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| SOF Sales Invoicing Purchase Order on the Fly |
Generate purchase orders from invoices created in Sale Invoicing. Do you find yourself entering an order or invoice, then typing in the same information again on a purchase order? End the hassle with SOF - Sales Invoicing Purchase Order on the Fly! When it's time to send out your purchase orders, select the new option in the purchase order module to "Generate PO's from SI" and Peachtree will automatically generate PO's for those items in a batch. Print the PO's and send them. It's that easy!
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦SIPROC1 Add Documents COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦DOC TYPE....: I Invoice DOC STATUS.: A Active ¦ ¦DOC NUMBER..: 023550 ¦ ¦CUSTOMER ID.: ANDERA Anita S. Anderson ¦ ¦DOC DATE....: 03/12/96 ¦ ¦ PROD QTY QTY PRICE DISC T/ ¦ ¦LN.TYP...PRODUCT.ID.....CD.U/M.......ORDERED.....SHIPPED.CD..UNIT.PRICE..PCT..E ¦ ¦ 1 OP ¦ ¦ ¦ +--------------------------------------------------------------------------------+
The transaction type will automatically change to an SA, SS, or SN transaction, respectively, after pressing [Enter]. The item description field will now show a (*PO) at the end of either the Standard or Extended description field to indicate this item is on order. If there are enough blanks at the end of the description, the text *PO will be placed at the start of those blank spaces. If there are not enough blank spaces, the text will overwrite the last three characters in the description field.
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦SIPROC1 Add Documents COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦DOC TYPE....: I Invoice DOC STATUS.: A Active ¦ ¦DOC NUMBER..: 023550 ¦ ¦CUSTOMER ID.: ANDERA Anita S. Anderson ¦ ¦DOC DATE....: 03/12/96 ¦ ¦ PROD QTY QTY PRICE DISC T/ ¦ ¦LN.TYP...PRODUCT.ID.....CD.U/M.......ORDERED.....SHIPPED.CD..UNIT.PRICE..PCT..E ¦ ¦ 1 SA APP0900121REF A EACH 1.00 1.00 900.0000 0.00 T ¦ ¦ +-------- Extended Description ---------+ ¦ ¦ ¦21 CUBIC FT. COMMERCIAL REFRIGERATOR ¦ ¦ ¦ ¦AVAILABLE WITH 2-YR WARRANTY AT NO ¦ ¦ ¦ ¦EXTRACOST *PO ¦ ¦ ¦ ¦ ¦ ¦ ¦ +----------------------------------------+ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ Qty Avail for Shipment.: 5.00 ¦ ¦ F1-Help ShF5-Status Chg F10-Done ¦ +--------------------------------------------------------------------------------+
The full amount of the Quantity Ordered field can now be be used to generate a purchase order from within the PO module. To remove the PO information, edit the invoice and remove the text *PO from the description field.
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦SIPROC1 Add Documents COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦DOC TYPE....: I Invoice DOC STATUS.: A Active ¦ ¦DOC NUMBER..: 023550 ¦ ¦CUSTOMER ID.: ANDERA Anita S. Anderson ¦ ¦DOC DATE....: 03/12/96 ¦ ¦ PROD QTY QTY PRICE DISC T/ ¦ ¦LN.TYP...PRODUCT.ID.....CD.U/M.......ORDERED.....SHIPPED.CD..UNIT.PRICE..PCT..E ¦ ¦ 1 SA APP0900121REF A EACH 1.00 1.00 900.0000 0.00 T ¦ ¦ +-------- Extended Description ---------+ ¦ ¦ ¦21 CUBIC FT. COMMERCIAL REFRIGERATOR ¦ ¦ ¦ ¦AVAILABLE WITH 2-YR WARRANTY AT NO ¦ ¦ ¦ ¦EXTRACOST *PO ¦ ¦ ¦ ¦ ^ ¦ ¦ ¦ +------------|---------------------------+ ¦ ¦ | ¦ ¦ REMOVE THIS TEXT------ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ Qty Avail for Shipment.: 5.00 ¦ ¦ F1-Help ShF5-Status Chg F10-Done ¦ +--------------------------------------------------------------------------------+
Upon removing the *PO from the description field, a warning box will appear. You will be prompted to answer if you would like to put the *PO back in the description, or continue, and not include this item on the purchase order. You can also add the comment *PO to the end of any SA, SS, SN transaction to have that line included on a purchase order the next time Generate PO's from SI is run.
