Purchase Orders for Adagio. Users' Guide

Transcription

1 Purchase Orders for Adagio Users' Guide

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3 Purchase Orders for Adagio Version 8.1A Trademark Copyright Warranty Adagio is a registered trademark of Softrak Systems Inc. All product names mentioned are trademarks or service marks of their respective owners. The programs and printed materials are copyright by Softrak Systems Inc. All rights reserved. The software and manual are protected by all applicable copyright laws. The details of permitted uses of this product are set forth in the License Agreement, which is printed on the next page. Softrak Systems Inc. warrants the physical media to be free from defects in materials and workmanship for a period of 90 days from the date of payment of the license fee. If notified within the warranty period, Softrak Systems Inc. will replace any defective media at no charge. This software and manual are sold as is and without warranty as to performance. Because of the many uses to which the software may be put and the variety of hardware used in conjunction with it, no warranty of fitness for a particular purpose is offered. While the developer has invested considerable time and money to create a high quality product, the user must assume the risk of using this software. Developed, Published & Supported by: Softrak Systems Inc. Suite Burrard Street Vancouver, BC V6Z 2C7 Web site: Phone: (604) [email protected] Fax: (604) Printed in Canada

4 Purchase Orders for Adagio License Agreement The use of Purchase Orders for Adagio from Softrak is governed by the following agreement. You demonstrate your acceptance of the terms of this agreement by using Purchase Orders and its associated materials. You may terminate this agreement at any time by returning the original disks and manual to Softrak Systems Inc. with a letter stating that all copies of the software have been destroyed. The letter must be signed by an officer of the company. Usage Rights For the fee you have paid, Softrak Systems Inc. hereby grants to you and you accept a license to use this application and the related materials on a single computer system only. To use this application on more than one computer system, you must either purchase a license for another copy of Purchase Orders for Adagio or arrange for a multi-user license from Softrak Systems Inc. You may not copy any of the materials received with Purchase Orders, in whole or in part, except for archival and backup purposes. Registration and Support Liability To receive technical support and notices of upgrades and announcements, your copy of Purchase Orders for Adagio must be registered. To register, install Purchase Orders for Adagio as you would any other Windows application. When you start up Purchase Orders for the first time, you will be presented with a screen that gives you the option to register. Enter your company information and print the registration form to be mailed or faxed to Softrak Systems Inc. This software requires registration within 60 days of first use. It will cease to operate after 60 days have elapsed without a registration code. You agree that regardless of the form of any claim, the liability of Softrak Systems Inc. for any damages to you or to any other party shall not exceed the license fee paid for the materials included in Purchase Orders for Adagio. Nothing in this agreement shall be construed as a product warranty and all such warranties are explicitly and expressly denied.

5 Table of Contents About This Manual 1 Chapter 1 - Getting Started 3 How Purchase Orders fits with Other Adagio Modules... 3 Purchase Orders Features... 4 Understanding Clearing Accounts... 5 Sample Integrations with Other Adagio Modules... 7 Starting Purchase Orders for Adagio... 9 Personalizing Purchase Orders Screens Using the Requisition, PO, and Receipt Document Grid Displaying the documents grid Control features Color coded documents Filtering documents by status Grid Pop up Menu Buttons on the document grid Running Multiple Instances of POA Notes on multiple instances Chapter 2 - Day-to-Day Processing 19 Processing Overview Displaying the documents grid Buttons on the document grid Add/Modify Requisitions Requisition screens and fields Approve Requisitions Add/Modify Purchase Orders Purchase Orders screens and fields User Guide Page i

6 Contents Autogenerate Orders From Inventory Control Processing Options PO Number Order Info Vendor Info Autogenerate Orders From Order Entry Processing Options PO Number Order Info Vendor Info Using Standing Orders Processing Receipts Customizing receipt entry Entering serial numbers on a receipt Using the Receipt Total tab Posting the receipt Receipts screens and fields Add a Quick Receipt Receipts screens and fields Processing Invoices and Cost Adjustments Inv/Adj Header Tab Inv/Adj Details Tab Inv/Adj Total Tab Tax Adjustment Posting the Invoice Invoice screens and fields Processing Returns Return Header Tab Return Details Tab Line Detail screen Return Total Tab Posting the Return Page ii Purchase Orders for Adagio

7 Contents Return screens and fields Add a Quick Return Quick Return Header Tab Quick Return Detail Tab Quick Return Total Tab Return screens and fields Day End Processing What does it do? How to proceed Day End audit list Print/purge Item History Printing PO Documents Direct printing after posting Right-click and choose Print from the document grid Choosing the Documents screen from the POA toolbar or menu Backup / Restore Archiving Documents Using the Archive function Purging archived data from history Chapter 3 - Looking Up Information 71 Looking Up Documents and Item Information Print documents Viewing Archived Documents Print documents Restore transactions Delete transactions Purge documents from history Chapter 4 - FAQs -- How do I Frequently Asked Questions User Guide Page iii

8 Contents How to Insert a Line on a PO How to Set Up GST and PST How to Import Standard Comments How to Receive 2 POs on one Receipt How to Invoice 2 Receipts together How to Process a Deposit with an Order Transaction How to Process Prepaid Order Transaction How to Browse Orders by Vendor How to Import a Competitive Price List Integrate POA with Adagio Job Cost Recommended steps for integrating How to Compress Data Files Chapter 5 - Reports 109 Purchase Orders Reports Statistical Analyser Purchase Order Reports Purchase Order/Receipt/Return lists Outstanding Purchase Orders Aged Purchase Orders Outstanding Receipt Invoice List Transaction Reports Inventory Receipts Tax Tracking Tax Summary Purchase Variance Price Update Outstanding Order Items Inventory Receipts File Reports Company Setup Sundry Items Sundry Vendors Page iv Purchase Orders for Adagio

9 Contents Ship-to Addresses Tax Tables Miscellaneous Charges Ship Via Table Event Records Contract Prices GL Transactions Report Consolidate Transactions History Reports Archived Documents Chapter 6 - Maintaining POA Master Data 133 Maintaining POA Master Records and Files Tax Groups Pick-Up Address Event Budgets Ship-Via Table Ship-To Addresses Miscellaneous Charges Contract Pricing Comments Sundry Vendors Using sundry vendors for interdepartmental purchasing Sundry Items Maintaining Vendor Tax Information Chapter 7 - Maintaining PO Forms and Form Specifications149 Formatting Specifications Specification Editor Tips Setting Default Document Specs for Printing Document Printing Error Messages User Guide Page v

10 Contents Chapter 8 - Choosing Purchase Orders Company Profile Options 153 Updating from Inventory Receipts to POA Setting Up The Company Profile Interface Options Inventory Control interface options Job Costing interface options Accounts Payable interface options Interface Posting Options Event Budgets General Ledger Accounts Payable Job Costing Account Interface: RunTime Variables About cost fields RunTime Variables Processing Defaults: Auto Numbering Options History and Tax Information History Information Tax Information Order Receipts Default Print Order Options Print Purchase Order / Requisitions Options Log Tab Setting Default Document Specs for Printing Chapter 9 - Using Security 183 Using Security Creating User Groups Setting Up Users Page vi Purchase Orders for Adagio

11 Contents Editing a User's Information Chapter 10 - Installing Purchase Orders for Adagio 189 System Requirements Prerequisites Understanding Multicurrency Multicurrency Prerequisites Integration Implications: Updating from Inventory Receipts to POA Network / Standalone PC Installation Installation Procedures for stand-alone PC or network installation Workstation Installation Installation Warnings and Messages Setting Up The Company Profile Maintaining POA Master Records and Files Understanding Multicurrency Multicurrency Prerequisites: Chapter 11 - Complete List of All POA Transaction Screens and Fields 203 Purchase Order Transaction Tabs and Fields The Header Tab Document Information Primary Vendor Information Operating Information The Details Tab Vendor Information fields Document Details fields and columns Document Details Detail Type - IC Item or Sundry Item Detail Type - Miscellaneous Charge Detail Type - Comments/Instructions User Guide Page vii

12 Contents Additional Item Information Bill-To / Ship-To Tab Total Tab Processing Options View Tab Data Flow Tab Index 227 Page viii Purchase Orders for Adagio

13 About This Manual This manual provides instructions for installing, setting up and maintaining Purchase Orders for Adagio (POA). Each chapter is divided into sections based on major sub-topics. For ease of navigation, the name of the section appears at the top right hand corner of each page. A table of contents and an index make finding specific information easy. The contents of each chapter are listed below. Chapter I: Getting Started Lists the key features and system requirements for Purchase Orders for Adagio, covers some basic concepts, and shows you how to start the Purchase Orders system. Chapter II: Day to Day Processing Explains how to process requisitions, purchase orders, receipts, returns, and invoices using Purchase Orders for Adagio. Chapter III: Looking Up Information Describes how to look up current and archived Purchase Orders documents. Chapter IV: FAQs -- How do I... Quickly covers some common questions -- such as how to process deposits with purchase orders. Chapter V: Reports Provides an overview of the available reports Chapter VI: Maintaining POA Master Data files Includes instructions for specific enter and edit functions for POA Master files. Chapter VII: Maintaining PO Forms and Form Specifications Explains how PO documents work, how to set default forms, and how to modify existing forms. Chapter VIII: Choosing Purchase Orders Company Profile Options Provides detailed information on configuring Purchase Orders for Adagio. Chapter IX: Using Security Explains how to add users and user groups and set up PO security. Chapter X: Installation Explains how to install Purchase Orders for Adagio and reviews key installation issues. User Guide Page 1

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15 Chapter 1 Getting Started How Purchase Orders fits with Other Adagio Modules Adagio Ledger POA updates ledger purchase expenses, costing accounts and tax accounts in batch mode. If the Event Budget option is selected, POA will also monitor budget figures entered for expense accounts, as orders are created, and will import GL budget figures directly into the Event Budget tables. Adagio Inventory Control Inventory Control costs and quantities are updated from Orders, Receipts, Returns and Invoice/Adjustments posted in POA in real time. Adagio Payables POA creates an open batch in Payables for all Invoices created for AP Vendors, after End of Day processing. Adagio Order Entry Purchase Orders can be generated directly from Adagio Order Entry orders and cross-referenced to Order Entry orders. Adagio Job Costing POA integrates directly to Adagio Job Cost. Adagio DataCare Purchase Orders for Adagio, does not yet integrate with Phase 2 data care processing. Phase 1 processing is enabled. Adagio LanPaks Purchase Orders for Adagio uses the same Lanpaks as other Adagio modules and will start to count against the licenced count for each additional concurrent user of POA. ACCPAC Plus POA will integrate with all ACCPAC Plus 6.1 modules and higher. User Guide Page 3

16 Purchase Orders Features POA is backwards compatible with Inventory Receipts 6.5. POA is not backwards compatible with Inventory Receipts 7.0. See also Sample Integrations. Purchase Orders Features Purchase Orders for Adagio (POA) helps you manage purchase orders, shipment receipts, and vendor invoices. POA integrates seamlessly with Adagio Accounting solutions. The program: Shares the Adagio Lanpak count for network licencing. Is fully compatible with Inventory Receipts for ACCPAC Plus version 6.5 or later -- requiring no data conversion. Is fully compatible with ACCPAC Plus Accounting Software solutions, although references to ACCPAC Plus have been removed from this documentation because Sage discontinued support of ACCPAC Plus in September Normal processing involves creating, revising, printing or reprinting a purchase order that updates on-order quantities and costs as soon as the transaction is posted. You can match vendor shipments/services to existing POs and update costs and quantities when receiving goods. And you can match vendor invoices to POs or related packing slips to further update costs if applicable. Subsequent vendor adjustments, if necessary, can be matched to delivery notes or invoices to make cost adjustments. Using requisitions Purchase Orders for Adagio lets you create Requisitions which require appropriate security access to be approved and converted to Purchase Orders. Miscellaneous charges POA lets you use miscellaneous charges to develop landed costs for all inventory items. Miscellaneous charges can be expensed directly or allocated by purchase order using a variety of allocation methods. Miscellaneous charges can be added for the same vendor or different vendors or with different currencies, all on the same PO, to allow you to track all related costs of that order. Multiply POs and multiple receipts You can combine multiple POs into a single receipt. You can also combine multiple receipts into a single vendor invoice, giving you processing flexibility for real-life purchasing situations. Page 4 Purchase Orders for Adagio

17 Understanding Clearing Accounts Within the normal processing, transactions are color coded to identify the status. Screen grids can be sorted and filtered by users to meet their needs. Intuitive data flow lets you track related documents with drilldown capabilities to specific record details. Other features Purchase Orders for Adagio processes all vendor transactions that are supported by POs, sending them as invoice batches to Accounts Payable. It also creates batches of GL transactions, either with transaction level details or consolidated by date and account, and it updates Inventory Control quantities and costs when goods are received. POA uses minimum/maximum order quantities for autogeneration of Purchase Orders, and provides the flexibility to deal with the timing nuances associated with receiving shipments/services from numerous vendors and vendor documents. You can use POA in several different configurations: As a standalone Purchase Order Solution integrated with Accounts Payable with/without General Ledger Budgeting, Working as a distribution management tool within an Adagio Inventory Control / Order Entry solution, Or working as a Job Costing control tool within an Adagio Job Costing solution. You configure the software to meet your custom needs in single or multicurrency business environments. Data conversion is required to convert Purchase Order transaction data from ACCPAC Plus Inventory Control or ACCPAC Plus Purchase Orders, or UniDevco Inventory Receipts 6.1 version 2. Understanding Clearing Accounts G/L Implications when using Purchase Orders for Adagio Abbreviations used: POA IC AP Purchase Orders for Adagio Adagio Inventory Control Adagio Payables Assumptions: Uses IC Items Uses AP Vendors Process receipts via Packing Slip and follow with a Vendor Invoice later User Guide Page 5

18 Understanding Clearing Accounts Vendor Invoices processed through POA Direct batch posting to AP, turned on in POA Company Profile Ignores Taxes Transaction notes: 1. Create a PO to buy IC Item from an AP Vendor; qty =5 and unit price=$10 This transaction has no GL implications 2. Receipt to delivery note; qty =4 and unit price unknown at this time If the unit price is not edited during entry of the receipt, POA assumes that the PO unit price is correct and uses it for calculating all entries. POA Day end will create the entries in a GL batch. Inventory AP Clearing AP Debit Credit Debit Credit Debit Credit Invoice processed in POA; qty=4 and actual unit price= $10.50 POA Day end will create the entries in a GL batch. POA Day end will create an AP unposted batch. Inventory AP Clearing AP Debit Credit Debit Credit Debit Credit AP batch posted AP posting will create a GL batch Inventory AP Clearing AP Debit Credit Debit Credit Debit Credit AP Clearing Account is a Liability Account equivalent to a Received Goods (Receipt Clearing) Accrual. It contains the value of all goods received for which a Vendor Invoice has not yet been processed. After processing the POA Day End and posting the subsequent AP and GL batches, this account should balance to the Outstanding Receipt Invoice List report in POA. Page 6 Purchase Orders for Adagio

19 Sample Integrations with Other Adagio Modules We recommend that it be a separate account to facilitate balancing for period end review and reconciliations. After defining the account in the General Ledger, the account number is assigned in Profile > Interface Posting Options. Sample Integrations with Other Adagio Modules This is a basic distribution model, with Inventory Items and possibly Sundry Items, linked to Order Entry, with Autogeneration of PO's either enabled or disabled. In this model, POA works almost exactly like OE, but in reverse, in that you are creating orders with your vendors. User Guide Page 7

20 Sample Integrations with Other Adagio Modules This is a basic job cost model with sundry items, instead of inventory items being purchased for jobs. Distribution for the job would be coded on the PO, and distributed to the job when the goods or services are received. This is a job cost model with Purchasing to Inventory or to Jobs, and contracted services in Sundry items. Purchases of inventory can be posted to Inventory for Page 8 Purchase Orders for Adagio

21 Starting Purchase Orders for Adagio stock purchases, or to jobs for defined purchases. Inventory can also be transferred from stock to jobs. This is a basic Payables mode, with Sundry Items being purchased, and distributed to GL accounts. In this model, we often see event budgeting used either as a guide or control for budgeted purchasing, by relying upon links to the General Ledger budgets by account, and even by account within periods. Starting Purchase Orders for Adagio This section explains how to start Purchase Orders and how to use command line parameters to streamline this process. To start Purchase Orders for Adagio, double-click the PO icon on your desktop. Enter: User ID Password Enter your 3-digit UserID. Enter your password, if one has been assigned to you. User Guide Page 9

22 Starting Purchase Orders for Adagio Current Date Data Path Extension The date will default to the PC system date; use the calendar icon to select another date. You can click on the single file folder (left icon) to browse to your data files or click on the multiple file folders to select from a list of previously used datasets. You must enter an extension that matches your dataset. Command Line Parameters Purchase Orders for Adagio allows you to use command line parameters to start the application. Command line parameters are set as properties for the program and allow you to bypass certain fields in the Open Purchase Orders dialog box each time you start the application. The parameters are as follows: Parameters Description /u Set the default user /p Set a default password /d Set the default data path /e Set a default data extension /t Set the session date Warning: Because command line parameters can bypass certain security functions such as user identification and passwords, you must ensure that you are the only user on the particular machine and that password security is not a concern in your office before using command line parameters. Setting Command Line Parameters To set command line parameters: 1. Right click on the Purchase Orders icon on your desktop and select Properties from the pop-up menu that appears. 2. Click the Shortcut tab Page 10 Purchase Orders for Adagio

23 Personalizing Purchase Orders Screens 3. Click to locate your cursor at the end of the information in the Target field (the drive and directory where you installed Purchase Orders, and the name of the program file). 4. Type the desired parameter and then the default information for that parameter. For example, to set a default user, type /usys. Do not leave a space between the parameter and the default information. 5. Continue to type in as many parameters (with the associated default information) as you require, leaving a space between each one. If you set all four parameters, Purchase Orders will bypass the Open Purchase Order for Adagio dialog box entirely each time you start up Purchase Orders. The date field will default to the current date on your machine. Note: You must use the /d and the /e parameters together -- they only function as a pair. Personalizing Purchase Orders Screens We know that everyone works differently, and views different pieces of information as important. For that reason, we've included a Column Editor with Purchase Orders for Adagio that allows you to customize most display grids to best suit your needs. Many of the grids can be sorted by clicking on a column heading; once for ascending and twice for descending. The Documents window and the Print Documents window have color coded filters that can be turned off and on. Changes made in the Column Editor or to the View Filters are stored by PC login ID. Sort order changes are stored only for the current view. If you close the grid and reopen it will revert to the default sort order. User Guide Page 11

24 Personalizing Purchase Orders Screens Column Editor To activate the Column Editor, use the right mouse click to popup a window from which you can select Show/Hide columns. The Column Editor is now visible as shown below: From this pop-up window you can select a field and drag it to the column heading title bar. To remove a column from the grid, you must open the Column Editor and drag the column heading back to the Column Editor window. Page 12 Purchase Orders for Adagio

25 Personalizing Purchase Orders Screens Note: Only those users who have been given rights to the Column Editor will be able to access this feature. When a user is set up in File > Security > Users, the System Administrator must click the Edit columns checkbox on if he/she wishes to give the user access to the column editor. Color Coded Status Filters Each status box has two options: A left mouse click on the box will turn the color display in the grid off and on. A right mouse click on the box will filter out of the display all documents that match that status. In the example above, all completed Purchase Orders are filtered out of the view. Note: Use the color displays to distinguish status' of PO's at a glance. The filters are also an effective tool to sort or selectively view Purchase Orders. User Guide Page 13

26 Using the Requisition, PO, and Receipt Document Grid Using the Requisition, PO, and Receipt Document Grid Displaying the documents grid Click the PO/Receipt icon or the Requisitions icon Press Ctrl-E to open or edit Requisitions, POs, or Receipts. If you are using requisitions, you choose the Requisitions tab to edit requisitions and to approve them. If you are not using requisitions, you will not be able to choose the Requisitions icon or select the Requisitions tab. You must select Use Requisitions on the RunTime Variables 1 tab in the Company Profile to be able to create purchase requisitions. You can choose requisitions from the Requisitions tab, purchase orders from the POs tab, and receipts using the Primary Vendors tab or the All Vendors tab, whichever is easier for you. Choose Extended Mode at the top of the grid to be able to list documents in Doc # order, Vend # order, Order Date, Receipt Date, etc. Page 14 Purchase Orders for Adagio

27 Using the Requisition, PO, and Receipt Document Grid Control features Tabs at the top of the table sort the PO documents into Purchase Orders, Receipts by Primary Vendor or by All Vendors, and Requisitions. Note: Requisitions, Orders and Receipts can have multiple vendors within each document. Primary Receipts sorts the Receipts by the vendor on the document header. Receipts - all Vendors display all vendors that you have receipt transactions on a document. This is necessary to find secondary vendor receipts to match to secondary Invoices. Color coded documents Click on the color code filter boxes at the bottom right of the screen. Yellow is completed, Green is Partial Receipted Orders, Brown is Standing Orders, Pink is Entered. Colors or no colors are changed by clicking on the color box of each status. Filtering documents by status Exclude a status by right clicking on the status box, and exclusion is marked by an X. You can eliminate any status from view. Note: Filtering all orders except fot partial receipts will display all backorders of receipted orders. Sorting documents by column in Extended Mode Click the title of each column in the document grid to sort documents in the grid. Click the column again to reverse the document order. User Guide Page 15

28 Using the Requisition, PO, and Receipt Document Grid Grid Pop up Menu Right click the grid to display the grid popup menu: Complete PO: You can highlight a PO and complete or close out an order. Before closing the program will check to see if you have any items still on back order. If you still have backorder items, you will be asked to confirm that you want to still complete the order. You cannot reverse the complete order function. Show/Hide columns: Click on Show/Hide columns and a popup window appears. The window has a slide bar to show the available fields that could appear on the grid title and then display the details from the data base. Click on the table name and drag to the grid title line, and then release. The new column is now added to the title of the grid and the display will be refreshed with the new data. To remove a column from the grid title, click and drag into the Customize columns window, and release. When you add columns to the grid, you may find it necessary to widen the existing screen settings to expand your grid view. If the screen detail listing of Orders is longer than window, you can use the slide bar to find your order. Buttons on the document grid New PO or Ctrl-N: Click to create a new Purchase Order. View PO or Ctrl-V: Highlight and Click to inquire or display Order details. Edit PO or Ctrl-E: Highlight Order Line and click to edit an existing Order. You can also highlight on the order summary line and double click on a selected Order. Page 16 Purchase Orders for Adagio

29 Running Multiple Instances of POA Templates or Ctrl -T: Click to load available Order templates. Delete PO or Ctrl - D: Click to delete a selected Order. If selected, you will be asked to confirm your deletion selection. Quick Rcpt or Ctrl - Q: Click to crate a Quick Receipt or Receive goods without an original order. Receipt or Ctrl-R: Click to create a new Receipt from the highlighted Order Find or Ctrl-F: Click to access the find Pop Up Menu. What to Find: Select PO, Return, Receipt, or Invoice/Adjustment. Vendor: Select Payables Vendors or Sundry Vendors. This will then sort the Vendor window (to the right) by vendor table, to filter out the documents by vendor. The Finder F5 (Binoculars) and F6 smart finder are also active selection filters. Purchase Order Number (Document Number): Select a Purchase Order or use F5 (Binoculars) and F6 smart finder as active selection filters to find an Order. Depending upon what you select in what to find, the Document Order Number will find that document number, for that document type. Help or Ctrl- H: Select to connect to on screen field help files. Close or Ctrl-C: Select to close the screen. Running Multiple Instances of POA Purchase Orders lets you run multiple instances on the same workstation. This means that if you are running the accounting system for more than one company, you can enter purchase orders for more than one company at a time on the same computer. It's also very useful when you want to perform two or more functions at the same time, such as entering purchase orders and printing reports. User Guide Page 17

