Purchasing Guide

Purchasing Pro User Guide
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2 Sage PFW
Contents
Preface
Related Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Chapter 1: Introducing Purchasing Pro

Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Feature Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Viewing Vendor Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Concepts You Need to Know . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Purchase Order Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Processing Options: Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Processing Options: Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Purchasing Pro Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
System Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Accounts Payable Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Inventory Pro Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Material Requirements Planning (MRP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Multi-Currency Manager Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
General Ledger Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Chapter 2: Setting Up Purchasing Pro

Preparing to Set Up Purchasing Pro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Setting Up Files in Other Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Assigning Status Codes to Existing Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Determining Posting Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Direct Receipts Posting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Accrued Receipts Posting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Which Posting Method to Choose. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Setting up Cash Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
How to Complete the Cash Account Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Description of Cash Account Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Check Information Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Bank Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Setting Up Purchasing Pro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Application Setup Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
How to Complete the Application Setup Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Description of Application Setup Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Setting Up the Shared AP Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
How to Complete the Shared AP Applications Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Description of Shared AP Applications Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Setting Up the Automatic Numbering File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Description of Auto Number Setup Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
How Automatic Numbering Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
How Masking Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Setting Up the Inventory Interface Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Purchasing Pro User Guide 3

Description of Inventory Interface Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Setting Up the Terms File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Description of Terms Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Setting Up the FOB File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Description of FOB Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Setting Up the Ship-Via File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Description of Ship-Via Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Setting Up the Vendor Class File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Description of Vendor Class Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Setting Up the Branch File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Description of Branch Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Setting Up the Vendor File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Description of Selected Vendor Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Setting Up the Vendor/Lead Time/Quote File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Description of Vendor/Lead Time/Quote Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Setting Up the Contract File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Description of Contract Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Setting Up the Vendor Item File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Description of Vendor Item Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Setting Up the Responsibility File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Description of Responsibility Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Setting Up the Comments File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Description of Comment Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Setting Up Recurring Cycles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Recurring at Intervals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Recurring Until Cancel Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Tracking a Specific Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Setting Up the Carrying Cost File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Description of Carrying Cost Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Chapter 3: Processing Purchase Orders

Entering Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Purchase Order Entry Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
How to Enter Purchase Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Selecting a Vendor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Entering Purchase Order Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Finding Historical Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
How to Enter Drop Shipments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
How to Enter Deposits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
How to Set Up Recurring Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
How to Cancel a Recurring Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
How to Stop a Purchase Order from Recurring. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
How to Enter Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
How to Set Up Blanket Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
How to Track Requisitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
How to Enter Nontaxable Freight Charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
How to Enter Purchase Orders for One-Time Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Entering Line Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Line Items Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Line Item Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
How to Enter Inventory Line Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
How to Enter Non-Inventory Line Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
How to Manually Enter Tax Line Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
How to Automatically Calculate Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
How to Enter Line Item Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
4 Sage PFW
How to Insert a Line Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
How to Delete a Line Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Toggling the Unit of Measure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Viewing Contract Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Viewing Approved Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Viewing Vendor Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Viewing Production Usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Viewing Purchasing History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Modifying Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
How to Recall Purchase Orders to the Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
How to Modify Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Modifying Automatic Tax Calculations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
How to Delete Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
How to Cancel Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Entering Returns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Return Shipment Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Chapter 4: Printing and Posting Purchase Orders

Print and Post Purchase Order Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
How to Print and Post Purchase Orders and Returns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Automation Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Posting Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Chapter 5: Processing Receipts

Entering Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Purchase Order Receipt Entry Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
How to Enter Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Entering Quantity Received. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Printing Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
How to Add Taxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Modifying Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Entering Receipts in Purchase Order Entry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Entering Lot/Bin/SSCC Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
How to Enter Lot/Bin/SSCC Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Modifying Lot Numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Entering Accrued Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Entering Return Shipment Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Chapter 6: Printing and Posting Receipts

Posting Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Print and Post Purchase Order Receipts Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
How to Print and Post Purchase Order Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Posting Accrued Receipts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Chapter 7: Purging in Purchasing Pro

Purge Completed Purchase Orders Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
How to Purge Purchase Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Purging Canceled Orders Only . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Retaining History of Fully Received Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Purge Purchase History Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Chapter 8: Generating Reports and Listings
Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Accrued Receipts Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Approved Vendor Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Contract Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Expected Delivery Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Inventory Commitment Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Item/Vendor Lead Time Analysis Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Item/Vendor Performance Analysis Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Open Order Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
Overdue Order Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Purchase History Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
Requisition Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Requisition Report window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Vendor/Item Lead Time Analysis Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Vendor/Item Performance Analysis Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Listings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Branch File Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Carrying Cost File Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Comments File Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Contract File Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Lot Numbers File Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Line Items History Listing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Purchase Order History File Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Q/C Lot Number Results File Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Recurring Cycle File Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Responsibility File Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Vendor File Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Vendor Class File Listing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Vendor Item File Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Vendor/Lead Time/Quote File Listing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Chapter 9: Utilities
Item Lead Time Utility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Vendor/Item Lead Time Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
E.O.Q. / R.O.P. Utility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Purge Expired Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Purge Expired Price Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Appendix A: Purchasing Pro Data Files

Data File List and Descriptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
6 Sage PFW
Preface
Introduction
Purchasing Pro is one of the many applications available in the Sage PFW ERP product.
The Purchasing Pro application provides a powerful and flexible set of features that
provides accounting, business operation, and decision-making functions for your
organization.
About this user guide

This user guide contains information on how to use Purchasing Pro to complete daily
accounting tasks involving the purchasing and receiving of goods.
Prerequisite knowledge
This user guide is based on the assumption that you have some accounting knowledge. It
does not attempt to teach accounting, but rather describes how to implement accounting
practices using financial and manufacturing suites of applications.
It is also assumed that you have some working knowledge of personal computers
operating in a network environment and a familiarity with Windows.
If you are new to Sage PFW, you should familiarize yourself with the operating
procedures described in the System Basics User Guide.
Related Documentation
The following publications provide additional information on using Purchasing Pro.
Document Name Description

System Management This user guide provides information on installing
Sage PFW, as well as setting up the appropriate sys-
tem-level files and options to enable users to access
and use the system. It is intended for your com-
pany’s System Administrator.
System Basics This user guide introduces the basic concepts com-
mon to all Sage PFW applications; including forms,
features, keyboard command keys, and common
methods for entering data, viewing data, generat-
ing and printing reports, and viewing online Help
and user guides.
Application User There is a separate user guide for each Sage PFW
Guides application providing the specific instructions for
processing data in that application.
All Sage PFW user guides are provided online and
may be accessed from the Help menu. To view this
information, start Sage PFW, choose the User Guides
item from the Help menu, and choose the desired
user guide to be viewed.

Preface
Document Name Description

Online Help Each application contains online Help which pro-
vides information on specific windows and fields. The
user guides and online Help are designed to be used
in conjunction with one another.
Database Reference This guide contains the data file layouts for all Sage
Guide PFW applications.
README File The README file contains information about the
application, Help, and user guide updates that are
not currently included in the documentation.
To view this information, start Sage PFW and choose
the README Files item from the Help menu.
2 Sage PFW
Chapter 1:
Chapter 1: Introducing
Purchasing Pro
Introducing Purchasing Pro
Introduction
This chapter provides an overview of how Purchasing Pro automates the processes of
purchase order entry and receipt entry. It includes a brief description of the features,
processes, and interfaces available in Purchasing Pro.
In this chapter
This chapter contains the following sections:
Topic Page
Features 2
Concepts You Need to Know 8
System Integration 15

Features
Introduction
Purchasing Pro is a fully automated purchasing system that works with Accounts Payable
to generate purchase orders to send to vendors, receive goods, maintain up-to-date
records for your inventory (if interfaced to Inventory Pro through Accounts Payable), and
provide management analysis tools through reports.
Transaction types available

The following types of transactions can be entered in Purchasing Pro:
• Purchase orders
• Receipts
• Accrued receipts
• Returns
In this section
This section contains the following topics:
Topic Page
Feature Overview 2
Viewing Vendor Information 6
Processing Options: Purchase Orders 11
Processing Options: Receipts 13
Purchasing Pro Reports 14
Feature Overview
Computer-Assisted Purchase Order Processing

The most important function of the Purchasing Pro application is to efficiently process
and track your purchase orders from order entry through receiving and posting.
Accrued Receipts
Purchasing Pro allows you to accrue received purchase orders and then post them when
you want to Accounts Payable application.
Returns
Purchasing Pro fully supports the use of items returned to your vendors. Inventory Pro is
correctly relieved, including those items which are lot-tracked.
2 Sage PFW
Feature Overview
Viewing Vendor Data
Purchasing Pro provides instant access to all of your vendor data, such as approved
Purchasing Pro
vendors for a particular item, their lead times and price quotes, quantity price breaks and
contract prices, plus current inventory levels, purchasing history and production usage
over the previous 12 months. All of this information is available without leaving the
Purchase Order Entry screens, by using toolbar buttons that open Lookup windows
providing instant display of your purchasing, inventory, and production data.
Cost, Quality, and Vendor Performance

Purchasing Pro will also help you keep careful track of your material costs, quality control
and your suppliers' performance.
Expanded Lot Tracking

Lot number, bin number, serial ship container code, or any combination of the three can
be used to track inventory. This allows for greater flexibility, compliance, and accuracy in
keeping tabs on critical items.
Computer-Automated Functions
Many automated features of the Purchasing Pro application will assist you in managing
your procurement, by performing complex tasks such as converting units of measure,
processing drop shipments, quality control, automatic back orders, and more.
Reports
Also, a number of useful reports can be displayed or printed, making all of your vendor
and purchasing data available to assist you in making informed decisions.
Converting Units of Measure

Order quantities and prices can be viewed and printed in standard units of weight and
volume, plus any units of measure that you can define, such as bag, carton, drum, etc.The
costs is calculated based on the unit of measure you select. You can even specify
quantities in one unit of measure while entering costs in a different unit of measure. This
option is explained further in the following section of this chapter.
Drop Shipments
The drop shipment feature allows you to ship goods directly from a vendor to your
customer. This feature is especially handy if you purchase some items, which you sell as
finished goods without any further processing.
Automatic Back Orders

A back order is a purchase order to be filled when stock is available. Purchasing Pro will
automatically generate a back order when the quantity received of an item is less than the
quantity remaining to be received. You can turn off this feature, if you prefer, in
Application Setup explained in Chapter 2 of this manual.

