Global Setup

P/O Global Control

Setup

1. Select Util-Setup from the Elliott Main Menu.

2. Select Global Setup

Fig. 3D.1 P/O Enhancement Setup Screen

Display Total Weight/Volume/Amount During Po Entry

 During Purchase Order Entry, the system will show either the weight or volume information.  It will also show the accumulated weight or volume information for each line item.  This is helpful when you need to determine if a container has reached its maximum weight or volume capacity.

Usage Instructions

As mentioned earlier, with this enhancement the system will allow you to enter volume information in the Item File Maintenance.  If you answered “V” in the enhancements setup as shown in Figure 3D.1, make sure that you have the volume information defined in the Item Master File field (89) as shown in Figure 3D.2.

Figure 3D.2.

After setting up the enhancement, during PO Order Entry, the system will show the line volume field in the line item screen.  In our example (Figure 3D.3), the first line item quantity ordered is 12.  After entering 12 and pressing <Enter> the system automatically calculates the line volume based on the volume information entered in Item File Maintenance (Figure 3D.2).  After completing the first line item, the system displays the accumulated volume at the upper right corner of the screen as shown in Figure 3D.4.  The accumulated volume field has been updated to reflect the total volume of both line items entered for this purchase order.  

The examples above show how volume information is displayed in PO Order Entry.  Should you decide to use weight or amount instead of volume, the entry screen will have the accumulated weight or amount information instead of volume information.

Warning:  You can override the PO order header weight/volume field (Figure 3D.4) in the header screen.  However, you should not override this field because you will cause the accumulated weight/volume/amount in the line item screen to display an incorrect value. 

Use Hold Posting Flag in P/O Receiving

 This function allows you to put the receiving transaction(s) on hold.  When using Landed Cost and using the vessel file to automatically calculate Landed Cost, this flag must be set to “Y”.  When you press< Enter>, the system will display a window prompting you for the vessel number.  For more information regarding Landed Cost, refer to Section 1, Landed Cost.  This function can also be used by the purchasing agent to inspect the received items before posting.

2.         Use Hold Posting Flag In P/O Receiving?

Answer “Y” to use this function.  If you answer “Y”, then during PO Receiving, the System will display an additional field (field 12) prompting to “Hold Posting”.  If you answer “N”, then this field will not display (Figure 3D.1).

Figure 3D.5

Allow Printing of Purchase Order(s) to Disk

This function allows you to print a purchase order to disk (file).  This function is very useful when a printer is not available.  You can spool to disk and print from another workstation, or when a printer becomes available (Figure 3D.1).

3.         Allow Printing PO to Disk?

Answer “Y” to enable this function (Figure 3D.1).

Eliminate Print Alignment Message for Purchase Order

 Standard Elliott displays this message every time you print a purchase order.  This function allows you to bypass the print alignment message.

2.       Eliminate print alignment msg for PO?

Answer “Y” to enable this function.

Eliminate Mount Form Message For Purchase Order

 Standard Elliott displays this message every time you print a purchase order.  With this function, you can eliminate the mount form message (Figure 3D.1).

3.       Eliminate Mount Form Message for PO?

Answer “Y” to enable this function.

Print Immediate Purchase Order

 This Enhancement allows for the convenience of printing a Purchase Order at time of entry or when in Change (Edit) mode.  This will only work when Purchase Order Status is R, (Field #4, P/O Header Screen).

6.   Print Immediate Purchase Order? 

Answer “Y” to enable this enhancement.

Printing Immediate Purchase Orders

 Upon completion of Adding New Purchase Order or Change, message pops up in lower status bar asking if you want to print P.O. immediately (Figure 3D.6).

 Purchase Order Entry Default Status

When adding new Purchase Orders the system defaults to a status of “U” (unreleased).  This was designed for those organizations requiring systematic Purchase Order Procedures & Policies, i.e., review, approval, second review and approval, etc.  Additionally, and in consideration of this, the Elliott system will not allow printing an unreleased P.O. nor will it reflect Status Type “U” in key reports.

For those companies not requiring such stringent Procedures and Policies or wishing to print a Purchase Order on demand, Elliott Software allows you to set the default status choice for Released or Unreleased default status. 

7. PO Order entry Default Status?

      Choose “R” for Released Default Status or “U” for Unreleased Default Status.

            (Figure 3D.7)    

Figure 3D.7

Page Break By Po# On Receiving Edit List & Posting Journals

The Elliott System is designed to print the above reports continuously on full pages until completion for total session reporting and documentation storage.  For those companies requiring receiving reports with payables processing , Elliott Software offers this enhancement by specific P.O. Number and Posting Journal 

8. Page Break by PO# On Receiving Edit List & Posting Journals?

      Answer “Y” for page breaks or “N” for continuous report.

Enable PO Vendor Item Price Table

The Elliott system is designed to default to the last cost or standard cost at the line item cost when adding a new Purchase Order.  However, there are many vendors offering price breaks by quantity ordered.  Elliott Software offers an enhancement to record, maintain and update vendor quantity pricing.  This enhancement also offers the convenience of defaulting to vendor price based on quantity ordered, as well as, viewing vendor quantity pricing using the F2 key at the line item entry of P.O. processing.

9. Enable PO Vendor Item Price Table?

      Select “Y” to enable or “N” to not use the feature.    

Note:  If “Y” is selected, then you will be given the option of maintaining a Vendor Price Table.  This table, 5 pricing levels based on quantity, is maintained in the Item Vendor file of the Purchase Order Module.  See Figures 3D.7 and 3D.8.

Enter Terms Detail On PO Header

 When entering Purchase Orders, the system defaults to the terms code in the vendor file.  However, there are occasions when special terms are negotiated on a case by case basis or the term are applicable to a specific purchase, i.e., 5% 10 days Net 90, etc.  Elliott software offers an enhancement to handle such situations.  Additionally, revised terms in the P.O. Header will be the default terms when processing vendor invoice by the P.O. Number.

10.        Enter Terms Detail on PO Header?

            Answer “Y” to enable function.

Post PO for PO Printing Range Only

This is a performance enhancement for companies who maintain a large P.O. file and who do not purge historical data on a frequent basis.  Rather than scan the entire database for purchase orders to post, this enhancement will read only the range of P.O.’s printed and only post that range. 

The primary purpose of posting printed P.O.’s is to update the ordering information in the inventory item file.  Posting of Purchase Orders occurs as a second step to Printing P.O.’s.  After P.O.’s are printed, a window pops up and asks the user if the Purchase Orders just printed are okay.  Answering “Y” to this question starts the posting (updating of the inventory item file) process.

For companies with a small P.O. file, the posting time is negligible and almost unnoticed. Processing (posting) time for companies with a large P.O. file might take several minutes and it is for them that this enhancement was added. 

10.   Post PO for PO Printing Range Only?

Answer “Y” if you have a large P.O. File and if Posting P.O.’s might be a lengthy process.