PO Record Pages
The "Purchase Order" record is a multi-page layout containing information on the purchase. All underlined field titles | indicate Mandatory Fields. All italicized field titles indicate the field cannot be modified. The information in italicized fields comes from another record, an earlier page in this record or through a function performed. All bold typed fields can be used for Searching purposes.
PO Record OrderMenu
Navigation between pages in the layout, acceptance and cancellation of changes, and movement between records in the current selection are accomplished with the Navigation Pallet.
The "General" page contains the following fields:
Vendor is the Company name from whom you are buying Items. When a new "PO" record is created the "Vendor" field is in bold type as it is a Searching field. After the "PO" record has been saved, the Vendor can not be changed. This is the same with the Phone, Account and Zip field.
Phone is the Vendors phone number.
Account is the Account Code for the Vendor. The Account Code is used to relate the Vendor to the Purchase Order.
Zip is the zip code for this Vendor.
Attn, Vend, address, City and St is the Contact name and address for this Vendor.
Lines is a count of the Line Items on this PO.
The buttons are used for adding, subtracting and viewing information on Line Items. They are explained in detail in the section titled "Order File".
BOM button is used to list all components of a Line Items in the PO. This calculates the proper number of each component to Order, listing them as Line Items.
To use this feature type in the quantity and Item number of the End Product, as if it was being Ordered. While the cursor is in the End Product Line Item click on the "BOM" button. All component and the quantity needed to create the End Product, will be listed. The information for these Line Items can be modified.
The "Scr" button is a Pull Down menu containing the scripts that are on the system. To choose a script, highlight it on the list and let go. The script text then opens.
The Triangular button to the right of the "Script" button, displays a calendar when pressed. It is there for convenience.
Comment is an area for the input of any notes on this Purchase Order. The "Date/Time" stamp is available to be used with the "Comment" area.
Along the top right hand side of the screen are the "Shipping Address" fields. The shipping address always defaults to the "User's" address. Another address can be typed in or the "ShipTo" button used.
ShipTo is a button to use to locate an address from a "Customer's" record. The"Find Customer" Search box opens. After locating the desired Customer, double click to insert the Customer's address and other information in the fields. The address inserted is the Customer's "BillTo" address.
Below the "ShipTo" information is a small triangle. It is a Pull Down menu of all the Carriers listed on the system. You can select a Carrier for this PO here.
PO Num is unique number automatically assigned as a new "PO" record is created. The beginning number is set up in the "Default" record.
Job Num is a field to note a job number that relates to this purchase.
Vnd Invc is a field to record the Invoice that is associated with this PO.
Ref Cust, Cust PO and Ref SO are fields for the input of Customer and Order information relating to this purchase. If this Purchase Order has been created directly from an Order this information is automatically filled in.
Sales Rep is a Popup menu to choose from one of the Reps set up on the system.
Terms is a Popup menu to choose the Terms set up on the system. The default will be the Terms that are recorded in the "Vendor's" record. It can be modified.
Buyer defaults to the person who signed on to CommerceExpert/WebClerk when the application was started. It is a Popup window and can be modified.
Ordered is automatically assigned the date the "PO" record is created.
Needed is a date designed to be used as the date you need the product. It defaults to the date you created the record, but can be modified.
Ship On is a date designed to be used as the date you need the product to be shipped. It defaults to the date you created the record, but can be modified.
Completed is automatically assigned when all Items have been received.
The FOB (Free on Board) field is designed to assign the location from which the shipping charge is started. If you are paying shipping, this is usually the Vendor's City and/or State. If you do not pay shipping it is typically your City and/or State.
In CommerceExpert/WebClerk there are two ways to receive Items on a Purchase Order. One of the ways is directly through the "PO" record. The next couple field descriptions are used when receiving directly through the PO.
Receipt ID is a numeric field. It works in conjunction with receiving goods and the "Open Orders by Receipt ID" feature. It is a way to designate the receipt. Then Orders needing any of the Items designated by the receipt can be located.