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦SIPROC1 Add Documents COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦DOC TYPE....: I Invoice DOC STATUS.: A Active ¦ ¦DOC NUMBER..: 023550 ¦ ¦CUSTOMER ID.: ANDERA Anita S. Anderson ¦ ¦DOC DATE....: 03/12/96 ¦ ¦ PROD QTY QTY PRICE DISC T/ ¦ ¦LN.TYP...PRODUCT.ID.....CD.U/M.......ORDERED.....SHIPPED.CD..UNIT.PRICE..PCT..E ¦ ¦ 1 SA APP0900121REF A EACH 1.00 1.00 900.0000 0.00 T ¦ ¦ ¦ ¦ 21 CUBIC FT. COMMERCIAL REFRIGERATOR ¦ ¦ AVAILABLE WITH 2-YR WARRANTY AT NO ¦ ¦ +---------------------------------------------------------------------+ ¦ ¦ ¦ To generate a Purchase Order for this item, "*PO" must be the last ¦ ¦ ¦ ¦ text in the Description. ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ WOULD YOU LIKE TO PUT THAT TEXT BACK IN THE DESCRIPTION? Y/N: Y ¦ ¦ ¦ +---------------------------------------------------------------------+ ¦ ¦ N ¦ +--------------------------------------------------------------------------------+
If a purchase order has been generated for a specific invoice, and you attempt to edit/change/delete an ordered line item, a message box will appear warning that a purchase order has already been generated for this invoice. If you increase the Quantity Ordered of a line item, then a new PO will be generated for the amount of the increase. For example, if the original invoice was for five items and you increase it to twenty items, then a new PO will be generated for fifteen items. If the Quantity Ordered is decreased, and the PO has already been generated, then we recommend that you manually adjust that difference in the Purchase Order module.
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦SIPROC1 Edit Documents COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦DOC TYPE....: I Invoice DOC STATUS.: A Active ¦ ¦DOC NUMBER..: 023552 ¦ ¦CUSTOMER ID.: COOPEG Gloria S. Cooper ¦ ¦DOC DATE....: 03/12/96 ¦ ¦ PROD QTY QTY PRICE DISC T/ ¦ ¦LN.TYP...PRODUCT.ID.....CD.U/M.......ORDERED.....SHIPPED.CD..UNIT.PRICE..PCT..E ¦ ¦ 1 SA APP0900120REF A EACH 10.00 7.00 779.9900 0.00 T ¦ ¦ Description.: ¦ ¦ ¦ ¦ ¦ ¦ +---------------------------------------------------------------------+ ¦ ¦ ¦ Purchase Order #1235 has already been generated for this item. The ¦ ¦ ¦ ¦ additional amount you just entered will be generated on a new PO. ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ CONTINUE - Y/N: N ¦ ¦ ¦ +---------------------------------------------------------------------+ ¦ ¦ ¦ +--------------------------------------------------------------------------------+
Interface with Purchase Order Module In PO Enter/Change Purchase Orders option, an additional menu item, "S - Process PO's from SI", is now available.
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦POPROC1 Enter/Change Purchase Orders COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦ ¦ ¦ +--------- SELECT FUNCTION ---------+ ¦ ¦ ¦ ¦ ¦ ¦ ¦ A - Add A Purchase Order ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ E - Edit A Purchase Order ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ X - Cancel A Purchase Order ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ C - Close A Purchase Order ¦ ¦ ¦ ¦ ¦ ¦ ¦ »»» ¦ S - Process PO's From SI ¦ ¦ ¦ ¦ ¦ ¦ ¦ +-----------------------------------+ ¦ +--------------------------------------------------------------------------------+
After selecting "S - Process PO's from SI", a menu will appear with the following three options:
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦POPROC1 Enter/Change Purchase Orders COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ +----- PO Items From SI ------+ ¦ ¦ »» ¦ L - List Items ¦ ¦ ¦ ¦ C - Change Lines ¦ ¦ ¦ ¦ G - Generate PO's From SI ¦ ¦ ¦ +-----------------------------+ ¦ ¦ ¦ +--------------------------------------------------------------------------------+
This option will list the items selected in SI to be ordered, the customers they're being shipped to, the vendor they're being ordered from, and information on the SI document. You will be able to sort this report by Item ID, Vendor, Ship-To Name, SI Date, SI Doc #, and PO number. For each one of these reports, you can choose to print All, or a Range of information.
