end of the file was reached while scrolling

through the list.


PO - 40 FPD/203


SELECT

Use the function keys to scroll through the list of requisitions:

F3 = Scrolls forward through the list.

F1 = Re-displays the list from the beginning

To display the list of vendor quotes for a particular requisition, enter the

requisition number. The Vendor Quote Inquiry screen is displayed.

To display the vendor quotes for all displayed requisitions, leave this

field blank and press SKIP. The Vendor Quote Inquiry screen is

displayed.

FPD/203 PO - 41


Vendor Quote Inquiry Screen

Field Explanation

SELECT

P is displayed on the left side of the screen, next to the quotes that are

currently flagged as preferred.

Use the function keys to scroll through the displayed list:

F3 = Scrolls forward through the list

F1 = Re-displays the list from the beginning

To flag a quote as preferred, enter the line number. The following field is

displayed. After you have finished flagging the quotes, press SKIP to

return to the previous screen.

OK to change status to P (Y/N)?

Y = Change the status of the specified vendor quote to P (preferred).

N = Do not change the status of the specified vendor quote to P

(preferred).

Once a valid entry is made in this field the cursor returns to the SELECT

field, at which point you may select another vendor quote or press SKIP

to return to the previous screen.

PO - 42 FPD/203


Error Messages

Invalid Price. Unable to Change Status. SKIP

An invalid number was entered as the price. A purchase order cannot be

created with this price, so the status of the quote cannot be flagged as

preferred.

Press SKIP to acknowledge this message.

Invalid Quantity. Unable to Change Status. SKIP

Zero or a negative number was entered as the quantity. A purchase order

cannot be created for this quantity, so the status of the quote cannot be

flagged as preferred.


Not a PO Vendor. Unable to Change Status. SKIP

This vendor is not flagged as a purchase order Vendor in Vendor

Maintenance (PO/VM, AP/MAR/VM). A purchase order cannot be

created for a vendor that is not flagged as a PO Vendor, so the status of

this quote cannot be changed to preferred.


The following errors may be printed on the listing generated by the

Interactive Create Preliminary P.O. program.

You must run the program again (PO/ICPP) after correcting the errors in order to

create the purchase orders.

Inventory Master Record Not Found

The Item Mater Record (IM/MAI, screen one) has been deleted. If you

want a purchase order created for this item, you must first recreate the

record through the Inventory Maintenance program (IM/MAI).

Inventory Whse Record Not Found

The Item Warehouse Record (IM/MAI, screen two) has been deleted. If

you want a purchase order created for this item, you must first recreate

the record through the Inventory Maintenance program (IM/MAI).

Vendor Not Found

The Vendor Record has been deleted.

Either enter a different vendor for this requisition item through the

Requisition Maintenance program (PO/REQ/RQM) or set up the vendor

though the Vendor Maintenance program (PO/VM, AP/MAR/VM).

FPD/203 PO - 43


Vend Ship From Not Found

The Ship From Record has been deleted.

Either change the Ship From through the Requisition Maintenance

program (PO/REQ/RQM) or set up the Ship From Record through the

Ship From Maintenance program (PO/POM/SFM).

Warehouse Address Not Found

The Warehouse Record is not defined in the Warehouse File. Set up the

record through the Warehouse Address Maintenance program

(PO/POM/WAM).

Customer Order Not Found

The customer order number assigned to the item requisition is not on file.

Determine what the correct order number is and correct the requisition

through the Requisition Maintenance program (PO/REQ/RQM).

Customer Order Line Not Found

The customer order line number assigned to the item requisition is not on

file. Determine what the correct line number is and correct the requisition


P.O. Already Created

A purchase order was previously created for this requisition item.

PO - 44 FPD/203


Create Preliminary Purchase

Orders (PO/CPP)

The Create Preliminary Purchase Orders program (PO/CPP) is used to create

purchase orders for eligible requisitions. An “eligible requisition” is one that has

at least one vendor quote flagged as preferred and has not had a purchase order

created yet. A vendor quote can be flagged as preferred through the Interactive

Create Preliminary P.O. program (PO/ICPP). Preferred quotes are identified

with P.

The created purchase orders are referred to as preliminary, since often times

these purchase orders need to be amended through the Purchase Order

Maintenance and Line Maintenance programs (PO/PM, PO/PL) prior to being

printed. For example; you may want to change the vendor ship-from address

and/or add line items.

Purchase orders can be created for all or a range of eligible requisitions. One

purchase order can be created for each line on each requisition, or one purchase

order can be created for each vendor. If you are creating one purchase order for

each vendor, items on the purchase order can be from the same requisition only,

or from all requisitions. For example; if the same vendor is on two requisitions,

you can create two separate purchase orders or one purchase order with the items

from both requisitions. A report prints, indicating the PO number assigned to

each order. If any errors are found when the orders are created they will print on

the report.

If the created purchase order is from a requisition that was created through Order

Desk (OD), the notes entered for each item are transferred to the purchase order

(if flagged to do so) when originally entered. See the Order Desk section of the

manual for additional information.

A Status 1 Tag Record is created for each item ordered. The Delivery Date in the

Vendor Quote Record is used as the Item Date Wanted. The quantity ordered for

each item is committed to the appropriate customer order. If the item ordered is

for stock (not for a customer order), no quantity is committed. Refer to the Tag

(TAG) section of the manual for detailed information regarding Tag Records.

If you have enabled Freight Allocations, the freight flag is updated to the

purchase order from either the Vendor Maintenance (VM) or Ship From

Maintenance (SFM) flags. It can be changed in Header Maintenance (PO/PM) or

Line Maintenance (PO/PL).

FPD/203 PO - 45

CREATE PRELIMINARY PURCHASE ORDERS (PO/CPP)


Field Explanation

Whse

Enter the warehouse number in which to create the purchase orders.

To exit the program, leave this field blank and press SKIP or CMD.

Print Tags Immediately? (Y/N)

This field displays at the bottom of the screen if the System File

(SYS/LAI) is flagged to ask whether or not Tags are to be printed

immediately.

Y = Print Tags immediately.

N = Do not print Tags immediately.

Create P.O.’s For All Eligible Requisitions? (Y/N)

Y = Create purchase orders for all eligible requisitions.

N = Create purchase orders for specific requisitions only.

Note: an eligible requisition is one that has at least one vendor quote

flagged as preferred and for which a purchase order has not yet been

created.

Specific Requisitions OR a Range? (S/R)

This field is displayed only if you entered N in the Create P.O.’s For All

Eligible Requisitions field.

S = Specify the requisitions to include individually.

R = Specify a range of requisitions to include.

PO - 46 FPD/203


The following fields are displayed only if you entered S in the Specific

Requisitions OR a Range field.

Req.#

Four columns display, numbered from 01 to 40.

Enter each requisition number to include on the purchase orders. After

you have finished entering numbers, press SKIP.

SELECT

Enter the line number of the field you want to change or delete.

Leave this field blank and press SKIP to accept the displayed entries.

From Requisition

Thru Requisition

These fields are displayed only if you entered R in the Specific

Requisitions OR a Range field.

Enter the range of requisition numbers to include on the purchase orders.

The following fields apply to all entries.

Group By Vendor Within Requisition? (Y/N)

Y = Combine items for the SAME vendor either per requisition OR for

all requisitions.

N = Create one purchase order for each line on each requisition.

Group By Vendor Across Requisitions? (Y/N)

This field is available only if Y was entered in the previous field.

Y = Combine items on all requisitions for the SAME vendor on ONE

purchase order.

N = Combine items for the same vendor within each requisition only.

Keep Requisitions Open? (Y/N)

Y = leave each requisition open, so that they may be used at a later time.

Purchase order numbers are not updated to the requisitions and the flag

in the PO Status field is cleared.

N = Close each of the requisitions. Purchase order numbers are updated

to the requisitions.

Do You Want To Continue? (Y/N)

Y = Create the purchase orders as specified.

N = Exit the program without creating purchase orders.

FPD/203 PO - 47


The following fields are displayed only if SYS/LAI is flagged to print

labels immediately.

Do You Want To Print A Test Pattern? (Y/N)

Y = Print a test pattern before printing the labels.

N = Print the labels immediately, without printing a test pattern first.

Number Of Tag Copies to Print - Include Original

Enter the number of labels to print for each order.

Error Messages

P.O.’s Cannot Be Created Until Monthly Update is Run - SKIP

You are signed on to a date not in the current inventory month and year.

Press SKIP to acknowledge the message. Sign on again using a date in

the current inventory month and year or run the Monthly Update

program (MU); whichever is applicable.

Warehouse Control Record Note Set Up in SYS

The warehouse number entered was set up through the System Code

Maintenance program (SYCD), but the control record was not defined in

the System File (SYS/WCS).

Press RETURN to acknowledge this message.

To use the warehouse number, the warehouse control record must be set

up.

Requisition Not On File

An invalid requisition number was entered.

Press RETURN to acknowledge the message. The cursor moves back to

the Req. # field. Begin again or press SKIP to exit.

The following errors may be printed on the listing generated by the

Create Preliminary Purchase Orders program.

You must run the program again (PO/CPP) after correcting the errors in order to

create the purchase orders.

Inventory Master Record Not Found

The Item Mater Record (IM/MAI, screen one) has been deleted. If you

want a purchase order created for this item, you must first recreate the

record through the Inventory Maintenance program (IM/MAI).

PO - 48 FPD/203


Inventory Whse Record Not Found

The Item Warehouse Record (IM/MAI, screen two) has been deleted. If

you want a purchase order created for this item, you must first recreate

the record through the Inventory Maintenance program (IM/MAI).

Vendor Not Found

The Vendor Record has been deleted.

Either enter a different vendor for this requisition item through the

Requisition Maintenance program (PO/REQ/RQM) or set up the vendor

though the Vendor Maintenance program (PO/VM, AP/MAR/VM).

Vend Ship From Not Found

The Ship From Record has been deleted.

Either change the Ship From through the Requisition Maintenance

program (PO/REQ/RQM) or set up the Ship From Record through the

Ship From Maintenance program (PO/POM/SFM).

Warehouse Address Not Found

The Warehouse Record is not defined in the Warehouse File. Set up the

record through the Warehouse Address Maintenance program

(PO/POM/WAM).

Customer Order Not Found

The customer order number assigned to the item requisition is not on file.

Determine what the correct order number is and correct the requisition


Customer Order Line Not Found

The customer order line number assigned to the item requisition is not on

file. Determine what the correct line number is and correct the requisition


P.O. Already Created

A purchase order was previously created for this requisition item.

FPD/203 PO - 49


Line Maintenance (PO/PL)

The Purchase Order Line Maintenance program is used to add, delete, or change

a line item or note line on an open purchase order. When finished, you can also

print the purchase order from this program.

Purchase orders created through the Entry program (PO/PE) and through the

Create Preliminary Purchase Orders program (PO/CPP) can be changed through

this program.

A line item can be added to any open purchase order. If receiving has not begun

on a line item, it can be deleted or changed. If a line item has been back ordered

in full and the order quantity is changed, the back ordered quantity is changed to

the same quantity. If receiving has begun on a line item, only the due date can be

changed.

Changes made through the Purchase Order Line Maintenance program affect the

Tag Records. See the Tag (TAG) and Inventory Buying History Maintenance

(IM/BHM) sections of the manual for information on Tag Records.


PO - 50 FPD/203

LINE MAINTENANCE (PO/PL)

Field Explanation

P. O.

Enter the purchase order number on which to add, change, or delete a

line item and/or a note line.

To exit the program, leave this field blank and press SKIP or RETURN.

Error Messages:

Closed Status - SKIP to Continue

The purchase order number entered is closed.

Press SKIP and either exit this program OR enter another number.

P. O. Not on File – SKIP

The purchase order number entered is not an open purchase order on

file.

Press SKIP and begin again.

Enter Function: A - Add, C - Change/Delete

A = Add a line to this purchase order. The cursor moves to the Item field.

C = Change or delete a line item, or to add, delete, or change a note line

on this purchase order. The cursor moves to the Line field.

The following fields apply only if you selected to ADD a line to this

purchase order. Any changes to PE7-PE8 must be made here.

Item

You can enter an inventory item or a non-inventory item

If you want to enter an inventory item, you can enter the FASPAC item

number, shortname, Description Code, or cross-reference number.



and press F2. Then use F3 and F4 to scroll forward and back through the

list. Once you locate the desired item, press RETURN.


to enter an exclamation mark (!) before the number. If the Note field in

the Cross-Reference record is flagged Y, an external note line is

automatically created. See the Cross-Reference section of the manual for


Once a valid inventory item is accepted, the description is displayed and

the cursor moves to the Qty field.

FPD/203 PO - 51


If you want to enter a non-inventory item, remember to enter an asterisk

(*) before the number. After a non-inventory item is entered, the cursor

moves to the second line and “Enter Item Description” displays at the

bottom of the screen. You can enter up to 50 alphanumeric characters of

description information.

Error Messages:

Unit of measure Cannot Change

You are changing a non-inventory item. The unit of measure entered

for the non-inventory item can not be changed and it is not

compatible with the unit of measure of the inventory item.

Press RETURN twice. The cursor moves to the SELECT field.

Delete the line with the non-inventory item and then add a line with

the inventory item.

Warehouse ______ Not IN use For This Item - SKIP

The warehouse record has not been set up for this item; this item

cannot be ordered.

Press SKIP and enter another item or exit the program.

08 Qty

Enter the quantity of this item that is on order.

09 Cost

US, UK, and CN companies—If the Vendor Record (PO/VM,

AP/MAR/VM) has a valid Vendor Code, the cost displayed is from the

appropriate Vendor Price Table (IM/IMP/VPM).

US and CN companies—If there isn’t a Vendor Code and the

replacement cost is not zero, the replacement cost is displayed. If the

replacement cost is zero, the list price is displayed.

UK companies—If there is not a Vendor Code, the list price is displayed.

You can accept the displayed cost by pressing RETURN, or change the

price manually.

10 Um

The cursor moves to this field only if you enter a non-inventory item.

Enter the unit of measure in which you ordered this item. If you entered

an inventory item, the unit of measure from the Item Master File

(IM/MAI) automatically is displayed.

PO - 52 FPD/203



each EA or E PC

hundred C PC

thousand M PC

million MM PC

box BX BX

case CA CA

keg or bulk KE KE

pound LB LB

hundred weight CW LB

pound (2 decimal places) lb lb

feet FT FT

hundred feet CF FT

yards YD YD

The quantity unit of PC indicates pieces. When a quantity is entered, it is

entered per the quantity units. For example, buying 500 pieces at 3.50

per hundred pieces, you would enter 500 for the quantity, not 5. Then

enter the price at 3.50 with the unit of measure C. The extension is

calculated: 3.50 x 500/100 = 17.50, price x quantity/um value.

11 Disc

12 Disc

13 Disc

To subtract the discount amount from the price, do not enter a negative

sign. If a negative sign is entered in this field, the price will be increased

by the specified percent.

Enter percentages in decimals. For example, 10.00 = 10% discount.

Note: The cursor will move to the second and third Disc fields only if a

figure was entered in the first Disc field.

15 Due

You can accept the displayed due date by pressing RETURN or enter

new date in MMDDYY or MMDDYYYY format.

FPD/203 PO - 53


16 Loc

The entry displayed in this field is based on the flag in the Default

Location field in the System File (SYS/POS).

If this flag is a P, the item’s Primary Bin Location is displayed. If the

item does not have a Primary Bin Location, the default location in

SYS/WCS is displayed.

If this flag is a W, the default location in SYS/WCS always is displayed.

If SYS is flagged to validate stock locations, the location entered must be

defined in the Location File (TAG/SLM).

17 Order

This field is used only if the item you are purchasing is reserved for an

open customer order (in Order Desk).

Enter the customer order number to which the item is committed. The

entire quantity is committed regardless of the quantity on the customer

order. The system flags the item as Status 1. See the Tagging System

section of the manual for detailed information regarding Status 1 Tag

Records.

You can print the customer, the order number and the line number to

which the item is committed when you print the purchase order, by

entering Y in the Include PO commitment field.

Line

This field is used only if the item you are purchasing is reserved for an

open customer order (in Order Desk).

Enter the line number of the customer order, to which the item is

committed.

Error Messages:

Buying History Record Not Found

The Tag Record is not a Status 1 record. Only Status 1 records are

available for maintenance. Refer to the Tag and the Inventory

Buying History Maintenance sections of the manual for information

regarding Tag Records.

No Record Exists For This Line Number

The line number entered does not exist for the purchase order

number entered.


Receipts Started

Receiving has begun on this line item. If the ordered quantity was

back ordered in full, the ordered quantity can be changed and the

back ordered quantity will be changed to reflect the new ordered

quantity. If the ordered quantity was not back ordered in full, only

the due date can be changed.

PO - 54 FPD/203


18 Comm

This field is optional. If you choose to enter a comment, it will print on

the right hand side of the purchase order.

35 Tax

Y = Tax is calculated on the item.

N = Tax is not calculated on the item.

36 Rework

Y = This item will be sent out for rework. When this item is received, the

Rework Order Entry screen automatically displays, so that a rework

order can be entered.

N = This is not a rework item.

Once a valid entry is made in this field, the cursor moves to the SELECT

field.

37 Duty %

Enter the duty percent to be added to the net cost on the Tag record. It

will also be listed on the Receipts Register.

38 Frt %

Enter the freight percent to be added to the net cost on the Tag record. It

will also be listed on the Receipts Register.

If you use this field, you cannot use field 39.

39 Frt Chg

This field is displayed if Freight Allocations is enabled in FASPAC.

It displays the freight flag (Y or N) that is updated on the purchase order

from Vendor Maintenance (VM) or Ship From Maintenance (SFM). You

can change the flag for this line item.

If you use this field, you cannot use field 38.

Note: The net cost on the Tag record includes the freight.

The following fields apply only if you selected to CHANGE or

DELETE a line item.

Line

Enter the line number to display.

FPD/203 PO - 55


SELECT

Enter the field number of the entry you want to change.

Note: Information can be changed only if receiving has not begun on the

specified item. The item can be changed only if it is a non-inventory

item.

Enter DE to delete this line item from the purchase order.

Enter NO to add, change, or delete a note line. See the Purchase Order

Entry (PO/PE) section for detailed field explanations on the Note

Maintenance screen.

After you have finished adding/changing entries, leave this field blank

and press SKIP to begin exiting the program.

Update the Replacement Cost With The Cost of This Item? (Y/N)

This field is displayed only if the net cost (cost less discounts does not

equal the current replacement cost in the Item File (IM/MAI).


Y = Add, change, or delete a note line.

N = Do not to update the notes.

Note: If Y is entered, the Note Entry screen is automatically accessed.

Update Vendor Price Table With New Cost? (Y/N)

This field is displayed only if the Update Replacement Cost field in

SYS/POS is flagged with A (ask).

Print Tag Now? (Y/N)


ask if labels are to be printed when a purchase order is entered AND the

Label Type is I.

Set Tag For Delayed Print? (Y/N)


ask if labels are to be printed when a purchase order is entered AND the

Label Type is D.

Y = A Tag Print Record is created and included when the All Eligible

option is selected in the Tag Print program (TAG/TP).


This field is displayed only if Tag Record labels are being printed

immediately.

Y = Print a test pattern before printing the labels.

N = Print the labels immediately, without printing a test pattern.

PO - 56 FPD/203


Number of Tag Copies To Print - Include Original

This field is displayed only if Tag Record labels are being printed

immediately.

Enter a number from 1 to 9999.

Update history With This Change? (Y/N)

This field is displayed only if a change made to an existing line caused

the amount in the Ext field to change or if one or more line items are

added.

Y = The History File (PO/HM) reflects the change.

Only Notes Changed. Flag P.O. To Be Reprinted? (Y/N)

Y = Flag this PO to be reprinted.

N = Do not flag the PO to be reprinted.






displayed.

The following fields display information from the Inventory file and

cannot be modified.

Available

The available quantity is equal to the on hand quantity less the total

committed quantity.

Minimum

The minimum on hand quantity.

Maximum

The maximum on hand quantity.

Box

The per box quantity.

Case

The per case quantity.

Bulk

The bulk (keg) quantity.

FPD/203 PO - 57


On Ord Rewk

The total quantity on open plating/rework orders (WIP/POP).

Process

The total quantity on open kitting orders (WIP/POK).

Whse Trans

The total quantity on order from other warehouses (WI/WHT).

Purch Ord

The total quantity on open purchase orders.

On Hand Rewk

The total quantity in plating/rework. This quantity has been deducted

from the Whse Stock quantity.

Whse Stock

The quantity on hand in the warehouse is displayed. This quantity does

not include stock on hand in plating/rework or in process (kits).

Commit Order

The total quantity committed on all open customer orders.

Whse Trans

The total quantity committed on all open warehouse transfer orders.

Process

The total quantity committed to all open kitting orders.

UM

The unit of measure.

Weight

The weight per the unit of measure.

Repl Cost

The replacement cost per the unit of measure.

PO - 58 FPD/203


Header Maintenance (PO/PM)

Use this program to change the information in the header portion of an open

purchase order, and optionally to print the purchase order.

Purchase orders created through the Purchase Order Entry program (PO/PE) and

through the Create Preliminary Purchase Orders program (PO/CPP) can be

changed through the Header Maintenance program.

Changes made through this program affect the specified purchase order only. The

Vendor file and the Ship From file are not affected.


Field Explanation

P.O.

Enter the purchase order number on which to change the header

information.

SELECT

Enter the line number of the field to change.

After you have finished making changes, leave this field blank and press

RETURN. The cursor returns to the P.O. field.

You can enter another PO number or press SKIP to exit the program.

FPD/203 PO - 59

HEADER MAINTENANCE (PO/PM)

Update Item Due Date - All items, Only Due Date = Orig Date, No Item?

(A/O/N)

This field is displayed only if the date in the Due field is changed.

A = Update the due date of all items on the purchase order to match the

new date entered in the Header.

O = Update only those items whose due date matched the original due

date in the Header. For example: the original Header due date was 5/10.

It was changed to 6/10. If O is entered in this field, only those items that

have a due date of 5/10 will be updated with the new due date of 6/10.

N = Do not change any of the item due dates.






displayed.

The following fields display information that was entered when this

purchase order was created in the Purchase Order Entry program

(PO/PE).

Changes made to the displayed information affect this purchase order only. The

Vendor file and Ship From file are not changed.

From

The code and name of the vendor’s ship-from location.

03 Addr

04 Addr

05 Addr

06 Addr

The vendor’s ship from address.

07 City

The city in which the ship-from address is located.

State

The state in which the ship-from address is located.

08 Zip

The zip code of the ship-from address. Do not enter the dash.

PO - 60 FPD/203


Country

The country in which the ship-from address is located.

23 Phone 1

24 Phone 2

The phone numbers of the ship-from location.

26 Fax


10 Ship To

The code and name of your warehouse location.

11 Addr

through

14 Addr

The address of the warehouse to which the items will be shipped.

15 City

The city in which the warehouse is located.

State

The state in which the warehouse is located.

16 Zip

The zip code of the warehouse address.

17 Phone

The phone number of the warehouse.

18 Frt Chg

The freight flag that is updated on the purchase order from Vendor

Maintenance (VM) and Ship From Maintenance (SFM).

25 Attn

The contact name defined in the Ship-From record is displayed. You can

accept this name by pressing RETURN or enter the name of the new

business contact.

The entry in this field affects this purchase order only, it does not change

the Ship-From Record.

26 Fax


FPD/203 PO - 61


27 Terms

The default is the Terms Code entered in Vendor Maintenance (PO/VM).


is made, it is for this purchase order only; the Terms Code in the Vendor

Master file is not changed.

28 FOB

The default is the FOB Code entered in Vendor Maintenance (PO/VM).


is made, it is for this purchase order only; the FOB Code in the Vendor


29 Via

The default is the Ship-Via Code entered in Vendor Maintenance

(PO/VM).


is made, it is for this purchase order only; the Via Code in the Vendor


31 Disc 1

32 Disc 2

33 Disc 3

To subtract the discount amount from the price, do not enter a negative

sign. If a negative sign is entered in this field, the price will be increased

by the specified percent.

Enter percentages in decimals. For example, 10.00 = 10% discount.

34 Tax

Y = Tax is added when the purchase order total is calculated.

N = Tax is not added when the purchase order total is calculated.

Note: The tax % comes from SYS/CIS.

35 Ordered

Enter the date the order was placed, using the MMDDYY or

MMDDYYYY format.

36 Due

Enter the date the order is due, using the MMDDYY or MMDDYYYY

format.

When exiting the program, you can change all or specific item due dates

to match the date entered.

PO - 62 FPD/203


37 Expedite

Enter the date (in MMDDYY or MMDDYYYY format) when the

purchase order is to be expedited.

Note: The Purchase Order Listing program (PO/LIS) references the date

in this field when printing for a range of expedite dates.

The following fields are updated by the system and cannot be changed.

Vend

The vendor entered when this purchase order was created through the

Entry program (PO/PE).

From

The vendor Ship From entered when this purchase order was created in

the Entry program (PO/PE).

Remarks

The vendor remarks from the Vendor file at the time this purchase order

was entered through PO/PE.

Whse

The receiving warehouse entered when this purchase order was created

through the Entry program (PO/PE).

Ordered

The value of all items ordered on this purchase order.

Rec’d

The value of all items received to date on this purchase order.

Error Messages

P. O. Not on File - SKIP

The purchase order number entered is not on file.


Closed Status - SKIP to Continue

The purchase order number entered is closed; no changes can be made.

Press SKIP and either exit this program or enter another number.

FPD/203 PO - 63


Blanket Purchase Orders (PO/BPO)

A blanket purchase order is a sales agreement with your vendor that can include

special pricing, discounts, or terms. Once a blanket purchase order is set up, a

blanket purchase order release can be made to create a purchase order. Although

releases are usually created as shipments are to be received, they may be created

whenever necessary to show an inventoried item as having a quantity on order.

The quantity on the purchase order is defined by the minimum release quantity

set up on the blanket purchase order. This quantity may be changed if necessary.

The first step in using this module is to create your blanket purchase orders in

Blanket P.O. Entry/Maintenance (BPO/BPM). The Entry/Maintenance program

is similar to Purchase Order Entry (PO/PE) in that there are two screens; a

Header Screen and a Detail Screen. The Header Screen (screen 1) records the

vendor name, ship-to address, warehouse, and the start and end date of blanket

purchase order. The Detail Screen is used to assign items to the blanket PO Both

inventory and non-inventory items can be used when working with blanket

purchase orders.

Once your blanket purchase order has been set up, a release can be made using

Create Blanket PO Releases (BPO/BPC). Once a release is made, an actual

purchase order is created. Inventory quantities are updated just as they are when a

new purchase order is entered in Purchase Order Entry (PO/PE). The standard

PO programs should be used once the purchase order has been created from the

release. However, modifications to the release detail must be done in Blanket

Purchase Order Line Maintenance (BPO/BPR).

