Purchase Orders
for Adagio
Purchase Orders for Adagio
Version 8.1A
Trademark
Adagio® is a registered trademark of Softrak Systems Inc.
All product names mentioned are trademarks or service marks of their respective owners.
Copyright
The programs and printed materials are copyright 2001-2009 by Softrak Systems Inc. All rights reserved.
The software and manual are protected by all applicable copyright laws. The details of permitted uses of this product are set forth in the License Agreement, which is printed on the next page.
Warranty
Softrak Systems Inc. warrants the physical media to be free from defects in materials and
workmanship for a period of 90 days from the date of payment of the license fee. If notified within the warranty period, Softrak Systems Inc. will replace any defective media at no charge.
This software and manual are sold “as is” and without warranty as to performance. Because of the many uses to which the software may be put and the variety of hardware used in conjunction with it, no warranty of fitness for a particular purpose is offered. While the developer has invested
considerable time and money to create a high quality product, the user must assume the risk of using this software.
Developed, Published & Supported by:
Softrak Systems Inc.
Suite 900 -1200 Burrard Street Vancouver, BC V6Z 2C7
Web site: www.softrak.com Phone: (604) 736-3741
Purchase Orders for Adagio — License Agreement
The use of Purchase Orders for Adagio from Softrak is governed by the following agreement. You demonstrate your acceptance of the terms of this agreement by using Purchase Orders and its associated materials. You may terminate this agreement at any time by returning the original disks and manual to Softrak Systems Inc. with a letter stating that all copies of the software have been destroyed. The letter must be signed by an officer of the company.
Usage Rights
For the fee you have paid, Softrak Systems Inc. hereby grants to you and you accept a license to use this application and the related materials on a single computer system only. To use this application on more than one computer system, you must either purchase a license for another copy of Purchase Orders for Adagio or arrange for a multi-user license from Softrak Systems Inc. You may not copy any of the materials received with Purchase Orders, in whole or in part, except for archival and backup purposes.
Registration and Support
To receive technical support and notices of upgrades and announcements, your copy of Purchase Orders for Adagio must be registered.
To register, install Purchase Orders for Adagio as you would any other Windows application. When you start up Purchase Orders for the first time, you will be presented with a screen that gives you the option to register. Enter your company information and print the registration form to be mailed or faxed to Softrak Systems Inc.
This software requires registration within 60 days of first use. It will cease to operate after 60 days have elapsed without a registration code.
Liability
You agree that regardless of the form of any claim, the liability of Softrak Systems Inc. for any
damages to you or to any other party shall not exceed the license fee paid for the materials included in Purchase Orders for Adagio. Nothing in this agreement shall be construed as a product warranty and all such warranties are explicitly and expressly denied.
Table of Contents
About This Manual
1
Chapter 1 - Getting Started
3
How Purchase Orders fits with Other Adagio
Modules ... 3
Purchase Orders Features ... 4
Understanding Clearing Accounts ... 5
Sample Integrations with Other Adagio Modules .... 7
Starting Purchase Orders for Adagio ... 9
Personalizing Purchase Orders Screens ... 11
Using the Requisition, PO, and Receipt Document Grid ... 14
Displaying the documents grid ... 14
Control features ... 15
Color coded documents ... 15
Filtering documents by status ... 15
Grid Pop up Menu ... 16
Buttons on the document grid ... 16
Running Multiple Instances of POA ... 17
Notes on multiple instances ... 18
Chapter 2 - Day-to-Day Processing
19
Processing Overview ... 19Displaying the documents grid ... 21
Buttons on the document grid ... 22
Add/Modify Requisitions ... 23
Requisition screens and fields ... 24
Approve Requisitions ... 25
Contents
Autogenerate Orders From Inventory Control ... 28
Processing Options ... 29
PO Number ... 31
Order Info ... 31
Vendor Info ... 32
Autogenerate Orders From Order Entry ... 33
Processing Options ... 34
PO Number ... 36
Order Info ... 36
Vendor Info ... 37
Using Standing Orders ... 38
Processing Receipts ... 39
Customizing receipt entry ... 42
Entering serial numbers on a receipt ... 42
Using the Receipt Total tab ... 43
Posting the receipt ... 45
Receipts screens and fields ... 45
Add a Quick Receipt ... 45
Receipts screens and fields ... 47
Processing Invoices and Cost Adjustments ... 47
Inv/Adj Header Tab ... 49
Inv/Adj Details Tab ... 49
Inv/Adj Total Tab ... 50
Tax Adjustment ... 51
Posting the Invoice ... 51
Invoice screens and fields ... 51
Processing Returns ... 52
Return Header Tab ... 53
Return Details Tab ... 53
Line Detail screen ... 54
Return Total Tab ... 55
Return screens and fields ... 56
Add a Quick Return ... 56
Quick Return Header Tab ... 57
Quick Return Detail Tab ... 57
Quick Return Total Tab ... 58
Return screens and fields ... 59
Day End Processing ... 59
What does it do? ... 59
How to proceed ... 60
Day End audit list ... 61
Print/purge Item History ... 63
Printing PO Documents ... 63
Direct printing after posting ... 64
Right-click and choose Print from the document grid ... 64
Choosing the Documents screen from the POA toolbar or menu ... 65
Backup / Restore ... 65
Archiving Documents ... 67
Using the Archive function ... 67
Purging archived data from history ... 68
Chapter 3 - Looking Up Information
71
Looking Up Documents and Item Information... 71Print documents ... 73
Viewing Archived Documents ... 73
Print documents ... 74
Restore transactions ... 74
Delete transactions... 74
Purge documents from history ... 74
Contents
How to Insert a Line on a PO ... 77
How to Set Up GST and PST... 79
How to Import Standard Comments ... 82
How to Receive 2 POs on one Receipt ... 83
How to Invoice 2 Receipts together ... 86
How to Process a Deposit with an Order Transaction ... 88
How to Process Prepaid Order Transaction ... 90
How to Browse Orders by Vendor ... 95
How to Import a Competitive Price List ... 97
Integrate POA with Adagio Job Cost ... 103
Recommended steps for integrating ... 103
How to Compress Data Files ... 106
Chapter 5 - Reports
109
Purchase Orders Reports ... 109Statistical Analyser ... 110
Purchase Order Reports ... 112
Purchase Order/Receipt/Return lists ... 112
Outstanding Purchase Orders ... 113
Aged Purchase Orders ... 114
Outstanding Receipt Invoice List ... 115