Recurring Orders
If you issue a purchase order for the same item(s) at regular intervals, this feature will
eliminate your having to continually enter the same purchase order over and over. You
can define an unlimited number of intervals which will cause a purchase order to be
entered automatically, every week, or twice a month, etc. There are five pre-defined types
of cycles that you can use to set up an unlimited number of intervals in the Recurring
Cycle File Maintenance menu item. This feature is explained further in the next section of
this chapter.
Blanket Orders
A blanket order is one which specifies certain quantities to be delivered on certain dates.
You can set up a blanket order through the Purchase Order Entry menu item, by
specifying each quantity that you wish to be delivered on the date that you specify. This
feature will be useful when you have a customer who requests delivery of specific
quantities of your products on certain dates. By setting up blanket orders for the
ingredients, you can avoid overstocking by purchasing only the materials you need at the
time you need them.
Item Lead Time Utility

This feature updates your Inventory Pro lead time data, based upon the actual lead times
from your purchasing history files.
Vendor/Item Lead Time Utility

This feature updates the lead times quoted by your vendors, based upon the actual lead
times from your purchasing history files. When you use this menu item, quoted lead
times are replaced with actual ones, so you can plan your purchases more accurately.
Economic Order Quantity and Reorder Point Utility

Economic Order Quantity (E.O.Q.) is the optimum order quantity of an item to be used
each time it is necessary to replenish your supply of a particular inventory item.
Re-Order Point (R.O.P.) is the on-hand inventory level at which a replenishment order
should be issued.
The E.O.Q. / R.O.P. utility compares the savings to be gained by combining orders for
anticipated requirements against the fixed order cost and carrying cost incurred by
ordering items in advance of their required date. This calculation produces the most
economical order quantity, based on the above.
This menu item also determines, by examining order history, the most economical order
point (minimum inventory level), based on carrying cost versus demand.
This utility can also (optionally) adjust the order quantity and re-order level for every
item in your inventory.
4 Sage PFW
Feature Overview
Note: This menu item is especially useful if you have the Material Requirements Plan-
ning (MRP) application. MRP will schedule your purchase orders in advance, using
Purchasing Pro
the same EOQ logic, based on posted sales orders and current production. This allows
you to take advantage of quantity price breaks by having accurate data on anticipated
requirements.
Lot Tracking
Lot tracking has been improved to include the assignment of lot numbers, bin numbers,
and serial ship container codes (SSCCs) to inventory items.
When you select purchase orders for receipt which include items that you have flagged in
Inventory Pro to require lot tracking, you will be prompted to assign lot numbers, bin
numbers, or SSCCs depending on what you have specified as your lot-tracking method
for each individual inventory item.
These lot numbers can be used to restrict the availability of lots in the Production
application, and lot numbers from which items are used in production will be recorded in
the production history files. You will then always be able to determine which batch(s) a
particular raw material lot was used in during production, and for which customer.
Quality Control
When you have defined quality control (Q/C) test requirements in Inventory Pro, and
attached them to a raw material which requires lot tracking, a special screen will be
available when you select a purchase order for receipt which includes one or more such
materials.
• You can enter additional Q/C test requirements on this screen, providing they have
previously been defined in Inventory. Pro
• You can select, in the Purchasing Pro - Application Setup menu item, to require that
Q/C test results must be entered before items can be received.
Financial Integration
Purchasing Pro integrates fully with Accounts Payable (A/P) and Accounts Receivable (A/
R) applications. Vendor data, ship-to addresses, terms, and other information is shared
Purchasing Pro and the financial applications. Once items are received through
Purchasing Pro, vouchers can be automatically created in the A/P application.
Viewing Information During Purchase Order Entry
A number of pop-up screens accessible with the click of a button anticipates your
questions during purchase order entry.

Viewing Vendor Information

A very basic feature of the Purchasing Pro application is the ability to view your vendor
information directly from the Purchase Order Entry screens. Once you have selected a
vendor, you can click a button to open a lookup window showing the vendor's telephone
and FAX numbers, and your contact's name. This feature is handy if you have to
telephone a vendor for the price or availability of an item while you are entering a
purchase order. Notes, which you have attached to the vendor can also be viewed at the
click of a button.
Viewing Approved Vendors

Occasionally, you may want to restrict the purchase of certain items to specific vendors.
Perhaps a vendor's materials have passed your qualification tests, or the vendor has
provided remarkable service in the past. The approved vendor data can be viewed on the
Purchase Order Entry menu item, after you have entered an item that you wish to
purchase.
Viewing Vendor Quotes

You can enter vendor quantity price breaks for any items you purchase, and recall this
information to the screen during purchase order entry at the touch of a key. This helps
you make the most intelligent purchasing decisions.
Viewing Contract Prices

If you have negotiated a contract with a vendor to purchase a certain quantity (or dollar
value) of an item, during a certain period of time, you can view that information.
Purchasing Pro will automatically advise you during purchase order entry if a purchase
contract exists for an item being ordered, and will bring up the contract price for you. This
feature, along with the Contract Report, helps ensure that price contracts you have
negotiated are not overlooked and will be honored in full and on time.
Note: Purchasing Pro can automatically remind you that a price quote and/or price
contract exist for an item. Price quotes and contract prices are explained further in the
next section of this chapter.
Viewing Purchase Order Line Item Details

If you would like to see more information regarding an inventory item, you can view
complete details during purchase order entry. All of the inventory quantities and cost
information can be displayed in a pop-up window.
Viewing Production History

The ability to see how much of a particular material is being used in your production
operations is another way of determining how much of that item to buy. During purchase
order entry, you can view the production usage of an item for each of the previous 12
months.
6 Sage PFW
Viewing Vendor Information
Viewing Purchasing History
If you would like to see the past purchases of an item, you can view that information
Purchasing Pro
during purchase order entry, using the History icon in the toolbar. This enables you to
view the purchasing history of the item from the all vendors (when the Vendor field is left
blank on the Purchase tab) or from the vendor specified on the Purchase tab. You can then
use the cost information as a negotiating tool.
Note: This is a fast and easy way to look up every past purchase of any item in Pur-
chasing Pro, including who you bought it from, how much you bought, and how
much you paid.
Reports
The following purchasing reports will help you make informed decisions about what to
purchase, how much to purchase, and from whom.
Vendor/Item Lead Time Analysis Report
This report, and its reciprocal Item/Vendor Lead Time Analysis Report, shows you the
actual lead time for any item purchased from any vendor based upon purchasing history.
Useful for gauging how close a vendor's quoted lead times match actual (historical) lead
times.
Vendor/Item Performance Analysis Report
This report, and its reciprocal Item/Vendor Performance Analysis Report, gives you a
breakdown of vendors and inventory items, and shows whether each vendor delivers
their items early, late, or on time, as compared to the delivery date requested.
Other reports include:
• Accrued Receipt Report

• Approved Vendor Report
• Contract Report
• Expected Delivery Report
• Inventory Commitment Report
• Open Order Report
• Overdue Order Report
• Purchase History Report
• Requisition Report

Concepts You Need to Know
Purchase Order Processing
Accrued Receipts
Accrued receipts are receipts whose quantity has been received into inventory, but whose
final cost will not be determined until an invoice is received from the vendor. This enables
you to show the quantity on-hand, but not show the liability until the actual cost is
determined. Once the invoice is received from the vendor, you can enter the actual
purchase cost and post the accrued receipt. This creates the liability in the Accounts
Payable application.
Entering Returns
When a return from Purchasing Pro is posted, a Debit Memo transaction is generated in
Inventory Pro. This transaction removes the on-hand quantity in the Inventory Pro
Location table, and adjusts cost layers and summary records accordingly. If an item is lot
tracked, quantity is removed from the In-Stock Lot table.
Entering Purchase Orders

The Purchase Order Entry menu item makes it easy for you to enter purchase orders.
The information displayed on the Purchase tab displays the header information that you
will see at the top of your PO when it is printed, such as the vendor's name and address,
the branch of your company where you wish to receive the item(s) ordered, terms, etc.
You will have previously defined much of this information, so that you can enter it just by
entering a key. Information that is common to many of your POs can be set up to default,
so that it will be entered for you. If necessary, you can change the default data for each
PO.
The Line Items tab is where you will enter the item(s) that you which to purchase, along
with the location where they will be stocked, the request date, quantity and price, etc.
Note: Purchase orders can be automatically created, based on the requirements of

your sales orders if you have installed the Material Requirements Planning (MRP)
application.
Purchase Order Status

As you process your POs, a status is automatically assigned so that you can see in your
reports just how far along each PO is in the process from a status of NN (New order, Not
printed) to F (fully received).
8 Sage PFW
Purchase Order Processing
Controlling a vendor’s status
A vendor can be assigned one of three status; Active, Active/No New Purchases, or
Purchasing Pro
Inactive. This allows you to put a vendor onhold, or to control whether purchases can be
entered.
Using Foreign Currencies

If your company frequently does business with vendors who use a currency that is
different from your currency, integrating with Multi- Currency Manager enables all
monetary amounts which appear on purchase orders, returns, and vouchers to display
and print in the currency of the vendor. All transactions for a vendor may be processed in
the currency of the vendor, and Sage PFW converts (based on an exchange rate you
define) all distributions to general ledger to your currency. Sage PFW also automatically
converts inventory unit prices to the currency of the vendor.
Vendors are linked to a currency type through the Vendor Class menu item. For complete
information on utilizing foreign currencies, see the Multi-Currency Manager User Guide.
Printing and Posting Purchase Orders

This menu item provides a hard copy of your POs, which you can send to your vendors,
and posts the quantity of the items on order in your Inventory Pro database. This allows
you to plan for the receipt of items on order, if their storage requires special handling, and
helps to manage your inventory.
Selecting Purchase Orders for Receipt

The Purchase Order Receipt Entry menu item allows you to control the receipt of items
that you have ordered, and to add information that was not available when the PO was
entered, such as freight charges, discount, the actual quantity received, etc. If you have
required the item(s) ordered to be lot-tracked (in inventory), you will assign lot numbers,
bin numbers, and SSCCs to the item(s) received. If you have selected, on the Receipt
Control tab of the Purchasing Pro Application Setup menu item, to require quality control
(QC) test results be entered before items can be received, you will enter those results at
this point.
Posting Receipts
This is the final step in PO processing, where the quantity of items received will be
transferred from the On Order field to the On Hand field in your Inventory Pro database;
lot information and quality control information, when required, will be written to those
files in Inventory Pro, and cost data will be written to Accounts Payable files, and
distributed to your general ledger if you are integrated with the financial applications.

Tracking Approved Vendors, Lead Times and Price Quotes

The Vendor Lead Time/Quote menu item allows you to associate an inventory item with a
particular vendor, enter quantity price breaks quoted by the vendor, and the lead time
from order date to delivery. This data is used to provide three different functions to help
you select the right vendor.
Approved Vendors - You can use this option to track approved vendors for every item
you purchase. Just enter a vendor key and an item key for each item you want to track,
and use the Vendor/Lead Time/Quote File Listing (or the Approved Vendors Report) to
print a list of the vendors from which your buyers may purchase certain items. Purchase
Order Entry also provides a button which displays a list of all the approved vendors for
any item being ordered.
Lead Times - You can use this data to track item lead times by vendor, and optionally, you
can automatically update the vendor lead-times, based on historical performance. Since
there is potentially one record for every item/vendor combination possible, vendors can
have their lead times tracked by item key. Also, you can configure the Purchasing Pro
application to automatically calculate and fill in the Date Requested field during purchase
order entry, based on the lead-time.
Price Quotes - You can use this data to track quantity price breaks by item and vendor.
You can enter up to five separate levels and their respective prices along with an
expiration date. You will be prompted during purchase order entry when a price quote
exists for the item you have entered. The price-break information can be displayed during
purchase order entry.
Contract Pricing
If you have negotiated a price contract with a vendor you can choose to be notified when a
contract exists when you enter the vendor key and the item key during purchase order
entry. Then the contract price is entered automatically.
Alternate Units of Measure

During purchase order entry, you can choose a different unit of measure for each line item
on a purchase order. When your vendor has priced an item in a unit of measure other
than weight, which is normally used for raw materials, the Purchasing Pro application
allows you to switch between weight and volume, or any other unit of measure that you
have defined in Inventory Pro and attached to the item. The Alternate Unit button allows
you to switch a cost or quantity to a different unit of measure, and the numbers are
converted for you.
Carrying Costs
Carrying costs that you define for each class of inventory items are used by the Economic
Order Quantity (EOQ) / Reorder Point (ROP) Utility to determine whether it is more
economical to combine several orders for anticipated requirements into one larger order.
This is determined by comparing the cost of issuing and receiving several small orders to
the cost of storing the larger quantity.
• The percentage you enter in this option will be applied to an item's cost to determine
the cost of storing the item in inventory for one year.
• The carrying cost percentage may be applied to the base price, average, last, or stan-
dard cost, which you can select when you run the utility.
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Processing Options: Purchase Orders
Note: If you do not plan to use the EOQ/ROP Utility, you do not need to set up carry-
ing costs.
Purchasing Pro
Recurring Orders
If you purchase some of your raw materials on a regular basis, say every week or once
each month, the Recurring Cycle option can be used to automatically generate a purchase
order at specified intervals. A recurring cycle record defines the interval in which the
purchase order will recur, the cancellation date of the recurrence, and the option to track
the purchase order balance. You must have previously defined the recur keys that you
wish to use, in the Recurring Cycle file maintenance menu item.
If a back order is generated for a recurring order, the recur key is omitted on the back
order. The next time the back order is inquired, the Recur Key field will be blank to
prevent a recurrence of the back order.
Processing Options: Purchase Orders

Purchase order processing consists of receiving requests for goods, retrieving vendor,
ship-to, and item details, entering the purchase order, checking line item detail, and
printing and posting the order.
Automated processing
Purchasing Pro automates the process of generating purchase orders by allowing you to
recall most of the required information from the Accounts Payable and the Purchasing Pro
databases using lookups. Accounts Payable data files include such information as vendor,
vendor class, terms of purchase, and the company ship to locations. If you interface to
Inventory Pro, you can recall stock items set up in Inventory Pro to order, along with the
unit cost and quantity on hand for each item.
Controlling processing and reporting

You can control the processing of purchase orders by setting up defaults based on
purchase order statuses and other conditions. For example, when you initially set up
Purchasing Pro, you can control whether a fully received purchase order may be received.
Additionally, when you set up report parameters, you can control the reporting of
purchase orders based on purchase order statuses.
Using the Quick Print Button

The Quick Print feature allows you to print any saved purchase order from within
Purchase Order Entry. After you have entered and saved a purchase order, you have the
option to print the document immediately without going to the Print and Post Purchase
Order menu item. The Quick Print button is found on the tool bar.
When you select the Quick Print button, the currently displayed transaction prints to your
default printer.

