When most people receive a new product, they want to use it right away. Unfortunately, this is not quite possible when dealing with computer hardware and software. This manual is intended to serve as a reference guide in describing the functionality and the application of the Purchase Order and Receiving package.
If you are not familiar with the basic operation of your Personal Computer (PC), then it is suggested that you read your PC's DOS Manual. Before loading this system, you should be able to turn on your computer, start or boot DOS, scan diskette file directories, format diskettes, and copy files between diskettes.
The first few sections of this manual are intended to introduce the user to the Purchase Order and Receiving (P/O) system and help get started. The latter sections are for reference when the user has specific questions about each of the Purchase Order and Receiving applications. These applications are described later in this section under P/O Menu Bar Selections and Definitions.
It is suggested that the user first read this System Manager manual. The Package Overview section of this manual gives an overview of the Purchase Order and Receiving package. The General Operator Instructions in the System Manager manual explains how to enter and edit data and the use of special keys on the keyboard. The Startup section gives step‑by‑step instructions on how to load the programs, create the data files, and enter the initial data. The Processing Procedures section gives direction in daily, period and year ending procedures.
The user should then scan each of the P/O sections to understand how each of the P/O applications work. A very basic description of each of these applications is also contained under the heading P/O Menu Bar Selections and Definitions which is part of this Package Overview.
Data Load Sheets are included in this manual under many of the applications. These sheets may be used to manually fill out the data that must be entered at the computer. They may be helpful in easing data entry.
Sample screens and reports are also included under each of the appropriate P/O applications. These are a guide to show the user the type of reports that may be obtained from the system.
There are many Purchase Order and Receiving selections which can be performed by this package.
Buyer Code File
Permits you to set up and later modify the file containing buyer codes and their corresponding buyer names.
Comment Code File
Maintains Comment Codes, that access standardized canned comments for inclusion on vendor correspondence.
Reject Reason File
Reject reasons are the reasons why a receiving is rejected. The receivings clerk needs to know valid reasons for refusing a shipment or for rejecting part of it. This application allows these codes to be defined, maintained and listed.
Permits you to maintain a description of the shipping address, and inventory location information for products shipped to various or multiple receiving address destinations. In addition, you may define a Ship-to address for a single or multiple locations within the same warehouse.
Item Vendor File
Enables you to define the relationship between vendors and the items they provide to your business. This application allows the vendor's identifying number for an item to be associated with your identifying number for the same item, so that both numbers can be printed on the purchase order.
Vendor Service Address File
Enables you to define 2 separate addresses for each vendor. The vendor address in the vendor file will be used for checks, while the vendor service address appears as the order from address on the Purchase Order, Purchase Order Edit List and in Purchase Order Inquiry. This address serves as a reference when you wish to send direct correspondence to the vendor.
Purchase Order Inquiry
Enables you to inquire about the purchase orders that are on file for a vendor. For example, if you want know which orders are on file for a vendor or what was ordered on a particular purchase order, or what has been received so far against a specific order, you will likely use the this application.
Purchase Order Processing
Allows the entry of purchase orders. Once entered, purchase orders may later be modified, canceled or printed out on the Purchase Order Edit List. Closed orders may be deleted from the file and blanket orders may have releases issued against them.
Enables you to enter, change or delete receivings.
Post Receivings Transactions
Allows posting of receivings transactions entered in Receivings Processing. This option is only available if batch processing is selected in P/O Setup.
Release Blanket Orders
Through the Blanket Order Releases function, you will specify the blanket order against which the release is to be issued. The program will automatically assign the release a unique purchase order number.
Purge Item Vendor File
Allows you to purge obsolete vendor items from the file through a specified last activity date.
Purge Closed Purchase Orders
Allows you to physically delete closed orders, canceled orders, orders that are eligible to be closed and orders that have not yet been printed.
Clear YTD Statistics
Enables you to set the year‑to‑date vendor totals that are derived from purchase order activity to zero. These totals include the number of purchase orders entered for the vendor, the number of line items that appeared on these purchase orders and the number of line items that were received late
Print Purchase Orders
The purchase orders that were entered through the Purchase Order Processing application are printed on either a predefined Purchase Order Form or a form designed by the user through the P/O Form Setup application.
Bar Code Options
If the Elliott Bar Code Enhancement is installed, this selection allows use of the Bar Code system.