User Defined Line Fields for Purchase Order PO-1050

Transcription

1 User Defined Line Fields for Purchase Order PO-1050 Overview This Extended Solution to the standard MAS 90 MAS 200 Purchase Order module adds up to 30 new User Defined Fields (UDFs) to Purchase Order Line Item entry. The UDFs may be printed on Purchase Order Forms. The UDFs will be displayed in Purchase Order, Receipt of Goods and Receipt of Invoice line item entry. Each P/O UDF may be associated with specific Product Lines for display and entry. Each UDF may be defined as one of the following data types: String (with up to 60 characters) Uppercase String (with up to 60 characters) Yes or No Flag Numeric (up to 10 digits with mask control) Date GL Account Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an from extendedsolutions.na@sage.com telling you that it is ready. The will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions, and a Shipping Manifest. If you have any problems with this order, please extendedsolutions.na@sage.com and we will assist you during normal business hours Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 1

2 Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install a Sage Software Extended Solution. Setup Once the disk is installed, you will need to access the Purchase Order Setup menu option screen. After the standard MAS 90 MAS 200 option screens have been displayed, a Setup screen for this Extended Solution will appear. Check the Enable Extended Solution box to activate this Extended Solution (Figure 1). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the Manual button next to the Enable Extended Solution check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). If you are installing this Extended Solution for the first time, see Validation Maintenance below for further Setup information. Figure Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 2

3 Answer the following prompts: UDFS FOR LINE DISPLAY (0-4): Up to four of the UDFs (with a maximum of 40 characters) may be displayed on the line directly below the existing Purchase Order Line Entry fields (This only applies to UDF numbers one through four.). Enter the number of UDFs you wish to display. If you enter String or Upper type UDFs, they can be no longer than 10 characters in length. UDF FOR QUANTITY OF LABELS TO PRINT: Enter a numeric UDF for the quantity of receipt labels to print. UDF(S) FOR OPEN P/O BY ITEM REPORT: Enter up to 2 UDF fields to be included as sort options on the Open P/O by Item Report. Note that the report sort will only use the first 10 characters of the selected UDF. UDF TO REPLACE REQUIRED DATE IN I/M INQUIRY: Enter UDF to replace the Required Date in I/M Inquiry. If this field is longer than 8 characters it will be truncated. DEFAULT UDF FROM PREVIOUS LINE ENTRY: Select Yes to default the UDF values from the previous line s UDF values on Purchase Orders. On the first line of the Purchase Order, the standard UDF defaults are used. Select Always to always default the last UDF line during Purchase Order and Receipt Of Goods entry to the previously entered UDF values. This will not necessarily be the line above. This default option will overwrite the current UDF values with the last UDF values entered. DISPLAY/MAINTAIN UDFS: Check this box if you wish to display and be able to maintain the UDFs during Purchase Order entry as described in this manual. Leave it blank if you do not wish to be able to view and maintain the UDFs during Purchase Order, Receipt of Goods and Receipt of Invoice entry. UDFS ACTIVE ON COMMENT: Check this box to allow the maintenance and printing of UDFs on comment lines. RESTRICT UDFS BY PRODUCT: Check this box to restrict UDFs by Product Line. Checking this box gives you access to the Line Item UDF Restricted by Product Line maintenance utility (Figure 2). This utility allows you to enter a User Defined Field Number and Product Lines (a list of Product Lines is available) you wish to associate with the UDF. Special items, miscellaneous charges, miscellaneous items, and comments may be associated with a UDF number as well (entered as *SPE, /CHG, /ITM, and /C ). Only UDFs that have been associated with a Product Line(s) are available for display or entry in Purchase Orders. Also, only UDFs that have been associated with a Product Line(s) can be printed on Purchase Order Forms Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 3

4 Figure 2 UDF(S) FOR P/O RECEIPT HISTORY SEARCH: You may specify two UDFs (of types U/S/D or Y) to be available as Search options in ROG/ROI History Inquiry. The remaining Setup prompts will allow you to tailor this Extended Solution to your specific needs. Click the UDF Setup button and you will be presented with a pop-up window (Figure 3). Figure Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 4