The Blanket P.O. Cancel, Blanket P.O. Listing, and Purge Blanket Purchase

Order programs can be used to cancel, view, print or purge the blanket purchase

order (not the PO created from the Blanket P.O.).

Purchase Order Cancel/Inquiry displays the total value, total ordered to date, and

the dollar amount of a blanket purchase order. This information is updated when

the blanket purchase order release is created.

Note: The total value of a blanket purchase order is calculated from the total

quantity and cost entered in Blanket Purchase Order Maintenance. This amount is

adjusted when a line’s quantity or cost is changed or a line is deleted.

The following programs are available from the Blanket Purchase Order module:

• Blanket PO Maintenance / Entry (BPO/BPM)

• Create Blanket PO Releases (BPO/BPC)

• Blanket PO Release Line Maintenance (BPO/BPR)

PO - 64 FPD/203

BLANKET PURCHASE ORDERS (PO/BPO)

• Blanket PO Cancel / Inquiry (BPO/BCN)

• Blanket PO Listing (BPO/BPL)

• Purge Blanket Purchase Orders (BPO/BPD)

Programs Affected by Blanket Purchase Orders

Purchase Order Header Maintenance

Allows changes to the heading of a blanket purchase order release, as with a

standard purchase order (without affecting the Master Blanket Purchase Order

Record).

Purchase Order Line Maintenance

No modifications allowed to blanket purchase order release detail. Modifications

can only be done in Blanket Purchase Order Line Maintenance.

Purchase Order Cancel

If a blanket purchase order release is canceled, the quantity ordered to date will

be adjusted on the blanket purchase order. The release ID is still considered used

and will not be used again.

Receiving With A Purchase Order

Updates the blanket purchase order total quantity received and quantity ordered

to date. All modifications allowed on a purchase order may be done to a blanket

purchase order. These changes affect this release only.

Low Stock Report

Allows information from blanket purchase orders to be included on this report.

Purchasing Action Report

Allows information from blanket purchase orders to be included on this report.

FPD/203 PO - 65

PROGRAMS AFFECTED BY BLANKET PURCHASE ORDERS

Terms

Blanket PO Min Release Quantity—The quantity that is to be updated to the

purchase order when a blanket purchase order release is made. This quantity may

be modified on the release.

Blanket PO Minimum Release Amount—The amount entered for the

minimum release amount will become the minimum order amount on each

blanket purchase release created.

Blanket PO Release ID—All blanket purchase orders have a PO number

beginning with the letter B. A four digit number is then assigned by the system

for each new blanket purchase order created. As each blanket purchase order

release is created, a letter is assigned as the release ID. This letter can be A

through Z in uppercase or a through z in lowercase. The system assigns the

letters alphabetically, beginning with uppercase letters. Once the uppercase Z has

been assigned, the system begins assigning the lowercase letters. This letter is

added to the end of the blanket PO number. Once the Release ID of lowercase z

is used, no more releases can be created for this blanket PO. Once a Release ID is

used, it cannot be used again.

A PO may begin with the letter B and not be a blanket purchase order. However,

a standard purchase order cannot begin with a B and end with an alpha character.

This combination is reserved for blanket purchase orders only.

Blanket PO Total Value—The total value of the blanket purchase order,

calculated from the total quantity and cost entered in Blanket Purchase Order

Maintenance. This amount is adjusted when a line’s quantity or cost is changed

or a line is deleted.

BPO Received Quantity—The total quantity received through Receiving With a

purchase order for all releases created from the blanket purchase order.

PO Vendor—In order for purchase orders to be created for a vendor, they must

be set up in Vendor Maintenance (PO/VM) as a PO Vendor.

PO - 66 FPD/203


Blanket P.O. Entry/Maintenance (PO/BPO/BPM)

Blanket P.O. Entry/Maintenance is used to create, modify, and optionally print

blanket purchase orders. This program is similar to Purchase Order Entry

(PO/PE) in that there are two screens, a Header Screen and a Detail Screen.

The Header (first) screen is used to enter the header information. After the

vendor, ship-from location, and warehouse are specified, some of the fields on

the Header Screen defaults come from the Vendor Maintenance, Vendor Ship

From Maintenance, and the Warehouse Master records. These entries can be

accepted or changed. As with Purchase Order Entry (PO/PE), all vendors must be

set up as PO Vendors in the Vendor file and cannot be on HOLD status.

After the header information has been entered and accepted, the blanket PO

number is automatically assigned by the system. All blanket purchase orders

have a PO number beginning with the letter B and a four-digit number assigned

sequentially by the system.

The Detail (second) screen is used to assign items to the blanket purchase order.

Inventoried and non-inventoried items can be entered on blanket purchase orders.

Up to nine lines of notes can be entered for each item.

Header Screen

FPD/203 PO - 67

BLANKET P.O. ENTRY/MAINTENANCE (PO/BPO/BPM)

Field Explanation

P.O.

To view/modify an existing blanket PO, enter the purchase order

number.

To access the PO number using the function keys, enter the first

character of the number (after the B) and press F1. Once a valid PO

number is displayed, press F3 to scroll forward and F4 to scroll back

through the existing PO numbers.

Press RETURN to select the displayed number.

To enter a new blanket purchase order, enter NEW. The system assigns

the next available PO number in Blanket Purchase Order Maintenance.

To verify that there are no duplicates when you assign a new PO number,

enter the number and press F10. This allows you to enter a new PO

number without the system assigning one.


Note: All blanket purchase order numbers begin with the letter B. This

letter is not entered in the blanket purchase order programs, but must be

entered in standard Purchase Order programs in order to access all

purchase orders that have been created from a blanket purchase order.

Error Messages:

Blanket P.O. Not On File….SKIP

The blanket purchase order Number cannot be found in Blanket

Purchase Order Maintenance.


Closed Status On This P.O….SKIP

This PO has been received complete. No modifications can be made

to this order.


Enter another PO number or exit the program.

Not A Blanket Purchase Order…SKIP

The entered PO number was found in the Purchase Order file, but

was not created from a blanket purchase order. Any modifications

necessary must be done in Purchase Order Maintenance (PO/PM) or

Purchase Order Line Maintenance (PO/PL).

PO - 68 FPD/203


The cursor moves through the following fields only if you are creating

a new blanket purchase order.

If you are modifying an existing blanket PO, the cursor moves directly to the

SELECT field.

Vend

Enter a PO vendor that has been set up in Vendor Maintenance

(PO/VM).

To access the list of valid PO Vendors, use the function keys or the CMD

Window. To locate the vendor using the function keys, enter the first

character of the vendor name or number and press the appropriate

function key (F1 or F2). After a valid vendor is displayed, press F3 to

scroll forward and F4 to scroll backward through the list. To select the

displayed vendor, press RETURN.

To access the list of valid PO Vendors using the CMD Window, press

CMD-L (lookup). Use the arrow keys to scroll up and down the list.

To select the highlighted vendor, press RETURN.

Note: A message displays indicating if the vendor is defined as a foreign

currency vendor.

Error Messages:

Vendor Not Set Up As A P.O. Vendor

purchase orders can only be entered for those vendors set up as PO

Vendors and this vendor is not a PO Vendor.


Enter another vendor number or define this vendor as a PO Vendor

in Vendor Maintenance.

Vendor On Hold, Can Not Enter P.O. … SKIP

This vendor has an “on-hold” status. purchase orders cannot be

entered for vendors that are on hold.

Press SKIP to acknowledge this message and enter another vendor.

From

Enter a valid ship-from location that has been set up in Vendor Ship

From Maintenance.

To use the address in Vendor Maintenance, enter SAME.

You can use the function keys or the CMD Window to locate the

ship-from location for this vendor. To access the list of valid ship-from

locations using the function keys, enter the first character of a known

ship-from and press F1. Once a valid ship-from location displays, press

F3 to scroll forward and F4 to scroll backward through the list. To select

the displayed location, press RETURN.

FPD/203 PO - 69


To access the list of valid ship-from locations using the CMD Window,

press CMD-L (lookup). Use the arrow keys to scroll up and down the

list.

To select the highlighted ship-from location, press RETURN.

Press F6 to access the Notes/Messages system, from where you can view

all notes created for this vendor. This does not access vendor group

notes.

Error Messages:

End of File…SKIP

You have reached the end of the Ship-From File while scrolling

through the list of locations.


Invalid Entry or Function….SKIP

Either an invalid Ship-From was entered in this field or the wrong

function key was pressed.


09 Whse

Enter a valid warehouse number or use the CMD Window to locate the

warehouse. If a valid warehouse is entered, the address in Warehouse

Maintenance will be displayed for the ship-to address.

If a warehouse number is not entered, or has not been defined in

Warehouse Maintenance, the System Company address will be

displayed.

Error Messages:


The entered warehouse number is not valid or is not available at this

time.

Press SKIP to acknowledge this message and begin again.Warehouse

Address Not Found

The warehouse number entered has not been defined in Warehouse

Maintenance.


21 Attn

The contact name set up in Vendor Maintenance is displayed. You can

accept this name by pressing RETURN or enter another contact name.

PO - 70 FPD/203


23 Terms

The Terms Code entered in Vendor Maintenance is displayed. You can

accept this entry or change it.

24 FOB

The FOB Code entered in Vendor Maintenance is displayed. You can


25 Via

The Via Code entered in Vendor Maintenance is displayed. You can


Note: When modifying the Terms, FOB, or Via fields on an order, the

description, not the code, is entered.

26 Min Rel

The amount entered in this field will become the Minimum Order

amount on each blanket purchase order release created.

27 Disc1

28 Disc2

29 Disc3

The defaults come from the discount amount entered in Vendor

Maintenance. The displayed figures represent percentages. For example:

10.00 = 10% discount.

The discounts entered on the Header Record will display for each item

added to an order. Changing the Header Record of an order does not

affect any existing lines on the order, it is only used to prompt the

discount amounts on new lines added.

30 Tax

Y = Tax is charged by this vendor.

N = Tax is not charged by this vendor.

31 Start

32 End

The Start and End fields default to the sign on date. This date range

indicates the time period for which this blanket purchase order is valid.

When creating a blanket purchase order release, a message displays,

indicating if the sign on date is after the end date.

Note: When printing a listing with a specified date range, these are the

dates checked.

FPD/203 PO - 71


33 Frt Chg


Maintenance (VM) and Ship From Maintenance (SFM). It can be

changed for this blanket PO.

18 Comment

Enter a comment or press F1 to insert the “Remark” from Vendor

Maintenance.

F6 accesses the Notes/Message system, from where you can view all

notes for the vendor code entered. This does not access vendor group

notes.

SELECT

Enter the line number of the field you want to change.

To accept all information as displayed, leave this field blank and press

RETURN.

Continue (Y/N)

This question is displayed if this is a new blanket purchase order.

Y = Displays the Detail screen. The blanket purchase order number is

assigned and the Header is created.

N = Exits and aborts creating this new blanket purchase order.

PO - 72 FPD/203


Detail Screen

The inventory information entered on the first screen for the item and warehouse

is displayed on this screen.

Field Explanation

Enter Function: A-Add, C-Change/ Delete, SKIP to Exit

A = Add an item to this blanket PO.

C = Change or delete an existing line on this blanket PO.

Press SKIP to exit this program.

Note: If this is a new blanket purchase order release and no items were

updated to this release (you pressed SKIP), the Header Record is still

created and the Release ID is used.

The cursor moves through the following fields only if the Change

option was selected.

Line

Enter the line number you wish to change/delete.

Error Message:


The line number entered does not exist on this blanket purchase

order.

Press SKIP to acknowledge this message and enter another line

number or press SKIP to exit.

FPD/203 PO - 73


SELECT

Enter the field number of the entry to change.

To delete this entire line from the blanket PO, enter DE.

To update the notes for this line, enter NO.

The cursor moves through the following fields only if the Add option

was selected.

Item

Enter the item number to add to this blanket PO. The function keys may

be used to access an item.

Enter the first character of either the item number or shortname and press

the appropriate function key (F1 or F2). When a valid item is displayed,

press F3 to display the following item and F4 to redisplaythe previous

item.

Press RETURN to accept the displayed item.

Error Message:

Invalid Entry or Function…SKIP

Either an invalid item number was entered or the wrong function key

was pressed.


08 Qty

Enter the total quantity for the duration of this blanket purchase order.

Press F8 to enter the item quantity and cost using a unit of measure other

than the unit of measure in Inventory Maintenance. See the Introduction

to Purchasing for a detailed explanation of the F8 function.

Note: This function key can be used in the Quantity, Price, and Cost

fields.

09 Cost

The cost for the duration of the blanket purchase order. The cost can be

modified on each release created and during Receiving.

10 Um

The unit of measure is displayed for inventoried items.

To change the UM when entering or modifying orders, the F8-UM

Conversion option should be used.

Any unit of measure can be entered for a non-inventoried item. The

quantity and price (cost) are then entered based on this unit of measure.

PO - 74 FPD/203


11 Disc

12 Disc

13 Disc

The discount amounts entered on the first screen are displayed in the

three Disc fields. The displayed figures represent percentages. For

example: 10.00 = 10% discount.

Ext

Extensions are calculated as:

quantity x price (or cost)/unit of measure value

16 Loc

If a location is entered in this field, it will be updated to the PO.

If the location is blank and a blanket purchase order release is created,

the location updated to the Purchase is determined by the Purchase Order

Specification Default Location and Warehouse Specifications Default

Receiving Location.

If no warehouse has been entered for this blanket purchase order,

locations will not be validated, regardless of the setting in the “Validate

Locations” field of Warehouse Specifications (SYS/WCS).

Error Message:

Invalid Stock/Bin Location …SKIP

An invalid location has been entered.


17 Order

Enter a valid customer order and line number to which this entire line

will be committed.

Leave this field blank if you do not want to commit this line to a specific

customer order. For blanket purchase orders entered with no warehouse,

this field must be left blank.

We recommend that only the amount entered on the customer order be

entered on this line. If a larger quantity has been purchased, then the

balance would be entered as an additional line on this order.

This eliminates the problem of receiving the line and forgetting to

un-commit the balance of this purchase, leaving it unavailable to any

other order.

Error Messages:

Cust Order and Line Not For This Whse…SKIP

The customer order and line number entered are not valid in this

warehouse.


FPD/203 PO - 75


Cust Order and Line Not Found…SKIP

An open order does not exist with the line number entered.


Cust Order and Line Not Found For This Item…SKIP

The item on this Purchase order is not the same item found on the

customer order and line entered.


This Item Cannot Be Going Both To Rework And To A Customer

Order…SKIP

The rework flag is set to Y and a customer and line have been

specified.

Either clear the customer order and line or set the rework flag for this

item to N.

18 Comm

A comment may be entered in this field, but it is not required. The

comment prints on the right side of the purchase order.

30 Min Rel

The minimum release quantity is updated to the purchase order when a

blanket purchase order release is made. This quantity may be modified

on the release.

Error Messages:

Release Quantity Cannot Be > Total BPO Quantity…SKIP

The minimum release quantity entered is larger than the quantity for

this blanket purchase order.

Press SKIP to re-enter the minimum release quantity.

Release Quantity is Zero…Correct? (Y/N)

This question is displayed if zero is entered as the release quantity.

The line cannot be updated to a purchase order when the quantity is

zero.

If no more releases are to be created for this line, the line should

either be deleted or the total quantity adjusted, so that it equals the

ordered to date.

35 Tax

Y = Tax is charged on this item.

N = Tax is not charged on this item.

PO - 76 FPD/203


36 Rework

Y = This item is to be sent to rework upon receipt.

N = No rework is to be done on this item.

37 Frt Chg


Maintenance (VM) and Ship From Maintenance (SFM). It can be

changed for this blanket PO.

SELECT

Enter the field number of the entry to modify.

To accept the line detail as displayed, press RETURN.


Up to nine note lines can be created for each item on a purchase order or

blanket purchase order.

Note: If you are adding note lines to a blanket purchase order, remember

that the automatic note lines created from cross-reference notes found for

this vendor and item will be updated when a blanket purchase order

release is created. If these notes are created and 9 notes exist, the

cross-reference note is updated first, followed by as many of these notes

as possible.






displayed.

FPD/203 PO - 77


Create Blanket P.O. Releases (PO/BPO/BPC)

The Create Blanket P.O. Releases program is used to create and modify releases

from a specified blanket purchase order. Once a release is made, an actual

purchase order is created. Inventory quantities are updated just as they are when a

new purchase order is entered in Purchase Order Entry (PO/PE).

Although releases are usually created as shipments are to be received, you can

create them when necessary to show an inventoried item as having a quantity on

order. The quantity on the purchase order is defined by the minimum release

quantity set up on the blanket purchase order. You can change this quantity if

necessary.

The standard Purchasing and Receiving programs should be used once the

release has been created.


The default field entries are from the blanket purchase order, and can be changed.

FPD/203 PO - 78

CREATE BLANKET P.O. RELEASES (PO/BPO/BPC)

Field Explanation

P.O.

Enter the blanket purchase order number from which you want to

create/modify a release.

To access the PO number using the function keys, enter the first

character of the number (after the B) and press F1. Once a valid PO

number is displayed, press F3 to scroll forward and F4 to scroll back

through the existing PO numbers. Press RETURN to select the displayed

number.


Note: once a valid blanket PO number is accepted, the last Release ID

created is displayed.

Error Messages:

Blanket P.O. Ending Date of xx/xx/xx Exceeded? Continue? (Y/N)

The sign on date is after the End Date of the blanket PO number

entered.

Y = Continue creating a release for this blanket purchase order.

N = Enter another blanket purchase order Number.

Blanket P.O. Not On File…SKIP

This blanket PO number does not exist.


Closed Status On This P.O…SKIP

This PO has been received complete.


End of File….SKIP

You have reached the end of the file while scrolling through the list

of POs.



The PO number entered was found in the Purchase Order file, but

was not created from a blanket purchase order.

Release

To modify the heading information of an existing release, enter the ID.

To create a new release, enter 0 (zero).

FPD/203 PO - 79


Note: To modify the detail of a blanket purchase order, you must use

Blanket PO Release Line Maintenance (BPO/BPR).

Error Messages:

No Further Releases Allowed…SKIP

The last Release ID is ‘z’. No more releases may be created from this

blanket PO.


P.O. Not On File… SKIP

The Release ID entered does not exist for this blanket PO.


The cursor moves through the following fields only if a new release is

being created.

If you are modifying an existing release, the cursor moves directly to the

SELECT field.

Whse

The warehouse entered on the blanket purchase order is displayed. When

creating a release, a valid warehouse must be entered.

You can use the CMD-L function to access the list of valid warehouses.

Error Message:


The warehouse number entered is not valid or not available at this

time.

Enter a valid warehouse number from Warehouse Maintenance

(PO/POM/WAM) or press SKIP to acknowledge this message and

begin again.

From

To use the ship-from address entered in the blanket PO, press RETURN.

To access the list of valid ship-from locations, press CMD-L and use the

appropriate arrow and function keys to select one from the list.

Press F6 to access the Notes/Messages system, from where you can view

all notes created for this vendor. This does not access vendor group

notes.

PO - 80 FPD/203


Error Messages:

End of File… SKIP

You have reached the end of the Ship-From File while scrolling

through the list of locations.


Invalid Entry or Function … SKIP

Either an invalid Ship-From was entered in this field or the wrong

function key was pressed.


Attn

The contact name entered in the blanket PO is displayed. You can accept

this name by pressing RETURN or enter another contact name.

Terms

Terms, Fob, and Via are the descriptions found in System Code

Maintenance for the code in Vendor Maintenance. When modifying

these fields on an order, the description, not the code is entered.

FOB




Via




Disc 1

Disc 2

Disc 3

Disc 1, Disc 2, and Disc 3 default to the discount amount entered in the

blanket purchase order. The displayed figures represent percentages. For

example: 10.00 = 10%.

Tax

Y = Tax is charged by this vendor

N = Tax is not charged by this vendor

Ordered

The sign on date is displayed.

Enter the order date of the purchase order you are creating. The date

must be entered in the standard MMDDYY or MMDDYYYY format.

FPD/203 PO - 81


Due

The date entered in the Ordered field is displayed.

Enter the date the items on the purchase order are due. The date must be

entered in the standard MMDDYY or MMDDYYYY format.

Comment

The comment from the blanket purchase order is displayed.

To insert the “Remark” from Vendor Maintenance, press F1.

To view all notes for this vendor, press F6.

SELECT

Enter the line number of the field entry you want to change.

To accept all information as displayed, leave this field blank and press

RETURN.

Continue (Y/N) is displayed if a new release is being created.

Y = Continue creating this blanket PO release and access the Detail

Screen.

N = Exit this program. No release is created.

Update Item Due Date - All Items, Only Due Date = Orig Date, No Items?

(A/O/N)

This field is displayed if the header due date on an existing order is

modified.

A = Change all detail line items on this purchase order to the due date

entered.

O = Change the detail lines whose current due date was the same as the

header due date before the modification was made.

N = Do not change any detail lines. Only the Heading of the order will be

changed.

PO - 82 FPD/203


Screen Two

Field Explanation

Release All Items? (Y or N)

Y = Create a release for all items on the specified blanket purchase order.

N = Specify the items from the blanket purchase order to release.

Note: If N is entered in this field, the cursor moves through each of the

item detail fields, allowing you to make changes to the item information.

Field explanations are listed in the Blanket PO Entry/ Maintenance

(BPO/BPM) section.

For Due Date

The due date entered on screen one is displayed. You can accept this date

or change it.

Print Label Now?

Y = Print tag labels now.


Y = Print a test pattern before printing the tag labels.

Number Of Tag Copies To Print - Include Original

Enter the number of tag labels to print. You are given the option to

change printer type and device.

FPD/203 PO - 83


Blanket P.O. Release Line Maintenance(PO/BPO/BPR)

Blanket P.O. Release Line Maintenance is used to add, change or delete a line

item on a blanket PO release.

An asterisk (*) next to the on order or committed quantity indicates some or all

of the quantity was found in processing, rework, or transfers.

When adding an item, you may accept or change the field entries as the cursor

moves through each field. When changing a field entry of an item currently on

the release, simply enter the line number of the field to be changed.

Once all the changes have been made to the release, the standard Purchasing and

Receiving programs should be used.


Field Explanation

P.O.

Enter a valid blanket purchase order number.

You can use the CMD Window to access the list of valid blanket

purchase order numbers. Press CMD-L. Use the arrow keys to move up

and down the list. To select the highlighted number, press RETURN.

PO - 84 FPD/203


Error Messages:

Blanket P.O. Ending Date of xx/xx/xx Exceeded? Continue? (Y/N)

The sign on date is after the End Date of the blanket purchase order

number entered.

Y = Continue creating a release for this blanket purchase order.

N = Enter another blanket purchase order Number.

Blanket P.O. Not On File…SKIP

This blanket purchase order number does not exist.


Closed Status On This P.O…SKIP

This PO has been received complete.


End of File….SKIP

You have reached the end of the file while scrolling through the list

of P.O.s.



The PO number entered was found in the Purchase Order file, but

was not created from a blanket purchase order.

P.O. Cannot Be Entered Until Monthly Update Is Run….SKIP

The month and year you are signed on to is greater than the current

inventory month and year.

Press SKIP to sign on to last month and run Monthly Update. If

Monthly Update is to be run, be sure all of the previous month has

been completed and all reports are run before running this program.

Created purchase orders are updated to Purchase Order History for

the current month and year and therefore you must be signed on to

the current month and year to add detail to a purchase order.

Release

Enter the release ID to modify.

Error Messages:

No Further Releases Allowed…SKIP

The last release ID is ‘z’. No more releases may be created from this



FPD/203 PO - 85

BLANKET P.O. RELEASE LINE MAINTENANCE (PO/BPO/BPR)

P.O. Not On File… SKIP

The release ID entered does not exist for this blanket purchase order.


Receipts Started

Receiving has begun on this purchase order. Only the due date can

be modified.

Enter Function: A-Add, C-Change/ Delete, SKIP to Exit

A = Add an item to this blanket PO release.

C = Change or delete an existing line on this release.

SKIP = Exit this program.

The cursor moves through the following two fields only if you selected

the Change option (C).

Line

Enter the line number you wish to change/delete.

Error Message:

Blanket P.O. Detail Record Not Found…SKIP

The line number entered was not found on this blanket purchase

order release.


Buying History Record Not Found

The tag record was not found for this purchase order, or the tag

record is incorrect. The tag record must be a status 1, have the same

vendor number, P.O. and line number, warehouse, and item as found

on this purchase order. This must be corrected before any receipt or

modifications can be done to this line. The tag record can be found in

Buy History Maintenance, or a new tag may be created in Tag

Maintenance.


The line number entered does not exist on this blanket purchase

order.

Press SKIP to acknowledge this message and enter another line

number or press SKIP to exit.

This PO Line Has A Closed Status…SKIP

The line number entered has been received complete. You cannot

make changes.


PO - 86 FPD/203


SELECT

Enter the field number of the entry to change.

DE = To delete this entire line from the release.

NO = To update the notes for this line.

The cursor moves through the following fields only if you selected the

Add option (A).

Item

Enter the item number to add to this Blanket P.O. Release.

The function keys may be used to access the item. Enter the first

character of either the item number or shortname and press the

appropriate function key (F1 to access the first item beginning with the

item number entered, F2 to access the first item beginning with the

shortname character entered). Once a valid item is displayed, press F3 to

display the following item and F4 to redisplaythe previous item. Press

RETURN to accept the displayed item.

Error Message:

Invalid Entry or Function …SKIP

Either an invalid item number was entered or the wrong function key

was pressed.


Qty

Enter the total item quantity wanted for this PO

Error Message:

Order Quantity Exceeds Blanket PO Balance, Continue? (Y/N)

The quantity being ordered is greater than the balance left on this

Blanket Purchase Order Line.

Y = Add this line to the purchase order.

N = Exit and re-enter another line.

Cost

Enter the cost of this item for this release.

UM

The unit of measure is displayed.

FPD/203 PO - 87


Disc

Enter the discounts applicable for this release.

Note: The displayed figures represent percentages. For example: 10.00 =

10% discount.

Ext

Extensions are calculated as:

quantity x price (or cost)/unit of measure value

Due Date

Enter the date this item is due to be received.

Loc

Enter the location of this item in your warehouse.

If a warehouse was not entered for this Blanket P.O., the location will not

be validated, regardless of the setting in the “Validate Locations” field of

Warehouse Specifications (SYS/WCS).

Error Message:

Invalid Stock/Bin Location…SKIP

An invalid location has been entered.


Order

Enter a valid customer order and line number to which this entire line

will be committed.

Leave this field blank if you do not want to commit this line to a specific

customer order. For blanket purchase orders entered with no warehouse,

this field must be left blank.

We recommend that only the amount entered on the customer order be

entered on this line. If a larger quantity has been purchased, then the

balance would be entered as an additional line on this order. This

eliminates the problem of receiving the line and forgetting to un-commit

the balance of this purchase - leaving it unavailable to any other order.

