The Initials Table screen is accessed via Vehicle Purchasing / Miscellaneous Options / Initials Table and enables the persons or departments who are to carry out the acceptance procedure to be set-up. If a person or department is to be identified as a recipient for the acceptance procedure then they must be set-up within the initials table first. The codes set up within this screen are subsequently used within the Acceptance Defaults screen (with Miscellaneous Options) and subsequently within the Acceptance Tab within Purchase Management to identify who carries out a particular acceptance stage.
The Initial Tables Records must be used if the Use Initial Groups checkbox is ticked within System Controls.
The screen is split into three areas. These are the Titlebar, the Initials Record 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 current initials codes set-up within Vehicle Purchasing. Each initials code record row contains the following fields:
A three digit alphanumeric initials code e.g. SAH denoting the initials of the recipient. This may be a person within the organisation or a department ID.
A thirty character user-defined meaningful textual field to describe the name of the recipient e.g. Stephen Hopley or Sales Team. As with the initials the name can be a person or department title.
Valid user IDs on the Kestrel system of users who are valid members of the initials record. For example, an Initials record may be set up for the Sales Team (e.g. SAL for Sales Team) and there may be a number of valid user IDs who belong to this initials group e.g. kccq9, blogj, etc.
This grid consists of two fields which are as follows:
- Userid
A valid userid on the Kestrel system. A single-left-click in this column displays an ellipsis button. A single-left-click of the ellipsis button displays a User Search form which displays all valid users currently held on the system for selection.
- Name
The full name of the person associated with the selected user ID.
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 Initials Table screen and returns to the Miscellaneous Options menu.
Provides online access to a context sensitive Help screen.
Enables the creation of an additional Initials Table. Mutually exclusive option buttons allow this to be done in one of the two following ways:
- Blank
Used if a new Initials Table is to be set-up without utilising existing criteria.
- Copy
Copies the values within an existing "nearest match" Initials Table so that only required values need be edited.
Provides the facility for editing the set-up options of the current Initials Table record. No edits can be made to a record until the Amend button has been selected.
Deletes the currently selected Initials Table.
On first accessing the Initials Table screen this command button is greyed-out. Following selection of the Amend button the Confirm option then becomes available to enable any edits to be confirmed.
On first accessing the Initials Table screen this command button is greyed-out. Following selection of the Amend button the Cancel option then becomes available to enable any edits to be cancelled.
This is not a command button. This box is a way of displaying messages with regard to the status of the current record e.g. "Record loaded OK"
Selection of this button displays a further screen that provides an Ad-hoc Report Generator for the creation of quick query reports to screen.
Selection of this button displays a further screen that provides an itemised display of all the selection criteria for the current Initials Table.