Purchase Order Encumbrance PO-1030

Transcription

1 Purchase Order Encumbrance PO-1030 Overview This Extended Solution to the Purchase Order module adds a new system of tracking Purchase Order Encumbrance by General Ledger Period. By printing the P/O Encumbrance Report, a new database file is created which contains all outstanding Purchase Order line items. The data items of this new file are: Period Ending Date, G/L Account Number, Purchase Order Number, Line Index, Vendor Number, Vendor Name, Item Number, Line Item Description, Unit of Measure, Quantity Ordered, Quantity Received, Quantity Invoiced, Unit Cost and Amount Not Received + Amount Not Invoiced. These new data fields are available in the PO.ENCUMBR file of the Report Master and Import Master Data Dictionary. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an from extendedsolutions.na@sage.com telling you that it is ready. The will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions and a Shipping Manifest. If you have any problems with this order, please extendedsolutions.na@sage.com and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: Extended Solutions Manuals Remove Extended Solutions 2005 Sage Software, Inc. All rights reserved. PO-1030 (Revised 08/05) Page 1

2 Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution. Setup Once the disk is installed, you will need to access the Purchase Order Setup menu option screen. After the option screens have been displayed, a Setup screen for this Extended Solution will appear. Check the Enable Extended Solution box to activate this Extended Solution (Figure 1). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the Manual button next to the Enable Extended Solution check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). Figure 1 Answer the following prompts: POST TO G/L BUDGETS: Check this box to select the G/L Budget to post the encumbrance amounts. Leave it blank if you do not wish to post to any G/L Budget file. USE PERIOD ENDING DATE AS P/O CUTOFF DATE: You may choose to have Purchase Orders dated beyond the Period Ending date to be excluded from the report. Check this box to exclude P/Os dated beyond the period ending date. Leave it blank to include all P/Os on file Sage Software, Inc. All rights reserved. PO-1030 (Revised 08/05) Page 2

3 If this Extended Solution has not been previously added to a menu, you will see a pop-up screen which will ask if you would like the Extended Solution automatically added to the selected menu. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation The P/O Encumbrance Report Selections are: Period Ending Date, Range of G/L Account Numbers and Range of Vendor Numbers (Figure 2). If a date is entered that matches an existing period ending date, then the report is generated using data from that date. If the date entered matches the Current Purchase Order System Date, and it also detects that there is already a data file with that date, then you will be prompted whether or not you would like to Refresh the existing data file. If a date is entered that matches the Current System Date, and no existing data file is detected, a new file will automatically be created. When a data set is refreshed or created, it includes All encumbrances on all POs currently on file (unless you indicated in Setup to exclude future dated POs). The report that is printed from this data set will only include data from within the specified selection range. If a date is entered that does not match an existing period ending date (in the data set) and that date also does not match the current Purchase Order system date, then no data will be selected, nor will a new encumbrance file be created. Figure 2 G/L Budgets 2 And 3 When refreshing or creating a new data set and the Period Ending Date entered during the selection matches any G/L Period Ending date, the user will be warned that the G/L Budget (either 2 or 3 specified in Setup), will be refreshed. If the user selects to continue, then the current period buckets in the G/L Budget 2/3 file are reset to zero for all General Ledger Accounts. Then during the Encumbrance Report Printing, only the G/L Accounts within the selection range will be updated. Period End Processing During P/O Period End Processing, all data sets which are older than one year are purged. If you set the Purchase Order Period End Processing flag for the P/O Encumbrance Report to Yes, then during Purchase Order Period End processing, a new data file for the current period end date will be created, the encumbrance amounts will be posted to the period 2005 Sage Software, Inc. All rights reserved. PO-1030 (Revised 08/05) Page 3

4 ending bucket of the G/L Budget file specified in Setup, and the Encumbrance Report is chained and printed as one of the period end reports (Figure 3). RUN DATE: 08/08/91 ABC Distributing, Inc. PAGE: 1 SYS DATE: 06/30/91 P/O ENCUMBRANCE REPORT TIME: 04:48 PM Period Ending 06/30/91 PURCHASE QTY QTY QTY AMT NOT ORDER NO. DESCRIPTION U/M ORDERED RECEIVED INVOICED INVOICED G/L ACCOUNT: Cash on hand VENDOR NO: 01-AIRWAY AIRWAY PROPERTY EACH VENDOR 01-AIRWAY TOTAL: G/L ACCOUNT TOTAL: G/L ACCOUNT: Inventory - West Warehouse VENDOR NO: 01-UPS UNITED POST OFFICE SERVICE special item EACH VENDOR 01-UPS TOTAL: G/L ACCOUNT TOTAL: G/L ACCOUNT: Land VENDOR NO: 01-UPS UNITED POST OFFICE SERVICE special 6 EACH SPECIAL1 EACH SPECIAL2 EACH SPECIAL5 EACH MISC VENDOR 01-UPS TOTAL: G/L ACCOUNT TOTAL: G/L ACCOUNT: Purchases - East VENDOR NO: 02-TELCOMM TEL-COMM COMMUNICATIONS MULTI-PORT ADAPTOR EACH MP9550 ADAPTOR CABLES PAIR VENDOR 02-TELCOMM TOTAL: G/L ACCOUNT TOTAL: G/L ACCOUNT: Withheld Draw VENDOR NO: 01-AIRWAY AIRWAY PROPERTY TEST SPEC EACH TEST MISC INSTALLATION LABOR VENDOR 01-AIRWAY TOTAL: Figure 3 If you want to insure the creation of an Encumbrance Data Set at Period End, be sure to print the Encumbrance Report (from Period End Maintenance) as part of your Period End Processing procedure. Be aware, however, that this data set will replace an existing data set for the same date and will update the G/L Budget file without the usual warnings Sage Software, Inc. All rights reserved. PO-1030 (Revised 08/05) Page 4

5 With Extended Solution PO-1127 Additional account allocations created by PO-1127: Multiple General Ledger Account Allocation will be written to the encumbrance file. For each PO line, any discrepancies created due to rounding will be resolved in the last allocated line. **Note: The allocation percentage will be applied to both the Amount and Quantity fields. Report Master/Visual Integrator The files listed below have been added or changed in the Data Dictionary by this Extended Solution for Report Master/Visual Integrator purposes. New File: Field: PO.ENCUMBR All Fields The Data Dictionary may contain other files and data fields that are not available without their corresponding Sage Extended Solutions installed. Note: The Report Master module is not supported in MAS 200 SQL. Crystal Reports and the ODBC Dictionary The files listed below have been added or changed in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes. File: Description Field: PO_30 Encumbrance File All Fields Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed. Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not 2005 Sage Software, Inc. All rights reserved. PO-1030 (Revised 08/05) Page 5

6 conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners Sage Software, Inc. All rights reserved. PO-1030 (Revised 08/05) Page 6