This form is used to raise a purchase order to a supplier, review an existing order and print an order. The purchase order option may be used to create a purchase for any user-defined goods or service type (codes are set up within the Purchasing Goods/Service table) which may range from cleaning materials to the external hire of a truck.
What do you want to do?
To access Purchasing:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS Menu is displayed.
Select the Purchasing option.
The Purchasing form is displayed.
This form is divided into four parts that are as follows:
Title Bar
In addition to displaying the form name the Title Bar displays the Order Number (for example, Order 00000259) as well as a number of other useful identification criteria and buttons.
Some Menu Bar and Tool Bar options are context-sensitive and may be disabled/greyed-out until usage is deemed appropriate.
Menu Icon Description File > New Enables a new purchase order to be started. File > Open Displays the Purchase Order Search form that enables an existing purchase order to be located and opened by entering one or more of the selection criteria fields. File > Save Saves any amendments that have been made to the purchase order in the current session. File > Exit Exits the current purchase order record to the main Vehicle Rentals menu. If any amendments have been made to the record that have not yet been saved then the system prompts: Do you want to save purchase order ?. Print > Purchase Order Prints the purchase order Order > Finish Enables an Open status purchase order to be Finished and subsequently matched against invoices received. This option is not enabled until the order is saved. A record line is created in the Vehicle History Tab of the CRM Vehicle. Order > Un-finish This option enables an order that has been Finished to be re-opened/Un-finished (i.e. returns it to a status of Open) to permit additional editing. Order > Match Enables any Finished orders to be Matched against the appropriate incoming invoice or invoices. When the order is matched it has a status of Matched. A finished order can be Partially-matched and fully matched at a later date if necessary. Order > Close This option performs two related functions. Once the purchase order is Matched and complete this option closes the order and enables it to be archived. The status changes to Closed. This order is subsequently only available in review mode and cannot be edited. If, however, the order has not been completed this option Cancels the order and gives it a status of X (Cancelled); the system then prompts to reverse any un-allocated postings. Order > Copy Enables the current purchase order to be copied. A prompt is displayed giving the purchase order number for the newly created order (this is the next sequential purchase order number available). Only the purchase order header is copied; none of the individual item lines are copied across to the new purchase order. The Purchase Order Search form may be used to locate the newly copied purchase order. Utilities > Administrator Accesses Administrator mail and diary functions. Utilities > Marketing Accesses CRM module and its associated Company, Target and Vehicle records. Help > Help Provides online access to context sensitive help for the current application using the default browser.
Status Bar
The status bar contains quick-reference information with regard to purchase order audit information order status. The following information is displayed:
Created
Displays two fields of information: the userid/log-in of the person who initially created the purchase order; and, the date on which the purchase order is created.
Modified
Displays two fields of information: the userid/log-in of the person who last modified the purchase order; and, the date on which the purchase order was last modified.
Status
Displays the current purchase order status for example, Open. As the purchase order is progressed it status changes. The following are current valid statuses:
Open
Finished
Partially-Matched
Matched
Closed
XCancelled
Tip: Each item line created against the purchase order also has a status of its own. These are exactly the same as above, however, there is no Closed status.
Purchase Order Dialogue Box
The Purchase Order dialogue box consists of a number of fundamental purchase order header information fields and a purchase order item line grid:
This purchase order header area is used to store static purchase order information that is relevant to the individual purchase order lines below. The following fields are available for editing:
Purchase Ledger Account: Purchase Ledger account to be used for the purchase order to be raised. The account code may be keyed directly if known; however, selection of the
immediately to the right of this field displays the Supplier Accounts form that enables the correct customer account to be allocated to the correct Purchase Ledger account to use for the order.
The search option displays an empty Supplier Accounts form with a field for entering all or part of the purchase ledger shortname. For example, if COLis entered and the Word Search command button is selected then all supplier accounts beginning with COL are displayed. The appropriate account should be selected and the OK command button used to confirm this choice. Alternatively, this field can be left blank and the Shortname command button selected; this displays all the supplier accounts on file and the scroll bar may be used to locate the appropriate account. It must be remembered that the Shortname search is case sensitive and, if the account shortnames are in uppercase, then the text entered into the search field should reflect this.