5 FIELD TITLE: You may assign a title of up to 15 characters. Leave this prompt blank if you do not wish to use a title. TYPE: Select a UDF type. MASK OR LENGTH: If you choose a Numeric field, enter the 10 character mask. If you chose a type Upper or String field, the length of the field (up to 60 characters) will be entered here. Field types Yes/No and Date have internally fixed lengths and nothing will be entered here. There is a rule regarding field length for String or Uppercase String fields. The length of each field is fixed internally at 10 characters. Although the string length described above may contain up to 60 characters, if you use more than the internally fixed 10 character length Setup will automatically assign the next fields data space to store the extra characters. The last field number that may be a full 60 characters is field 25. For example: If field 1 is defined as 57 characters, fields 2, 3, 4, 5 and 6 will not be available. The next available field will be number 7. DEFAULT FIELD VALUE: When creating a new item, the value entered here will be the field s initial value. DISPLAY LINE/TAB OF UDF TITLE/DATA: Enter the desired Line and Tab positions for the display of this field. TITLE COLOR: Select the color of the UDF title. PASSWORD: Enter a password required to access/view a UDF. TAB STOP: Specify the order in which you wish to have this field presented when UDFs are entered. ENTRY REQUIRED: If you check this box, the field may not be left blank. Leave it blank if you wish to allow blank fields. Note that for fields Setup as type Yes/No, the prompts for Validate Entry, Entry Required and Add During Entry will be disabled. VALIDATE ENTRY: Check this box to require that an entry must already be contained in the Validation File for the specific UDF number. See Validation Field Maintenance below for more information regarding the Validation File. ADD DURING ENTRY: Check this box if you want to add new validation entries wherever UDF Field Maintenance is available. Leave it blank if you wish to only allow validation through the Validation Field Maintenance program (see Validation Maintenance below). PROTECT FROM VIEWING: You can access this option if you entered a password. Check this box to prevent the UDF from displaying during data entry and inquiry. To print the UDF listing, click the printer button Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 5

6 Duplicate tab stops are allowed and will be automatically adjusted. For example, both UDF 2 and UDF 3 have tab stops set up as 2 and UDF 4 has tab stop set up as 3. When you leave Setup, the tab stop for UDF 2 will stay the same and the tab stop for UDF 3 will be changed to 3 and the tab stop for UDF 4 will be changed to 4. Note: tab stop 0 will not be changed. The UDF to Protect and the Protect from Viewing prompt do not have any effect on printing. The protected UDF will print normally. The Setup screen has a Preview option available allowing you to see a test pattern of the Maintenance screen (Figure 3). Click the Preview button to preview your settings (Figure 4). Figure 4 Validation Maintenance If the Validation File Maintenance program has not been previously added to a menu, you will see a pop-up screen that will ask if you want the program automatically added to the Setup menu. Answer NO if you want to use standard MAS 90 MAS 200 Menu Maintenance to add the program to a menu you choose. After selecting Validation Field Maintenance from the menu, you will be prompted for the UDF number, validation field and description (Figure 5). Lookup and Print options are available. The data you enter here will be used later for validation and lookup purposes during Item Maintenance entry of the corresponding UDF. Note that due to screen width limitations, during a Lookup the validation field description will be shortened to accommodate a field length of no more than 40 characters. Optionally, if you answered Yes to the Add During Entry Setup question, you can validate entries wherever UDF Field Maintenance is available. Figure Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 6

7 Be careful when requiring validation for a field. If the creation of new validation values during data entry is not allowed, a lock up situation can occur when field validation is required but no valid values have been set up in Validation Maintenance for that field. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation Purchase Order Entry And Receipt Of Goods/Invoice Entry These new fields are accessible from these Data Entry screens. Up to four of these userdefined fields (with a maximum of 40 characters) may be displayed on a line directly below the existing Line Entry fields (Figure 6). Click the More... button to maintain the UDFs (Figure 7). If a UDF is password-protected, there will be a lock button displayed next to the field. Click the lock button and enter a password (Figure 7a). Figure 6 Figure Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 7

8 Figure 7a All of the UDFs have been added to the Data Dictionary for P/O Receipts Register and are written to the P/O Receipt History File (see Data Dictionary below). Receipt Labels During standard Receipt Label printing and/or enhanced Receipt Label printing (provided by the Sage Software Extended Solution PO-1051: Receipt Label Printing Before Update) the quantity of labels printed for each received line will be determined by the value held in the UDF specified on the Setup screen. The value in this field will be used as a multiplier. The number of labels printed will be the number of labels standard MAS 90 MAS 200 prints times the value in this field. Because MAS 90 MAS 200 prints one label per occurrence if an Item s Receipt Label flag is set to Yes, this value will be the number of labels to print for all items with the Receipt Labels flag set to Yes. Inventory Inquiry If you entered a line UDF to replace the Required Date on the Setup screen, the Required Date field is replaced with the date in this UDF during Inventory Inquiry. Open Purchase Order By Item Report Two UDF values can be selected in Setup to be used as sort options to the Open P/O by Item Report (Figure 8). The report will break and print Subtotals for the selected UDF (Figure 9) Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 8

