P/O Forms Printing Enhancement PO-1012

P/O Forms Printing Enhancement PO-1012 Overview This Extended Solution to the standard MAS 90 MAS 200 Purchase Order module adds new features and fields to the Purchase Order Printing program. 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: http://support.sagesoftware.com/mas/extended_solutions/main.cfm 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 email from extendedsolutions.na@sage.com telling you that it is ready. The email 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 email extendedsolutions.na@sage.com and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options 2005 Sage Software, Inc. All rights reserved. PO-1012 (Revised 07/05) Page 1

Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install a Sage Software Extended Solution. Setup Once the disk is installed, you will need to access the Purchase Order Setup menu option screen. After the standard MAS 90 MAS 200 option screens have been displayed, a Setup screen for this Extended Solution will appear. Check the Enable Extended Solution box to activate this Extended Solution (Figure 1). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the Manual button next to the Enable Extended Solution check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). Figure 1 Answer the following prompts: SELECT POS BY DATE: Select Order Date, Required Date or No Date Selection. UNIT OF MEASURE FOR UNIT COST TIMES 1000: Specify the Unit of Measure that will cause the standard MAS 90 MAS 200 field in Purchase Order Printing to be multiplied by 1000. RESTRICT BY COST CODE RANGE: This question will be displayed only if the Purchase Order Module is integrated with the Job Cost Module. Check this box to maintain ranges of Cost Codes to print on the Purchase Order form. 2005 Sage Software, Inc. All rights reserved. PO-1012 (Revised 07/05) Page 2

You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation Back Ordered Item Printing This option adds the ability to print only line items with a Quantity Back Ordered (this option applies only to Standard type orders with a status of Back Ordered; other order types and statuses are not affected). See the Lines To Print prompt in Figure 2. Figure 2 Instruction Block Printing A block of user definable and editable text (4 lines of 70 characters each) has been added and is accessible through a new window by clicking the Addtnl Instructions button (Figures 2 and 2a). Figure 2a 2005 Sage Software, Inc. All rights reserved. PO-1012 (Revised 07/05) Page 3

Date Range Selection If you entered Order Date or Required Date to the Setup option Select P/Os To Print By Order Date/Required Date, a date range will appear on the Purchase Order Selection screen (Figure 2). If you entered Order Date in Setup, the date range will be by Order Date. If you entered Required Date in Setup, the date range will use the Required Date (if you entered Neither, no date range selection will appear on the selection screen.). G/L Segment Printing G/L Expense Account Segment printing (up to 3 segments) is available with a field for each segment when you select the new PO-1012 form in Forms. The Segments will print only for Special Items, Miscellaneous Items and Miscellaneous Charges. Unit Cost Multiplied by 1000 If you entered a Unit of Measure at the prompt Unit of Measure For Unit Cost Times 1000, the Unit Cost of any line that contains that Unit of Measure will cause the standard MAS 90 MAS 200 field to be multiplied by 1000. Cost Code Description Printing You may print all cost code descriptions or you may restrict their printing by maintaining up to 10 ranges of Cost Codes for which descriptions will be printed on the Purchase Order form. Forms Non-Graphical You can maintain the new FORM fields for this Extended Solution by clicking the Form... button. A window will appear prompting you to select the FORM that you would like to maintain (Figure 3). Select this Extended Solution and the FORM maintenance screen for the new fields will be displayed (Figure 4). Figure 3 2005 Sage Software, Inc. All rights reserved. PO-1012 (Revised 07/05) Page 4

Figure 4 New Fields New FORM fields have been added for Vendor Reference, Bin Location and Total Quantity Ordered, Received, Back Ordered and Invoiced in the Standard Unit Of Measure, Purchase Unit of Measure Sales Unit of Measure and Line Number. Inventory Retail Price, Price Extension and Ship-Via fields have been added, as well as four Item Category fields from the Inventory Masterfile. Vendor Address and Ship-To Address have been added as separate fields. Quantity Ordered, Quantity Received and Back Ordered Quantity have been changed to have left justified options. The DROP SHIP field title has been changed to PO DROP SHIP. The Cost Code description from the Job Cost module may be printed on the Purchase Order. Several new calculated fields have been added (Figure 5): 2005 Sage Software, Inc. All rights reserved. PO-1012 (Revised 07/05) Page 5

Figure 5 2005 Sage Software, Inc. All rights reserved. PO-1012 (Revised 07/05) Page 6

