Add – Enter a New Order

An order consists of two parts, an order header and order details. You may enter up to 999 order details per order, although caution would suggest you keep the number lower than this in practice.

There are several stages to the process of entering an order:

First you must enter the purchase account and confirm the order number

Now you can enter the header details which apply to this order as a whole

Next you enter the order details themselves.You can review, change, and even delete order detail lines during this stage

Before you exit one order to start the next, you may have the option (depending on how your order processing system was set up) to print a document such as an order acknowledgement

Preliminaries

Purchase Account Code

First you must choose the sales account for which this order applies

You can use the <F4–Select> here to choose an account. This lets you look for an account either by a partial code (for example, select from all accounts which start with "BLA”) or by part of the name (for example, select from all accounts which have the word "office” in them).

The account details are displayed in a box for you to check

If this is the right account, select PROCEED, otherwise select ABANDON or <Escape> to return to the account code to prompt for another attempt.

Enter Order Reference

Once you have located the right account you are asked to give your order reference for this order

The reference of the last order added is displayed for your information at the bottom right of the screen.It is normal to use a sequential number for the order reference, and usually the next number in sequence is displayed so that you may accept or change it.

You are prevented from entering a duplicate order number with a message

Press <Enter> to return to re-enter a unique order number. <Escape> when prompted for the order number returns you to the previous menu.

Enter Order Header Information

You are now put into the order header screen so that you can enter the header data for this order. An example of an order header screen is shown below, but under the Datafile Diamond and Datafile Premier ranges you may design this screen to reflect the particular information you wish to enter in the order header.

Enter the values you need for each entry, keying <Enter> after each. The following paragraphs describe the order header details for which you may be asked.

Date Added

Defaults to the system date (usually today’s date but may have been updated by previous actions).You can overtype this if necessary.Depending on configuration you may be warned if the date is outside the current stock period.

If more than one month in advance of the current stock period then the data will be rejected with the message:

Press <Enter> and enter a date in the appropriate period.

If the date is in the forward stock period (i.e. next month) then you will be warned accordingly and prompted if you wish to proceed.

Using a forward date means that stock reports wouldn’t include the effects of this order unless set the run-time parameter to include forward transactions. This is useful when running your stock reports at month-end where you may have left the stock period open for a few days because of some late purchases yet to come through.

If the date is earlier than the current stock period you will be warned accordingly and prompted if you wish to proceed.

Using an earlier date has no effect on stock reports – the stock details are still updated as the current period the only difference is the order has this earlier date.

Purchase / Stock Description

When you come to update the purchase ledger with invoices for this order then the data you type in here now is used as the purchase ledger transaction description (and is used on the remittance advice as a general description of the invoice).

For example, you might want the transaction to be posted to the purchase ledger with the legend "Widgets order agreed with J Jones”. If you print invoices in batches (the "auto-run” facility described later) then it is essential to enter a description now if you want a description in the purchase ledger against any invoice raised from this order, when processing manually the default processing wouldn’t include confirmation of this item but you can amend to include this if required. This description is also used as the stock issue description although Diamond andPremier users can prompt for these separately if required.

Credit Order

If you want to use your POP system to produce credit notes too, then the details of a credit note must be entered in a similar way to a normal order. Normally, credits would be processed against the original order to reverse a delivery or invoice but you may want to enter a separate credit ‘order’ when crediting for value rather than quantity reasons.

Supplier Reference

When the order was placed to your supplier they may have given you their reference to include on the documentation. If so enter this here.

Date Required

Enter the date required if any.

The above are the default items prompted when entering an order header, other items might include:

On-order Stock?

You can decide for each order whether or not to update the on-order stock in the stock file. Reply Y <Enter> to record stock as on-order, otherwise N <Enter>. This prompt applies to every detail line on the order.

Whether or not to place stock on-order is a decision that you must make when you are designing how to implement order processing. If some or all of your orders are placed as a direct result of a customer ordering from you ten you may not want such orders to update the on-order stock as a precaution against someone else taking a sales order based on this purchase order.Note, however, that your sales order processing system can be set up to ignore stock on order when sales orders are entered to prevent this possibility. It is normal to place stock on-order.

Additional Charge / Discount

If you normally suffer separate delivery and postage charges, then you may choose to treat this as a factor of the order. If so, then you may want to use this facility to enter an agreed amount for postage and packing in the order header, together with the description which is to print on the invoice. The advantage of this approach is that it can print where you want it, and it is offered as an additional charge every time you post an invoice on this order — important should you allow partial deliveries.

If you enter this item with a minus sign, it can be treated as a discount on the order as a whole as opposed to the more usual line-by-line and overall discounts (see later). The advantage of this approach is that you can agree a monetary discount with the supplier, rather than a percentage.

