IdealWare Online Users Manual

SP2-07-03 S/P PROCESSING
31566 Sales Order Entry, Misc. Generate PO

 

PURPOSE

 

The sales order entry program enables the generation of single or multiple PO(s) during detail line entry of a sale. Only one PO can be generated per supplier, but any generated PO can contain multiple lines and any number of suppliers can be selected for different POs within the same sale. When PO(s) are included, the costs used for the PO'd lines in the sale order are derived from the associated PO(s) and not the product average costs.

 

A sale containing lines associated with a single or multiple PO(s) is automatically placed on hold until the PO(s) associated with the lines of the sale are received. When the associated PO(s) are received, the sale is automatically taken off hold and is then selectable by an order register batch.

 

 

PROCEDURE

 

At the detail screen enter a product line and at the QUANTITY field press [F3] to select the PRODUCT OPTIONS prompt.

 

Example Quantity Field Prompt display:

┌────────────────────────────────────────────────────────────────────────────────┐
│Oct05/07              ***** SALE ORDER DETAIL ENTRY *****             TERM: Tc  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│01-A100722  AVALTD     SUB:       .00  PST:    .00  GST:    .00  TOT:       .00 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│LINE  PRODUCT                        QUANTITY  OF       PRICE  PER    EXTENSION â”‚
│────────────────────────────────────────────────────────────────────────────────│
│0010  INSULATION FOAM 908G               1.00                                   â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│──────────────────────────< CURRENT LINE INFORMATION >──────────────────────────│
│0010  CODE:63055.8      TYP:P  DISC:N  PST:Y  GST:Y  SHIP:PU  FROM:01  PRT:N    â”‚
│────────────────────────────────────────────────────────────────────────────────│
│QTY IN 'EA':  ON-HAND=0  ON-ORD=0  COMMIT=0  AVAIL=0                            â”‚
│────────────────────────────────────────────────────────────────────────────────│
│ENTER SHIPPED QUANTITY (CR='1')                                                 â”‚
│F5=PROD DISTRIBUTION, F3=PRODUCT OPTIONS PROMPT                                 â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
ENTER SHIPPED QUANTITY (CR='1')
F5=PROD DISTRIBUTION, F3=PRODUCT OPTIONS PROMPT

 

[F3] to display PRODUCT OPTIONS prompt.

 

** CR=QUANTITY, F1=SHIP-MODES, F5=PROD INQ, F8=DESCRIPTION/P.O.INFO:

 

[Enter] to return to QUANTITY field.

 

Select this option to return to the QUANTITY field after creating the PO.

 


[F8] to display DESCRIPTION/PO INFO prompt.

 

** F8=DESC, F10=SUPPLIER (TO CREATE PO), F11=PO COST, CR/F4=CONTINUE:
   F12=PO SYSTEM

 

[Enter] or [F4] to return to PRODUCT OPTIONS prompt

 

[F10] to create PO.

 

** ENTER P.O. SUPPLIER CODE (F5=INQUIRY):
   F2=NO SUPPLIER

 

Enter code of supplier to generate PO.

 

When you enter a supplier code the PO is automatically generated for the line. The cursor returns to the DESCRIPTION/PO INFO prompt.

 

 

[Enter] or [F4] to return to PRODUCT OPTIONS prompt.

 

[F2] to cancel PO generation.

 

The cursor returns to the DESCRIPTION/PO INFO prompt.

 

 

[F5] to access supplier inquiry for selection.

 

Example PO Generated for Line at Description/PO Info Prompt display:

┌────────────────────────────────────────────────────────────────────────────────┐
│Oct05/07              ***** SALE ORDER DETAIL ENTRY *****             TERM: Tc  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│01-A100722  AVALTD     SUB:       .00  PST:    .00  GST:    .00  TOT:       .00 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│LINE  PRODUCT                        QUANTITY  OF       PRICE  PER    EXTENSION â”‚
│────────────────────────────────────────────────────────────────────────────────│
│0010  INSULATION FOAM 908G                                                      â”‚
│      PO1: SMIBAR                                                               â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│──────────────────────────< CURRENT LINE INFORMATION >──────────────────────────│
│0010  CODE:63055.8      TYP:P  DISC:N  PST:Y  GST:Y  SHIP:PU  FROM:01  PRT:N    â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** F8=DESC, F10=SUPPLIER (TO CREATE PO), F11=PO COST, CR/F4=CONTINUE: _         â”‚
│   F12=PO SYSTEM                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** F8=DESC, F10=SUPPLIER (TO CREATE PO), F11=PO COST, CR/F4=CONTINUE:
   F12=PO SYSTEM

 

[Enter] or [F4] to display PRODUCT OPTIONS prompt.