9 Figure 8 RUN DATE: 01/31/95 PAGE: 1 SYS DATE: 03/30/94 TIME: 09:21 PM Battersea Power Systems LTD OPEN P.O. BY ITEM REPORT SORTED BY NUMERIC ORDER TYPES: STD, DROP, MSTR, REP ITEM NUMBER/ +-- DATE QUANTITY P.O. NO. TYPE ORDER REQRD VENDOR NO NAME STAT WHS ORDERED RECEIVED BACK ORD UNIT COST EXTENSION NUMERIC : PHASE SINGLE PHASE ELECTRICS PROD LN: WATT U/M: EACH STD 03/30/94 03/ British Rail Corporatio NEW ITEM 2PHASE TOTAL: NUMERIC 1.00 TOTAL: Figure 9 Purchase Order Receipt History Inquiry The ability to display UDFs by line number has been added to Purchase Order Receipt History Inquiry (Figure 10). Click the UDF button to see the UDFs Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 9

10 Figure 10 The Search function available from the P/O Number field has two new search options for two Setup-specified UDFs (Figure 11). The program will return the receipt entry, or launch a list mode if more than one receipt entry matches the search criteria (Figure 12). Figure Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 10

11 Figure 12 Forms Non-Graphical Forms You can maintain the new form fields for this Extended Solution by clicking the Form... button. A window will appear prompting you to select the form that you would like to maintain for Purchase Order printing (Figure 13). Select this Extended Solution and the FORM maintenance screen for the new fields will be displayed (Figure 14, Purchase Order printing). There are similar screens for Receipt Label Printing. On the Form Maintenance Header screen, there is an Options button (Figure 15). Click this button to access the following option: PRINT DESCRIPTION IF NO DATA: Check this box if you wish to print a PO-1050 field description on the document even if it has no data associated with it. A numeric field will not be considered blank if its mask causes a 0 zero,. period, or, comma to be printed. Leave it blank if you do not wish to print anything for fields without data. (Figure 15a) The new fields that you activate with this Extended Solution will print in addition to any other fields that have been activated in standard MAS 90 MAS 200 or other Sage Software Extended Solution FORM maintenance Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 11

12 Figure Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 12

13 RUN DATE: 01/31/95 Battersea Power Systems LTD PAGE: 1 SYS DATE: 03/30/94 PURCHASE ORDER PRINTING TIME: 09:16 AM FORM LAYOUT PRINTING LINE GROUP FORM PRINT LINES START NAME NUMBER LEN WID DESC COMP DESCRIPTION # LINES PER LINE POZ_ Y N UDF LINE DETAIL DATA DATA DESCRIPTION LN FIELD DESCRIPTOR PRINT? LINE TAB PRINT? DESCRIPTION LINE TAB MSC USER DEFINED FIELD 1 Y Y UDF USER DEFINED FIELD 2 Y Y UDF USER DEFINED FIELD 3 Y Y UDF USER DEFINED FIELD 4 Y Y UDF USER DEFINED FIELD 5 N N 6 USER DEFINED FIELD 6 N N 7 USER DEFINED FIELD 7 N N 8 USER DEFINED FIELD 8 N N 9 USER DEFINED FIELD 9 N N 10 USER DEFINED FIELD 10 N N 11 USER DEFINED FIELD 11 N N 12 USER DEFINED FIELD 12 N N 13 USER DEFINED FIELD 13 N N 14 USER DEFINED FIELD 14 N N 15 USER DEFINED FIELD 15 N N 16 USER DEFINED FIELD 16 N N 17 USER DEFINED FIELD 17 N N 18 USER DEFINED FIELD 18 N N 19 USER DEFINED FIELD 19 N N 20 USER DEFINED FIELD 20 N N 21 USER DEFINED FIELD 21 N N 22 USER DEFINED FIELD 22 N N 23 USER DEFINED FIELD 23 N N 24 USER DEFINED FIELD 24 N N 25 USER DEFINED FIELD 25 N N 26 USER DEFINED FIELD 26 N N 27 USER DEFINED FIELD 27 N N 28 USER DEFINED FIELD 28 N N 29 USER DEFINED FIELD 29 N N 30 USER DEFINED FIELD 30 N N 31 USER DEFINED FIELD 1 N N 32 USER DEFINED FIELD 2 N N 33 USER DEFINED FIELD 3 N N 34 USER DEFINED FIELD 4 N N 35 USER DEFINED FIELD 5 N N 36 USER DEFINED FIELD 6 N N 37 USER DEFINED FIELD 7 N N 38 USER DEFINED FIELD 8 N N 39 USER DEFINED FIELD 9 N N 40 USER DEFINED FIELD 10 N N 41 USER DEFINED FIELD 11 N N 42 USER DEFINED FIELD 12 N N 43 USER DEFINED FIELD 13 N N 44 USER DEFINED FIELD 14 N N 45 USER DEFINED FIELD 15 N N 46 USER DEFINED FIELD 16 N N 47 USER DEFINED FIELD 17 N N 48 USER DEFINED FIELD 18 N N 49 USER DEFINED FIELD 19 N N 50 USER DEFINED FIELD 20 N N 51 USER DEFINED FIELD 21 N N 52 USER DEFINED FIELD 22 N N 53 USER DEFINED FIELD 23 N N 54 USER DEFINED FIELD 24 N N 55 USER DEFINED FIELD 25 N N 56 USER DEFINED FIELD 26 N N 57 USER DEFINED FIELD 27 N N 58 USER DEFINED FIELD 28 N N 59 USER DEFINED FIELD 29 N N 60 USER DEFINED FIELD 30 N N Figure Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 13