Order Paid (Datafile Diamond and Premier only)

This option allows you to enter details about the payment or proposed payment at the time you enter the order header. In addition to this question, which requires the answer Y or N <Enter>, you may also want to ask for the payment amount, which nominal ledger bank account to use.

Extra Text (Datafile Diamond and Premier only)

A special facility allows you to enter further lines of text for printing on order documents. Some text may be associated specifically with the order header, and additional text entered for each order line. In fact order header text can also be entered separately as an option during entry of order details — see later.

Supplier Account Details

Some of the information which you may want to store with the order can be specific to the supplier.For example, details like the supplier’s usual tax code, which stock price to use, line discount rate and/or overall discount rate, credit days and so on. If you include such items in the order header, then default values from the purchase accounts file are displayed. You can accept these by keying <Enter> or overtype with another value.

For example, suppose the supplier’s usual line discount rate is 5%, but for this particular order you have negotiated to get 8%. A value of 5.00 is first displayed, and you change this to 8.00 to record the extra discount. This value relates only to this order, and does not change the default value of 5.00 held with the supplier account.

Order Status

An order is normally added with a status of A for active. The system supports a status of "H” for hold, and you may wish to enter the status as H now until the order is authorised. Other status letters you may use include "F” for forward status orders (where the order isn’t going to be processed until some future date).

Enter Order Detail Information

Once you have completed the order header screen, you are ready to start entering the line-by-line details.

The first line of the order display shows order status information. This includes the order number; the number of lines in the order; the value of the order; the supplier account code and name.

The main body of the screen is used for entering order details, either on a single screen basis (one line per entry screen) or line by line down the screen with up to 12 lines entered on one screen. The action choices by default are:

Details – allows add or amend of the order lines

Print – allows print of the order acknowledgements, goods received notes and supplier invoices

Text – header text entry. This opens up a text window for you to enter additional notes against the order header.

Header – allows you to return to the order header screen to amend the details entered.

History – allows you to view your order history with this supplier – either generally or specific stock codes

Quick – allows you to generate order details quickly from a pre-defined template (Diamond and Premier only)

Exit – exits from the order detail entry back to the menu.

Detail Entry

Selecting DETAILS allows you to enter the stock lines to be ordered with the supplier. Where no lines are currently on the order this takes you straight into ADD mode.Where lines have previously been entered you are taken to the list of details for you to amend, press <Enter> against an existing detail, or add new lines as required – by pressing <F5-Insert>, the Insert key or <Enter> at the bottom of the order.To delete a line press <F6-Delete> or the Delete key.

Full Screen vs. Line Entry

By default you are entering details on a line-by-line basis entering the stock code, and confirming a limited (by the screen width) set of items including the description, quantity and price.

To enter more detail you can press <Page-Down> on the stock code input and this will swap the detail entry into a ‘full-screen’ mode allowing you to enter additional details against each entry line. You then stay in ‘full-screen’ mode for this order although you can switch back by pressing <F4> on the list of details to revert to ‘pick’ mode.

Order Detail Items

The information which you must complete for order detail lines generally follows the sequence given below, although you have options as to whether or not all the information is to display. In particular, only a few of the items are requested for the ‘pick’ mode of order entry.

As well as the items described in the following paragraphs, you may display additional information of your own design (Datafile Diamond and Premier only).

Stock Code

Key in the stock code for this line entry <Enter>. The system does not accept input of an invalid stock code.You can use the <F4–Select> key in the usual way to look for a stock item if you are not sure of the stock code. Note also:

You may omit a stock code and enter a line in free format provided you have set this option in the (Datafile Diamondand Premier only). NB:Free-format lines may also require entry of a ‘stock-code’ rather than leaving the code blank depending on configuration.

If you have requested multi-location stock, then first you must enter the location code (using the <F4–Select> key if needed) followed by the stock code itself.

If you are using a supplier matrix (excluding Compact) then the matrix file is checked for the supplier group or code and stock group or code combination, as described in the Appendix.

If a matrix entry applies, and for which comments are given, then as soon as you have entered the stock code, or chosen the line to amend and have accepted the stock code, these comments appear in a window, an audible "beep” is sounded, and you are asked:

If you reply N <Enter> to this question, then the discount facilities are not applied. If you reply Y <Enter> then they are applied automatically, although you may override the line discount manually if you are displaying this.

If a quantity discount applies which has a price break table too, then the quantity price break table is displayed at the same time as any comments

Description

Once you have entered a valid stock code, the description from the stock file displays. You can accept this by keying <Enter> or overtype with another description. Note that in pick mode only the first line of description is shown (see detail text note below), the full-screen entry will allow both lines to be amended.

Detail Text

If you are using the detail text feature (Datafile Diamond and Premier only) then a window is opened to take the text for this order line. When completed the window is cleared from the screen.