Error Messages:

Cust Order and Line Not For This Whse…SKIP

The customer order and line number entered are not valid in this

warehouse.


PO - 88 FPD/203


Cust Order and Line Not Found…SKIP

An open order does not exist with the line number entered.


Cust Order and Line Not Found For This Item… SKIP

The item on this purchase order is not the same item found on the

customer order and line entered.


This Item Cannot Be Going Both To Rework And To A Customer

Order…SKIP

The rework flag is set to Y and a customer and line have been

specified.

Either clear the customer order and line or set the rework flag for this

item to N.

Comm

A comment may be entered in this field, but it is not required. The

comment prints on the right side of the purchase order.

Tax

Y = Tax is charged on this item.

Rework

Y = This item is to be sent to rework upon receipt.

N = No rework is to be done on this item.

SELECT

Enter the field number of the entry to modify.

To accept the line detail as displayed, press RETURN.


Y = Print a test pattern before printing the purchase order.

Number Of Tag Copies To Print - Include Original

Enter the number of Tag labels to print.

Print Tags Now?

This field is displayed only if the System Label Interface Specification is

flagged to ask if labels are to be printed when a purchase order is

entered, and the Label Type is I.

Y = Print the tag labels.

FPD/203 PO - 89


Set For Delayed Print?



entered, and the Label Type is D.

Y = Update the Tag Print File for printing when “All Eligible” is

selected.

Print Label Now?



entered, and the Label Type is B, C, or K.

Y = Print the labels now.


Up to nine note lines can be created for each item on a purchase order or


Note: If adding note lines to a blanket purchase order, remember that the

automatic note lines created from cross-reference notes found for this

vendor and item will be updated when a blanket purchase order release is

created. If these notes are created and 9 notes exist, the cross-reference

note is updated first, followed by as many of these notes as possible (up

to 9).

Only Notes Changed…Flag P.O. To Be Reprinted? (Y/N)

This message is displayed if only the notes were modified on this release.

Y = Flag this PO to be reprinted when all eligible POs are printed

(PO/PP).

Update Replacement Cost With the Cost Of This Item? (Y/N)

This field is displayed only if the price in the Cost field does not equal

the current replacement cost in Inventory Maintenance and the System

Purchase Order Specification to Update Replacement Costs is set to ask

(A) whether or not to update the replacement cost.

Y = Update the replacement cost in Inventory Maintenance with the cost

on this purchase order line.

Update History With This Change? (Y/N)

Y = Update P.O. History Maintenance with the modifications and

additions to this release.

PO - 90 FPD/203


Blanket P.O. Cancel/Inquiry (PO/BPO/BCN)

Blanket P.O. Cancel/Inquiry is used to display blanket purchase order

information and/or cancel a blanket purchase order.

Once a valid blanket purchase order Number is entered, the line item information

displays, including: the UM, cost, and remaining balance. The start and end date

of the blanket purchase order, the total value of blanket purchase order, and the

total quantity released also is displayed.


Field Explanation

P.O.

Enter the blanket purchase order Number to view and/or cancel.

X - Cancel Order, M - More Lines

X = Cancel this order.

M is displayed only if there are more line items than can be displayed on

one screen.

M = Display more lines.

Press SKIP to return the cursor to the P.O. field.

FPD/203 PO - 91

BLANKET P.O. CANCEL/INQUIRY (PO/BPO/BCN)

Error Messages

No Record Exists For This PO Number

The PO number entered was not found in the Blanket Purchase Order

file.


Open Purchase Order Found, Cannot Delete Blanket P.O. SKIP

There is an open purchase order for this blanket purchase order. The

purchase order must be canceled in Purchase Order Cancel

(PO/POM/CAN) or received complete in Receiving With A Purchase

Order before this Blanket P.O. can be deleted.

PO - 92 FPD/203


Blanket P.O. Listing (PO/BPO/BPL)

Blanket P.O. Listing can be used to print a list of blanket purchase orders or

purchase order forms.

Listing Screen

Field Explanation

Listing or Form? (L/F)

L = Print a blanket purchase order Listing

F = Print a purchase order Form. Another screen will be displayed.

The following fields apply only if you entered L in the Listing or Form

field.

Whse

Enter the warehouse number for which to print the Blanket Purchase

Order Listing.

Print From Start Date

Thru End Date

The start and end date indicate the time period for which the blanket

purchase order is valid.

Enter the date range of the blanket purchase orders to include on the

listing.

FPD/203 PO - 93

BLANKET P.O. LISTING (PO/BPO/BPL)

Print Whole File? (Y/N)

Y = Print all orders that meet the specified parameters.

N = Print only those orders that meet the specified parameters and fall

within the range to be identified.

Select Print Sequence

Select the sequence in which to print the Listing:

PO/Line = orders print in numeric sequence. All detail lines print in line

number sequence within each blanket purchase order. If the whole file is

not being printed, enter the range of order numbers to include on the

listing.

PO/Item = orders print in numeric sequence. All detail lines print in item

number sequence within each order. If the whole file is not being printed,

enter the range of order numbers to include on the listing.

Vendor/PO/Line = vendors are printed in numeric sequence. Orders

print in numeric sequence for each vendor. All detail lines print in line


enter the range of vendor numbers to include on the listing.

Vendor/PO/Item = vendors are printed in numeric sequence. Orders

print in numeric sequence for each vendor. All detail lines print in item


enter the rang e of vendor numbers to include on the listing.

Vendor/Item/PO = vendors are printed in numeric sequence. Order

information is printed for each vendor in item number sequence and in

order number sequence within each item number. If the whole file is not

being printed, enter the range of vendor numbers to include on the

listing.

Item/PO = Item numbers print in numeric sequence. Order information

prints in numeric sequence within each item number. If the whole file is

not being printed, enter the range of item numbers to include on the

listing.

Item/Vendor = Item numbers print in numeric sequence. Orders are

listed for each item in vendor sequence. If the whole file is not being

printed, enter the range of item numbers to include on the listing.

Any Changes?

Y = Change one or all of the displayed entries.

N = Accept the entries as displayed.

Continue? (Y/N)

Y = Print the listing as specified.

N = Exit this program without printing the listing.

PO - 94 FPD/203


Form Screen

Field Explanation

WHSE

Enter the warehouse number from which to print the purchase orders.

Error Message:

Invalid Warehouse Number…SKIP To Reenter

The warehouse number entered was not found in the Warehouse

Master File.

Enter a valid warehouse number that has been set up in Warehouse

Maintenance.


Print All Eligible Orders (Y/N)?

Y = Print those orders that have not yet been printed. The status is not P.

For orders with a status of D, “Line Changed” prints in the heading. For

orders with a status of H, “Heading Changed” prints in the heading.

N = Print the range of orders to be identified, regardless of the print

status.

Print From PO No.

Print Thru PO No.

These fields are displayed only if you are not printing All Eligible Orders

Enter the range of purchase order numbers to print.

FPD/203 PO - 95


Print To (P/F/X/E/D)

P = Print the plain paper version of the order. This option uses the

Purchase Order Printer Assignment.

F = Print blanket purchase orders on the purchase order Form. This

option uses the purchase order Assignment. The blanket purchase order

end date prints in the date wanted box at the end of the form. The item’s

print no due date since due dates are not entered per item until the release

is created. The start date prints in the date of order box on the top of the

form.

X = Fax only. No internal notes or zero balance lines will be printed.

Note: Once printed or faxed, the order status is set to P (Printed).

E = Send the blanket purchase orders to the vendor’s e-mail address

specified in POM/SFM or AP/MAR/VM. If an e-mail address cannot be

found, you are prompted to enter one.

D = Send the blanket purchase orders to the Default output devices

specified in POM/SFM or AP/MAR/VM. If output devices have not been

specified, you are prompted to enter one or more.

Note: You can specify more than one Default device, such as Form and

E-mail. However, you cannot specify more than one printer device (such

as Plain paper and Form) at the same time.

CONTINUE? (Y/N)

Y = Print the form as specified.

N = Exit the program without printing the form.

Test Pattern? (Y/N)

Y = Print a test pattern to allow for aligning forms before printing actual

orders. This option will continue to be asked until N is entered.

N = Do not print a test pattern.

Note: If this option did not display, there were no eligible orders to be

printed, or none were found within the selected range.

PO - 96 FPD/203


Sample Report

FPD/203 PO - 97


COMPANY: 10 Best Fasteners, Inc. PAGE 1

RUN ID: LIS BLANKET PURCHASE ORDER LISTING 07/10/96

RUN BY: WPD 14:45:46 12/10/96

BY PO/LINE

START END COMMIT ON ORDR SHIP TO

DATE DATE LINE QTY QTY BALANCE RECEIVED COST UM RWK EXT COST SHIP VIA

================================================================================================================================

B0001 U.S. FASTENER PRODUCTS 800-831-3830

07/10/96 12/10/96 01 A & B BOLT &

SUPPLY

25C25HCS5Z 1/4-20 X 1/4 HEX C/S GR 5 ZINC C

001 250000 0 250000 195000 1.16 C 2900.00

******TOTAL LISTED FOR P.O. B0001 COST = 2900.00

******TOTAL LISTED FOR ALL COST = 2900.00

Purge Blanket Purchase Orders (PO/BPO/BPD)

Purge Blanket Purchase Orders is used to delete blanket purchase orders and/or

blanket purchase order detail from the Master File. You have the option of

deleting the blanket purchase order if all lines have been received complete or

deleting all detail received complete.

The Blanket Purchase Order Header Record will not be deleted unless all detail

on the Blanket P.O. has been deleted.


Field Explanation

Delete Blanket PO’s Ending Prior to:

Enter the date through which the blanket purchase orders are to be

deleted. Any blanket purchase order with an end date greater than the

date entered will not be deleted, nor will any of its detail be deleted.

Delete Blanket PO’s WITHOUT regard to quantities received?

Y = Delete all detail.

N = Delete blanket POs only if all lines have been received complete. If

the total quantity ordered is greater than received, the line will not be

deleted.

Continue? (Y/N)

Y = Delete blanket POs as specified.

N = Exit the program without deleting blanket POs or detail.

PO - 98 FPD/203


Print (PO/PP)

Use this program to print purchase orders that were created in the Purchase Order

Entry (PO/PE) and Create Preliminary Purchase Orders (PO/CPP) programs, or

changed in the Purchase Order Maintenance (PO/PM) or the Purchase Order Line

Maintenance (PO/PL) programs. This is an optional program; purchase orders do

not have to be printed.

Purchase orders can be printed on plain paper or on the standard purchase order

form. The form has a tear off section on the right hand side that allows internal

notes and warehouse notes to be printed for internal use but remain unseen by

your vendor. If printed on plain paper, purchase orders print on your Other

Printer. If printed on the standard form, they print on your Purchase Order Forms

Printer.

If your system includes the Fax Modem module, purchase orders can be faxed

directly to your vendors in addition to or instead of printing them on paper or

forms.

Purchase orders can be printed with either your company address, the appropriate

warehouse address, or without your company or warehouse address. Also,

depending on the entry in SYS/POS, either the FASPAC item number or item

shortname will print. See the System Maintenance Reference Manual in Volume

5 for detailed information.

All eligible or a range of purchase orders can be printed. An eligible purchase

order is a purchase order that has never been printed or has been changed in the

Purchase Order Maintenance (PO/PM) or Purchase Order Line Maintenance

(PO/PL) programs since it was last printed.

If purchase orders are faxed, internal and warehouse notes are automatically

excluded. However, when printing all eligible or a range of purchase orders, you

are given the choice to print or exclude internal notes.

When printing to plain paper, internal notes print in the body of the purchase

order, underneath the item. Warehouse notes are considered internal and do not

print if the option to exclude internal notes is selected.

When printing on a standard purchase order form, internal and warehouse notes

print in the tear-off section, to prevent them from being seen by your vendor.

External notes print in the body of the purchase order, beneath the item.

Note: External notes include the cross-reference information if an item was

entered using a Cross-reference number that has a Y in the NOTE field in the

Cross-Reference record.

FPD/203 PO - 99

PRINT (PO/PP)

If a header comment is entered, it prints beneath the vendor in the header section

of the purchase order. If an item comment is entered, it prints on the right hand

side of the purchase order, under the extended cost.

If the purchase order header contains a Currency Code, the purchase order prints

in foreign currency. If the cost is entered in foreign currency and the “Enter

Using” field of SYCD/CU is flagged with an F, the Currency Code description

also prints. This occurs whether the purchase order is printed on plain paper,

purchase order forms, or faxed directly to your vendors.

If the vendor has a valid Vendor Code in the Vendor Record, any messages with

a Note Type of PO are included on the purchase order whether it is printed on

plain paper, purchase order forms, or faxed to the vendor.

The Tag Number assigned to each line item prints if System Maintenance

(SYS/IMS) is flagged to use the Tag System.

If an item has the cubic volume per unit of measure defined in the Inventory file,

it prints as a note line. If items have unit volume and/or weight per unit of

measure defined in the Inventory file, the total weight prints at the end of the

purchase order.

The word DUPLICATE prints on a purchase order that has been previously

printed, HEADING CHANGE prints on a purchase order changed in Purchase

Order Maintenance (PO/PM), and LINE CHANGE prints on a purchase order

changed in Purchase Order Line Maintenance (PO/PL). If a purchase order is

changed in both maintenance programs, only LINE CHANGE prints.

The program uses the City, County, and State codes specified in Warehouse

Address Maintenance (PO/POM/WAM) to calculate taxes. If one or more codes

were not specified in WAM, the program uses the codes specified in Company

Information (SYS/CIS).

PO - 100 FPD/203

PRINT (PO/PP)


Field Explanation

Whse

Enter the warehouse number from which to print purchase orders.

To print purchase orders from all warehouses, leave this field blank and

press SKIP.

To exit the program, press CMD-Q.

Print All Eligible Orders? (Y/N)

Y = Print all eligible purchase orders.

N = Specify a range of purchase orders to print.

Note: An eligible order is an order that has not been printed previously

or has been changed since it was last printed.

The following two fields are available only if you entered Y in the

Print All Eligible Orders field.

Entered By initials (SKIP for ALL)

Enter initials assigned to a specific FASPAC password. Only purchase

orders entered by or changed by the person assigned to that password are

printed.

To print all purchase orders, regardless of the operator initials, leave this

field blank and press SKIP.

FPD/203 PO - 101

PRINT (PO/PP)

Include Backorders (Y/N)?

Y = Print eligible original and backordered purchase orders.

N = Print only eligible original purchase orders for which no receiving

has been done.

The following two fields are available only if you entered N in the

Print All Eligible Orders field.

Print From P. O. No.

Enter the first purchase order number in the range to print.

Print Thru P. O. No

The entry in the From field is displayed.

Press RETURN to print this purchase order only or enter the last

purchase order number in the range to print.

The following fields apply to all options selected.

Print Zero Balance Lines? (Y/N)

Y = Print all lines on each purchase order.

N = Print only lines that have a quantity on order that is not equal to

zero.

Print Internal Notes (Y/N)

Y = Print internal note lines on the purchase order.

N = Do not print internal note lines on the purchase order.

Note: If printing on the standard purchase order form, internal notes print

in the tear off section to prevent them from being seen by your vendor. If

printing on plain paper, internal notes print in the body of the purchase

order, underneath the item.

Print to (P/F/X/E/D)

P = Print the purchase order on plain paper.

F = Print the purchase order on a PO form.

X = Fax the purchase order directly to your vendor.

Note: The fax option is available only if you have the optional Fax

Modem module.

E = Send the purchase order to the vendor’s e-mail address specified in

POM/SFM or AP/MAR/VM. If an e-mail address cannot be found, you

are prompted to enter one.

PO - 102 FPD/203

PRINT (PO/PP)

D = Send the purchase order to the Default output devices specified in

POM/SFM or AP/MAR/VM. If output devices have not been specified,

you are prompted to enter one or more.


E-mail. However, you cannot specify more than one printer device (such

as Plain paper and Form) at the same time.

Continue?

Y = Print/fax the purchase orders as specified.

N = Exit the program without printing/faxing the purchase orders.

Test Pattern? (Y/N)

Y = Print a test pattern before printing the purchase orders.

N = Print the purchase orders immediately, without printing a test

pattern.

Include PO Commitments? (Y/N)

This option is available only if printing on plain paper. This field refers

to the information entered in the Order and Line fields when the purchase

order was entered.

Y = The customer, sales order, and line number to which each line item

is committed (if applicable) prints immediately beneath each item.

N = Do not print customer order commitment information.

The following fields are displayed only if you entered X in the Print to

(P/F/X/E/D) field.

Fax to (Person)

The contact name in the Vendor Record (AP/MAR/VM, PO/VM) is

displayed.

Press RETURN to accept this name or enter a new name.

Fax to (Number)

The fax number in the Vendor Record (AP/MAR/ VM, PO/VM) is

displayed.

Press RETURN to accept this number or enter a new number.

From (Person)

Enter the name of the person sending the fax.

FPD/203 PO - 103

PRINT (PO/PP)

Listing (PO/LIS)

The Purchase Order Listing program prints a listing of open purchase orders that

were created through the Purchase Order Entry program (PO/PE) or through the

Create Preliminary Purchase Orders program (PO/CPP). By selecting the

appropriate parameters, the Purchase Order Listing can be an effective tool when

expediting your open purchase orders.

The Purchase Order Listing is printed for one or all warehouses, for purchase

orders past due as of a specific date, and for purchase orders placed within a

specific range of dates.


Field Explanation

Whse

Enter the warehouse number from which to print the list of open

purchase orders.

To include open purchase orders from all warehouses, leave this field

blank and press SKIP.

To exit the program, leave this field blank and press CMD.

PO - 104 FPD/203

LISTING (PO/LIS)

Print Only PO’s Past Due As Of

The sign on date is displayed. Press RETURN to accept this date or

enter another date using the MMDDYY or MMDDYYYY format. Only

purchase orders with due dates prior to this date will be considered.

To include all open purchase orders regardless of the PO’s past due date,

press SKIP while the cursor is on the first character in the field.

Print From Order Date

Thru Order Date

Enter the range of order dates to include on the listing. The dates must be

entered using the MMDDYY or MMDDYYYY format. Only purchase

orders with an order date that falls within the specified range will be

considered.

To begin with the earliest date found and end with the latest order date,

leave both fields blank and press SKIP.

Print Whole File? (Y/N)

Y = Print all purchase orders that meet the specified parameters.

N = Print only those purchase orders that meet the specified parameters

and fall within the range to be identified.

Select Print Sequence

1 = PO/Line: purchase orders print in numeric sequence; all detail lines

print in line number sequence within each purchase order.

2 = PO/Item: purchase orders print in numeric sequence; all detail lines

print in item number sequence within each purchase order.

3 = Vendor/PO/Line: vendors are printed in numeric sequence; purchase

orders print in numeric sequence for each vendor; all detail lines print in

line number sequence within each purchase order.

4 = Vendor/PO/Item: vendors are printed in numeric sequence; purchase

orders print in numeric sequence for each vendor; all detail lines print in

item number sequence within each purchase order.

5 = Vendor/Item/PO: vendors are printed in numeric sequence; purchase

order information is printed for each vendor in item number sequence

and in purchase order number sequence within each item number.

6 = Item/PO: Item numbers print in numeric sequence; purchase order

information prints in numeric sequence within each item number.

7 = Item/Vendor: Item numbers print in numeric sequence; purchase

orders are listed for each item in vendor sequence.

Note: If option 1, 2, 3 or 4 is selected, the purchase order header due date

is used to determine whether or not to include the purchase order. If

option 5, 6 or 7 is selected, the item due date is used.

FPD/203 PO - 105

LISTING (PO/LIS)

From PO Number/ Vendor/Item

Thru PO Number/ Vendor/Item

These fields are displayed only if you entered N in the Print Whole File

field. They display according to the print option selected.

Enter the range of purchase order numbers, vendor numbers, or item

numbers (depending on the print option selected) to include on the

Purchase Order Listing.

Print for a Range of Expedite Dates? (Y/N)

Y = Include only those purchase orders that have an expedite date in the

Header that falls into the range to be identified.

N = Include all specified purchase orders, regardless of the expedite date

in the PO Header.

From

Thru

These fields are displayed only if you entered Y in the Print for a Range

of Expedite Dates field.

Enter the range of expedite dates for which to print. Only those purchase

orders that have an expedite date that falls into the specified range are

included on the listing.

Note: This program references the expedite date specified in the

purchase order header when determining which purchase orders to

include.

Any Changes?

Y = Change one or all of the displayed entries.

N = Accept the displayed entries.

Note: If Y is entered in this field, the cursor moves to the Whse field.

Continue?

Y = Print the Purchase Order Listing as specified.

N = Exit the program without printing the Purchase Order Listing.

PO - 106 FPD/203

LISTING (PO/LIS)

Error Messages

The following error messages may be printed on the listing.

PO Header Not On File

The Header Record for this purchase order was deleted. Call the

FASPAC Service Center for assistance.

Vendor Not On File

The vendor assigned to this purchase order was deleted. Recreate the

Vendor Record (PO/VM, AP/MAR/VM).

Sample Listing

FPD/203 PO - 107

LISTING (PO/LIS)

COMPANY: 10 BEST FASTENERS, INC. PAGE 1

RUN ID: LIS PURCHASE ORDER LISTING 07/25/96

RUN BY: WPD PAST DUE AS OF: 07/25/96 15:40:29 03/25/97

BY PO/ITEM

DATE DATE

ORDERED DUE WH LINE QTY ORD RECEIVED BALANCE COST UM RWK EXT COST SHIP VIA SHIP TO

================================================================================================================================

004343 SERV SERVICE SUPPLY 800-428-4686 317-638-2411

/I3 BEST FASTENERS INSPECTION LEVEL 3 (COMMERCIAL) EA

11/27/95 07/12/96 01 001 1 0 1 0.00 EA 0.00 UPS PER SCHEDU BEST FASTENERS, INC.

UPS ASAP PER RELEASE SCHE

10F25MWF0Z 10-32 X 1/4 WHIZ FLANGE SCREW ZINC C

11/27/95 07/12/96 01 009 13000 2500 10500 1.72 C 180.81 UPS PER SCHEDU BEST FASTENERS, INC.

DELTEC STOCK

ESHIP APR 27 PLEASE

******TOTAL LISTED FOR P.O. 004343 COST = 180.81

004427 BOSSA BOSSARD INTERNATIONAL, IN 800-762-3225

.3NLOC0Z M3 SPLIT LOCKWASHER ZINC C

12/01/95 07/10/96 01 030 34000 0 34000 0.10 C 34.00 WILL CALL BEST FASTENERS, INC.

DELTEC

.3C10MPP0Z M3-.5 X 10 PHIL PAN M/S ZINC C


DELTEC

.3C12MPP0Z M3-.5 X 12 PHIL PAN M/S ZINC C

12/01/95 07/10/96 01 029 13000 0 13000 0.50 C 65.00 WILL CALL BEST FASTENERS , INC.

DELTEC


DELTEC

.3NWSF0Z M3 FLAT WASHER ZINC C


DELTEC


004612 GRAIN GRAINGER MANUFACTURING, I 508-520-4005

4C50ZJS0Y 4-40 X 1/2 JACK SCREW (3/16 AF) ZINC II C

12/21/95 07/20/96 01 004 10000 0 10000 6.40 C 640.00 UPS BEST FASTENERS, INC.

IMED 8/07 & 9/11


Inquiry (PO/INQ)

The Purchase Order Inquiry program is used to display purchase orders from the

Purchase Order file (purchase orders that have not been deleted or canceled).

You can display the detail of a specific purchase order directly or you can display

the list of purchase orders for a specific vendor, select a specific purchase order

from the displayed list, and then display the detail.

If you request a specific purchase order, one or all warehouses can be included in

the search. Once the specified purchase order is found, it is displayed in the

Detail Entry/Inquiry Screen. The information displayed for each line item in the

Detail Entry/Inquiry Screen includes the item number and description, the

quantities ordered, received and back ordered, the extended cost and the unit of

measure. All note lines for each item also display. You can access the Purchase

Order Maintenance Screen by pressing F5 while the cursor is in the SELECT

field. Refer to the Header Maintenance (PO/PM) section of the manual for

information regarding changes to the purchase order header.

If you display purchase orders for a specific vendor, you must specify a ship-to

address. Only the purchase orders that meet the specified parameters are

displayed. The information for each purchase order listed includes: the Ship

From Code, the warehouse number, and the due date entered in the header

section of the purchase order. You can display the detail of one of the listed

purchase orders by entering the field number in the SELECT field.


PO - 108 FPD/203

INQUIRY (PO/INQ)

Field Explanation

Whse

Enter the warehouse number from which to display the purchase orders.

To include purchase orders from all warehouses, leave this field blank

and press SKIP.


P.O.

Enter the purchase order number you want to display.

To display the list of purchase orders for a specific vendor, leave this

field blank and press SKIP.

If a purchase order number is entered in this field, the Detail screen

displays with information on the specified purchase order. See page 111.

Error Messages:

End of File

All purchase orders that meet the specified parameters have been

listed/displayed.

P.O. Not on File - SKIP

The purchase order number entered is not on file.

Either an incorrect purchase order number was entered, or the

purchase order number entered has been deleted or cancelled.


The following three fields are displayed only if you entered the vendor

rather than the PO number.

Vend

Enter the vendor name or number from whom you are purchasing the

items. The vendor must be defined in the Vendor file as a PO Vendor.

You can access the Vendor file by entering the first character of the

vendor name or number, and pressing the appropriate function key (F1 to

access the list based on the vendor number, F2 to access the list based on

the vendor name). Once a vendor is displayed, use F3 to scroll forward

through the list and F4 to scroll back through the list. To accept the

displayed vendor, press RETURN.

FPD/203 PO - 109

INQUIRY (PO/INQ)

Error Message:

Invalid Entry, Function, or End of File...SKIP


pressed, or the end of file was reached while scrolling through the

Vendor file.

Press SKIP and either begin again or exit this program.

From

Enter the Ship From Code (defined in the Vendor file) of the purchase

orders to display for this vendor.

To use the Ship From Code of SAME, leave this field blank and press

SKIP.

To access the list of Ship From Codes for this vendor, enter the first

character of one of the Ship From Codes and press F1. Once a Ship From

Code is displayed, use the F3 and F4 function keys to scroll forward and

back through the list. Press RETURN to accept the displayed Ship From

address.

SELECT

F1 = Redisplaythe purchase orders from the top of the list. “End of File”

is displayed on the bottom of the screen once you have reached the last

P.O. on the list.

F3 = View more purchase orders for this vendor.

F6 = Enter the line number of the purchase order for which to display the

detail.

To exit, leave this field blank and press SKIP or CMD.

Note: Once a line number is entered in this field, the Detail screen

displays with information on the specified purchase order.

PO - 110 FPD/203

INQUIRY (PO/INQ)

Detail Entry/Inquiry Screen

Field Explanation

SELECT

Use the function keys as described below to locate specific items on the

displayed purchase order.