Transaction Reports ... 116 Inventory Receipts ... 116 Tax Tracking ... 117 Tax Summary ... 118 Purchase Variance ... 119 Price Update ... 120
Outstanding Order Items ... 121
Inventory Receipts File Reports ... 122
Company Setup ... 122
Sundry Items ... 123
Ship-to Addresses ... 125
Tax Tables ... 126
Miscellaneous Charges ... 127
Ship Via Table ... 128
Event Records ... 129 Contract Prices ... 130 GL Transactions Report ... 131 Consolidate Transactions ... 131 History Reports ... 132 Archived Documents ... 132
Chapter 6 - Maintaining POA Master Data
133
Maintaining POA Master Records and Files ... 133Tax Groups ... 134 Pick-Up Address ... 134 Event Budgets ... 136 Ship-Via Table ... 138 Ship-To Addresses ... 138 Miscellaneous Charges ... 140 Contract Pricing ... 142 Comments ... 144 Sundry Vendors ... 144
Using sundry vendors for interdepartmental purchasing ... 146
Sundry Items ... 146
Maintaining Vendor Tax Information ... 148
Chapter 7 - Maintaining PO Forms and Form Specifications149
Formatting Specifications ... 149Specification Editor Tips ... 150
Setting Default Document Specs for Printing ... 151
Contents
Chapter 8 - Choosing Purchase Orders Company
Profile Options
153
Updating from Inventory Receipts to POA ... 153
Setting Up The Company Profile ... 154
Interface Options ... 155
Inventory Control interface options ... 156
Job Costing interface options ... 159
Accounts Payable interface options ... 159
Interface Posting Options ... 161
Event Budgets ... 162 General Ledger ... 162 Accounts Payable ... 163 Job Costing ... 163 Account Interface: ... 164 RunTime Variables 1 ... 165
About cost fields ... 165
RunTime Variables 2 ... 170
Processing Defaults: ... 170
Auto Numbering Options ... 172
History and Tax Information ... 174
History Information ... 175
Tax Information ... 177
Order Receipts Default ... 177
Print Order Options ... 179
Print Purchase Order / Requisitions Options ... 179
Log Tab... 180
Setting Default Document Specs for Printing ... 181
Chapter 9 - Using Security
183
Using Security ... 183Creating User Groups ... 183
Editing a User's Information ... 187
Chapter 10 - Installing Purchase Orders for Adagio
189
System Requirements ... 189Prerequisites ... 189
Understanding Multicurrency ... 190
Multicurrency Prerequisites ... 191
Integration Implications: ... 192
Updating from Inventory Receipts to POA ... 192
Network / Standalone PC Installation... 193
Installation Procedures for stand-alone PC or network installation ... 193
Workstation Installation ... 197
Installation Warnings and Messages ... 198
Setting Up The Company Profile ... 199
Maintaining POA Master Records and Files ... 200
Understanding Multicurrency ... 201
Multicurrency Prerequisites: ... 201
Chapter 11 - Complete List of All POA Transaction
Screens and Fields
203
Purchase Order Transaction Tabs and Fields ... 203The Header Tab ... 204
Document Information ... 204
Primary Vendor Information ... 205
Operating Information ... 206
The Details Tab ... 207
Vendor Information fields ... 208
Document Details fields and columns ... 209
Document Details ... 210
Detail Type - IC Item or Sundry Item ... 212
Contents
Additional Item Information ... 217
Bill-To / Ship-To Tab ... 218
Total Tab ... 219
Processing Options ... 221
View Tab ... 223
Data Flow Tab ... 223
About This Manual
This manual provides instructions for installing, setting up and maintainingPurchase Orders for Adagio (POA). Each chapter is divided into sections based on major sub-topics. For ease of navigation, the name of the section appears at the top right hand corner of each page.
A table of contents and an index make finding specific information easy. The contents of each chapter are listed below.
Chapter I: Getting Started
Lists the key features and system requirements for Purchase Orders for Adagio, covers some basic concepts, and shows you how to start the Purchase Orders system. Chapter II: Day to Day Processing
Explains how to process requisitions, purchase orders, receipts, returns, and invoices using Purchase Orders for Adagio.
Chapter III: Looking Up Information
Describes how to look up current and archived Purchase Orders documents. Chapter IV: FAQs -- How do I...
Quickly covers some common questions -- such as how to process deposits with purchase orders.
Chapter V: Reports
Provides an overview of the available reports Chapter VI: Maintaining POA Master Data files
Includes instructions for specific “enter and edit” functions for POA Master files. Chapter VII: Maintaining PO Forms and Form Specifications
Explains how PO documents work, how to set default forms, and how to modify existing forms.
Chapter VIII: Choosing Purchase Orders Company Profile Options Provides detailed information on configuring Purchase Orders for Adagio. Chapter IX: Using Security
Explains how to add users and user groups and set up PO security. Chapter X: Installation
Explains how to install Purchase Orders for Adagio and reviews key installation issues.
Chapter 1
Getting Started
How Purchase Orders fits with Other Adagio Modules
Adagio Ledger
POA updates ledger purchase expenses, costing accounts and tax accounts in batch mode. If the Event Budget option is selected, POA will also monitor budget figures entered for expense accounts, as orders are created, and will import GL budget figures directly into the Event Budget tables.
Adagio Inventory Control
Inventory Control costs and quantities are updated from Orders, Receipts, Returns and Invoice/Adjustments posted in POA in real time.
Adagio Payables
POA creates an open batch in Payables for all Invoices created for AP Vendors, after End of Day processing.
Adagio Order Entry
Purchase Orders can be generated directly from Adagio Order Entry orders and cross-referenced to Order Entry orders.
Adagio Job Costing
POA integrates directly to Adagio Job Cost. Adagio DataCare
Purchase Orders for Adagio, does not yet integrate with Phase 2 data care processing. Phase 1 processing is enabled.
Adagio LanPaks
Purchase Orders for Adagio uses the same Lanpaks as other Adagio modules and will start to count against the licenced count for each additional concurrent user of POA.
Purchase Orders Features
POA is backwards compatible with Inventory Receipts 6.5. POA is not backwards compatible with Inventory Receipts 7.0. See also Sample Integrations.
Purchase Orders Features
Purchase Orders for Adagio (POA) helps you manage purchase orders, shipment receipts, and vendor invoices.
POA integrates seamlessly with Adagio Accounting solutions. The program: • Shares the Adagio Lanpak count for network licencing.
• Is fully compatible with Inventory Receipts for ACCPAC Plus version 6.5 or later -- requiring no data conversion.
• Is fully compatible with ACCPAC Plus Accounting Software solutions, although references to ACCPAC Plus have been removed from this documentation because Sage discontinued support of ACCPAC Plus in September 2006.