30 Running Multiple Instances of POA Each additional instance uses a license. Therefore, an Adagio Lanpak must be installed to use this feature. Notes on multiple instances Although you can run multiple instances of Purchase Orders for Adagio, Purchase Orders is not included on the Adagio menu. You must open other instances of Purchase Orders from your Start menu or a desktop shortcut. When running multiple instances of Purchase Orders, the program adds an instance number to the window titles, such as Purchase Orders for Adagio (2) for the second instance, and so on. To help you differentiate between the databases you have open in the multiple instances of Purchase Orders, you may wish to take advantage of the background colour option in the Company Profile. This option allows you to set a different background colour for the main windows in Purchase Orders, for the individual databases that you are working with. Multiple users can print the same report at the same time. Page 18 Purchase Orders for Adagio

31 Processing Overview Chapter 2 Day-to-Day Processing The following diagram provides an overview of the Purchase Orders system. Note: You must choose the Use Requisition option in the Company Profile (on the RunTime Variables 1 tab) if you want to enter purchase requisitions. Purchase Orders are automatically generated from requisitions when you select the requisition document and click the Approve button. User Guide Page 19

32 Processing Overview Processing Orders is divided into two main areas: Requisitions/Orders/Receipts and Returns/Invoices/Adjustments. Requisitions: If you use requisitions, you start the purchasing process by creating a requisition. When the requisition is approved, you select the requisition and click the Approval button to automatically generate a purchase order. You must select the Use Requisition option in the Company Profile (on the RunTime Variables 1 tab) if you want to enter purchase requisitions. Orders: If you do not use requisitions, you start the purchasing process by entering a purchase order or autogenerating an order from Inventory reorder records or orders in OrderEntry. Receipts: You receive quantities against a existing Purchase Orders when goods arrive -- or you can record a Quick Receipt for goods that arrive without a Purchase Order. (For example, office supplies or miscellaneous materials under $500 may be exempt from the PO process, but must still be received.) Receipts can be packing slips or could be the invoice for a Purchase Order. Returns: You can item returns from stock with quantities and costs, or you can enter credits or cost adjustments for items. Invoices (Adjustments): Invoices are matched to Receipts, and then sent to Accounts Payable in batches. Invoices do not adjust quantities, but could adjust costs or taxes. You can enter debit note and credit note adjustments to adjust costs from Invoices. In addition, you can... Include multiple PO's on a receipt. Include multiple receipts on an invoice. Include multiple vendors on an order or receipt. Add items or services to existing orders, or partially processed/receipted orders, or to receipts. Process and invoice receipted items before other items or related services are even received. Purchase Orders updates... Order and item status in Order Entry and Inventory Control as soon as you post orders, receipts, invoices, and returns. General Ledger batches, Accounts Payable batches, Job Costing batches, and item history when you run Day End Processing. Page 20 Purchase Orders for Adagio

33 Processing Overview Displaying the documents grid Click the PO/Receipt icon or the Requisitions icon Press Ctrl-E to open or edit Requisitions, POs, or Receipts. If you are using requisitions, you choose the Requisitions tab to edit requisitions and to approve them. If you are not using requisitions, you will not be able to choose the Requisitions icon or select the Requisitions tab. You must select Use Requisitions on the RunTime Variables 1 tab in the Company Profile to be able to create purchase requisitions. You can choose requisitions from the Requisitions tab, purchase orders from the POs tab, and receipts using the Primary Vendors tab or the All Vendors tab, whichever is easier for you. Choose Extended Mode at the top of the grid to be able to sort documents in Doc # order, Vend # order, Order Date, Receipt Date, etc. Click the title of each column in the document grid to sort documents in the grid. Click the column again to reverse the document order. User Guide Page 21

34 Processing Overview Buttons on the document grid New PO or Ctrl-N: Click to create a new Purchase Order. View PO or Ctrl-V: Highlight and Click to inquire or display Order details. Edit PO or Ctrl-E: Highlight Order Line and click to edit an existing Order. You can also highlight on the order summary line and double click on a selected Order. Templates or Ctrl -T: Click to load available Order templates. Delete PO or Ctrl - D: Click to delete a selected Order. If selected, you will be asked to confirm your deletion selection. Quick Rcpt or Ctrl - Q: Click to crate a Quick Receipt or Receive goods without an original order. Receipt or Ctrl-R: Click to create a new Receipt from the highlighted Order Find or Ctrl-F: Click to access the find Pop Up Menu. What to Find: Select PO, Return, Receipt, or Invoice/Adjustment. Vendor: Select Payables Vendors or Sundry Vendors. This will then sort the Vendor window (to the right) by vendor table, to filter out the documents by vendor. The Finder F5 (Binoculars) and F6 smart finder are also active selection filters. Purchase Order Number (Document Number): Select a Purchase Order or use F5 (Binoculars) and F6 smart finder as active selection filters to find an Order. Depending upon what you select in what to find, the Document Order Number will find that document number, for that document type. Help or Ctrl- H: Select to connect to on screen field help files. Close or Ctrl-C: Select to close the screen. Page 22 Purchase Orders for Adagio

35 Add/Modify Requisitions Add/Modify Requisitions Note: If the Requisitions button or menu is not available, see your system administrator. To start a new purchase requisition: 1. Choose the Requisitions button from the Purchase Orders Tool bar or choose Requisitions from the Edit/View menu. 2. With the Requisitions tab selected on the Documents grid, click the New Req button (ALT-N). To edit an existing requisition, double-click the requisition that you want to edit. 3. When the New Requisitions window appears, you can fill in document and primary vendor information. Or, skip the vendor information for now, and click the Details tab to start entering item information immediately. If you choose the Details tab when adding a new requisition, the program automatically displays the Line Detail screen, so you can add the first item. Click the tabs above for information on all purchase order fields. To edit an existing purchase requisition: Select (highlight) an existing requisition in the grid and click Edit Req (ALT- E) to edit that requisition. To approve a purchase requisition: Highlight the purchase requisition that you want to approve, and click the Approve button. User Guide Page 23

36 Add/Modify Requisitions You cannot use requisitions unless: You have security access to the Requisitions screen. The Use Requisitions option on the RunTime Variables 1 tab of the Company Profile has been selected for your POA system. You can customize access to Purchase Orders screens by selecting File > Security > Groups, selecting a group, and changing the options on the Forms tab of the Group Details screen. For information on adding or removing columns on POA screens, see Personalizing Purchase Orders Screens. For help on the Purchase Requisitions fields, see POA Transaction Entry - Header Tab or POA Transaction Entry - Details Tab. Requisition Numbers Every requisition must have a unique number to identify it in the system. The program will not allow you to use the same number for more than one requisition, and you cannot change the requisition number once the requisition is posted. Document numbering is usually determined by the Auto Numbering Options. The number is assigned to requisitions and orders when you post them. Even if you are using the autonumbering features, you can override the programassigned number when you post the document. Before you begin entering Purchase Orders, use the Order Receipts Defaults tab in the Company Profile to add default entries to speed up the data entry process. For more information on the approval process, see Approve Requisitions. Requisition screens and fields For descriptions of all of the screens and fields that you fill in to create or edit a requisition, see: Purchase Order Transaction Tabs and Fields The Header Tab The Details Tab Bill-To / Ship-To Tab Total Tab View Tab Data Flow Tab Processing Options Page 24 Purchase Orders for Adagio

37 Approve Requisitions See also: Autogenerate Orders From Inventory Control Autogenerate Orders From Order Entry Approve Requisitions Personalizing Purchase Orders Screens Approve Requisitions You use the Approve button on the Documents grid to create new purchase orders from the requisitions that you have entered. Note: You can create more than one purchase order from a requisition by using the Approve button, changing the requisition (for example, adding a new line), and then clicking the Approve button again. If you need to change a requisition after getting approval, you should delete the PO that you created, change the requisition, and then approve again. Requisitions are optional in Purchase Orders. You can enter purchase orders with or without creating a requisition first. To approve an existing purchase requisition: 1. Choose Requisitions or POs/Receipts from the Purchase Orders Toolbar. 2. Highlight the purchase requisition that you want to approve (on the Requisitions tab). 3. Click the Approve button. 4. Confirm that you want to create a new purchase order from the requisition. User Guide Page 25

38 Add/Modify Purchase Orders 5. Accept or change the new purchase order number. PO will display the next number in the autonumbering sequence if you use autonumbering. You can change the number if the edit option is turned on. Add/Modify Purchase Orders To start a new purchase order: 1. Choose the POs/Receipts button from the Purchase Orders Tool bar or choose POs/Receipts from the Edit/View menu. 2. With the PO tab selected on the Documents grid, click the New PO button (ALT- N). To edit an existing PO, double-click the PO that you want to edit. 3. When the New Purchase Order window appears, you can fill in document information and primary vendor information. Or, skip the vendor information for now, and click the Details tab to start entering item information immediately. Page 26 Purchase Orders for Adagio

39 Add/Modify Purchase Orders If you choose the Details tab when adding a new PO, the program automatically displays the Line Detail screen, so you can add the first item. Click the tabs above for information on all purchase order fields. To edit an existing purchase order: Select (highlight) an existing order in the grid and click Edit PO (ALT-E) to edit that order. You can customize Purchase Order Entry by selecting File > Security > Groups, selecting a group, and changing the options on the Forms tab of the Group Details screen. For information on adding or removing columns on POA screens, see Personalizing Purchase Orders Screens. For help on the Purchase Orders fields, see POA Transaction Entry - Header Tab or POA Transaction Entry - Details Tab. Order Numbers Every order must have a unique number to identify it in the system. The program will not allow you to use the same number for more than one order, and you cannot change the order number once the order is posted. Order numbering is usually determined by the Auto Numbering Options. The number is assigned to the order when you post it. Even if you are using the autonumbering features, you can override the programassigned number when you post the order. Before you begin entering Purchase Orders, use the Order Receipts Defaults tab in the Company Profile to add default entries to speed up the data entry process. Purchase Orders screens and fields For descriptions of all of the screens and fields that you fill in to create or edit a purchase order, see: Purchase Order Transaction Tabs and Fields The Header Tab The Details Tab Bill-To / Ship-To Tab Total Tab View Tab Data Flow Tab Processing Options User Guide Page 27

40 Autogenerate Orders From Inventory Control See also: Autogenerate Orders From Inventory Control Autogenerate Orders From Order Entry Approve Requisitions Personalizing Purchase Orders Screens Autogenerate Orders From Inventory Control Automatically generate purchase orders from Inventory Control based on re-order minimum, maximum levels entered in Inventory Control. Purchase Orders for Adagio creates PO's for vendors as defined in the Inventory Control Master record. The system cannot generate if no vendor is present in the Item Master file. To begin, select Process > Auto generate from the main menu. Generate from: you can choose Inventory Control or Order Entry. Run date: will default to the current system date. You can revise as necessary. Select all Vendors: all vendors will be displayed in the grid; you can select them one at a time or use this check box to select all vendors. Items: you can select one Item or a range of Items. Categories: you can select one Category or a range of Categories. Page 28 Purchase Orders for Adagio

41 Autogenerate Orders From Inventory Control Include: do you want to order from the Primary or Secondary Vendor, as defined in Inventory Control. Use quantity: choose to use either the re-order quantity defined in Inventory Control or the calculated quantity as follows, for the comparative quantity: Qty on hand - Qty on Sales Order + Qty on PO Order items: choose whether to order only items below minimum stock levels, below maximum stock levels, or all items. Order quantity: choose whether you want the order quantity to be up to the minimum, up to the maximum or to go above the maximum. Processing Options Generate Click on Generate and you attempt to generate Purchase Orders that match your criteria. If no matches are found to your defined criteria, the message No order lines were generated appears, otherwise the items that meet the defined criteria will be displayed as follows: A new check box appears on the screen, titled Select all items. Here, you can individually select those items that you wish to order or tick the checkbox to select all items. Double-clicking on a line item will open a window that allows you to edit or check the following information: User Guide Page 29

42 Autogenerate Orders From Inventory Control Returning to auto-generated items screen, your options are: Cancel, to exit out of the Auto generate function to go Back to the previous screen and change criteria to try again. Delete selected line items that you do not want to order. Save the generated information for use at another time. Create PO, which will begin the generation of the PO(s) for the selected item(s) Here you will need to fill in fields as required for your Purchase Order. Page 30 Purchase Orders for Adagio

43 Autogenerate Orders From Inventory Control PO Number Order Info If you have chosen to manually generate PO numbers, the PO number field will be blank and you must enter one. If you have chosen to autonumber with edit capability, you will be able to change the information in the PO number field and it will be saved exactly as you type it, unless the number already exists. If you have chosen to autonumber your PO's without edit capability, the information in the PO number field will not be editable. See also Auto Numbering Options and Order Receipts Default. Reference: (optional) You can enter, for example, a requisition number, etc. Order Date : (required) The order date is the date on which you are ordering the product. You can enter numbers only. The date defaults to your system date. You may also click on the calendar icon to the right of the field or press the down-arrow key to select your date from a Calendar display. Expected Receipt: (optional)the expected receipt date is the date you expect for the goods to arrive. If you enter an Expected Receipt date on the header tab it will be used as the default Receipt date for the line items on the detail tab. Even if you don't know the exact expected date, you should estimate the date so that you can track late purchase orders. The Expected Receipt date defaults to all line items, but can be defined for each line item as well. Ship-via Code: (optional) Clicking on the binoculars to the right of the field or pressing the down arrow key or F5 will display a list of predefined shipping methods as entered in the ship-via table. You may select a method from this list, type in a shipping method, or leave blank. FOB (Free on board) point: (optional) The order is shipped as far as the FOB point at no cost to the customer. FOB is optional but is normally defined as Vendor Warehouse Location: (required) Locations link to the Inventory Location or location can be a warehouse, city, storeroom or other branch location for sundry items. Clicking on the binoculars to the right of the field or pressing the down arrow key or F5 will display a list of location as defined in the Inventory Control module. User Guide Page 31

44 Autogenerate Orders From Inventory Control Vendor Info Description: (optional) The information entered here can display in the default grid of the Main PO documents window. Comment: (optional) Use this field to provide additional information that pertains to the entire Order. 2 lines available. Terms: (required) Enter the terms code that applies to the order If you select an AP vendor, the program defaults the terms code and description from the Accounts Payable vendor record. You can enter a different code or press F5 to select a code from the Finder list. The code must be defined in Accounts Payable. If you select a Sundry vendor, the program automatically enters the terms code and description from the Sundry vendor record created in Purchase Orders. see also Sundry Vendors Reference: (optional) One use might be to record the vendor's order confirmation number. Tax Group: (required) This code specifies which tax tables the program will use to calculate taxes. If you use Accounts Payable, the program automatically enters the tax group code and description from the Vendor record in AP. If you use Sundry vendors, the program automatically enters the tax group code and description from the Sundry Vendor record. Tax Status: (required) This will default to the tax status as defined in the Vendor record and can be overridden as required. Tax Status codes are pre-defined in the tax tables. Price List: (optional) If you choose to use Inventory Control Alternate price lists, select the price list code you want to use for this vendor. Remit: (optional) Remit details can be entered and printed on forms. Comment: (optional) Use this field to provide additional information to the vendor, such as special instructions for the order. Currency: (required) For multicurrency accounting you can override the default currency code from the Vendor record in Accounts Payable or Sundry Vendors. For single currency installations, you cannot edit this field and the currency defaults from Accounts Payable Vendor files. Exchange: (required) This field will default to the exchange rate associated with the currency code and rate type selected for this vendor on the date of the document being created. For multicurrency accounting, you can override the exchange rate. For single currency installations, you cannot edit this field. Page 32 Purchase Orders for Adagio

45 Autogenerate Orders From Order Entry Rate Type: (required) For multicurrency, you can override the default rate type for this vendor. For single currency installations, you cannot edit this field. Normally, you should not have to enter any details in this vendor section if your configuration is setup properly in Company Profile. After you autogenerate the order, you can still add up to ten vendors on one order. To change vendors, click on the Change vend button. All subsequent line details will be assigned to this new vendor. See Add/Modify/Delete Orders for details. Autogenerate Orders From Order Entry Use this function to generate purchase orders from Order Entry, based on the criteria specified. When auto-generating from Order Entry, Purchase Orders also checks the inventory levels in Inventory Control. To begin, select Process > Auto generate from the main menu. Generate from: you can choose Order Entry or Inventory Control.. Run date: will default to the current system date. Select all Vendors: all vendors will be displayed in the grid; you can select them one at a time or use this check box to select all vendors. Order number: you can select a single OE order or a range of orders. Expected ship dates: you can select a single OE Expected Ship date or a range of ship dates; this assumes that you are filling in the Expected ship dates on your OE orders. User Guide Page 33

46 Autogenerate Orders From Order Entry Include as receipt date: checking this box will copy the expected ship date in the OE order into the Receipt date field on the PO. Items: you can select one Item or a range of Items. Categories: you can select one Category or a range of Categories. Include: do you want to order from the Primary or Secondary Vendor, as defined in Inventory Control. Use quantity: choose to use either the re-order quantity defined in Inventory Control or the calculated quantity as follows, for the comparative quantity: Qty on hand - Qty on Sales Order + Qty on PO. Order items: choose whether to order only items below minimum stock levels, below maximum stock levels, or all items. Order quantity: choose whether you want the order quantity to be up to the minimum, up to the maximum or to go above the maximum. Consolidate items: if not selected, each OE order for the same part will generate a new line item on the PO with a reference to the OE Order number for each line; if selected, each item will only appear on the PO once with a consolidated total quantity and will not include a reference to the OE order number(s). Processing Options Generate Click on Generate and you attempt to generate Purchase Orders that match your criteria. If no matches are found to your defined criteria, the message No order lines were generated appears, otherwise the items that meet the defined criteria will be displayed as follows: Page 34 Purchase Orders for Adagio

47 Autogenerate Orders From Order Entry A new check box appears on the screen, titled Select all items. Here, you can individually select those items that you wish to order or tick the checkbox to select all items. Double-clicking on a line item will open a window that allows you to edit or check the following information: Returning to auto-generated items screen, your options are: Cancel, to exit out of the Auto generate function to go Back to the previous screen and change criteria to try again. Delete selected line items that you do not want to order. Save the generated information for use at another time. Create PO, which will begin the generation of the PO(s) for the selected item(s). User Guide Page 35

48 Autogenerate Orders From Order Entry PO Number Order Info If you have chosen to manually generate PO numbers, the PO number field will be blank and you must enter one. If you have chosen to autonumber with edit capability, you will be able to change the information in the PO number field and it will be saved exactly as you type it, unless the number already exists. If you have chosen to autonumber your PO's without edit capability, the information in the PO number field will not be editable. See also Auto Numbering Options and Order Receipts Default. Reference: (optional) You can enter, for example, a requisition number, etc. Order Date : (required) The order date is the date on which you are ordering the product. You can enter numbers only. The date defaults to your system date. You Page 36 Purchase Orders for Adagio

49 Autogenerate Orders From Order Entry Vendor Info may also click on the calendar icon to the right of the field or press the down-arrow key to select your date from a Calendar display. Expected Receipt: (optional)the expected receipt date is the date you expect for the goods to arrive. If you enter an Expected Receipt date on the header tab it will be used as the default Receipt date for the line items on the detail tab. Even if you don't know the exact expected date, you should estimate the date so that you can track late purchase orders. The Expected Receipt date defaults to all line items, but can be defined for each line item as well. Ship-via Code: (optional) Clicking on the binoculars to the right of the field or pressing the down arrow key or F5 will display a list of predefined shipping methods as entered in the ship-via table. You may select a method from this list, type in a shipping method, or leave blank. FOB (Free on board) point: (optional) The order is shipped as far as the FOB point at no cost to the customer. FOB is optional but is normally defined as Vendor Warehouse Location: (required) Locations link to the Inventory Location or location can be a warehouse, city, storeroom or other branch location for sundry items. Clicking on the binoculars to the right of the field or pressing the down arrow key or F5 will display a list of location as defined in the Inventory Control module. Description: (optional) The information entered here can display in the default grid of the Main PO documents window. Comment: (optional) Use this field to provide additional information that pertains to the entire Order. 2 lines available. Terms: (required) Enter the terms code that applies to the order If you select an AP vendor, the program defaults the terms code and description from the Accounts Payable vendor record. You can enter a different code or press F5 to select a code from the Finder list. The code must be defined in Accounts Payable. If you select a Sundry vendor, the program automatically enters the terms code and description from the Sundry vendor record created in Purchase Orders. See also Sundry Vendors. Reference: (optional) One use might be to record the vendor's order confirmation number. User Guide Page 37

50 Autogenerate Orders From Order Entry Tax Group: (required) This code specifies which tax tables the program will use to calculate taxes. If you use Accounts Payable, the program automatically enters the tax group code and description from the Vendor record in AP. If you use Sundry vendors, the program automatically enters the tax group code and description from the Sundry Vendor record. Tax Status: (required) This will default to the tax status as defined in the Vendor record and can be overridden as required. Tax Status codes are pre-defined in the tax tables. Price List: (optional) If you choose to use Inventory Control Alternate price lists, select the price list code you want to use for this vendor. Remit: (optional) Remit details can be entered and printed on forms. Comment: (optional) Use this field to provide additional information to the vendor, such as special instructions for the order. Currency: (required) For multicurrency accounting you can override the default currency code from the Vendor record in Accounts Payable or Sundry Vendors. For single currency installations, you cannot edit this field and the currency defaults from Accounts Payable Vendor files. Exchange: (required) This field will default to the exchange rate associated with the currency code and rate type selected for this vendor on the date of the document being created. For multicurrency accounting, you can override the exchange rate. For single currency installations, you cannot edit this field. Rate Type: (required) For multicurrency, you can override the default rate type for this vendor. For single currency installations, you cannot edit this field. Normally, you should not have to enter any details in this vendor section if your configuration is setup properly in Company Profile. After you autogenerate the order, you can still add up to ten vendors on one order. To change vendors, click on the Change vend button. All subsequent line details will be assigned to this new vendor. See Add/Modify/Delete Orders for details. Using Standing Orders A standing order will not update Inventory Control until you make it an active order. If you are in the middle of entering an order and are interrupted, you can save the order as a Standing order. You can then recall the order and add items or change prices or simply review for completeness before you change it to an active order. Before you can use this function, you must turn it on in the Company Profile. See RunTime Variables 1. Page 38 Purchase Orders for Adagio

51 Processing Receipts Note: When you save an order as a Standing Order, it doesn't change the original order quantities. When you recall the order and save it as an active order, you can add or change details on the new active order. Also -- if you want to copy the Purchase Order to another vendor (keep all of the details except for the primary vendor), you should use the Order Template feature instead of the Standing Order. Once enabled you will be given the following option when you Post a new PO, as the last step in creating the PO. To create an Active order from a Standing Order, open or edit the Standing Order and you will receive the following prompt: If you create a new PO from the Standing Order, all the content details will be copied to the new PO. Processing Receipts To start a new receipt: 1. Choose the POs/Receipts button from the Purchase Orders Tool bar or choose POs/Receipts from the Edit/View menu. 2. Choose the PO tab on the Documents grid, highlight the purchase order that you want to receive, and click the Receipt button (ALT-P). Note: Double-clicking on the PO opens that PO in Edit mode. User Guide Page 39