Tracking goods by requisition number

You can track goods by requisition number. Requisition numbers allow you to track goods
on an item by item basis rather than generically by the purchase order number. For
example, since the Requisition report can be sorted by requisition number, some
companies enter the initials of the person who requested the item so the person can be
notified when the product is received.
Entering drop shipments

If Accounts Receivable is installed, you can ship goods directly from the vendor to the
customer by allowing drop shipments.
Entering deposits
When entering an order you can enter a deposit or a full payment and the system prevents
double posting.
Setting up recurring orders

You can set up a purchase order to recur automatically at specified intervals so that you
are not required to enter the same order repeatedly. If a back order is generated, the
system prevents a duplicate recurring order within the same period.
Setting up blanket orders

You can set up a blanket order to receive items to be delivered on different dates. This can
be useful when you place a large order and you require the delivery of specific quantities
on specific dates.
Entering taxes
You have two options for entering taxes:
• You can enter taxes as line items.
• You can have the system automatically calculate taxes on a line by line basis when you
enter a tax rate key for each inventory and non-inventory line item.
The options for calculating taxes in Purchasing Pro are the same as for Accounts Payable.
Refer to the System Management User Guide for information on setting up taxes.
Printing and posting

You can print purchase orders any time at your discretion. This allows you to review and
make changes to them before posting, if necessary.
You can reprint purchase orders that have been posted.
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Processing Options: Receipts
Modifying, cancelling, deleting, purchase orders
You can make changes to purchase orders and the appropriate files are updated
Purchasing Pro
automatically. You can also cancel orders at any time or delete them, removing them
entirely from the system.
Purging transaction or line item histories

You can indefinitely maintain complete records of transaction and line item histories or
you can selectively purge purchase orders.
Refer to “Chapter 3: Processing Purchase Orders” for specific information on processing

purchase orders.
Processing Options: Receipts

Receipt processing includes tallying the receipt of purchase ordered goods, entering the
invoice information if accompanying the shipment, specifying the ticket number,
generating applicable back orders, specifying applicable taxes or VATs, and printing and
posting the receipts.
Automated processing
Purchasing Pro automates the process of entering receipts by allowing you to recall
purchase orders and enter only the details of the receipts. Optionally, you can enter fully
received purchase orders during Purchase Order Entry.
Adjusting unit cost

You can adjust unit cost to reflect the actual unit cost when the goods are received.
Posting to Accounts Payable

If you are invoiced at the same time you receive the goods, you can enter the invoice
information and a voucher is automatically created and posted. If you choose to accrue
receipts, you can create an accrued receipts voucher in Accounts Payable.
Refer to “Chapter 2: Setting Up Purchasing Pro” for information on accrued receipts.
Adding taxes
You can enter value-added taxes (VAT) and other taxes while entering purchase orders,
verifying line item quantities during purchase order receipt entry, or entering vouchers.
Taxes are summarized in the Accounts Payable and Accounts Receivable Tax reports.
Refer to the Accounts Payable User Guide and the Accounts Receivable User Guide for
information on tax reports.

Generating back orders

Purchasing Pro automatically generates a back order for partially received orders. You can
edit the number of items on back order at the time of receipt and the Inventory Pro
quantity on order will be updated when you post the receipts.
Adding ticket numbers

When receiving goods, you can enter ticket numbers. A ticket number is usually a case,
shipment, or other packaging number supplied by the vendor. Ticket numbers are used
for such things as monitoring the transport of cargo, warehouse placement, and even
quality control when they are directly related to product batches, for example, in the food,
pharmaceutical, or wood products industries.
Printing and posting receipts

When you post receipts, purchase orders that have been fully received change to a status
of F (Fully Received) and, if you are interfaced to Inventory Pro, the Item Location file is
updated to reflect the new on hand and on order quantities of the goods. If an order was
partially received, the system generates back orders for the remaining items to be shipped.
Purchasing Pro adds (or adds and posts) a voucher in Accounts Payable depending on
whether or not you choose to accrue receipts. Refer to “Chapter 2: Setting Up Purchasing
Pro” for information on posting methods.
Reference
Refer to “Chapter 5: Processing Receipts” for specific information on processing receipts.
Purchasing Pro Reports

You can easily customize Purchasing Pro report parameters to fit the needs of your
business. Once you have customized and named a report, the name you created will
appear as a choice when you select the report again.
Note: If you are interfaced to Multi-Currency Manager, you can review the costs on
the Purchasing Pro reports in home currency (your General Ledger currency type)
and other foreign currencies you have defined in the system.
Refer to “Chapter 8: Generating Reports and Listings” for information on generating

reports.
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Accounts Payable Interface
System Integration
Purchasing Pro
Introduction
When an interface exists between applications, the applications become integrated,
allowing information that is entered into their respective databases to be shared.
Interfaces are determined as follows:
• Some applications automatically interface upon installation, relying on the presence

of each other’s data to automate processing.
• You choose to allow some applications to interface when you set up your system.
In this section
Topic Page
Accounts Payable Interface 15
Inventory Pro Interface 16
Material Requirements Planning (MRP) 17
Multi-Currency Manager Interface 17
General Ledger Interface 18
Accounts Payable Interface
Setup
When you install the Purchasing Pro application and you have installed the Accounts
Payable (A/P) application, Purchasing Pro will automatically integrate data files with A/P
application.
The Purchasing Pro application enables you to create purchase orders, drawing on the A/
P Vendor (APVEND) file for vendor information
Using the Purchasing Pro as a front end to the A/P application allows you to
automatically update A/P data files when you post receipts of purchased items.
Files updated
Purchasing Pro uses many Accounts Payable files including:
• the Vendor file for vendor information
• the Vendor Class file for vendor group information and support for international cur-
rencies
• the Branch file for shipping addresses

Purchasing Pro automatically updates data files in Accounts Payable when you post
receipts.
If you apply a check toward a purchase order in Purchase Order Entry, the check details
are posted to the Accounts Payable Current Transaction file.
Reference
Refer to the Accounts Payable Guide for information on Accounts Payable files.
Inventory Pro Interface
Setup
The Purchasing Pro application integrates with the Inventory Pro application
automatically. It will update inventory on-order and on-hand quantities when purchase
orders are posted and received.
Item cost information is retrieved from the Inventory Pro Item Location (INLOC) file and
automatically displayed on purchase orders. The source of these costs depends on your
selection in the Purchasing Pro Application Setup menu item’s Unit Cost Default Method
field. If you enter None, you will have to type in the cost of each item during Purchase
Order Entry.
Note: Purchasing Pro automatically detects if you have the full Inventory Pro applica-
tion. Purchasing Pro reads and writes information directly to and from Inventory Pro
data files.
Purpose
Purchasing Pro uses Inventory Pro to:
• Access item information when entering and processing purchase orders
• Update quantities on order when purchase orders are saved
• Update quantities on hand and on order when you post receipts
Files updated
When you add or change a purchase order, the Quantity On-Order field in the Item
Location file in Inventory Pro is increased or decreased, depending on the change.
Recalling inventory item information

Since you are interfaced with Inventory Pro, most inventory item information (excluding
quantity) is automatically filled in for you when you select an item. An unlimited number
of line items may be entered for each order. Line item detail is printed on the body of the
purchase order and on all Purchasing Pro reports.
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Material Requirements Planning (MRP)
Low or out of stock items
The system allows you to automatically generate purchase orders for items that are low in
Purchasing Pro
stock or out of stock through the Inventory Analysis report. These automatically
generated purchase orders contain header information for the primary vendor defined in
the Inventory Pro Item Location file, and you can select from a variety of options to create
the formula which calculates the quantity ordered.
Reference
Refer to the Inventory Pro Guide for information on Inventory Pro files.
Material Requirements Planning (MRP)

Integration with the MRP application is also automatic. MRP creates purchase orders
when requirements for materials in Production and for orders posted in Order Entry will
exceed on-hand and on-order quantities. The scheduling is based on sophisticated
analysis of the requirements time frame, so that purchase orders are scheduled for “just-
in-time” receipt based on actual lead times.
MRP also employs economic order quantity (EOQ) logic to combine scheduled orders,
weighing the carrying cost of receiving items ahead of their request date against the cost
of issuing and receiving multiple orders.
Accounts Receivable
If you have the Accounts Receivable (A/R) application, you will be able to enter ship-to
addresses from your A/R Customer or A/R Ship-To files for drop shipments, where goods
are shipped directly from a vendor to your customer.
Multi-Currency Manager Interface
Setup
Purchasing Pro automatically interfaces with Multi-Currency Manager when it is
installed.
Purpose
If your company frequently purchases from a vendor who uses a currency other than your
home currency, integrating with Multi-Currency Manager enables you to enter all
monetary amounts that appear on the vendor’s price lists or invoices in the vendor’s
natural currency.
The system converts all distributions to General Ledger to your home currency based on
an exchange rate you define. It also automatically converts inventory unit costs from the
vendor’s natural currency to your home currency during purchase order receipt entry.