Normal processing involves creating, revising, printing or reprinting a purchase order that updates on-order quantities and costs as soon as the transaction is posted. You can match vendor shipments/services to existing POs and update costs and quantities when receiving goods. And you can match vendor invoices to POs or related packing slips to further update costs if applicable. Subsequent vendor adjustments, if necessary, can be matched to delivery notes or invoices to make cost adjustments.
Using requisitions
Purchase Orders for Adagio lets you create Requisitions which require appropriate security access to be approved and converted to Purchase Orders.
Miscellaneous charges
POA lets you use miscellaneous charges to develop landed costs for all inventory items. Miscellaneous charges can be expensed directly or allocated by purchase order using a variety of allocation methods. Miscellaneous charges can be added for the same vendor or different vendors or with different currencies, all on the same PO, to allow you to track all related costs of that order.
Multiply POs and multiple receipts
You can combine multiple POs into a single receipt. You can also combine multiple receipts into a single vendor invoice, giving you processing flexibility for real-life purchasing situations.
Within the normal processing, transactions are color coded to identify the status. Screen grids can be sorted and filtered by users to meet their needs. Intuitive data flow lets you track related documents with drilldown capabilities to specific record details.
Other features
Purchase Orders for Adagio processes all vendor transactions that are supported by POs, sending them as invoice batches to Accounts Payable. It also creates batches of GL transactions, either with transaction level details or consolidated by date and account, and it updates Inventory Control quantities and costs when goods are received.
POA uses minimum/maximum order quantities for autogeneration of Purchase Orders, and provides the flexibility to deal with the timing nuances associated with receiving shipments/services from numerous vendors and vendor documents. You can use POA in several different configurations:
• As a standalone Purchase Order Solution integrated with Accounts Payable with/without General Ledger Budgeting,
• Working as a distribution management tool within an Adagio Inventory Control / Order Entry solution,
• Or working as a Job Costing control tool within an Adagio Job Costing solution.
You configure the software to meet your custom needs in single or multicurrency business environments.
Data conversion is required to convert Purchase Order transaction data from ACCPAC Plus Inventory Control or ACCPAC Plus Purchase Orders, or UniDevco Inventory Receipts 6.1 version 2.
Understanding Clearing Accounts
G/L Implications when using Purchase Orders for Adagio Abbreviations used:
POA Purchase Orders for Adagio IC Adagio Inventory Control AP Adagio Payables
Assumptions: Uses IC Items
Understanding Clearing Accounts
Vendor Invoices processed through POA
Direct batch posting to AP, turned on in POA Company Profile Ignores Taxes
Transaction notes:
1. Create a PO to buy IC Item from an AP Vendor; qty =5 and unit price=$10 • This transaction has no GL implications
2. Receipt to delivery note; qty =4 and unit price unknown at this time
• If the unit price is not edited during entry of the receipt, POA assumes that the PO unit price is correct and uses it for calculating all entries.
• POA Day end will create the entries in a GL batch.
Inventory AP Clearing AP
Debit Credit Debit Credit Debit Credit
2 40.00 40.00 2
3. Invoice processed in POA; qty=4 and actual unit price= $10.50 • POA Day end will create the entries in a GL batch.
• POA Day end will create an AP unposted batch.
Inventory AP Clearing AP
Debit Credit Debit Credit Debit Credit
3 2.00 2.00 3
4. AP batch posted
• AP posting will create a GL batch
Inventory AP Clearing AP
Debit Credit Debit Credit Debit Credit
2 40.00 40.00 2
3 2.00 2.00 3
4 42.00 42.00 4
AP Clearing Account is a Liability Account equivalent to a Received Goods (Receipt Clearing) Accrual. It contains the value of all goods received for which a Vendor Invoice has not yet been processed.
After processing the POA Day End and posting the subsequent AP and GL batches, this account should balance to the “Outstanding Receipt Invoice List” report in POA.
We recommend that it be a separate account to facilitate balancing for period end review and reconciliations.
After defining the account in the General Ledger, the account number is assigned in Profile > Interface Posting Options.
Sample Integrations with Other Adagio Modules
This is a basic distribution model, with Inventory Items and possibly Sundry Items, linked to Order Entry, with Autogeneration of PO's either enabled or disabled. In this model, POA works almost exactly like OE, but in reverse, in that you are creating orders with your vendors.
Sample Integrations with Other Adagio Modules
This is a basic job cost model with sundry items, instead of inventory items being purchased for jobs. Distribution for the job would be coded on the PO, and distributed to the job when the goods or services are received.
stock purchases, or to jobs for defined purchases. Inventory can also be transferred from stock to jobs.
This is a basic Payables mode, with Sundry Items being purchased, and distributed to GL accounts. In this model, we often see event budgeting used either as a guide or control for budgeted purchasing, by relying upon links to the General Ledger
budgets by account, and even by account within periods.
Starting Purchase Orders for Adagio
This section explains how to start Purchase Orders and how to use command line parameters to streamline this process.
To start Purchase Orders for Adagio, double-click the PO icon on your desktop.
Enter:
User ID Enter your 3-digit UserID.
Starting Purchase Orders for Adagio
Current Date The date will default to the PC system date; use the calendar icon to select another date.
Data Path You can click on the single file folder (left icon) to browse to your data files or click on the multiple file folders to select from a list of previously used datasets.
Extension You must enter an extension that matches your dataset. Command Line Parameters
Purchase Orders for Adagio allows you to use command line parameters to start the application. Command line parameters are set as properties for the program and allow you to bypass certain fields in the Open Purchase Orders dialog box each time you start the application.
The parameters are as follows:
Parameters Description
/u Set the default user /p Set a default password /d Set the default data path /e Set a default data extension /t Set the session date
Warning: Because command line parameters can bypass certain security functions
such as user identification and passwords, you must ensure that you are the only user on the particular machine and that password security is not a concern in your office before using command line parameters.
Setting Command Line Parameters To set command line parameters:
1. Right click on the Purchase Orders icon on your desktop and select Properties from the pop-up menu that appears.
3. Click to locate your cursor at the end of the information in the Target field (the drive and directory where you installed Purchase Orders, and the name of the program file).
4. Type the desired parameter and then the default information for that parameter. For example, to set a default user, type /uSYS. Do not leave a space between the parameter and the default information.
5. Continue to type in as many parameters (with the associated default information) as you require, leaving a space between each one. If you set all four parameters, Purchase Orders will bypass the Open Purchase Order for Adagio dialog box entirely each time you start up Purchase Orders. The date field will default to the current date on your machine.