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦POPROC1 Enter/Change Purchase Orders COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ +----- Select Type ------+ ¦ ¦ »» ¦ W - Waiting To Order ¦ ¦ ¦ ¦ O - Already Ordered ¦ ¦ ¦ +------------------------+ ¦ ¦ ¦ +--------------------------------------------------------------------------------+
If you select "W - Waiting to Order", you will receive a list of orders that have not been generated. If you choose "O - Already Ordered", you will receive a list of items that already have purchase orders generated for them. You are able to generate five types of reports based on the information entered in Sales Invoicing.
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦POPROC1 Enter/Change Purchase Orders COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦List Records Waiting To Order ¦ ¦ +---- Sort Report By -----+ ¦ ¦ ¦ I - Inventory Item ID ¦ ¦ ¦ ¦ V - Vendor ¦ ¦ ¦ ¦ S - Ship-To Name ¦ ¦ ¦ ¦ N - SI Doc Number ¦ ¦ ¦ ¦ D - SI Doc Date ¦ ¦ ¦ +-------------------------+ ¦ ¦ ¦ +--------------------------------------------------------------------------------+
+----------------------------------------------------------------------------------------------------------------------------+ ¦RUN DATE: 03/12/96 Software Professionals Inc. PAGE 1 ¦ ¦RUN TIME: 8:16 AM Purchase Order ¦ ¦ Items Waiting To Be Ordered ¦ ¦----------------------------------------------------------------------------------------------------------------------------¦ ¦ S/I S/I QTY QTY VENDOR ¦ ¦DOC DATE DOC # INVENTORY ITEM ID TO ORDER ORDERED ID SHIP-TO NAME ¦ ¦-------- ------ ------------------- ----------- ----------- ------ ------------------------- ¦ ¦03/07/96 023549 PAPP0900120REF 1.00 0.00 FRIGID Software Professionals Inc. ¦ ¦03/07/96 023550 PAPP0900120REF 1.00 0.00 FRIGID Software Professionals Inc. ¦ ¦03/07/96 023551 PCLC463487G 1.00 0.00 NUMCO Software Professionals Inc. ¦ ¦03/07/96 023551 SAUTAUT00000 1.00 0.00 WD Software Professionals Inc. ¦ ¦03/07/96 023551 SHDWHDW00001 1.00 0.00 AUTFNC Software Professionals Inc. ¦ ¦03/07/96 023551 1.00 0.00 AUTFNC Software Professionals Inc. ¦ ¦03/07/96 023551 ASDFASDFADFASF 1.00 0.00 AUTFNC Software Professionals Inc. ¦ ¦03/12/96 023550 PAPP0900121REF 1.00 0.00 FRIGID Software Professionals Inc. ¦ ¦03/12/96 023550 PAPP1200040DIS 1.00 0.00 MAYTAB Software Professionals Inc. ¦ ¦03/12/96 023550 PAPP1400040TRA 1.00 0.00 MAYTAB Software Professionals Inc. ¦ ¦03/12/96 023551 PAPP0900120REF 2.00 0.00 FRIGID Software Professionals Inc. ¦ ¦03/12/96 023551 PAPP0900121REF 2.00 0.00 FRIGID Software Professionals Inc. ¦ ¦03/12/96 023551 PAPP0900210REF 1.00 0.00 FRIGID Software Professionals Inc. ¦ ¦ ¦ +----------------------------------------------------------------------------------------------------------------------------+
+----------------------------------------------------------------------------------------------------------------------------+ ¦RUN DATE: 03/12/96 Software Professionals Inc. PAGE 1 ¦ ¦RUN TIME: 8:15 AM Purchase Order ¦ ¦ Items Waiting To Be Ordered ¦ ¦----------------------------------------------------------------------------------------------------------------------------¦ ¦ QTY QTY S/I S/I VENDOR ¦ ¦ INVENTORY ITEM ID TO ORDER ORDERED DOC DATE DOC # ID SHIP-TO NAME ¦ ¦------------------- ----------- ----------- -------- ------ ------ ------------------------- ¦ ¦ 1.00 0.00 03/07/96 023551 AUTFNC Software Professionals Inc. ¦ ¦ ¦ ¦ ASDFASDFADFASF 1.00 0.00 03/07/96 023551 AUTFNC Software Professionals Inc. ¦ ¦ ¦ ¦ AUT9191898 1.00 0.00 03/12/96 023550 AUTFNC Software Professionals Inc. ¦ ¦ ¦ ¦PAPP0900120REF 1.00 0.00 03/07/96 023549 FRIGID Software Professionals Inc. ¦ ¦PAPP0900120REF 1.00 0.00 03/07/96 023550 FRIGID Software Professionals Inc. ¦ ¦PAPP0900120REF 2.00 0.00 03/12/96 023551 FRIGID Software Professionals Inc. ¦ ¦PAPP0900120REF 6.00 1.00 03/12/96 023552 FRIGID Software Professionals Inc. ¦ ¦ ----------- ----------- ¦ ¦ 10.00 1.00 ¦ ¦ ¦ +----------------------------------------------------------------------------------------------------------------------------+
+----------------------------------------------------------------------------------------------------------------------------+ ¦RUN DATE: 03/12/96 Software Professionals Inc. PAGE 1 ¦ ¦RUN TIME: 8:15 AM Purchase Order ¦ ¦ Items Waiting To Be Ordered ¦ ¦----------------------------------------------------------------------------------------------------------------------------¦ ¦VENDOR QTY QTY S/I S/I ¦ ¦ ID SHIP-TO NAME INVENTORY ITEM ID TO ORDER ORDERED DOC DATE DOC # ¦ ¦------ ------------------------- ------------------- ----------- ----------- -------- ------ ¦ ¦AUTFNC Software Professionals Inc. SAUTAUT00005 1.00 0.00 03/12/96 023550 ¦ ¦AUTFNC Software Professionals Inc. SHDWHDW00001 1.00 0.00 03/07/96 023551 ¦ ¦AUTFNC Software Professionals Inc. AUT9191898 1.00 0.00 03/12/96 023550 ¦ ¦AUTFNC Software Professionals Inc. 1.00 0.00 03/07/96 023551 ¦ ¦AUTFNC Software Professionals Inc. ASDFASDFADFASF 1.00 0.00 03/07/96 023551 ¦ ¦FRIGID Software Professionals Inc. PAPP0900120REF 1.00 0.00 03/07/96 023549 ¦ ¦FRIGID Software Professionals Inc. PAPP0900120REF 1.00 0.00 03/07/96 023550 ¦ ¦FRIGID Software Professionals Inc. PAPP0900121REF 1.00 0.00 03/12/96 023550 ¦ ¦FRIGID Software Professionals Inc. PAPP0900120REF 2.00 0.00 03/12/96 023551 ¦ ¦FRIGID Software Professionals Inc. PAPP0900121REF 2.00 0.00 03/12/96 023551 ¦ ¦FRIGID Software Professionals Inc. PAPP0900210REF 1.00 0.00 03/12/96 023551 ¦ ¦FRIGID Software Professionals Inc. PAPP0900120REF 6.00 1.00 03/12/96 023552 ¦ ¦MAYTAB Software Professionals Inc. PAPP1200040DIS 1.00 0.00 03/12/96 023550 ¦ ¦MAYTAB Software Professionals Inc. PAPP1400040TRA 1.00 0.00 03/12/96 023550 ¦ +----------------------------------------------------------------------------------------------------------------------------+
+----------------------------------------------------------------------------------------------------------------------------+ ¦RUN DATE: 03/12/96 Software Professionals Inc. PAGE 1 ¦ ¦RUN TIME: 8:15 AM Purchase Order ¦ ¦ Items Waiting To Be Ordered ¦ ¦----------------------------------------------------------------------------------------------------------------------------¦ ¦ VENDOR QTY QTY S/I S/I ¦ ¦ SHIP-TO NAME ID INVENTORY ITEM ID TO ORDER ORDERED DOC DATE DOC # ¦ ¦------------------------- ------ ------------------- ----------- ----------- -------- ------ ¦ ¦Software Professionals Inc. AUTFNC SAUTAUT00005 1.00 0.00 03/12/96 023550 ¦ ¦Software Professionals Inc. AUTFNC SHDWHDW00001 1.00 0.00 03/07/96 023551 ¦ ¦Software Professionals Inc. AUTFNC AUT9191898 1.00 0.00 03/12/96 