Maintaining account balances

Account balances are maintained in the foreign currency. This allows realized gains/losses
to be distributed at the same time as payments are made in Accounts Payable. As a result,
the ledger can revalue foreign currency as currencies fluctuate.
Reference
Refer to the Multi-Currency Manager Guide for information on Multi-Currency Manager
files.
General Ledger Interface
Setup
When Accounts Payable is interfaced to General Ledger, Purchasing Pro is automatically
interfaced to General Ledger, if the interface option is selected in Accounts Payable.
Purpose
Purchasing Pro uses General Ledger to access the chart of accounts for inventory control
and expense accounts when processing purchase orders.
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Chapter 2:
Setting Up Purchasing Pro
Introduction
Before you actually begin to use Purchasing Pro, there are several tasks you should do in
Chapter 2: Setting Up
order to make Purchasing Pro work for you most effectively.
Purchasing Pro
In this chapter
Topic Page
Preparing to Set Up Purchasing Pro 20
Determining Posting Methods 23
Setting up Cash Accounts 25
Setting Up Purchasing Pro 29

Preparing to Set Up Purchasing Pro
Introduction
Before you process purchase orders, you should do the following:
• Set up files in Accounts Payable, Inventory Pro, and all other applications you have
installed.
• Determine the processing status code you will assign to purchase orders as you enter
them in the system.
To begin using Purchasing Pro, you only need to enter your company's name and
address, and set up essential definitions that you wish to use in the Purchase Order Entry
menu item.
In addition, several optional files and their functions are described in this chapter. These
files provide data that can be viewed or entered in a purchase order by clicking
appropriate toolbar buttons during the Purchase Order Entry menu item.
Some of this data can be entered in your vendor database, when it is usually applicable to
a particular vendor, and then it will be entered in the purchase order, automatically,
whenever you select that vendor. You can change this default (automatically applied)
data on an individual order, if it does not apply in all cases.
Note: Setting up these optional data files will reduce your purchase order entry
process to a few keystrokes, and provide all the information you need about your
vendors to help you make intelligent purchasing decisions.
WARNING: If you require lot numbers, bin, numbers, or SSCCs to be assigned to

your lot-tracked inventory, you must specify through the Inventory Pro Item
Master (INMAST) Required Lot Fields field which of these you need to have filled
in before entering your first purchase order.
In this section
Topic Page
Setting Up Files in Other Applications 21
Assigning Status Codes to Existing Purchase Orders 21
20 Sage PFW
Setting Up Files in Other Applications
Setting Up Files in Other Applications

It is recommended that you set up data files in Accounts Payable and Inventory Pro
before you set up Purchasing Pro. By setting up these files, you can recall predefined
information to the screen to speed purchase order processing.
Many of the files found in Purchasing Pro are also accessible from the Accounts Payable
menu. Therefore, if you have already setup Accounts Payable, you do not need to also
setup the linked files in Purchasing Pro. The files that are accessible from both Accounts
Payable and Purchasing Pro are:
Branch Ship-Via
Purchasing Pro
Comment Terms
FOB Vendor
Recurring Cycle Vendor Class
Responsibility Vendor Item
Files to set up
At a minimum, the following files should be set up:
Accounts Payable
• Vendor records
• Vendor class records, including the default General Ledger cash accounts to be used
to credit the purchase
• Branch records
• Terms
Inventory Pro
• Item locations
• Item master (if Inventory Pro is interfaced to Accounts Payable)
General Ledger
• Chart of accounts
Multi-Currency Manager (if installed)
• Rate master
• Exchange rates
Assigning Status Codes to Existing Purchase Orders

Before installing Purchasing Pro, you should determine the processing status of all your
existing purchase orders. Then, as you enter them into the Purchasing system, you need to
manually assign each a status code.

Status codes
The following is a list of the status codes that you can assign to existing purchase orders
when you enter them for the first time through the Purchase Order Entry menu item.
Status Code Description

New Order, Not Posted A new purchase order that has been entered but
(NN) not posted. The system automatically assigns this
status and updates quantity on order when you
save.
New Order, Printed and Designates a purchase order that has been
Posted (NP) printed and posted, but has not been received.
When you post new purchase orders, those with
a status of NP are not printed or posted.
Back Order, Not Posted Designates a back order that has not been
(BN) posted. When you print back orders, those with a
status of BN are printed. When you post back
orders, the status changes to BP.
Back Order, Printed and Designates a back order that has been printed
Posted (BP) and posted. When you print back orders, those
with a status of BP are not printed. When you print
and post receipts for back orders, the status
changes to Fully Received (F).
Adjusted Order, Not Designates an order on which you modified line
Posted (AN) item information after processing and/or printing
and posting.
Adjusted Order, Printed Designates an adjusted order that has been
and Posted (AP) printed and posted.
Fully Received (F) Designates an order that has been received in
full.
Cancel (C) Designates an order that has been cancelled.
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Direct Receipts Posting
Determining Posting Methods
Introduction
There are two methods of posting purchasing expenses to the Accounts Payable
application: direct receipt posting and accrued receipts.
The posting method you choose determines which files are updated when you print and
post receipts and the type of vouchers created in Accounts Payable.
Direct receipt posting is the system default. However, when you set up Purchase Order
Purchasing Pro
you have the option of choosing to accrue receipts.
In this section
Topic Page
Direct Receipts Posting 23
Accrued Receipts Posting 24
Which Posting Method to Choose 24
Direct Receipts Posting

When you post receipts using the direct receipts posting method, you post the receipt of
goods in Purchase Order and voucher information in Accounts Payable at the same time;
you bypass voucher entry in Accounts Payable. Thus, a voucher is created and posted
automatically when you post receipts.
Files updated
When you post receipts, Accounts Payable and Inventory Pro files are updated. In
addition, an Invoice (I) transaction is recorded in the Current Transaction file and an
Expense (E) transaction is recorded in the Distribution to GL file in Accounts Payable, just
as if you were posting a voucher. If you are interfaced to Inventory Pro, the quantity on
hand is increased and the quantity on order is decreased in the Item Location file in
Inventory Pro.
Effect on standard costing

If you are using standard costing and you have specified a variance account in the
Vendor Class file in Accounts Payable, when you post receipts, the purchase price
variance (the difference between the pre-established standard cost and the actual cost)
will be distributed to the variance account. For a discussion of standard costing, see the
section on costing methods in the Inventory Pro User Guide.

Accrued Receipts Posting

When you post receipts the accrued receipts posting method is used. An unposted
accrued receipts voucher is automatically created in Accounts Payable. However, the
system does not record a liability at the time the goods are received. Upon receipt of the
actual invoice, details of the invoice must be entered in the accrued receipts voucher in
Accounts Payable.
Files updated
When you post the receipts, an accrued payables account in Accounts Payable and an
accrued inventory account in inventory are updated for inventory items. Normal expense
accounts are debited for non-inventory and freight amounts. When you post the accrued
receipts voucher, the amounts in the accrued payable account and accrued inventory
account are transferred to the regular Accounts Payable and Inventory accounts. In
addition, an invoice (I) transaction is recorded in the Current Transaction file and an
expense (E) transaction is recorded in the Distribution to GL file in Accounts Payable.
Correcting/changing information
After posting an accrued receipt, changes can be made to the accrued receipts voucher in
Accounts Payable. Refer to the Accounts Payable User Guide for information on accrued
receipts vouchers.
Which Posting Method to Choose

Which posting method you choose depends on several factors including:
• How and when you record liabilities
• The consistency between quoted and actual costs of items submitted by your vendors
Procedure
Use the following table to help you determine which method you should choose:
Choose this
If the following condition applies...
method...
The vendor’s invoice accompanies the receipt of Direct
goods or never deviates from the quote.
Your unit costs fluctuate between the time the Accrued Receipts
order is placed and the time the invoice is
received. When you accrue receipts, the
expense of the purchase is accrued until the
actual invoice is received. However, if you use
standard costing this may not be an issue.
24 Sage PFW
Which Posting Method to Choose
Setting up Cash Accounts
Introduction
Completion of this menu item is required and one cash account must be setup prior to
entering vendor classes. The Cash Account file is used by both the Accounts Payable and
the Bank Book applications. Since the cash accounts are used by more than one
application, the setup is done on the SM (System Manager) tab found on the Business
Desktop. Once setup, it is used by both Accounts Payable and Bank Book.
Purchasing Pro
The Cash Accounts menu item allows you to define all the cash accounts that you want
Accounts Payable and Bank Book to process and that are defined in the General Ledger.
You must define at least one cash account.
You must set up your cash account in order for you to:
• Create vendor classes
• Print Accounts Payable checks
• Enter handwritten checks in Account Payable
• Enter transactions in Bank Book
• To perform a Bank Book reconciliation
• To review the current cash position.
In this section
This section contains the following topic:
Topic Page
How to Complete the Cash Account Window 26
Description of Cash Account Options 26

How to Complete the Cash Account Window

When you select Cash Account from the System Manager folder on the Business Desktop,
the following window appears:
Default Cash Account key

A default cash account key can be linked to a vendor class so that a particular cash
account is always associated with a class of vendors.
Procedure
To complete the Cash Account window, do the following:
Step Action
1 Select Cash Account from the System Manager folder on the

Business Desktop. The Cash Account window appears.
2 Complete the information on three tab.
3 Select Save.
4 Repeat Steps 1-3 for each cash account key you need.
Need more information? Press F1.
Description of Cash Account Options
Account Type
You must select one of the available account types.
26 Sage PFW
Description of Cash Account Options
Date and amount last reconciled

Since Cash Account is used by both Bank Book and Accounts Payable, when you are
initially setting up your Bank Book application, you can enter the last date and amount
you reconciled to your bank statement for this account. Once you begin processing in
Bank Book, the system automatically updates the date and amount each time a
reconciliation is performed and posted.
These fields are not used by Accounts Payable.
Note: If you are using Multi-Currency Manager, all amounts are entered in the
currency in which the cash account is held.
Purchasing Pro
Date and amount last distributed to General Ledger
Since Cash Account is used by both Bank Book and Accounts Payable, when you are
initially setting up your Bank Book application, you can enter the last date and amount
you distributed or posted to the General Ledger for this account. When you begin
processing in Bank Book, the system automatically updates the date and amount each
time a distribution to the General Ledger is posted.
WARNING: When Bank Book begins updating the last reconciliation and last dis-
tribution dates and amounts, they are maintained by the system. Do not attempt
to alter this information.
Cash held in home currency

If Multi-Currency Manager is installed, you can indicate if the cash account is held in your
home currency by placing a check mark in the Cash Held in Home Currency checkbox. If
the cash account is held in a natural currency, do not select this option.
Currency key
If you have installed Multi-Currency Manager and the cash account is held in natural
currency, you can identify the key for the natural currency in which this cash account is
held. Bank Book uses this currency key to reference the applicable exchange rate when:
• Converting transaction amounts of another currency to the same currency as the cash
account, for reconciliation to the bank statement
• Calculating and posting to the General Ledger any buy/sell rate conversion discrep-
ancies between natural account transactions and the home equivalent.
Note: Currency keys are defined in the Multi-Currency Manager application.

Offset account number and key for rate type difference

If your buy and sell exchange rates for the currency in which this account is held are
different, Bank Book automatically calculates and posts adjusting entries in the General
Ledger to compensate for the difference between the two rates.
The cash account is debited or credited in the General Ledger with the amount of the
difference, and the offset account defined in this field is posted with the offset transaction.
As an example of a buy/sell rate difference situation, suppose that 30,000 units of a natural
currency converted to $200 U.S. dollars (home currency) at the buy rate, and the same
30,000 units converted to $193 at the sell rate. The difference is a $7 amount ($200 minus
$193).
The following diagram illustrates the $7 amount posted to the cash account to compensate
for the difference between the buy and sell rate. The $7 offset transaction for the difference
adjustment is posted to the offset account defined in Cash Account.
General Ledger Cash Account

(Home equivalent)
Natural cash account 200 Natural cash account

transaction converted at buy 193 transaction converted at
rate sell rate
Automatic adjusting entry 7

for difference
General Ledger Offset Account for

Rate Type Difference
7 Automatic offset entry for

difference adjustment
Check Information Tab
Check Number Mask and Next Check Number