52 Processing Receipts If you are receiving goods without a purchase order, see Adding a Quick Receipt. Partially received POs appear in green on the Documents grid. To create another receipt for the same PO, highlight the PO line, and click the Receipt button. To view an existing receipt, choose the Rcpts - Primary Vendors or Rcpts - Secondary Vendors tab, highlight the receipt you want to view, and click the View Rcpt button. Choose Extended Mode at the top of the grid to be able to list documents in Doc # order, Vend # order, etc. by clicking on the column heading. You cannot edit a posted receipt. And you cannot receive goods for a completed Purchase Order (highlighted in yellow). 3. When the New Receipt window appears, you should first review the document and primary vendor information to make sure that it is still correct. 4. If your receipt is for items on more than 1 PO: Click the Combined Receipt button at the bottom of the Header tab. Double-click the additional PO for which you want to receive items. Click the Combined Receipt button again and select a PO if you are receiving items from a third PO. Page 40 Purchase Orders for Adagio

53 Processing Receipts 5. When you are finished with the Header tab, click the Details tab to start entering receipt quantities. Click the tabs in the following screen for information on all purchase order fields. 6. On the Details tab: Double-click items from the PO(s) that you are receiving. Enter the quantity received on the detail entry form. Make sure that you check the unit of measure! Purchase Orders lets you receive goods in any unit of measure that you use -- even if you specified a different unit on the purchase order. You can also update the unit price if you know it at this point. You can choose the Receive All button to receive all goods on the PO, and then delete lines that were not in the shipment and edit lines which were only partially received. All outstanding PO items will appear again on the next receipt that you create from this PO. You can use the Find button to search for items on a long document. 7. On the Total tab: You must enter the vendor document number on the Total tab. You can choose whether the document is a Delivery Note (packing slip) or an invoice. If it's a delivery note, you will enter the invoice later when it arrives. If it's an invoice document, PO will create the invoice when you post the receipt and add it to the Accounts Payable batch when you run Day End Processing. To receive more goods from a partially received purchase order: On the PO tab of the Documents Grid, select (highlight) an existing purchase order that is partially received, and click the Receipt button (ALT-P) to receive more items. User Guide Page 41

54 Processing Receipts Partially received purchase orders are highlight in green, and the total value column indicates the value of items that have not yet been received. (Completed POs have a 0.00 residual value.) To edit or adjust an existing receipt: You cannot add new items to an existing receipt; however, you can add miscellaneous charges and you can adjust costs and quantities. On the Documents Grid, select the Rcpts - Primary Vendors tab or the Rcpts - All Vendors tab depending on whether you are looking up receipts for a primary or secondary vendor. Double-click the existing receipt in the grid to which you want to add a charge or adjust or highlight the receipt and click the Inv/Adj button. To return goods that you received: On the Documents Grid, select the Rcpts - Primary Vendors tab or the Rcpts - All Vendors tab depending on whether you are looking up receipts for a primary or secondary vendor. Highlight the receipt you want and click the Return button. See Processing Returns. Customizing receipt entry You can customize Receipt Entry by selecting File > Security > Groups, selecting a group, and changing the options on the Forms tab of the Group Details screen. For information on adding or removing columns on POA screens, see Personalizing Purchase Orders Screens. For help on the Receipt entry fields, see POA Transaction Entry - Header Tab or POA Transaction Entry - Details Tab. Entering serial numbers on a receipt You can enter up to 5 serial numbers, maximum 15 characters each, for your IC or Sundry Items, if the item has serial numbers assigned in the item profile. From the Details tab, right-click on the line item and select Serial Number (CTRL-N). Page 42 Purchase Orders for Adagio

55 Processing Receipts Select OK to copy this information into the Purchase Order document or select Cancel to return to the PO details tab without copying the information. The Serial Number will be displayed on it's own line (SRL) immediately following the line item that it was launched from. Using the Receipt Total tab This tab displays all of the totals for each vendor (primary and secondary) on the receipt. Note that you can process the receipt as a delivery note (packing slip) or as an invoice. The default setting depends on options in the Company Profile, but you can change this setting before posting. This setting is very important and is a common cause for integration issues. Generally, do not post the receipt as an invoice unless you are completing the PO and received an invoice with the shipment that includes all primary vendor costs. If you will be invoiced later, post the receipt information as a delivery note. The totals tab has the following sections: Totals Vendors on this Document Totals and Tax Information User Guide Page 43

56 Processing Receipts Total Payable Processing Buttons Sub forms for Include Tax and Pick-up Details. Receipt totals section This section is for display only. It displays the total Weight of the receipted line items based upon the weight in the Inventory or Sundry ltems tables times the units of items received on this receipt form. The number of line items, number of vendors, and the total costs in home currency for all vendors of all line items and miscellaneous charges is displayed. Vendors on this document This section displays the summary subtotals of each vendor on the Receipt, with vendor attributes, being vendor number, type of vendor, vendor name, amount in source currency, applicable tax on the receipt based upon company profile configuration, and the code of currency source. Make sure that you choose the correct option for the Vendor document type. If you select Invoice, the system will assume that the Delivery Note is the final invoice and will post it to Accounts Payable. See also RunTime Variables 2. Page 44 Purchase Orders for Adagio

57 Add a Quick Receipt Notes: If you select not to post delivery notes to A/P in the Profile, you will not be able to process a Return against this Receipt until an Invoice/Adjustment has been entered. Taxes will not be displayed for a Receipt unless the Vendor document type is Invoice. If Invoice is selected and the Tax amount is not being calculated correctly, refer to Add/Modify/Delete Orders for information on adjusting taxes. Posting the receipt Posting the Receipt will update the Purchase Orders data files. IC Item On Hand and On PO quantity will be adjusted by the quantity of goods received. IC Item cost buckets will be increased for the value of the item received. Once a Receipt is posted, it cannot be changed. Tip: If you need to receive more items, you should process a second receipt, and then combine the two receipts into the Invoice. If you received too many items, you will have to return the items not actually received. Receipts screens and fields For descriptions of all of the screens and fields that you fill in to create or edit a receipt, see: Purchase Order Transaction Tabs and Fields The Header Tab The Details Tab Bill-To / Ship-To Tab Total Tab View Tab Data Flow Tab Processing Options Add a Quick Receipt A Quick Receipt is used to process goods that were not ordered using a Purchase Order. For example, you might use Quick Receipts to account for office supplies or coffee/milk deliveries for company lunchrooms. User Guide Page 45

58 Add a Quick Receipt If you are receiving goods that were ordered from a purchase order, see Processing Receipts. To add a quick receipt: 1. Choose the POs/Receipts button from the Purchase Orders Tool bar or choose POs/Receipts from the Edit/View menu. 2. Choose the PO tab on the Documents grid, and click the Quick Receipt button (ALT-Q). To view an existing receipt, choose the Rcpts - Primary Vendors or Rcpts - Secondary Vendors tab, highlight the receipt you want to view, and click the View Rcpt button. You cannot edit a posted receipt. And you cannot receive goods for a completed Purchase Order (highlighted in yellow). 3. When the New Receipt window appears, you can fill in document information and primary vendor information. Vendor code and Location code are the only two mandatory fields. Or, skip the vendor information for now, and click the Details tab to start entering item information immediately. (Click the tab headings on the following screen for information on tab fields.) Page 46 Purchase Orders for Adagio

59 Processing Invoices and Cost Adjustments If you choose the Details tab when adding a new quick receipt, the program automatically displays the Line Detail screen, so you can add the first item. Filling in a quick receipt is similar to filling in a purchase order except that you add received quantities instead of ordered ones. For complete information on all of the document entry fields,,see POA Transaction Entry - Header Tab, POA Transaction Entry - Details Tab. For more information on creating receipts, see Processing Receipts. Receipts screens and fields For descriptions of all of the screens and fields that you fill in to create or edit a receipt, see: Purchase Order Transaction Tabs and Fields The Header Tab The Details Tab Bill-To / Ship-To Tab Total Tab View Tab Data Flow Tab Processing Options Processing Invoices and Cost Adjustments To create an invoice or a cost adjustment: 1. Click the Inv/Adjust/Rtns icon on the main toolbar (CTRL-A) or select Inv/Adjust/Rtns from the Edit/View menu. The Documents grid will open to the Rcpts - Primary Vendor tab. The Receipts - Primary Vendor tab displays only the primary vendor information for each Receipt. Choose Extended Mode at the top of the grid to be able to list documents in Doc # order, Vend # order, Order Date, Rcpt Date, etc. User Guide Page 47

60 Processing Invoices and Cost Adjustments Rcpts - primary vendors Tab 2. If you are looking for a receipt for a secondary vendor, use the Rcpts - All Vendors tab. This screen lists each vendor on a Receipt. (See example below with three vendors for RC ) Rcpts - all vendors Tab 3. Double-click the Receipt you want to begin processing an Invoice / Cost Adjustment, or highlight the Receipt and click the Inv/Adj button. Page 48 Purchase Orders for Adagio

61 Processing Invoices and Cost Adjustments Inv/Adj Header Tab Confirm the information on the Header Screen. The layout of the screens and the functionality is the same as for processing purchase orders and receipts. Click the Combined Inv/Adj button to choose additional receipts if you are invoicing or adjusting details from more than one receipt. For help on the Header tab fields, see POA Transaction Entry - Header Tab. Inv/Adj Details Tab You review/edit Vendor information and Line Item details on the Details tab. For help on the Detail tab fields, see POA Transaction Entry - Details Tab. You move through the items with the up and down arrow key and press Enter to edit the selected line, or you can double-click the specific line that requires editing. User Guide Page 49

62 Processing Invoices and Cost Adjustments Inv/Adj Total Tab You cannot add new lines at the time of Invoicing. Tip: If you require additional lines, you should create a second receipt (regular or quick receipt) and then compound these two receipts into one Invoice. See How to Invoice 2 Receipts together. You review your Invoice total information on this tab. Also, you must enter a document number here before you can post the invoice. For help on the Total tab fields, see POA Transaction Entry - Total Tab. If you have more than one vendor on the Receipt, they will be listed in the Vendors on this document section of the screen. Clicking on a vendor in this section will display total information for that vendor at the bottom of the screen. The amount in the lower left of the screen is the amount that will be transferred to Accounts Payable as the invoice amount. Note: If your taxes are not being calculated properly, review the Tax Group and tax statuses defined for the Vendor(s) on the order and the Item(s) on the order. This screen can also be used to help determine which line items are defined incorrectly, since it displays the tax calculations for each jurisdiction by line item. Page 50 Purchase Orders for Adagio

63 Processing Invoices and Cost Adjustments Tax Adjustment This function is generally used for rounding adjustments in the amount of tax being calculated at the time of the creating the order, and to reconcile or adjust the tax amount at the time of receipt or invoice. To start click on the TAX button on the Total Tab. To edit the taxes, you first select the line item to be adjusted and enter the revised tax dollar amount in the boxes at the bottom of the screen beside TaxJur. The first box represents Tax Jurisdiction number 1, etc. After entering the revised amount, click on the ACCEPT button to save the changes. You may then highlight another line and continue making changes or click on the CLOSE button to exit the screen. Note: If your taxes are not being calculated properly, review the Tax Group and tax statuses defined for the Vendor(s) on the order and the Item(s) on the order. This screen can also be used to help determine which line items are defined incorrectly, since it displays the tax calculations for each jurisdiction by line item. Posting the Invoice Posting the Invoice will save the record to the Purchase Orders data files and update the IC Item records for any costs that were revised from the original posting of the Receipt. No information is transferred to the Accounts Payable batch file until the DayEnd procedure is run. Once an Invoice is posted you cannot make changes to it. If a mistake was made, changes are made using a Cost Adjustment. A cost adjustment will flow to the Accounts Payable batch as a Debit note (cost increases) or a Credit Note (cost decreases). Invoice screens and fields For descriptions of all of the screens and fields that you fill in to create or edit a invoice, see: Purchase Order Transaction Tabs and Fields User Guide Page 51

64 Processing Returns The Header Tab The Details Tab Bill-To / Ship-To Tab Total Tab View Tab Data Flow Tab Processing Options Processing Returns Returns are applied to receipts, and can be either physical returns of items to vendors, or cost credits against items (for example, for damage claims). If you do not need to track the return information by PO or by the original receipt, you can add a quick return. To enter a return for received goods: 1. Choose Inv/Adjust/Rtns from the POA toolbar. 2. Choose either the Rcpts - Primary Vendors or the Rcpts - All Vendors document tab, depending on whether you are looking up receipts by primary or secondary vendor. 3. Highlight the Receipt to be used and select Returns (ALT-U). Page 52 Purchase Orders for Adagio

65 Processing Returns Return Header Tab Return Details Tab The Header tab screen is the same as for all other documents. Default information on this screen comes from the receipt that you selected, and you can add a reference, description and comment for the return. If this return includes items from other receipts, click the Combined Return button to add lines from other documents to the Details tab. For information on all Header tab fields, see POA Transaction Entry - Header Tab. All detail lines from the selected receipt will appear on the Details tab. Double-click the line to be returned or highlight the line and select Edit line (ALT-E). For information on all Detail tab fields, see POA Transaction Entry - Details Tab. User Guide Page 53

66 Processing Returns Line Detail screen Enter the unit price and the quantity being returned. Ensure that the Returned check box beside the returned quantity is set to on. If you use multiple locations, be sure to verify the location that the goods will be returned from. If you have not yet processed an Invoice for this Receipt, the extended amount will not be calculated. When you attempt to Post the document, you will receive the following warning message: Page 54 Purchase Orders for Adagio

67 Processing Returns Return Total Tab If you choose to continue, your item cost will have to be adjusted manually. The alternative is to process the Invoice for this Delivery Note before processing the Return. Posting the Return You must enter a Vendor document number on the Total tab. This might be a Return Authorization number, an internal Debit Note number or a Credit Note number from the Vendor. This number will become the reference number used for the credit in Account Payable. For information on all Total tab fields, see POA Transaction Entry - Total Tab. See also RunTime Variables 1 for information on separating Returns in the AP batch. Several of the tabs have an active POST button (top right), which saves the Return and updates the On Hand quantities and costs in Inventory Control. User Guide Page 55

68 Add a Quick Return Note: Once a Return is posted, it cannot be modified. If you have chosen to manually generate Return numbers, the Return number field will be blank, and you must enter a return number. If you have chosen to autonumber with edit capability, you will be able to change the information in the Return number field and it will be saved exactly as you type it, unless the number already exists. If you have chosen to autonumber your Returns without edit capability, you will not be able to change the Return number. See also Auto Numbering Options and Order Receipts Default. Return screens and fields For descriptions of all of the screens and fields that you fill in to create or edit a return, see: Purchase Order Transaction Tabs and Fields The Header Tab The Details Tab Bill-To / Ship-To Tab Total Tab View Tab Data Flow Tab Processing Options Add a Quick Return You can use a Quick Return if you do not need to track the return information by PO or by the original receipt. If you need to track the return information by PO or by the original receipt, see Processing Returns. To add a standard return, you select the receipt document with the items that you want to return, and click the Return button. To enter a quick return for received goods: 1. Choose Inv/Adjust/Rtns from the POA toolbar. Page 56 Purchase Orders for Adagio

69 Add a Quick Return 2. Click the Quick Return button. 3. When the New Return screen appears, you can fill in document information, the Vendor code, and Locationprimary vendor information. Or, you can skip the vendor and location information on the Header screen, and click the Details tab to enter it there. If you choose the Details tab when adding a new Quick Return, the program automatically displays the Line Detail screen, so you can add the first item. Filling in a quick return is similar to filling in a purchase order, because all fields are blank you have to fill normal return except that purchase order except that you add received quantities instead of ordered ones. For complete information on all of the document entry fields,,see POA Transaction Entry - Header Tab, POA Transaction Entry - Details Tab. For more information on adding returns,see Processing Returns. Quick Return Header Tab Quick Return Detail Tab The Header screen is the same as for a regular Return, except that the system does not provide default entries for the Vendor code and Location code. If you add Detail lines first, the program will fill in the vendor and location information from the first detail line. The Detail screen is the same as a regular Return, except you must supply all of the Item detail information. Double-click the New Line in the grid to start a new return item detail line. User Guide Page 57

70 Add a Quick Return Quick Return Total Tab When you first choose the Details tab, the program automatically displays the Line Detail screen, so you can add the first item. You must enter a Vendor document number on the Total tab. This might be a Return Authorization number, an internal Debit Note number or a Credit Note number from the Vendor. This number will become the reference number in Account Payable. With a Quick Return there is no requirement that the item already be invoiced, so when you select Post, the Post document window will appear. Page 58 Purchase Orders for Adagio

71 Day End Processing If you have chosen to manually generate Return numbers, the Return number field will be blank and you must enter a new number. If you have chosen to autonumber with edit capability, you will be able to change the information in the Return number field and it will be saved exactly as you type it, unless the number already exists. If you have chosen to autonumber your Returns without edit capability, you will not be able to change the Return number. See also Auto Numbering Options and Order Receipts Default. Return screens and fields For descriptions of all of the screens and fields that you fill in to create or edit a return, see: Purchase Order Transaction Tabs and Fields The Header Tab The Details Tab Bill-To / Ship-To Tab Total Tab View Tab Data Flow Tab Processing Options Day End Processing What does it do? Day End Processing requires exclusive access to the database. This means that everyone else has to leave Purchase Orders before you can run Day End, and no once can use Purchase Orders until it has finished running. Day End Processing performs the following tasks: It updates item costs in Inventory, including the most recent cost and the landed cost. It sends any new invoices to AP as an invoice batch. User Guide Page 59

72 Day End Processing The invoice batch in AP should be posted as is. The invoice debits are to AP Clearing. If an invoice entry needs to be modified, it's usually because of a missed miscellaneous charge, in which case, you would not use the AP Clearing account, but rather an expense account. It creates a GL entry. The debits are to the Inventory account for inventory items and prorated charges, and to various accounts for non-prorated charges. The credits are to AP Clearing for AP Vendor amounts, and to various accounts for Sundry Vendor amounts. If updates estimates and quantities in Job Cost. The Day End function processes all Receipt, Invoice, Return and Adjustment documents that have been created since the last Day End was run. It updates other modules such as GL, AP, IC, and JC depending on which modules you have and on your Company Profile settings. Refer to Interface Options and Interface Posting Options for more information on these interfaces. The function requires exclusive access to the data files, and it will ask whether you want to print reports and clear data files. Plan to do End of Day processing when it will not interfere with Order Entry or Accounts payable processing. If you plan to run End of Day Processing jointly with Order Entry End of Day processing, you should run the Purchase Orders first, so that costs and quantities are update to the item master file, before costs are allocated to Cost of Sales. End of Day processing could have just as easily been called Start of Day processing. In fact, the start of day is a very good time to do this task because your entire system is normally backed during the previous night, and many businesses have time to begin this process if started as the first task in the morning. How to proceed Select the Day End icon from the Purchase Orders toolbar, or choose Day End Options > Day End from the Process menu. Page 60 Purchase Orders for Adagio

73 Day End Processing This screen displays a list of documents that will be processed by the Day End function. Select OK to continue or Close to exit without performing the Day End function. This is a warning message that tells you to ensure that you have a good backup copy of your data before proceeding with the Day End. You have the option of running the backup from this screen. If you select Yes, a Purchase Orders related data backup will begin. If you select No, the Day End will begin. Day End audit list When the Day End is complete, you will be asked if you wish to print the audit list. This is a cumulative report and is similar in nature to a posting journal. User Guide Page 61

74 Day End Processing If you say No, the data will continue to accumulate in the Day End file until printed and purged. If you select Yes, the Day End Audit List will be displayed in a Preview window. Print the report. You can accumulate the report but this will extend the time to complete the end of day processing. You can print the report by clicking on the printer icon on the top left of the screen. Whether you print the Day End Audit list or not, you will be asked if you wish to purge the Day End audit file. / The Day End Audit report is the only permanent record to show how information was created and posted in Purchase Orders. We recommend that you print them and keep them as you would a Posting Journal in the other Adagio modules. After printing the report, purge the file. Page 62 Purchase Orders for Adagio

75 Printing PO Documents Print/purge Item History Whether or not you print / purge the Day End audit report you will asked if you wish to purge the Item History information. If you answer yes, the detail Item history records will be purged based on the number of days specified in the Purchase Orders Profile. see also History and Tax Tracking for information on this Profile option. Purging the item history updates the Inventory History file and should be done daily. If you answer no, you will be returned to the Day End processing screen. A log of events has been created at the bottom of the screen as information only. Select Close to end the Day End processing function. Printing PO Documents There are several ways to print Purchase Orders documents (such as requisitions, POs, and receipts). User Guide Page 63

76 Printing PO Documents Direct printing after posting If you have turned on the Direct printing option for Orders in the Company Profile, the Document Print window will be displayed each time you post a requisition or purchase order. Refer to RunTime Variables 1 for more information on this Profile option. Right-click and choose Print from the document grid From the main Documents grid, right-click a requisition, order or receipt and select Print from the drop-down list. Page 64 Purchase Orders for Adagio

77 Backup / Restore Choosing the Documents screen from the POA toolbar or menu From the POA toolbar, click the Documents icon or choose Process > Reports/Documents > Documents from the POA menu. The following Print Documents window will appear: You can select the document type. The list below will display all documents of that type. Highlight the document you wish to print and select either Preview or Print. Select Printer setup to choose the Windows printer you wish to print to and choose other printer settings that are available. The colored boxes on the lower right are display filters. Right-click on a colored box (X appears) to remove documents with that status from the display grid. Backup / Restore The Day End function in Purchase Orders processes a lot of data and updates information in other modules. Any network anomaly, such as a power fluctuation, can affect the integrity of the process. For this reason, we recommend that you backup before running the Day End routine. The Backup function makes a.zip copy of your data. You will require a copy of Winzip or equivalent program to be installed on the desktop machine running the Backup. User Guide Page 65

78 Backup / Restore From the main menu, select File > Backup and Restore. Dataset to back up: Complete dataset - this option will back up all data files with the same file extension as the current dataset. Related dataset - this option will back up all data files from modules that directly interact with Purchase Orders and have the same file extension as the current dataset. Purchase Orders only - this options will back up only those data files specific to the Purchase Orders program. Back up directory: Use the folder button at the end of the field to browse to the folder where you would like to store your Backup dataset. Back up options: The standard prefix for the backup data set is BK, however you may change this is you prefer something different. The next sequence number determines what number will be assigned to the backup dataset. Back up comment: You can enter up to 30 characters as a notation to your backup dataset. If the backup is run from the Day End routine this comment will be set by the program. The bottom of the screen displays all backup datasets that exist in the folder selected as the back up directory above. This grid can be sorted by any of the 3 columns shown. The View contents button displays a list of all files included in the highlighted backup set. Page 66 Purchase Orders for Adagio

79 Archiving Documents The Delete button deletes the highlighted backup set from the backup directory. Archiving Documents Before you archive documents, make sure that the settings in Profile > History and Tax Information are correct. Refer to History and Tax Tracking for more information on these fields. Using the Archive function To start the Archive function, select Tools > Archive Documents from the Purchase Orders menu. Click on the Archive button to begin the process. Only a complete set of documents that are older than the specified number of days will be moved to history. A complete set of documents begins with a PO in completed status and ends with an Invoice. All documents related to the original PO User Guide Page 67