F1 = Redisplays the items beginning with the first line number on the

purchase order. This function should only be used if you have previously

scrolled through the list of items or displayed the list beginning with a

specific line number.

F3 = Scrolls through the line items on the displayed purchase order one

screen at a time.

F5 = Allows you to view the purchase order header . See the Header

Maintenance section (PO/PM) for detailed field explanations.

F6 = Displays the purchase order beginning with a specific line number.

Once this key is pressed, you must specify the line number with which to

begin displaying the purchase order.

Error Message:

End Of File

All lines on the purchase order have been displayed. You cannot

scroll any further.

FPD/203 PO - 111

INQUIRY (PO/INQ)

History Maintenance (PO/HM)

The Purchase Order History Maintenance program is used to display, add, or

change the existing purchase order history information for a specific vendor.

Purchase order history information can also be added for a vendor WITHOUT

existing purchase order history information.

Purchase order history information consists of the total value of purchase orders

created through the Purchase Order Entry (PO/PE) and Create Preliminary

Purchase Orders (PO/CPP) programs for the past twelve months, the current

month, the current year to date, and last year to date.

When the figures for one or more of the displayed months are manually changed,

the figures for the current month, the current year to date, and/or last year to date

are not recalculated. You must change the amount in the appropriate field (this

month, this year, last year) if you change the figures for one of the displayed

months. When the Inventory Monthly Update program (MU) is run, it simply

rolls back the values for the past twelve months, it does not do any calculating.

If a purchase order is cancelled through the Purchase Order Cancel program

(PO/CAN), the amount of the purchase order is not automatically deducted from

the values in Purchase Order History Maintenance (PO/HM) to reflect a

cancelled purchase order.


PO - 112 FPD/203

HISTORY MAINTENANCE (PO/HM)

Field Explanation

Whse

Enter the warehouse number from which to display the purchase order

history information.


Vend

Enter the vendor number for which to display, add, or change the

purchase order history information. You can access the Vendor file by

entering the first character of the vendor name or number, and pressing

the appropriate function key (F1 to access the list based on the vendor

number, F2 to access the list based on the vendor name). Once a vendor

is displayed, use F3 to scroll forward through the list and F4 to scroll

back through the list.

To accept the displayed vendor, press RETURN. Once a valid vendor is

accepted, the history information is displayed and the cursor moves to

the SELECT field (if history exists).

Error Message:

Invalid Entry, Function or End of File. . .SKIP


pressed, or the end of the file was reached while scrolling through

the Vendor file.

Press SKIP and either begin again or exit the program.

No History For This Vendor, Do You Want to Add? (Y/N)

This field is displayed only if no purchase order history exists for the

specified vendor.

Y = Create history for this vendor.

N = Return the cursor to the Vend field. Y = the cursor moves through

each of the Value fields. You can enter an amount from .01 to

999999999.99.

To enter a zero amount, leave the field blank and press SKIP.

Note: You can have entered a vendor that is not a purchase order vendor.

Make certain you want to add purchase order history information before

entering Y.

FPD/203 PO - 113


SELECT


To delete the entire Purchase Order History Record, enter DE.

Note: When the figures for one or more of the displayed months are

manually changed, the figures for the current month, the current year to

date, and/or the last year to date are not recalculated. You must change

the amount in the appropriate field (this month, this year, last year) if you

change the figures for one of the displayed months. When the Inventory

Monthly Update program (MU) is run, it rolls back the values for the

past twelve months; it does not do any calculating.


changed.

Month

Year

The current inventory month and year.

Name

Addr

City State

Zip Country

Phone 1

Phone 2

Contact

Fax

The information defined in the Vendor file (PO/VM, AP/MAR/VM) for

the specified vendor.

PO - 114 FPD/203


History Report (PO/HR)

The Purchase Order History Report program prints the purchase order history

information stored in the Purchase Order History file (PO/HM).

The report can be printed for one or all warehouses and for one or a range of

vendors.

Note: This program can be used in an automated schedule.

Modes of Operation

There are two modes of operation when you answer questions for this program:

Create and Modify. Create mode is the first time you run the program and answer

questions. Modify mode is when you rerun the program and change existing

answers. The questions on the screen and your answers are stored in an Answer

file.


FPD/203 PO - 115

MODES OF OPERATION

Field Explanation

01) Warehouse

Enter the number of the warehouse from which to print the purchase

order history information.

For all warehouses, press SKIP.

To exit the program, press CMD.

02) Vendor/Shortname Sequence?

N = Print the report by vendor number.

S = Print the report by vendor shortname in alphabetical order.

Fields 03 and 04 reflect the selected sequence.

03) Include From

04) Include Thru

Enter the range of vendor number or shortnames to include.

For all vendor number or shortnames, press F7.

For one vendor number or shortname, enter it in both fields.

Action Line

F1 = Accept your answers.

F9 = Cancel and start over with your original answers in Modify mode.

F12 = Delete all questions and answers from the Answer file and start

over in Create mode.

CMD = Exit the program without running it.

PO - 116 FPD/203

HISTORY REPORT (PO/HR)

Sample Report

The total value of purchase orders is listed on the report for the current month,

current year to date, past twelve months, last year, and last year to date. This

information is listed for each specified vendor and warehouse.

A grand total prints at the end of the report.

FPD/203 PO - 117

MODES OF OPERATION


RUN ID: HR PURCHASE ORDER HISTORY REPORT 07/25/96

RUN BY: WPD WHSE ALL CURRENT MONTH JUL 15:47:24 03/25/97

WH VENDOR NAME CURR M-T-D < - - - - - - - - - - - - M O N T H L Y A C T I V I T Y - - - - - - - - - - - >

---------------------------------------------- * JUN 96 * MAY 96 * APR 96 * MAR 96 * FEB 96 * JAN 96 *

LAST YEAR LAST Y-T-D CURR Y-T-D * DEC 95 * NOV 95 * OCT 95 * SEP 95 * AUG 95 * JUL 95 *

================================================================================================================================

01 SP SIERRA PACIFIC SUPPLY CO. 202.10 88.28 277.98 332.44 101.85 46.72 174.12

2189.79 .00 202.10 370.34 286.27 101.48 113.20 177.25 119.86

--------------------------------------------------------------------------------------------------------------------------------

01 ALL ALL ELECTRONICS HARDWARE, I .00 .00 .00 .00 332.60 2645.85 974.95

8304.36 .00 .00 1461.08 .00 166.00 327.34 .00 2396.54

--------------------------------------------------------------------------------------------------------------------------------

01 B&B B & B SPECIALTIES, INC .00 85.00 60.00 30.00 .00 71.25 826.00

1943.15 .00 .00 .00 80.00 .00 80.60 89.70 620.60

--------------------------------------------------------------------------------------------------------------------------------

01 B&G B & G MANUFACTURING COMPANY 45.54 494.50 197.80 92.50 50.05 .00 268.10

1671.08 .00 45.54 58.00 .00 272.10 .00 238.03 .00

--------------------------------------------------------------------------------------------------------------------------------

01 BEK LEVEL 1 FASTENERS .00 5896.20 .00 .00 .00 .00 .00

5896.20 .00 .00 .00 .00 .00 .00 .00 .00

--------------------------------------------------------------------------------------------------------------------------------

01 DIX DIX INDUSTRIES, INC. 255.00 1072.00 .00 .00 .00 114.20 168.00

1705.80 .00 255.00 .00 117.50 220.00 14.10 .00 .00

--------------------------------------------------------------------------------------------------------------------------------

01 EKF E K FASTENERS, INC. 1426.04 494.42 1732.42 1732.38 539.55 956.39 316.55

14946.61 .00 1426.04 3829.18 1573.22 1577.55 969.60 541.35 684.00

--------------------------------------------------------------------------------------------------------------------------------

01 JAY JAY FASTENER INC. 3177.65 284.97 327.51 335.07 61.55 545.93 418.24

3032.41 .00 3177.65 61.58 21.81 319.37 .00 337.51 318.87

--------------------------------------------------------------------------------------------------------------------------------

01 JET JET FITTINGS & SUPPLY CORP. 3500.00 47.00- 1440.00 1920.00 4972.60 17804.00 8446.60

90424.70 .00 3500.00 440.00 25791.00 11005.00 9852.00 8288.00 512.50

--------------------------------------------------------------------------------------------------------------------------------

01 MFC METRIC FASTENERS CORPORATIO .00 .00 27.36 .00 .00 .00 .00

200.63 .00 .00 35.45 .00 .00 30.00 84.43 23.39

--------------------------------------------------------------------------------------------------------------------------------

01 NDI N D INDUSTRIES .00 430.02 125.04 125.00 62.76 62.52 77.16

882.50 .00 .00 .00 .00 .00 .00 .00 .00

--------------------------------------------------------------------------------------------------------------------------------

01 PFC PORTEOUS FASTENER COMPANY 2013.91 1570.31 2930.46 3852.31 1947.04 4306.95 1747.27

35527.42 .00 2013.91 2237.60 8640.52 1955.29 1721.44 1526.41 3091.82

--------------------------------------------------------------------------------------------------------------------------------

01 PRE PRECISION SCALE .00 .00 .00 .00 .00 .00 .00

2901.50 .00 .00 .00 .00 .00 .00 2901.50 .00

--------------------------------------------------------------------------------------------------------------------------------

01 PWS PACIFIC WHSE SALES 15.00 .00 267.50 136.25 266.98 926.40 458.98

3675.26 .00 15.00 504.46 156.90 237.60 20.00 614.54 85.65

--------------------------------------------------------------------------------------------------------------------------------

01 RAF RAF ELECTRONIC HARDWARE, IN 2580.32 652.99 1377.36 1226.21 1538.91 2321.75 2618.16

Vendor Maintenance (PO/VM)

Use the Vendor Maintenance program to create, modify, and delete vendor

records in the Vendor file. A vendor must be in the Vendor file in order to be

used in the Accounts Payable and Purchasing programs. All vendors in the

Vendor file are available for use in the Accounts Payable programs, however, a

vendor must be flagged as a purchase order vendor in order to be used in the

Purchasing programs.

Each Vendor record consists of four screens.

• The first screen contains vendor information. A unique vendor number

must be entered for each Vendor record. The Vend, Name, Shortname, P.

O. Vendor, and Taxable fields are required fields. The remit-to address

should be entered in the Addr, City, State, and Zip fields so that checks

will print correctly. All other fields are either optional or updated by the

system.

• The second screen contains the purchase order information for the vendor.

Display it by pressing F1.

• The third screen contains information for printing, faxing, or emailing

purchase orders, blanket purchase orders, and vendor requisitions. Display

it by pressing F5. For more information about faxing, see Faxing

Documents below.

• The fourth screen is where you can enter notes for the vendor.

Remember that the information entered in the optional fields is displayed or used

in other programs such as Invoice Entry (AP/IE) and Purchase Order Entry

(PO/PE). The more information you enter in Vendor Maintenance, the more time

you will save when working in other programs.

This program allows you to flag a vendor as using foreign currency. A code must

first be defined in the System Code Master File (SYCD), defining the currency

used. This code can then be entered in the Vendor Code field for each vendor

who uses this type of currency.

An existing vendor record can be modified at any time as long as it is not being

used by another program (for example, you can not modify a vendor record if

someone else is entering invoices for the vendor through Invoice Entry). Those

fields updated by the system should be changed only to correct an error situation.

An existing vendor record can be deleted if it is not being used by another

program, and if it has no open Accounts Payable transactions and no open

purchase orders. An error message is displayed if you try to delete a vendor

record that does have open AP transactions or open purchase orders.

PO - 118 FPD/203

VENDOR MAINTENANCE (PO/VM)

Note: The Vendor Maintenance program (AP/MAR/VM) is also located in the

Accounts Payable module.

Consolidation Companies

The Vendor Maintenance program is available when you are signed on to a

consolidation company. If a vendor record is added while you are signed on to a

consolidation company and the vendor is not already on file for the companies

assigned to the consolidation company, the vendor record is added for the

consolidation company and all companies assigned to it. If the vendor is already

on file for any of the companies assigned to the consolidation company, the

vendor record is created only in the consolidation company’s Vendor file and a

message is displayed indicating that this situation occurred.

If you make changes to the first two Address, City, State, and Zip fields in an

existing record in the Vendor file while you are signed on to the consolidation

company, they are also made in the Vendor file of each company assigned to the

consolidation company. Changes to the other fields must be made while you are

signed on to the consolidation company and each company assigned to the

consolidation company. Deleting a vendor record while you are signed on to a

consolidation company deletes the record from the consolidation company’s

Vendor file only.

Default Fax or Email Information

When you fax or email a purchase order or blanket purchase order, the system

checks for default fax information in the following order:

• Vendor Ship From Maintenance (PO/POM/SFM) screen two is checked

first.

• If nothing is found in screen two, it checks PO/POM/SFM screen one.

• If nothing is found in PO/POM/SFM, it then checks Vendor Maintenance

(AP/MAR/VM) screen three.

• If nothing is found in AP/MAR/VM screen three, it checks the purchase

order or blanket purchase order for the contact.

• If nothing is found in the purchase order, it checks AP/MAR/VM screen

one.

• If no entries are found in AP/MAR/VM screen one, you are prompted for

the required information when you fax the document.

FPD/203 PO - 119

DEFAULT FAX OR EMAIL INFORMATION

When you fax or email a vendor requisition, the system checks for default fax

information in the following order:

• Vendor Maintenance (AP/MAR/VM) screen three is checked first.

• If nothing is found in AP/MAR/VM screen three, it checks AP/MAR/VM

screen one.

• If nothing is found in AP/MAR/VM screen one, it looks for the

requisition’s default salutation.

• If the requisition’s default is not found, you are prompted for the required

information when you fax the document.


Field Explanation

Note: When creating a new vendor record, all of the following fields

(except Vend, Name, and Tax) can be left blank by pressing SKIP.

Vend

Enter the name or number on the vendor record you want to display/edit.

If you are unsure of the complete vendor name or number you can access

the list of vendor records by using the function keys or the Look-Up

function.

PO - 120 FPD/203


To access the list of vendors using the function keys, enter the first few

characters of the vendor name or number and press the appropriate

function key (F1 to access the list based on the vendor number, F2 to

access the list based on the vendor name). Once a valid vendor is

displayed, use F3 to scroll forward and F4 to scroll back through the

Vendor file.

To accept the displayed vendor, press RETURN.

Press CMD-L to select from the list of vendors.

To create a new vendor record, type NEW. The field is cleared and the

message “Enter Vendor Account No.” is displayed at the bottom of the

screen. You must enter a unique vendor number.


Error Messages:

Invalid Entry, Function, or End of file...SKIP

An invalid vendor code was entered, the wrong function key was

pressed, or the end of the Vendor file was reached while scrolling.

Press SKIP and begin again or exit.

Vendor Already On File

The number you have entered for this vendor is already on file for

another vendor. Each vendor must be assigned a unique number.

02 Name

Enter the name of the vendor.

03 Addr

through

06 Addr

Enter the remit-to address of the vendor.

Only the information in the first two fields will print on forms and

reports. The information in the last two fields is for internal reference

only.

07 City

Enter the name of the city.

State

Enter a valid State Code, defined in the System Code Master File

(SYCD) - Record Type ST.

To leave the field blank, press SKIP.

FPD/203 PO - 121


Error Message:

Invalid Code

The code entered is not on file in the System Code Master File

(SYCD). This entry must be a valid State Code that has been defined

in System Code Maintenance (SYCD).

08 Zip

Enter the zip code. Do not enter a dash between the 5th and 6th digits—it

is automatically inserted when checks are printed.

Country

Enter a valid Country Code, defined in the System Code Master File

(SYCD) - Record Type CT.

To leave this field blank, press SKIP.

Error Message:

Invalid Code


(SYCD). This entry must be a valid Country Code that has been

defined in System Code Maintenance (SYCD).

09 Phone1

Enter the primary phone number, including the dashes (619-555-1212).

10 Phone2

Enter the alternate phone number, including the dashes (619-555-1212).

11 Contact

Enter the name of your contact.

12 Fax

Enter the fax number, including the dashes (619-444-1212).

13 Id No

The vendor’s Federal ID number for use when issuing 1099 tax forms.

14 Id Flag

This entry is used when printing 1099 forms (AP/MAR/IRS). It

determines whether or not a vendor should receive a 1099 form and

where on the form the total dollar amount is to print.

1 = Rents

2 = Royalties

3 = Other income

5 = Fishing boat

PO - 122 FPD/203


6 = Insurance payment

7 = Payments

15 Terms

Enter a valid Terms Code, defined in System Code Maintenance (SYCD)

- Record Type VT.

To leave the field blank, press SKIP.

Error Message:

Invalid Code


(SYCD). This entry must be a valid Terms Code that has been

defined in System Code Maintenance (SYCD).

16 Disc %

Enter the discount percentage you receive from this vendor.

Enter the amount in decimals (for example, 10.00 = 10%). This

percentage is used in the Invoice Entry program (AP/IE) in conjunction

with the invoice amount to calculate the discount amount.

Note: Do not enter a minus sign when entering the discount. If a minus

sign is entered in this field, the price will be increased by the specified

percent.

17 Disc Days

Enter the number of days you have to pay and still receive the discount.

This number is used in the Invoice Entry program (AP/IE) in conjunction

with the invoice date entered to determine the discount date.

18 Due Days

Enter the number of days you have to pay a vendor’s invoice. The default

is 30.

This number is used in the Invoice Entry program (AP/IE) in conjunction

with the invoice date to determine the due date.

19 Shortname

The first five characters of the entry in the Name field are displayed.

Press RETURN to accept this entry or enter a new shortname.

The shortname (also referred to as the alpha name) is used for

alphabetical sequencing of reports, so it should be a good representation

of the vendor name.

FPD/203 PO - 123


20 Remarks

Enter any comments/remarks you want to record regarding this vendor.

The remarks are automatically displayed in the Purchase Order Entry

program (PO/PE), and you can include them in the purchase order

header.

22 Pay Priority

Enter the priority of this vendor to receive payment: 1 = High priority

through 9 = Low priority.

The Aged Trial Balance (AP/ATB) can be printed in Pay Priority order,

and Payment Selection (AP/CHK/PS) can be done by Pay Priority.

23 GL Acct 1

Enter the account number to which a majority of the transactions

involving this vendor will be assigned.

This general ledger number is displayed for use in the Invoice Entry

program (AP/IE).

% to Acct 1

When in the Invoice Entry program (AP/IE), the entry in this field is

used to automatically distribute a percentage of the total invoice amount

to the account number entered in the previous GL Acct 1 field.

Enter the percentage in decimal format (for example, 80.00 = 80%). If

you do not want a specific percentage of the total invoice amount

distributed to this account number, leave this field blank and press SKIP.

24 GL Acct 2

Enter the alternate account number for this vendor.

The general ledger number entered here is displayed for use in the

Invoice Entry program (AP/IE).

25 P.O. Vendor

Y = This vendor will be used in the Purchasing programs.

N = This vendor is not to be used in the Purchasing programs.

Error Message:

Vendor on File For Company ________ Vendor Added to Consolidate

Company Only

You are adding a vendor record while signed onto a consolidation

company and the vendor is already on file for one of the companies

assigned to the consolidation company.

Press RETURN to acknowledge the message. The vendor record

was added only to the consolidation company’s Vendor file. You

must add it to the other companies individually.

PO - 124 FPD/203


The following fields are updated by the system and should be

modified only to correct an error.

26 Last Payment

The date of the last check that was paid to this vendor.

27 Last Pmt Amt

The last amount paid to this vendor.

28 A/P Balance

The total amount of all open transactions (invoices, credit memos, fixed

expense records) for this vendor.

29 YTD Disc

The total dollar amount of discounts received this year to date from this

vendor.

30 Vendor Code

The Vendor Code (Record Type - VP) has three different functions:

Define vendor price tables

Flag a vendor as using foreign currency and identify the type of currency

used

Create vendor group messages.

Check to see how the Vendor Codes have been defined in SYCD before

entering a code.

Note: If this vendor is flagged as a PO vendor, the PO Extension screen

displays after a valid entry is made. If this vendor is not flagged as a PO

vendor, the cursor moves to the SELECT field. See the following pages

for detailed field explanations on the PO Extension screen.

Error Messages:

30 Vendor Code

Changing Currency; Currency Have Foreign Totals, Correct For New

Currency

You are trying to replace the existing vendor code that contains one

currency code, with a vendor code that contains another currency

code.

Correct the amounts in the26 Last Pmt Amt and 28 YTD Disc fields

to reflect the new currency code.

FPD/203 PO - 125


Have Open Foreign A/P Balance, Can Not Change Currency. . .SKIP

You are trying to replace the existing vendor code which contains

one currency code with another vendor code that uses a different

currency code, and the A/P foreign balance is not zero. This change

cannot be made until the A/P foreign balance is zero.

Have Open Foreign A/P Balance, Can Not Change to Domestic

Currency. . .SKIP

You are trying to replace the existing vendor code which indicates

foreign currency used with a vendor code that indicates domestic

currency used, and the A/P foreign balance is not zero. This change

cannot be made until the A/P foreign balance is zero.

Have Open Domestic A/P Balance, Can Not Change To Foreign

Currency. . . SKIP

You are trying to replace the existing vendor code that indicates

domestic currency used with a vendor code that indicates foreign

currency used, and the A/P balance is not zero. This change cannot

be made until the A/P balance amount is zero.

26 Last Pmt Amt

27 A/P Balance

28 YTD Disc

If field 30 is used to flag vendors who use foreign currency, these three

fields will display the foreign currency amount.

SELECT


Press F6 to access the Message/Notes Maintenance screen for this

vendor

Type DE and press RETURN to delete this vendor from the Vendor

Master file.

Note: A vendor record can be deleted only if it has no open AP

transactions and no open POs (A/P Balance and On Order fields will be

zero).

Press F1 to toggle back and forth between this screen and the PO

Extension screen (the second screen).

Press CMD-U to exit the program and update the new or modified

information to the Vendor Master file.

Press CMD-Q to quit the program without updating the information.

PO - 126 FPD/203


Error Message:

Vendor Has Open Balance - Cannot Delete - SKIP

You are trying to delete a vendor that has open AP transactions or

open POs.

Press SKIP and enter a different vendor or exit this program.

Delete this Vendor. . . Are You Sure?

This field is displayed only if you entered DE in the SELECT field.

Y = Delete the displayed Vendor record from the Vendor Master file.

N = Move the cursor back to the SELECT field, without deleting the

displayed Vendor record.

FPD/203 PO - 127


Entry/Inquiry Screen Two

Field Explanation

01 Last Purch

If you are creating a new vendor, the sign on date displays as the last

purchase date. This field is updated by the system and should be

modified only to correct an error.

02 Taxable

The default is N.

N = The vendor does not charge tax.

Y = This vendor does charge tax.

If Y is entered, tax will automatically be calculated when a purchase

order is created through the Purchase Order Entry (PO/PE) or Create

Preliminary Purchase Orders (PO/CPP) programs.

03 P.O. Disc 1

04 P.O. Disc 2

05 P.O. Disc 3

Enter any discounts that you regularly receive from this vendor.

Enter the amount in decimals (for example, 10.00 = 10%).

Note: Do not enter a minus sign when entering the discount. If a minus

sign is entered in this field, the price will be increased by the specified

percent.

PO - 128 FPD/203


06 On Order

The value of all open purchase orders for this vendor. This field is

updated by the system and should be modified only to correct an error.

07 Min Ord Amt

Enter a value from .01 to 9999999.99.

This field is for information purposes only. It displays in the Purchase

Order Entry program (PO/PE) for reference, but the PO is created even if

the total dollar amount falls below the amount entered.

08 Ship From

The default is SAME (the address entered in screen 1 of Vendor

Maintenance).

If that address is not the address that the vendor ships from, enter the

ship from address set up for this vendor in Ship From Maintenance

(PO/SFM). You can display the list of valid ship from addresses for this

vendor by using the Look Up function (CMD-L).

If a ship from address has not been set up for this vendor in Ship From

Maintenance (PO/SFM), you can enter one now.

Ship-From Not On File - Do You Want To Add? (Y/N)

This field is displayed if an unrecognizable ship-from address was

entered in the previous field.

Y = The Ship From Maintenance screen is displayed. See the Ship From

Maintenance (PO/POM/SFM) section of the manual for detailed

information.

N = The cursor moves back to the Ship From field.

09 FOB

This entry must be a valid FOB Code from SYCD. You can select from

the list of valid FOB Codes by using the Look Up function (CMD-L).


Error Message:

Invalid Code


(SYCD). This entry must be a valid FOB Code that has been defined


10 Ship Via

The Ship Via Code defines the method of shipping. This entry must be a

valid Ship Via Code from SYCD. You can select from the list of valid

Ship Via Codes by using the Look Up function (CMD-L).


FPD/203 PO - 129


Error Messages:

Invalid Code


(SYCD). This entry must be a valid Via Code that has been defined


11 On Hold

The default is N. Change this field to Y only if the vendor is a PO vendor

and you do not want to allow POs to be created for this vendor through

Purchase Order Entry and Create Preliminary Purchase Orders (PO/PE,

PO/CPP).

If a vendor is on hold (Y), a PO cannot be created through Purchase

Order Entry (PO/PE) or Create Preliminary Purchase Orders (PO/CPP).

Invoices from the vendor can be entered through Invoice Entry (AP/IE)

and receipts from the vendor can be recorded through Receiving

(REC/RPO, REC/RNO).

12 EDI Vendor

Only applicable if you use EDI.

Y = This vendor is an EDI Vendor.

N = This vendor is not an EDI Vendor.

13 Freight Chgd

Y = Freight is to be charged for this vendor.

N = Freight is not to be charged. You can also leave the field blank.

The default is N for each line entered on a PO or WIP order, and can be

changed.

14 Auto Release

Y = POs created by the Automatic PO process do not need to be

reviewed and can be printed and sent to the vendor.

N = POs are to be reviewed before they can be printed.

17 Mix Product Lines on PO

Y = Multiple product lines can be entered on a single PO.

N = Only one product line can be entered on a single PO.

SELECT


F1 = Return to the first screen of Vendor Maintenance.

F5 = Access the Print/Fax Parameters screen.

F6 = Access the Message/Notes Maintenance screen for this vendor.

To exit the program completely, press F1 to access the first screen and

use the CMD options.

PO - 130 FPD/203


Entry/Inquiry Screen Three

Field Explanations

DOCUMENT

The types of FASPAC documents that can be faxed: purchase orders,

blanket purchase orders, and vendor requisitions.

The following fields apply to each of these documents.

CONTACT/E-MAIL

Enter the default name that will be used in the Attention field on the

document and cover sheet.

Enter the default E-Mail address that will be used for the document.

Note: You will need additional configuration to set up your E-Mail

system to use this feature.

FAX NUMBER

Enter the default fax number for the document.

OUTPUT TYPE

Enter from one to five output types for each document.