Once the account is selected the associated name, address and postcode are displayed in the appropriate fields.
Contract Reference: Contract reference table was originally designed so that from within a document there would be a facility allowing a lookup to a Contract Reference table which held a number of master contract reference codes. However, this table can be utilised for other purposes. The table may, for example, be used to hold sources of business, sales executive names, etc, which may then be allocated to a specific order.
This contract reference field should be used to identify the purchase order with a reference string that is defined by the rental company itself. This may then be utilised for reporting purposes.
Note: This field can be made mandatory by ticking the Contract Reference Required field within the General 3 Tab of the agreement.
Charge Location: Location code used to identify the location/branch responsible for raising the purchase order. If only one location is used then the <TAB> is used to default to the correct location. The
can be used to select an alternative location.
Tip: Location code (for example, LIV - Liverpool) can default-in from the user login id. The user id is set-up within System Utilities / Management Menu / User Details and the location code is selected in the Personal Tab of this form.
Admin Location: Location code used to identify the location/branch responsible for administering and processing the purchase order. If only one location is used then the <TAB> is used to default to the correct location. The
Tip: Location code (for example, LIV - Liverpool) can default-in from the user login id. The user id is set-up within System Utilities / Management Menu / User Details and the location code is selected in the Personal Tab of this form.
Address: Full five lines of address associated with the selected Purchase Ledger account. This field can be edited.
Invoice Postcode: Postcode associated with the selected Purchase Ledger account. This field can be edited. If installed on the system, if the post code field is updated then this initiates the postcode daemon to facilitate input of the full address.
PO Notes: This area enables for the entry of a number of lines of notes in order to store text against the purchase order record. These notes remain with the order throughout its life.
Purchase Order Line Details Grid
This area of the form is utilised for the input and display of each individual purchase order line against the purchase order header. The following information is displayed for each item line:
Type: Goods/Service Type code selected from a pre-defined table of codes set up within the Purchasing Goods/Service table within Miscellaneous Options ) which may relate to cleaning materials to the external hire of a truck.
S: Status code of the purchase order item line. The following are current valid statuses:
Open
FFinished
Partially-Matched
Matched
XCancelled
Description: Displays the first line of any item description that is entered in the Line desc/notes field within the Purchase Line form.
Registration: A specific vehicle registration number may be linked to an individual purchase order item line. If this link is made then the registration number is displayed here. The link to a specific vehicle registration number may only be achieved provided that the selected Purchasing Goods/Service code is set up in Miscellaneous Options with the Regno required checkbox selected.
Supply Date: Displays the date on which the appropriate goods or service item line is supplied.
Value: Net item value for the appropriate goods or service item line.
VAT: VAT value for the appropriate goods or service item line.
Totals: Total net value for all goods or service item lines.
Total VAT: Total VAT value for all goods or service item lines.
PO Total: Gross value for all goods or service item lines.
COMMAND BUTTONS:
Edit/Display: Whilst the purchase order has a status of Open an individual item line may be selected and edited. The Amend Purchase Line form is displayed and all fields may be edited other than those which are greyed-out.
After a purchase order has been Finished, Matched or Xcancelled then this command button enables the viewing of a selected item line. An item line may not be edited at this status.
New Line: Whilst the purchase order has a status of Open a new individual item line may be created using this command button. The Create Purchase Line form is displayed to enable this.
Cancel/Delete: Whilst the purchase order has a status of Open an individual item line may be selected and cancelled. If the order has not been saved following creation of an item line then this command button displays Delete and the system prompts : Delete line from purchase order ?; if Yes is selected then the line is simply deleted. However, if the order has been saved following creation of an item line then this command button displays Cancel and if selected then the Cancel Purchase Line form is displayed. This form now prompts for entry of a Cancellation reason for that line.
Note: If it is decided to Cancel the entire purchase order then the reason entered is also placed against each of the lines.
