42.2.1 Header Screen

The Purchase Orders header screen allows display and entry of general information pertaining to an entire purchase order. A picture of the header screen is shown below.

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This screen is displayed when the Purchase Orders data entry form is first selected from the Purchase Order menu, or after the vendor address screen is processed. A description of the fields on this screen follows.

Date

required, default=todays date

The date of the purchase order represents the date the purchase order was entered into the system. This date is used with reports. Just press the RETURN key to enter todays date.

Input to this field is required.

P.O. No.

required, auto-increment default

Enter a unique code for identifying the purchase order within the file system. Once a purchase order code is used, no other purchase order within the purchase order file system, can use the same code.

It is possible to have the purchase order number automatically incremented when entering a series of purchase orders in a single order entry session. To do this, enter the first purchase order and store the purchase order by pressing the STORE key. When creating the next purchase order, enter the date and TAB to the P.O. No. field. While in the P.O. No. field, press RETURN. This inserts the next purchase order number into the P.O. No. field.

Remember, each time the purchase order screen is accessed from the menu, the first purchase order code must be entered before the automatic increment feature will work.

Input to this field is required.

Vendor No.

required, validated

Enter the unique vendor code created for the vendor when setting up the vendor name and address file. This code must be included in the vendor master file. If you cannot remember the code, you may access the vendor master file through the validation screen associated with this field.

Once a purchase order has been printed, the vendor code cant be changed. This is done for internal auditing reasons. If a purchase order is printed with the wrong vendor, the purchasing agent should cancel (DELETE) the order and issue a new purchase order with a new purchase order number with the correct vendor.

Input to this field is required.

Vendor Name

display

This field automatically displays the full name of the vendor when a valid vendor code is entered in the vendor field.

This field is display only and cannot be changed from this screen.

Vendor Rep.

optional

Enter the name of the vendors sales representative.

This field is informational only and input is optional.

Vendor Phone

display

This field automatically displays the vendors phone number from the vendor master file.

This field is display only and cannot be changed from this screen.

Pay Terms

optional, validated, default from vendor master

Enter the vendors payment terms. If the pay terms for the vendor have been entered into the vendors master record, they can be entered into this field as a default value (leave the field blank and press the RETURN key). This field is used to determine pay date, discount date and discount amount for the vouchered purchase order. The pay terms entered here appear on the printed purchase order sent to the vendor. The pay terms entered must be in the payment terms master file.

Input to this field is optional.

Buyer

optional

Enter the name of the company purchasing agent. This name appears on the printed purchase order sent to the vendor.

Input to this field is optional.

Future Payable Account

required, validated, default - vendor master

Enter the future payable general ledger account. If a future payable account has been entered for the vendor in the vendors master record, it can be entered as a default value (leave the field blank and press the RETURN key). This field records the general ledger account used to accumulate the cost of the purchase order after it is received, but before a voucher is created. When the purchase order is received, this account is credited for the amount of the purchase order. When a voucher is entered for the purchase order, this account is debited and the accounts payable account is credited for the amount of the purchase order. This account should be a credit account and appear on the balance sheet. You may examine the general ledger master file through the validation screen associated with this field.

Input to this field is required.

Verbal

optional, default=no

If this purchase order is a written confirmation of a telephone order, enter yes in this field. If yes is entered into this field, the message: written confirmation of telephone order is printed on the purchase order sent to the vendor.

Input to this field is optional. The default value for this field is no.

Hold

optional, default=no

Purchase orders can be placed in "hold" status by entering yes into this field. A purchase order "on hold" is not printed, regardless of the selection criteria used to print purchase orders.

A purchase order "on hold" can be taken out of "hold" status by changing this field to no. The next time purchase orders are printed, this purchase order will be printed if it meets the selection criteria.

Input to this field is optional. The default value for this field is no.

Order Total

display

This fields displays the total amount of the order. It includes the sum of the detail line item amounts, plus the freight amount. This field is updated when the shipping screen is stored.

Input to this field is not allowed.

Not Received

display

This field displays the amount of the purchase order that has not yet been received. This field is decreased as the order is received. When the order has been completely received, this field is zero.

The exception to this is if the freight charge is entered on the separate freight screen, and the receiving slip for the order is entered manually. In this case, the amount in the Not Received field reflects the freight amount. The Update Balances process decreases this field to zero if the order has been completely received.

This is a display only field; no data can be entered in this field.