F = Form

P = Plain Paper

X = Fax

M = Mailer

E = E-Mail

FPD/203 PO - 131


Entry/Inquiry Screen Four

Use this screen to enter global messages or notes for a vendor. They will always

print on the specified documents for this vendor.

Refer to the Messages manual in Volume 5 for more information.

PO - 132 FPD/203


Vendor Listing (PO/VL)

The Vendor Listing program is used to print a list of vendor records.

The Vendor Listing program is available when signed on to a consolidation

company. Only vendors with a record in the Vendor file (PO/VM,

AP/MAR/VM) of the consolidation company are available to be printed.

Running the Consolidate Company Vendor Check program (AP/CHK/CV)

provides a listing of vendors defined in the companies assigned to the

consolidation company that are not defined in the consolidation company.

If some of the vendors do not print when the option to print all vendors in

shortname sequence is selected, check the vendor records in the Vendor file. The

vendors that did not print probably do not have shortnames.


Field Explanation

Print For All Vendors? (Y/N)

Y = Print the vendor record information for all vendors in the Vendor

file.

N = Specify a range of vendors for which to print the vendor record

information.

FPD/203 PO - 133

VENDOR LISTING (PO/VL)

Print in Number or Shortname Sequence? (N/S)

Select the sequence in which to print the vendor records.

N = Print in vendor number sequence.

S = Print in vendor shortname sequence.

From Number/Shortname

To Number/Shortname

These fields are displayed only if you entered N in the Print For All

Vendors field.

Enter the range of vendor numbers or shortnames (depending on the print

option selected) for which to print the vendor record information.

Do You Want to Print Detail? (Y/N)

Y = Print all the information from the vendor record for each specified

vendor.

N = Print only the name, number, address, phone numbers and fax

number for each specified vendor.

Print All Vendors, Only PO Vendors, Exclude PO Vendors? (A/O/E)

A = Print the vendor record information for all specified vendors.

O = Print the vendor record information only for those specified vendors

who are flagged as P.O. Vendors

E = Print the vendor record information only for those specified vendors

who are not flagged as P.O. Vendors.

Sample Listing

PO - 134 FPD/203

VENDOR LISTING (PO/VL)

SP 213-636-2431

SIERRA PACIFIC SUPPLY CO.

ATTN: LES

1801 WEST EL SEGUNDO BLVD.

COMPTON, CA 90222

A&J 619-562-6862

A & J FORKLIFT

& EQUIPMENT BROKERS

11425 WOODSIDE AVENUE, STE B

SANTEE, CA 92071-4725

ADP

AUTOMATIC DATA PROCESSING

ATTN: RITA RIGGS

DEPT 701

DENVER, CO 80271-0701

ALL 800-778-7234

ALL ELECTRONICS HARDWARE, INC.

ATTN: TED

90 NORTH LIVELY BLVD

ELK GROVE VILL, IL 60007-1317

Requisitions/Vendor Quotes

(PO/REQ)

Requisitions/Vendor Quotes Maintenance(PO/REQ/RQM)

The Requisitions/Vendor Quotes Maintenance program is used to create new

requisitions, change existing requisitions, and add or change vendor quote

information.

Requisitions can also be created through the Order Desk program (OD) and the

Suggested Reorder Report program (IMR/IMRM/SRR). Requisitions and vendor

quotes created through Order Desk and the Suggested Reorder Report program

can be accessed through the Requisitions/Vendor Quotes Maintenance program.

See the Introduction to the Purchasing module for information on creating

requisitions and vendor quotes through Order Desk and the Suggested Reorder

Report program.

A requisition is created in this program by entering an item in the Requisition

area (upper area) of the screen. A requisition number can be assigned by the

system, you can enter a manual requisition number, or the 000000 number can be

entered to designate that the requisition is for a stock item. Information entered

for each item includes the customer, the quantity, the date wanted, the buyer, a

comment and the date entered.

A Request for Quote Entry can be created for each vendor from whom you want

to receive a quote on the item. An RFQ entry is created in the Vendor Quotes

area (lower area) of the screen. When all eligible or a range of two or more

requisitions are printed through the Requisitions/Vendor Quotes Print program

(PO/REQ/RQP), a request for quote letter prints for each vendor specified in an

RFQ Entry. Creating an RFQ Entry is optional; request for quote letters can be

printed with or without the vendor name and address information regardless of

whether an RFQ Entry is created. See the Requisitions/Vendor Quotes Print

section of the manual for additional information about printing request for quote

letters.

Quote information received from your vendors is entered in the Vendor Quotes

area of the screen. Vendor quote information can also be entered through the

Vendor Quote Maintenance program (PO/REQ/VQM).

If a purchase order is to be created through the Create Preliminary Purchase

Orders program (PO/CPP) from a vendor quote, that vendor quote must be

flagged with a P (for preferred) in the PO Status field, in the Vendor Quotes area

of the screen. See the Create Preliminary Purchase Orders (PO/CPP) section of

the manual for additional information regarding creating purchase orders from

vendor quotes.

FPD/203 PO - 135

REQUISITIONS/VENDOR QUOTES (PO/REQ)

Requisition Area - Entry/Inquiry Screen

Field Explanation

Whse

Enter the warehouse number in which to create new requisitions, change

existing requisitions, or enter vendor quote information.


Req

The next sequential number to be assigned by the system is displayed.

To create a new requisition, accept this number by pressing RETURN.

To assign a new manual requisition number, enter one alpha character

followed by up to five numeric characters.

To use the stock requisition number, enter 000000 or press SKIP. This

number can be used again and again to store requisitions for stock items.

To work with an existing requisition number, enter the number and press

RETURN. The customer is displayed and the cursor moves to the Item

field.

Requisition Not Found - Create New Requisition? (Y/N)

This field is displayed only if the requisition number entered is not in the

Requisition File.

Y = Create a new requisition using this number.

N = Return to the Req field without creating a new requisition using this

number.

PO - 136 FPD/203


Cust

The cursor moves to this field only if you are creating a new requisition.

Enter the name or number of the customer that the order is for. If you are

unsure of the complete customer name or number, you may access the

list of valid customers by entering the first few characters of their name,

customer number, or phone number and pressing the appropriate function

key (F1 to search based on the customer number, F2 to search based on

the customer name, and F5 to search based on the phone number). Once

a valid customer is displayed, use F3 to scroll forward and F4 to scroll

backward through the list.

To accept the displayed customer, press RETURN.

Error Message:


Either an invalid customer was entered, the wrong function key was


Customer File.


Item

Enter the FASPAC number, shortname, or cross-reference number of the

item for which you are creating the requisition. If you are using a

cross-reference number, remember to enter “!” first. If you are unsure of

the complete item number or shortname, you may access the list of items

by entering the first few characters of either and pressing the appropriate

function key (F1 to access the list based on the item number, F2 to access

the list based on the item shortname). Once a valid item is displayed, use

F3 to scroll forward and F4 to scroll backward through the list (scrolling

is based on how you enter the item).

To accept the displayed item, press RETURN.

If you are pulling up an existing requisition the cursor moves directly to

the SELECT field. If you are creating a new requisition the cursor moves

to through each of the following fields.

Error Message:

Invalid Entry or Function...SKIP

Either an invalid item was entered or the wrong function key was

pressed.


Quantity

Enter the quantity of the item you need.

FPD/203 PO - 137

REQUISITIONS/VENDOR QUOTES MAINTENANCE (PO/REQ/RQM)

Date Want

If you are creating the requisition now, the Sign On Date is displayed. If

the requisition was created in Order Desk, this date is either the Sign On

Date when created or the date entered as the item date wanted.

Buyer

This field is optional. You can enter the name of the buyer or leave this

field blank. When working in the Requisition Print program

(PO/REQ/RQP), you may select to print this field.

Comment

This field is optional. You can enter any applicable comments or leave

this field blank. When working in the Requisition Print Program

(PO/REQ/RQP), you may select to print this field.

Date Ent

If you are creating the requisition now, the Sign On Date is displayed.

Press RETURN to accept this date or enter another date using the

MMDDYY or MMDDYYYY format.

Quote

Line

These fields are optional and can be left blank. If the requisition was

created through the Order Desk program, these fields are updated by the

system.

Order

Line

These fields are optional and can be left blank. If the requisition was

created through Order Desk, these fields are updated by the system.

Error Message:

Cust Order and Line Not Found...SKIP

The customer order and line number entered is not on file.


Price

If the requisition was created through the Order Desk program, this field

is automatically updated with the amount entered as the selling price.

PO Stat

This field is automatically updated with P if a purchase order is created

through the Create Preliminary Purchase Orders program (PO/CPP).

PO - 138 FPD/203


PO No.

This field is updated by the system if a purchase order is created through

the Create Preliminary Purchase Orders program (PO/CPP).

Error Message:

P.O. Found

The purchase order number entered is not found in the Purchase

Order file. Press SKIP and begin again.

Vend

This field is updated by the system if a purchase order is created through

the Create Preliminary Purchase Orders program (PO/CPP).

SELECT

Press RETURN to accept GO and enter vendor quote information. The

cursor moves to the Vendor field in the Vendor quote area (lower area)

of the screen.

To change one of the displayed entries, enter the field number.

To delete the displayed item and information, enter DE.

To exit without entering vendor quote information, press SKIP. The

cursor moves to the Item field. You can enter another item or press SKIP

again to exit completely.


changed.

Prt Status

Blank = This requisition was created through Requisitions/Vendor

Quotes Maintenance (PO/REQ/RQM) and has not been printed.

Q = This requisition was created through Order Desk (OD) and has not

been printed.

I = This requisition was created through Suggested Reorder Report

(IMR/IMRM/SRR) and has not been printed.

P = This requisition has been printed through Requisition/Vendor Quotes

Print (PO/REQ/RQR).

UM

The unit of measure defined in the Item Master Record (IM/MAI, screen

one) is displayed.

Vend

The Vendor Code displays based on the purchase order number entered

in the PO No field.

FPD/203 PO - 139


Vendor Quote Area - Entry/Inquiry Screen

Field Information

Vendor

You can request a quote on the displayed item from multiple vendors.

However, each vendor must be entered one at a time.

Enter the first vendor from whom you want to receive a quote for the

displayed item. You can indicate the vendor by name or number. If you

are unsure of the complete vendor name or number you can access the

complete list of vendors by entering the first few characters of either the

name or number and pressing the appropriate function key (F1 to access

the list based on the vendor number, F2 to access the list based on the

vendor name). Once a valid vendor is displayed, use F3 to scroll forward

and F4 to scroll back through the Vendor file. To accept the displayed

vendor, press RETURN.

Error Message:




Vendor file.

PO - 140 FPD/203


From

The default Ship-From, defined in the Vendor file (PO/VM,

AP/MAR/VM) is displayed.

Press RETURN to accept this code or enter another valid code from the

Ship-From Master File (PO/POM/SFM).

If you are unsure of the valid Ship-From Codes for this vendor, you may

access the list by entering the first character of a Ship-From Code and

pressing F1. Once a valid Ship-From Code displays, use F3 to scroll

forward and F4 to scroll back through the list. Once you locate the

desired Ship-From Code, press RETURN.


Error Message:


Either an invalid Ship From was entered or the wrong function key

was pressed.


Enter Function A - Add, B - Build RFQ Entry, C - Change/Delete, SKIP to

Exit

A = You have already received the quote from the vendor. The cursor

moves through each field so that you can enter the appropriate

information. If you have not sent out requests for quotes yet, use option

B or exit at this time.

B = You want to build a Request For Quote (RFQ). This option builds an

entry that will produce requests for quote letters when the

Requisitions/Vendor Quotes Print program (PO/REQ/RQP) is run for all

eligible or for a range of two or more. When this option is selected, the

following fields are automatically updated by the system: Rate, Cost,

Um, Quote Date, Delivery Date, and Close Date, and the cursor moves

directly to the SELECT field. If you use option B now, you will use

option C when you enter the information received from your vendor.

C = Change or delete existing quote information. The cursor moves to

the Line field.

Enter the line number assigned to this vendor for the item on this

requisition. The vendor information previously entered is displayed and

the cursor moves to the SELECT field.

The cursor moves through the following fields if you selected option

A.

Quote

This field is optional. You can enter the vendor quote number or leave

this field blank.

FPD/203 PO - 141


Quantity

The quantity entered in the Requisition area is displayed. If this is the

quantity on which this vendor quoted you, press RETURN to accept the

number. If this is not the quantity on which this vendor quoted you,

change the number and press SKIP.

Curr Code

If the vendor will be quoting you prices in a foreign currency, enter the

currency code. This must be a valid Currency Code in the System Code

Master File (SYCD) - Record Type CU.

IMPORTANT: If you are creating POs from this quote, you must leave

this field blank.

Rate

The exchange rate defined in the System Master File for this code is

displayed.

Cost

Enter the cost (.01 - 9999999.9999) of the item per the unit of measure.

UM

The unit of measure in the Item Master Record (IM/MAI) is displayed.

If this is the unit of measure on which the item was quoted, press

RETURN to accept it.

If this is not the unit of measure on which the item was quoted, change it

and press SKIP.

Comment

This field is optional. You can enter a comment of up to 30 characters or

leave this field blank and press SKIP.

Quote Date

The sign-on date is displayed. Press RETURN to accept this date or

change the quote date using the MMDDYY or MMDDYYYY format.

Del Date

The sign-on date is displayed. Press RETURN to accept this date or

change the delivery date using the MMDDYY or MMDDYYYY format.

This is the delivery date as per the vendor.

Effect Days

Enter the number of days this quote is effective. The close date is

calculated based on this entry. If this field is left blank, the close date

becomes the same date as the Quote Date.

PO - 142 FPD/203


Close Date

This date is calculated by adding the number in the Effect Days field to

the date in the Quote Date field. The Close Date can be changed by

editing either the entry in the Quote Date field or the entry in the Effect

Days field.

PO Status

Enter P or leave this field blank and press SKIP.

Entering P in this field flags the vendor quote as preferred so that a

purchase order is created next time the Create Preliminary Purchase

Orders program (PO/CPP) is run.

Save Flag

Y = the vendor quote is saved when the Requisitions Vendor Quote

Delete program (PO/REQ/RQD) is run, regardless of the date in the

Close Date field.

Select


To accept the quote information as displayed, press SKIP. The cursor

returns to the Quote field.

If this vendor has quoted you on different quantities for this item, enter

another line on this quote with the information on the next quantity.

If you do not have more quote information to enter for this vendor, press

CMD while the cursor is in the Quote field.

Continue to press CMD until you reach the desired field or you exit the

program.

Line

The cursor moves to this field only if you selected option C.

Enter the line number on the quote that you want to change or delete.

If you are unsure of the line number, enter one digit and press F1 to

access the list of line numbers. Once a valid line number displays, press

F3 to scroll forward and F4 to scroll back through the list. As you scroll

through each of the lines, the quote information is displayed. To accept

the displayed line, press RETURN.

Once a valid line number is accepted, the cursor moves to the SELECT

field.

FPD/203 PO - 143


Requisitions/Vendor Quotes Inquiry (PO/REQ/RQI)

The Requisitions/Vendor Quotes Inquiry program is used to display requisition

and vendor quote information for a specific item and warehouse. The

Requisitions/Vendor Quotes Inquiry program can also be accessed through the

Part Inquiry program (PI).

Once the item is entered, all requisitions for the item are displayed in the

Requisition Inquiry Screen. You can display all vendor quotes or specific vendor

quotes for a requisition.

The information displayed in each screen is from the Requisitions/Vendor Quotes

File (PO/REQ/RQM). No changes can be made through this program. Some of

the information can be changed through the Requisitions/Vendor Quotes

Maintenance program (PO/REQ/RQM). See the Requisitions/Vendor Quotes

Maintenance (PO/REQ/RQM) section of the manual for detailed information.


PO - 144 FPD/203


Field Explanation

Whse

Enter the warehouse number from which to display requisition and

vendor quote information for a specific item.


Item

Enter the item for which to display requisition and vendor quote

information. You can enter an inventory item or a non-inventory item. If

you are entering an inventory item, you may enter the FASPAC item

number, shortname, Description Code, or cross-reference number.



and press F2. Once a valid item is displayed, use F3 to scroll forward and

F4 to scroll back through the list. Once you locate the desired item, press

RETURN.


to enter an exclamation mark (!) before the number.

If you want to enter a non-inventory item, remember to enter an asterisk

(*) before the number.

Once an item is entered, all requisitions on file for the item and

warehouse display.

SELECT

The function keys can be used to scroll through the displayed list of

requisitions.

F3 = Scrolls forward through the list.

F1 = Redisplays the list from the beginning.

Once the desired requisition is located, enter the number in the SELECT

field. The Vendor Quote Inquiry screen (screen two) displays so that you

can view the vendor quotes for this requisition.

To view the vendor quotes of all displayed requisitions, leave this field


See the following pages for information on the Vendor Quote Inquiry

screen.

FPD/203 PO - 145

REQUISITIONS/VENDOR QUOTES INQUIRY (PO/REQ/RQI)


Field Explanation

SELECT

The function keys can be used to scroll through the list of vendor quotes

and display additional information.

F3 scrolls forward through the list.

F1 redisplays the list of vendor quotes from the beginning.

F8 allows you to display the cost per unit of measure (UM) or the cost

per pound (LB). If the cost per UM is currently displayed, pressing F8

will display the cost per LB. If the cost per LB is currently displayed,

pressing F8 will display the cost per UM.

To return to the Requisition Inquiry screen (screen one), press SKIP.

PO - 146 FPD/203


Status Codes—Purchase Orders

There are four status codes associated with purchase orders. These status codes

are updated by the system and they are:

• New—Only the purchase order header was created - no detail line items

have been added to the purchase order.

• Open—Receiving has not been done on any of the line items on this

purchase order.

• Partial Rec’d—Receiving has been done on one or more line items. If all

balances are 0, the incorrect method to exit the RPO program was used.

• Complete—Lines on this purchase order have been received, and the

balance of the purchase order was REC or CAN.

Status Codes—Printed Purchase Orders

• Duplicate—This purchase order has been previously printed.

• Heading Change—Changes were made to the header through the

Maintenance program (PO/PM).

• Line Change—Information on one or more line items was changed

through the Line Maintenance program (PO/PL). If a heading change and

a line change are made, only the Line Change status code prints.

FPD/203 PO - 147

REQUISITIONS/VENDOR QUOTES INQUIRY (PO/REQ/RQI)

Requisitions/Vendor Quotes Print (PO/REQ/RQP)

The Requisitions/Vendor Quotes Print program prints requests for vendor quotes

in letter format. When vendor responses are received, the information can be

quickly entered through the Vendor Quote Maintenance program

(PO(/REQ/VQM).

Vendor quote requests can be printed for all eligible requisitions or for a specific

range of requisition numbers only. An eligible requisition has not had a request

for a quote letter printed. See the Requisitions/Vendor Quotes Maintenance

(PO/REQ/RQM) section of the manual for more information on Request For

Quote (RFQ) Entries.

If you are printing letters for all eligible or a range of two or more requisition

numbers, two requests are generated:

one without vendor name and address information, all items included; quantity

printed is the requisition quantity.

one for each vendor entry made through one of the Requisition/Vendor Quote

Maintenance programs (PO/REQ/RQM, PO/REQ/VQM); only line items without

a cost or quote number are included; quantity printed is the vendor quantity. If

the vendor quantity is zero, the requisition quantity is used.

If you are printing letters for a specific requisition number, two requests are

generated:

• one without vendor name and address information; all items included;

quantity printed is the requisition quantity.

• one for each vendor specified; all items included; quantity printed is the

requisition quantity.

You can include or exclude your company address on the requisitions. If your

system includes the Fax Modem module, requisitions can be faxed directly to

your vendor in addition to or instead of printing them. If printed without vendor

information, the same request for quote letter can be faxed to different vendors. If

you select to print your company address, the warehouse address from the

Warehouse File (PO/POM/WAM) is used. If no warehouse address is defined in

the Warehouse File, the company address from the System File (SYS/CIS) is

used.

You are given the option of including FASPAC item numbers, comments and

notes. The notes print after the item description.

PO - 148 FPD/203



Field Explanation


Y = Continue in this program.

N = Exit the program.

Whse

Enter the warehouse number in which the requisitions are located.

To include requisitions in all warehouses, leave this field blank and press

SKIP.


Date


enter another date using the MMDDYY or MMDDYYYY format. This

date prints on the request letters.

Print To (P/X/E/D)

P = Print the request letters on plain paper only.

X = Fax the request letters only.

Note: The fax option is available only if your system includes the Fax

Modem module.

FPD/203 PO - 149

REQUISITIONS/VENDOR QUOTES PRINT (PO/REQ/RQP)

E = Send the request letters to the vendor’s e-mail address specified in

POM/SFM or AP/MAR/VM. If an e-mail address cannot be found, you

are prompted to enter one.

D = Send the request letters to the Default output devices specified in

POM/SFM or AP/MAR/VM. If output devices have not been specified,

you are prompted to enter one or more.


E-mail.

Print Your Company Address? (Y/N)

Y = the warehouse address prints if it is defined in the Warehouse File

(PO/POM/WAM), otherwise, the company address defined in the System

File (SYS/CIS) is used.

N = No address is printed on the letter.

Default Salutation

This name prints only if the vendor does not have a contact defined in the

Vendor file (PO/VM, AP/MAR/VM) or if you are printing without

vendor information.

Default Signed By

The characters entered in this field print only if the Buyer field in the

requisition is blank. If you do not want a default name to print, leave this

field blank and press RETURN

Print FASPAC Item Number? (Y/N)

Y = Print the FASPAC Item Number above Item Description.

N = Do not include FASPAC Item number.

Print Comment? (Y/N)

Y = Print the comment entered for the item in the Maintenance programs

(PO/REQ/RQM, PO/REQ/VQM).

N = Do not print any comments on the letter.

Print Notes? (Y/N)

Y = Print the purchase order notes entered for this item in Order Desk

(OD).

N = Do not print notes for this item.

Note: The notes print after the item description.

PO - 150 FPD/203


Internal External, or Both? (I/E/B)

This field is available only if you selected to print notes (Y entered in the

field above).

I = Print internal notes only.

E = Print external notes only.

B = Print both, internal and external notes.

Print All Eligible Orders?

Y = Print request letters for all eligible requisitions.

N = Specify a range of requisition numbers for which to print request

letters.

From Req No

Thru Req No

These fields are displayed only if you are printing the letters for a

RANGE of requisition numbers.

Enter the range of requisition numbers for which to print quote request

letters.

To print letters for one requisition number only, enter the same

characters in both fields.


Y = Print the request letters as specified.

N = Exit the program without printing the request letters.

Want a Test Pattern? (Y/N)

Y = Print a test pattern before printing the letters.

N = Print the letters immediately, without printing a test pattern first.

One copy of each request prints without a vendor name and address. This

copy should be retained for your files. Once the system has finished printing,

the first requisition number is displayed and the cursor moves through the

following two fields.

Print For Vend

Specify the name of the vendor to be printed on the displayed request.

You can access the Vendor file by entering the first few characters of the

vendor name or number and pressing the appropriate function key. Once

a valid vendor is displayed, press F3 to scroll forward through the list,

and F4 to scroll back through the list. To accept the displayed vendor,

press RETURN.

To print another copy of this request without a vendor name and address,

press SKIP.

To exit, press CMD.

PO - 151 FPD/203


Ship From

The default ship from address in the Vendor Master File is displayed.

You can accept this address or enter another valid ship from address.

At Fax Number

This field is displayed only if you selected to fax the requests to your

vendors.

The fax number in the Ship From Record (PO/POM/SFM) is displayed.

Press RETURN to accept this number or enter another number.

Sending Fax To

This field is updated by the system and cannot be changed.

The name of the vendor to whom the requisition is being faxed.

Sample Quote Request

PO - 152 FPD/203


Requisition No. 00743 Page 1

BEST FASTENERS, INC.20TH ANNIVERSARY **1976-1996**

2950 NATIONAL AVENUESAN DIEGO, CA 92113619-231-5966 Fax - 619-231-7528

JUL 25, 1996

Dear :

Please quote price and delivery on the following items:

Quantity Item Date Required

80 50C200HCSZ 08/07/951/2-13 X 2 HEX C/S SILI BRNZ

80 50CNFHZ 08/07/951/2-13 FINISHED HEX NUT SILI BRNZ

In reply please refer to requisition number 00743. Thank you.

BEST FASTENERS, INC.

Requisitions/Vendor Quotes Listing(PO/REQ/RQL)

The Requisitions/Vendor Quotes Listing program produces a listing that is useful

in tracking requisitions and vendor quotes.

The listing can be printed in requisition number, item or customer sequence. All

or a range of the selected sequence can be printed. The listing can also be printed

for all or a range of dates, in one or all warehouses. The cost per unit of measure

or per pound prints for each item.


Field Explanation

WHSE

Enter the warehouse number from which to print a list of requisitions and

vendor quotes.

To include requisitions in all warehouses, leave this field blank and press

SKIP.


FPD/203 PO - 153

REQUISITIONS/VENDOR QUOTES LISTING (PO/REQ/RQL)

Print By Req, Item or Customer? (R/I/C)

Select the sequence in which to print the listing.

C = Print the listing in customer number sequence.

I = Print the listing in FASPAC item number or Description Code

sequence.

R = Print the listing in requisition number sequence.

Print For All Requisitions?/Items?/Customers? (Y/N)

Y = Print the listing for all requisition numbers, item numbers, or

customers in the file.

N = Specify a range of requisition numbers, item numbers, or customers

to include on the listing.

Print From Requisition/Print From Item/Print From Customer

To Requisition/Item/Customer


Requisitions/Items/ Customers field.

Enter the range of requisition numbers, item numbers, or customer

numbers (depending on the sequence selected) to include on the listing.

Note: If printing in Req sequence, enter up to 6 alphanumeric characters;

if printing in Item sequence, enter up to 30 alphanumeric characters; if

printing in Customer Number sequence, enter up to 5 alphanumeric

characters.

Print For All Dates? (Y/N)

Y = Include all specified requisitions, regardless of the date.

N = Include only those requisitions that have a specific date.

Print From Date

To Date


Dates field.

Enter the range of dates to include on the listing. You must enter each

date in the MMDDYY or MMDDYYYY format. Only those requisitions

that have a date that falls into the range specified in these fields will be

included on the listing.

Print Cost/LB or Cost/UM? (L/U)

Select the cost to include on the listing.

L = Print the cost per pound of each item.

U = Print the cost per UM of each item.

PO - 154 FPD/203


Note: The cost per pound prints only if the weight is defined in the Item

File (IM/MAI).

Print Notes? (Y/N)

Y = Include notes on the listing.

Print Internal, External Or Both? (I/E/B)

This field is displayed if you entered Y in the previous field.

I = Print only internal notes.

E = Print only external notes.

B = Print both internal and external notes.

Do You Want To Continue?

Y = Print the listing as specified.

N = Exit the program without printing the listing.