Note: You must use the /d and the /e parameters together -- they only function as a pair.
Personalizing Purchase Orders Screens
We know that everyone works differently, and views different pieces of information as important.
For that reason, we've included a Column Editor with Purchase Orders for Adagio that allows you to customize most display grids to best suit your needs.
Many of the grids can be sorted by clicking on a column heading; once for ascending and twice for descending.
The Documents window and the Print Documents window have color coded filters that can be turned off and on.
Changes made in the Column Editor or to the View Filters are stored by PC login ID. Sort order changes are stored only for the current view. If you close the grid and re-open it will revert to the default sort order.
Personalizing Purchase Orders Screens
Column EditorTo activate the Column Editor, use the right mouse click to popup a window from which you can select Show/Hide columns.
The Column Editor is now visible as shown below:
From this pop-up window you can select a field and drag it to the column heading title bar.
To remove a column from the grid, you must open the Column Editor and drag the column heading back to the Column Editor window.
Note: Only those users who have been given rights to the Column Editor will be
able to access this feature. When a user is set up in File > Security > Users, the System Administrator must click the Edit columns checkbox on if he/she wishes to give the user access to the column editor.
Color Coded Status Filters
Each status box has two options:
• A left mouse click on the box will turn the color display in the grid off and on.
• A right mouse click on the box will filter out of the display all documents that match that status.
In the example above, all completed Purchase Orders are filtered out of the view. Note: Use the color displays to distinguish status' of PO's at a glance. The filters
Using the Requisition, PO, and Receipt Document Grid
Using the Requisition, PO, and Receipt Document
Grid
Displaying the documents grid
Click the PO/Receipt icon or the Requisitions icon Press Ctrl-E to open or edit Requisitions, POs, or Receipts.
If you are using requisitions, you choose the Requisitions tab to edit requisitions and to approve them. If you are not using requisitions, you will not be able to choose the Requisitions icon or select the Requisitions tab.
• You must select Use Requisitions on the RunTime Variables 1 tab in the Company Profile to be able to create purchase requisitions.
You can choose requisitions from the Requisitions tab, purchase orders from the POs tab, and receipts using the Primary Vendors tab or the All Vendors tab, whichever is easier for you.
• Choose Extended Mode at the top of the grid to be able to list documents in Doc # order, Vend # order, Order Date, Receipt Date, etc.
Control features
Tabs at the top of the table sort the PO documents into Purchase Orders, Receipts by Primary Vendor or by All Vendors, and Requisitions.
Note: Requisitions, Orders and Receipts can have multiple vendors within each
document. Primary Receipts sorts the Receipts by the vendor on the document header. Receipts - all Vendors display all vendors that you have receipt transactions on a document. This is necessary to find secondary vendor receipts to match to secondary Invoices.
Color coded documents
Click on the color code filter boxes at the bottom right of the screen.
Yellow is completed, Green is Partial Receipted Orders, Brown is Standing Orders, Pink is Entered. Colors or no colors are changed by clicking on the color box of each status.
Filtering documents by status
Exclude a status by right clicking on the status box, and exclusion is marked by an “X”. You can eliminate any status from view.
Note: Filtering all orders except fot partial receipts will display all backorders of
receipted orders.
Sorting documents by column in Extended Mode
Click the title of each column in the document grid to sort documents in the grid. Click the column again to reverse the document order.
Using the Requisition, PO, and Receipt Document Grid
Grid Pop up Menu
Right click the grid to display the grid popup menu:
Complete PO: You can highlight a PO and complete or close out an order. Before closing the program will check to see if you have any items still on back order. If you still have backorder items, you will be asked to confirm that you want to still
complete the order. You cannot reverse the complete order function.
Show/Hide columns: Click on Show/Hide columns and a popup window appears. The window has a slide bar to show the available fields that could appear on the grid title and then display the details from the data base.
Click on the table name and drag to the grid title line, and then release. The new column is now added to the title of the grid and the display will be refreshed with the new data. To remove a column from the grid title, click and drag into the Customize columns window, and release.
When you add columns to the grid, you may find it necessary to widen the existing screen settings to expand your grid view.
If the screen detail listing of Orders is longer than window, you can use the slide bar to find your order.
Buttons on the document grid
New PO or Ctrl-N: Click to create a new Purchase Order.
View PO or Ctrl-V: Highlight and Click to inquire or display Order details.
Edit PO or Ctrl-E: Highlight Order Line and click to edit an existing Order. You can also highlight on the order summary line and double click on a selected Order.
Templates or Ctrl -T: Click to load available Order templates.
Delete PO or Ctrl - D: Click to delete a selected Order. If selected, you will be asked to confirm your deletion selection.
Quick Rcpt or Ctrl - Q: Click to crate a Quick Receipt or Receive goods without an original order.
Receipt or Ctrl-R: Click to create a new Receipt from the highlighted Order Find or Ctrl-F: Click to access the find Pop Up Menu.
What to Find: Select PO, Return, Receipt, or Invoice/Adjustment.
Vendor: Select Payables Vendors or Sundry Vendors. This will then sort the Vendor window (to the right) by vendor table, to filter out the documents by vendor. The Finder F5 (Binoculars) and F6 smart finder are also active selection filters.
Purchase Order Number (Document Number): Select a Purchase Order or use F5 (Binoculars) and F6 smart finder as active selection filters to find an Order.
Depending upon what you select in “what to find”, the Document Order Number will find that document number, for that document type.
Help or Ctrl- H: Select to connect to on screen field help files. Close or Ctrl-C: Select to close the screen.
Running Multiple Instances of POA
Purchase Orders lets you run multiple instances on the same workstation. This means that if you are running the accounting system for more than one
company, you can enter purchase orders for more than one company at a time on the same computer.
Running Multiple Instances of POA
Each additional instance uses a license. Therefore, an Adagio Lanpak must be installed to use this feature.
Notes on multiple instances
• Although you can run multiple instances of Purchase Orders for Adagio, Purchase Orders is not included on the Adagio menu.
You must open other instances of Purchase Orders from your Start menu or a desktop shortcut.
• When running multiple instances of Purchase Orders, the program adds an instance number to the window titles, such as “Purchase Orders for Adagio (2)” for the second instance, and so on.
• To help you differentiate between the databases you have open in the multiple instances of Purchase Orders, you may wish to take advantage of the background colour option in the Company Profile.
This option allows you to set a different background colour for the main windows in Purchase Orders, for the individual databases that you are working with.