023550 ¦ ¦Software Professionals Inc. AUTFNC 1.00 0.00 03/07/96 023551 ¦ ¦Software Professionals Inc. AUTFNC ASDFASDFADFASF 1.00 0.00 03/07/96 023551 ¦ ¦Software Professionals Inc. FRIGID PAPP0900120REF 1.00 0.00 03/07/96 023549 ¦ ¦Software Professionals Inc. FRIGID PAPP0900120REF 1.00 0.00 03/07/96 023550 ¦ ¦Software Professionals Inc. FRIGID PAPP0900121REF 1.00 0.00 03/12/96 023550 ¦ ¦Software Professionals Inc. FRIGID PAPP0900120REF 2.00 0.00 03/12/96 023551 ¦ ¦Software Professionals Inc. FRIGID PAPP0900121REF 2.00 0.00 03/12/96 023551 ¦ ¦Software Professionals Inc. FRIGID PAPP0900210REF 1.00 0.00 03/12/96 023551 ¦ ¦Software Professionals Inc. FRIGID PAPP0900120REF 6.00 1.00 03/12/96 023552 ¦ ¦Software Professionals Inc. MAYTAB PAPP1200040DIS 1.00 0.00 03/12/96 023550 ¦ ¦Software Professionals Inc. MAYTAB PAPP1400040TRA 1.00 0.00 03/12/96 023550 ¦ +----------------------------------------------------------------------------------------------------------------------------+
If you have enhancement SDR - Sales Invoicing Drop Ship, you will see Ship to ID's of your customers listed under the Ship-To Name selection; otherwise, you will see only your company name which indicates an order being shipped to your location.
+-----------------------------------------------------------------------------------------------------------------------------+ ¦RUN DATE: 03/12/96 Software Professionals Inc. PAGE 1 ¦ ¦RUN TIME: 8:16 AM Purchase Order ¦ ¦ Items Waiting To Be Ordered ¦ ¦-----------------------------------------------------------------------------------------------------------------------------¦ ¦ S/I S/I QTY QTY VENDOR ¦ ¦DOC # DOC DATE INVENTORY ITEM ID TO ORDER ORDERED ID SHIP-TO NAME ¦ ¦------ -------- ------------------- ----------- ----------- ------ ------------------------- ¦ ¦023549 03/07/96 PAPP0900120REF 1.00 0.00 FRIGID Software Professionals Inc. ¦ ¦023550 03/07/96 PAPP0900120REF 1.00 0.00 FRIGID Software Professionals Inc. ¦ ¦023550 03/12/96 PAPP0900121REF 1.00 0.00 FRIGID Software Professionals Inc. ¦ ¦023550 03/12/96 PAPP1200040DIS 1.00 0.00 MAYTAB Software Professionals Inc. ¦ ¦023550 03/12/96 PAPP1400040TRA 1.00 0.00 MAYTAB Software Professionals Inc. ¦ ¦023550 03/12/96 SAUTAUT00005 1.00 0.00 AUTFNC Software Professionals Inc. ¦ ¦023550 03/12/96 SAUTAUT00007 1.00 0.00 WD Software Professionals Inc. ¦ ¦023550 03/12/96 SAUTAUT00008 1.00 0.00 WD Software Professionals Inc. ¦ ¦023550 03/12/96 AUT9191898 1.00 0.00 AUTFNC Software Professionals Inc. ¦ ¦023551 03/12/96 PAPP0900120REF 2.00 0.00 FRIGID Software Professionals Inc. ¦ ¦023551 03/12/96 PAPP0900121REF 2.00 0.00 FRIGID Software Professionals Inc. ¦ ¦023551 03/12/96 PAPP0900210REF 1.00 0.00 FRIGID Software Professionals Inc. ¦ ¦023551 03/07/96 PCLC463487G 1.00 0.00 NUMCO Software Professionals Inc. ¦ ¦023551 03/07/96 SAUTAUT00000 1.00 0.00 WD Software Professionals Inc. ¦ +-----------------------------------------------------------------------------------------------------------------------------+
This option will allow you to specify that an item be ordered from a different vendor, to change the amount to be ordered, or to delete an item waiting to be ordered. This can be done for one document or for all documents entered in SI with PO information. This change will only affect those items that have not had a PO generated.