80 Archiving Documents will be moved as a group. If you are not using the Invoice function, nothing will be moved to history. Depending on the volume of data contained in your current information and the speed of your network, this process could take from 10 to 90 minutes. Archived data is available for viewing from the History icon on the main toolbar. Tip: The more information you keep in the current section, the slower your daily processing speed will be. Purging archived data from history 1. Select the History icon from the main toolbar (ALT-H). 2. Click the Purge button to open the Purge Archived Documents window. Page 68 Purchase Orders for Adagio

81 Archiving Documents The default Purge Settings at the top of the screen come from the Company Profile > History and Tax Information tab. You can change these settings as required. Reset Days to Company Profile Default will reset all the Purge settings back to the values set in the Company Profile. Click the Purge button to begin purging documents from your history files. Once an item has been purged from history, it is gone and is not available for viewing anywhere in the program. User Guide Page 69

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83 Chapter 3 Looking Up Information Looking Up Documents and Item Information Use the Inquiries screen to: Look up current POs, receipts, returns, invoices, and adjustments. Use the History function to look up archived documents. View item purchasing history. View purchase orders by vendor. Print current documents. To view current documents: 1. Choose the Inquiries button from the Purchase Orders toolbar or choose Inquiries from the Edit/View menu. 2. Choose the type of document that you want to view using the tabs at the top of the Inquiries grid. Choose Extended Mode to sort documents in document number order, vendor number order, etc. by clicking on the column headings. Note that to sort the Inquiries Grid in vendor number order, you must add the Vendor # column to the PO, Receipt, Return and Invoice tabs. You can then choose Extended Mode and click the Vendor # column heading. User Guide Page 3 71

84 Looking Up Documents and Item Information To look up item purchasing history: 1. Choose the Inquiries button from the Purchase Orders toolbar or choose Inquiries from the Edit/View menu. 2. Click the Item History or Items Inq button. (Items Inquiry also provides purchase order information.) Page 3 72 Purchase Orders for Adagio

85 Viewing Archived Documents Choose the type of item (inventory or sundry item), and then choose the item number. Choose the type of document that you want to review. You can double-click the documents at the bottom of the screen to display all of the document details. To look up vendor information: Note that you can also sort the Inquiries Grid in Vendor # order by adding the Vendor # column to the PO, Receipt, Return and Invoice tabs, choosing Extended Mode, and clicking the Vendor # column heading. 1. Choose the Inquiries button from the Purchase Orders toolbar or choose Inquiries from the Edit/View menu. 2. Click the Vendor Inq button. The following screen appears: Print documents 3. Select AP Vendor or Sundry Vendor, enter or select the vendor number, and click OK to display the first PO for the vendor you selected. Highlight the document that you want, and click the Print button. Viewing Archived Documents Use the History screen to View, Print, Restore, Delete, and Purge archived documents. Use the Inquiries function to view current transactions. To view History: 1. Choose the History button from the Purchase Orders toolbar or choose History from the Edit/View menu. User Guide Page 3 73

86 Viewing Archived Documents 2. Choose the type of document that you want to view using the tabs at the top of the grid. Choose Extended Mode at the top of the grid to be able to list documents in Doc # order, Vend # order, etc. by clicking on the column headings. Print documents Highlight the document that you want and click the Print button. Restore transactions Choose the Restore button to move transactions and all associated documents back to your current documents file. Delete transactions Choose the Delete button to remove transactions and associated documents individually. Once you delete a transaction, you cannot retrieve or restore it. Purge documents from history Click the Purge button to open the Purge Archived Documents window. Page 3 74 Purchase Orders for Adagio

87 Viewing Archived Documents The default Purge Settings at the top of the screen come from the Company Profile > History and Tax Information tab. You can change these settings as required. Reset Days to Company Profile Default will reset all the Purge settings back to the values set in the Company Profile. Click the Purge button to begin purging documents from your history files. Once an item has been purged from history, it is gone and is not available for viewing anywhere in the program. User Guide Page 3 75

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89 Frequently Asked Questions Chapter 4 FAQs -- How do I... See the following topics for instructions on performing frequent PO tasks: How to Insert a Line on a PO How to Set Up Tax Tables for GST and PST How to Import Standard Comments How to Receive Two POs on One Receipt How to Invoice Two Receipts Together How to Process a Deposit with an Order Transaction How to Process a Prepaid Order Transaction How to Browse Orders by Vendor How to Import a Competitive Price List Understanding Clearing Accounts Adagio Job Cost Workaround Solution How to Insert a Line on a PO You have already entered several lines and realize that you missed a line and would like to insert it in place. Click on New Line (ALT-N). User Guide Page 77

90 How to Insert a Line on a PO Add your new line as you would any other and it will be displayed at the bottom of the list. Page 78 Purchase Orders for Adagio

91 How to Set Up GST and PST You can use standard Windows drag and drop to place the line item where you want it. The last step is to recalculate and store the revised line numbers. Don't forget to Post your changes. How to Set Up GST and PST In the Company Profile, you must first describe your tax statuses. These must be the same as defined in other Adagio Modules. User Guide Page 79

92 How to Set Up GST and PST To set up the tax groups: 1. Select Maintain > Tax Groups. 2. Select New (ALT+N). 3. Enter a Name and Description for your Tax Group. 4. Click on the binoculars beside Jurisdiction, and select Add New. Page 80 Purchase Orders for Adagio

93 How to Set Up GST and PST 5. Enter GST as the Jurisdiction name. 6. Costing method is Accounts Payable, and the GL debit account is your GST Input Tax Credit Account. 7. Click on the Tax Group 2 tab and enter the tax % for this jurisdiction in each tax status field. 8. When finished, click on OK to save the information for this jurisdiction. You will be returned to the Tax Group 1 tab, ready to create another jurisdiction. The next jurisdiction in this example is PST. User Guide Page 81

94 How to Import Standard Comments This time the costing method will be Both AP and IC if you want the value of Provincial Tax to be added to the cost of your inventory. Or you may select Accounts Payable, if you want all PST charged to a specific GL account. How to Import Standard Comments Refer to Maintaining Purchase Orders Master data ( Comments) for information on how to create standardized comments that can then be imported to any order. 1. Create the order Header and Details as usual. 2. On the details screen, add a comment line. 3. Double click on ***** NEW LINE ***** Page 82 Purchase Orders for Adagio

95 How to Receive 2 POs on one Receipt OR Highlight the ***** NEW LINE ***** and press the Enter key OR Click on the New line button OR ALT-N 4. Change the Detail Type to Comment by selecting it from the drop-down list or Typing a C in the field. 5. Tab out of the field which will take you to the Comments/Instructions field. Here you will enter the number sign followed by the shortcut you created in Maintain Comments (# + PO). When you TAB out of this field, your entry will be replaced by the comment string associated with this comment shortcut. Note: You must use the TAB key to make this work. How to Receive 2 POs on one Receipt 1. From the PO/Receipts screen, select the first PO to be received. User Guide Page 83

96 How to Receive 2 POs on one Receipt 2. Click on Receipt and Receive the line items as required for this receipt. 3. To bring in the second PO, go back to the header tab and click on the Compound Receipt button. 4. A popup window will appear; double-click on the next PO to be receipted. Page 84 Purchase Orders for Adagio

97 How to Receive 2 POs on one Receipt 5. Edit and receipt those items as required. Note that items from both Orders are displayed in the Document Details grid. This compounding step can be repeated as many times as necessary. When finished, go to the totals tab and process as usual. User Guide Page 85

98 How to Invoice 2 Receipts together How to Invoice 2 Receipts together 1. From the PO/Receipts screen, click on the Receipt tab. 2. Highlight the first Receipt to be invoiced and click on the Inv/Adj button. 3. Click on the Combined Inv/Adj button in the lower left corner of the window. Page 86 Purchase Orders for Adagio

99 How to Invoice 2 Receipts together 4. Double click on the next Receipt for this Invoice The Details Tab will now contain the line items from both Receipts. Complete the Invoice as usual. Note: This process can be repeated to combine an unlimited number of Receipts. User Guide Page 87

100 How to Process a Deposit with an Order Transaction How to Process a Deposit with an Order Transaction This method will work for all transactions where a payment of less than 100% is made prior to the goods arriving at the door. The PO is created normally using an AP Vendor. The deposit payment is recorded in AP as a Prepayment amount in a Manual check batch, as follows: Page 88 Purchase Orders for Adagio

101 How to Process a Deposit with an Order Transaction Click on Edit to maintain the payment information The Receipt and/or Invoice are processed in Purchase Orders using the same method as regular transactions. The result will be an Invoice Batch in AP for the total value of the goods plus any applicable taxes. The AP sub-ledger for this vendor is as follows: User Guide Page 89

102 How to Process Prepaid Order Transaction How to Process Prepaid Order Transaction Scenario: Purchasing from overseas where the terms are % deposit with order and balance of payment when shipped. This example assumes payment is made by Wire transfer, but payment by check or Letter of Credit would use the same methodology. Two new accounts will need to be created: PO Deposits (1250, in this example); this would be a Prepaid Account In-transit Inventory - US$ (1450, in this example); this would be an Inventory Account Note: Some lending institutions will provide partial financing for Inventory on the water. Sundry Vendors will be used for Purchase Orders that require payment in full before Goods are received. Company Profile must be set to allow Sundry Vendors. Page 90 Purchase Orders for Adagio

103 How to Process Prepaid Order Transaction You will be required to set a default Credit Account for a Non-AP Vendor. Instead of crediting AP, you will be crediting the In-transit Inventory Account. Set up Sundry Vendor Masters User Guide Page 91

104 How to Process Prepaid Order Transaction We prefixed the existing vendor numbers with a P- to maintain a correlation with the AP Vendor record. 1. Create the Purchase Order using the Sundry Vendor. Page 92 Purchase Orders for Adagio

105 How to Process Prepaid Order Transaction 2. Enter your line item details as usual; Verify Totals Tab; POST the PO and print. 10% Deposit with Order required 3. Enter Wire Transfer or Cheque information into a Payables Manual Check Batch as a Cash Invoice. Use a sequence of check numbers that will distinguish wire transfers from cheques. User Guide Page 93

106 How to Process Prepaid Order Transaction 4. Enter the wire transfer details to the Deposit Account (1250 in this example). 5. Record this payment information as a comment in the PO for reference. 6. When the paperwork is received to advise that the product is on the water, record the wire transfer for the balance of payment. Use the In-transit Inventory Account for the total value of the shipment and credit the Prepaid Deposit account with the amount of the original deposit amount. Page 94 Purchase Orders for Adagio

107 How to Browse Orders by Vendor Using this method for recording Wire Transfer payments allows you to maintain a historical record of the transactions in the Vendor Transaction Inquiry. How to Browse Orders by Vendor To browse POs in vendor order: 1. Select Inquiries from the Main Toolbar. 2. Select Vendor Inquiries from the Inquiries Window. User Guide Page 95

108 How to Browse Orders by Vendor 3. Select the Vendor and click OK. The first PO on file for this vendor will open in View mode. This will be the first PO listed in the grid of current PO documents, regardless of status. 4. Press Ctrl + W to view a list of other Orders for this selected vendor. If you double-click on any one of these orders, it will open for viewing only. Page 96 Purchase Orders for Adagio

109 How to Import a Competitive Price List How to Import a Competitive Price List 1. First, turn on Competitive Pricing on the RunTime variables 1 tab of the Company Profile. 2. Add each vendor's information to a separate comma delimited.txt file as follows: Item #,Description,Unit Purchase Price HUNI001,Women's Via Montega hybrid, HUNI002,Men's Via Montega hybrid, HUNI003,Women's Via Carisma hybrid, HUNI004,Men's Via Carisma hybrid, MHUF001,Electric Buzz Mountain Bike, MHUF002, Ironman Bike 24 Mountain, MROY001,Lake Placid Mountain Bike 21-Speed 26 in,90.00 MROY002,Ontario Mountain Bike 21-Speed 26 inch,99.00 MROY003,ALX-8 Mountain Bike 26x20 inch, MUNI001,Men's Rover 300 Mountain, RHUF001,Mojave Gulch 26-inch 10 Speed ,75.00 RPEU001, PEUGEOT Biarritz AL road, RPEU002, PEUGEOT Biarritz Triple road, RPEU003, PEUGEOT Elite road, RUNI001, Modo Volare Road, RUNI002, Modo Vincere Road, User Guide Page 97

110 How to Import a Competitive Price List RUNI003, Modo Vivare road, BAGCAL00,Callaway Mini-Tour Bag, FJY001,Footjoy Rain-Grip Glove,12.50 BCAL001,Rule35 Golf Ball-Soft 10Pk,19.99 BCAL002,Rule35-Firm Feel 10Pk,19.99 TOP001,Topflite Xl 15Pk-Wht,8.99 TOP002,Topflite Xl 15Pk-Yellow,8.99 Make sure your descriptions do not include any commas! Item# = 8 characters If your import fields are too long, they will be truncated by the import program, but will not cause an error. 3. Choose File > Import Data > Import Price List to import the price list, then select the file. 4. On the first page of the Import form: Page 98 Purchase Orders for Adagio

111 How to Import a Competitive Price List a. Select delimited. b. Enter a Price List Date. c. Choose an appropriate overwrite method. All - Will replace the price imported with this file irrespective of the date on the Competitive pricing file. Older - Will only replace the price on file with the new price if the date on file is older than the file being imported. d. Click NEXT. The following screen appears: User Guide Page 99

112 How to Import a Competitive Price List 5. On the second page of the Import form: a. Change the delimiter to Comma. b. Set row 1 to contain column headings, and choose to start importing at row If the fields appear correctly, click NEXT to move on; otherwise, modify your entries. (After making these changes, you may have to click the BACK button, and then click NEXT to return to this screen and see the correctly formatted fields.) 7. The next page lets you map the fields that you are importing. The Field mapping portion is the most important part of the import process. This is where you match the column containing the Inventory item number with the Vendor Item number, the Inventory item description with the Vendor item description, and the Inventory price with the Vendor item price. Use the drop-down arrow and select each field in sequence. Page 100 Purchase Orders for Adagio

113 How to Import a Competitive Price List You have to tab out of the last field for the NEXT button to become active. Click Next when you have mapped the fields properly. 8. On the next screen, select your Vendor code from the drop-down list. 9. Assign an IC Item number to each line, one at a time. Select only the items you would want to link. Leaving the IC Item No blank, means this item will not be imported. When all items have been assigned an item code, Click on Finish. If an item is not ready to be imported it will be flagged with a red X. User Guide Page 101

114 How to Import a Competitive Price List 10. Click Finish and you will get the following screen: You can view a log of any problem rows by clicking View Errors. If your data is not complete, you can scroll back and forth changing data as required in order to get a clean Error report. When you are finished, click the Close button to close the Import Wizard. Page 102 Purchase Orders for Adagio

115 Integrate POA with Adagio Job Cost Integrate POA with Adagio Job Cost This is a temporary workaround for those customers who want to integrate their Purchase Orders for Adagio (POA) with Adagio Job Cost (AJC). AJC has a job-phase-category index for all transactions. ACCPAC Plus Job Costing has a index. While we would have preferred to have a complete solution, the implications for POA would have meant eliminating backwards compatibility. The current Purchase Orders provides an interim solution that offers some conversion integration relief. We believe that this is a good compromise. If you select AJC integration: POA will allow you to enter a job code, without verification during the End of Day, it will write the transactions to a batch file this batch file must be imported into AJC with a defined import template you will not be able to drill down to select or verify the job-phase-category during the creation of the PO data integrity will skip the verification of the AJC code distribution. POA will not update the on PO quantity and amount in AJC estimates The eventual AJC integration solution within POA will require a complete conversion routine, which will convert existing ACCPAC Plus Job Costing codes to AJC codes, as well as dealing with backwards compatibility issues. Recommended steps for integrating Following are the recommended steps for successfully integrating POA with Adagio Job Cost: 1. Install PA version (18-Feb-2005) or later 2. Turn off the Interface to DOS Job Cost in the POA Profile User Guide Page 103

116 Integrate POA with Adagio Job Cost 3. Point Adagio Job Cost to your dataset and allow it to convert the data. 4. Return to the POA Profile and set the interface to Adagio JC 5. Turn on the Job Cost Interface Posting Options, set the Job Cost clearing account and save the Profile Changes Page 104 Purchase Orders for Adagio

117 Integrate POA with Adagio Job Cost During the POA Day End, Job Cost transactions will be written to a cost batch file. New transactions will be appended each time a Day End is processed. 6. In Adagio Job Cost, create a new Import Template and call it POA Cost Batch (File>Import>Cost Batches). The file to import is IRCOSTS.csv and will be located in your Data directory. Be sure to set the options to delete the import file if successful. Transactions are appended at day end and failure to delete the import file will result in duplicate transactions in AJC. User Guide Page 105

118 How to Compress Data Files 7. Define the import file fields as shown below: 8. Define the Source as a Default Value of IR as shown below: How to Compress Data Files CompressDb removes all records in the Purchase Orders database that have been marked for deletion and rebuilds the index files. It helps to shrink the database size and can improve performance. Page 106 Purchase Orders for Adagio

119 How to Compress Data Files You do not need to run this function every day. Depending on how many transactions you process, you can run it once a month or when you feel the database has become a bit sluggish. The ideal time to run it is after Archiving data or purging the Archived data files. Important Note: Back up your data before running the CompressDB utility. Data can be corrupted if there is a disruption to the network connection or a power failure. 1. From the main menu, select Tools > Compress DB. 2. Click Start (ALT-S) to start the data compression function. The following warning message appears: 3. Click Yes to perform a Purchase Orders data only (IR*) backup. We strongly recommend that you back up your data before running the Compress DB utility. User Guide Page 107

120

121 Chapter 5 Reports Purchase Orders Reports This is where you choose reports for printing or displaying Purchase Orders information. Purchase Orders provides five types of reports for analyzing, displaying, and printing information. It also includes a sophisticated graphing tool, the Statistical Analyser, described on the next page. There are five categories of reports: Purchase Order Reports Purchase Order/Receipt/Return lists Outstanding Purchase Orders Aged Purchase Orders Outstanding Receipt Invoice List Transaction Reports Inventory Receipts Tax Tracking Tax Summary Purchase Variance Price Update Outstanding Order Items Inventory Receipts File Reports Company Setup Sundry Items Sundry Vendors Ship-to Addresses Tax Tables Miscellaneous Charges Ship Via Table User Guide Page 109

122 Statistical Analyser Event Records Contract Prices GL Transaction Reports Consolidate Transactions History Reports Archived Documents Statistical Analyser Purchase Orders also lets you graph purchasing data so you can quickly and easily see purchasing quantities and trends. Graphs can highlight the most important facts, clearly show trends or differences in data, and provide a visual impact, making your data clearer and more understandable. See example below. To graph purchasing data: 1. Select Tools > Statistical Analyser from the Purchase Orders menu. 2. Select the graph type and the items that you want to graph from the screen that appears: Select a graph Graph: Choose from Quantity ordered per item, Quantity received per item, Quantity order versus quantity received, Quantity ordered per item per month, and Order frequency. Date from/to: Select the time period for evaluation. Graph settings: Click the Graph Settings button to choose from several types of graphs: Area graph: Show how items contribute to the total of all items purchased / received in a particular period. Bar graphs (vertical or horizontal): Frequently used to compare quantities of items. See example of bar graph below. Page 110 Purchase Orders for Adagio

123 Statistical Analyser Line graph (fast or 3d): Useful for displaying trends for single items or item groups over time such as bicycle purchases over a year. Pie chart: Shows the percentage of the whole that each item provides. Pie charts require all categories to be included in a graph (such as all bicycles). Each chart represents the whole. Bar graphs are more flexible than pie charts because they compare several items to each other, whereas pie charts compare them to the total. Select items Choose one or more items for graphing. You can use Shift-click to choose ranges of items, or use Ctrl-click to select individual items. User Guide Page 111

124 Purchase Order Reports Purchase Order Reports Purchase Order/Receipt/Return lists Page 112 Purchase Orders for Adagio

125 Purchase Order Reports Outstanding Purchase Orders User Guide Page 113

126 Purchase Order Reports Aged Purchase Orders Page 114 Purchase Orders for Adagio

127 Purchase Order Reports Outstanding Receipt Invoice List User Guide Page 115

128 Transaction Reports Transaction Reports Inventory Receipts Page 116 Purchase Orders for Adagio

129 Transaction Reports Tax Tracking User Guide Page 117

130 Transaction Reports Tax Summary Page 118 Purchase Orders for Adagio

131 Transaction Reports Purchase Variance User Guide Page 119

132 Transaction Reports Price Update Page 120 Purchase Orders for Adagio

133 Transaction Reports Outstanding Order Items User Guide Page 121

134 Inventory Receipts File Reports Inventory Receipts File Reports Company Setup Page 122 Purchase Orders for Adagio

135 Inventory Receipts File Reports Sundry Items User Guide Page 123

136 Inventory Receipts File Reports Sundry Vendors Page 124 Purchase Orders for Adagio

137 Inventory Receipts File Reports Ship-to Addresses User Guide Page 125

138 Inventory Receipts File Reports Tax Tables Page 126 Purchase Orders for Adagio

139 Inventory Receipts File Reports Miscellaneous Charges User Guide Page 127

140 Inventory Receipts File Reports Ship Via Table Page 128 Purchase Orders for Adagio

141 Inventory Receipts File Reports Event Records User Guide Page 129

142 Inventory Receipts File Reports Contract Prices Page 130 Purchase Orders for Adagio

143 GL Transactions Report GL Transactions Report Consolidate Transactions User Guide Page 131

144 History Reports History Reports Archived Documents Page 132 Purchase Orders for Adagio

145 Chapter 6 Maintaining P OA Master Data Maintaining POA Master Records and Files This is where you maintain information used throughout the Purchase Orders system, such as the tax groups, ship-to addresses, miscellaneous charges, and standard comments. To add or change Purchase Order master records: Click the Maintain button on the Purchase Orders Tool bar or choose Tools > Maintain from the POA menu. You should create your master data records in the following order, starting with Tax Groups. Tax Groups Pick-Up Addresses Event Budgets Ship-Via Table Ship-To Addresses Sundry Vendors Sundry Items Miscellaneous Charges Contract Pricing Comments User Guide Page 133

146 Tax Groups Tax Groups You must have at least one tax group defined before you start using POA. If you are running in a multicurrency environment, you must have a tax group for each currency type. A tax group is a group of tax jurisdictions in effect for a vendor. A vendor could have a single taxation jurisdiction or many applicable taxation jurisdictions. Each Tax Group will have at least 1 jurisdiction, even if the vendor is not taxable. For example, a Tax Group could be the State, Province or Country of the Vendor, and within each Group you could have State and County taxes. Vendors out of state/province could be in a different tax group or in the same tax group, as long as the tax rates for the jurisdiction and tax codes are correct. Important: The Costing Method must be set to Accounts Payable in order to display taxes on PO documents. Tax rates and related accounts are set up within a jurisdiction. Taxes can be calculated as included, extra, Tax on Tax, recoverable, allocatable, all depending upon the requirements of your taxation authorities. Switch to the Tax groups tab in Maintenance and click New. See also: How to Set Up GST and PST. Pick-Up Address You will use this feature if your vendor ships from more than one location. To add pick-up addresses: 1. Click the New button to start. Page 134 Purchase Orders for Adagio

147 Pick-Up Address 2. Select the vendor type from the dropdown list (either Accounts Payable or Sundry vendors). 3. Click the binoculars beside the Vendor field to select the vendor. 4. Type a new Pick-Up code or use the dropdown button to select an existing code from the dropdown list to edit. 5. Enter or edit the address and contact information as required. User Guide Page 135