Chapter 2
Day-to-Day Processing
Processing Overview
The following diagram provides an overview of the Purchase Orders system. Note: You must choose the Use Requisition option in the Company Profile (on the
RunTime Variables 1 tab) if you want to enter purchase requisitions. Purchase Orders are automatically generated from requisitions when you select the requisition document and click the Approve button.
Processing Overview
Processing Orders is divided into two main areas: Requisitions/Orders/Receipts and
Returns/Invoices/Adjustments.
Requisitions: If you use requisitions, you start the purchasing process by creating a requisition.
When the requisition is approved, you select the requisition and click the Approval button to automatically generate a purchase order. You must select the Use
Requisition option in the Company Profile (on the RunTime Variables 1 tab) if you want to enter purchase requisitions.
Orders: If you do not use requisitions, you start the purchasing process by entering a purchase order or autogenerating an order from Inventory reorder records or orders in OrderEntry.
Receipts: You receive quantities against a existing Purchase Orders when goods arrive -- or you can record a Quick Receipt for goods that arrive without a Purchase Order. (For example, office supplies or miscellaneous materials under $500 may be exempt from the PO process, but must still be received.) Receipts can be packing slips or could be the invoice for a Purchase Order.
Returns: You can item returns from stock with quantities and costs, or you can enter credits or cost adjustments for items.
Invoices (Adjustments): Invoices are matched to Receipts, and then sent to
Accounts Payable in batches. Invoices do not adjust quantities, but could adjust costs or taxes.
You can enter debit note and credit note adjustments to adjust costs from Invoices.
In addition, you can...
• Include multiple PO's on a receipt. • Include multiple receipts on an invoice.
• Include multiple vendors on an order or receipt.
• Add items or services to existing orders, or partially processed/receipted orders, or to receipts.
• Process and invoice receipted items before other items or related services are even received.
Purchase Orders updates...
• Order and item status in Order Entry and Inventory Control as soon as you post orders, receipts, invoices, and returns.
• General Ledger batches, Accounts Payable batches, Job Costing batches, and item history when you run Day End Processing.
Displaying the documents grid
Click the PO/Receipt icon or the Requisitions icon Press Ctrl-E to open or edit Requisitions, POs, or Receipts.
If you are using requisitions, you choose the Requisitions tab to edit requisitions and to approve them. If you are not using requisitions, you will not be able to choose the Requisitions icon or select the Requisitions tab.
• You must select Use Requisitions on the RunTime Variables 1 tab in the Company Profile to be able to create purchase requisitions.
You can choose requisitions from the Requisitions tab, purchase orders from the POs tab, and receipts using the Primary Vendors tab or the All Vendors tab, whichever is easier for you.
• Choose Extended Mode at the top of the grid to be able to sort documents in Doc # order, Vend # order, Order Date, Receipt Date, etc.
• Click the title of each column in the document grid to sort documents in the grid. Click the column again to reverse the document order.
Processing Overview
Buttons on the document grid
New PO or Ctrl-N: Click to create a new Purchase Order.
View PO or Ctrl-V: Highlight and Click to inquire or display Order details.
Edit PO or Ctrl-E: Highlight Order Line and click to edit an existing Order. You can also highlight on the order summary line and double click on a selected Order. Templates or Ctrl -T: Click to load available Order templates.
Delete PO or Ctrl - D: Click to delete a selected Order. If selected, you will be asked to confirm your deletion selection.
Quick Rcpt or Ctrl - Q: Click to crate a Quick Receipt or Receive goods without an original order.
Receipt or Ctrl-R: Click to create a new Receipt from the highlighted Order Find or Ctrl-F: Click to access the find Pop Up Menu.
What to Find: Select PO, Return, Receipt, or Invoice/Adjustment.
Vendor: Select Payables Vendors or Sundry Vendors. This will then sort the Vendor window (to the right) by vendor table, to filter out the documents by vendor. The Finder F5 (Binoculars) and F6 smart finder are also active selection filters.
Purchase Order Number (Document Number): Select a Purchase Order or use F5 (Binoculars) and F6 smart finder as active selection filters to find an Order.
Depending upon what you select in “what to find”, the Document Order Number will find that document number, for that document type.
Help or Ctrl- H: Select to connect to on screen field help files. Close or Ctrl-C: Select to close the screen.
Add/Modify Requisitions
Note: If the Requisitions button or menu is not available, see your system
administrator.
To start a new purchase requisition:
1. Choose the Requisitions button from the Purchase Orders Tool bar or choose Requisitions from the Edit/View menu.
2. With the Requisitions tab selected on the Documents grid, click the New Req button (ALT-N).
To edit an existing requisition, double-click the requisition that you want to edit.
3. When the New Requisitions window appears, you can fill in document and primary vendor information.
Or, skip the vendor information for now, and click the Details tab to start
entering item information immediately.
If you choose the Details tab when adding a new requisition, the program automatically displays the Line Detail screen, so you can add the first item. Click the tabs above for information on all purchase order fields.
To edit an existing purchase requisition:
• Select (highlight) an existing requisition in the grid and click Edit Req (ALT-E) to edit that requisition.
To approve a purchase requisition:
Add/Modify Requisitions
You cannot use requisitions unless:
• You have security access to the Requisitions screen.
• The Use Requisitions option on the RunTime Variables 1 tab of the Company Profile has been selected for your POA system.
You can customize access to Purchase Orders screens by selecting File > Security > Groups, selecting a group, and changing the options on the Forms tab of the Group Details screen.
• For information on adding or removing columns on POA screens, see Personalizing Purchase Orders Screens.
• For help on the Purchase Requisitions fields, see POA Transaction Entry - Header Tab or POA Transaction Entry - Details Tab.
Requisition Numbers
Every requisition must have a unique number to identify it in the system. The program will not allow you to use the same number for more than one requisition, and you cannot change the requisition number once the requisition is posted. Document numbering is usually determined by the Auto Numbering Options. The number is assigned to requisitions and orders when you post them.
Even if you are using the autonumbering features, you can override the program-assigned number when you post the document.
Before you begin entering Purchase Orders, use the Order Receipts Defaults tab in the Company Profile to add default entries to speed up the data entry process.
For more information on the approval process, see Approve Requisitions.
Requisition screens and fields
For descriptions of all of the screens and fields that you fill in to create or edit a requisition, see:
Purchase Order Transaction Tabs and Fields The Header Tab
The Details Tab Bill-To / Ship-To Tab Total Tab
View Tab Data Flow Tab Processing Options
See also:
Autogenerate Orders From Inventory Control Autogenerate Orders From Order Entry Approve Requisitions
Personalizing Purchase Orders Screens
Approve Requisitions
You use the Approve button on the Documents grid to create new purchase orders from the requisitions that you have entered.
