Type “A” to add a new Purchase Order, enter the vendor number and press
the enter key. The system will assign
the Purchase Order number automatically.
Note that the Purchase Order number consists of two parts: the actual PO
number and the Document ID.
There are several ways to
search the system for vendor numbers.
1.
Press
F4 while the cursor is in the vendor
number field. This will enable a pop-up
window with the vendors listed in alphabetic order. Use the scroll keys to scroll through the list until the correct
vendor is located.
2.
Use
the “Index” command in conjunction with the index options identified in the
center of the screen. Use #5 to index
alphabetic or #6 to index by number.
Additionally you can enter the first few characters of the vendor name
to begin the search at a specific point.
3.
Use
the “Index” command with additional “?” search logic. Use #5 to index alphabetically and type ?’s on either side of the
character string you wish to search for.
The system will return a list of all vendors with names containing the
character string. For example, typing
?Smith? could yield a list containing Smith Jane, Jane Smith and A J Smithson.
1.
Move
the cursor to the Ship-To field and use F4
to obtain a list of possible ship-to addresses. Use the Page Up/Page Down key to search. Use the arrow key to make your selection and
press enter.
2.
The
Purchase Order date will default as the current date.
3.
The
date required field should remain blank.
4.
The
reference field is for internal use only.
5.
The
Requisition field is not required.
6.
The
blanket amount should be completed only for blanket purchase orders, which are
purchases where specific units of items are not being purchased. (Examples-snacks for students, or custodial
repair supplies)
7.
Charge Account Code is a required field and must be completed with the
account code to which the purchases will be charged. F4 may be used to index for the correct account code. (If the purchase is to be split between
multiple accounts – it is done on the next screen.) Only the Purchasing Office is permitted to enter blanket Pos.
8.
Trade
Discount should be used for those purchases entitled to a discount.
9.
Tax Rate is for purchases required to have taxes applied. Please note, CCPS is tax exempt and
generally does not pay taxes.
10.
PO
Freight should be used for those purchases where freight charges will be
incurred.
11.
Messages
may be printed on the Purchase Order.
Move the cursor to the message field and use F4 to see a list of
possible messages.
12.
Shipping
and Payment terms will print on the purchase order if entered. This is not a required field.
13.
Internal
Note does not print on the Purchase Order.
14.
Press
enter to proceed to the next screen.
1. Indicate the quantity to be purchased followed by a unit indicator – example lbs for pounds, cse for cases, etc.
2.
The
vendor part number is where you will input the vendor item number, (i.e., ISBN,
catalog #, part #, ect.).
3.
WHS
part # is intended for use with the CIMS warehouse software and should be
omitted.
4.
Enter
a description of the item to be purchased.
An unlimited number of lines of description may be entered by pressing
enter, then tab to the Description Field and continue typing additional lines
of description. (You may do this as
many times as necessary.)
5.
Indicate
the unit cost (gross) of the item and use the discount and freight lines to
affect only this particular item on the Purchase Order. (Freight and discount entered on the
previous screen will apply to the entire purchase order and will be prorated
according to the costs of the individual items.)
6.
The
account number will default from the previous screen but it may be changed if
this particular line item should be coded to a different account.
7.
The
cancelled field may be used to cancel items once the purchase order has been
printed. This will remove the item from
the Purchase Order and automatically adjust the outstanding encumbrance in the
General Ledger.
8.
The
received and paid fields are for inquiry only and cannot be changed. These will be populated as the purchase
order is received and paid.
9.
The
continue question allows for grouping like items into one line on the vendor
copy of the purchase order but allowing the items to be coded to multiple
account codes. To use this feature,
complete the initial line with the quantities to be charged to the first
account code. Prior to pushing enter,
type “Y” in the continue field. (Bottom
right corner of screen.) This will
cause the line to be continued and you will only change the quantity and the
account number on subsequent lines to reflect the amount to be charged to each
account code. As many lines maybe
grouped together as required. Please
not, you must type “Y” in the “continue” field before pressing enter if you
have additional lines.
10.
To
add an additional attention line to the PO, (for a specific department or
teacher); key your info as the last line of the PO within the description
field.
Notice that the Purchase Order total is accumulated
in the upper right hand corner of the screen.