New Active Field. Versions 6 and 7 (7.6c3.18, 9.6c3.18, 8.7c2.18, 9.7c2.18) Background...2

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1 Modules Affected: Versions Affected: Purchase Order/Inventory Versions 6 and 7 (7.6c3.18, 9.6c3.18, 8.7c2.18, 9.7c2.18) Background...2 Screen and Processing Changes...3 PO/IN Item File...3 Additional Functions Affected by this Change...4 Enter Purchase Orders...4 Enter Change Orders...5 Correct/Liquidate Purchase Orders...5 Enter Inventory Adjustments/Receipts...5 Enter Invent. Transfers...6 Inventory Commitments...6 April 9, Shaker Computer & Management Services, Inc.

2 Background COINS has been enhanced to allow a method of marking an item as active/inactive while purchasing or transferring items. Users requested this method so that they can: Keep the item and its history on file. Systematically allow/disallow access to the item depending upon its status. Prevent inactive items from being entered on a Purchase Order/Change Order or transferred to J/S, S/M, EQ, or other locations. Prevent inactive items from being committed/uncommitted. Note: This only applies to Purchase Order/Inventory functions relating to purchasing or transferring items. Other functions in COINS that refer to Item F/M (e.g., work order detail lines, S/O/P sales orders, A/P invoices) do not apply. 04/09/03 2

3 Screen and Processing Changes As a result of this request, a number of screen and processing changes have been made within the Purchase Order/Inventory module. PO/IN Item File The PO/IN Item File in COINS Versions 6 and 7 now contains a new Active field to indicate the active/inactive status of an item. The field defaults to Y, but it can be changed by the user. Sample screens that include this new field in both versions are shown in Figure 1 and Figure 2. Figure 1: Item F/M in Version 6 04/09/03 3

4 Figure 2: Item F/M in Version 7 Additional Functions Affected by this Change This section lists the additional PO/IN functions affected by this change. If an entered Item is inactive in one of these functions, an error message displays. Enter Purchase Orders Job Distribution When adding an item on the PO Distributions -> Job Distr screen. Equipment Distribution When adding an item on the PO Distributions -> Equip Distr screen. Service Distribution When adding an item on the PO Distributions -> Service Distr screen. G/L Distribution When adding an item on the PO Distributions -> G/L Distr screen and Update Inv equals Y. 04/09/03 4

5 Enter Change Orders Job Distribution When adding an item on the PO Distributions -> Job Distr screen. Equipment Distribution When adding an item on the PO Distributions -> Equip Distr screen. Service Distribution When adding an item on the PO Distributions -> Service Distr screen. G/L Distribution When adding an item on the PO Distributions -> G/L Distr screen and Update Inv equals Y. Correct/Liquidate Purchase Orders Job Distribution After entering N for Liquidate the enter Purchase Order, when adding an item on the PO Distributions -> Job Distr screen. Equipment Distribution After entering N for Liquidate the enter Purchase Order, when adding an item on the PO Distributions -> Equip Distr screen. Service Distribution After entering N for Liquidate the enter Purchase Order, when adding an item on the PO Distributions -> Service Distr screen. G/L Distribution After entering N for Liquidate the enter Purchase Order, when adding an item on the PO Distributions -> G/L Distr screen and Update Inv equals Y. Enter Inventory Adjustments/Receipts An error message displays in this function when entering an inactive item. 04/09/03 5

6 Enter Invent. Transfers Enter Invent. Transfers to Jobs When entering an item. Enter Invent. Transfers to Equipment When entering an item on the Additional Information screen. Enter Invent. Transfers to S/M When entering an item. Inventory Commitments An error message displays when entering an inactive item in the Commit or Uncommit function. 04/09/03 6