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦POPROC1 Enter/Change Purchase Orders COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ +----- PO Items From SI ------+ ¦ ¦ ¦ L - List Items ¦ ¦ ¦ »» ¦ C - Change Lines ¦ ¦ ¦ ¦ G - Generate PO's From SI ¦ ¦ ¦ +-----------------------------+ ¦ ¦ ¦ +--------------------------------------------------------------------------------+
After selecting "C - Change Lines", you will be prompted to enter an inventory ID, or you can press [F2] to select an item from a lookup of all items currently on order that have not had a PO generated.
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦POPROC1 Enter/Change Purchase Orders COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦ Item ID.: +--- Select Item ID ---+ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ASDFASDFADFASF ¦ ¦ ¦ ¦ AUT9191898 ¦ ¦ ¦ ¦ PAPP0900120REF ¦ ¦ ¦ ¦ PAPP0900121REF ¦ ¦ ¦ ¦ PAPP0900210REF ¦ ¦ ¦ ¦ PAPP1200040DIS ¦ ¦ ¦ ¦ PAPP1400040TRA ¦ ¦ ¦ ¦ PCLC463487G ¦ ¦ ¦ ¦ SAUTAUT00000 ¦ ¦ ¦ +----------------------+ ¦ ¦ ¦ +--------------------------------------------------------------------------------+
After you specify which inventory item to change, you will be prompted to enter a document number. To change this item on all documents, enter an asterisk (*) at the Doc. Num. field. To change the item on one specific invoice, enter the invoice number in this field or press [F2] to see a lookup of all available invoices that contain the item on order.
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦POPROC1 Enter/Change Purchase Orders COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦ Item ID.: PAPP0900120REF ¦ ¦ ¦ ¦ Doc Num.: 023551 (* for All) ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ +--------------------------------------------------------------------------------+
If a specific document number is entered (as opposed to * for all), you will be prompted to enter a document type (I=Invoice, O=Order). If there is only one document type for the document number specified, this document type will be the default for the prompt. You can also enter an asterisk (*) for this field to mean all documents with this number, regardless of type. An option to select Order/Drop will also appear. With SOF - Sales Invoicing Purchase Order on the Fly, the default will always go to Order; however, if you have SDR - Sale Invoicing Drop Ship, you have the option to show documents on order, documents that are being drop shipped to your customers, or both.
Once all the required information has been entered, the records matching the Item Number(s) and Document Number(s) will be added together. (If no * was entered, there will be only one matching record). The quantity to order will be displayed along with the vendor name. If an asterisk (*) was entered for any field, there may be several matching records, so there may be more than one vendor. If so, the vendors will be listed and separated by commas.
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦POPROC1 Enter/Change Purchase Orders COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦ Item ID.: PAPP0900120REF ¦ ¦ ¦ ¦ Doc Num.: * (* for All) ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ QtyToOrder Vendor(s) ¦ ¦ 10.00 AUTFNC, WD , FRIGID ¦ ¦ Accept? Y ¦ +--------------------------------------------------------------------------------+
You can enter either an "N" at the Accept prompt to change which vendor the order should be placed with, or enter a "Y" to accept the Order and Vendor information. If you choose to change the Order/Vendor information, and there is more than one vendor for the matching records, all matching records will be changed to the specified vendor you enter.
If there is only one matching record, then you will also be allowed to change the quantity ordered and delete the record.
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦POPROC1 Enter/Change Purchase Orders COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦ Item ID.: PAPP0900120REF ¦ ¦ ¦ ¦ Doc Num.: *023549 (* for All) ¦ ¦ ¦ ¦ Doc Type: I (* for All) ¦ ¦ ¦ ¦ Ord/Drop: O (* for All) ¦ ¦ ¦ ¦ QtyToOrder Vendor(s) ¦ ¦ 1.00 FRIGID ¦ ¦ Accept? Y (Y,N,D=Delete) ¦ ¦ ¦ +--------------------------------------------------------------------------------+
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦POPROC1 Enter/Change Purchase Orders COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ +----- PO Items From SI ------+ ¦ ¦ ¦ L - List Items ¦ ¦ ¦ ¦ C - Change Lines ¦ ¦ ¦ »» ¦ G - Generate PO's From SI ¦ ¦ ¦ +-----------------------------+ ¦ ¦ ¦ +--------------------------------------------------------------------------------+
When you first select "G - Generate Purchase Orders", your items are checked for valid vendor information. If any items are found with an invalid vendor or not defined in Accounts Payable, a warning box will appear.