You can define unique check numbers and masks for each cash account in your chart of
accounts. These numbers and masks are used whenever checks are printed. For complete
details about numbering, refer to “How Automatic Numbering Works” on page 40. For
more information about masks, refer to “How Masking Works” on page 40.
Bank Information
All information found on the this tab is strictly informative only with the exception of the
Routing Number. The Routing Number is a required field for both Checking and Saving
account types.
All the information on this tab prints on the Cash Account Listing.
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Bank Information
Setting Up Purchasing Pro
Introduction
This section provides information and instructions on how to complete the Application
Setup window. The options you select determine how Purchasing Pro processes, prints,
and posts purchase orders and purchase order receipts.
Before you begin
Purchasing Pro
Before you set up Purchasing Pro for processing, you must have installed and set up
System Manager and Accounts Payable.
In this section
Topic Page
Application Setup Window 30
How to Complete the Shared AP Applications Window 37
Setting Up the Automatic Numbering File 38
Setting Up the Inventory Interface Description 41
Setting Up the Terms File 42
Setting Up the FOB File 43
Setting Up the Ship-Via File 45
Setting Up the Vendor Class File 46
Setting Up the Branch File 50
Setting Up the Vendor File 52
Setting Up the Vendor/Lead Time/Quote File 58
Setting Up the Contract File 61
Setting Up the Vendor Item File 63
Setting Up the Responsibility File 65
Setting Up the Comments File 66
Setting Up Recurring Cycles 68
Setting Up the Carrying Cost File 70

Application Setup Window

When Application Setup is selected from the business desktop, the Application Setup
window appears. The Application Setup window is where you define the following:
• Purchase Order entry options
• Receipt entry and control options
• Printing options
• Posting options
• Decimal places
Tabs
The following is a description of the three tabs on the Application Setup window:
Tab Description
Entry You define Purchase Order Entry and Purchase Order
Receipt Entry menu items on this tab.
Receipt Control You define whether or not you can receive purchase
orders based on the purchase order status, selected sta-
tus, and cancel date on this tab.
Print and Post You define the options for printing and posting purchase
orders and you supply information on the forms you are
using on this tab.
Miscellaneous You can define a cost to place an MRP order.
Decimal Places You can establish the decimal places used by Purchas-
ing Pro.
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How to Complete the Application Setup Window
How to Complete the Application Setup Window

You set up Purchasing Pro by completing the Application Setup window.
Procedure
To complete the Application Setup window, do the following:
Step Action
1 Select Application Setup from the business desktop. The Appli-
cation Setup window appears.
Purchasing Pro
2 Complete all of the tabs in the Application Setup window.
3 Select Save.
Description of Application Setup Options
Enable Post in Quick Print

This option turns off/on the posting feature which is available when you use the Quick
Print button. By selecting this option, you are able to post a Purchase Order after quick
printing a document through Purchase Order Entry.
Unit Cost Default Method

You select the unit costing method to be used by the current processing company for
inventory line items during Purchase Order Entry in this field. You can choose Last,
Standard, or None.
Use Requisition Numbers

If you want to be able to track reported requisition numbers for the current processing
company, you can choose this option. If you select this option, the Requisition Number tab
becomes available on the Line Items tab in the Purchase Order Entry and Purchase Order
Receipt Entry windows.
Allow Adjustment of Fully Received Orders

You can determine whether you want to allow fully received purchase orders to be
adjusted during Purchase Order Entry. The field requires you to enter Yes, Yes With
Warning, or No.
Allow Receipt During Entry

If you want to allow fully received purchase orders to be received during Purchase Order
Entry, you can choose this option. If you select this option, the Receipts tab becomes
available in the Purchase Order Entry window.

If you selected to track serial/lot numbers in Inventory Pro, the option to receive purchase
orders during Purchase Order Entry is not available.
Days to Calculate Cancel Date

You can determine the number of days the system should use to base its calculation of the
default cancel date on all purchase orders. The cancel date is calculated by adding the
total number of days you enter in this field to the order date in Purchase Order Entry.
Fill Order Qty With Reorder Qty

This field is normally selected to automatically fill in the quantity to be ordered on
Purchase Order Entry Screen 2 with the value you have previously entered in the Re-order
Quantity field in Inventory Pro, Item Location File Maintenance, Quantity tab.
Note: If you select this checkbox, you will want to use Purchasing Pro's E.O.Q./
R.O.P Utility occasionally to update each of your inventory item's re-order points,
based on lead times and production usage data. The lead times may also be
updated based on purchasing history, using Purchasing Pro Utility menu items.
Fill Line Item Date Requested

This field is set to selected when you install Purchasing Pro. This allows you to
automatically calculate and insert the date requested, based on the lead time you have
entered in the Vendor/Lead Time/Quotes file maintenance menu item.
If there is no lead time in the Vendor/Lead Time/Quotes (PUITMVND) file for this
vendor/item combination, the estimated lead time that you have entered for this item in
the Inventory Pro - Item Master (INMAST) file.
Note: Running the following utility programs will ensure that items you order
will be received when you expect them.
1. You can use Purchasing Pro's Item Lead Time Utility to update item lead times in your
Inventory Pro Master (INMAST) file, based on actual lead times from purchasing
history.
2. You can use Purchasing Pro's Vendor/Item Lead Time Utility to update the lead times in
your Vendor/Lead Time/Quotes (PUITMVND) file.
Notify If Contract Available

If your company negotiates purchase agreements (contracts) with your vendors, you can
enter the terms of such agreements through Purchasing Pro's Contracts file maintenance
menu item.
If you select this checkbox, you are notified when you enter a vendor/item combination
for which a special contract exists.
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Note: If you select this checkbox, the contract price is used, when one is applica-
ble, instead of any price from your Vendor/Lead Time/Quotes (PUITMVND) file
or from your Inventory Pro Item Location (INLOC) file.
Notify If Qty Pricing Available

If your vendors offer quantity price breaks, you can enter those terms through Purchasing
Pro's Vendor/Lead Time/Quotes file maintenance menu item. Then, you can select this
checkbox to be notified when you enter an item/vendor combination for which a special
quantity price exists.
Purchasing Pro
Allow Receipt of More Than Remaining
You can determine whether you want to allow the entry of a quantity greater than the
remaining quantity to be received during Purchase Order Receipt Entry. The field requires
you to enter Yes, Yes With Warning, or No.
Allow Drop Shipments

If Accounts Receivable is installed, you have the option to ship goods directly from the
vendor to the customer by allowing drop shipments.
Update Inventory On Order Quantities

If you select the option to enter drop shipments, you can choose whether or not to update
inventory on order quantities.
When you print and post receipts, if you chose to update inventory on order quantities,
the system will automatically decrease the quantities.
Drop Ship Address

If you select the option to enter drop shipments, you can choose which address the system
should use as the default ship to address in Purchase Order Entry: the address defined for
the customer (in the Customer record in Accounts Receivable) or a ship to address defined
for the customer (in the Ship To record in Accounts Receivable).
Allow Receipt of Orders With Status Of [purchase order status]

You can determine whether purchase orders can be received based on their purchase
order status. The fields require you to enter Yes, Yes With Warning, or No. The purchase
order statuses include:
• New Unposted
• New Posted
• Back Ordered Unposted
• Back Ordered Posted
• Adjusted Unposted

• Adjusted Posted
• Cancelled
• Fully Received
Allow Receipt Of Selected Orders

You can determine whether you want to allow purchase orders which have already been
selected for posting to be received. The field requires you to enter Yes, Yes With Warning,
or No.
Allow Receipt Of Orders Past Cancel Date

You can determine whether you want to allow purchase orders with an expired cancel
date to be received. The field requires you to enter Yes, Yes With Warning, or No.
Require QC Before Receipt

Specify whether or not you wish to require that quality control test results must be
entered before a purchase order can be selected for receipt. This checkbox unselected
when you install Purchasing Pro, but you can change it if you wish to require that test
results from your receiving inspection are entered before lot-tracked items can be
received.
Resale Number
If your company uses a resale number, you have the option of having the resale number
print on purchase orders.
Print Company Name

If you want the company name to print on purchase orders, you can select this option.
Print Vendor Item Number

If you want the vendor item number to print on purchase orders, you can select this
option. Including the item number on the purchase order may be helpful to the vendor in
filling your order.
Print Fully Received Items

If you want fully received items to be included on the purchase orders.
Print Header Memos

The Memo field on the Purchase Order Entry Miscellaneous tab allows you to enter a
memo of up to 80 characters, relating to that purchase order. This checkbox unselected
when you install Purchasing Pro. If you would like such memos to be printed on your
purchase orders, select this checkbox.
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Print Line Item Memos

Specify whether or not you would like memos which have been entered in conjunction
with line items on the Defaults sheet of the Line Items tab of the Purchase Order Entry
menu item to be printed on the purchase order.
The Memo field on Purchase Order Entry Line Items tab allows you to enter a memo of up
to 80 characters relating to a particular line item on the purchase order. This checkbox
unselected when you install Purchasing Pro. If you would like such line item memos to be
printed on your purchase orders, select this checkbox. Each memo will print on the next
line below the line item to which it applies.
Purchasing Pro
Note: If you set either (or both) the Print Header Memos or Print Line Item
Memos fields are selected, you can still prevent individual memos from being
printed on the purchase order, by entering a forward slash “/” as the first charac-
ter of the memo. You can use this method to write memos that you wish to appear
on the screen when you process the PO, but you don't wish to be printed on the
PO.
Purchase Order Form Type

You can indicate which type of purchase order form you use so that the system can print
information in the correct area on the form. The choices include: Standard Form PLB250,
Laser Form (Liaison BE250L), and a Blank Form.
Print Vendor Notes

Select if you would like to print vendor notes entered through the Vendor Notes menu
item to appear on printed purchase orders.
Allow Override of Voucher Number

If you want to allow the voucher number to be overridden, you can select this option.
Accrue Receipts
If you want to accrue receipts on all purchase orders, you can select this option. When you
have completed Application Setup, the following fields become available in Accounts
Payable in the Vendor Class menu item and must be completed:
• Accrued AP Account (on the Vendor Class tab)
• Accrued Inventory Account (on the Inventory tab)
Application Interface - Accounts Payable

Note that this checkbox defaults to selected when you install Purchasing Pro. If you are
not using the Accounts Payable (A/P) application, this field is ignored. If you are
integrated with the A/P application, this field must be selected, so there is no reason to
change it, in either case.

MRP - Cost To Place An Order

Enter the fixed cost of processing a purchase order. This should include the average
overhead cost of receiving an order, also. This value will be used by Purchasing Pro's
E.O.Q./R.O.P. Utility, and by the Material Requirements Planning (MRP) application. This
cost will be weighed against carrying costs to determine if it is worthwhile to order items
in advance of their required date, in order to consolidate several small orders into one
large order.
Decimal Places
These four fields establish the default number of decimal places for the formulas. Enter
the desired number of decimal places for Quantity, Cost, Amount, and Percent.
Remember that the report columns only permit fifteen numeric characters, including
commas and decimal points. Exceedingly long decimals places may affect the numbers
displayed in your reports.
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How to Complete the Shared AP Applications Window
Setting Up the Shared AP Applications
Introduction
Shared AP Applications is used to define various options for the current processing
company, including the company name and address, as well as the one-time vendor key.
How to Complete the Shared AP Applications Window
Purchasing Pro
You set up Purchasing Pro by completing the Shared AP Application window.
Procedure
To complete the Shared AP Application window, do the following:
Step Action
1 Select Shared AP Application from the business desktop.

The Shared AP Application window appears.
2 Complete the tab in the Shared AP Application window.
3 Select Save.

