Use these fields to specify PO Entry options.
Modify a PO document header section
Modify a PO line-item entry section
Set item flags to appear in item browsers
Select document to totals to appear on the main screen
Set Notes pop-up functionality
For more detailed information on file maintenance programs, consult these topics.
How to use File Maintenance programs
More about the types of file maintenance programs
1. Select the type of entry program you want to change.
Choose from PO Entry, Receipt Entry, Non-PO Receipt Entry, or Invoice Receipt Entry. Once you have a document type selected, you can use the VCR buttons to scroll to another document type.
2. Select the Header Fields tab.
The Header Fields tab lists possible header inputs for Purchase Order Entry Management Documents. Each of these inputs can be accessed through the program’s Header Detail window even if they don’t appear in main screen’s header section.
If an input is disabled, it either means it is not available for the type of document selected or the feature may not be available on your system.
You can set edit options for each input or accept the defaults.
Edit options:
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Y-Allow Edits to the Field. |
Select this option to allow users free access to this field, whether it displays on the main screen or just in the Header Detail. This is the default Edit option. |
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N-Skip. Do Not Allow Edits to the Field |
Select this option if you want the field disabled in the Header Detail window of the selected program. The field may look the same as an enabled field, but the cursor will never fall on that field. |
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B-Allow Backup into Field. |
Select this option to initially skip a field, but allow users to back up to it if they need to edit the information later in the entry process. This option does not disable the field. |
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D-Disable |
Select this option to make this field un-editable. A disabled field is usually grayed out in appearance and the value cannot be changed. It is important to also note that even if a field is disabled, the field and its value can still be seen by the user. |
Required options:
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N-No, Not Required. |
This is the default. Fields set to Not Required appear, but the program does not force users to enter information in them to finish the entry. |
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S-Required Input and Main Screen Display. |
Use this setting when the input is not only required, but you want it to display on the main window of the SO document that you selected. You can set up to three inputs to display on the main window in addition to the standard inputs. Ship-to, Order Date, Request Date, Invoice Date and Ship Date always appear on their respective main windows so the Require on Main Screen option is not available for these inputs. |
1. Select a document type.
Use the VCR buttons to scroll through the document options or select New to return to the drop-down list.
2. Select the Line Fields tab.
Detail inputs for line-item entry are listed on this tab. Each of these inputs can be accessed through the program’s Line Detail window even if they don’t appear in a popup window during line-item entry.
Set Edit options.
Y-Allow Edits. The input displays on the screen and users can edit the field once they select it or tab into it.
N-Skip Do Not Allow Edits. Use this option if you want the field disabled in the Line Detail window for the selected program.
B-Allow Backup into Field. Select this option to initially skip a field, but allow users to back up to it if they need to edit the information later in the entry process. This option does not disable the field.
D-Disable. Select this option to make this field un-editable. A disabled field is usually grayed out in appearance and the value cannot be changed. It is important to also note that even if a field is disabled, the field and its value can still be seen by the user.
Set Required options.
Certain inputs always appear in the line-item entry portion of PO document entry screens. Your business may require other item-related information during document entry. Required fields other than the standard line-item entry fields appear in a popup window.
Two additional Input windows can appear. The first displays after the item input and the second displays after the price input. These windows only appear when you are adding an item. They do not appear when you edit an item. Choose the Line Detail button if you need to edit fields that do not appear in the main line item entry section
You can set:
1. Ordered
Enter N-the quantity to be ordered cannot be changed (i.e., skipped), Y-the quantity to be ordered can be changed, B-the quantity to be ordered cannot initially be changed but the user can back up to change it for each line-item in purchase orders programs. Press Enter to initially default to N.
2. Received
Enter N-the quantity to be received cannot be changed (i.e., skipped), Y-the quantity to be received can be changed, B-the quantity to be received cannot initially be changed but the user can back up to change it for each line-item in purchase orders programs. Press Enter to initially default to N.
