FAQ - Purchase Order System
Enter & Edit User Flags-Purchase Orders
Show Sales Orders in Receiving PO’s- When you are receiving Purchase Orders the system can show you what Sales Orders are Open for the particular Product that you are receiving. You can view this information by either pressing F6- Order while receiving the particular line item or if you set this flag to Yes, the system will automatically show you the open Sales Orders for that product.
Order Inq During PO Rec Sequence- When viewing Open Orders while receiving Products the Orders can be displayed in Order # sequence or Order Date sequence. You can make you selection here by pressing the space bar to shoose from a drop down list.
Default # of Copies on PO-Each User can setup the number of copies they would like to print for the Purchase Order Document. This can be changed when printing the document.
Default # of Copies on R.F.Q-Each User can setup the number of copies they would like to print for the Request for Quote Document. This can be changed when printing the document.
Calender YTD Type- When viewing Open Order while receiving Products the Orders can be displayed in Order # sequence or Order Date sequence. You can make your selection here by pressing the space bar to choose from a drop down list.
Skip Debit Memo Type- When entering a Debit Memo if you would like the cursor to stop at the Debit Memo Date answer No here. If you answer Yes the cursor will skip the next field. You can always arrow back up to this field if necessary.
Default Accrued Update Answer-When you are receiving Purchase Orders, you typically want to check your in-process report and then update the receipts. This is the default answer to Update Question which can be set to Yes or No. Most Users set this to Yes so that they are sure to update their receipts on a timely basis.
Default Rec A/P Update Answer- When you are entering Accounts Payable Invoices or Checks, this is the default answer to the Update questions that you will be prompted upon exiting. If you default this to No and exit the systrm without updating the system will also give you a warning that you are exiting with Invoices or Checks in Process.
Use Reverse Sequence During PO Entry- When entering a Purchase Order in the system the default is to display the line items entered in the sequence that you entered them with the first item on the top of the scrolling box and the last item on the bottom. If you have an order with large number of line items you may not see the last item on the screen. You can page or scroll down to see each page of line items. If you answer Yes to this flag the sequence will be reversed so that the last line item that you entered will be on the top and the first item that you entered will be on the bottom.
Include Accrued in Open PO Inquiry- If this is set to Yes the User will not only see Open PO’s that have not been received but will also see PO’s that have been received and posted to Accrued. The default is No as some Users may find this confusing since received quantities are included in the on hand inventory.
Skip PO Date in Processing PO Entry-If this flag is set to Yes the PO Date will fill in automatically with the Current Date which is the most common preference. If a company is entering PO’s from an old system to convert over they may want to temporarily change this flag so they do not have to go back on the field to enter the actual PO Date from their old system.
F3-Printer Flags- Default Printers each User can select the printers that they would like to be the default when printing documents from the system. When you print the particular document, the default printer will be selected automatically. You then have the option of changing the default printer by simply pressing spacebar and enter or clicking on the look-up button. While in User Flags-Order Entry you can view or change your default printer by clicking on printers on the right side of the screen. You will see the screen below. Simply click on the look-up button or press space bar enter to see a drop down list of available printers.
F4- Aging Flags- These options are located on the right side of the screen, click on the button or press F4. These flags relate to the Aged Analysis Report. These Aged Analysis Flags allow Users to contour the report to fit their Company requirements. The standard default is to Print Customer Code, Name and Telephone Number. Note that selecting some of these flags will add to the length of the report. You can also make changes to these options while you are in the report.