STANDARD PRICE (#54): If this is a regular item, this field is the Standard Price from the Inventory Masterfile (IM1). For a miscellaneous charges (not /M), this field will be the standard charge from the Miscellaneous Charge Code File (PO7). For Miscellaneous items, this field will be the standard price from the Miscellaneous Charge Code File (PO7). This field will not print for Special Items or /M miscellaneous charges. ORDER TOT FROM STD PRICE (#55): This field is the Standard Price field times the Quantity Ordered total of all lines. This includes the extension of Special Items and /M charges. CALCULATED DISCOUNT PCT (#56): This field is the Total Disc from Std Price field minus taxable and nontaxable Purchase Order amounts divided by the amount in the Total from Std Price field. CALCULATED DISC AMT (#57): This field is the Total from Standard Price field minus the regular taxable and nontaxable Purchase Order amounts. TOTAL WEIGHT (#58): This field is the Number of Cartons (defined below) times the Weight. TOTAL CUBE (#59): This field is the Number of Cartons times the Master Count Cube. The Master Count Cube is the Inventory Category Code 1 from the Inventory Masterfile. NUMBER OF CARTONS (#60): This field is the Quantity Ordered/Master Pack. The Master Pack is the Inventory Category Code 2 from the Inventory Masterfile. UNRECEIVED LINE EXTENSION (#61): If the line references a zero Quantity Received, the new field will be calculated as Quantity Ordered * Unit Cost. If the line references a nonzero Quantity Received, the field will be equal to Quantity Backordered * Unit Cost. This field will print in place of the standard line extension field. UNRECEIVED SALES TAX (#62): This field will be calculated by applying the Sales Tax Rate on the order to the sum of the un-received line extensions flagged as taxable. UNRECEIVED ORDER TOTAL (#63): This field is calculated as the sum of the unreceived line extensions plus the Unreceived Sales Tax, plus Freight, plus Tax on Freight (if Freight has been flagged as taxable in P/O Setup). Line Number Field During Purchase Order printing, this field will assign a sequential numeric value, beginning with 0001, and continuing if necessary through 9999, for each line on the Purchase Order. The field will print for all line types except Comment Lines. The number assigned to a line may be different each time the Purchase Order is printed if item lines have been inserted or deleted from the Purchase Order. Click the Form button in PO Printing for the form field selection screen (Figure 4). If you click the Options button, the following prompts will appear (Figure 6): 2005 Sage Software, Inc. All rights reserved. PO-1012 (Revised 07/05) Page 7

Figure 6 ROLL UP PRINTING: Check this box if you wish to roll up printing if no data is available for printing. Any lines with data will be moved up to fill the space left by blank lines. Leave it blank if you do not wish to use this option and the following options will not be available. ROLL UP EMPTY LINES FOR: Enter the line types you wish to roll up, or enter ALL for all line types. NUMBER OF BLANK LINES TO LEAVE BETWEEN LINE GROUPINGS: Enter the number of blank lines you wish to print after the end of each line grouping. PRINT FULLY RECEIVED LINE ITEMS: Check this box if you wish to suppress the printing of those line items whose Quantity Ordered is equal to the Quantity Received, and the Back Ordered Quantity is equal to zero. COMPANION FORM CODE: Specify a form code to be used when printing a second copy of the Purchase Order. If during PO Printing, either from the main menu option or via the quick print option, if the form code used references a companion form code, the program will automatically and without further prompting print a second copy of the purchase order using the parameters for the companion form code. No user interface will be seen during the printing process. The program will always print two copies if a companion form code is referenced for the primary form being processed. 2005 Sage Software, Inc. All rights reserved. PO-1012 (Revised 07/05) Page 8

The Purchase Orders will print in the following order: all copies of original form code, followed by all copies of companion form code, i.e., not copy 1, then copy 2 of each Purchase Order. The companion form s default printer will be ignored. Both forms will print to the primary form's printer (the form code specified on the selection screen). You will not be able to select Print Preview or Deferred Printing. It is recommended that the Companion form's page width and page length match that of the primary forms. Otherwise, undesirable results may occur. The new fields that you activate with this Extended Solution will print in addition to any other fields that have been activated in standard MAS 90 MAS 200 or other Sage Software Extended Solution FORM maintenance. Graphical Forms No changes have been made to Graphical Forms printing. Helpful Hints Fields 21-48 and 58-60 apply to Inventory items only. You may see menu options during Form Maintenance that are not part of standard MAS 90 MAS 200 and that are not mentioned here. These options are other Extended Solutions from The Sage Software; ask your dealer for more information about them. In order to print cost code descriptions the Purchase Order module must be integrated with the Job Cost module. 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-1012 (Revised 07/05) Page 9

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. 2005 Sage Software, Inc. All rights reserved. PO-1012 (Revised 07/05) Page 10