Note: You can create more than one purchase order from a requisition by using the
Approve button, changing the requisition (for example, adding a new line), and then clicking the Approve button again. If you need to change a requisition after getting approval, you should delete the PO that you created, change the requisition, and then approve again.
Requisitions are optional in Purchase Orders. You can enter purchase orders with or without creating a requisition first.
To approve an existing purchase requisition:
1. Choose Requisitions or POs/Receipts from the Purchase Orders Toolbar.
2. Highlight the purchase requisition that you want to approve (on the Requisitions tab).
3. Click the Approve button.
Add/Modify Purchase Orders
5. Accept or change the new purchase order number. PO will display the next number in the autonumbering sequence if you use autonumbering. You can change the number if the edit option is turned on.
Add/Modify Purchase Orders
To start a new purchase order:1. Choose the POs/Receipts button from the Purchase Orders Tool bar or choose POs/Receipts from the Edit/View menu.
2. With the PO tab selected on the Documents grid, click the New PO button (ALT-N). To edit an existing PO, double-click the PO that you want to edit.
3. When the New Purchase Order window appears, you can fill in document information and primary vendor information.
Or, skip the vendor information for now, and click the Details tab to start
If you choose the Details tab when adding a new PO, the program automatically displays the Line Detail screen, so you can add the first item.
Click the tabs above for information on all purchase order fields. To edit an existing purchase order:
• Select (highlight) an existing order in the grid and click Edit PO (ALT-E) to edit that order.
You can customize Purchase Order Entry by selecting File > Security > Groups, selecting a group, and changing the options on the Forms tab of the Group Details screen.
For information on adding or removing columns on POA screens, see Personalizing Purchase Orders Screens.
For help on the Purchase Orders fields, see POA Transaction Entry - Header Tab or POA Transaction Entry - Details Tab.
Order Numbers
Every order must have a unique number to identify it in the system. The program will not allow you to use the same number for more than one order, and you cannot change the order number once the order is posted.
Order numbering is usually determined by the Auto Numbering Options. The number is assigned to the order when you post it.
Even if you are using the autonumbering features, you can override the program-assigned number when you post the order.
Before you begin entering Purchase Orders, use the Order Receipts Defaults tab in the Company Profile to add default entries to speed up the data entry process.
Purchase Orders screens and fields
For descriptions of all of the screens and fields that you fill in to create or edit a purchase order, see:
Purchase Order Transaction Tabs and Fields The Header Tab
The Details Tab Bill-To / Ship-To Tab Total Tab
View Tab Data Flow Tab Processing Options
Autogenerate Orders From Inventory Control
See also:Autogenerate Orders From Inventory Control Autogenerate Orders From Order Entry Approve Requisitions
Personalizing Purchase Orders Screens
Autogenerate Orders From Inventory Control
Automatically generate purchase orders from Inventory Control based on re-order minimum, maximum levels entered in Inventory Control.
Purchase Orders for Adagio creates PO's for vendors as defined in the Inventory Control Master record. The system cannot generate if no vendor is present in the Item Master file.
To begin, select Process > Auto generate from the main menu.
Generate from: you can choose Inventory Control or Order Entry.
Run date: will default to the current system date. You can revise as necessary. Select all Vendors: all vendors will be displayed in the grid; you can select them one at a time or use this check box to select all vendors.
Items: you can select one Item or a range of Items.
Include: do you want to order from the Primary or Secondary Vendor, as defined in Inventory Control.
Use quantity: choose to use either the re-order quantity defined in Inventory Control or the calculated quantity as follows, for the comparative quantity: Qty on hand - Qty on Sales Order + Qty on PO
Order items: choose whether to order only items below minimum stock levels, below maximum stock levels, or all items.
Order quantity: choose whether you want the order quantity to be up to the minimum, up to the maximum or to go above the maximum.
Processing Options
GenerateClick on Generate and you attempt to generate Purchase Orders that match your criteria.
If no matches are found to your defined criteria, the message “No order lines were generated” appears, otherwise the items that meet the defined criteria will be displayed as follows:
A new check box appears on the screen, titled “Select all items”.
Here, you can individually select those items that you wish to order or tick the checkbox to select all items.
Double-clicking on a line item will open a window that allows you to edit or check the following information:
Autogenerate Orders From Inventory Control
Returning to auto-generated items screen, your options are:
• Cancel, to exit out of the Auto generate function to go Back to the previous screen and change criteria to try again.
• Delete selected line items that you do not want to order. • Save the generated information for use at another time.
• Create PO, which will begin the generation of the PO(s) for the selected item(s)
PO Number
• If you have chosen to manually generate PO numbers, the PO number field will be blank and you must enter one.
• If you have chosen to autonumber with edit capability, you will be able to change the information in the PO number field and it will be saved exactly as you type it, unless the number already exists.
• If you have chosen to autonumber your PO's without edit capability, the information in the PO number field will not be editable.
See also Auto Numbering Options and Order Receipts Default.
Order Info
Reference: (optional) You can enter, for example, a requisition number, etc. Order Date : (required) The order date is the date on which you are ordering the product. You can enter numbers only. The date defaults to your system date. You may also click on the calendar icon to the right of the field or press the down-arrow key to select your date from a Calendar display.
Expected Receipt: (optional)The expected receipt date is the date you expect for the goods to arrive. If you enter an Expected Receipt date on the header tab it will be used as the default Receipt date for the line items on the detail tab.
Even if you don't know the exact expected date, you should estimate the date so that you can track late purchase orders.
The Expected Receipt date defaults to all line items, but can be defined for each line item as well.
Ship-via Code: (optional) Clicking on the binoculars to the right of the field or pressing the down arrow key or F5 will display a list of predefined shipping
methods as entered in the ship-via table. You may select a method from this list, type in a shipping method, or leave blank.
FOB (Free on board) point: (optional) The order is shipped as far as the FOB point at no cost to the customer.
FOB is optional but is normally defined as Vendor Warehouse
Location: (required) Locations link to the Inventory Location or location can be a warehouse, city, storeroom or other branch location for sundry items. Clicking on the binoculars to the right of the field or pressing the down arrow key or F5 will display a list of location as defined in the Inventory Control module.
Autogenerate Orders From Inventory Control
Description: (optional) The information entered here can display in the default grid of the Main PO documents window.
Comment: (optional) Use this field to provide additional information that pertains to the entire Order. 2 lines available.