148 Event Budgets 6. When you are finished, click the OK button to add this record, and then repeat these steps to add another pick-up code. Note: Choose 6-digit Pick Up Address codes that provide clues to the alternative pick-up locations. Event Budgets Event budgets can be used to budget, accumulate costs and track them by a particular event or group of sub-events. Some users have set up their event numbers to be their GL Expense Account numbers. By turning on the Force Link to Event Budgets (see Interface Posting Options) and changing Allow orders if over Event budget to Prohibit Posting (see RunTime Variables 1 Tab), they can control the issuance of PO's to particular GL accounts based on their budgetary amounts. If you have chosen to use event budgets in the Company Profile, you will define your events here. Each event must have its own unique code of up to six characters. Multicurrency accounting allows different currency codes for each event. Page 136 Purchase Orders for Adagio

149 Event Budgets If sub-events exist, the system calculates the total budget amount/quantity, the total amount/quantity committed and the total amount/quantity spent on the main event. To create or edit an event budget: 1. Click New to create an event budget or click Edit to change an existing one. 2. Enter a code for your Event and press Tab to more out of the field. 3. If you have sub-events, select the Sub-Events checkbox to display the sub-event section of the screen. 4. Complete the rest of the information regarding this event, and click OK to save. User Guide Page 137

150 Ship-Via Table Ship-Via Table This is where you define standard Ship Via methods used by your company. When creating a Purchase Order, you can select one of these ship-via methods from a dropdown list. Click the Edit button to begin. Enter as many descriptions as you wish, to a maximum of 10. To save your changes, you must click the OK button. Note: Consider creating at least one Ship Via code, even if it is Best Way, and then assign it as the default in the Company Profile. (see Order Receipts Default) Ship-To Addresses You must create at least one Ship-to Address which would normally be your main receiving address. Page 138 Purchase Orders for Adagio

151 Ship-To Addresses To add a new ship-to address: 1. Click the New button to display the Ship To and Bill Address screen. By default, the screen will display the company information created in the Company Profile. You may edit this information as required. 2. Enter a new code in the Code field for your main ship-to address. If you are editing an existing code, click the binoculars button to select a ship-to record. You can create as many additional codes as are required for the various locations in your company. Note: We use STD to denote the standard or most common ship-to address. If you have drop shipments to your customer from your vendor, consider using your customer code as a ship-to code. You must create them here before using them on a Purchase Order. User Guide Page 139

152 Miscellaneous Charges Miscellaneous Charges Miscellaneous Charges are usually surcharges or services that are part of the order cost and can either be allocated to the line item unit cost or directly expensed, such as shipping or freight charges. You can also have negative charges. Miscellaneous charges allow you fully cost items and calculate a landed cost for an item. Whether you inventory the additional cost a part of a landed cost, or whether you direct expense the miscellaneous charge, we recommend that you use miscellaneous charges as a system feature. Charges are not currency-specific, but use the currency of the vendor. Miscellaneous charges can be assigned to a Purchase Order at the time of creating the order, or during the receipt of the Order, and can be for a different vendor than the line item details, and still be allocatable to the line items. To set up miscellaneous charges: 1. Click the New button. The following form appears. Page 140 Purchase Orders for Adagio

153 Miscellaneous Charges 2. Enter the following information: Code: Enter a 6 digit code. You should try to use a code that indicates the type of miscellaneous charge. Description: Enter a description up to 30 characters for your miscellaneous charge. This will be the default description on the line item, but can be overridden at the time of entry. Tax Status: Select the the appropriate tax status from the drop-down list. If the drop-down list is blank, you must define your tax statuses, refer to History and Tax Information. The tax calculation of a miscellaneous charge is determined by the lesser of the the jurisdiction rate for the tax status and the rate of the Vendor's status within a tax jurisdiction. Show on Invoice as: Choose whether to show your Miscellaneous Charge as a separate line item on the Purchase Order or simply as a subtotal on the Order. Default proration method: Select a default proration method. This can be changed at the time of creating your Purchase Order. Proration determines whether the charge will be allocated to the inventory item or sundry line items (and how), or charged to the default GL account. No proration - No allocation. The charge is posted to the GL account associated with the Miscellaneous Charge By relative weight - 100% Allocation by the proportionate weight of the received line items, at the time of receipt. By relative quantity - 100% Allocation by the proportionate quantity of the received line items, at the time of receipt. By relative value - 100% Allocation by the proportionate value of the received line items, at the time of receipt. Equal line proration - Equal proration by receipted line items at the time of receipt Manual proration - 100% but manually defined at the time of receipt between applicable line item(s). The most common allocation is by relative value or no proration. Debit GL Account: You must provide a default Debit GL account to be used if the system is unable to prorate the Miscellaneous Charge, even if you always intend to allocate the miscellaneous charge. If no proration is selected, this will be the account charged. User Guide Page 141

154 Contract Pricing Cost to AP? If you select Cost to AP, the value of this Miscellaneous Charge will be included in the AP Invoice value for the selected Vendor and posted to Accounts Payable. Normally, cost to AP is selected as a default setting, unless you did not want the cost to be paid in Payables. Credit GL account: If you do not select Cost to AP, you must enter a default Credit GL account number. This can be used when you want to track a surcharge or cost allocation that does not get paid to a specific vendor, such as annual volume rebates. Contract Pricing You can use this tab to define Purchase Contracts that may be in place for specific Items from specific Vendors. To add contract prices: 1. Select the New button. The following screen appears. Page 142 Purchase Orders for Adagio

155 Contract Pricing 2. Add Vendor and Item Information: Select the Vendor type, Accounts Payable or Sundry Enter the Vendor number Select the Item type, IC Items or Sundry Enter the Item Number 3. Add Price Information: Select the Contract Expiry Date Optionally, you can link to an Event Budget. Select the number of decimal places in the Unit price Choose whether to allow price overrides at the time of PO creation Optionally, you can enter Buyer information and Comments 4. Add the Unit Factors: You will see one tab for each unit of measure defined for this item in IC. Enter the contract price for each unit of measure tab. User Guide Page 143

156 Comments Comments Use this tab to define a shortcut to a line type comment that you can recall into the Order using the shortcut. This eliminates the need to type out repetitive comments on every Order. For more information, see How to Import Standard Comments. To add comments: 1. Click on New. 2. The Comment code is limited to 10 characters. The table code will be easier to remember if you use an acronym. The comment code table can be used for comment lines and for instruction lines. Sundry Vendors If you selected the option to use sundry vendors in the Company Profile (see Interface Options), you will define your vendors here. Each vendor must have its own unique code of up to six characters, similar to Accounts Payable. Page 144 Purchase Orders for Adagio

157 Sundry Vendors To add sundry vendors: 1. Choose the Vendors icon from the POA Toolbar, or choose Vendors from the Edit/View menu. 2. Choose Sundry Vendors from the dropdown list. 3. Click the New button to create a Sundry Vendor or click Edit to change one. 4. Type the number and enter the information for this Vendor, and then click OK to save. User Guide Page 145

158 Sundry Items Normally, you use sundry vendors either when you pay a vendor with cash (there is no payables transaction), or for intercompany or interdepartmental purchases, or for tracking costs to a specific clearing account (for a dummy vendor). Using sundry vendors for interdepartmental purchasing Sundry vendors are principally used for cash payments or for interdepartmental purchasing (Purchase Orders to your own company); however, they can also provide a practical solution for internal production work orders. You can use the Sundry vendor account to create a Purchase Order (or Work Order) to another department, and post the receipt to WIP (Sundry Vendor). When the work order is complete, you ship the Raw components to credit the Raw Materials Inventory, and debits WIP (the Sundry Vendor). The receipt brings the finished goods production into Inventory. Sundry Items If you chose to use Sundry Items in the Company Profile (refer to Interface Options), you can will define sundry items here. Each item must have its own unique code of up to sixteen characters. If you are using Inventory Control, the format of the Sundry Items Item number will be the same as defined in Inventory Control. To add sundry items: 1. Choose the Items icon from the POA Toolbar, or choose Items from the Edit/View menu. 2. Choose Sundry Items from the dropdown list. 3. Click New to create a Sundry Item or Edit to change an existing one. Page 146 Purchase Orders for Adagio

159 Sundry Items 4. Type the item number and enter the information for this item. 5. Select the Vendors tab to enter primary and secondary vendor information as well as additional item information. User Guide Page 147

160 Maintaining Vendor Tax Information Note: Assign your Sundry Item codes at the level of detail you expect to track vendor information. If you choose Office as the Sundry Item code, you will have difficulty tracking paper versus coffee. The additional item information can also be used as a descriptive item specifications when entering the sundry item. It can also be retrieved into the PO line item detail without rekeying. Maintaining Vendor Tax Information The tax status of vendors is not required in Payables until linked with Purchase Orders. After defining tax codes (4.2) you should review and ensure that all vendors have tax groups and tax status's that match up the to the tax requirements of applicable tax authorities. You can temporarily bypass this step by setting the default tax groups and tax codes in the Order Receipts Defaults but this still needs to be done. Page 148 Purchase Orders for Adagio

161 Formatting Specifications Chapter 7 Maintaining P O Forms and Form Specifications The Document Specifications window is used to select the path to the spec file to be used for each document type or to launch the Specification Designer interface. All specification files are created using Report Builder as the design tool. From the main menu select Process > Reports/Documents > Maintain Specifications. Purchase Orders for Adagio ships with several specification files which you may use as is, or modify for your company. If you modify an existing spec, it is strongly recommended that you save it as a different file name and point the spec path to the modified file. From the main menu, choose Process > Reports/Documents > Maintain specifications User Guide Page 149

162 Formatting Specifications Choose an open button at the bottom of the screen to open that document spec in design view. Order (Extended) Spec Designer window Specification Editor Tips A few tips for using the specification editor: Ensure that you can see all the tabs for your document. Sometimes the tabs get hidden behind your Windows Task bar. Minimize and maximize the window until the tabs are visible. At the end of the row of tabs is an -> that will show you more tabs that are available; similar to viewing tabs in an Excel document. Ensure that you have all the toolbars turned on. ( View > Toolbars ) The first time you open the Report designer, not all toolbars are visible. Save your work frequently, so that if you make a mistake you can revert to a previously saved copy If you are modifying a spec that came with Purchase Orders, save it with a different name. This will prevent your spec from being overwritten by an update or upgrade to the program. Once you have created your own spec files, make a backup copy of them in case yours are edited in error or become corrupted. When adding images to your documents, ensure that they are bit-map files. JPEG files do not work with Report Builder and ADS (Adagio Data Source). Page 150 Purchase Orders for Adagio

163 Setting Default Document Specs for Printing The scale of the rulers to the top and left of the screen can be changed by right-clicking anywhere in the scale are and selecting another unit of measure. To add a new database field to the document, select the DBText icon from the Data Components toolbar and click on the document, roughly where you would like the control to be placed. From the Edit toolbar, name that corresponds to the data you wish to add., select the pipeline and field The same Edit toolbar can be used to change an existing control to another field. Simply highlight the existing control in the spec and changing the pipeline and field name on the Edit toolbar. Setting Default Document Specs for Printing The Document Specifications window is used to select the path to the spec file used for printing each document type, or to launch the Specification Designer interface. Purchase Orders for Adagio ships with several specification files which you may use as is, or modify for your company. If you modify an existing spec, it is strongly recommended that you save it as a different file name and point the specification path to the modified file. From the main menu, choose Process > Reports/Documents > Maintain specifications. User Guide Page 151

164 Document Printing Error Messages To change the path setting to a different spec file, click on the ellipses button at the end of the path field for that document and browse to the new file. If you have selected to use Extended Order specs in the Company Profile (Print Order Options) you will see Order (Ext) and must select an Extended Order spec file. Our Extended Order specs all have EX in the name of the file. The Company Information spec is a sub-report that is used in all other document specs and is normally where you would find the company logo. If you copy a report from test data or elsewhere, be sure to refresh the path of the Company Information spec. Being that may sub-reports require a valid copy and path of this report, it is important that you refresh and save the path of the company information. Images imbedded in a spec file, such as the company logo, must be in Bitmap (BMP) format. Purchase Orders for Adagio cannot convert JPG image files. Document Printing Error Messages Error reading rptorder... If you receive this error when printing a Purchase Order document, it means either: The selected PO spec file is extended and the extended spec has not been enabled in the Profile, or The selected PO spec file is not extended and the extended spec has been enabled in the Profile. Page 152 Purchase Orders for Adagio

165 Chapter 8 Choosing Purchase Orders Company Profile Options Updating from Inventory Receipts to POA Purchase Orders for Adagio can read data from Inventory Receipts 6.5 and higher without data conversion. User Guide Page 153

166 Setting Up The Company Profile Setting Up The Company Profile The Company Profile is the most important part of preparing your software for use within your company. Much time and consideration should be given to every option and to the impact they may have on how you process documents and information. This section describes the Company Data screen on the Company Profile. The Company section contains the company name, address, and tax number. The Browse button lets you choose a company logo to appear on purchase order documents. The logo must be a bitmap image, and can be a gif, jpg, or bmp type of file. You can also set a company color, which determines the background color of the main Purchase Orders window. You cannot change information If the field is grayed out. Note: Changing the company name in Purchase Orders will affect existing Inventory Receipts data sets, by disabling certain functions within Inventory Receipts. Changing the name above has no effect within Purchase Orders on those same functions. Contact Details are used for the default for Ship-to addresses created later. Page 154 Purchase Orders for Adagio

167 Interface Options Format telephone numbers: Select this option to have the program automatically format all telephone and fax number fields with the necessary parentheses and hyphens. The Currency section shows the multicurrency settings for Purchase Orders. Multicurrency: You must select the multicurrency option in Accounts Payable if you want to use it in Purchase Orders. Once you have selected this option you cannot disable it. Home Currency Code: This field displays the default currency code that you set up in Adagio MultiCurrency or in Adagio Payables s Currency Codes function. You cannot change it here. Rate Type: This field is available when you select the multicurrency option. It defaults to the default Rate Type that is selected Accounts Payable. Decimals: You cannot change the number of decimals for the currency in Purchase Orders. Interface Options This tab lets you specify how your purchase orders system works with Adagio Payables, Adagio Inventory, and Adagio JobCost modules. Purchase Orders requires the Adagio Ledger and Adagio Payables modules in order to run, and posts transaction batches to both modules. Note: If you are not using Adagio Inventory, you will specify the item number format for all sundry items that you use with POA (on the Auto Numbering tab). If you later decide to install Inventory, you will have to use the same item number format for your inventory items. User Guide Page 155

168 Interface Options Inventory Control interface options Interface with Inventory Control: Make sure this field is selected if you have Inventory Control. If you plan to use IC, you should install and set up the IC module first. The IC interface updates IC cost fields when you create a PO, and IC quantities when you receive goods. It also lets you choose whether it updates prices, how it allocates additional costs, whether it uses alternative price lists, and whether it allows noninventory (sundry) items. Update base price on entry: Most people set this to No. However, you can set PO to automatically update the base price when you enter receipts, or have it ask whether you want it updated, if you do cost-plus pricing. The three choices are: No: Base price in IC will not be updated Manual: You can enter new base prices while receipting the inventory Automatic: Base (selling) Price will be updated to cost multiplied by the markup factor Normally, we suggest leaving this as NO, unless you want dynamic selling prices. Update Stock levels on entry: With this option you can choose to have the program suggest or enter the number of items to order when you create a new PO, based on Page 156 Purchase Orders for Adagio

169 Interface Options the minimum or maximum stock level set in the IC reorder data function. We normally suggest leaving this as To minimum. (You can override the number of items entered by PO.) Consider outstanding orders: If the above selection is set To minimum or To maximum, you can specify whether you want the system to consider outstanding sales orders, purchase orders, both sales orders and purchase orders, or nothing when recommending reorder quantities. FIFO/LIFO costing lot allocation method: This option influences Return and Cost Adjustment processing. You can choose how the program allocates costs to item lots if you use FIFO or LIFO costing. Latest: The program tries to find the correct lot (cost pool) using the receipt number and original receipt date. If the system cannot find the lot, it assumes the most recent one. Oldest: The program tries to find the correct lot (cost pool) using the receipt number and the original receipt date. If the system cannot find the lot, it assumes the oldest one. Manual: You have to allocate costs to a lot (cost pool) manually at the time of entry, or you will not be allowed to post the return or cost adjustment. Note: Unless you have extremely good reasons for using FIFO or LIFO, we suggest that you use (or change to) Weighted Average costing method. We have found that many costing errors are a result of using FIFO or LIFO costing methods and having the adjustment costs being allocated to the wrong cost pool by users. For example, if you are invoiced for freight charges after you are invoiced for goods, you can find that additional costs are being allocated to the wrong lot. Cost adjustment allocation: This option affects Sales Analysis commissions calculations, Inventory cost valuations, and Cost of Sales amounts. This option is only relevant for cost adjustment (invoice) processing, and will have the most impact if the adjustment is made after the items or a portion of the items have already been sold or removed from stock. You can select from: To remaining stock: All of the costs being adjusted in Purchase Orders will be added to the value of the remaining items or cost pool in Inventory. This can mean a cost with no quantities if the item affected has not quantity left on hand to be allocated to, but ensures that all costs will eventually flow through Sales Analysis. To G/L cost of sales: The portion of costs being adjusted for inventory still on hand will be added to the cost of that item. The portion being adjusted to inventory already sold, will be charged to the cost of sales account. User Guide Page 157

170 Interface Options The effect being that the Cost of Sales will be correct but the retroactive cost adjustment that allocates based upon the items sold, will never catch up into the Sales Analysis cost details. This adjusted cost will not flow to Sales Analysis. It is important that you carefully consider the implications of the selection you make. If you were to pay commissions based on margin, the selection you make here will influence those margins. Use IC alternative price lists: Select this option to make use of Alternative Price Lists in I/C to maintain purchase price lists for suppliers. An Alternative Price List is used to record a variable pricing policy for one or more items on your price list. You can set up as many Alternative Price Lists as you wish. Each price list can have one or more items on it and each vendor can have only one Alternative Price List associated with it. Update price list cost price: If you turn on IC Alternative Price Lists, you have the ability to have prices entered in Purchase Orders update the cost price inside of the Alternative Price List file (in the same way that it is updated in the IC Item master record). Allow sundry items <Non-IC items>: You should select this option. When you use sundry items, Purchase Orders maintains a list of non-inventory items in the PO module that you can use for purchasing services or non-inventory items such as office supplies. The sundry items are maintained on the Items screen (by choosing the Items icon on the main PO screen). In a system which is integrated with Inventory Control, these items are used for purchases of non-stock items such as repairs, assets, office supplies or manufacturing consumables. In a Job Cost or non-ic installation, this is your item list for purchasing items or contract services. Sundry Items have no location codes associated with them. If you have non-stock items in Inventory control, you may consider removing them from inventory and creating them as sundry items in Purchase Orders. Use fractional quantities: This checkbox shows whether fractional quantities are set inside the Inventory Control module. If it's selected, it also shows the number of decimal places for fractional quantities. Fractional quantities do not apply to Sundry Items. IC item vendor check: Purchase Orders can check the Primary and Secondary Vendor fields in Inventory Control at the time a Purchase Order is created. If you choose Primary, the Vendor code that is listed as the Primary Vendor will become the Vendor for that line item when it is added to the PO. This option also lets you send Vendor information back to Inventory Control to update the primary and secondary vendor item information. This is particularly Page 158 Purchase Orders for Adagio

171 Interface Options useful if you haven't added primary or secondary vendor information, or if that information is out of date. If you choose Manually, the program will ask if you want to update the item records with vendor information from the PO. If you buy the same item from more than one vendor, we suggest that you choose either Manually or As Selected. As Selected, will default the vendor for line items to the vendor code selected on the Header tab. Manually, will warn the vendor if the primary vendor in IC is different from the vendor code entered on the Header and ask the user to select from a choice of option. Update IC buckets with first/last six characters of the receipt number: Adagio Inventory Control will store the Receipt information on the Costing Tab of the Inventory Master record, but is limited to 6 characters of information. Purchase Orders for Adagio can have more than 6 characters. You have the opportunity to define whether you want to transfer the first six characters or the last six characters of your Receipt number to Inventory Control. We recommend you choose Last 6 characters. Job Costing interface options Interface with Job Costing: Job Costing has to be installed in order to turn on the Job Costing interface. POA provides three options: No Job Costing module, Adagio Job Cost, or ACCPAC Plus Job Costing. Once you convert from ACCPAC Plus JC to Adagio JC, you cannot go back to the ACCPAC Plus module. If you are using ACCPAC Plus Job Costing, and then update to Adagio JobCost, you would update your Job Costing data first, then change this setting. Warn if job over estimates: When you create a PO, the PO module updates the estimate file in the Job Costing module, and can warn you -- or prevent you from posting -- an amount that will exceed the current estimate for the job/phase/category. Normally, if you are using estimates, you will set this to a warning. If you do not use estimates, you should set this to No Warning. Accounts Payable interface options Interface with Accounts Payable: You cannot turn this option off. Purchase Orders requires an interface to Accounts Payable. User Guide Page 159

172 Interface Options Note: Make sure that you select Direct Posting to AP on the Interface Posting Options tab to ensure that Day End Processing creates a transaction batch in Accounts Payable. Post delivery notes to AP: Normally, this option is not selected. (In other words: normally, delivery notes/packing slips are not posted to Accounts Payable. Instead, Invoices are posted to Accounts payable.) A Delivery Note is the document that is received with goods. It could take the form of a Delivery Note, a Packing Slip or some other form of vendor shipping document. If you post delivery notes to AP, goods are received into stock at the Purchase Order cost, and you would have to enter an adjustment to correct costs when the Invoice is received. If you select this option, the system will post a delivery note (with the entered reference # as the invoice #) as an Invoice to Account Payable. This assumes that there will not be a subsequent, matched invoice to be posted to Accounts Payable. If you do not select this option, the system will post delivery notes to Accrued Liabilities (or Receipts Clearing). When you post the invoice, PO will remove the delivery note amount from Accrued Liabilities, and post the invoiced amount with any adjustments to Accounts Payable. Normally you do not post Delivery Notes to Accounts Payable unless your packing slip is always an Invoice or matched to your Invoice at the time or data entry. Post tax on delivery notes: Generally, you should not select this option. If you select this option, taxes will be posted to AP and GL at the time of entering a delivery note/packing slip, rather than waiting for the invoice. In Canada, this means that the GST will not match invoice amounts in any given period. If this feature is enabled, the tax audit trail will link to the packing slip which normally doesn't have tax details. Posting tax on delivery notes may be considered if there is a significant delay between the receipt of goods or services and the receipt of Invoices and you wish to have recoverable Tax Credits before the invoice is received. Enabling this feature should only be considered with the full awareness of taxing authority implications. Allow sundry vendors <Non-AP vendors>: Sundry Vendors refers to the vendor database maintained in Purchase Orders and not in Payables module. If you select this option, you can add, modify or delete sundry vendors records using the Vendors icon on the main PO screen. In a system which is integrated with the A/P module, these sundry vendors would typically be used for cash purchases for which no account need be maintained, but for which the user would like to maintain purchase history. Page 160 Purchase Orders for Adagio

