The Purchase Orders data entry form is composed of five individual screens: header, detail, freight shipping, and vendor address. The header screen is used to enter general information pertaining to the purchase order. The detail screen is used for individual line items. There can be any number of line items. The freight screen displays the freight charge and freight expense account. The shipping screen displays shipping information. The vendor address screen displays the address where the purchase order is to be sent.
Various form functions can be used in the Purchase Orders form. The functions allowed depend on whether the purchase order has been printed. The QUERY, FIND, UPDATE, ADD, and DELETE functions can be used as long as the purchase order has not been printed. Once the purchase order has been printed, only the QUERY and FIND functions are permitted.
Validations are performed on data being entered in certain fields. The vendor code entered in the header screen must have been previously entered into the vendor master file. The product code entered into the detail screen must be in the inventory product master file. If the default price for a line item is requested, the system will attempt to find the best price for the product in the vendor price file.
The following sub-sections describe each screen of the Purchase Orders data entry form.