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Purchase Order System Menu

The latest version of the Purchase Order System menu by Legler Systems in CA identifies 12 separate purchase order (PO) computer procedures plus three procedures (9x) common to all accounting applications that can be run by the user, provided the user has access to these online procedures. Access control to the Purchase Order application is specified in the User Control Record (DB08). Each end-user procedure shown on the PO menu corresponds to a separate computer program.

Any purchase order accounting procedure is started at any time from the PO Menu Screen by entering a 2-digit procedure number or single-click on the procedure name with the mouse. For all PO inquiry and reporting procedures, a selection screen is displayed so the user can enter various data selection parameters to retrieve specific data records from the online Master File and to format the output, including a report sort option. Reporting procedures print information in hardcopy PO reports on letter-size paper, while inquiry procedures display information in a results screen. Active keyboard function keys are shown at the bottom of all PO screens.

PO Menu Screen:

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|        Purchase Order System Menu  (2016)              TST    01-09-14 15:46 |
|==============================================================================|
|                                                                              |
| No     Procedure Name                  No     Procedure Name                 |
| --   ----------------------------      --   -----------------------------    |
| 01 - Enter Purchase Order Record       10 - Inquire PO Status                |
| 02 - Enter Vendor Master Record        12 - Print Purchase History Report    |
| 03 - Enter PO Items Received           15 - Purge Old PO Records             |
| 04 - Print Vendor Master List          17 - Inquire PO History By Month      |
| 05 - Print Purchase Order Forms        92 - Redefine System Printer          |
| 06 - Print Purchase Order Report       94 - Search PO System                 |
| 08 - Print Product Master List         96 - Inquire Latest PO Changes        |
| 09 - Enter Product Master Record       99 - End PO Menu                      |
|                                                                              |
|                                                                              |
|   Enter PO Procedure Number.......[    ]                                     |
|                                                                              |
|                                                                              |
|                  Dashboard 2 - Number of POs over  $1,100                    |
|             ----------------------------------------------------             |
|              10 |                                               |            |
|               9 |                                               |            |
|               8 |-----------------------------------------------|            |
|               7 |                                               |            |
|               6 |-----------------------------------------------|            |
|               5 |                                               |            |
|               4 |-----------------------------------------------|            |
|               3 |                                               |            |
|               2 |-------------XX--------------------------------|            |
|               1 |       XX    XX       XX                       |            |
|             ----|---|-------------------------------------------|            |
|              MO | 01 01 01 01 01 01 01 01 01 01 12 12 12 12 12  |            |
|              DA | 10 09 08 07 06 05 04 03 02 01 31 30 29 28 27  |            |
|              YR | 14 14 14 14 14 14 14 14 14 14 13 13 13 13 13  |            |
|                                                                              |
|                    4 purchase orders total $8,325 ($2,081/PO)                |
|                                                                              |
|==============================================================================|
|F1=Help  F2=Enter F9=Print F10=Exit                       Dashboard=F4/F5/F6  |
|                                                                              |
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Real-Time Purchase Order Dashboard:

One of four different real-time transaction dashboards for purchase orders are displayed below the PO Menu Screen depending on the user's Dashboard-ID setting in procedure DB08. Dashboard 1 displays a bar chart of purchase order counts for the last 15 days, last 15 months or last 15 years. Dashboard 2 displays a bar chart of high-value purchase order counts for the last 15 days, last 15 months or last 15 years over a specific dollar amount set in procedure DB08. Function key F4 is used to switch between days, months or years. Dashboard 3 displays a list of the latest purchase orders received. Dashboard 4 displays a list of the oldest open purchase orders. To toggle between these four real-time purchase order dashboards, use function key F5 (back) or F6 (forward).

A Report History Dashboard is displayed under the data selection parameters for all PO end-user procedures except data entry procedures PO01, PO02, PO03 and PO09. The last 12 runs are shown in the Report History Dashboard. The display of the Report History Dashboard is determined by the setting of the Dashboard-ID field in procedure DB08. To review a detail activity report of all prior runs, run procedure DB13 with a Report Option of "P".

PO01 - Enter Purchase Order Record:

Data entry procedure PO01 is used to enter the items and other information to appear on an open purchase order to be printed by the Purchase Order System. Procedure PO01 supports dynamic linking to the PO02 screen when function key F7 is pressed. Before Purchase Order forms are printed, this procedure must be run first. To view a sample Purchase Order screen, click PO01 screen.

PO02 - Enter Vendor Master Record:

Data entry procedure PO02 is used to enter a master record for each vendor or supplier to be sent an open purchase order. Standard expense account codes are defined for each vendor or supplier to aid in processing vendor invoices in the Accounts Payable System. Computer procedure PO02 is run whenever new suppliers are to be added to the PO System. This procedure is the same as AP01 in the Accounts Payable System. Procedure PO02 supports dynamic linking to procedure DB17 to enter "NOTES" when function key F7 is pressed. To view a sample Vendor Master screen, click PO02 screen.