FPD/203 PO - 155

REQUISITIONS/VENDOR QUOTES LISTING (PO/REQ/RQL)

Sample Report

PO - 156 FPD/203



RUN ID: RQL REQUISITION QUOTE LISTING 07/25/96

RUN BY: WPD BY REQUISITION 15:56:07 03/25/97

WH REQ CUST

ITEM DESCRIPTION QTY PRICE UM PRT ST

ENTERED WANTED BY CHG BUYER QUOTE ORDER P.O. VEND COMMENT PO ST

VEND SHIP LINE QUOTED DELIVERY CLOSE QTY COST UM CURR RATE VQUOTE BY PRT PO COMMENT

================================================================================================================================

01 00743 230 INVALID CUSTOMER

50C200HCSZ 1/2-13 X 2 HEX C/S SILI BRNZ 80 122.00 C P

08/07/95 08/07/95 TLO 09126/001

STAR 01 001 08/07/95 08/07/95 08/07/95 80 61.0000 C TLO QUOTED BY RITA

50CNFHZ 1/2-13 FINISHED HEX NUT SILI BRNZ 80 .00 C P

08/07/95 08/07/95 TLO 09129/002

STAR 01 001 08/07/95 08/07/95 08/07/95 80 19.0000 C TLO

STAR 01 002 08/07/95 08/07/95 08/07/95 80 19.0000 C TLO

01 01656 STOCK

50C125HCS8Y 1/2-13 X 1 1/4 HEX C/S GR 8 ZINC II 100 .00 C P

02/27/96 02/27/96 TLO TERRI

50C200HCS8Y 1/2-13 X 2 HEX C/S GR 8 ZINC II 50 .00 C P

02/27/96 02/27/96 TLO TERRI


02/27/96 02/27/96 TLO TERRI


02/27/96 02/27/96 TLO TERRI

01 02030 STOCK

4C37KFCS 4-40 X 3/8 FLAT SOCKET C/S 18-8 S/S 2000 .00 C P

05/15/96 05/16/96 TLO TERRI

8C37KFCS 8-32 X 3/8 FLAT SOCKET C/S 18-8 S/S 5000 .00 C P

05/15/96 05/16/96 TLO TERRI

2NLOCS #2 SPLIT LOCKWASHER 18-8 S/S 30000 .00 C P

05/15/96 05/16/96 TLO TERRI

2C18MPFS 2-56 X 3/16 PHIL FLAT M/S 18-8 S/S 10000 .00 C P

05/15/96 05/16/96 TLO TERRI


05/15/96 05/16/96 TLO TERRI


05/15/96 05/16/96 TLO TLO TERRI


05/15/96 05/15/96 TLO

8C25MPFS/UC 8-32 X 1/4 PHIL FLAT M/S UNDERCUT 18-8 S/S 10000 .00 C P

05/15/96 05/16/96 TLO TERRI


05/15/96 05/16/96 TLO TERRI


05/15/96 05/16/96 TLO TERRI

8C125MPFS 8-32 X 1 1/4 PHIL FLAT M/S 18-8 S/S 500 .00 C P

05/15/96 05/16/96 TLO TERRI

10F62MPFS 10-32 X 5/8 PHIL FLAT M/S 18-8 S/S 5000 .00 C P

05/15/96 05/16/96 TLO TERRI

10F75MPFS 10-32 X 3/4 PHIL FLAT M/S 18-8 S/S 5000 .00 C P

05/15/96 05/15/96 TLO

2C37MPPS 2-56 X 3/8 PHIL PAN M/S 18-8 S/S 5000 .00 C P

05/15/96 05/16/96 TLO TERRI


05/15/96 05/16/96 TLO TERRI


Requisitions/Vendor Quotes Delete(PO/REQ/RQD)

The Requisitions/Vendor Quotes Delete program is used to delete vendor quotes

that are not flagged to be saved and that have a close date equal to or prior to the

date specified. In order to delete a vendor quote that is flagged to be saved, you

must change the flag in the Requisitions/Vendor Quotes Maintenance program

(PO/REQ/RQM).

If all vendor quotes on a requisition are deleted, the requisition is also deleted. If

a requisition has no vendor quotes, it can not be deleted through this program.

You must use the Requisitions/Vendor Quotes Maintenance program

(PO/REQ/RQM).


Field Explanation

Delete Thru Closed Date

The sign on date is displayed.

Press RETURN to accept this date or enter another date in the

MMDDYY or MMDDYYYY format. Only those vendor quotes that

have a close date that is before or equal to the date entered in this field

will be deleted.

To exit the program without deleting any vendor quotes, press SKIP

while the cursor is on the first character.

FPD/203 PO - 157

REQUISITIONS/VENDOR QUOTES DELETE (PO/REQ/RQD)

Continue? Y

Y = Delete all vendor quotes that are not flagged to be saved and that

have a close date equal to or prior to the date entered in the field above.

If all vendor quotes for a requisition are deleted, that requisition is also

deleted.

N = Exit the program without deleting any vendor quotes.

PO - 158 FPD/203


Inquire By Requisition Number (PO/REQ/RQRR)

The Inquire By Requisition Number program displays the list of requisitions

created during a specific time period. You must specify the date range and the

warehouse in which to locate the requisitions.

Requisitions created within the specified time period display in item number

sequence.


Field Explanation

Whse

Enter the warehouse number from which to display the list of

requisitions. A valid warehouse number must be entered.


Error Message:

Invalid Warehouse Number. SKIP

The warehouse number entered has not been set up as a valid system

warehouse.

Press SKIP to acknowledge this message and enter a valid

warehouse number.

FPD/203 PO - 159

INQUIRE BY REQUISITION NUMBER (PO/REQ/RQRR)

The following two fields are used to select the date range from which

to display the list of requisitions.

From Date


enter another date using the MMDDYY or MMDDYYYY format.

To begin displaying the list with the first requisition in the file, press

SKIP while the cursor is on the first character in the field (00/00/00

displays).

Thru Date

The date entered in the From Date field is displayed. If you want to

display the list of requisitions created on this day only, press RETURN

to accept the displayed date, otherwise enter the date with which to end

the date range (using the MMDDYY or MMDDYYYY format).

To end the list with the last requisition in the file, press SKIP while the

cursor is on the first character in the field (99/99/99 displays).

Once a valid entry is made in this field, the list of requisitions is

displayed and the cursor moves to the SELECT field.

SELECT

To display the list of requisitions for a specific item, enter the

corresponding line number. See Screen 2 below.

F1 = Redisplays the list from the beginning. This function can only be

used if F3 was previously used to scroll through the list.

F3 = Scrolls forward through the list of requisitions.

To return to the Whse field, leave this field blank and press SKIP. Once

at the Whse field, you may begin again or exit the program completely

by pressing SKIP again.

PO - 160 FPD/203



Field Explanation

SELECT

To display vendor quote information for a specific requisition, enter the

number.

To view vendor information for all displayed quotes, press SKIP. See

Screen 3 below.

F1 = Re-displays the list of requisitions from the beginning.

CMD = Returns the cursor to screen one.

FPD/203 PO - 161

INQUIRE BY REQUISITION NUMBER (PO/REQ/RQRR)

Entry/Inquiry Screen Three

Field Explanation

SELECT

F8 = toggles between displaying the cost per UM and the cost per pound.

Press SKIP to return to screen two.

PO - 162 FPD/203


Requisitions/Vendor Maintenance (PO/REQ/VQM)

The Requisitions/Vendor Maintenance program is used to quickly enter the

vendor response information received from the request for quote letters generated

through the Requisitions/Vendor Quotes Maintenance program (PO/REQ/RQM).

This program can also be used to quickly change the PO Status Code so that

purchase orders can be created through the Create Preliminary Purchase Orders

program (PO/CPP).

To enter vendor quote information, enter the requisition number followed by the

vendor, the quote number, the quote date, the delivery date, and the effective

days. Once this information has been entered, the first item on the requisition

displays so that cost, comment and PO Status information can be entered.

Cost, comment and PO Status information should be entered for each item on the

requisition as the item is displayed. The cursor automatically moves through each

of these fields. You can change the date entered in the quote date, delivery date,

and effective days fields by selecting the appropriate field.


Field Explanation

Whse

Enter the warehouse number in which to add or edit the vendor quotes. A

valid warehouse number must be entered.


FPD/203 PO - 163

REQUISITIONS/VENDOR MAINTENANCE (PO/REQ/VQM)

Req. No.

Enter the requisition number on which to add or edit the vendor quotes.

Error Message:

Requisition Not On File...SKIP

The requisition number entered is not in the Requisition File.

Press SKIP to acknowledge the message and begin again.

Vendor

Enter the vendor the quote is from.

If you are unsure of the complete vendor name or number, you can

access the list of vendors by entering the first few characters of either the

name or number and pressing the appropriate function key (F1 to access

the list based on the vendor number, F2 to access the list based on the




Error Message:



pressed, or the end of the file was reached while scrolling through

the Vendor file.


From

The default Ship-From, defined in the Vendor Record (PO/VM, PO/PM,

SFM, AP/MAR/VM) is displayed.

You can accept the displayed code by pressing RETURN or enter

another valid Ship-From Code for this vendor. If you are unsure of the

valid Ship-From Codes for this vendor, you can access the list by

entering the first character of a code and pressing F1. Once another valid

Ship-From is displayed, press F3 to scroll forward and F4 to scroll back

through the list. “End Of File” displays when you have reached the last

code in the file.

To accept the displayed Ship-From Code, press RETURN.

Error Message:


Either an invalid Ship From Code was entered or the wrong function

key was pressed.


PO - 164 FPD/203


Quote

Enter the quote number you are entering/editing.

Quote Date

The sign on date is displayed. If this is the date on the quote, accept it by

pressing RETURN. If not, enter the date in the MMDDYY or

MMDDYYYY format.

Del Date

The date entered in the Quote Date field is displayed. If this is the

delivery date on the quote, accept it by pressing RETURN. If not, enter

the date in the MMDDYY or MMDDYYYY format.

Effect Days

Enter the number of days this quote is in effect. The Close Date is

calculated based on this entry. If this field is left blank, the Close Date is

calculated to be the same date as the Quote Date.

Note: The requisition item automatically is displayed once this field

entry is accepted. Double check to make sure you are entering the vendor

quote information for the correct item.

If you are entering New vendor quote, the cursor moves through each

of the following fields.

If you are editing an existing vendor quote, the cursor moves directly to the

SELECT field.

Cost

Enter the cost (up to 999999999.99) of the item per the unit of measure.

Note: If the Vendor Record (for the specified vendor) is flagged to use a

Vendor Price Table, the Vendor Pricing displays. You can accept this

price or enter a new one.

UM

The unit of measure from the Item Master Record (IM/MAI, screen one)

is displayed. If this is the unit of measure on which the item was quoted,

press RETURN to accept it. If not, enter the appropriate unit of measure.

Comment

This field is optional. You can enter any comments/notes you want to

record with this quote, or leave this field blank and press SKIP.

FPD/203 PO - 165

REQUISITIONS/VENDOR MAINTENANCE (PO/REQ/VQM)

PO Status

You can enter P or leave this field blank. Entering P in this field flags

this vendor quote as preferred, so that a purchase order is created the next

time the Create Preliminary Purchase Orders program (PO/CPP) is run.

Qty

The quantity entered in the Requisition area (first section) of the

Requisitions/Vendor Quotes Maintenance screen (PO/REQ/RQM) is

displayed.

Select


To accept the vendor quote information as displayed, leave this field

blank and press CMD. The cursor returns to the Vendor field. At this

point, you may enter/edit another vendor quote or press SKIP to exit the

program.


changed.

Item

The items and their descriptions originally entered on this requisition

display after an entry has been made in the Effect Days field.

Line

The system assigns a line number to each vendor quote on a requisition.

Pr Status

blank = A request for quote letter has not bee printed for this vendor.

P = A request for quote letter has been printed through the


PO - 166 FPD/203


Miscellaneous (POM)

Ship From Maintenance (PO/POM/SFM)

Use the Ship From Maintenance program to add, modify, or delete the Ship From

record of a PO vendor. The Ship From Maintenance program can be accessed

directly or from Vendor Maintenance (PO/VM or AP/MAR/VM). Each record

consists of two screens.

The first screen displays vendor information. You assign the ship-from address

number and enter the address information.

The second screen contains information for printing, faxing, or emailing purchase

orders, blanket purchase orders, and vendor requisitions. Display it by pressing

F5. For more information about faxing, see Faxing Documents below.

A PO vendor often has one remit-to address and one or more ship-from

addresses. In this situation, the Vendor Record must be set up in Vendor

Maintenance using the remit-to address and each ship-from address must be set

up through Ship From Maintenance (either directly or through Vendor

Maintenance). If a vendor has more than one remit-to address, a Vendor Record

must be set up for each address in the Vendor file. The Ship From used most

often should be entered as the default in Vendor Maintenance.

All of the ship-from addresses are available for use in Purchase Order Entry

(PO/PE) and Purchase Order Inquiry (PO/INQ).

Default Fax or Email Information

When you fax or email a purchase order or blanket purchase order, the system

checks for default fax information in the following order:

• Vendor Ship From Maintenance (PO/POM/SFM) screen two is checked

first.

• If nothing is found in screen two, it checks PO/POM/SFM screen one.

• If nothing is found in PO/POM/SFM, it then checks Vendor Maintenance

(AP/MAR/VM) screen three.

• If nothing is found in AP/MAR/VM screen three, it checks the purchase

order or blanket purchase order for the contact.

• If nothing is found in the purchase order, it checks AP/MAR/VM screen

one.

• If no entries are found in AP/MAR/VM screen one, you are prompted for

the required information when you fax the document.

FPD/203 PO - 167

SHIP FROM MAINTENANCE (PO/POM/SFM)

When you fax or email a vendor requisition, the system checks for default fax

information in the following order:

• Vendor Maintenance (AP/MAR/VM) screen three is checked first.

• If nothing is found in AP/MAR/VM screen three, it checks AP/MAR/VM

screen one.

• If nothing is found in AP/MAR/VM screen one, it looks for the

requisition’s default salutation.

• If the requisition’s default is not found, you are prompted for the required

information when you fax the document.


Field Explanation

Vend

Enter the vendor number for which to create, edit, or delete a Ship From

Code. If you are unsure of the complete vendor number you can access

the list of vendors by using the function keys or the Look-Up function

(CMD-L).

To access the list of vendors using the function keys, enter the first few

characters of the vendor name or number and press the appropriate

function key. Once a valid vendor is displayed, use F3 to scroll forward




PO - 168 FPD/203

MISCELLANEOUS (POM)

Error Messages:

End of File. . .SKIP

The end of the Vendor file was reached while scrolling.


Invalid Entry or Function. . .SKIP

An invalid Vendor Code was entered or the wrong function key was

pressed.


From

Enter the Ship-From Code you want to create, edit, or delete. If you enter

a Ship From that is already on file, the appropriate information is

displayed and the cursor moves directly to the SELECT field. If the Ship

From is not already on file, the cursor moves through each of the

following fields so that the current information can be entered.

Is This A New Ship-From? (Y/N)

This field is displayed only if the Ship From Code entered in the field

above is not in the Ship From Master File.

Y = Set up this code as a valid Ship From Code for the displayed vendor.

N = Return the cursor to the From field. The information in the Vendor

file is displayed in the lower half of the screen. As the cursor moves

through each of the following fields, you can accept the displayed

information or change it.

12 Name

The vendor’s name is displayed.

13 Addr

14 Addr

15 Addr

16 Addr

Enter the ship-to address of the vendor.

Only the information in the first two fields will print on the purchase

orders. The information entered in the last two fields is for internal

reference only.

17 City

Enter the name of city.

State



Press SKIP to leave this field blank.

FPD/203 PO - 169


18 Zip

Enter the zip code. Do not enter the dash. The system does this

automatically.

Country

Enter a valid Country Code, defined in the System Code Master File

(SYCD) - Record Type CT.


19 Remarks

Enter any remarks/comments you want to record for this ship-from

address or leave this field blank and press SKIP.

32 Phone1

Enter the primary phone number, including the dashes (for example,

619-555-1212).

33 Phone2

Enter the alternate phone number, including the dashes (for example,

619-555-1212).

34 Contact

Enter the name of your contact.

35 Fax

Enter the fax number, including the dashes (for example, 619-555-1212).

36 Fob

This entry must be a valid Fob Code from the System Code Master File

(SYCD). You can access the list of valid Fob Codes by using the Look

Up function.

Press CMD-L (Look Up). Once the list is displayed, use the arrow keys

to move up and down the list.

Press RETURN to accept the highlighted Fob Code.


Error Message:

Invalid Code

The entered code is not in the System Code Master File (SYCD).

Enter a valid Fob Code, select from a list by pressing CMD-L, or

press SKIP to leave this field blank.

PO - 170 FPD/203

MISCELLANEOUS (POM)

37 Ship Via

The Ship Via code defines the method of shipping. This entry must be a

valid Ship Via Code from the System Code Master File (SYCD).

You can access the list of valid Ship Via Codes by using the Look Up

function.

Press CMD-L (Look Up). Once the list is displayed, use the arrow keys

to move up and down the list.

Press RETURN to accept the highlighted Ship Via Code.


Error Message:

Invalid Code

The entered code is not in the System Code Master File (SYCD).

Enter a valid Ship Via Code, select from a list by pressing CMD-L,

or press SKIP to leave this field blank.

38 Frt Chgd

Y = Freight is to be charged for this vendor.

Null or spaces mean N.

This is the default for each line entered on a PO or WIP order, and can be

changed.

If this field is blank, the flag set in AP/MAR/VM will be used.

SELECT

Enter the line number of the field entry you want to change. You can

only change the Ship From information (in the lower half of the screen).

The fields in the upper half of the screen cannot be modified.

To delete the displayed ship-from information, enter DE.

To exit the program, press CMD. You can select to quit with or without

updating the new or modified information.

FPD/203 PO - 171



Field Explanations

DOCUMENT

The types of FASPAC documents that can be faxed: purchase orders,

blanket purchase orders, and vendor requisitions.

The following fields apply to each of these documents.

CONTACT/E-MAIL

Enter the default name that will be used in the Attention field on the

document and cover sheet.

Enter the default E-Mail address that will be used for the document.

Note: You may need additional configuration to set up your E-Mail

system to use this feature.

FAX NUMBER

Enter the default fax number for the document.

OUTPUT TYPE

Enter from one to five output types for each document.

F = Form

P = Plain Paper

X = Fax

M = Mailer

E = E-Mail

PO - 172 FPD/203

MISCELLANEOUS (POM)

Ship From Listing (PO/POM/SFL)

The Ship From Listing program prints a list of Ship From Records for all or a

range of vendors. The Ship From Listing can be printed in vendor number or

shortname sequence.

The information printed for each vendor includes: the Vendor Code and the name

and address information entered in Vendor Maintenance (PO/VM,

AP/MAR/VM) and each Ship From Record in the Ship From File

(PO/POM/SFM).


Field Explanation

Print For All Vendors? (Y/N)

Y = Print the Ship From Listing for all vendors in the Vendor Master

File.

N = Specify a range of vendors for whom to print the Ship From Listing.

Print in Number or Shortname Sequence? (N/S)

Select the sequence in which to print the listing.

N = Print the Ship From Listing in vendor number sequence.

S = Print the Ship From Listing in vendor shortname sequence.

FPD/203 PO - 173

SHIP FROM LISTING (PO/POM/SFL)

From Number/ Shortname

Thru Number/Shortname


Vendors field.

Enter the range of vendor numbers or shortnames (depending on the print

option selected) to include on the Ship From Listing.

To print the listing for one vendor only, enter the same characters in both

fields.


Y = Print the Ship From Listing as specified.

N = Exit the program without printing the Ship From Listing.

Sample Report

PO - 174 FPD/203

MISCELLANEOUS (POM)


RUN ID: SFL VENDOR SHIP-FROM LISTING 07/25/96

RUN BY: WPD 16:41:49 03/25/97

VEND NAME ADDRESS 1 ADDRESS 2 FOB

SHIP PHONE 1 PHONE 2 ADDRESS 3 ADDRESS 4 SHIP VIA

CONTACT FAX CITY ST ZIP COUNTRY REMARKS

================================================================================================================================

SP SIERRA PACIFIC SUPPLY CO. 1801 WEST EL SEGUNDO BLVD. S SHIPPING POINT

213-636-2431 310-638-9318 U UPS

LES 310-638-8105 COMPTON CA 90222 ORDERS WILL GO ON HOLD AT 45 DAYS

A&J A & J FORKLIFT & EQUIPMENT BROKERS 11425 WOODSIDE AVENUE, STE B

619-562-6862

562-4054 SANTEE CA 92071-4725

ADP AUTOMATIC DATA PROCESSING DEPT 701

714-228-4051

RITA RIGGS DENVER CO 80271-0701 USA 00070-703197

ALL ALL ELECTRONICS HARDWARE, INC. 90 NORTH LIVELY BLVD S SHIPPING POINT

800-778-7234 708-290-1757 U UPS

TED 800-832-9234 ELK GROVE VILL IL 60007-1317

B&B B & B SPECIALTIES, INC 4321 E. LA PALMA AVENUE S SHIPPING POINT

714-993-1600 U UPS

714-993-0119 ANAHEIM CA 92807-1887 ACCOUNTING FAX 714/993-7607

B&G B & G MANUFACTURING COMPANY P.O. BOX 8500 S-1865 S SHIPPING POINT

800-456-6870 T TRUCK LINE

JEAN/EMILY 503-286-1629 PHILADELPHIA PA 19178 MOST ORDERS THROUGH PORTLAND OREGON

B&G B & G MANUFACTURING COMPANY S SHIPPING POINT

01 800-456-6870 T TRUCK LINE

JEAN/EMILY 503-286-1629 PORTLAND OR USA

B&G B & G MANUFACTURING COMPANY 3067 UNIONVILLE PIKE S SHIPPING POINT

02 215-822-1925 T TRUCK LINE

215-822-1006 HATFIELD PA 19440 USA

BEK LEVEL 1 FASTENERS 300 THIRD AVENUE S SHIPPING POINT

304-697-2323 304-697-2326 U UPS

HUNTINGTON WV 25701 USA

DIX DIX INDUSTRIES, INC. 2720 N. ONTARIO STREET S SHIPPING POINT

818-848-7211 U UPS

818-848-2967 BURBANK CA 91504 USA

DMV DEPARTMENT OF MOTOR VEHICLE RENEWAL P. O. BOX 942894

SACRAMENTO CA 94294-0300

EDD STATE OF CALIFORNIA

Warehouse Address Maintenance (PO/POM/WAM)

Use this program to add, modify, and delete your Warehouse records. Because

other FASPAC programs use the Warehouse records, the information must be

correct.

Before using this program, each warehouse number must first be identified in

System Code Maintenance as Record Type WH.

If the System file (SYS/POS) is flagged to use the warehouse address, the

address in the Warehouse file prints on purchase orders. The System Master file

can also be flagged to print your company address or no address at all. See the

System Maintenance Reference Manual in Volume 5 for more information.

If you are setting up a new warehouse, first specify the warehouse number in

SYCD. Then use the Warehouse Address Maintenance program to record the

information specific to the warehouse. Finally, use the Warehouse Control

Specifications (SYS/WCS) program to specify the options that you want to apply

to the warehouse.

You can choose a Pick List Printer per warehouse, printing either directly to a

printer, spooling the print job, or printing to a file. This allows you to send each

Pick List order to the proper warehouse printer, allowing you to print at multiple

warehouses simultaneously.


FPD/203 PO - 175

WAREHOUSE ADDRESS MAINTENANCE (PO/POM/WAM)

Field Explanation

Whse No

Enter the warehouse number to add, modify, or delete.

If you enter a warehouse number that has an existing record on file, the

appropriate information is displayed and the cursor moves directly to the

SELECT field. If the warehouse number does not have a record on file,

the cursor moves through each of the following fields so that the correct

information can be entered.

Note: If a warehouse number is entered and the cursor does not move

from this field, the number has not been set up in SYCD.

Do You Want To Create A New Warehouse? (Y/N)

This field is displayed only if the warehouse number entered is not on

file.

Y = Set up the entered number as a valid warehouse number.

N = Return the cursor to the Whse No field.

01 Whse Name

Enter the name of the warehouse.

02 Address 1 to

05 Address 4

Only the information entered in the first two Address fields (Address 1

and Address 2) print. The information entered in the last two fields is for

internal reference only.

06 City

Enter the city.

State



08 Zip Code

Enter the zip code. Do not enter the dash.

09 Phone

Enter the phone number.

10 Fax

Enter the fax number.

PO - 176 FPD/203

MISCELLANEOUS (POM)

10 Fax

Enter the fax number.

11 FF Vend No.

This field is no longer used.

The following fields are used in the UPS Manifest System programs

(UPS) and can be left blank if these programs are not used.

13 UPS Number

Enter the shipper number used in this warehouse.

14 GroundSaver

Y = This warehouse uses the Ground Saver Rates.

15 Use Mdse Amt

Y = The merchandise amount prints on the manifest instead of the

declared value. Printing the merchandise amount is used to show the

difference between the COD total and the actual amount of the

merchandise.

16 Update Cust Ord

Y = Freight charges are updated to customer orders.

T = Freight charges are updated only if the Freight Code is flagged to do

so (in the System Code File).

N = Freight charges are not updated to customer orders.

17 Handling Charge

The amount entered in this field (up to 99.99) is automatically added to

the freight charges on an order.

28 City Code

Enter a valid City Code defined in the System Code Master File (SYCD)

- Record Type CI. This entry is used to calculate tax on counter sales

orders (CSS).


29 County Code

Enter a valid County Code defined in the System Code Master File

(SYCD) – Record Type CT. This entry is used to calculate tax on counter

sales orders (CSS).


FPD/203 PO - 177


30 Pick List Prt Spool?

Enter a printer name up to eight characters, starting with pr, mu, tp, al, tt,

or lp. Then enter Y or N in the Spool field.

If you are printing to a network printer, enter N in the Spool field.

To print to a file, enter the file name and N in the Spool field.

To print to the standard default printer, leave these fields blank.

33 Label Format

001 = 3” length x 5” width.

002 = 1 1/2” length x 5” width

34 Print Weight

Y = Print the weight on shipping label.

N = Do not print the weight on shipping label.

35 Print Charges

Y = Print the total charges on shipping label.

N = Do not print the total charges on shipping label.

36 Allow CWT

Y = This warehouse uses the UPS hundred weight service.

N = This warehouse does not use the UPS hundred weight service.

37 Other Carrier

Y = This warehouse uses other carriers besides UPS.

N = This warehouse does not use other carriers.

Note: If N is entered in this field the “Other Carrier” questions will not

be asked when using the UPS Manifest system.

38 Whse Trf Multiplier

Use this multiplier to make sure a transfer order entered in Warehouse

Transfers Entry (WIP/WHT/ETW) does not reduce the quantity on-hand

below the preset mininum quantity in stock.