Description of Shared AP Applications Options
Company Name
Enter the name of the processing company. The name prints on reports and documents as
it is entered here. You can also specify whether the company name should print on checks
in the Print Company Name on Check field.
Address Line 1-2

Enter the complete street address of the processing company, including city, state, and zip
code.
Tax Id Number
Enter your company's tax identification number.
One Time Vendor Key

Enter a unique key to identify One Time Vendor records. You must enter a One Time
Vendor Key in this field before you can add vouchers for one-time vendors in Voucher
Entry.
One Time Vendor Keys can be used for those times when you need a vendor key, but
intend to make only one or two purchases.
Setting Up the Automatic Numbering File

The Accounts Payable Configuration (APONE) file is used to keep track of the next
available purchase order number. The numbers will sequence automatically when you
enter purchase orders.
If you wish to start your purchase order numbers with a number other than 001, you must
enter the number that you wish to apply to the first purchase order you enter through the
Purchasing Pro application. After that, purchase orders will automatically be numbered
sequentially.
Procedure
To complete the Auto Number Setup window, do the following:
Step Action
1 Select Auto Number Setup from the business desktop. The

Auto Number Setup window appears.
2 Complete the tab in the Auto Number Setup window.
3 Select Save.
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Description of Auto Number Setup Options
When you select Auto Number Setup from the Purchasing Pro System Configuration
menu, you will see the data entry screen similar to the following illustration.
Purchasing Pro
Description of Auto Number Setup Options
Voucher and Debit Memo Number Mask

You can enter a mask to represent the voucher and debit memo numbers. This mask can
consist of static and variable values. For a complete discussion, refer to “How Masking
Works” on page 40,
Next Voucher And Debit Memo Number

You may ignore this field unless you are installing the Accounts Payable (A/P)
application. If you are initially setting up your A/P application, enter the next voucher
number that you want to default during voucher entry. After your first entry in this field,
A/P application will automatically update the Next Voucher And Debit Memo Number
field as you add vouchers and debit memos.
Purchase Order Mask

You can enter a mask to represent the purchase order numbers. This mask can consist of
static and variable values. For a complete discussion, refer to “How Masking Works” on
page 40
Next Purchase Order Number

If you are initially setting up your Purchasing Pro application, enter the next purchase
order number (from your printed purchase order forms). After your first entry in this
field, the Next Purchase Order Number field is updated as you enter purchase orders
through the Purchase Order Entry menu item.

How Automatic Numbering Works

Automatic numbering is system maintained to keep track of the next available voucher
and debit memo number, and purchase order number. The numbers default when you
enter vouchers and debit memos, and enter purchase orders (in the Purchasing Pro
application). The date of the last period-end closing is also maintained in this menu item.
When you first start using the Purchasing Pro application, you must enter the initial
numbers for vouchers and debit memos, and purchase orders. Documents are then
numbered sequentially beginning with the entries you assigned. If you change a voucher
number during the posting process, the next voucher number in this option is reset
according to the number entered.
Recommendations
It is recommended that your numbering sequence be set up to prevent the voucher and
debit memo number, and purchase order number from overlapping. For example, set
your next voucher and debit memo number up as 1000 and the next purchase order
number as 3000. This minimizes the possibility of a purchase order and a voucher having
the same number.
Once starting numbers have been set up, modifications are not recommended.
How Masking Works

Many types of document numbers can now have a corresponding, user defined mask. A
mask consists of two parts;
• Static - An optional alphanumeric description
• Variable - A system generated number that must be a contiguous number with no

special characters.
This mask defines the static portion of the document number plus the number of digits
(up to nine) for the system generated portion of the document number. In addition to
defining a mask, you can also enter the next available number.
For example, you might define a mask where the static portion signifies the current year
and the system generated number is six characters long. Also, the auto numbering is set to
begin numbering with 000009. The mask will look like this: 2008-######.
When a transaction is entered, using this mask, the new document number will be 2005-
000009. The total size of a document number, including static and system assigned
number, can be no larger then 16 characters. Additionally, the static portion of mask can
be before and/or after system generated number (e.g., 2008-########-12).
If a mask is not assigned, the default mask is used. The default mask for all document
number fields that is nine digits long (#########).
When a transaction is saved, the entire masked number is saved in the document number
fields, including the static portion.
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Setting Up the Inventory Interface Description
Setting Up the Inventory Interface Description

Choose Inventory Interface from the Purchasing Pro System Configuration menu to
define the inventory information you want to default in Purchase Order Entry.
Purchasing Pro
Procedure
To complete the Inventory Interface window, do the following:
Step Action
1 Select Inventory Interface from the business desktop. The

Inventory Interface window appears.
2 Complete the tab in the Inventory Interface window.
3 Select Save.
Description of Inventory Interface Options
Number Of Item Description Lines

Select the desired number of descriptive lines to display in purchase order entry. The
descriptive lines are pulled from the item description of the Inventory Pro Item Master.
During Purchase Order Entry, you can choose to use only the first line of the item
description, or you can use both lines of the item description.

Setting Up the Terms File

Set up a record to define each of the payment terms that you will be using in the Purchase
Order Entry menu item. Examples include 2% 10, Net 30, C.O.D., etc. This information is
used in the Purchase Order Entry menu item to calculate and default the discount
amount, as well as the due date and discount date, relative to the invoice date. This data is
stored in the Accounts Payable Defaults (APDEFLTS) file.
Note: You can enter a default terms key in each vendor record. Then whenever
you select that vendor in the Purchase Order Entry menu item, those terms will be
entered automatically. You can change it during the order entry process, if those
terms do not apply to a particular order.
Procedure
To complete the Terms window, do the following:
Step Action
1 Select Terms from the business desktop. The Terms window

appears.
2 Complete the tab in the Terms window.
3 Select Save.
Description of Terms Options
Terms Key
Enter a unique key to identify each terms record. Use the Lookup button next to the field
to make your selection.
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Setting Up the FOB File
Terms Description
Enter a description for each terms record.
Number of Days in Discount Period

The number of days in the discount period allows you to enter a time frame when a
discount may be available if the payment is received promptly. If a payment is selected for
payment within the number of days, the discount percentage is applied.
Discount Percentage
Purchasing Pro
When processing cash disbursements, a discount amount is calculated automatically if
payment is within the discount period. If payment is issued outside of the discount
period, the discount amount can be forced.
Number Of Days Until Payment Is Due

The number of days until payment is due to be received is used in the Cash Requirements
report to calculate the expected amount of outgoing cash. It is also used in the Vendor
Profile report to calculate the average number of days it takes you to pay your vendors.
Setting Up the FOB File

Set up a record to define each Free-On-Board (FOB) terms of agreement that you will be
using in the Purchase Order Entry menu item. FOB defines the location where the title of
goods is transferred, along with the liability for any loss. Examples are shipping point and
destination point, or a specific location, such as FOB St. Louis, MO. This data is stored in
the Accounts Payable Defaults (APDEFLTS) file.
Note: You can enter a default FOB key in a vendor file, then whenever you select
that vendor in the Purchase Order Entry menu item, that FOB key will be entered
automatically. You can change it during the order entry process, if different FOB
terms are required for a particular order

FOB key on purchase orders

When you enter an FOB key in Purchase Order Entry, the corresponding description
appears as it will be printed on the purchase order. You can link an FOB key to a vendor so
that when you enter a purchase order, the default FOB key is filled in for you.
Procedure
To complete the FOB window, do the following:
Step Action
1 Select FOB from the business desktop. The FOB window

appears.
2 Complete the tab in the FOB window.
3 Select Save.
Description of FOB Options
FOB Key
Enter a unique key to identify each FOB record. Use the Lookup button next to the fields
FOB Description
Enter a description of the FOB.
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Setting Up the Ship-Via File
Setting Up the Ship-Via File

Set up a record to define each carrier or shipping method that you will be using in the
Purchase Order Entry menu item. Examples are UPS, Federal Express, or motor-freight
carriers. When a ship-via key is entered in the Purchase Order Entry menu item, the
corresponding description will be printed on purchase orders. This data is stored in the
Accounts Payable Defaults (APDEFLTS) file.
Note: You may set up a default ship-via key by entering the key in a vendor's
record through the Purchasing Pro Vendor File Maintenance menu item. Then,
whenever you enter that vendor's key in a purchase order, the ship-via key will be
entered automatically. You can change it during the order entry process, if you
Purchasing Pro
want to use a different carrier for a particular order.
Default ship via key

You can specify a default ship via for each vendor if you primarily use one form of
shipment. This default ship via can be overridden in Purchase Order on a case-by-case
basis.
Procedure
To complete the Ship-Via window, do the following:
Step Action
1 Select Ship-Via from the business desktop. The Ship-Via win-

dow appears.
2 Complete the tab in the Ship-Via window.
3 Select Save.

Description of Ship-Via Options
Ship-via Key
Enter a unique key to identify this ship-via record. The ship-via key may be a single letter
or a number. Use the Lookup button next to the fields to make your selection.
Ship-via Description
Enter a description of the shipping method being defined. This could be the name of a
local carrier that you use for delivery. The description will be printed on purchase orders
as it appears here.
Setting Up the Vendor Class File

The Accounts Payable Vendor Class (APCLASS) file contains records which identify a set
of general ledger account numbers for each class of vendors that you define. Accounts
include cash, accounts payable, freight, and discounts.
You should set up at least one vendor class, even if you are not integrated with the
financial suite. If you purchase items for resale, and also items that you do not resell, you
might wish to set up a vendor class for each, in order to keep these accounts separated, for
tax purposes.
A default vendor class key can be assigned to a vendor record through Vendor file
maintenance. This key will be entered automatically during purchase order entry when
you select the vendor. You can change the default vendor class key during purchase order
entry, if necessary.
For example, if you have a vendor from whom you purchase items both for resale and for
your company's use (which are taxable), you might set the default vendor class for that
vendor to reflect your resale accounts. For orders, which are taxable, you would change
the vendor class key during purchase order entry to indicate your taxable-items account.
How Many Vendor Classes to Define

A separate vendor class must be defined for each cash account you use. Each vendor class
defines the GL accounts to which cash, AP, freight, discount, and variance (if interfaced to
Inventory Pro and using the standard costing method) post.
If you are using accrual vouchers, you should additionally specify the accrued inventory
account in order to recognize inventory expense, as well as payables, when posting
accruals.
Usage in the Print and Post Distribution to GL Report

Account numbers in the Vendor Class window are also used by the system to produce the
Distribution to GL report. You can use the vendor class functionality even if you do not
have the General Ledger application. For example, if your general ledger is processed by
an outside accountant you can enter the GL account numbers in the Vendor Class window
and provide a Distribution to GL report that corresponds to the accountant’s account
numbers.
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Setting Up the Vendor Class File
If AP is interfaced to General Ledger, these account number fields are index key fields into
the GL Chart of Accounts file. The GL account numbers in the Vendor Class window must
be filled in before any posting occurs. Otherwise, the amounts on the Distribution to GL
report do not correspond to an appropriate GL account number.
Categorizing Vendors
Vendors can be categorized to suit your business needs. For example, vendors might be
classified according to the commodity or service they supply. A vendor class key can be
linked to a vendor’s file to get default vendor details in Voucher Entry. You can override
the default vendor class key in Voucher Entry.
Purchasing Pro
Note: Remember to set up a class key for your one-time vendor in the Application
Setup menu item.
Procedure
To complete the Vendor Class window, do the following:
Step Action
1 Select Vendor Class from the business desktop. The Vendor

Class window appears.
2 Complete the tab in the Vendor Class window.
3 Select Save.