14 Figure 15 Figure 15a 2005 Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 14

15 Graphical Forms The following fields have been added to the following Crystal Work Table files: File Description Fields PO_20 CRW Purch Order Detail LineUdfLink There may be additional fields available for graphical forms printing that are defined to non- Work Table files. Please refer to the Crystal Reports section below. Visual Integrator The files listed below have been added or changed in the Data Dictionary by this Extended Solution for Visual Integrator purposes. File: Description Field: PO.LIN_UDF P/O Line Item UDFS All fields PO.LUDF_V P/O Line UDF Validation File All fields PO.ORDER P/O Purchase Order Entry File #LINE_UDFKEY PO.RECEIPT P/O Receipt of Goods Entry #LINE_UDFKEY PO.RECHSTL P/O Receipt History Line File SHADOW_LINK The Data Dictionary may contain other files and data fields that are not available without their corresponding Sage Software Extended Solutions installed. ODBC Dictionary The files listed below have been added or changed in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes. File: Description Fields: PO2 Purchase Order Entry Line File LineUdfLink PO6 Receipt Entry Line Detail File LineUdfLink POM Recpt History Line File LineUdfLink PO_LF P/O Line UDF Validation File All fields PO_LU P/O Line Item UDFs LineUdfLink LineUdfLink RecordType(4) LineUdfLink Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed. Helpful Hints 2005 Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 15

16 This Extended Solution s UDF form layout may be changed from I/M Label printing, but the UDFs cannot be printed from I/M Label printing. No labels will print if a label quantity has not been entered. Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 16

17 Addendum For Users Of PO-1036 Upgrading To PO-1050 As with all upgrade/conversion processing, a current and complete backup must be available. With this release of PO-1050, PO-1036 will no longer update/maintain Purchase Order Line UDFs. PO-1050 now contains all of the line UDF technology for Purchase Orders, (as well as considerable Extended Solutions). Upon enabling PO-1050, this Extended Solution will detect the existence of PO-1036 and prompt the user to convert their existing data. This conversion must be performed for each company that has PO-1036 installed. This conversion is mandatory and will proceed in the following manner. Each field set up from PO-1036 will be converted to a matching PO-1050 field Setup. The PO-1050 field setup will emulate the PO-1036 field setup completely and does not require any changes. However, it is suggested that you review each field definition and utilize the new features of PO-1050 where applicable. The following three data files will be converted to use the new single User Defined Field file. All the fields converted to PO-1050 will be identical to their PO-1036 counterparts. The data space used by PO-1036 will be cleared during the conversion. This means that any Report Master reports will need to be rewritten to use the new PO-1050 file. The data files converted will be: PO.ORDER - Purchase Order Entry Line File (PO2) PO.RECEIPT - P/O Receipt Entry Line File (PO6) PO.RECHSTL - P/O Receipt History Line File (POM) All line UDF setups associated with PO-1036 will be deleted. The conversion of PO-1036 to PO-1050 for this company is now complete. MULTIPLE COMPANIES It is necessary to upgrade all companies at once. This conversion can be a lengthy process. Be aware that the amount of time it will take to convert your existing data is directly proportional to the number of current P/O Orders and Receipt of Good/Invoice on file, and to the amount of Receipt History that is retained Sage Software, Inc. All rights reserved. PO-1050 (Revised 03/06) Page 17