 

When you have added the PO the cursor returns to the DESCRIPTION/PO INFO prompt. Press [Enter] or [F4] to return to the PRODUCT OPTIONS prompt.

 

 

CR=QUANTITY, F1=SHIP-MODES, F5=PROD F8=DESCRIPTION/P.O.INFO:

 

[Enter] to advance to QUANTITY field.

 

Finish the detail line by specifying the quantity, unit of measurement and price. The following prompt then displays.

 


>> ADD/APPEND TO PURCHASE ORDER (Y/N)?:
   F1=SPECIFY EXISTING P.O. NUMBER.

 

"Y" to accept addition of line to PO.

 

The following prompt displays.

 

 

>> P.O. LINE CREATED - PRESS F1 TO CHANGE STATUS TO 'ORDERED' OR CR TO SKIP
   (F12=ACCESS P.O.):

 

[F1] to change PO status to ORDERED.

 

The PO maintenance program displays. You can change the status of the new purchase order to Ordered. After changing the status of the PO press [F4] to return to the sale order. Select this option if you do not intend to add any more lines to the PO.

 

 

[Enter] to leave PO status Pending.

 

Select this option if you intend to add more lines to the PO.

 

 

[F12] to display PO in Maintenance to modify header or details.

 

The PO number and product line number are displayed.

 

 

Example PO Number and Product Line Number display:

┌────────────────────────────────────────────────────────────────────────────────┐
│Oct05/07              ***** SALE ORDER DETAIL ENTRY *****             TERM: Tc  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│01-A100722  AVALTD     SUB:       .00  PST:    .00  GST:    .00  TOT:       .00 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│LINE  PRODUCT                        QUANTITY  OF       PRICE  PER    EXTENSION â”‚
│────────────────────────────────────────────────────────────────────────────────│
│0010  INSULATION FOAM 908G               1.00  EA       17.990 EA         17.99 â”‚
│====  PO1: SMIBAR   01-100002 0010                                              â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│──────────────────────────< CURRENT LINE INFORMATION >──────────────────────────│
│0010  CODE:63055.8      TYP:P  DISC:N  PST:N  GST:Y  SHIP:PU  FROM:01  PRT:N    â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                        *** MODIFY LINE 0010 OPTIONS ***                        â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** CR=ACCEPT LINE, F1=SHIP-MODES, F2=DELETE, F6=TAX, F8=DESCRIPTION/P.O.INFO: _ â”‚
│   F9=QUANTITY, F12=PRICE                                                       â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

"N" to not add line to PO.

 

[F1] to add line to existing PO.

 

See PROCEDURE - ADDING TO AN EXISTING PO.

 

 

 

PROCEDURE - ADDING TO AN EXISTING PO

 

After generating the first PO within the sale you can add additional lines to the same PO. You must do this if you wish to specify the same supplier for additional lines within the sale that you wish to add to a PO. Only one PO per supplier can be generated within a single sale, although you can generate any number of POs to different suppliers. You can also specify any existing PO whose status is Pending.

 

To add additional product lines to a PO for the same supplier you have previously generated within the sale, at the following prompt select [F1].

 

>> ADD/APPEND TO PURCHASE ORDER (Y/N)?:
   F1=SPECIFY EXISTING P.O. NUMBER.

 

[F1] to add line to existing PO for specified supplier.

 

The status of the intended PO must be Pending. The following prompt displays.

 

 

** ENTER EXISTING OR NEW P.O.#:  01- ______
   PRESS F5 FOR PO SYSTEM.

 

Enter existing PO number.

 

You can alternatively create a new PO by entering any number. The following prompt displays.

 

 

>> P.O. 01-100000 DOES NOT EXIST:
   PRESS CR TO CREATE OR F3 TO RE-ENTER.

 

[Enter] to create new PO with number specified.

 

>> DO YOU WANT TO MODIFY THE ASSOCIATED PO LINE? (Y/N):
   NOTE: PO IS 'PENDING'.

 

"Y" to modify line in existing PO.

 

"N" to not modify line.

 

[F3] to return to number field to reenter PO number.

 

[F5] to access PO inquiry for selection.