Description of Vendor Class Options
Cash Account
The cash account in the Vendor Class window is used by the system to post cash
disbursements. The vendor class key determines the cash account to which payments are
credited. The cash account recorded for a voucher can be overridden in Handwritten
Check Entry and Voucher Payment Entry when processing the payment.
Cash accounts are defined in the Cash Account file found on the SM tab. Cash accounts
must be setup prior to creating a Vendor Class. For additional information, refer to Setting
up Cash Accounts on page 25.
Accounts Payable Account Number

Enter the General Ledger account number to which purchase transactions for this Vendor
Class should be posted. Use the Lookup button next to the field to make your selection.
Accrued Accounts Payable Account Number

Choose the desired general ledger account number to update when receipts are posted
from Purchase Order or when accrual vouchers originating in Accounts Payable are
posted.
Freight Account Number

Enter the General Ledger account number to which freight transactions for this Vendor
Class should be posted. Freight costs are posted to a separate account so that purchases
are not overstated. When vouchers are posted, will debit the Freight account for the
freight amount entered on Purchase Order Entry Line Item tab.
Discounts Account Number

This field is not used at this time.
Variance account
This account allows you to track variances between the actual cost of an item and its
preestablished (standard) cost, for a specific class of vendors. (For more information about
costing methods, refer to the Inventory Pro User Guide.)
Note: Use this field only if you have the Inventory Pro application and you use
the standard costing method. Then, if you specify a Variance Account number in
this field, when you post receipts the purchase price variance (difference between
the standard cost and the actual cost) will be posted through A/P to the G/L vari-
ance account. For a discussion of the standard costing method, see the section
entitled Costing Methods in your Inventory Pro User's Guide.
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Description of Vendor Class Options
Accrued Inventory Account Number

Choose the desired general ledger account number to update when accrued receipts are
posted from the Purchasing Pro application.
Inventory Clearing Account Number

Choose the desired inventory account number to be posted when the monetary value of a
posted voucher changes, before it is distributed to the general ledger, due to a fluctuation
in the currency exchange rate.
Based on your entry in this field, the Inventory Clearing Account Key and Description
Purchasing Pro
field automatically display the corresponding information for the account.
Currency Key
Choose the desired currency key to identify the currency that is to be linked to this
vendor. This information is used in Voucher Entry, with the description of the currency
displaying at the top of the form (for example, Italian lira). Currency keys are defined in
Currency Master in Multi-Currency Manager. Use the Lookup button next to the field to
make your selection.
If you enter a currency key, you must enter a realized gain/loss account number.
Multi-currency Rate Override

Enter the overriding exchange rate in this field if you are using the Multi-Currency
Manager to process in multiple currencies. The override rate is linked to the Currency Key
specified for this Vendor Class.
When vouchers are entered, this rate is used as a multiplier times the default cost instead
of the rate maintained in MC Manager.
Realized Gain/loss Account

Choose the desired general ledger account number to be credited or debited with the
realized gain/loss amounts, resulting from currency exchange rate fluctuations.
Based on your entry in this field, the Realized Gain/Loss Account Key and Description
field automatically display the corresponding information for the account.
Override Rounding Factor

Select this to override of the currency rounding factor defined in Multi-Currency
Manager. This allows you to enter a rounding factor to be used during Voucher Entry. If
you clear this field, the rounding factor defined in Multi-Currency Manager is used.
This field is not implemented at this time.

Cost Rounding Factor

Enter the rounding factor if you answered Yes to the Override Rounding Factor field. The
rounding factor range is from .000001 to 100000, and must be a 0 or 1 value. If a rounding
factor other than 0 or 1 is entered (for example .02), the override amount entered is not
used. The 1 in the rounding factor simply indicates the rounding position.
This field is not implemented at this time.
Natural currency
You designate the vendor’s natural currency by entering a currency key. You also
designate a GL account to track the realized gains and losses per vendor class.
Setting Up the Branch File

This menu item allows you to identify different branches of your company, where you
receive purchased items. Then, you can enter a branch key during the Purchase Order
Entry menu item, instead of having to type the address of the receiving location each time
you enter an order. This data is stored in the Accounts Payable Branch (APBRANCH) file.
Note: You must define at least one branch. If all of your purchased items are
received at one location, enter MAIN for the branch key and enter the company
name and address.
You can enter a default branch key in a vendor record, if items from that vendor are
usually shipped to the same branch of your company. Then, when you select that vendor
in the Purchase Order Entry menu item, the branch data will be filled in, automatically.
You can change to a different branch for an individual order, if necessary.
50 Sage PFW
Description of Branch Options
Procedure
To complete the Branch window, do the following:
Step Action
1 Select Branch from the business desktop. The Branch

window appears.
2 Complete the tab in the Branch window.
3 Select Save.
Purchasing Pro
Description of Branch Options
Branch Key
Type a unique key to identify this branch record. The branch key can consist of letters,
numbers, or a combination of both.
Company Name
Enter the name of your company as you wish it to appear for this particular branch. It may
be different from your company name at your main branch.
WARNING: The Company Name may be truncated when it prints on reports and
listings; therefore it is recommended that you distinguish your company names
within the first five characters (for example: “No. 2 Warehouse,” instead of
“Warehouse No. 2").
Address 1-3
Enter the street address for this branch. This is the address where you would like goods
shipped.
City
Enter the city in which the branch is located. For branches located outside of the United
States, you might want to enter the province or region where this branch is located.
State
Enter the two-character abbreviation for the state. If the address is not in the United States,
type the abbreviation for the province or region (for example, ON for Ontario, Canada).
Zip
Enter the ZIP code of this branch. For United States ZIP+4 codes, do not enter the dash
that separates the fifth and sixth digits.

Country
For the United States address format, type USA or leave this field blank. For branches
outside of the United States, enter the two-character country code. You can also use the
Lookup button next to the field to make your selection.
Attention
Type the name of the individual to whom purchases should be addressed, if applicable.
Setting Up the Vendor File

Set up a record for each vendor from whom you will purchase items. Enter a unique key
for each vendor; one that will make it easy for you to select the vendor when you are
entering purchase orders. This data is stored in the Accounts Payable Vendor (APVEND)
file.
Note: If you are using the Accounts Payable (A/P) application, the vendor infor-
mation that you have entered in that application will be shared with Purchasing
Pro, and you can ignore this menu item. If you do not have the A/P application,
you must enter your vendor information here.
The Vendor window contains three tabs as follows:
Tab Used to...

Vendor Information Enter information about the vendor such as
name, address, and contact information.
Transaction Defaults Select various defaults that are to be asso-
ciated with the vendor such as the expense
account, vendor class key, location key,
branch key.
Process Information Enter default information such as whether
the system should generate a 1099 for the
vendor, tax, credit, and other miscella-
neous processing information.
52 Sage PFW
Description of Selected Vendor Fields
Procedure
To complete the Vendor window, do the following:
Step Action
1 Select Vendor from the Business Desktop. The Vendor window

appears.
2 Complete the information on the tabs.
3 Select Save.
4 Repeat Steps 1-3 for each Vendor key you want.
Purchasing Pro
Defaults
The defaults you assign are specific to each vendor. When defining these defaults, be
aware that during voucher entry any default can be overridden.
Vendor key
If you are entering a new vendor record, enter a unique key to identify the vendor. The
vendor key can consist of letters, numbers, or a combination of both.
Vendor Name
Enter the vendor's name. You might want to enter the vendor's surname or company
name first, since you can view or print your vendor data arranged in the order of the
vendor's names. Use the Lookup button next to the field to make your selection.
Note: To print the last name first on purchase orders or reports, enter a comma
between the last name and first name (for example; Smith, John). To reverse the
name when printing purchase orders and reports, but still alphabetize your ven-
dors by last name, enter a slash (/) between the last and first names (for example,
Smith/John).
Status
For each vendor, you can assign a status when initially adding a new vendor. At any point
after, as you track activity for the vendor, you can change the vendor status depending on
the posted state of various transactions. The vendor status determines what type of
activity can be processed for the vendor.

Changing a Vendor’s Status
You can change a vendor’s status at any point in processing depending on the posted state
of various transactions. By changing the status of a vendor you also control several of the
entry menu items. For example, if you change a vendor’s status from Active to Inactive,
you stop all entry of new documents for that vendor.
When used in conjunction with the Hold Payment field, some entry screens are restricted.
The following table displays this. The three available statuses and their effects are as
follows:
Entering
Hold Entering Entering
Status Debit Memos
Payment Vouchers & POs Payments
& Returns
Active No Allowed Allowed Allowed
Active Yes Allowed Allowed
Active, No New Purchases No Allowed Allowed
Active, No New Purchases Yes Allowed
Inactive Yes
Assigning an Active, No New Purchases status
In order to change a vendor status to Active, No New Purchases you will need to make
sure that all open purchase orders, accrued orders found in Purchasing Pro Accrued
Receipt Entry, and unposted vouchers are posted before a change can be made. If a
document exists, an error message displays which will allow you to view a list of the
offending document(s) that will need to be processed before a change can be made.
Assigning an Inactive status
If you change a vendor’s status to Inactive, the Payment Hold field is automatically
selected, putting the vendor on Payment Hold. If you change the vendor's status to a
different status, the Payment Hold must also be removed, if desired.
You cannot assign an Inactive status to a vendor until all unposted documents have been
posted or deleted, and all posted vouchers have been paid and cleared to history through
Period End Close. If a document exists, an error message displays listing the offending
document. In order to assign an Inactive status, you must post or delete all unposted
documents on this list. This includes documents found in:
• Voucher Entry or Debit Memo Entry found in Accounts Payable (APHDR)
• Purchase Orders entered in the Purchase Order application (POHDR)
• Purchase Orders or Returns entered in the Purchasing Pro application (PUHDR)
• Accrued Receipts entered in the Purchasing Pro application (PUVHDR)
• Pending payments entered in Voucher Payment Entry (APSELECT)
Additionally, any balance that does not net to zero in the Vendor Activity file
(APVENDH) aging buckets restricts you from changing the vendor status to Inactive.
54 Sage PFW
Before you change a vendor’s status
There are several files within the Sage PFW database where vendor keys are referenced.
Because the vendor status assigned to a vendor key controls whether new activity can be
processed for a vendor, all references to that vendor key must be reviewed prior to
changing the vendor's status.
In order to change a vendor's status from Active to either Inactive or Active, No New
Purchases, the vendor key references in the following tables will need to be reviewed:
Application Menu Field Notes
Inventory Item Location Primary Vendor Key Used by Analysis Report to
Purchasing Pro
(INLOC) create PO
Inventory Pro Item Location Primary Vendor Key Used by MRP to create PO
(INLOC)
Purchasing Vendor Item Vendor Key Used by MRP to create PO

Pro (APSUPPLR)
Purchasing Contract Vendor Key • Used by MRP

Pro (PUCNTRCT) • Record must be deleted or
have an expiration date prior to
current date
Purchasing Vendor Lead Vendor Key • Used by MRP

Pro Time\Quote • Record must be deleted or
(PUITMVND) have an expiration date prior to
current date
A vendor status other than Active does not allow new Purchase Orders to be created,
which may occur using the fields in the above table through the Analysis Report in
Inventory, or the MRP application through Inventory Pro. These references must be
updated with a Vendor Key whose status is Active.
Note: The Substitute Vendor Key field (APVEND) in AP and the Vendor Key field
(ARCUST) in AR can reference a Vendor with any status.
Vendor Since
Enter the date you began doing business with a vendor.
Address Line 1-3

Enter the vendor's street address and other applicable information (such as, building
name or suite number).
City
Enter the name of the vendor's city.