3. Requested And Promised Dates
Enter N-the requested and promised dates of the item cannot be changed (i.e., skipped), Y-the requested and promised dates of the item can be changed, B-the requested and promised dates are skipped initially but the user may press F4 to back up to change it for each line-item in purchase orders programs. Press Enter to initially default to N.
4. Backordered (Quantity)
Enter N-the item cannot be back ordered, Y-the item can be back ordered, or B-the item is not initially back ordered but the user can back order it for each line-item in purchase orders programs. Press Enter to initially default to N.
5. Cost
Enter N-the cost of the item cannot be changed (i.e., skipped), Y-the cost of the item can be changed, B-the cost is skipped initially but the user may press F4 to back up to change it for each line-item in purchase orders programs. Press Enter to initially default to N.
Enter N-the item’s lead-time cannot be updated (i.e., skipped), Y-the item’s lead-time may be updated, or B-the lead time is skipped initially but the user may press F4 to back up to change it for each line-item in purchase orders programs. Press Enter to initially default to N.
7. Taxable
Enter N-the item’s taxable status may not be changed (i.e., skipped), Y-the item’s taxable status may be changed, or B-the item’s taxable status is skipped initially but the user may press F4 to back up to change it for each line-item in purchase orders programs. Press Enter to initially default to N.
8. GL Table
Enter N-the GL posting table may not be changed (i.e. skipped), Y-the GL posting table may be changed or B-the GL posting table is skipped initially but the user may press F4 to back up to change it for each line-item in purchase orders programs. Press Enter to initially default to N.
9. Warehouse
Enter N-the warehouse code may not be changed (i.e. skipped), Y-the warehouse code may be changed or B-the warehouse code is skipped initially but the user may change it for each line-item in purchase orders programs. Press Enter to initially default to N.
10. Descriptions 1 & 2
Enter N-the item’s description 1 or 2 cannot be updated (i.e., skipped), Y-the item’s description 1 or 2 may be updated, or B-the description 1 or 2 cannot be modified initially but the user may change it for each line-item in purchase orders programs. Press Enter to initially default to N.
Footer Flds Tab
Modifying PO document footer inputs
The following fields can be modified on PO document footers:
Memo
Acknowledge and Confirmation
Tax Percent
Freight
Freight Factor
Define whether users edit, disable, skip or back into these fields for the selected program.
1. Select the document type if you have not already done so.
Use the VCR buttons to scroll through the document options or choose New to access the drop-down list.
2. Select the Totals tab.
3. Select to display total units and/or total weight during receipt and non-PO receipt entry to display at the bottom of the main entry screen.
4. Select the Unit of Measure to display in PO entry programs and PO Document Inquiry.
In the Total UM input select the UM to use in PO Entry, Receipt Entry, Non-PO Receipt Entry and PO Document Inquiry. You can select from S-smallest Um for an item, B-buying UM for the item, or T-stocking UM for the item. For the Invoice Receipt document type, this entry is disabled.
You may find it necessary to flag certain items so they stand out in the item browser. The flags make it easy for you to see which items on a document are temporary, non-stock or backordered; which require job numbers; which are special orders, and which are past the requested date or the promise date.
Each input also displays the letter associated with each flag that displays in the line-item browser in the designated entry program. You can use this as a reference to understand the meaning of the letters shown in the entry browser.
Note that more than one flag can appear for each item.
Use this screen to set notes to display in a pop-up window in Purchase Order Entry programs.
For each of the prompts listed below:
1. Vendor Notes
2. Item Notes
3. Header Notes
4. Line Notes
Complete this information:
In the Vendor Notes, Item Notes, Header Notes and Line Notes inputs, indicate whether item, vendor and PO document header and line notes should display in the Important Notes on File pop-up window from Purchase Order Entry programs when you access a vendor, item or purchase order header or line that has notes associated with it.
You can select to display U-urgent notes only or A-all notes to display in the pop-up window; select N-no notes to not use the pop-up window at all.