42.3 Edit Purchase Order List

The purchase order list is the result of running the process Make Purchase Order List. The process determines which products in inventory need reordering. It also decides the best vendor, price, and order quantity, based on information in the vendor price file. The result is a list of items to be ordered. This data entry form is used to modify the list before running the process to make purchase orders.

The information on the Pending Inventory Transactions and Print Purchase Order List reports can be used to decide what, if any, changes need to be made to the list. The process, Create Purchase Orders, creates a purchase order for each product in the purchase order list.

The data entry form Edit Purchase Order List uses a single screen to display and change the records in the purchase order list. This menu selection permits use of QUERY, FIND, UPDATE, and DELETE functions of form. A picture of the screen is shown below.

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This screen is displayed when the data entry form Edit Purchase Order List is first selected from the Data Entry, Purchase Order menu. As there is only one screen for this data entry form, this screen is always displayed until the entry session is ended. A description of the fields on this screen follows.

Product

display

The Create Purchase Order process determined that this product needs restocking. The field next to this displays the product description in the inventory master file. Both these fields are display only and cannot be updated. If you do not want the Make Purchase Order process to create a purchase order for this product, delete this record by pressing the DELETE button or GOLD <F1> key and then typing the letter D.

Vendor

required, validated

The Create Purchase Order process determined that this vendor offers the best price for the number of units of product required for restocking. If you wish to purchase the product from a different vendor, this field may be updated with any vendor in the vendor master file. You may examine the vendor master file through the validation screen associated with this field.

This field must contain a valid vendor code.

Name

display

The name of the vendor entered in the vendor field is displayed here. This name is copied from the vendor master file and cannot be changed with this screen.

Lead Time

required

The lead time is displayed here. It is the time in days, from the time the purchase order is entered into the system, to the time the order is received. The Create Purchase Order process uses this to calculate the Order Required date for the purchase order. You may update this field.

There must be data in this field when the record is stored.

Vendor Spec.

required

This field displays the vendor's code for the product. This field may be changed.

There must be data in this field when the record is stored.

Vendor Units

required

This is the number of vendor units required. You may update this field if you wish to order a different number of units. You may want to do this to take advantage of the discount price. This number represents vendor units (product units divided by U/M).

There must be data in this field when the record is stored.

U/M

required

The unit of measure is displayed here. The unit of measure is the relationship between product units (units as they are stored in inventory) and vendor units (units as sold by the vendor).

U/M = product units vendor units

If one vendor unit is stored in inventory as one product unit, U/M equals 1. If one vendor unit is stored in inventory as two product units, U/M equals 2. If two vendor units make up one inventory unit, U/M equals 0.5.

U/M is very important as it is used throughout the purchase order module to convert product units to vendor units and vise versa. This field may be updated with any value greater than zero.

There must be data in this field when the record is stored.

Each

required

This is the price per vendor unit. This field may be updated.

There must be data in this field when the record is stored.

Total Cost

display

This is the total cost for this product order. It is calculated by multiplying the amount in the Vendor Units field by the amount in the Each field.

This is a display only field.

Vendor Address

optional, validated

This field specifies the address where the purchase order for this product should be sent. If the field is left blank or "same" is displayed, the purchase order will be sent to the address entered in the vendor master file. Any other code entered in this field must have been previously entered in the Alternate Vendor Addresses file. This file may be examined through the validation screen associated with this field. The address associated with the code in this field is displayed to the right of this field.

Input to this field is optional.