173 Interface Posting Options Because the transactions do not go through AP, this option is frequently used for inter-company or inter-branch transactions. The credit G/L account is then set to the Intercompany Liability Account. This option also lets you have a different GL account for each sundry vendor. Allow vendor change on invoice: If you select this option, you can change the primary or secondary vendor for a PO when you receive goods. This is especially handy when goods are shipped by a different secondary vendor than you expected or if you order goods through a central agency which then distributes the order to one or more vendors. Allow edit of discount base: If you select this option, you will be allowed to change the discount on the PO and apply it to all the items. Calculate discount base with tax exclusive/inclusive: This setting determines whether the tax is included in the calculation of the discount base on a PO. If you choose exclusive of tax, the base is the same as the Total Before Tax amount on the purchase order. If you choose to include tax, the base is the same as the Payable To Vendor amount. Note that the discount percentage could also be a negative amount. Warn if Vendor is on hold or over limit: Normally, set this to No Warning. This option determines whether the program displays a warning message or prevents you from entering an order, receipt or return for a vendor on hold or over the credit limit. Interface Posting Options This tab lets you specify the GL accounts used by Purchase Orders and specify the information that appears in description and reference fields for transactions sent to Adagio Ledger, Adagio Payables, and Adagio JobCost. You can also specify comment information in GL transactions. If you are using Adagio Payables and JobCost, you should select the Direct Batch Posting options to ensure that the Day End processing function creates batches of transactions in the Payables and JobCost modules. User Guide Page 161

174 Interface Posting Options Event Budgets Force link to event budget: This option applies only if you chose to use Event Budgets on the Run Time Variables1 tab. If you select this option, Purchase Orders will not allow you to post a PO without a link to an Event Budget. Event budgets are often used by non-profit organizations. They let you assign a budget to an event, and then log purchases against that budget. The program can warn or prohibit you from posting a PO that exceeds the budget. Do not turn this option on unless you are familiar with event budgeting. General Ledger Send to GL reference field: This defines the data passed to the reference field of the transactions inside of General Ledger transaction details. For example, you can choose to use the PO number in the reference field for GL transactions. Send to GL description field: This defines the data passed to the description field of the transactions inside of General Ledger transaction details. For example, this could be the vendor name. Send to GL as transaction comment: This defines the data passed to the description field of the transactions inside of General Ledger transaction details. Page 162 Purchase Orders for Adagio

175 Interface Posting Options Note: If you consolidate your GL transactions, these details will only appear on your unconsolidated GL transaction detail report and not in the General Ledger. Accounts Payable Direct batch posting to AP: You should always select this option if you are using Purchase Orders with Adagio Payables to have the Day End processing function create a batch of receipt and invoice transaction information directly in the Payables module. This option should always be selected. If you do not select it, you have to add transactions manually to your AP ledger. Send to AP reference field: This defines the data passed to the reference field of the transactions inside of Accounts Payable. Note that only the first twelve characters of the information will be transferred. Choose Original PO document number to cross reference the PO # to the Invoice transaction in AP. This field is in addition to the document number on the totals screen. Send to AP description field : This defines the data passed to the description field of the transactions inside of Accounts Payable. Only the first thirty characters will be transferred. Choose document number to cross reference the Receipt # to the Invoice transaction. Job Costing Direct batch posting to Job Costing: Select this option if you have chosen an interface to a job costing module on the previous tab to have the Day End processing function create a batch of transaction information directly in the JobCost module. This option should always be selected if you are using Adagio JobCost or ACCPAC Plus Job Costing. If you do not select it, you have to add transactions manually to job costing. Send to JC reference field: This defines the data added to the reference field of job costing transactions. Send to JC Description field: This defines the data added to the description field of job costing transactions. User Guide Page 163

176 Interface Posting Options Choose original document number as the Reference field to cross reference the PO # to the job details and choose Vendor Name as the Description field to cross reference Vendor Name to the job details. Account Interface: Are GL departments used: Select this option if you use department codes in your General Ledger account structure. General Ledger rounding error account: During the processing of various documents, you may have a slight rounding difference. If this difference occurs, you need to define an account where this difference will be posted. This is usually a Cost of Sales type of account. Default sundry item expense account: If you selected the option to use sundry Items on the Interface Options tab, you require a default expense account for all sundry items. You can override this account when you are creating sundry Item records, and when adding sundry items to purchase orders. Normally, you would select the account that will be used most often for your sundry Items. Default sundry vendor control account: If you selected the option to use sundry vendors on the Interface Options tab, you require a default control account for all sundry vendors. You can override this account when creating your sundry vendor records. This should be a difference account than your AP control account. Job Costing clearing account: If you enabled the interface with Job Costing on the Interface Options tab, you require a Job Costing clearing account. When you allocate transactions to Job Costing the amount entered remains in this clearing account until the transaction is retrieved and posted in the Job Costing module. If you are using the WIP feature within Job Costing, this should be a separate balance sheet account related to WIP. If you are using Simple Job Costing, within Job Costing, this account should be a separate Cost of Sales Account. Accounts Payable clearing account: You must specify an AP clearing account. This is generally an accrued liability account and is sometimes referred to as a Received Goods Accrual account or the Receipts Clearing Account. We recommend that you read Understanding Clearing Accounts before assigning GL accounts and posting transactions. Page 164 Purchase Orders for Adagio

177 RunTime Variables 1 RunTime Variables 1 The RunTime Variables let you control purchase order processing and detail line entry for all purchase orders. Note: You cannot override these settings during PO entry. You can change the settings after setting up Purchase Orders, but if you have posted any receipts or adjustments, you must run Day End Processing before changing these settings because they affect how the program updates records and transactions in PO and in other modules. About cost fields One of the features of Purchase Orders is that all cost fields in the item or sundry item details can be updated when you process transactions. Before choosing how to update cost fields using the options on this tab, make sure that the fields (i.e. Standard costs, Cost 1, and Cost 2) are not already being used for other purposes in Adagio Inventory. If you are using cost fields for other purposes, consider using the Optional fields available in Adagio Inventory for these existing field values. User Guide Page 165

178 RunTime Variables 1 Allow edit of printed orders: Select this option if you want to allow users to make changes to an order after it has been printed. Editing a Printed Purchase Order changes the print status to Unprinted. This option is normally selected. Allow edit of completed orders: Select this option if you want to allow users to make changes to an order after it has been completely received -- such as add a new item line, a miscellaneous charge, or comments. Allow edit of partial receipted orders: Select this option if you want to allow users to make changes to an order after it has been partially received. This option is normally selected. Competitive pricing: If you select this option and import competitive pricing information for vendors and products, an additional button will be available on the document line detail screen when you enter an Order. Click this button to display competitive pricing information for the selected line item supplied from different vendors. For information on importing price lists into Purchase Orders, see How to Import a Competitive Price List. If you have more than 2 vendor prices for a selected item you should consider this feature. Use Event Budgeting: Select this option if you wish to accumulate and track costs for defined events and compare them to a pre-determined budget amount or target for that event. Events can have any number of sub-events defined to suit your requirements. See Event Budgets for a discussion of how to use this feature. Event budgets are often used by non-profit organizations. They let you assign a budget to an event, and then log purchases against that budget. The program can warn or prohibit you from posting a PO that exceeds the budget. This feature could be used to control purchasing limited by preset budget amounts. Decimal places in unit price: You can specify up to six places of decimals, but you cannot specify a number which is less than the number of decimals defined for the home currency. This is useful for ordering when extra decimals are required for the purchase price even though Inventory Control only displays the home currency decimals. This option defines the number of decimal places for all orders. If you want to use extra decimals only for specific vendors and you have Inventory installed, you can use Alternate Price Lists, define the decimal places in the Price List, and assign that price list for a specific vendor. Default return all in return processing: Select this option if you want the system to default to returning all items from the original receipt on return documents. If you Page 166 Purchase Orders for Adagio

179 RunTime Variables 1 choose this option, all items are selected for return when you create the return, but you can then remove item details and edit quantities. If you do not select this option, no items are selected when you create the return, and you then have to select line details and enter return quantities. Recall open vendor orders/receipts: Select this option to display and warn that there are open orders for this vendor when entering a new order. This feature lets you see a list of all open orders and receipts for the vendor during PO entry. You would enable this feature if you a continuing to add to an open order, or if you have multiple users creating POs to potentially the same vendor. It adds a few extra steps to the PO process, but can be useful to avoid duplicated items on PO. Check for duplicate AP documents on entry: Select this option to check for duplicate invoice numbers already posted in Payables. This option prevents you from entering duplicate Payables invoice numbers in Receipts or Adjustment Processing. Normally, this option should be selected. Allow standing orders: A standing order is an order you place with a vendor repeatedly for the same goods and quantities. You enter the standing order once, then use it each time you place another similar order. Standing orders can serve as a template which may be edited at any time. Alternatively, you can use a template to replicate a standing order. Use requisitions: You must select this option to use requisitions in your PO process. Requisitions are converted to POs when approved. Allow orders if over event budget: If you have enabled Event Budgeting, use this selection to define the posting security and warning messages reported when entries exceed the event budget. The options range from No Warning to Prohibit Posting. Normally, people set this to Warning. Allow direct printing of inventory orders: When creating or modifying a Purchase Order, you can have the Print Document window appear automatically after posting the PO so you can print the document. You have the following choices: None: Does not let you print an Order or an Approval when you post the order. Approval: Lets you print the order approval document and modify the order as many times as required. This option does not set the printed status of the order. Order: Lets you print the order immediately after posting and set the status of the document to printed. Both: Displays a dialog box after you post the order with the options Approval or Order, allowing you to select which one to print. User Guide Page 167

180 RunTime Variables 1 Normally, we recommend setting this option to Orders unless you are using Approval Documents. Access level required for quick receipts: A Quick Receipt allows you to create a Receipt document without a Purchase Order, such as with a verbal PO. This setting lets you determine who is allowed to create a Quick Receipt. Your choices are: Always access: Anyone using the system can create a Quick Receipt. Never access: No one is allowed to create a Quick Receipt. Low/Medium/High/System Security Access: Choose the security level that is allowed access to Quick Receipts. Add returns to: You can choose whether you want returns added to a different Payables batch than invoices or placed in the same batch. The advantage of a second batch is that you can let this batch sit unposted in AP, waiting for the Credit Note, while you post the batch containing the invoice entries. You can then post the return to the vendor's account when the credit arrives. Show as reference cost on detail screen: Select the cost field that you want to have displayed for reference on the detail screen (in addition to the default unit price entered by the system. You can choose from Most Recent Cost, Standard Cost, Cost 1, or Cost 2. Do not confuse this cost field with the default unit price (cost) displayed for the item detail line, although it could use the same source field as the default unit cost. Your subsequent choices of how the cost fields get updated will affect your choice. For example, the reference cost might include shipping. Use as default unit cost: Select the cost field to display on the detail screen as the default unit cost. You select 1 of Recent Cost, Standard Cost, Cost 1, or Cost 2. Your subsequent choices of how the cost fields get updated will affect your choice. This unit cost should normally be net of (excluding) miscellaneous charges such as shipping. If you are using Multicurrency, you should be using the same cost field as the Save Unit Cost in Source Currency for your default unit cost. Save unit cost in source currency: If using multicurrency accounting, you have the option of saving your vendors' source currency unit cost to the selected cost field in Inventory Control. You can choose None, Recent Cost, Standard Cost, Cost 1, or Cost 2. Your subsequent choices of how the cost fields get updated will affect your choice. Page 168 Purchase Orders for Adagio

181 RunTime Variables 1 In a multicurrency system, you should be setting this field to Cost 1 or Cost 2, and update with Net costs, excluding taxes or miscellaneous charges. As well, you should be making the selected field your default unit price so that the next time you purchase this item, the unit price in the currency of the default vendor will appear on your purchase order. Access level required for price override: You can select a minimum security level for overriding prices and posting orders. If your user ID does not provide sufficient access level, the system will not allow you to change the unit price field. Update IC most recent cost: This option lets you specify how you update the Most Recent Cost field in Inventory Control. You can select from: Do not Update: No updates of the costs will update the field. Net Item Cost: Only the net cost in home currency is updated. Item + Taxes: Only the net cost including allocated taxes, all in home currency. Item + Charges: Only the net cost including the allocated miscellaneous charges, all in home currency. Item + Taxes + Charges: The net cost including all allocated charges and allocated taxes, all in home currency. Normally this is set to be Item with Charges to get a home-currency landed cost value. If you have Inventory installed, the updated recent cost becomes the cost that Inventory Control uses as cost of goods sold when there are no items on hand. Update second cost to with : This option lets you specify a second cost field in IC that can be updated by receipts. You can select from None, Standard Cost, Cost 1, or Cost 2. After selecting the cost field, you can select: Do not Update: No updates of the costs will update the field. Net Item Cost: Only the net cost in Home Currency is updated. Item + Taxes: Only the net cost including allocated taxes, all in Home Currency. Item + Charges: Only the net cost including the allocated miscellaneous charges, all in Home Currency. Item + Taxes + Charges: The net cost including all allocated charges and allocated taxes, all in Home Currency. User Guide Page 169

182 RunTime Variables 2 RunTime Variables 2 The following options are processing defaults that will affect every line item entry with prompts, but can be overridden during processing. The defaults can be revised after setup but not until an End of Day process has been completed, unless no receipts or adjustments have occurred, because the settings can affect the way the program updates various fields and other modules. Processing Defaults: Enter line discount: Select this option to enter discount percentages on individual detail lines. Purchase Orders will display a discount entry box each time you save a detail line. Enter event budgets: Select this option to link order, receipt, and return details to events, sub events and periods. When you apply details to events, the program displays the total event budget, the amount spent, amount committed, and the amount still available. See Event Budgets for a discussion of how to use this feature. Import OE comments lines: Select this option to import comment lines from Adagio Order Entry as PO detail lines when you create purchase orders from sales orders. Allow over receipts: Select this option if users are allowed to over receipt an item. (For example, if you ordered 100 items but were shipped 102, can you received the Page 170 Purchase Orders for Adagio

183 RunTime Variables 2 full quantity?) If you select the option, the quantity ordered will be adjusted to the total receipt quantity, while leaving the original quantity ordered unchanged. Normally, this will be selected. Enter OE reference: Select this option to link a purchase order/receipt to an Adagio OrderEntry order number, and to link line item entries to a specific sales order. This reference can be used for linking entire sales orders or specific order details by line to outstanding sales orders, and can also be printed on file copies of open POs to expedite receipts to fill special order sales orders. Enter Job Costing jobs: This option should always be selected if you are using jobcost with Purchase Orders. Suppress zero line printing: Select this option to have the system omit blank lines when printing form documents. For example, this option makes sure that PO only prints items that have been received when you print a receipt -- rather than print all items from the PO. Allow choosing of specification: Select this option if you want to be able to select a different specification file when you print a document. This setting is useful if you have different PO forms for different vendors. Otherwise, do not enable. Allow completion of outstanding orders: Select this option if you wish to allow users to complete outstanding orders. When you complete orders, Purchase Orders sets the backordered quantities to zero and changes the status to complete. Normally, this will be enabled. Default document type for receipts: Select the default document type to be used on the Totals screen of a Receipt. Normally, select Delivery Note versus Invoice, assuming Invoices are received after Packing Slips. If you normally enter packing slips after manually matching to Invoices, you might select Invoices. Use non-stock items: Select this option to use the non -stock items defined in Adagio Inventory. To avoid confusion, you should decide between using inventory's non-stock items and sundry items in Purchase Orders. Expected receipt date default [leave blank or use doc date plus days]: Choose whether you want a blank default expected receipt date or have it default to a specific number of days from the document day. User Guide Page 171

184 Auto Numbering Options Consolidate GL transactions by transaction date? Select this option to consolidate the GL report transactions by transaction date and by account. Note: You should always choose this option to consolidate by transaction date if you are consolidating transactions. This setting does not force consolidation; it simply defines the method of consolidation if you choose to consolidate the GL transactions in Purchase Orders. You should not consolidate transactions if you want to see all purchase order detail transactions in the GL. We suggest consolidating because the majority of transactions tracked within purchasing are inventory-related and consolidating the transactions significantly reduces the volume of transactions in the General Ledger. Auto Numbering Options This screen lets you define the format of your PO document numbers and decide how you want the program to assign document numbers to new requisitions, POs, receipts, adjustments (posted as invoices to AP), and returns. When you have set up number formats, you specify starting numbers and letter prefixes on the Order Receipts Defaults tab. You can set up different numbering sequences for each type of document. Warning: You cannot change the document number formats once you have defined them! Think first about your numbering formats to ensure they will work with your method of processing data. Once you click OK, you cannot change them. If you are using Inventory Control, the item number format is defined in the IC module, not in Purchase Orders. When setting up a new installation, create all form number formats first and save your selections. Return to this screen and turn on Auto Numbering as a secondary step. Page 172 Purchase Orders for Adagio

185 Auto Numbering Options Stock Items: The item number format is defined in the Inventory Control module if you use it. If you do not use Inventory Control, the number format you define will be used for all items in the list maintained by Purchase Orders. Purchase Orders / Receipt Numbers / Return Numbers: The combined number of characters in all segments must be at least 6 digits and, once defined, they are required information for all forms. Enter your form number formats using letters or numbers. If you use more than one segment, you must insert at least one dividing character between the two segments. You can use any of the following as dividing characters: period (.), dash (-), slash (/ or \), #, (, ), or blank. You will not have to enter the dividing characters during data entry, as the screen field is automatically formatted. Requisitions and purchase order numbers use the same format, as do receipts and invoices/adjustments, but it makes sense to use the same format for all of your numbers unless you process a very large number of purchase orders. The dividing characters count for the number length field -- so a 9 character number can look like this xx-xx-xxx or this xxxxxxxxx ). User Guide Page 173

186 History and Tax Information Tips: Allow yourself enough digits to avoid rolling over your numbers in multiple fiscal periods, within the retained history. For example, if you want to keep PO information on file for 3 years, then your numeric segment should be large enough to accommodate 3 years worth of numbers. Consider different ranges of numbers for different documents so that it is easy to recognize and distinguish a Purchase Order from a Receipt, from a Return, and from an adjustment. We suggest that you keep number segments the same size. You specify starting numbers and letter prefixes on the Order Receipts Defaults tab. If you are in doubt about how to define your formats, consider this idea. Requisition RQ PO PO Receipts RC Inv/Adj IN Returns RT The current ranges will not cross, and history will be fine. Auto-Number: After you turn on automatic numbering, you must define which segment of the format will be auto-numbered and what the next generated number should be. You can increment any segment previously defined. Notes: Normally, you will autonumber the last segment. You cannot autonumber if you want to use letters or symbols in the autonumbered segment. Choose starting numbers to create different numbering ranges, so you avoid having PO# and Receipt# (see examples above). History and Tax Information This tab lets you choose how long you want to keep purchase order information and lets you define your vendor and item tax codes. History Information Tax Information Page 174 Purchase Orders for Adagio

187 History and Tax Information History Information This section lets you specify how long you want to keep documents and details available in the PO Inquiry screen. Note the following points: Moving to History and Archiving describe the same process. When you archive, you move items to history. When you purge them, you erase them entirely from your database. PO moves complete sets of documents to history. This means that if you move documents older than 600 days to history, a set of documents (PO, receipts, and invoices) will not move until the last invoice is more than 600 days old. It also means that no documents will move to history unless you invoice in the Purchase Orders module. You can keep PO documents for up to 10 years before you archive them, although you can only look up the PO line details for a maximum of 999 days (just under 3 years). Once you archive data, you can look it up using the History icon on the main toolbar. The more information you keep in the current section, the slower your daily processing speed will be. User Guide Page 175

188 History and Tax Information Move documents older than xxx days to history (max = 3650): This option lets you specify the number of days that you want to keep sets of documents in your current document view before moving them to History. You can keep documents available for quick inquiry for up to 10 years, although you can only look up the PO line details for a maximum of 999 days (just under 3 years). Documents will not be moved until the all documents for a PO are complete (including invoices) and older than the date you specify. Normally, this would be set to 365 or less to move PO information to history a year after all documents are completed. You might then keep the archive documents for up to 10 years. If you find that current order processing is slow, you can improve performance by archiving documents sooner. For more information about moving documents to history, see Archiving Documents. Keep detail line history xxx days before archiving (max = 999): This number will determine how many days of line item detail information will be kept in the Inquiry functions. This information is archived during day end processing if you select YES when prompted by Day End. Normally, this would be set to 365 or less. Warn if date entered is more than xx days away from session date (max - 999): If the date on the order or other document differs from the login date by xx days or more the program will display a warning message. Normally, this would set to 30 days. Keep archived documents xxx days before purging: This number works in conjunction with the History purge function to determine which documents will be purged from the PO database. Normally, this would set to at least 720 days (or 2 years). Period after which integrity should ignore completed documents: If the date on the order or other document differs from the login date by xx days or more the program will display a warning message. Page 176 Purchase Orders for Adagio

189 Order Receipts Default Tax Information Items and Vendors are each assigned a tax status. Note: If you have Inventory Control and Order Entry, these tables must match the tables that you are using with those products. (In other words, you should use the same tax status codes for item and vendor tax status.) If you have Payables 8.0 A, and have enabled tax status for your Payables' vendors, you must use the same tax status codes for that module too. Each status in the item tax description is associated with a tax status code (0 to 9) assigned to items in Inventory Control. Note: You must enter an item and vendor tax status description. If you do not use taxes, enter 'non-taxable' for the status '0' in both the item and the vendor tax status description fields. The tax codes should match the codes in IC,,OE and AP. On a new installation, with Exempt or 1 or multiple tax calculations, we normally suggest 0 Exempt 1 - Taxable or 1 tax 2-2 taxes Report Aging: Enter the range in days of the four aging periods to be displayed as default periods when printing outstanding PO aging reports. The aging periods do not need to contain an equal number of days. This is similar to the function of aging Outstanding Receivables in Adagio Receivables. Order Receipts Default This tab lets you specify default entries for key PO processing fields, such as the next document numbers, and specify standard default entries for fields such as the ship via method, FOB point, terms, and ship-to location. This tab also lets you set the access rights required for editing and overriding default entries. Access can range from Always Access to Never Access with a number of options in between that relate directly to the security access level granted to a User Group. (See Creating User Groups.) User Guide Page 177

190 Order Receipts Default Note: We suggest that you leave the security settings for all default settings at Always Access, and then set particular security exclusions on the Security Groups function. Before you specify starting numbers and letter prefixes for document numbers, you must define the document number formats on the Auto Numbering Options tab. In the example above, all Purchase Orders will automatically begin with the characters PO- and the next sequence number will be , but any user can change when creating the actual Purchase Order. The Location code on all PO's will default to RET. If you have just 1 inventory location or a default inventory location, enter it on this screen as a location code. You should define a default tax status or ensure that all vendor statuses have been update and are correct. (See History and Tax Information.) Default/Overwrite: You can decide whether the entries here will appear only if no other default data appears, or if they will overwrite other default entries when you create a new document. Page 178 Purchase Orders for Adagio

191 Print Order Options Print Order Options This tab lets you specify the number of requisitions and POs that you want to print and whether you want to print the costs on each copy. Note: This tab lets you print additional copies of standard PO forms to produce (for example) vendor, requester, and office copies of your purchase orders. By default, the Purchase Orders module prints one copy when you print POs or requisitions. You will print one additional copy for each Use line that you select on this tab. If you are using standard forms to print PO documents (as opposed to the extended forms), you can also choose to suppress comments or instructions on requisitions, orders, receipts, and returns. Print Order Options Print Purchase Order / Requisitions Options Use: If you are printing purchase orders and requisitions, you can specify the number of additional copies that will be printed, and you can specify whether costs will appear on each additional copy. For each additional copy, click the Use checkbox and type a description for the copy. User Guide Page 179