The system multiplies this value and the preset minimum quantity from

the Warehouse record. Then it subtracts the number from the total

quantity available to arrive at a transfer quantity allowed.

For example:

Total Quantity Available = 500

Multiplier of 1.1 x Preset Minimum of 100 = 110

Transfer Quantity Allowed = 390

PO - 178 FPD/203

MISCELLANEOUS (POM)

If you enter a transfer order (400) that is greater than the transfer quantity

allowed (390), the following message is displayed:

The available quantity will drop below minimum. Is

this OK? (Y/N)

You can enter N and re-enter the quantity, or enter Y and continue

creating the transfer order.

If your security restricts you to a certain warehouse and a multiplier is

used, you can only enter or override transfer orders originating from your

warehouse.

SELECT

Enter the line number of the field entry to change.

To accept the entries as displayed, leave this field blank and press SKIP.

The cursor returns to the Whse No field. At this point you may enter

another warehouse number or press SKIP again to exit the program

completely.

To delete the displayed warehouse from the file, enter DE.

You Are About To DELETE Whse Address. Are You Sure? (Y/N)

This field is displayed only if you select to delete the displayed

warehouse from the file.

Y = Delete the displayed warehouse from the file.

N = Return the cursor to the SELECT field without deleting the

displayed warehouse.

FPD/203 PO - 179


Warehouse Address Inquiry (PO/POM/WAQ)

The Warehouse Address Inquiry program is used to display Warehouse Address

Records.

The fields in the Inquiry program are identical to those in Warehouse Address

Maintenance program (PO/POM/WAM). Please see that section of the manual

for detailed information.

Note: The Inquiry program allows access to Warehouse Address Records for

display purposes only. You cannot edit or delete Warehouse Address Records

through this program.


PO - 180 FPD/203

MISCELLANEOUS (POM)

Cancel (PO/POM/CAN)

The Purchase Order Cancel program is used to cancel open purchase orders on

which there is an on-order balance remaining on one or more lines. To cancel an

individual line for which receiving has not begun, use the Purchase Order Line

Maintenance program (PO/PL). To cancel the remaining on-order quantity for an

individual line on which receiving has begun, use the Receiving With a Purchase

Order program (REC/RPQ) to receive a zero quantity and backorder a zero

quantity. To delete completed purchase orders, use the Purchase Order Delete

program (PO/POD).

The purchase order to be cancelled is displayed first, giving you the opportunity

to make certain you want to cancel it. You are given the option of exiting this

program without canceling the purchase order.

A cancelled purchase order is removed from the Purchase Order file and from the

Purchase Order Detail File and is no longer available to be printed (PO/PP),

displayed (PO/INQ), or listed (PO/LIS). The Status 1 Tag Records of a cancelled

purchase order are deleted from the Tag File and the on-order quantities in the

Inventory File (IM/MAI) are adjusted. Status 2 and 3 Tag Records are not

affected. Refer to the Tagging System (TAG) section of the manual for

information regarding Tag Records.

If the Header of the purchase order you are canceling contains a Currency Code,

the purchase order displays in foreign and domestic currencies. The Currency

Code and it’s description display.

If an error occurs during the cancellation of a purchase order, an error message

will display. Only the lines up to the line on which the error occurred are

cancelled. The line on which the error occurred and the following lines are not

cancelled. You must correct the error and run the Purchase Order Cancel

program again to complete the process.

FPD/203 PO - 181

CANCEL (PO/POM/CAN)


Field Explanation

P.O.

Enter the purchase order number to cancel. Once a valid purchase order

is entered in this field, the line item information is displayed and the

cursor moves to the bottom of the screen.

Error Messages:

Closed Status

All lines on the purchase order number are completed; there is NO

quantity remaining on order. This purchase order will be deleted

when the Purchase Order Delete program (PO/POD) is run.

Press RETURN and begin again or exit.

No Record Exists For This P. O. Number

The purchase order number entered is not an open purchase order.

Press RETURN and begin again or exit the program.

M = More Lines

This field is displayed only if all the lines for the specified purchase

order could not be displayed on one screen.

M = View more line items on this purchase orde.

PO - 182 FPD/203

MISCELLANEOUS (POM)

X = Cancel Order

X = Cancel this purchase order.

To return to the P.O. field without canceling this purchase order, leave

this field blank and press SKIP.

Are You Sure You Want To Cancel This P.O.? (Y/N)

Y = Cancel this purchase order.

N = Return to the P.O. field without canceling this purchase order.

Note: A cancelled purchase order is no longer available to be printed,

displayed, or listed. Status 1 Tag Records are deleted and on order

quantities are adjusted in IM/MAI.

Error Messages:

Entire P.O. Has Not Been Deleted. Errors Must be Corrected.

This message is a reminder that an error occurred and the purchase

order has not been cancelled. All lines up to the line on which the

error occurred were deleted; the line on which the error occurred

AND the following lines were not deleted.

Press RETURN and exit this program. Correct the error and cancel

the purchase order again to complete the process.

Item Not in Inventory Master File_______

The item number has been deleted.

Press RETURN. Recreate the Item in the Inventory File (IM/MAI).

Create a Status 1 Tag Record through the Tag Maintenance program

(TAG/MAI) if necessary [check the Buying History File (IM/BHM)

first]. You MUST cancel the purchase order again to complete the

process.

Item Not In Inventory Warehouse File ________

The Item Warehouse Record was deleted. Recreate the Item

Warehouse Record in the Inventory File (IM/MAI). Create a Status 1

Tag Record through the Tag Maintenance program (TAG/MAI) if

necessary [check the Buying History File (IM/BHM) first]. You

MUST cancel the purchase order again to complete the process.

No Open Tag Record Found For This Item______-

The Tag Record was deleted. Create a Status 1 Tag Record through

the Tag Maintenance program (TAG/MAI). You must cancel this

purchase order again to complete the process.

FPD/203 PO - 183

CANCEL (PO/POM/CAN)


changed.

Whse

The warehouse number in which items on the specified POwere ordered.

Vendor

The vendor from which items on the specified PO were ordered.

P. O. Date

The order date of the specified purchase order.

Due

The due date of the specified purchase order.

Open

The total value remaining open on this purchase order.

Rec’d

The total value of items received on this purchase order.

Ln

Each purchase order line number.

Item

Each item and all notes.

UM

The unit of measure of each line item.

Cost

Each item’s cost per unit of measure.

Balance

The quantity remaining on order is displayed for each item.

Comment

The comment entered for each item.

PO - 184 FPD/203

MISCELLANEOUS (POM)

Delete (PO/POM/POD)

The Purchase Order Delete program is used to delete completed (closed)

purchase orders or completed lines on purchase orders.

To cancel an individual line on which receiving has not begun, use the Purchase

Order Line Maintenance program (PO/PL). To cancel the remaining on-order

quantity for a line on which receiving has begun, use the Receiving With a

Purchase Order program (REC/RPQ) to receive a zero quantity and backorder a

zero quantity. To cancel an open purchase order, use the Purchase Order Cancel

program (PO/POM/CAN).

When using this program to delete completed purchase orders, a purchase order

is deleted only if it falls within the Order Date and Receiving parameters and:

• the Status of the purchase order is CLOSED.

• all lines on the purchase order are completed (regardless of Status).

When using this program to delete completed line items on a purchase order,

individual lines are deleted only if they fall within the Order Date and Received

parameters and:

• the line has either a zero balance (total was received) or a negative balance

(ordered quantity was over-received).

When deleting complete purchase orders, all lines on the closed purchase order

are deleted from the Purchase Order Detail File and the header information is

deleted from the Purchase Order file. If you are deleting completed lines, the

lines are deleted from the Purchase Order Detail File. If all lines on a purchase

are deleted (because they are all completed), the header information is also

deleted from the Purchase Order file.

Deleted lines/purchase orders are no longer available to be printed (PO/PP),

displayed (PO/INQ), or listed (PO/LIST). Tag Records are not affected.

The Purchase Order Delete program (PO/POM/POD) generates a report listing

all items deleted from the Purchase Order Detail File.

FPD/203 PO - 185

DELETE (PO/POM/POD)


Field Explanation

Delete Open PO’s With No Detail Prior To

The date one month prior to the sign on date is displayed. Press

RETURN to accept this date or enter another date using the MMDDYY

or MMDDYYYY format. Only those purchase orders that do not have a

Detail Record with a date prior to the date entered in this field are

considered to be deleted.

To delete purchase orders without regard for the Detail Record date,

press SKIP while the cursor is on the first character.

Delete PO’s Only If Prior To Order Date



or MMDDYYYY format. Only those purchase orders that have an order

date that is prior to the date entered in this field are considered to be

deleted.

Delete Only PO’s Prior To Received Date



or MMDDYYYY format. Only those purchase orders that have a

received date that is prior to the date entered in this field are considered

to be deleted.

PO - 186 FPD/203

MISCELLANEOUS (POM)

Delete Non-Inventoried Item if Received Date Blank (Y/N)?

Y = Delete purchase orders that have non-inventoried items without a

received date.

Delete Only PO’s That Are Complete? (Y/N)

Y = Delete only those purchase orders for which all lines are closed.

N = Delete the zero balance lines on the selected purchase orders.

Note: If you select to delete the zero balance lines on the purchase

orders, and all lines on a purchase order are deleted (because they are all

complete), the header information is also deleted form the Purchase

Order file.

Continue? (Y/N)

Y = Delete the specified zero balance lines and/or purchase orders, and

print a report listing all items deleted from the Purchase Order Detail file.

N = Exit the program without deleting any zero balance lines and/or

purchase orders.

FPD/203 PO - 187

DELETE (PO/POM/POD)

Vendor Rating Report (PO/POM/VRR)

The Vendor Rating Report program produces a report listing the percent of

rejected shipments, late shipments, early shipments, and on-time shipments

received from each of your vendors. Based on a scale you determine, each

vendor receives a rating. The program must be run for each vendor individually.

The reports generated from this program are useful in determining which vendors

are and are not giving you satisfactory service.

The Vendor Rating Report accesses the Tag Records (Buying History) and runs

the report based on the following specifications:

• Check only the Tags received and originally scheduled within the time

period specified in the From and Thru Date fields.

• Status of the Tag must be a 2 (received and on-hand balance) or 3 (History

Record).


Field Explanation

Whse

Enter the warehouse number from which to access the Vendor and Tag

Files.

To include Vendor and Tag Files from all warehouses, leave this field


To exit the program, press CMD-Q.

PO - 188 FPD/203

MISCELLANEOUS (POM)

Error Message:

Invalid Warehouse Number . . . SKIP

The warehouse number entered is not a valid system warehouse.


For Vendor

Enter the number of the vendor for which to run the report. You can

access the Vendor file by entering the first character of the vendor name

or number, and pressing the appropriate function key (F1 to access the

file based on the vendor number, F2 to access the file based on the


and F4 to scroll back through the list. To accept the displayed vendor,

press RETURN.

Error Message:

Invalid Entry, Function, Or End Of File. . . SKIP

Either an invalid Vendor Number was entered, the wrong function

key was pressed, or the end of the file was reached while scrolling

through the list.


From Date

Thru Date

Enter the date range to include on this report. Each date must be entered

in the valid MMDDYY or MMDDYYYY format.

When the system accesses the Tag File, only those Tags that were

received and originally scheduled during the date range specified in these

fields will be included for calculation.

To include all Tag Records (received orders), regardless of the date,

leave each field blank and press SKIP (00/00/00 and 99/99/99 displays).

Tag Condition Code For Rejected Receipts

Only Tags with the Lot/Tag Condition Code entered in this field are

considered a rejected receipt. You can enter a valid code defined in the

System Code Master File (SYCD) or enter an asterisk (*) as one of the

two characters. An asterisk acts as a wild card and allows you to consider

more than just one Condition Code. See the examples below:

A* = All Tag Condition Codes beginning with A (or any character

designated) will be considered a rejected receipt.

*P = All Tag Condition Codes ending with P (or any character

designated) will be considered a rejected receipt.

CC = Only Tags with a Condition Code CC are considered as a rejected

receipt.

FPD/203 PO - 189

VENDOR RATING REPORT (PO/POM/VRR)

Number of Days Considered as Too Early

Enter the number of days a Tag must be early in order to be considered

too early. This number is then used to figure the percent of early tags:

Total number of days early/total received x 100 = %

Number of Days Considered as Not Late

Enter the number of days a Tag can be late before it is actually

considered late. This number is then used to figure the percent of late

tags:

Total number of days late/total received x 100 = %

The following fields allow you to determine the grading scale, based

on which the vendor receives a rating.

% Rejections less than ___ Rating of ____

Specify each rejection percent and a corresponding rating. The entries

must be made from lowest to highest. For example:

% Rating

30 F

50 D

75 C

92 B

100 A

The vendor’s rejection percent is figured as:

(total late + total early + total rejected) / total received x 100 = %

If the calculated % = 80%, which is <92 but >75, the rating is B.

If the calculated % had been greater than the last entry in the table, ????

would have printed as the rating. For example, if 100 had not been

entered and the calculated % was 95, a rating of ???? would have printed.

After you have finished making entries in the table, press SKIP.

Continue? (Y/N)

Y = Print the Vendor Ranking Report for the specified vendor, using the

rating table displayed.

N = Exit the program without printing the Vendor Ranking Report for

the specified vendor.

PO - 190 FPD/203

MISCELLANEOUS (POM)

Sample Report

FPD/203 PO - 191

VENDOR RATING REPORT (PO/POM/VRR)


RUN ID: TGVRR VENDOR RATING REPORT 07/25/96

RUN BY: WPD 16:42:35 03/25/97

FOR VENDOR: BOLTS BOLTS & NUTS INC. From 00/00/00 Thru 99/99/99

P.O. No Date Due Date Rec Tags Received Tags Rejected

================================================================================================================================

005813 04/24/96 04/24/96 1 0

A04328 07/25/96 07/25/96 1 0

B000H1 07/13/96 07/13/96 4 0

B00WH8 07/14/96 07/14/96 1 0

Totals/Rejection Percent 7 0

Tags Late 0 0%

Tags Early 0 0%

Tags On Time 7 100% (Not Included In Rating)

VENDOR RATING: ????? 100 %

END OF REPORT

Automated Replenishment

The Automated Replenishment function allows you to create and process

automatic replenishment orders based on vendor requirements. You can define

rules for when to order, how much, who to order from, order size (free freight,

vendor minimum), packaging, price, and confidence level.

We recommend that you have a clear understanding of the Time-Phased

Inventory Management (TPIM) module. It is used to determine when to place

replenishment orders. Historical usage, lead times, review cycles, and future

demand are analyzed using TPIM saved procedures to determine replenishment

requirements.

The replenishment process will create a firm purchase order, purchase order for

review, or requisition, depending on your confidence level with the vendor.

Getting Started

Here are the steps for setting up your system and automatically creating

replenishment orders.

1. The following information must be entered in the system before you can

use Automated Replenishment.

a) Warehouse Control Specifications (SYS/WCS)—Turn on the

Automated Replenishment feature for each warehouse.

b) Purchase Product Line Maintenance (IM/PPLM)—If applicable,

define your product lines. This is an optional step.

c) Vendor Maintenance (AP/MAR/VM)—Add additional information

necessary for your vendors to be used in Automated Replenishment.

d) Inventory Maintenance (IM/MAI) or Branch Warehouse

Maintenance (IM/BRM)—Add additional information necessary for

each Item Master or Item Warehouse record to be used in Automated

Replenishment.

e) Vendor Contract Maintenance (PUR/VCC/VCM) or Vendor Price

Catalog Maintenance (PUR/VCC/VPCM)—Create vendor price

contracts or price catalogs. They are used to determine the price and

quantity for replenishment orders. (Optional)

f) Replenishment Definition (INV/AUR/AURD)—Define the rules for

running the replenishment creation process. This definition process is

very similar to the TPIM definition process.

PO - 192 FPD/203

AUTOMATED REPLENISHMENT

Note: You can also load initial data into the inventory files through

the Warehouse Item Maintenance (IC/WIM) program. Refer to the

Inventory Control Reference Manual in Volume 2.

2. Run the following programs on a regular basis to create and review the

automatic replenishments.

a) Replenishment Creation (INV/AUR/AURC)—Create the

replenishment orders and automatically release purchase orders. Run

this program at regular intervals; it overwrites the unused data from

any previous run for an item in a warehouse.

b) Replenishment Review (INV/AUR/AURR)—Review the the items

that were not automatically released in AURC. Then manually

release the replenishment orders.

3. Review the audit report that shows all replenishment activities.

4. Print and send the purchase orders and requisitions as you normally

would.

These programs are described in the following sections. For certain screens, only

those fields pertinent to Automated Replenishment are discussed in this manual.

Refer to their respective manuals for detailed information.

Foreign Currency

If the vendor is a foreign currency vendor, you must enter foreign currency

values in Vendor Contract Maintenance (PUR/VCC/VCM) or Vendor Price

Catalog Maintenance (PUR/VCC/VPCM), not domestic currency.

The foreign Currency code must be set up in SYCD with the Enter Using field

set to Foreign.

If the Currency code for the vendor changes, the following message will be

displayed:

Vendor Currency Does Not Match This Record

To resolve this, you must reenter the prices in the VCM or VPCM program and

resave the record (CMD+U).

FPD/203 PO - 193

FOREIGN CURRENCY

Setup Procedures

Warehouse Control Specifications (SYS/WCS)

Use screen three of this program to turn on Automated Replenishment for each

warehouse.

To turn on Automated Replenishment:

1. From any FASPAC menu, enter WCS to display the first Warehouse

Control Specifications screen.

2. Enter a warehouse.

3. Press F1 twice to display screen three.

4. In field 30, enter Y to allow automatic replenishment processes in

this warehouse.

5. In field 31, enter one of the following replenishment methods:

• EOQ = Economic Order Quantity.

• MAX = Up to the maximum order quantity, which is equal to the

maximum – current position.

• MAN = A manual order quantity is calculated as though you

selected MAX. The item will be reviewed and not allowed for

automatic release. You can override the automatic flag for a

specific item.

6. Press Return to save the values, and then press CMD to exit the

program.

PO - 194 FPD/203


Purchase Product Line Maintenance (IM/PPLM)

This is an optional program for creating and maintaining purchase Product Line

codes. These codes are necessary if a vendor requires items in different product

lines to be on separate purchase orders, or if you would like to segregate the

items into product line groups.

To create a new product line code:

1. From any FASPAC menu, enter PPLM. The cursor starts in the Product

Line field.

2. Enter the name of the product line (such as HEX CAPS). The following

message is displayed:

Product Line Not Found - NEW Record? (Y/N)

3. Enter Y to create a new one, or enter N to start over in the Product Line

field. The cursor moves to the Description field.

4. Enter a description of this product line. The cursor moves to the

SELECT prompt.

5. Press CMD or Skip. The cursor returns to the Product Line field.

6. Enter another product line, or press CMD or Skip to exit the program.

To delete a product line:

1. From any FASPAC menu, enter PPLM.

2. Enter the name of the product line. The cursor moves to the SELECT

prompt.

FPD/203 PO - 195

SETUP PROCEDURES

3. Enter DE. The following message is displayed:

Do You Want to Delete This Record? (Y/N)

4. Enter Y to delete the record, or N to start over in the Product Line field.

Note: Any item/vendor requirement records using this product line will

become invalid because this application does not check for usage in these

files.

PO - 196 FPD/203


Vendor Maintenance (AP/MAR/VM)

Use this program to add the additional information necessary for a vendor to be

used in Automated Replenishment.

On screen two, the following fields are important to Automated Replenishment:

• 14 Auto Release—Specify whether POs created by the Automatic PO

process are to be reviewed before being created for the vendor.

• 17 Mix Product Lines on PO—Specify whether purchase orders created

by the Automatic PO process can have multiple product lines.

If the vendor does not want multiple product lines on a PO, you must

specify minimum requirements by product line in the Vendor Order

Requirements Maintenance screen. If they do allow multiple product lines,

you can only specify requirements at the vendor level.

If you do not enter vendor requirements in the Vendor Order

Requirements Maintenace screen, the 07 Min Ord Amt field on VM screen

two will be used as the default value.

To add information for a vendor:

1. From any FASPAC menu, enter MAR/VM.

2. In the Vend field, enter the vendor number. The vendor information is

displayed and the cursor moves to the SELECT prompt.

3. Press F1 to display the second screen (PO Extension). The cursor starts

in the SELECT prompt.

FPD/203 PO - 197

SETUP PROCEDURES

4. Enter 14 to go to the 14 Auto Release field:

• Enter Y if POs created by the Automatic PO process do not need

to be reviewed and can be printed and sent to the vendor.

• Enter N if POs are to be reviewed before they can be printed.

The cursor returns to the SELECT prompt.

5. Enter 17 to go to the 17 Mix Product Lines on PO field:

• Enter Y if POs created by the Automatic PO process can have

multiple product lines on them. The minimum vendor

requirements on the new screen can only be added at the vendor

level for these types of vendors.

• Enter N if POs must be only one product line. The vendor

minimum requirements must be specified at the product line level

for these types of vendors.

The cursor returns to the SELECT prompt.

6. Press F8 to display the Vendor Order Requirements Maintenance screen.

Go to page 199.

If the 17 Mix Product Lines on PO field is blank, the following message

is displayed:

You Must Answer the Mix Product Line on PO

Question First - SKIP

7. Press Skip and enter Y or N in field 17.

PO - 198 FPD/203


Vendor Order Requirements Maintenance Screen

If the vendor does not want multiple product lines on a purchase order, you must

specify minimum requirements by product line in this screen. If they do allow

multiple product lines, you can only specify requirements at the vendor level.

Information entered in this screen includes qualifiers for minimum order

requirements and free freight requirements. The qualifiers can be monetary

amount, piece count, volume, or weight. If you enter more than one qualifier,

meeting only one of them satisfies the ordering requirement.

When the order is calculated to see if it meets the requirement, the values are

totaled for all lines in each category. If an item is encountered with no weight or

volume, the qualifier is void.

This screen is accessed from AP/MAR/VM (screen one or two).

To create a Requirements record if the vendor allows product lines to be

mixed on a PO:

The 17 Mix Product Lines on PO field on AP/MAR/VM screen two is set to Y.

1. Press F8 from the Vendor Maintenance screen. The following message is

displayed:

Requirements Record Not Found - NEW Record? (Y/N)

2. Enter Y to create a new Requirements record. The cursor moves to the

01 Minimum field in the Amount column.

If you enter N, the AP/MAR/VM screen is redisplayed and you can start

over.

FPD/203 PO - 199

SETUP PROCEDURES

3. Enter the minimum order amount, quantity, volume, and weight required

by the vendor to place a purchase order with that vendor.

Zero is not a valid minimum amount. The process will check all valid

values and if any of them are met the vendor requirement is satisfied.

4. In the 02 Free Freight field, enter the amount, quantity, volume, and

weight for free freight.

These amounts are used and displayed in the review process so you can

make a more informed decision about the order to be created. These

fields are not used by the Automated Replenishment process.

5. To add standard vendor notes for this record, press F6.

6. When finished, press Skip to save the record and return to the

AP/MAR/VM screen.

To create a Requirements record if the vendor does not allow product lines

to be mixed on a PO:

The Product Line field is only displayed if the 17 Mix Product Lines on PO field

on AP/MAR/VM screen two is set to N.

1. Press F8 from the Vendor Maintenance screen. The cursor starts in the

Product Line field.

2. Enter the product line, or press CMD+L and select one from the list of

codes that have been defined in INV/PPLM.

PO - 200 FPD/203


3. Enter the minimum order amount, quantity, volume, and weight required

by the vendor to place a purchase order with that vendor.

Zero is not a valid minimum amount. The process will check all valid

values and if any of them are met the vendor requirement is satisfied.

4. In the 02 Free Freight field, enter the amount, quantity, volume, and

weight for free freight.

These amounts are used and displayed in the review process so you can

make a more informed decision about the order to be created. These

fields are not used by the Automated Replenishment process.

5. To add standard vendor notes for this record, press F6.

6. When finished, press Skip to save the record and return to the

AP/MAR/VM screen.

FPD/203 PO - 201

SETUP PROCEDURES

Inventory Management (IM)

Use either Inventory Maintenance (IM/MAI) or Branch Warehouse Maintenance

(IM/BRM) to enter the necessary information for an item that is to be used in

Automated Replenishment.

• IM/MAI—Create, edit, and delete Item Master records for both

nomenclature and free-form items. Screens three and four have the same

information as the Branch Warehouse Maintenance (IM/BRM) program.

• IM/BRM—Create and edit Item Warehouse records for items with

existing Item Master records.

The following instructions apply to both programs.

To add Automated Replenishment information for an item:

1. Using IM/MAI:

a) From any FASPAC menu, enter IM/MAI. The cursor starts in the

Item field.

b) On screen one of Inventory Maintenance (IM/MAI), the following

fields are important to Automated Replenishment:

• 07 Vendor—This field is now validated. You may already have

invalid information in this field that will cause errors to occur

during the INV/AUR/AURC process. This field must now contain

a valid PO vendor or be left blank.

• 15 Weight and 19 Unit Volume—These fields are used when

requirements are validated during Automated Replenishment

calculations.

c) Enter the item and then enter W for Warehouse Maintenance. The

cursor starts in the Warehouse field.

2. Using BRM:

From any FASPAC menu, enter BRM. The cursor starts in the Whse

field.

PO - 202 FPD/203


3. Enter a warehouse or press Return to accept the default warehouse. The

inventory information for the item is displayed.

4. The following fields are important for Automated Replenishment:

• 01 Max Qty—The maximum quantity of this item you want to

have on hand.

• 02 Min Qty—The minimum quantity of this item you want to have

on hand.

• 03 Lead Time—The number of days it normally takes to receive

this item after a purchase order is placed.

• 10 Eoq Quantity—The quantity that is the most economical for

you to purchase this item.

5. Press F1 for the next screen. The cursor starts in the Select prompt.

FPD/203 PO - 203

SETUP PROCEDURES

The following fields are important for Automated Replenishment.

6. In the 06 Vendor field, enter a valid PO vendor or leave the field blank.

7. In the 07 Vendor Ship From field, enter a valid vendor ship-from

location or leave the field blank.

The vendor must have been specified at the warehouse level, and the

ship-from location must have been set up in PO/POM/SFM as a valid

location.

8. In the 08 Replenishment Source field, enter V for Vendor.

Although you can enter the other options (K, P, W, and M), they are not

currently used by Automated Replenishment.

9. In the 09 Reorder Method field, enter one of the following options:

• MAX = Order quantity = maximum – current position

• EOQ = Economic Order Quantity

• MAN = The item must be reviewed before it is released. The order

quantity is calculated as though you entered MAX.

• NO = This item is not to be considered in the Automated

Replenishment process.

10. In the 10 Purchase Product Line field, enter the name of the product line

created in INV/PPLM, or press CMD+L and select one from the list.