PO03 - Enter PO Items Received:

Data entry procedure PO03 is used to enter the items received from the supplier that were ordered from an open purchase order (PO01). Procedure PO03 supports dynamic linking to PO02 and to DB17 to enter "NOTES" when function key F7 is pressed. To view a sample PO Items Received screen, click PO03 screen.

PO04 - Print Vendor Master List:

Report procedure PO04 prints the Vendor Master List of active or inactive vendors entered in online procedure PO01. The vendor name and address shown in the Vendor Master List (PO04) also appears on the vendor purchase orders printed by procedure PO05. Procedure PO04 is the same as AP04 in the Accounts Payable System. A separate Vendor Master Summary report can be requested and printed. To manually lookup a vendor number, the Vendor Master List should be sorted by vendor name (Alpha-sort) or name initials.

PO05 - Print Purchase Order Forms:

Report procedure PO05 prints the vendor purchase order forms on letter-size paper. A separate purchase order form is printed for each PO number with a PO-Status code of 10. The PO-Status code is automatically changed to 25 when the final purchase order form is printed. If computer procedure PO05 is to be rerun, then the PO-Status code must be changed back to 10.

PO06 - Print Purchase Order Report:

Report procedure PO06 is used to print the Purchase Order Report of the open purchase order data entered in online procedure PO01 or imported by procedure DB18 for operator verification. The Purchase Order Report (PO06) contains detailed information on each open purchase order for audit documentation. A separate Purchase Order Summary report can be requested and printed.

PO08 - Print Product Master List:

Report procedure PO08 prints the Product Master List identify all active or inactive products associated with an Item-Group code that were entered in online procedure PO09. The item description in the Product Master List is from the Product Master Record (PO09) and also appears on purchase order forms (PO05). Procedure PO08 is the same as procedure OE06 in the Order Entry System. A separate Product Master Summary report can be requested and printed. To manually lookup an item number, the Product Master List should be sorted by product name (Alpha-sort) or name initials.

PO09 - Enter Product Master Record:

Data entry procedure PO09 is used to enter a master record for each product or service that can be purchased and appear on the vendor's purchase order form. Each product or item must be assigned to an Item-Group code that is user defined. Computer procedure PO09 is the same as procedure OE09 in the Order Entry System. Procedure PO09 supports dynamic linking to procedure DB17 (NOTES) when function key F7 is pressed. To view a sample Product Master screen, click PO09 screen.

PO10 - Inquire PO Status:

Inquiry procedure PO10 displays open purchase order information on the results screen based on data selection parameters entered by the user, such as vendor number, PO-Status code, PO date range or item number. Procedure PO10 can be run at any time. Procedure PO10 supports dynamic linking to the PO01 screen when function key F7 is pressed.

PO12 - Print Purchase History Report:

Report procedure PO12 prints the Purchase History Report covering 10 years (or 10 months) of vendor purchases for management review. Also, the number of purchase orders by vendor are shown in the Purchase History Report (PO12).

PO15 - Purge Old PO Records:

Update procedure PO15 deletes old Purchase Order Records (PO01) and old Purchase Comment Records (PO01) from the online database or prints just record counts by year. The Purge Control Report (PO15) is printed for audit documentation and includes record counts and the elapsed run time in seconds. Only supervisory personnel should perform this procedure.

PO17 - Inquire PO History By Month:

Inquiry procedure PO17 displays a results screen showing monthly totals for the last five years of dollar purchased, quantity purchased or number of POs processed for a vendor or an item number. Computer procedure PO17 can be executed at any time to display purchase order history for management review. A separate PO History Summary by Quarter can be requested and displayed.

PO92 - Redefine System Printer:

Redefine system printer procedure PO92 allows the user to redefine where management reports are to be printed. If a disk file is specified, the PO report is written to a disk file from which it is displayed in a pop-up report window (92V) and then printed on paper by pressing function key F9. The computer program DBS892 associated with procedure PO92 is the same for all accounting modules. Computer procedure PO92 can be done at any time.

PO94 - Search PO System:

Search procedure PO94 is used to search the PO System for any dollar amount, code value or text in the last x months and display a results screen of the search results along with the database record counts searched and found. The computer program DBS894 associated with procedure PO94 is the same for all accounting modules. This PO procedure can be started at any time to lookup any purchase order information.

PO96 - Inquire Latest PO Changes:

Inquiry procedure PO96 displays a list of the latest Vendor Master Records (PO02) or Purchase Order Records (PO01) in descending chronological sequence by date and time. The computer program DBS896 associated with procedure PO96 is the same for all accounting modules. This online procedure can be started at any time to identify the most recent changes to the PO System.

PO99 - End PO Menu:

Exit procedure 99 closes the Purchase Order System menu and displays the main Financial Menu. To switch directly to a different accounting procedure, just enter the System-ID plus procedure number, such as AP01, rather than three entries: 99 (end PO), AP (menu) and 01 (Enter Vendor Master Record).

More Information on the PO Software:

For additional information on the PO software and a free CD-ROM demo for Microsoft Windows XP, e-mail Bill Legler in the SF Bay Area, California.

Version 11.7 (2017). All rights reserved by Legler Systems Company.