Vendor Info
Terms: (required) Enter the terms code that applies to the order
• If you select an AP vendor, the program defaults the terms code and description from the Accounts Payable vendor record. You can enter a different code or press F5 to select a code from the Finder list. The code must be defined in Accounts Payable.
• If you select a Sundry vendor, the program automatically enters the terms code and description from the Sundry vendor record created in Purchase Orders. see also Sundry Vendors
Reference: (optional) One use might be to record the vendor's order confirmation number.
Tax Group: (required) This code specifies which tax tables the program will use to calculate taxes. If you use Accounts Payable, the program automatically enters the tax group code and description from the Vendor record in AP. If you use Sundry vendors, the program automatically enters the tax group code and description from the Sundry Vendor record.
Tax Status: (required) This will default to the tax status as defined in the Vendor record and can be overridden as required. Tax Status codes are pre-defined in the tax tables.
Price List: (optional) If you choose to use Inventory Control Alternate price lists, select the price list code you want to use for this vendor.
Remit: (optional) Remit details can be entered and printed on forms.
Comment: (optional) Use this field to provide additional information to the vendor, such as special instructions for the order.
Currency: (required) For multicurrency accounting you can override the default currency code from the Vendor record in Accounts Payable or Sundry Vendors. For single currency installations, you cannot edit this field and the currency defaults from Accounts Payable Vendor files.
Exchange: (required) This field will default to the exchange rate associated with the currency code and rate type selected for this vendor on the date of the document being created. For multicurrency accounting, you can override the exchange rate. For single currency installations, you cannot edit this field.
Rate Type: (required) For multicurrency, you can override the default rate type for this vendor. For single currency installations, you cannot edit this field.
Normally, you should not have to enter any details in this vendor section if your configuration is setup properly in Company Profile.
After you autogenerate the order, you can still add up to ten vendors on one order. To change vendors, click on the Change vend button. All subsequent line details will be assigned to this new vendor. See Add/Modify/Delete Orders for details.
Autogenerate Orders From Order Entry
Use this function to generate purchase orders from Order Entry, based on the criteria specified. When auto-generating from Order Entry, Purchase Orders also checks the inventory levels in Inventory Control.
To begin, select Process > Auto generate from the main menu.
Generate from: you can choose Order Entry or Inventory Control.. Run date: will default to the current system date.
Select all Vendors: all vendors will be displayed in the grid; you can select them one at a time or use this check box to select all vendors.
Order number: you can select a single OE order or a range of orders.
Autogenerate Orders From Order Entry
Include as receipt date: checking this box will copy the expected ship date in the OE order into the Receipt date field on the PO.
Items: you can select one Item or a range of Items.
Categories: you can select one Category or a range of Categories.
Include: do you want to order from the Primary or Secondary Vendor, as defined in Inventory Control.
Use quantity: choose to use either the re-order quantity defined in Inventory Control or the calculated quantity as follows, for the comparative quantity: Qty on hand - Qty on Sales Order + Qty on PO.
Order items: choose whether to order only items below minimum stock levels, below maximum stock levels, or all items.
Order quantity: choose whether you want the order quantity to be up to the minimum, up to the maximum or to go above the maximum.
Consolidate items: if not selected, each OE order for the same part will generate a new line item on the PO with a reference to the OE Order number for each line; if selected, each item will only appear on the PO once with a consolidated total quantity and will not include a reference to the OE order number(s).
Processing Options
GenerateClick on Generate and you attempt to generate Purchase Orders that match your criteria.
If no matches are found to your defined criteria, the message “No order lines were generated” appears, otherwise the items that meet the defined criteria will be displayed as follows:
A new check box appears on the screen, titled “Select all items”.
Here, you can individually select those items that you wish to order or tick the checkbox to select all items.
Double-clicking on a line item will open a window that allows you to edit or check the following information:
Returning to auto-generated items screen, your options are:
• Cancel, to exit out of the Auto generate function to go Back to the previous screen and change criteria to try again.
• Delete selected line items that you do not want to order. • Save the generated information for use at another time.
Autogenerate Orders From Order Entry
PO Number
• If you have chosen to manually generate PO numbers, the PO number field will be blank and you must enter one.
• If you have chosen to autonumber with edit capability, you will be able to change the information in the PO number field and it will be saved exactly as you type it, unless the number already exists.
• If you have chosen to autonumber your PO's without edit capability, the information in the PO number field will not be editable.
See also Auto Numbering Options and Order Receipts Default.
Order Info
Reference: (optional) You can enter, for example, a requisition number, etc. Order Date : (required) The order date is the date on which you are ordering the product. You can enter numbers only. The date defaults to your system date. You
may also click on the calendar icon to the right of the field or press the down-arrow key to select your date from a Calendar display.
Expected Receipt: (optional)The expected receipt date is the date you expect for the goods to arrive. If you enter an Expected Receipt date on the header tab it will be used as the default Receipt date for the line items on the detail tab.
Even if you don't know the exact expected date, you should estimate the date so that you can track late purchase orders.
The Expected Receipt date defaults to all line items, but can be defined for each line item as well.
Ship-via Code: (optional) Clicking on the binoculars to the right of the field or pressing the down arrow key or F5 will display a list of predefined shipping
methods as entered in the ship-via table. You may select a method from this list, type in a shipping method, or leave blank.
FOB (Free on board) point: (optional) The order is shipped as far as the FOB point at no cost to the customer.
FOB is optional but is normally defined as Vendor Warehouse
Location: (required) Locations link to the Inventory Location or location can be a warehouse, city, storeroom or other branch location for sundry items. Clicking on the binoculars to the right of the field or pressing the down arrow key or F5 will display a list of location as defined in the Inventory Control module.
Description: (optional) The information entered here can display in the default grid of the Main PO documents window.
Comment: (optional) Use this field to provide additional information that pertains to the entire Order. 2 lines available.
Vendor Info
Terms: (required) Enter the terms code that applies to the order
• If you select an AP vendor, the program defaults the terms code and description from the Accounts Payable vendor record. You can enter a different code or press F5 to select a code from the Finder list. The code must be defined in Accounts Payable.
• If you select a Sundry vendor, the program automatically enters the terms code and description from the Sundry vendor record created in Purchase Orders. See also Sundry Vendors.
Autogenerate Orders From Order Entry
Tax Group: (required) This code specifies which tax tables the program will use to calculate taxes. If you use Accounts Payable, the program automatically enters the tax group code and description from the Vendor record in AP. If you use Sundry vendors, the program automatically enters the tax group code and description from the Sundry Vendor record.