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦POPROC1 Enter/Change Purchase Orders COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ +---------------------------------------------------------------------+ ¦ ¦ ¦ There is at least one item waiting to be ordered whose vendor is not¦ ¦ ¦ ¦ defined in Accounts Payable. Either use the Change Lines option to ¦ ¦ ¦ ¦ enter a defined vendor for these items, or enter their vendor in ¦ ¦ ¦ ¦ Accounts Payable. ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ PRINT A LISTING OF THESE VENDORS- Y/N: Y ¦ ¦ ¦ +---------------------------------------------------------------------+ ¦ ¦ ¦ +--------------------------------------------------------------------------------+
You can then print a list which contains all invalid vendors and their items on order. To assign a vendor to the items on order, you can either enter their vendor in Accounts Payable, or go back to "C - Change Lines", and select a valid vendor for those items. NOTE: You must have a valid vendor for each item before you can generate purchase orders.
If all records have valid vendor information, a menu for generating purchase orders will appear. If you choose "A - All", all documents and items will be generated as purchase orders. If you choose "N", "D", "V", or "S", you have the option to have only a range of Document Numbers, Document Dates, Vendor IDs, or Ship to Names, generated as purchase orders.
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦POPROC1 Enter/Change Purchase Orders COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ + Generate Purchase Orders For -+ ¦ ¦ ¦ A - All ¦ ¦ ¦ ¦ S - Range Of Ship-To Names ¦ ¦ ¦ ¦ N - Range Of SI Doc Numbers ¦ ¦ ¦ ¦ D - Range Of SI Doc Dates ¦ ¦ ¦ ¦ V - Range Of Vendors ¦ ¦ ¦ +-------------------------------+ ¦ ¦ ¦ +--------------------------------------------------------------------------------+
If you choose "S" to generate by Ship to Names and have SDR - Sales Invoicing Drop Ship, you can choose to generate the PO's based on Ship-To ID's or by your company name. Without SDR, the Ship-To name will always default to your company ID.
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦POPROC1 Enter/Change Purchase Orders COMPANY ID: SP ¦¦ ¦¦03/12/96 Software Professionals Inc. ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦Generate For All ¦ ¦ +-------------- Generate Options --------------+ ¦ ¦ ¦ R - Review Each Purchase Order ¦ ¦ ¦ ¦ A - Automatically Generate Purchase Orders ¦ ¦ ¦ +----------------------------------------------+ ¦ ¦ ¦ +--------------------------------------------------------------------------------+
After choosing to generate All or a Range of items for a purchase order, you will be prompted to review each purchase order or automatically generate purchase orders without stopping at each new order created. When you generate each purchase order, and you have Automatic PO Numbers set to (N) in Maintain Purchase Order Options, you will be prompted to enter a Purchase Order number for the new document being created. If you have Auto Numbering set to (Y) in Maintain PO Options, a number will automatically be assigned to all generated purchase orders.
If you choose to review each document, each newly generated purchase order will be available for you to edit with the same functionality that is available in Edit Purchase Orders. If the Print Default option (in Maintain PO Options) is set to "X", each PO will print or not print, according to the Always Force Print option (in Maintain PO Options). If the Print Default option is set to "Y" or "N", and if you choose "A - Automatically Generate PO's", you will be asked if you want to print your orders. If you review each purchase order, then you will be prompted to print with the same functionality as in Edit Purchase Orders.
A: Check for a conversion factor in Maintain Inventory Items. (For example, if you have a conversion factor of 6 and you create a Sales Invoice document for 6 items, then the quantity to be ordered will be 1.)
A: If you purge your datafiles, all retained information for already generated purchase orders will be lost.
A: If you have enhancement SDR - Sales Invoice Drop Ship, you will see the drop Ship ID of your customer as well as your company ID for items entered in SI.
Gain more flexibility with SDR - Drop Ship on the Fly. This enhancement adds even greater functionality to SOF - Sales Invoicing Purchase Order on the Fly by allowing more control over your purchase orders. PO's are generated requesting that items be drop shipped directly to your customer, saving your customer valuable time waiting for delivery of product. For more information, see the documentation for SDR - Drop Ship on the Fly.
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