Receive by Change is an activation button. If it is clicked the "Line Item" area of the PO changes a bit.
This allows you to type in the amount of merchandise that has been received instead of figuring the total amount received. For instance, you have ordered 150 of a widget and last week 75 of them came in. This week 30 more were received. Instead of having to calculate and type in the total amount of 105 received, you can type in 30 in the change column and the math is done for you.
No OVERRUNS or UNDERRUNS are check boxes which can corresponds to a check box on printed forms.
Note: At this time Weight is an open field for you to type in the weight of the Order. In later versions we are planning for the weight to calculate, using the information from the "Item" records.
Currency is a Popup window for the assignment of a foreign currency to the Purchase Order. The currencies are set up in: Admin dept > Records menu. The currency can be entered in manually also.
To toggle between the assigned exchange rate and Order amount click on the field to the right of the Currency.
Exch Rate is an automatic entry using the information from the "Currency" record. The "Exchange Rate" can be manually entered also.
The Search Area and History buttons at the lower portion of the screen works in the same manner as in the Proposal, Order and Invoice screen.
The "Line Item" area contains the following information:
Item which is the Item number. If the entry typed in has more than one choice, the choices are listed in the "Search" area of the screen.
Qty is the quantity that being Ordered.
Rec'd is the quantity received. When the Order is fulfilled, enter in the quantity.
Cmpl (Complete) is automatically √ when all the Ordered Items have been received. If you wish to complete a Line Item, even if all Items have not been received, you can manually click the "Complete" box.
Description is the description for the Item. This will default to the description in the "Item" record but can be modified.
Unit Cost is the "Avg Cost" for this item and comes from the "Item" record. It can be modified.
Disc is the discount on the Item and can be entered in.
Ext Cost is the calculation of quantity and Unit Cost. It is non-enterable.
The "Vendor/Ship" page is used to designate the shipment address as well as the address for the Vendor.
The address on the left side of the page defaults to the address set up in the "Vendor's" record. This address can be modified. Modifications affect the "Vendor" record.
Attention defaults to the attention name in the "Vendor's" record. The attention name can be modified. Modifications do not effect the "Vendor" record in this field.
Launch is a button used to export the "Spec" information from the "Item" record of each Line Item. This allows you to view, report or print information in a different application. It is used in conjunction with the "Doc Type" and "Doc Ref".
If you know the "Creator Code" for the application that you wish to open, type it in the" Doc Type" field. If you do not know the Creator Code or you do not want to designate the application type in "TEXT". If you hold down the "Option" key while clicking the "Launch" button, a "Get box" opens for you to locate the application. The application's Creator Code will then be filled in. Some of the Codes will be listed in the Appendix of the manual.
When the button is clicked, a dialog box opens for the name and location of the text document. The document can be opened using a spread sheet or word processing application.
If a Creator Code is typed in and the computer has enough RAM, the application and document opens.
After the document has been named and saved the path to that document is recorded in the "Doc Ref" field. This can be used to later launch the document attached to the Purchase Order.
ShipTo is a button to use to locate an address from a "Customer's" record. The "Find Customer" Search box opens. After locating the desired Customer, double click to insert the Customer's address and other information in the fields. The address inserted is the Customer's "BillTo" address.
Home is a button used to automatically assign the User address, set up in the "Defaults" record as the "ShipTo" address.
Add Cust is a button to use if modifications have been done on the Customer's "BillTo" address and you wish to have the changes effect the "Customer's" record.
Attention defaults to the person who is the Current User of the software when the User address is used. If a Customer's address is used the attention name from the "Customer's" record is the default. This field can be modified without effecting other records.
Attn Other is open field for the insertion of another name that may be used in addressing or reporting. It is to be used at the discretion of the User.
Phone/Fax is the phone and fax number for the "ShipTo" address.
Instructions defaults to information from the "Customer's" record, if a "Customer's" record was used as the shipment address. It is an enterable field.
Most of the other listed fields on this page come directly from the "General" page of this record. They are put here for convenience.