"Column 1” and "Column 2” values

These two fields are designed as optional items (their names are historic). You can determine whether or not to ask for data by supplying the prompts for these fields in the System Profiles for the POP system. In the files distributed they are ten character text fields — you could enter a serial number, or the supplier’s own part number here. If you leave the prompts blank, then these fields are not used.The advantage these items have over the other additional items is that they are prompted, in detail pick-mode (full-screen sequence is up to you) prior to entering the quantity and price.

In Datafile Diamond and Premier you can change these fields to accept other types of data, such as numeric or longer text fields (up to 20 characters each).

Which Stock Price (Diamond and Premier only)

Although unusual you can hold up to nine different cost prices for each item on the stock file in the same way as you hold selling prices and you can use a data item on the supplier file to indicate which price is normally used for each supplier. If present, the supplier’s price range number is displayed, which you can accept by keying <Enter>, or overtype with another number.

Order Quantity

As you reach this item, the physical and free stock levels for the stock item are displayed at the bottom of the screen.

Normally you would enter the order quantity with up to two decimal places (you may be buying per metre or per ton). If you are entering a whole number for the quantity, you do not need to type in the decimal point or decimal places.

However, if the stock item chosen can be bought in packs then you may also enter the quantity in terms of a number of packs plus (optionally) a number of units. The keyboard character used to separate packs from units is defined in the System Profiles for the stock system. Typically you would use an oblique "/”.

For example, if you ordered 12 packs and 6 units from you, enter "12/6”. If the pack size were (say) 20 units to a pack, then this would translate into 246 units, which value is displayed alongside the order quantity.

A Datafile Diamond and Premier option allows you to record a surcharge for this to cater for suppliers who make a surcharge for splitting packs.

Cost Each

The cost price which is displayed here has come from the stock file, usually the cost price itself or, if specified the ‘last order price. It may also be updated through the Which Price indicator above (clearly, if you have entered a free-form order line with no stock code, then the price is shown as zero) and also may be overridden by a price from the supplier matrix file.

You may accept the unit cost displayed by keying <Enter> or overtype it with another number <Enter>. Note that the cost price may have two or four decimal places, depending on how the stock and order files were set up (the default is two).

Price per

Although stock is maintained in units, you may be quoted prices for a different quantity. For example, if you generally buy an item in dozens, you might be quoted prices by the dozen. The "per” value shows the quantity of items covered by the price.For example, if you sell 240 items at £10 per dozen, then the total value is £200 (240 items is 20 dozen).

The "per” value is taken from the stock record, and you cannot overwrite it. However, if you have entered a free-form stock item, you can enter a "per” value immediately after entering the price. Note that "per” value does not have to be the same as the pack size used when entering quantities though for convenience purposes it is likely to be. For example, you might buy an item in gross or units, but be quoted the price per dozen.

A zero "per” value is ignored — it assumes you mean the price each.

Goods Value

The system now multiplies the quantity by the price and displays the goods value. This is expressed to two decimal places whether the unit price is two or four decimal places. You cannot change this value, except by changing the price and/or quantity.

Note that if the price is quoted "per” a quantity other than one, then the "per” value is divided into the quantity before multiplying by the price, as explained above.

Discount Rate

This is the discount that you are being given on this order line. You can have a different discount rate for each order line if you wish. If you supplier has given you a standard line discount, then enter it on the supplier account, and that is the discount offered here. You may overtype it with a different value if you get a different deal.

Discount Amount

Order Value

The program now calculates and displays the discount amount and the discounted value of this line.You can only change these values by changing the quantity, price and discount percent.

Tax Code

The logic of which tax code is offered to you has some special features:

If there is a default supplier tax code, and this code is not defined in the tax table as being an exempt code, then the default tax code defined for this line is taken from the stock file. In practice the default supplier tax code is usually copied into the order header record, and that is the code which is checked.This could allow you to change the tax code being used for this order.

If the supplier default tax code is defined as exempt, but is not defined as an EC tax code, then the supplier tax code is used and not the tax code in the stock record. This is how an export order, where the supplier tax code is given as exempt, is assured a zero tax rate.

If the supplier default tax code is exempt, but is also defined as an EC tax code, then the system uses the stock records "Alternate EC” tax code.

The tax code is essential for VAT purposes, and a default code is normally offered to you. This you may accept or change — you would normally accept it by keying <Enter>. You can use the <F4–Select> key in this field to show the codes which are defined for your system so that you can decide what code to use.

Nominal Code

If you have defined a nominal code in the stock file for this stock item, then this is displayed and can be accepted by keying <Enter> or overtyped with another nominal code. The program checks the format of the nominal code, and you can use the <F4–Select> key to view the nominal codes

If the nominal ledger is not installed then a general analysis code may be entered instead and can take a value between zero and 999.

