The Purchase Document Identity screen is accessed via Vehicle Purchasing / Miscellaneous Options / Purchase Document Identity and enables the setup of default information which can subsequently be included within the stationery format for the purchase order document.
The main purpose of this screen is to record information for inclusion in the header section of any system produced documents if pre-printed headed stationery is not to be used.
The screen is split into three areas. These are the Titlebar, the Purchase Document Identity Table and the column of Command Buttons at the bottom of the screen.
In addition to displaying the screen name the Title Bar provides a number of useful buttons.
This screen displays a record table of all purchase document identity codes set-up within Vehicle Purchasing. Each purchase document code record row contains the following fields:
A two digit numeric code e.g. 73 denoting the selected company. It should be noted that only one record per fleet company may exist.
A thirty character user-defined meaningful textual field to describe the name of the document e.g. Purchase Order.
The fleet company's own name.
There are four lines provided for the fleet company's own address.
The fax number to be used by a supplier to send faxes relating to a vehicle order.
The person to contact relating to vehicle orders.
The telephone number used by a supplier to contact the person named in the Contact Name field.
The Vat number applicable to the fleet company.
Free format text relating to the decals requirement on the vehicle order.
Free format text relating to the plates requirement on the vehicle order.
Free format text relating to the car mats requirement on the vehicle order.
Free format text relating to the suuply source on the vehicle order e.g. factory stock order or dealer stock order.
The total value of the vehicle order exluding VAT.
The total value of VAT on the vehicle order.
The total value of the vehicle order including VAT.
The number of vehicle units within the order (i.e. orders copied from a donor contract)
The total discount value against the vehicle order.
To edit the purchase document identity table a single-left-click of the mouse in any of the columns enables existing data to be amended or new data to be keyed.
A number of command buttons are available. Some buttons are context sensitive and are greyed-out and only become available dependent upon the particular process that is being accessed. The full list of command buttons is as follows:
Exits the Purchase Document Identity screen and returns to the Miscellaneous Options Menu.
Provides online access to a context sensitive Help screen.
Sorts the records by the chosen keypath. Upon selection, a Keypath List Box is displayed from which the appropriate keypath (if there is more than one) is selected.
A checkbox that, when ticked, sorts the records in descending order.
Redisplays the records on the form with any new modifications.
A checkbox that, when ticked, automatically redisplays all records on the form after an amendment.
Restricts a Sort by allowing entry of a text string for the driver code from which to start.
Restricts a Sort by allowing entry of a text string for the driver code at which to finish.
The purpose of this field is to allow the display of a user-defined selection of fields for every record. This is intended to reduce data entry errors. This operation can be performed for one field or a number of fields at the same time by double-clicking on each required field to be viewed and selecting the OK command button. It is not really applicable to the Purchase Document Identity screen.
Selection of this button displays a further screen that provides an Ad-hocReport Generator for the creation of quick query reports to screen. An enquiry is formulated by completing a simple set of verbs and field names. A saved formulated query can be retrieved for future use.
Displays each field in a record by row, with the field name in the left-hand column and the field data in the right hand column. Within this option, records may be created, amended or deleted.