Tax Status: (required) This will default to the tax status as defined in the Vendor record and can be overridden as required. Tax Status codes are pre-defined in the tax tables.
Price List: (optional) If you choose to use Inventory Control Alternate price lists, select the price list code you want to use for this vendor.
Remit: (optional) Remit details can be entered and printed on forms.
Comment: (optional) Use this field to provide additional information to the vendor, such as special instructions for the order.
Currency: (required) For multicurrency accounting you can override the default currency code from the Vendor record in Accounts Payable or Sundry Vendors. For single currency installations, you cannot edit this field and the currency defaults from Accounts Payable Vendor files.
Exchange: (required) This field will default to the exchange rate associated with the currency code and rate type selected for this vendor on the date of the document being created. For multicurrency accounting, you can override the exchange rate. For single currency installations, you cannot edit this field.
Rate Type: (required) For multicurrency, you can override the default rate type for this vendor. For single currency installations, you cannot edit this field.
Normally, you should not have to enter any details in this vendor section if your configuration is setup properly in Company Profile.
After you autogenerate the order, you can still add up to ten vendors on one order. To change vendors, click on the Change vend button. All subsequent line details will be assigned to this new vendor. See Add/Modify/Delete Orders for details.
Using Standing Orders
A standing order will not update Inventory Control until you make it an active order.
If you are in the middle of entering an order and are interrupted, you can save the order as a Standing order. You can then recall the order and add items or change prices or simply review for completeness before you change it to an active order.
Before you can use this function, you must turn it on in the Company Profile. See
Note: When you save an order as a Standing Order, it doesn't change the original
order quantities. When you recall the order and save it as an active order, you can add or change details on the new active order.
Also -- if you want to copy the Purchase Order to another vendor (keep all of the details except for the primary vendor), you should use the Order Template feature instead of the Standing Order.
Once enabled you will be given the following option when you Post a new PO, as the last step in creating the PO.
To create an Active order from a Standing Order, open or edit the Standing Order and you will receive the following prompt:
If you create a new PO from the Standing Order, all the content details will be copied to the new PO.
Processing Receipts
To start a new receipt:1. Choose the POs/Receipts button from the Purchase Orders Tool bar or choose POs/Receipts from the Edit/View menu.
2. Choose the PO tab on the Documents grid, highlight the purchase order that you want to receive, and click the Receipt button (ALT-P).
Processing Receipts
If you are receiving goods without a purchase order, see Adding a Quick Receipt.
Partially received POs appear in green on the Documents grid.
• To create another receipt for the same PO, highlight the PO line, and click
the Receipt button.
• To view an existing receipt, choose the Rcpts - Primary Vendors or Rcpts -
Secondary Vendors tab, highlight the receipt you want to view, and click the View Rcpt button.
Choose Extended Mode at the top of the grid to be able to list documents in Doc # order, Vend # order, etc. by clicking on the column heading.
You cannot edit a posted receipt. And you cannot receive goods for a completed Purchase Order (highlighted in yellow).
3. When the New Receipt window appears, you should first review the document and primary vendor information to make sure that it is still correct.
4. If your receipt is for items on more than 1 PO:
• Click the Combined Receipt button at the bottom of the Header tab.
• Double-click the additional PO for which you want to receive items.
• Click the Combined Receipt button again and select a PO if you are receiving items from a third PO.
5. When you are finished with the Header tab, click the Details tab to start entering receipt quantities.
Click the tabs in the following screen for information on all purchase order fields.
6. On the Details tab:
• Double-click items from the PO(s) that you are receiving. • Enter the quantity received on the detail entry form. Make sure that you check the unit of measure!
Purchase Orders lets you receive goods in any unit of measure that you use -- even if you specified a different unit on the purchase order.
• You can also update the unit price if you know it at this point.
• You can choose the Receive All button to receive all goods on the PO, and then delete lines that were not in the shipment and edit lines which were only partially received.
All outstanding PO items will appear again on the next receipt that you create from this PO.
• You can use the Find button to search for items on a long document. 7. On the Total tab:
• You must enter the vendor document number on the Total tab.
You can choose whether the document is a Delivery Note (packing slip) or an invoice.
• If it's a delivery note, you will enter the invoice later when it arrives. • If it's an invoice document, PO will create the invoice when you post the
receipt and add it to the Accounts Payable batch when you run Day End Processing.
To receive more goods from a partially received purchase order:
On the PO tab of the Documents Grid, select (highlight) an existing purchase order
Processing Receipts
Partially received purchase orders are highlight in green, and the total value column indicates the value of items that have not yet been received. (Completed POs have a 0.00 residual value.)
To edit or adjust an existing receipt:
You cannot add new items to an existing receipt; however, you can add miscellaneous charges and you can adjust costs and quantities.
• On the Documents Grid, select the Rcpts - Primary Vendors tab or the Rcpts - All Vendors tab depending on whether you are looking up receipts for a primary or secondary vendor.
• Double-click the existing receipt in the grid to which you want to add a charge or adjust or highlight the receipt and click the Inv/Adj button. To return goods that you received:
• On the Documents Grid, select the Rcpts - Primary Vendors tab or the Rcpts - All Vendors tab depending on whether you are looking up receipts for a primary or secondary vendor.
• Highlight the receipt you want and click the Return button. See Processing Returns.
Customizing receipt entry
You can customize Receipt Entry by selecting File > Security > Groups, selecting a group, and changing the options on the Forms tab of the Group Details screen. For information on adding or removing columns on POA screens, see Personalizing Purchase Orders Screens.
For help on the Receipt entry fields, see POA Transaction Entry - Header Tab or POA Transaction Entry - Details Tab.
Entering serial numbers on a receipt
You can enter up to 5 serial numbers, maximum 15 characters each, for your IC or Sundry Items, if the item has serial numbers assigned in the item profile. From the Details tab, right-click on the line item and select Serial Number (CTRL-N).
Select OK to copy this information into the Purchase Order document or select Cancel to return to the PO details tab without copying the information.
The Serial Number will be displayed on it's own line (SRL) immediately following the line item that it was launched from.
Using the Receipt Total tab
This tab displays all of the totals for each vendor (primary and secondary) on the receipt.
Note that you can process the receipt as a delivery note (packing slip) or as an invoice.
The default setting depends on options in the Company Profile, but you can change this setting before posting.
This setting is very important and is a common cause for integration issues. Generally, do not post the receipt as an invoice unless you are completing the PO and received an invoice with the shipment that includes all primary vendor costs. If you will be invoiced later, post the receipt information as a delivery note.
The totals tab has the following sections: • Totals