Analysis Code

If you have defined a purchase analysis code in the stock file for this stock item, then this is displayed and can be accepted by keying <Enter> or overtyped in the usual way.You might use such a code to indicate the type of item — petrol, oil, papers, tobacco or confectionery (say) could be used for a garage forecourt

However, if you are using the sales analysis code to analyse an aspect such as area code or salesman, then no sales analysis code is relevant to the stock record so Diamond and Premier users can configure their systems to take the analysis code from the customer record.

Job Code

Cost Code

If purchase order processing is linked to job costing then you can optionally enter a job code and cost code that the purchase order relates to. <F4-Select> is available – note if enter a job code then the cost code input is mandatory.

Other Items — Datafile Diamond and Premier only

You may define further items to enter for each order detail line using the Installation options. You might want to use these for further analysis information, or for qualifying information about the stock item — colour, style, or whatever. If using the full-screen pick entry then you can add as many items as required (subject to a screen limitation of 48 items but even then you can define a further 5 screens for display). If using pick mode then the maximum items allowed would be ten and this will be further limited by the available space across the screen.

Pre-selecting Batches and Serials

If the Batch Tracking application is in use then you can configure the order entry to processes to prompt for the batches/serials to be used, these items are then placed on-order.After entering the quantity or at the end of detail entry, depending on configuration, a pop-up will be displayed asking for the batches to be received.

As no physical stock movement is taking place entry of the batch/serials is optional and the entered batch/serial quantities do not have to match the entered order quantity.Note that as the purpose of pre-allocating is to record as ‘on-order’ the batch it follows that if the order is not set to record stock as ‘on-order’ then no batch details will be prompted for.

Completing Detail Entry

Once the required details have been entered/amended pressing <ESC> from the list returns you to the detail entry options.

Print Documents

This feature allows you to go straight from entering an order to print an order acknowledgement (or indeed a goods receipt note or a supplier invoice)

Selecting PRINT asks:

Which type of document you want to print. If only one type is available, then this step is bypassed.

Choose the specific document. If there is only one document, or you selected a particular document when the feature was invoked, this step is bypassed too.

Confirm printer to use.

Follow the document processing steps for this order.If the feature was defined to process the order without further reference, then you don’t have to do anything other than wait for the document to complete printing. Otherwise you enter the standard document processing cycle as described below under Document Printing. It is possible to define this feature so that a document is printed without any further actions from you other than to check the printer and the date.

Document Type

If more than one type of document is defined for printing you are asked which document you would like to print

Reply as appropriate. Note that only those options which are available to you are shown in the question. If only one document type can be printed, then the above question is not asked.

Select Document

Next you are prompted for the document to user (if more than one). Diamond and Premier users can configure their systems to specify a particular document then no choice is offered, otherwise you are offered a menu of the documents defined for your company. Once the document is selected then it is either processed automatically – apart from asking for the document date, printer and any additional charged – or manually as you would from the main POP menu. See discussions later on document processing.

Text (excluding Compact)

The Text option, if enabled, allows you to add/amend notes against the order header which can optionally be printed on the order documents.

By default 5 lines of 30 characters are available although Diamond and Premier users can configure additional lines.

Header

The Header takes you back on to the order header to amend details as required.

History (excluding Compact)

The History option allows you to review previous orders with this supplier either in general or for a specific stock item. On selection you are asked for the Stock Code - <F4-Select> is available – which you can leave blank to list all records.

Diamond and Premier users can modify the items listed within the history option.

Quick – Diamond and Premier only

The QUICK option allows you to generate order details from a pre-defined template (under the FORMS option on the main order entry menu). Selecting QUICK asks for the form code to use.

Enter the code if known, or use <F4-Select> to search. Once the form is selected a list of the details within the form are displayed.

Items with a default quantity are pre-selected for generation (the * in the first column) but you can change the items selected by:

·<Insert> to select an item (the quantity defaults to 1)

·<Delete> to remove an item from the selection

·<Enter> to amend the quantity of a selected item

·<F5> allows you to amend the price of the highlighted item (for this order only)

·<F7-Option> displays a list of the products selected

Once you are happy with the selected items press <F6> to generate the order details from the quick form.

Respond ‘Yes’ to create the order details. If you respond ‘No’ you will be prompted if you wish to abandon the quick form – ‘Yes’ returns you to the menu, ‘No’ returns you to the quick form to amend the items selected.

Exit

The EXIT option takes you out of the order entry back to add another order if you entered the details section when adding an order, or back to the order entry menu if entered via the DETAILS option. Diamond and Premier users can configure their systems to force the print of an order acknowledgement on exit from adding a new order and the document has not already been printed.