Purchase Order History PO-1179

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1 Purchase Order History PO-1179 Overview This Extended Solution adds Purchase Order History to the Purchase Order module. Additional functionality exists if PO-1178: Return Type Purchase Orders is also installed. 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. 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 2005 Sage Software, Inc. All rights reserved. PO-1179 (Revised 10/06) Page 1 Blytheco - The Premier Sage Software Business Solutions Provider National Presence, Local Touch BLYTHE

2 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 this 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). Figure 1 Answer the following prompts: RETAIN DELETED ORDERS IN HISTORY: This is a Yes / No option to retain orders in history that have been deleted. RETAIN DELETED LINES IN HISTORY: Yes / No / Prompt option to retain lines in history that have been deleted Sage Software, Inc. All rights reserved. PO-1179 (Revised 10/06) Page 2

3 AUTOMATICALLY REMOVE COMPLETED PO S DURING UPDATE: Check this box to remove completed purchase orders during ROG/ROI update. A Security Event, Prompt to Retain in History When Deleting PO s, has been added. If this option is checked and yes is selected at the setup option Retain Deleted Orders in History, then you will be prompted to retain in History. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation Cancel / Reason Code Maintenance Cancel / Reason Code Maintenance is available on the P/O Setup menu (Figure 2). Here you can maintain an unlimited number of five character Codes with a corresponding 30 character Description. A listing is available to print (Figure 3). Figure 2 Figure Sage Software, Inc. All rights reserved. PO-1179 (Revised 10/06) Page 3

4 Retain Deleted Orders in History If you selected Yes to Retain Deleted Orders in History, Purchase Orders that are deleted will automatically be saved to Order History without a prompt for a cancellation/reason code unless the security event for Prompt to Retain in History When Deleting POs is checked for the User s Role. When checked and your User ID is associated with the security event you will receive a prompt Save deleted order in history? (Figure 4) each time you delete a purchase order. When this prompt is answered Yes, you will be prompted for a Reason/Cancellation Code (Figure 5). If your User ID is not associated with the security event you will only be prompted for the cancellation code (Figure 5). You will not be allowed to exit this window until a code is specified. Figure 4 Figure 5 If you selected No to Retain Deleted Orders, then orders that are deleted will not be saved in Order History. All Order types except Material Requisition can be saved to history. Return orders will write to history if PO-1178: Return Type Orders is installed. Retain Deleted Lines in History If you selected Yes to Retain Deleted Lines in History, then deleted lines will automatically be saved to Order History without a prompt for a cancellation/reason code. If you selected Prompt then you will be asked upon each line deletion if this is something you want to retain in history, or not (Figure 6) and if so, what Reason Code to associate with the line (Figure 7). You will not be allowed to exit this window until a code is specified Sage Software, Inc. All rights reserved. PO-1179 (Revised 10/06) Page 4

5 Figure 6 Figure 5 If you selected No to Retain Deleted Lines, then lines which are deleted from a Purchase Order will also be removed from Order History. P/O Receipt Update If you elected to Automatically Remove Completed PO s During Update in Setup, P/O Receipt Update will delete a Purchase Order from the open Purchase Order files whenever it would normally be marked as Complete. The historical status will be set to Complete. Purchase Order History Inquiry Purchase Order History Inquiry has been added to the P/O Inquiry menu. When accessed you will be presented with a view which mirrors P/O Inquiry (Figure 8) with the following exceptions on the header tab: The Print P/O check box and the Batch Fax checkbox have been removed History Status, Cancelled Code, Date Deleted and Time Deleted have been added The valid History Statuses are: A for Active, C for Completed, X for Deleted, and E for Expired Master and Repeating Orders. The PO Number lookup in history will contain an additional column for the order s historical status (Figure 9) Sage Software, Inc. All rights reserved. PO-1179 (Revised 10/06) Page 5

6 Figure 8 Figure 9 The Address tab will be replicated in its entirety (Figure 10) Sage Software, Inc. All rights reserved. PO-1179 (Revised 10/06) Page 6

7 Figure 10 The Lines Tab (Figure 11) contains the same fields as the Purchase Order Inquiry screen along with the following additional fields: Orig Qty Ordered and Orig Unit Cost. Figure Sage Software, Inc. All rights reserved. PO-1179 (Revised 10/06) Page 7

8 A Receipt History zoom button has been added to the right of the lines list box (Figure 12). This button is active for the line highlighted. When clicked, you will be presented with a listing of the ROGs and ROIs that are associated with the line (Figure 13). You can select to display only Receipts of Goods, only Receipts of Invoice, or Both Figure 12 If the transaction still exists you can highlight a receipt to drill into P/O Receipt History (Figure 13). Figure Sage Software, Inc. All rights reserved. PO-1179 (Revised 10/06) Page 8

9 The totals tab (Figure 14) will contain the same fields as the Purchase Order Inquiry Totals tab. Figure 14 Purchase Order History Report This has been added to the P/O Reports menu (Figure 15). Figure Sage Software, Inc. All rights reserved. PO-1179 (Revised 10/06) Page 9

10 Sort Options are: PO Number or Vendor Number Base Extension Calculation On options are: Revised Order Qty, Original Order Qty, Back Ordered Qty, and Received Qty. Figure 16 is a sample of the P/O History Report. Figure 16 P/O Period End Processing When Master and Repeating Orders are purged from the open P/O files, their historical status will be changed to Expired. P/O History Purge Utility The History Purge has been added to the P/O Period End menu (Figure 17). You will be prompted for a Cutoff Date, the Purchase Order Type(s) to include, the Historical Status(es) to include as well as a Vendor range. No report of what was deleted will be produced Sage Software, Inc. All rights reserved. PO-1179 (Revised 10/06) Page 10

11 Figure 17 Visual Integrator The files listed below have been added or changed in the Data Dictionary by this Extended Solution for Visual Integrator purposes. New File: PO.HIS_TXD PO.HIS_TXS PO.HIS_HDR PO.HIS_DTL PO.HIS_EXT PO.HIS_HLK PO.HIS_DLK PO.CANC_CD Field: 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: PO_H1 HistoryTaxDetail PO_H2 HistoryTaxSummary PO_H3 PurchaseOrderHistoryHdr 2005 Sage Software, Inc. All rights reserved. PO-1179 (Revised 10/06) Page 11

12 PO_H4 POHistoryLineDetail PO_H5 POExtdItemDescription PO_H7 POHistoryHdrRcptLink PO_H8 POHistRcptHistLineLink PO_H9 CancellationCode Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed. What s New With the release: The meaning of the Security Event: Prompt to Retain in History When Deleting PO s, has been changed. You may no longer opt out of entering a cancellation code during Retain Deleted Orders in History or Retain Deleted Lines in History. 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. LLC Regional Offices Atlanta, GA Chicago, IL Los Angeles, CA Orange County, CA Tampa, FL Colorado Minnesota Missouri New Jersey Ohio Oklahoma Pennsylvania South Carolina Tennessee Texas Washington 2005 Sage Software, Inc. All rights reserved. PO-1179 (Revised 10/06) Page 12

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