192 Log Tab By default the program prints one copy of a purchase order or requisition. For more copies, select another line. For each line that you tick the USE box, an additional copy will be printed. Description: The text in the description field is printed in the top left corner of the PO or requisition. If you leave the description field blank, the program will print the additional copies without a designation. Show costs: This checkbox lets you specify whether or not costs and totals will be printed on the additional copies. Suppress Line Types By default, the Purchase Orders module prints forms from a simple form specification that uses the same line format for all line items. If you are using the default, simple specifications, you can choose here whether you want to suppress comments or instructions when you print the forms. Extended specification formats let you customize the form layout by line type, so you can print comments and instructions in different locations or using different fonts from other line types. If you use extended specification formats, you cannot use this tab to suppress line types; you will have to change the print specifications. Both extended and standard format forms are included in sample data. Suppress Line Types (does not include Extended Order specs): You can choose whether to suppress the printing of Comments and Instructions on the various Document types. If your PO form layout is fairly simply, you may get your desired layout by simply using the standard form layout and use the suppress line types to customize your form. Most users elect to use the extended Order forms, and then customize them their own requirements. Log Tab The Log tab records all changes made to the Company Profile and is extremely useful for tracking and troubleshooting the results of changes that affect the distribution and allocation of costs. The log includes the date, time, and user who made the changes. Page 180 Purchase Orders for Adagio

193 Setting Default Document Specs for Printing This is a Log of all changes made to the Company Profile settings. UserName: Who made the change. Date/Time: When the change was made. TableName/Field: Specifies the file and field name of the changed information. Data: What exactly changed. Action: What action was taken (for example, U=Update). This log would normally be used by the system administrator, installation consultant or by technical support. Setting Default Document Specs for Printing The Document Specifications window is used to select the path to the spec file used for printing each document type, or to launch the Specification Designer interface. Purchase Orders for Adagio ships with several specification files which you may use as is, or modify for your company. If you modify an existing spec, it is strongly recommended that you save it as a different file name and point the specification path to the modified file. User Guide Page 181

194 Setting Default Document Specs for Printing From the main menu, choose Process > Reports/Documents > Maintain specifications. To change the path setting to a different spec file, click on the ellipses button at the end of the path field for that document and browse to the new file. If you have selected to use Extended Order specs in the Company Profile (Print Order Options) you will see Order (Ext) and must select an Extended Order spec file. Our Extended Order specs all have EX in the name of the file. The Company Information spec is a sub-report that is used in all other document specs and is normally where you would find the company logo. If you copy a report from test data or elsewhere, be sure to refresh the path of the Company Information spec. Being that may sub-reports require a valid copy and path of this report, it is important that you refresh and save the path of the company information. Images imbedded in a spec file, such as the company logo, must be in Bitmap (BMP) format. Purchase Orders for Adagio cannot convert JPG image files. Page 182 Purchase Orders for Adagio

195 Chapter 9 Using Security Using Security The security function allow you to set up passwords for your system. You do not have to use passwords; the system provides free access to all programs and data until you activate the Security function. User names are inherited from Adagio and security is assigned by security group. If you have assigned users to groups in your other Adagio modules, you will have to define those groups in Purchase Orders for Adagio. Forms security is also available. Use Forms Security to add selective security for specific functions. Creating User Groups User Groups define what parts of the program users are allowed to access. Groups must be set up in each individual Adagio application, as the functions in each application will vary. 1. From the File menu, select Security and Groups from the drop-down list. User Guide Page 183

196 Creating User Groups 2. Click New (Alt-N) to create a User Group or Edit (Alt-E) to amend a selected Group. 3. Complete each field according to the following table: Field Group Description Permit All Description Enter a code for the new user group. Enter a description for the new user group. If you want all user assigned to this group to have access to all function of Purchase Orders for Adagio, turn this box on. If you want to allow all users in the group to have access to most functions, turn this box on, which selects all the options, then deselect the options you want to disallow in the Menu Access area. Expand All Menu Access If you click this box, the Menu Access tree will expand to display all available options. Select which functions you want to allow users access to, and deselect the functions you want to prohibit their access to. When you disallow a user group access to a function, it will be greyed out in the menu when they login to Purchase Orders for Adagio. Any corresponding buttons will also be greyed out. 4. Select the Forms tab to allow specific Add/Delete/Modify functions within the program. Page 184 Purchase Orders for Adagio

197 Setting Up Users 5. You can select and deselect boxes as required for specific functional security. Expand all will display an overview of all functions available. This is useful tool to see where all functions are located in a menu selection. When new functions are added in new releases or in service packs, by default, the function is disabled by security. To enable the new functions, use the administrator login (SYS) to modify the security settings. Setting Up Users Adagio lets you create separate user IDs for each user on the system, and then assign each user to a security group which controls their access to the different functions. Users are universal across all Adagio modules, but you need to define their Group membership inside of POA. 1. From the File menu, select Security and Users from the drop-down list. User Guide Page 185

198 Setting Up Users 2. Click New (Alt-N) to create a User. 3. Complete each field according to the following table: Field User ID Name Group Password Edit Columns Description Enter initials or some other form of identification for the user. Up to three alphanumeric characters, symbols or spaces are allowed. This will be the User ID, which is used when logging in to the system. This field may not be blank. Enter the user's name. Although this field is optional, it can make it easier to identify users in the list. Click the Finder button and select a user group for this user. The user group defines the access privileges for the user. An entry is not required in this field but strongly recommended. See the section on Creating User Groups for more information on this security feature. Enter a password for the user. Up to eight alphanumeric characters, symbols or spaces are allowed. This field is optional, but an entry is recommended. Check this box if you wan the user to be able to access the Column Editor, to add ore revise column displays on forms or grids. See the section on User Customization for more information on the Column Editor. Page 186 Purchase Orders for Adagio

199 Setting Up Users Editing a User's Information Once a user is registered on the system, you can change the user's information, but you cannot change the User ID. To edit a user's information: 1. Select (highlight) the user in the User Setup Window, then click the Edit button (ALT-E). If you want to change the user's password, you must first check the Change password box. The Password field will then become active. 2. Click OK when you are finished, or click the Cancel button to discard any changes you made. You cannot edit a user's ID. If you need to change a user's initials, you must delete and then recreate the user with the new initials. User Guide Page 187

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201 System Requirements Prerequisites Chapter 10 Installing Purchase Orders for Adagio Server Operating systems Desktop Operating systems supported by Purchase Orders software Hard drive space (installation only) Memory Network Printer Screen Resolution Adagio Data Source Windows 2000, Windows 2003, Novell 5 or Linux Purchase Orders will run on Windows 2000 Professional or Windows XP Professional. Requires Windows Installer 3.0 or more recent. The Purchase Orders software is not supported on workstations running Windows 95, Windows 98, Windows ME or XP Home Edition. 50 MB free space 256 MB RAM 100-Base-T network cards, hubs and switches from a reliable manufacturer Laser printer 1024 x 768; recommend 17 monitor to support this resolution ADS.dll version or newer installed Server and Desktop settings Config.nt File handles set to 250 Opportunistic locking disabled Adagio software must be installed first You will need a version of WinZip or Ultimate Zip installed on your workstation or network to uncompress and install the software and subsequent updates. User Guide Page 189

202 Understanding Multicurrency Limitations This product is intended to be used as an integrated module within an Adagio or ACCPAC Plus Accounting solution. Because Sage discontinued support for ACCPAC Plus effective September 2006, this documentation refers only to Adagio modules. Purchase Orders integrates with Order Entry and Inventory Control (IC), but not with Order Entry by itself. You do not need IC to use Purchase Orders for Adagio, although the installation assumes that IC is present. If you do not use Inventory Control, please contact Support or your dealer for specific instructions. At a minimum, Purchase Orders requires General Ledger and Accounts Payable data in order to run. Sample data includes the necessary files to view Test Data. Most of the functionality within DOS Inventory Receipts has been replicated within Purchase Orders for Adagio, except that you cannot assign different printers to forms and reports. While we have tested and attempted to replicate all situations that we would expect to find, in a company's data, there may be conditions within your data that are not handled properly by Purchase Orders for Adagio, compared to your existing processing using DOS Inventory Receipts. We recommend that if you want to see the processing functionality on your live data, you should create a test environment with a copy of your live data to simulate your live processing. Program evaluation The Trial Demo does not allow you to modify Document specifications or Archive your data (transfer from current transactions to history). Do not install the software until you plan to evaluate it. The Trial Demo is a timelimited 60 day license, that allows you to explore the features using sample data or by processing on your data. At the end of sixty days, from installation, your Trial Demo license will expire, and the program will not run. Understanding Multicurrency Purchase Orders for Adagio operates as a multicurrency system if you are using a multicurrency Accounts Payable. If you previously had a multicurrency Inventory Receipts system, your new PO system will automatically update the multicurrency information from Inventory Receipts The Purchase Orders system handles transactions in the currency of the vendor assigned to each line item or miscellaneous charge, so it allows you to have one Page 190 Purchase Orders for Adagio

203 Understanding Multicurrency currency for your primary vendor, and other currencies for secondary vendors (such as border brokers and shipping firms). The currency of the vendor on a Purchase Order is automatically set by the currency of the Vendor Account set in Accounts Payable. To set up a multicurrency, you must first turn on multicurrency in Accounts Payable. Note: You cannot turn off Multicurrency once you enable it within Purchase Orders or Accounts Payable. Multicurrency Prerequisites To convert an existing Single Currency data set: Complete End of Day Processing Ensure all Payables transactions have been retrieved into Accounts Payable Ensure all Job Cost transactions have been retrieved into Job Costing, if Job Costing is integrated Ensure all Ledger transactions have been retrieved into General Ledger, consolidated if necessary Modify any GL Accounts linked to Purchase Orders so that the account will accept MC transactions. Backup your Purchase Orders (IRdata) Consider ODBC or data conversion utility to convert existing Purchase Orders, and Open receipts to new Currency, and conversion rate To convert a new data set: Define your MC codes and rates To convert from existing Multicurrency DOS IR data set: No changes are necessary To turn on, select Multicurrency, and home currency will be assigned from Accounts Payable, as well as the default currency rate type. We recommend that you accept the default Payables rate type. To convert after Purchase Orders is enabled: Create a new tax group for each of the foreign currencies associated with each multicurrency vendor. User Guide Page 191

204 Updating from Inventory Receipts to POA Integration Implications: Review your item cost settings to assign a cost that will be retained in source currency -- it should be other than recent cost. See sample suggested cost settings for reference. Use ODBC link to change the currency of all open MC vendor PO's and MC vendor Receipts. Inventory Costs will be posted in Home Currency, but Source Currency costs will be maintained in the designated cost as per Runtime Variables 1. Open PO costs within Job Costing will be reported in Home Currency. Updating from Inventory Receipts to POA Purchase Orders for Adagio can read data from Inventory Receipts 6.5 and higher without data conversion. Page 192 Purchase Orders for Adagio

205 Network / Standalone PC Installation Network / Standalone PC Installation If your Adagio solution is installed on a file server, do not install the Purchase Orders software on the local hard drive of a workstation -- even if you are installing evaluation software. The installation of Purchase Orders for Adagio shares some of the Adagio library programs. If you install Purchase Orders to a local drive in this situation, you will adversely affect the operation of your existing networked Adagio solution. If you are installing a trial version, you will also complicate the subsequent installation of Purchase Orders, when you purchase your fully operational license. If you are using XP or 2000 Pro, you must login as a user that has administrative rights for the workstation (as the installer) to complete the installation. Installation Procedures for stand-alone PC or network installation The difference between stand-alone and network installation is the drive letter used for the install path. The network installation drive refers to a mapped drive not a local drive letter. In the instructions that follow we use x:\ to refer to the install drive whether a stand-alone or network installation is being performed. For standalone x:\ would equal c:\. 1. We normally suggest creating a folder for your installation point for Purchase Orders. Create the folder on drive x: (x:\install Point\Purchase Orders for Adagio). 2. Download the Trial Demo Software file (POAInstall.zip) from after completing the information details. 3. Save the downloaded zip file into the x:\install Point\Purchase Orders for Adagio folder you created in step Once the download is complete, go to x:\install Point\Purchase Orders. Extract the contents of POAInstall.zip file to the same folder. You should see the POAInstall.exe file. User Guide Page 193

206 Network / Standalone PC Installation 5. Double click the POAInstall.exe file to begin the installation. Below is the first installation screen to show. Click on Next to continue. 6. The next screen displays the License Agreement. Please review this information. By clicking on Accept, you acknowledge reading and agreeing to the terms and conditions of the license agreement. If you accept these terms, highlight the button and click on Next. 7. The next screen displays the Read me information and release notes. This screen lists all the new features, fixes and optimizations included in this version of the Purchase Orders software. Click on Next to continue. Page 194 Purchase Orders for Adagio

207 Network / Standalone PC Installation 8. In XP you will see the following screen. Click on Next. 9. The next screen displays the default installation path. If a previous install of Adagio was found in the registry of the machine the path would use that Adagio path as the default install path. You can change the path by clicking the Browse button and selecting the correct path. When you are satisfied with the install path click Next. Install path for stand-alone installation. Install path for network installation where i:\ is a mapped network drive. User Guide Page 195

208 Network / Standalone PC Installation 10. The installation wizard is about to begin. If you need to make changes, click the Back button, otherwise click the Next button. 11. The next screen starts the installation and progress is shown as seen from the example below. 12. The installation is now complete. Click the Finish button. Page 196 Purchase Orders for Adagio

209 Workstation Installation 13. A Purple Solutions group will be added to your startup menu. In this group a Purchase Orders sub group will be added in which you will find the shortcuts to the Purchase Orders program files. 14. The Purchase Orders software installs using the same default password as Adagio for the user SYS. If the default has not changed the password is SYS. Workstation Installation After performing a network installation to the server, you install the Purchase Orders software on all workstations as follows: 1. From each workstation run the POAVer2WKSetup.exe found in the WkSetup folder where your network installation is located. 2. The following screen will appear on your monitor. The installation has begun and it is creating the shortcuts to the network drive required to run the Purchase Orders software. User Guide Page 197

210 Installation Warnings and Messages 3. The workstation install is now complete. 4. A Purple Solutions group will be added to your startup menu. In this group a Purchase Orders sub group will be added in which you will find the shortcuts to the Purchase Orders program files. 5. Repeat steps 1 through 4 on each workstation that will be required to run the Purchase Orders software. Installation Warnings and Messages The computer used to install Purchase Orders must have Windows Installer 3 installed. If it does not, you can download it from the Microsoft website. The Purchase Orders installation will display the following message if the Windows Installer version is less than 3.0. Once you click the OK button, the installation will terminate and nothing will be installed. The minimum screen resolution supported by the software is 1024x768. The Purchase Orders installation will display the following message if the screen resolution is less than 1024x768. The installation will however still continue even if the screen resolution does not meet this criterion. Page 198 Purchase Orders for Adagio

211 Setting Up The Company Profile The implications of a lower resolution are that some of the screen displays will be cropped. To adjust your screen resolution, go to Control Panel, Display Settings, and adjust. You must be using IR version 6.5 or higher before installing POA. The Purchase Orders installation program will produce the following warning message if the current ACCPAC Plus IR version installed is less than 6.5. If the user clicks on OK the installation will continue. This message is only warning the user that they will not be able to run the Purchase Orders software on data that has not been converted to Purchase Orders or equivalent Inventory Receipts 6.5 database formats. Setting Up The Company Profile The Company Profile is the most important part of preparing your software for use within your company. Much time and consideration should be given to every option and the impact they may have on how you process documents and information. For full details on all Company Profile options, see Chapter 6 Maintaining POA Master Data. User Guide Page 199

212 Maintaining POA Master Records and Files Maintaining POA Master Records and Files This is the where you will create and maintain records used throughout the Purchase Orders system, such as tax groups, ship-to addresses, miscellaneous charges, and standard comments. To add or change Purchase Order master records: Click the Maintain button on the Purchase Orders Tool bar or choose Tools > Maintain from the POA menu. You should create your master data records in the following order, starting with Tax Groups. Tax Groups Pick-Up Addresses Event Budgets Ship-Via Table Ship-To Addresses Sundry Vendors Sundry Items Page 200 Purchase Orders for Adagio

213 Understanding Multicurrency Miscellaneous Charges Contract Pricing comments Understanding Multicurrency Purchase Orders for Adagio operates as a multicurrency system if you are using a multicurrency Accounts Payable. If you previously had a multicurrency Inventory Receipts system, your new PO system will automatically update the multicurrency information from Inventory Receipts The Purchase Orders system handles transactions in the currency of the vendor assigned to each line item or miscellaneous charge, so it allows you to have one currency for your primary vendor, and other currencies for secondary vendors (such as border brokers and shipping firms). The currency of the vendor on a Purchase Order is automatically set by the currency of the Vendor Account set in Accounts Payable. To set up a multicurrency, you must first turn on multicurrency in Accounts Payable. Note: You cannot turn off Multicurrency once you enable it within Purchase Orders or Accounts Payable. Multicurrency Prerequisites: To convert an existing Single Currency data set: Complete your End of Day Processing. Ensure all Payables transactions have been retrieved into Accounts Payable. Ensure all Job Cost transactions have been retrieved into Job Costing, if Job Costing is integrated. Ensure all Ledger transactions have been retrieved into General Ledger, consolidated if necessary. Modify any GL Accounts linked to Purchase Orders so that the account will accept MC transactions. Back up your Purchase Orders data (IRdata). Consider ODBC or data conversion utility to convert existing Purchase Orders, and Open receipts to new Currency, and conversion rate. User Guide Page 201

214 Understanding Multicurrency To convert a new data set: Define your MC codes and rates To convert from existing Multicurrency DOS IR data set: No changes are necessary To turn on you will click on Multi Currency, and home currency will be assigned from Accounts Payable, as well as the default currency rate type. We recommend that you accept the default Payables rate type. To convert after Purchase Orders is enabled: Create a new tax group for each of the foreign currencies associated with each multicurrency vendor. Review your item cost settings to assign a cost that will be retained in source currency -- it should be other than recent cost. See sample suggested cost settings for reference. Use ODBC link to change the currency of all open MC vendor PO's and MC vendor Receipts. Open Receipts will print on landscape forms. Integration implications: Inventory Costs will be posted in Home Currency, but Source Currency costs will be maintained in the designated cost as per Runtime Variables 1. Open PO costs within Job Costing will be reported in Home Currency. Page 202 Purchase Orders for Adagio

215 Chapter 11 Complete List of All P OA Transaction Screens and Fields Purchase Order Transaction Tabs and Fields Purchase Orders uses the same screens for processing requisitions, purchase orders, receipts, invoices, adjustments, and returns. The Header Tab Document Information Primary Vendor Information Operating Information The Details Tab Vendor Information fields Document Details fields and columns Line Details Detail Type - IC Item or Sundry Item Detail Type - Miscellaneous Charge Detail Type - Comments/Instructions Additional Item Information Bill-To / Ship-To Tab Total Tab View Tab Data Flow Tab Processing Options User Guide Page 203

216 The Header Tab The Header Tab The Header Tab records information about the order and the primary vendor. Document Information You can click the Details tab to start adding item details before you fill in the document information. Original Doc: Appears if you are editing an existing PO. You cannot change this number. If you are creating a new PO, the program assigns the document number when you post the document. Reference (optional): You can enter, for example, a requisition number, etc. Doc Date (required): This is usually today's date or the date on which you are ordering the products. The date defaults to your system date. You may also click on the calendar icon to the right of the field or press the down-arrow key to select your date from a Calendar display. Choose File Options to change the date format for Purchase Orders screens. Expected Receipt (optional): The expected receipt date is the date you expect the goods to arrive. If you enter an Expected Receipt date on the header tab it will be used as the default Receipt date for the line items on the detail tab. Page 204 Purchase Orders for Adagio

217 The Header Tab Even if you don't know the exact expected date, you should estimate the date so that you can track late purchase orders. The Expected Receipt date defaults to all line items, but can be changed for each line item as well. FOB (Free on board) point (optional): The order is shipped as far as the FOB point at no cost to the customer. FOB is optional but is normally the vendor warehouse. Ship-via Code (optional): Click the down arrow to the right of the field or press the down arrow key or F5 to display a list of shipping methods (as entered in the shipvia table). You can select a method from this list, type in a shipping method, or leave the field blank. Description (optional): Type a description for the PO. The information entered here appears in the default grid of the Main PO documents window. When you autogenerate a PO, the description reads "Auto generate from IC/OE." Comment (optional): You can enter another 60 characters (two lines of 30) to describe or further document the PO. Location (required): Choose the inventory location where the goods are being received. Click the binoculars to the right of the field or press the down arrow key or F5 to display a list of locations defined in the Inventory Control module. Primary Vendor Information You can click the Details tab to start adding item details before you fill in the vendor information. When you choose an item on the Line Detail screen, Purchase Orders automatically gets the vendor information from Inventory Control and Accounts Payable. Vendor Type (required): You can select Accounts Payable or Sundry Vendor. If you have not enabled Sundry Vendors, the field will default to Accounts Payable. Vendor (required): You can enter an Accounts Payable Vendor number or a Sundry Vendor number. Click the binoculars to the right of the field or press the down arrow key or F5 to display a list of Vendors defined in Accounts Payable or the Sundry Vendors tables. The vendor record must be created before it can be used in an order. Sundry vendors refer to the vendor database maintained in Purchase Orders for Adagio rather than in the Accounts Payable module. In a system which is integrated to the AP module, these Sundry vendors are typically used for cash purchases for which no account is required, but for which the user wants to maintain a purchase history. See also Sundry Vendors. User Guide Page 205

218 The Header Tab Operating Information The options in this section are determined by the settings in your Runtime Variables Configuration. If you do not need any of the option, you should disable these settings on the RunTime Variables 2 tab in the Company Profile. Line Discount: Check this box to enter a discount percentage with each line item. OE Reference: Check this box to enter an Order Entry Order number on detail lines by selecting the order from the list box. You can leave this field blank and enter Order numbers for each line item, or you can enter a number here as the default order for all line items. The OE reference can be use as a document reference on the PO so that receipts specific to a sales order can be shipped immediately after receiving. OE Order Import: If you enter a Sales Order, you have the option to Import OE lines by clicking on this button. A dialogue box will appear: "Do you want to create this order from O/E? Yes or No". If you say Yes, another window opens, as below: and you are given the options: Outstanding only, All items or Cancel. Outstanding only: The items ordered but not shipped on the selected Order Entry order, will be placed into the new Purchase Order All Items: All items originally ordered on the Order Entry order will be placed into the new Purchase Order Cancel: All Order Entry information will be ignored Event budgets: If the box is checked, the system will require you to select an Event from the drop-down list as the default Event for all line items, but you have the option to change the event when adding each detail line. Page 206 Purchase Orders for Adagio

219 The Details Tab You cannot select this checkbox unless you selected Use Event Budgets on the RunTime Variables 1 tab in the Company Profile. You cannot uncheck this checkbox if you selected "Force link to Event Budgets" on the Interface Posting Options tab in the Company Profile. Jobs: If you are using Job Costing, you can select this option to choose a default Job number - Phase - Category for each line on the purchase order. You can change the job assignment on each detail line. See also Adagio Job Cost Work-Around Solution. If you have more than 1 job-phase-category allocation, click on the Jobs, but leave job blank to remind you to select the correct job details for each line item. The Details Tab This tab displays vendor information and the line details for the PO. If you choose this tab when adding a new PO, the program automatically displays the Line Detail screen, so you can add the first item. The line type is displayed on the right side of the detail lines (in the Type column). The vertical red bar on the details screen acts as a window pane. Fields to the right of this bar will scroll underneath while fields to the left, are frozen during line item scrolling. You can drag fields from the ride side of the bar to the left side if you want the field to remain fixed. User Guide Page 207