This is used for grouping the items into product lines. Some vendors

require separate purchase orders for different product lines.

11. When finished, press CMD+U to save the record and exit the program.

PO - 204 FPD/203


Vendor Catalogs and Contracts (VCC)

Use these programs to specify pricing information for the item from one or more

vendors.

• Vendor Contract (PUR/VCC/VCM)—A contract specifies the special

price that you have negotiated with the vendor.

There are two types of contract tables: one based on quantity breaks only,

and the other based on container UOM from the vendor.

• Price Catalog Maintenance (PUR/VCC/VPCM)—A catalog specifies the

general pricing that the vendor gives to everyone.

Both programs include information about the vendor at the warehouse or

company level for lead time, pricing, packaging, quantity rules, and vendor part

codes for a date range.

Note: Using these programs to specify pricing is optional. If you do not them, the

PO costs come from the Vendor Price tables or the List/Replacement numbers.

The following instructions apply to both programs.

To create a new contract or catalog based on quantity breaks:

1. From any FASPAC menu, enter VCM or VPCM. The following screen

is displayed and the cursor starts in the Whse field.

FPD/203 PO - 205

SETUP PROCEDURES

2. Enter the warehouse number or press Skip for all warehouses. The cursor

moves to the Vendor field.

3. Enter a valid PO vendor ID. The cursor moves to the Item Number field.

4. Enter or select a valid FASPAC item number.

The following message is displayed at the bottom of the screen:

Vendor Contract Not Found - NEW Record? (Y/N)

If multiple records exist for a vendor, they are displayed and you can

select the correct record. If you do not select a record, you are asked if

you want to add a new one.

If you enter an item that is not specified for this warehouse, the following

error message is displayed:

Warehouse 01 Not In Use For This Item..SKIP

5. Enter Y to create the new contract. The cursor moves to the 01 Vendor

Part field.

6. Enter the vendor’s part number or leave the field blank. This field is for

information only. The cursor moves to the 02 UPC Number field.

7. Enter the UPC number of the item or leave the field blank. This field is

for information only. The cursor moves to the 03 Price Type field.

8. Enter Q for quantity break pricing. The cursor moves to the 04 Lead

Time field.

The UOM field displays the unit of measure from the Item Master file. It

is for information only.

9. Enter the number of days it takes this vendor to supply the product, or

leave the field blank. This field is for information only. The cursor

moves to the 06 Start Date field.

Note: The lead time value comes from the Item Warehouse record.

10. Enter the date the information becomes valid. The cursor moves to the

07 End Date field.

If you change the start date, the following message is displayed:

Start Date Changed. Is This a New Record? (Y/N)

11. Enter the date the information becomes obsolete. The cursor moves to

the Quantity column.

Note: Multiple pricing records may be available during a given time

interval. The system will search for the lowest price and give you with

that information. Mixing price types from the same vendor during the

same time interval may not yield the desired results.

PO - 206 FPD/203


12. Enter the minimum number of units to get the quantity price break. The

cursor moves to the Price per X column (where X is the UOM).

This number represents the individual pieces required to get this pricing.

The other columns are not available for quantity break pricing.

13. Enter the price per FASPAC unit of measure displayed in the column

heading. The cursor moves to the Remarks column.

14. Enter any notes or leave the field blank. The cursor moves to the next

line.

15. Press Skip in the Qty field when you are finished entering the pricing

information.

16. Your screen will look similar to the following example.

Note: When you are entering or modifying a record, the first zero quantity entry

in the table indicates you are done with your entries. Any entries after the zero

will be discarded when the record is saved.

FPD/203 PO - 207

SETUP PROCEDURES

To create a new contract or catalog based on the vendor’s container UOM:

1. From any FASPAC menu, enter VCM or VPCM. The following screen

is displayed and the cursor starts in the Whse field.

2. Enter the warehouse number or press Skip for all warehouses. The cursor

moves to the Vendor field.

3. Enter a valid PO vendor ID. The cursor moves to the Item Number field.

4. Enter or select a valid FASPAC item number.

The following message is displayed at the bottom of the screen:

Vendor Contract Not Found - NEW Record? (Y/N)

If multiple records exist for a vendor, they are displayed and you can

select the correct record. If you do not select a record, you are asked if

you want to add a new one.

If you enter an item that is not specified for this warehouse, the following

error message is displayed:

Warehouse 01 Not In Use For This Item..SKIP

5. Enter Y to create the new contract. The cursor moves to the 01 Vendor

Part field.

6. Enter the vendor’s part number or leave the field blank. This field is for

information only. The cursor moves to the 02 UPC Number field.

7. Enter the UPC number of the item or leave the field blank. This field is

for information only. The cursor moves to the 03 Price Type field.

PO - 208 FPD/203


8. Enter C for container type pricing. The cursor moves to the 04 Lead

Time field.

The UOM field displays the unit of measure from the Item Master file. It

is for information only.

9. Enter the number of days it takes this vendor to supply the product, or

leave the field blank. This field is for information only. The cursor

moves to the 05 Package Rule field.

10. Enter the rounding rule for package quantities. The cursor moves to the

06 Start Date field.

Typically, the rounding rule is 0.5 or higher is rounded up to the next

whole number. This field allows you to enter any rule for rounding up.

The number you enter here represents the fraction (3=.3, 5=.5, etc.)

• 0 = Do not round up; always round down.

• 1 to 9 = The rule specifying the decimal fraction to round up.

For example, you enter 6 as the rule, a container contains 100 pieces, and

the requirement is for 65 pieces. The rounding rule of 6 will order 100

pieces, and the rule of 7 will not order the item.

11. Enter the date the information becomes valid. The cursor moves to the 07

End Date field.

If you change the start date, the following message is displayed:

Start Date Changed. Is This a New Record? (Y/N)

12. Enter the date the information becomes obsolete. The cursor moves to

the Quantity column.

Note: Multiple pricing records may be available during a given time

interval. The system will search for the lowest price and give you with

that information. Mixing price types from the same vendor during the

same time interval may not yield the desired results.

13. Enter the minimum number of units to get the container price break. The

cursor moves to the UOM column.

This number represents the individual pieces required to get this pricing.

14. Enter the vendor unit of measure to be placed on the purchase order.

• BX = Box

• CS = Case

• KG = Keg.

Do not use FASPAC values of C, M, or MM.

The cursor moves to the Container Type column.

FPD/203 PO - 209

SETUP PROCEDURES

15. Enter the type of container the vendor will use to supply the product.

This field is used for information only. The cursor moves to the Qty/Pkg

column.

Note: If the system flag for validating containers is turned on it, this

must be a valid TQ SYCD entry. Otherwise it can be any freeform value.

16. Enter the number of pieces in the specified container. The cursor moves

to the Price/Cont column.

17. Enter the price per container for the item from the vendor. The cursor

moves to the Remarks column.

18. Enter any notes or leave the field blank. The cursor moves to the next

line.

19. Press Skip in the Quantity field when you are finished entering the

pricing information.

Your screen will look similar to the following example.

Note: When you are entering or modifying a record, the first zero quantity entry

in the table indicates you are done with your entries. Any entries after the zero

will be discarded when the record is saved.

PO - 210 FPD/203


To delete a contract or catalog record:

1. From any FASPAC menu, enter VCM or VPCM.

2. Enter the Warehouse number, Vendor ID and Item number. The cursor

moves to the Select prompt.

3. Enter DE. The following message is displayed:

Do You Want to Delete This Record? (Y/N)

4. Enter Y to delete the record, or N to start over in the Product Line field.

5. Press CMD or Skip. The cursor returns to the Vendor field.

6. Enter another Vendor and Item number, or press CMD or Skip to exit

the program.

FPD/203 PO - 211

SETUP PROCEDURES

Determining When to Order

The TPIM module is the basis for determining when to place automatic

replenishment orders. It allows you to set up inventory review criteria based on

inflows and outflows during a time window.

There are several screens of questions that define how the inventory position will

be evaluated by AURC. Your responses can be saved for future or repetitive use.

After the criteria is established, AURC reviews the inventory position of the

items requested. Those items whose inventory position during the time window

is low will be flagged for automatic replenishment.

The same concept is used for creating automated replenishment orders. These are

the programs you will use:

• Replenishment Definition (INV/AUR/AURD)—Create, maintain, and

save the responses from the TPIM questions.

• Replenishment Creation (INV/AUR/AURC)—Generate replenishment

orders from the saved procedures; if necessary, adjust the percentage

variance of the minimum. Automatically create purchase orders.

Replenishment orders that do not create purchase orders are saved in the

au01 file.

• Replenishment Review (INV/AUR/AURR)—Review replenishment

orders generated in AURC that did not automatically create purchase

orders. Perform further actions on them and then manually create purchase

orders and requisitions.

The flowchart on the next page illustrates the Automated Replenishment process.

Note: We recommend you have a good understanding of how TPIM works

before you attempt to use Automated Replenishment. Refer to the Time-Phased

Inventory Management Reference Manual in Volume 3.

PO - 212 FPD/203


FPD/203 PO - 213

DETERMINING WHEN TO ORDER

AURC Automatic Purchasing Flowchart

Display

information

PO12

IM01

IM02

Direct Read

IM01 Key 1 =

Company

FASPAC Part

Direct Read

IM02 Key 1 =

Company

FASPAC Part

Warehouse

Read Item records

Supply

Source

"V"

Single

Source Item

Create

Reqisition

Record

TPIM

created

work file

records

Read next work

record

MFPP2

Validate Vendor

AP10

Direct Read

AP10 key =

Company

VendorVendor Valid

Error message on

audit report

Release PO

Create Purchase

Order Record

Flagged properly

PO01

PO03

Prompt User

Generate Adit

Report Entry

Allow modification

Cancelled

yes

yes

no

yes

yes

Error message on

audit report

Go to read next

work record

Do not process

Go to read next

work record

no

Go to read next

work record

yes

no

no Create audit

record

Go to read next

work record

Go to read next

work record

no

no

yes

Review

requirements

Review

requirements

Replenishment Definition (INV/AUR/AURD)

Use this program to create and maintain procedures that save the responses to

questions asked in TPIM for the Automated Replenishment process.

There are five screens in this program:

• Automatic Replenishment Procedures screen—A list of saved procedures

(unless this is the first time you are defining one).

• Replenishment Definition Item Selection Screen—The standard FASPAC

item selection screen. Refer to the Inventory Management Reports

Reference Manual in Volume 2 for more information.

• Replenishment Definition Inflows screen—Specify all sources from which

inventory is received into the warehouse, such as purchase orders,

warehouse transfers, material requisitions, rework orders, completed kits

and quotes.

• Replenishment Definition Outflows screen—Specify the sources of

demand for inventory items from the warehouse, such as customer orders,

warehouse transfers, rework orders, kits, EDI transaction types 862 and

830, kitting requirements, and plating and rework orders.

• Replenishment Definition Selection screen—Specify the filter information

for specific reporting requirements, such as the vendor number, product

line, from and through dates, replenishment type, and the percentage by

which to increase/decrease the minimum.

To define a procedure:

1. From any FASPAC menu, enter AURD. The cursor starts in the WHSE

field.

PO - 214 FPD/203


2. Enter a warehouse or press CMD to exit the program..

If definitions already exist, they are listed in the following screen.

If there are no existing definitions or if you select an existing procedure,

the following standard FASPAC item selection screen is displayed.

FPD/203 PO - 215


3. Enter the appropriate responses and then enter N at the Any Changes?

(Y/N) prompt.

The Inflows screen is displayed.

4. Specify all sources from which inventory is received, such as purchase

orders, warehouse transfers, material requisitions, rework orders,

completed kits and quotes.

Note: You can also press F8 to accept all entries on all screen, skip the

remaining screens, and create the procedure.

5. Press F10 to accept the entries and display the Outflows screen.

PO - 216 FPD/203


6. Specify the sources of demand for inventory items, such as customer

orders, warehouse transfers, rework orders, kits, EDI transaction types

862 and 830, kitting requirements, and plating and rework orders.

Note: You can also press F8 to accept all entries on all screen, skip the

remaining screens, and create the procedure.

7. Press F10 to accept the entries and display the Other Issues (Filters)

screen. The cursor starts in the Vendor Number field.

8. Press F10 to accept this screen’s default entries, or enter a valid PO

vendor, or leave the field blank for all vendors. The cursor moves to the

Product Line field.

9. Enter a valid product line or press Skip all product lines. The cursor

moves to the Due Date Type field.

10. Enter the type of due date to be used for replenishments created using

AURC.

• L = Today plus the number of lead time days

• B = When the product dips below the minimum

The cursor moves to the Buyer Code field.

11. Enter a Buyer code or press Skip for all Buyer codes. The cursor moves

to the From Date field.

FPD/203 PO - 217


12. Enter a date in MMDDYY OR MMDDYYYY format, or enter one of

the following variables.

• @SON = The sign on date of the user.

• @ILT = The sign on date plus lead time of the item at the item

warehouse level.

• @IRC = The sign on date plus the review cycle and lead time at

the item warehouse level.

• @ILTM999 = The sign on date plus the multiplier of the lead

time. For example, @ILTM2.5 represents the sign on date plus 2.5

times the lead time.

These variables are wild cards that allow you to run the process without

the need to change the date range. They are checked for obvious errors

when you enter the criteria. However, due to some of the calculations,

these values may not yield a valid date range at the time you run AURC.

The cursor moves to the Thru Date field.

Note: You cannot enter a wild card variable in one Date field and a date

in the other Date field. You must either use a wild card in both fields

(they can be different) or leave one of the fields blank.

13. Enter a date in MMDDYY OR MMDDYYYY format, or enter one of

the variables described in the previous step. The cursor moves to the

Replenishment Type(s) field.

The Warehouse field is skipped because it is not used in Automated

Replenishment.

14. Enter V for Vendor Purchase Order and press Skip. The cursor moves to

the first Percentage To Increase/Decrease By field.

Although you can enter one or more of the other options (K, P, W, and

M), they are not currently used by Automated Replenishment.

The following fields are skipped because they are not used in Automated

Replenishment. The responses are displayed for information purposes

only.

• Any Item Not Reviewed For 000 Days

• Ignore Minimum

• Ignore Maximum

• Percentage To Increase/Decrease By (for Maximum)

PO - 218 FPD/203


15. Enter a percentage if the current minimum value threshold should be

increased, decreased, or left as is.

• 0 = The current minimum value is to be used.

• n+ = Enter a number and the plus sign if the minimum value is to

be increased by that percent.

• n- = Enter a number and the minus sign if the minimum value is to

be decreased by that percent.

The following message is displayed:

Any Changes? (Y/N)

16. Enter Y if you want to change entries or N to continue. The following

message is displayed if you enter Y.

OK To Continue? (Y/N)

17. Enter Y to run the program or N to exit the program. The following


Save Responses? (Y/N)

Enter Y to save the responses or N to exit the program. The following


Enter Name

Note: You cannot delete saved procedures.

18. Enter a meaningful name or use the same name if the procedure already

exists.

The saved procedure will be available to everyone running the Automatic

Replenishment programs. The responses are stored by warehouse within

company instead of by user. This allows all people with access to that

company, warehouse, and application to have access to the procedures.

After you enter a name, the following message is displayed.

Would You Like to Run a Test? (Y/N)

19. Enter Y to run a test or N to exit the program.

Running the test allows you to see the items and what would be

generated for replenishment if this procedure is run in AURC. The test

does not erase the previous run of the same stored procedure, nor does it

create orders. It allows you to test scenarios.

FPD/203 PO - 219


The following message displayed at the bottom of the screen indicates

the number of items that would have been selected for replenishment.

20. Enter Y to display the AURD summary screen.

PO - 220 FPD/203


21. Enter the line number to display the AURD detail screen.

22. Enter N to exit the program.

FPD/203 PO - 221


Replenishment Creation (INV/AUR/AURC)

Use this program to generate replenishment orders from the saved procedures

you created in AURD. This program is similar to TPIM in that it reviews stock

levels of items in a time-phased manner.

If an item’s stock position goes negative during the review window or remains

below the minimum at the end of the time window being reviewed, a

replenishment order is generated. If the vendor is flagged for automatic release,

the program will automatically create one or more purchase orders, following this

sequence to find the pricing for the item:

• It checks the im02 file to see if a vendor is associated with the item (in

IM/MAI).

– If the im02 file has no vendor, it checks the im01 file.

– If there is no vendor, it creates a replenishment order to be reviewed in

AURR.

• If a vendor is found, it then checks for a vendor contract (defined in

VCC/VCM).

– It looks for the lowest price in a specific warehouse and will use that to

create the PO.

– If there is no specific warehouse, it looks for the lowest price for all

warehouses and uses that to create the PO.

• If there is no vendor contract, it checks for a vendor price catalog (defined

in VCC/VCPM).

– It looks for the lowest price in a specific warehouse and will use that to

create the PO.

– If there is no specific warehouse, it looks for the lowest price for all

warehouses and uses that to create the PO.

• If there is no vendor catalog, it looks at the Vendor record for a Vendor

Price code (field 30 Vendor Code in AP/MAR/VM).

– Then it looks in the Vendor Price Table for the code.

– If it finds the code, it creates a purchase order.

• If it does not find a Vendor Price code or if the code does not exist in the

Vendor Price Table, it looks at field 08 Default Purchase Cost in

SYS/POS.

– It uses either REP (replacement cost) or LIS (list price) to create the

purchase order.

An audit report is generated showing all errors and PO records that were created

for you to print and send.

PO - 222 FPD/203


Purchase orders are not be automatically created under the following conditions.

• If the replenishment order did not meet the vendor’s order requirements.

• If the item was flagged in IM/MAI or IM/BRM to be manually released

(see page 204).

• If there is no vendor assigned.

• If the vendor is not flagged in AP/MAR/VM for automatic release (see

page 197).

• If the item is below zero during the window under review, but is above the

minimum at the end of the window.

These replenishment orders are saved in the au01 file, which you can then review

in Replenishment Review (INV/AUR/AURR). See page 228.

FPD/203 PO - 223


To run a replenishment procedure:

1. From any FASPAC menu, enter AURC. The following screen is

displayed and the cursor starts in the WHSE field.

2. Enter a warehouse or press CMD to exit the program.

The list of saved procedures is displayed and the cursor moves to the

SELECT field.

PO - 224 FPD/203


3. Enter the number of the procedure you want to run.

The Replenishment Creation screen is displayed and the cursor starts in

the first Percentage To Increase/Decrease By field.

4. Enter a percentage if the current minimum value threshold should be

increased, decreased, or left as is.

• 0 = The current minimum value is to be used.

• n+ = Enter a number and the plus sign if the minimum value is to

be increased by that percent.

• n- = Enter a number and the minus sign if the minimum value is to

be decreased by that percent.

The following message is displayed:

Any Changes? (Y/N)

5. Enter Y to return to the Percentage To Increase/Decrease By field, or N

to continue. The following following message is displayed.

OK To Continue? (Y/N) is displayed.

FPD/203 PO - 225


6. Enter Y to run the prcedure, or N to exit the program.

Item records are processed and replenishment orders are created.

Statistics are displayed at the bottom of the screen when the process is

finished:

7. Press Skip to exit the program.

PO - 226 FPD/203


If the 02 Allow Entry Of P.O. Number field is set to Y in SYS/WCS screen two,

the following message is displayed when purchase orders are automatically

created:

xxxxxx

Enter New P.O. Number

Where xxxxxx is the system-defined PO number.

You can accept the system PO number or enter a different one.

FPD/203 PO - 227


Replenishment Review (INV/AUR/AURR)

Use this program to review replenishment orders that were generated in

Replenishment Creation (INV/AUR/AURC) but did not automatically create

purchase orders. You can edit them using a “drill down” method, and then

manually create the purchase orders and requisitions.

While reviewing the replenishment orders, you can make purchasing decisions

and flag items for replenishment, process the work, create purchase order and

requisition records, review the replenishment order later, or discard what was in

this session and try again. Note that the option to review later is only available

until the next time this application is run.

Once you manually flag an item to be ordered, the program creates purchase

orders and requisitions regardless of the vendor or minimum requirements from

the Automated Replenishment requirements. Those items with a vendor assigned

will create purchase orders and those without a vendor will create requisitions.

An audit report indicates the activities that occurred. Review the report and then

print and send the purchase orders and requisitions as you normally would.

Note: If you do not place the replenishment orders, your selections will be

retained for further review. This information is at the item/warehouse level for

the procedures. If another user runs a different procedure for the same item after

you have run your procedures, the item is no longer available for you to act on.

The item is available for review only in last procedure to run for that item.

To review a replenishment order:

1. From any FASPC menu, enter AURR. The following screen is displayed

and the cursor starts in the WHSE field.

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2. Enter a warehouse or press CMD to exit the program. The list of saved

procedures is displayed and the cursor moves to the SELECT field.

3. Enter the number of the procedure. The Automatic Replenishment

Review Summary screen is displayed (go to the next section).

If the following error message is displayed, no replenishments have been

created from the procedure you selected.

No Records Found to Review SKIP to Exit

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Automatic Replenishment Review Summary Screen

The summary screen displays the status of the replenishment orders by vendor

and product line. The vendor requirements are also displayed with the current

status to allow for quick decision processing.

You can drill down to the line item detail level and review the items, or process

the replenishment orders from this screen.

Column and Field Descriptions

No

The line number to access detail or select for replenishment.

O

The replenishment order status.

Y = All detail items have been selected for replenishment.

N = None of the detail lines have been selected.

P = Some have been selected and some not partially selected.

Vendor

The vendor to be used for replenishment. The field is blank if no vendor

is assigned to the item.

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Ship

The vendor ship-from location.

Prod Line

The product line for the items.

Out

The number of detail lines in a negative position.

Total

The total number of detail lines.

Current

The current amount, quantity, volume, or weight based on items flagged

for replenishment.

Press F5 to toggle between these values.

Minimum

The corresponding minimum requirement of the vendor. This is

represented in amounts or percentages.

Press F7 to toggle between these values.

N/A is displayed when percentages are chosen that are not applicable in

this requirement.

Freight

The free freight information for the vendor. The information is displayed

in the same manner as the minimum column.

Functions

Enter a line number to display the detail screen (go to page 233).

F1 = If the items are on more than one screen, return to the top of the list.

F3 = If the items are on more than one screen, go to the next screen.

F5 = Toggle between displaying Amt, Vol, Qty, and Wgt in the Current,

Minimum, and Freight columns.

F7 = Toggle between displaying Amt, Vol, Qty, and Wgt or the percent

of each in the Minimum and Freight columns.

F10 = Asks for a Line Number to Order. If the ordered status is Y, all

detail lines will be flagged N and the status changed to N. If the status is

P or Y, all detail lines will be flagged Y and the status changed to Y.

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CMD = Exit the program. If an item is flagged for replenishment, the

following message is displayed:

Would You Like to Generate Replenishment Orders

for Included Items Create Orders(Y/N)?

Enter Y to create purchase orders or requisitions.

Enter N to save changes and exit the program.

If the 02 Allow Entry Of P.O. Number field is set to Y in SYS/WCS screen two,

the following message is displayed when purchase orders are created:

xxxxxx

Enter New P.O. Number

Where xxxxxx is the system-defined PO number.

You can accept the system-generated PO number or enter a different one.

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Automatic Replenishment Review Detail Screen

This screen is displayed when you enter a line number in the Summary screen.

Column and Field Descriptions

Vendor

The vendor being used for replenishment.

Ship

The vendor’s Ship From code.

Amount

The running total for the items you have selected for replenishment.

No

The line number to select for TPIM or replenishment. The following

indicators may be displayed.

* = The item was at a negative position at the end of the time window.

Items with this indicator are displayed at the top of the review list.

@ = The item fell into a negative position during the review window but

is not at a negative position at the end of the window. These items may

only need to be expedited, not ordered. They are displayed after the *

items in the review list.

Item Number/Desc

The first line displays the FASPAC item number.

The second line displays the item description.

FPD/203 PO - 233


Order Qty

The quantity to be ordered for replenishment after rounding/container

rules have been applied. You can accept this quantity or change it if

necessary.

Press CMD to return to the SELECT prompt without changing the field.

If you enter a zero quantity, the following message is displayed:

Invalid Quantity Entered SKIP-To Continue

After you enter a value in this field, the extended cost is recalculated and

displayed. The cursor moves to the Date/Sugg field.

UOM

The first line is the FASPAC or vendor’s unit of measure after

rounding/container rules have been applied.

The second line is the stocking unit of measure.

You cannot change either of these values.

Date/Sugg. Qty

The first line is the due date calculated for replenishment. You can

manually change it if necessary.

The second line is the quantity calculated for replenishment in stocking

units. You cannot change this value.

Press CMD to return to the Order Qty field.

If you enter an invalid date, the following error message is displayed:

Invalid Date Entered SKIP-To Continue

After you accept or enter a date, the cursor moves to the Cost field.

Cost/Ext

The first line is the unit cost per UOM. You can change this if necessary.

The second line is the extended cost, based on the order quantity, unit

cost, and UOM. It will be recalculated if you change the Order Quantity

or Cost; you cannot change this value manually.

Press CMD to return to the Date field.

If you change the cost, it should be based on the UOM displayed for that

line. The extended cost is recalculated and displayed.

After you accept or change the cost, the cursor moves to the O/C field.

Note: If no vendor is assigned, the values in the Cost/Ext column are not

used to create the requisition. You can use these values in a simulation to

project what amount would be generated if these items were order.

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O/C

The first line displays the item’s Order flag (Y if the item has been

flagged for replenishment, N if it has not) and ABC code.

The second line displays the item’s Class code.

Press CMD to return to the Cost field.

After you accept or change the Order flag, the Amount field at the top of

the screen is recalculated and displayed. The cursor returns to the

SELECT prompt and the file is updated with your changes.

Functions

Enter a line number to edit.

F1 = If the items are on more than one screen, return to the top of the list.

F3 = If the items are on more than one screen, go to the next screen.

F10 = Recalculates the Amount field at the top of this screen and on the

Summary screen.

F11 = Runs TPIM to display the information (all dates and processes)

about the item’s movements. See page 236.

CMD = Return to the Summary screen.

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Automatic Replenishment Review TPIM Detail Screen

This screen is displayed when you press F11 in the Automatic Replenishment

Review Detail screen.

You can evaluate the current status of the item by examining the time-phased

sequence of inflows and outflows and the net balance value after each

replenishment order.

The indicators * and @ to the right of a line item allow you to quickly ascertain

when the net balance value for the item is above the maximum control value,

within the maximum and minimum control limits, or below the minimum control

value.

• * means the net balance is above the maximum quantity.

• @ means the net balance is below the minimum quantity.

• If neither character is displayed, the net balance value is within the

minimum and maximum control limits.

Your replenishment review record is included in the time-phased sequence so

you can examine its effect. It has a T-S of ARR in the Inflows column.

Refer to the Time-Phased Inventory Management Reference Manual in Volume 3

for more information.

Press F9 to return to AURR.

PO - 236 FPD/203


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