220 The Details Tab The following diagram shows the Vend # column being dragged from the scrolling region to the fixed region of the detail grid. Vendor Information fields Vendor Type (required) and Vendor (required): If you did not select a vendor on the Header tab, you can select the vendor type (Accounts Payable or Sundry Vendor) and select the vendor number here. If you have not enabled Sundry Vendors, the field will default to Accounts Payable. Click the binoculars to the right of the field or press the down arrow key or F5 to display a list of Vendors defined in Accounts Payable or the Sundry Vendors tables. Terms (required): Enter the terms code that applies to the order. If you select an AP vendor, the program defaults the terms code and description from the Accounts Payable vendor record. You can enter a different code or press F5 to select a code from the Finder list. The code must be defined in Accounts Payable. If you select a Sundry vendor, the program automatically enters the terms code and description from the Sundry vendor record created in Purchase Orders. See also Sundry Vendors. Tax Group (required): This code specifies which tax tables the program will use to calculate taxes. If you use Accounts Payable, the program automatically enters the tax group code and description from the Vendor record in AP. If you use Sundry vendors, the program automatically enters the tax group code and description from the Sundry Vendor record. Price List (optional): If you are using Inventory Control Alternate price lists, select the price list code that you want to use for this vendor. If you select Use IC Alternative Price Lists on the Interface Options tab in the Company Profile, and you have a markup cost set in the Alternate Price List for this item in Inventory Control (and that price list is assigned to the vendor), the Markup cost will appear as the default price for the line item. Currency (required): For multicurrency accounting, the currency for any line item is determined by the vendor record in Accounts Payable or Sundry Vendors. You cannot change the vendors currency. Note, however, that you may have different currencies for primary and secondary vendors on the same PO. (For example, the cost of goods may be in US dollars, where the freight may be in Canadian dollars.) Page 208 Purchase Orders for Adagio

221 The Details Tab Exchange (required): This field will default to the exchange rate associated with the currency code and rate type selected for this vendor on the date of the document being created. For multicurrency accounting, you can override the exchange rate Reference (optional): One use might be to record the vendor's order confirmation number. Tax Status (required): This will default to the tax status as defined in the Vendor record and can be overridden as required. Tax Status codes are pre-defined in the tax tables. Remit (optional): Remit details can be entered and printed on forms. Comment (optional): Use this field to provide additional information to the vendor, such as special instructions for the order. Rate Type (required): For multicurrency, you can override the default rate type for this vendor. Normally, you should not have to enter any details in this vendor section if your configuration is setup properly in Company Profile. You can add up to ten vendors on one order. To change vendors, click on the Change vend button. All subsequent line details will be assigned to this new vendor. When you assign a different vendor, the vendor number displays on the line item or miscellaneous charge details for easy reference. Once you have the vendor details at the top of the screen, you can select the Hide detail button to provide more display room for Item details. If you choose the Details tab when adding a new PO, the program automatically displays the Line Detail screen, so you can add the first item. Document Details fields and columns Always show the additional line information and Serial Numbers: You have the option to suppress the additional line information and serial number details from your screen display. If this box is not selected, then these specific line types will be suppressed from view, but will still be available to be displayed if selected again. Detail lines on the grid: You can add 5 different types of detail lines: IC Item - Inventory item with quantities and prices. All IC item information is maintained in Inventory Control. User Guide Page 209

222 The Details Tab Document Details Misc Charge - an additional charge or allocation that could be specific to an inventory item or to an entire order. You can prorate miscellaneous charges to order items or directly expense them. Sundry Item - an item that is created and maintained in Purchase orders, and not maintained in Inventory Control. It could be used as non-stock items (for sites with Inventory) or could be a complete listing of items and services ordered for Payables only, or Job Cost installations. Quantities on Purchase order are managed, Quantities on hand are not maintained. Comments - see notes with Instructions. Instructions - comments and instructions allow you to insert free-format text lines anywhere in the detail lines of the Order. The difference between them is that you can set up some forms to print "comments" and others to print "instructions". For example, you can enter comments and print them on the vendor's PO, but you might print receiving instructions on internal forms -- or just have them on the screen for receiver reference. You can import the 4 lines of optional comments from Inventory items or Sundry items as comment lines attached to item. You can import standard comments as comments or instructions from the Maintained comments table. Document amount: This amount is the running total of the "on Order" extended line items in source currency. Store new sequence: You can change the order of lines on the purchase order by dragging lines to new positions, and then releasing them. The new line sequence is temporary until you click on the Store New Sequence button, when the program will renumber the line numbers and save the new sequence. If you forget to enter a line item comment, you can add the comment line later, and then drag it to the desired location, and store the new sequence. Reset Button: If you change the line order and want to restore to the original line sequence, click the Reset button. Note that you cannot restore the previous sequence if you have already renumbered lines using Store New Sequence button. Click the Details Tab when entering a new Order to automatically open the Line detail window (as shown below) for entering new Line items. Page 210 Purchase Orders for Adagio

223 The Details Tab Detail Type: IC Item or Sundry item Detail Type: The default detail line type is for IC Item details. You can enter the first letter of another item type or select it from the drop-down window using the mouse or the down arrow key. You can choose IC Item (I), Sundry Item (S), Miscellaneous Charge (M), Comment (C), or Instruction (IN). (Type "II" or "IN" quickly to select Instruction.) The bottom half of the Line Detail screen changes depending on the Detail Type that you select. You can enter line item types in any order, and you can reorder them by dragging them to new positions. You can insert or delete any line. Vendor: You can choose the vendor for the detail line, but it's easier to choose the item number first. If you select the item number in the Item Detail section first (see below), depending on your settings for the IC Item Check option on the Interface Options tab in the Company profile, the program will display the primary vendor, the secondary vendor, or the vendor selected on the Header tab. User Guide Page 211

224 The Details Tab Detail Type - IC Item or Sundry Item Item Number: Enter an Item number, or press the down arrow key, F5, or F6 to search and select an item. Press Tab to accept entries and move to the next fields. Press Enter or click OK when completed. If the item selected exceeds the Min/max inventory level criteria, and you have selected this prompt in your company profile, the Reorder Information is displayed for confirmation. Item Number Order Inquiry: You can click the Inquiry button after selecting the item number (with the cursor in a different field -- such the Ordered field) to display the item's purchase history. 1. After choosing an item, click the Item Inquiry button. 2. Choose what you want to view. Page 212 Purchase Orders for Adagio

225 The Details Tab Purchase History will display the completed purchase order history for the selected item. Open Purchase Orders will display the open POs for the selected item. A total is also displayed by location at the bottom of the item detail screen. Open Sales Orders will display the Open Sales Orders for the selected item. A total is also displayed by location at the bottom of the item detail screen. Ordered (required): Enter the number of items that you want to purchase. Units of Measure (required): Enter or select the Unit of Measure for this item. The units default from the Inventory Control or Sundry Items. Unit Price (optional): Depending upon your Runtime Variables in the Company Profile, the program will automatically display the previous purchase price, an Inventory cost field, or blanks to let you enter a cost. You can create a Purchase Order without entering a cost, but this implies that the Purchase Order will be received without a cost as well, given that many packing slips show quantity only. The program lets you enter costs on the invoice instead of with the receipt, but the costing will be correct only as long as the items are still in stock. When possible, enter a Unit Price, to ensure better costing at receipt time. Extended price (required): The extended price is a calculated field based upon the ordered quantity multiplied by the unit price. You can override the extended price but must clear the unit price to save the extended price. The extended price will recalculate the new unit price by dividing the extended price by the ordered quantity. You can let the program calculate the unit cost if the unit cost uses more decimals than you have set up in your system. Description (optional): The description defaults from the IC Item or Sundry Item table description. You can override the description and the saved purchase order line description will print on the PO. You can also add the additional information lines from the inventory record to the purchase order. After adding the IC item detail line,close the Line Detail screen, right-click the line that you just added,,and select Additional Item Info from the drop-down menu. User Guide Page 213

226 The Details Tab Tax Status (required): The item tax status is based on the tax assigned to the IC Item or Sundry Item tax status table and the tax status assigned to the vendor in Accounts Payable. You can select a different tax status if necessary. Db GL Account (required): If you are adding a sundry Items, you must enter the GL account for the asset or expense. By default, the account number comes from the sundry item record, but you can override it here. IC Items get their account information from the item Account Set in Inventory Control. Category (required): The item category defaults from the IC Item or Sundry Item table category. Although you can change the category code, it will not affect any account posting because the item category determines the sales accounts for the item. Location (required): Select the location where you want the item to be received. The default location code is set on the Order Receipts Defaults tab in the Company Profile. If you have just 1 inventory location or a main location, set up the default in the Company Profile. Receipt Date (optional): If you entered an expected receipt date on the PO header, then this will be the default receipt date for each item. You can change or accept the date. Last Cost/Std Cost/User Cost 1 or User Cost 2 (display reference): This is the cost that you selected as a reference cost in the company Runtime Variables. The cost field appears as "Std Cost" in the screen example, shown above. OE# (optional): You can specifically reference a Sales Order for this line item, choosing the order number from the Finder. Note that you must select OE Reference on the Order Header (operating information) to be able to add a reference here. JC# (optional): If you have the JC interface enabled, you can allocate the item purchase to a job, phase and category, or leave the item to be received into inventory. Vendor Item: This field displays the vendor's item number if you maintain it in your IC records. Qty On Hand: Displays the number of units if the IC item that you have on hand, on sales order, and on purchase order for each of your inventory locations. Page 214 Purchase Orders for Adagio

227 The Details Tab Detail Type - Miscellaneous Charge You can enter miscellaneous charges on Purchase orders or Receipts, but not on Invoices. In most cases, the purchaser should know whether miscellaneous charges will be added to the PO -- more so than the person in Payables paying the bills. Receivers do not normally know whether there are miscellaneous charges because many packing slips have no costs on them and extra charges do not have a quantity. We recommend adding miscellaneous charges as a line item if they are known. You can also enter an estimated cost or leave the charge as zero. As long as an order has a miscellaneous charge on it and the order has not been completed, you will be able to prorate charges retroactively to the receipted quantity when the actual miscellaneous charges are entered. Miscellaneous Charge (required): Enter the Miscellaneous Charge code, or press the down arrow to scroll through the charges. Enter the amount of the charge, the proration method. If you are not prorating -- or only partially prorating -- the charge to PO items, you must specify the GL expense account. The default setting for each miscellaneous charge code is determined on the Miscellaneous Charges tab on the Maintenance screen. All fields can be edited and revised to the Order circumstances. Description (optional): The description text defaults from the Miscellaneous Charge tables. You can change it for this PO if necessary. Item Charge Amount (optional): The amount defaults from the Miscellaneous Charge Tables. The amount is in the currency of the Vendor. You can change the amount, and you can leave it 0.00 if you don't know the amount at this point. User Guide Page 215

228 The Details Tab Proration Method (required): The proration method defaults from the Miscellaneous Charge tables. You can accept or revise. If you choose manual, you will not be able to assign the manual proration until you receipt the Order. You can choose no proration (direct expense), by relative value, by relative weight, by equal lines, or manual proration. If you choose manual proration of the miscellaneous charge, you should also enter an instruction line to instruct the person receipting the miscellaneous charge to prorate to a specific item. If you want to charge a miscellaneous charge to job costing, either prorate 100% to a sundry item or service, or make the miscellaneous charge a sundry item. Percentage (required): You can enter the percentage of the cost that you want to prorate. For example, you could prorate 50% of the cost to inventory items and expense the remainder to the GL Account that you specify. Debit GL account: If you select no proration or if there is no items to prorate to, then you will have to enter the Ledger account to charge this miscellaneous change to. If you select a proration method, but choose to prorate less than 100% of the cost, you will also have to specify the GL expense account for the expensed portion of the cost. Cost to AP: Normally, you would check this box for a miscellaneous charges to send it through to Accounts Payable for payment to the vendor account. However, in some cases, you might want to accrue 3rd party charges based on estimates (say for ocean freight or holding charges) or want to charge a fixed rate to the freight clearing account for landed costs (because the paper flow of the misc. charges for all freight vendors is too cumbersome to track). To do this, you would uncheck the Cost to AP checkbox, add a set rate amount for 3rd party costs to arrive at your landed costs that get charged and allocated to inventory, and post the shipping and handling charges to the clearing account. When the invoices for the 3rd party freight costs are received and posted to Accounts Payable, you will distribute the costs to the freight clearing account. Tax Status (required): The item tax status for the miscellaneous charge -- the default setting comes from the Miscellaneous Charge table. This determines the tax calculation for the item when combined with the Vendor Tax status for the applicable jurisdiction within the Tax Group. You can change the tax status. Page 216 Purchase Orders for Adagio

229 Additional Item Information Detail Type - Comments/Instructions Detail Type: Comment Detail Type: Instruction Comments/Instructions: Enter a comment or instruction up to 75 characters long. You can enter more than 75 but 75 characters is the printing limit. Purchase Orders lets you define standard comments and instructions on the Comments tab on the Maintenance form and associate a shortcut code with each comment or instruction. You can add the standard comments to the Comments / Instructions screen by typing "#" followed by the shortcut code -- for example, "#SHIP" -- and then pressing Enter. You can then open the Comments / Instructions detail to edit the text. See also How to Import Standard Comments. Note: The shortcut code must be the only text in the Comments / Instructions field. If any other text appears the program will not expand the shortcut code. The difference between comments and instructions is where the text is printed on forms. For example, instructions might appear on purchase orders, where comments might appear on receipts. See Standard Comments for more information on creating standard comments and shortcut codes. Additional Item Information You can add insert the four lines of additional item information for IC items and sundry items under the item detail line on Purchase Orders. To insert additional item information: 1. Add your IC Item or Sundry Item detail lines first. User Guide Page 217

230 Bill-To / Ship-To Tab 2. Close the Line Detail window, and on the Details tab, right-click on the Item requiring additional information, and select Additional Item Info (CTRL-A) from the Pop-up menu. The Additional Item information that is stored in the Inventory master file or Sundry Items table for this item will be displayed, where you can change it if you choose. 3. Select OK to copy this information into the Purchase Order document or select Cancel to return to the PO details tab without copying the additional information. You can edit or delete selective lines after importing. The Additional Item info will be displayed on it's own line9s) (ADD) immediately following the line item that it describes. Bill-To / Ship-To Tab The Bill-To /Ship-To tab lets you select or add a new ship-to Code and edit the Shipto/Bill-to Comments and Contact information. Ship-To Code: Either select a ship-to code from the Finder (press the down arrow or press F5) and click the Create / Edit button to change any information, or enter a new code and click the Create / Edit tab. Page 218 Purchase Orders for Adagio

231 Total Tab Order Bill-To / Ship-To Tab Purchase See also Order Receipts Default for information on setting a default Ship-to code for all Orders Total Tab Purchase Order - Total Tab User Guide Page 219

232 Total Tab Total weight: Total extended weight of the On Order items is calculated using the weight of individual items from the item records in Inventory or the sundry items in Purchase Orders. Total Costs: The total costs of On Order items and Miscellaneous Charges in Home Currency is displayed for all vendors. Number of lines: The total number of line entries, for all line types is displayed. Vendors: The total number of Vendors (primary and secondary vendors) on the order is displayed. Vendors on this document: Each vendor on the order is summarized with the amount of pretax line values, applicable taxes, and the Currency. The applicable taxes will only appear when an item is received as an invoice, or document that is to be posted into Payables. The highlighted vendor shows on the applicable Totals and related tax information, and the total payable to that specific vendor. When you highlight different vendors the program will display the totals and tax information on the bottom of the screen for the selected vendor. Totals and Tax Information: These fields let you change information for the currently selected vendor. Terms: You can choose any valid Accounts Payable terms code. The terms you select here will change the terms assigned on the PO Detail tab for this vendor. Pickup Code: You can assign a pick up code to print on the Order for this vendor (from codes that have been assigned to the vendor). Pickup Details: Click on Pick-Up Details button to display and edit specific picking details for this vendor. Default Pickup Information: This is display information and cannot be modified. Document Pick Up Information: You can enter specific Pick-up comments and Pick-up contact that can be printed on the Order. For convenience, you can click on the Use default pick up comment and contact to move the default information into the document specific details. You must either click on the default or enter your own information for the document specific information to be added to the document. The default comments and contacts does not automatically add. Page 220 Purchase Orders for Adagio

233 Processing Options Processing Options Post Button The POST button in the top-right corner of the Purchase Orders screen saves the order information to the Purchase Orders data tables, updates the On PO quantities in Inventory Control, and updates On PO in the estimates file in Job Cost. Note: Once an order is printed, received or completed, it can only be modified if the appropriate options are selected in the Company Profile. See RunTime Variables 1 for more information on this feature. With the selected settings on the Company Profile, an order can be edited and posted as many times as required. PO Number If you have chosen to manually generate PO numbers, the PO number field will be blank, and you must enter an alpha numeric (or just numeric) document number. If you are using autonumbering and allow editing of PO numbers, you can change the information in the PO number field, and it will be saved exactly as you type it, unless the number already exists. If you have chosen to autonumber your PO numbers and don't allow editing, the information in the PO number field cannot be modified or overwritten. See also: Auto Numbering Options and Order Receipts Default. User Guide Page 221

234 Processing Options Cancel Button Click the Cancel button to cancel the current order. You will be asked to confirm your action. No PO number will be assigned. Duplicate Button Click the Duplicate button and, if the order has already been posted (so you are in modify mode), you can duplicate the entire order to create another new order. This is a useful feature for replicating recurring orders. You can modify the duplicated order according to your profile settings. Template Button Click the Template button to copy the order to a template. This is similar to duplicating the order, except that the template is not an outstanding order. Instead, you enter a template code of your choosing and save the template. Tax Button This function is generally used for rounding adjustments in the amount of tax being calculated when you create the order, and to reconcile or adjust the tax amount when you receive or invoice the order. To start, click the Tax button on the Total tab. To edit the taxes, you first select the line item to be adjusted and enter the revised tax dollar amounts in the boxes at the bottom of the screen. The first box represents Tax Jurisdiction number 1, etc. After entering the revised tax amounts, click the Accept button to save the changes. You may then highlight another line and continue making changes, or click the Close button to leave the screen. Note: If your taxes are not being calculated properly, review the Tax Group and tax statuses defined for the Vendors and the Items on the order. This screen can also be used to help determine which line items are defined incorrectly, since it displays the tax calculations for each jurisdiction by line item. Page 222 Purchase Orders for Adagio

235 View Tab View Tab The View Tab provides a preview of the printed Purchase Order document if you print using the default Purchase Order specification. Refer to Setting default Document specs for printing for additional information. Purchase Order input - View Tab Note: You cannot print a Purchase Order document from this View tab. Data Flow Tab The Data Flow tab provides a quick snapshot of all documents related to or linked to the current document. This is very useful for matching documents and for understanding the complete life cycle of a particular purchase order. User Guide Page 223

236 Data Flow Tab Purchase Order Input - Data Flow Tab The Existing Documents section shows all documents that are related to the original Purchase Order, separated into Document types. Highlighting a document in this section will then display Vendor information about that document on the right side in the Vendors on the selected document section. Trans date is the transaction date of the document. Value for Purchase Orders is the remaining balance on the PO; completed PO's will show $0.00. Value for Receipts, Returns and Inv/Adjustments will show the total value of the listed document. The Vendors on the Selected Document section lists all vendors that exist on the document that is highlighted on the left window in Existing documents. Highlighting a vendor in this area changes the display at the bottom of the screen in the Document Total of Vendor XXXXX section. The Document Total of Vendor XXXX section shows information for the document highlighted on the left, but is specific to the vendor highlighted on the right. Document details Double-clicking a document will display, in summary form, the line item details for that document, including allocated miscellaneous charges and the amount of allocation per line item. Page 224 Purchase Orders for Adagio

237 Data Flow Tab User Guide Page 225

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239 Index A Adagio Job Cost 103 Aging Report 174 Allow 165, 170 completion of orders 170 edit of completed orders 170 edit of partially receipted orders 165 edit of printed orders 165 over receipts 170 Alternate price lists 155 Approval copies 179 Archive Documents 174 Archived Documents Report 132 Archiving documents 67 Audit Trail 180 Auto Numbering documents 172 B Backup 65 Base price update 155 C Choose document specification 170 Clearing Accounts 161 Column sorting 11 Combine 83, 86 Purchase Orders 83 Receipts 86 Comments 82, 144 standard 82 Competitive Price List 97 Completing an order 170 Compress DB 106 Contract Expiry Date 142 Contract Pricing 142 Copy designation 179 Cost to AP 140 Costing method 155 Customization 11 D by user 11 Data Conversion 153, 192 Day End 59 Decimal places in Unit Price 165 Default 140, 165, 177 fields 177 GL account 140 Unit Cost 165 Delivery Note 170 Deposit with Order 88 Direct 161, 165 Batch posting to AP 161 Batch posting to JC 161 printing of orders 165 Discount Base 155 calculation of 155 Document specs 151, 181 Duplicate AP documents 165 E Error 152 error reading rptorder Event Budgets 161, 165 force link 161 Extended Order Specification 179 F FAQ 77 Filters 11 status 11 Forms Security 183 Freight Charges 140 User Guide Page 227

240 Index G GL departments 161 GL Transactions Report 131 Groups 183 H History 67, 174 move to 67 purge 67 How to... 77, 79, 82, 83, 86, 88, 90, 95, 97 Browse Orders by Vendor 95 Import Competitive Price List 97 Import Standard Comments 82 Insert a Line on a PO 77 Invoice 2 Receipt together 86 Process Deposit with Order Transaction 88 Process Prepaid Order Transaction 90 Receive 2 POs on 1 Receipt 83 Setup GST and PST 79 I Import OE comment lines 170 Insert a line on an Order 77 J Job Costing interface 155 L Line discounts 170 Location code 177 M Miscellaneous Charges 140 Modify document spec 149 Most Recent Cost 165 Move to history 67 Multi-part Order 179 N Non-AP Vendors 144 Non-IC Items 146 O OE Reference 170 Outstanding Purchase Order Report 113 Outstanding Receipt Invoice List 115 P Packing Slip (see Delivery Note) 170 Pick-up Address 134 Prepaid Orders 90 Price override 165 Proration of charges 140 Purchase Contracts 142 Purchase Order Aging Report 114 Purchase Order List 112 Purchase Variance Report 119 Purge History 174 Q Quick receipts 165 R Receipt document type 170 default 170 Receipts List 112 Reports 109, 113, 114, 115, 117, 118, 119, 122, 123, 124, 129, 130, 131, 132 Aged Purchase Orders 114 Archived Documents 132 Company Profile 122 Contract Prices 130 Event Records 129 GL Transactions 131 Outstanding Purchase Orders 113 Outstanding Receipt Invoice 115 Purchase Variance 119 Sundry Items 123 Sundry Vendors 124 Tax Summary 118 Page 228 Purchase Orders for Adagio

241 Index Tax Tracking 117 Returns List 112 S Security 183 Select document form 151, 181 Session Date 174 Ship To Address 138 Ship Via 177 Standard Comments 82 Standing Orders 165 Sundry Items 155 Sundry Vendors 155 Suppress 170, 179 Comments 179 Instructions 179 zero line printing 170 T Tax 117, 118, 134, 174 Groups 134 Information 174 Jurisdictions 134 Status 174 Summary Report 118 Tracking Report 117 Terms 177 U User Groups 183 Users 185 User Guide Page 229