State
Enter the two-character abbreviation for the vendor's state. If your vendor is based in a
foreign country, you can enter a two-letter province or territory code here.
Zip
Enter either the vendor's 5-digit ZIP code, or the 9-digit extended ZIP+4 code. Do not
enter the dash that separates the 5th and 6th digits as this field is automatically formatted
based on the country assigned to the vendor.
Country
You MUST either leave this field blank (if you do not wish USA to be printed on the
purchase orders) or type USA, which will then be included as part of the address during
printing. You can use the Lookup button next to the field to make your selection.
Attention
Enter the name of the individual or department at this vendor to whose attention
purchase orders, invoices and other correspondence should be addressed.
Attention Phone Number

Enter the vendor's phone number, including the area code and extension number, if
applicable. If the phone number requires an international dialing code, you can enter the
code and local number in the Contact field below.
Contact
Enter the name of the person you normally contact regarding purchases from this vendor,
if applicable (for example, the salesperson you normally deal with).
Contact Phone Number

Type the telephone number and business extension of your contact, if applicable. The
Contact Phone Number field might be used to record a second telephone number for the
vendor, if there is no contact.
Fax Number
If this vendor has a facsimile device, enter that number into this field.
Telex Number
If the vendor has TELEX or TELEX II devices, then enter that number into this field.
Expense Account Number

If you have installed the General Ledger, enter the GL account number of the expense
account most often debited for purchases.
56 Sage PFW
Hold payment
You can choose to put an account on hold so that checks are not printed for a specific
vendor, even if the vouchers are selected or are due.
When you put a vendor on payment hold, you can no longer apply ONACT debit memos
to outstanding vouchers. If you need to apply a debit memo to a voucher, while a vendor
is on payment hold, enter the debit memo in Debit Memo Entry and apply the debit
memo directly to the voucher. Do not use Apply On Account Entry.
Note: If you change a vendor status to Inactive, that vendor is automatically put
on payment hold. Subsequent status changes will require this setting to be
Purchasing Pro
reviewed again.
Generate 1099s
If the vendor requires a 1099 form, you can specify whether the vendor should be
included when printing 1099 forms. You can also enter a default 1099 box number which
is displayed in the Voucher Entry window.
Default 1099 Box Number

Enter the desired default 1099 box number that applies to this vendor. In Voucher Entry,
Debit Memo Entry, and Additional Cost Voucher Entry, this number defaults on the
header tab and on the line item tab. You can override the default 1099 box number on a
line item by line item basis. Each line item can have a 1099 box number.
Credit limit
Indicate your credit limit with the vendor (if applicable).
Web Page Address

Enter the complete URL to this vendor's web page. Clicking the button launches your web
browser and connect to the Internet.

Setting Up the Vendor/Lead Time/Quote File

If you will be getting quotes from your vendors for optional price breaks based on
minimum quantities of particular items from specific vendors, then define those prices
here. This data is stored in the Purchasing Pro Vender/Lead Time/Quote (PUITMVND)
file, and can then be viewed and applied during purchase order entry, as follows:
• After you have entered an inventory item on the Line Items sheet of the Purchase
Order Entry menu item, you can select the Vendor Quote button to view the approved
vendors and their lead times for delivering this item.
• After you have entered a vendor on the Purchase tab, you can select the Line Items tab
and click the Vendor Quote button to open a pop-up window showing the optional
quantity price breaks for the item from this vendor.
This menu item provides three important functions in the Purchasing Pro application:
1. The first is to track quoted price breaks by item and vendor. You can enter up to five
separate quantity levels and their respective prices along with an expiration date. This
information is then available by clicking the Vendor Quote button when the Line Item
sheet is displayed.
Note: You must enter quantities and costs in the item's base inventory unit of measure
(i.e. always weight for raw materials). This value is automatically calculated to your
unit of choice when viewing the information on Purchase Order Line Items tab.
2. The second use for this menu item is to track item lead times by vendor. Since there is
potentially one record in the file for every item/vendor combination, you can track lead
times by vendor key or item key.
Note: You can use the Vendor/Item Lead Time Utility to update lead times based
on your purchasing history. You can also configure the Purchasing Pro applica-
tion to automatically calculate and fill-in the Requested Delivery Date field on
Purchase Order Entry Purchase tab, by adding the lead time to the order date.
3. The third use for this menu item is to track approved vendors for every item you
purchase. Just enter a vendor key and an item key for every approved vendor for each
item you want to track. You are then advised from which vendors you may purchase
specific items. You may view approved vendors from Purchase Order Entry Line Item
tab by clicking the Approved Vendors button after you have entered the item key
58 Sage PFW
Description of Vendor/Lead Time/Quote Options
Note: If a vendor has an Inactive or Active/No New Purchases status in the Ven-
dor file maintenance, you can not add a record in this file using that vendor key.
You can only add records for Active vendor keys.
Purchasing Pro
Procedure
To complete the Vendor/Lead Time/Quote window, do the following:
Step Action
1 Select Vendor/Lead Time/Quote from the business desktop.

The Vendor/Lead Time/Quote window appears.
2 Complete the tab in the Vendor/Lead Time/Quote win-
dow.
3 Select Save.
Description of Vendor/Lead Time/Quote Options
Vendor Key
Enter the key of the vendor from whom you have received quotes for quantity price
breaks, or for whom you wish to set up as an approved vendor for certain items.
Item Key
Enter the key of the inventory item for which this vendor is approved, or for which you
have received a quote from this vendor.

Location Key
Enter the location in which you store the item which you have entered into the Item Key
field, above. This must be a valid item key/location key combination which you have
previously set up through Inventory Pro Item Entry or Container Maintenance.
Lead Time (Days)

Enter a value which represents the number of days it takes to receive this item from this
vendor once you have ordered it.
Offer Expiration
Enter the date on which the quoted prices will no longer be effective. If the prices your
vendor quotes do not expire, or you do not know when they will expire, enter 12/31/79.
Minimum Order Quantity

If your vendor has stated that you need to purchase a minimum quantity of this item to
receive special pricing, enter that quantity here. The value that you enter here must be in
the item's default unit of measure (always weight for materials).
Price
Enter the price that the vendor has quoted. This price will be in the item's default unit of
measure. For example, always weight for materials, typically each for containers or labels,
etc.
Notes 1 - 2
You can enter any notes relevant to this item/lead time/quote.
Break 1 - 4 Quantity
If the purchase of successively greater quantities of materials results in lower prices, enter
the prices and the quantity levels at which those prices will apply.
Break 1 - 4 Price
Enter the price of each applicable Order Quantity field.
For example, if 500 pounds of TALC costs $1.20 per pound, those values would be entered
into the Minimum Order Quantity and PRICE fields. If 1000 pounds of TALC costs $1.15
per pound, those values would be entered into the Break 1 Order Quantity and Break 1
Price fields. If 2000 pounds of TALC costs $1.05 per pound, those values would be entered
into the Break 1 Order Quantity and Break 2 Price fields, and so on.
60 Sage PFW
Setting Up the Contract File
Setting Up the Contract File

Enter a record for each vendor/item combination for which you have negotiated an
agreement to purchase a minimum quantity of the item (or minimum cost amount),
during a specified period of time, in order to achieve a special price. This data is stored in
the Purchasing Pro Contract Pricing (PUCNTRCT) file.
1. After you have entered a vendor on the Purchase Order Entry menu item, and an
inventory item on the Line Items tab, you can click the Contract Price button to open a
pop-up window showing the minimum quantity (or cost) that you have agreed upon for
this item from that vendor.
2. If you are using contract pricing, be sure to select the Notify If Contract Available field
Purchasing Pro
in Application Setup, so that you are automatically notified when special prices are
available for certain quantities.
3. You can enter more than one record for a vendor and item to allow for several contracts
during different dates. Just be sure that the effective date and expiration dates of each
record do not overlap.
Procedure
To complete the Contract window, do the following:
Step Action
1 Select Contract from the business desktop. The Contract win-

dow appears.
2 Complete the tab in the Contract window.
3 Select Save.

Description of Contract Options
Vendor Key
Enter the key of the vendor with whom you have negotiated a contract price.
Item Key
Enter the key of the inventory item on which the vendor is offering the contract price. Use
the Lookup button next to the fields to make your selection.
Contract Number
Enter the number of the contract or agreement on which this special pricing was recorded.
The Contract Number field is provided for your reference only. It is not currently used.
Cost Or Quantity Commitment

Select Cost if the vendor requires that you purchase a certain dollar value to obtain this
special price. Select Quantity if the vendor requires that you purchase a certain quantity of
the item to obtain this special price. Use the Lookup button next to the fields to make your
selection.
Commitment Amount
Enter the actual dollar value or weight quantity that this vendor requires you to purchase
to achieve the contract price.
• If the contract is based on an amount of material that must be purchased, you must
enter the commitment amount in the material's default unit of measure (weight for
raw materials).
• If the contract is based on a minimum dollar value that must be purchased, simply
enter the value without any symbols or commas. You can use one decimal in this field,
if necessary.
• If you are purchasing individual items (such as containers), the amount you enter
here is per each item.
Price Quoted
Enter the price at which the vendor has agreed to sell you this item.
1. Regardless of whether the contract is based on an amount of material that must be

purchased or a minimum value of purchased goods, you must enter the price quoted
value based on the item's default unit of measure (i.e., price per pound, or kilogram if
you are using the metric system).
2. If you are purchasing individual items (such as containers), the price you enter here is
per each item.
62 Sage PFW
Setting Up the Vendor Item File
Price Quoted in Natural Currency

This field allows you to determine whether the contract price that you entered is in the
vendors currency or your home currency. If this field is selected, the price is in vendors
currency, if it is unselected, the price is in Home Currency.
Effective Date
Enter the date upon which the contract price becomes effective.
Expiration Date
Purchasing Pro
Enter the date upon which the contract will cease to be effective.
Note: Enter any notes or reminders that may apply to this agreement.
Setting Up the Vendor Item File

If some of your vendors have item numbers or other item identification that you wish to
print on your purchase orders, enter that information here. Your company's item key and
description will identify each line item on your purchase orders, and the vendor's item
number or description will be printed on the next line, if you have selected this option on
the Purchasing Pro Application Setup screen. Vendor item numbers and the additional
data that you enter here are stored in the Accounts Payable Vendor Item Number
(APSUPPLR) file.

Procedure
To complete the Vendor Item window, do the following:
Step Action
1 Select Vendor Item from the business desktop. The Vendor

Item window appears.
2 Complete the tab in the Vendor Item window.
3 Select Save.
Description of Vendor Item Options
Item Key
Enter your inventory item key to which you wish to add the vendor's item number.
Location Key
Enter the location key for the item. If you have multiple inventory locations for this item,
you may want to set up a vendor item identification to correspond to a vendor in the same
town as one of your inventory locations.
Preferred Vendor Rank

This field will default to 0 (zero), unless you enter another number. You can use this field
to rank your vendors for a particular item, or simply to indicate how many vendors you
have approved to supply a particular item. This field is not currently used. It is provided
for your reference only.
Vendor Key
Enter the vendor key for the vendor whose item number you wish to set up.
Contact Person
Enter the name of your contact at this vendor. This field is for your information only, and
can be left blank.
Contact Phone Number

Enter the telephone number of the vendor. This field is for your information only, and can
be left blank.
64 Sage PFW
Setting Up the Responsibility File
Vendor Item Number

Enter the vendor's item number. If you have selected the Print Vendor's Item Number
field in the Purchasing Pro Application Setup options, the vendor item number that you
enter here will be printed on the PO, just below the line item to which it corresponds.
Lead Time
Enter the number of days that the vendor has quoted for delivery of the item. This lead
time is used by the Economic Order Quantity / Reorder Point (E.O.Q./R.O.P.) utility to
calculate the optimum order quantity and re-order point (minimum inventory), based on
historical usage. If you plan to use the E.O.Q./R.O.P. utility, you should enter actual
Purchasing Pro
delivery times in this field. When you have at least six months of purchasing history, you
can have the average delivery times calculated, based on your purchasing history. Refer to
the section entitled Item Lead Time Utility, which is found in the chapter of this manual
entitled Purchasing Pro Utilities.
Comment Line 1 - 2
Enter a comment, when there is additional pertinent information. This field is for your
information only, and can be left blank.
Setting Up the Responsibility File

If you wish to keep track of the person responsible for entering each purchase order, enter
a responsibility key for each person. Typically this can be the person's initials. This key
can be entered during purchase order entry, and will print on purchase orders, reports
and listings. The data is stored in the Accounts Payable Responsibility (APRSPB) file.

Procedure
To complete the Responsibility window, do the following:
Step Action
1 Select Responsibility from the business desktop. The Respon-

sibility window appears.
2 Complete the tab in the Responsibility window.
3 Select Save.
Description of Responsibility Options
Responsibility Key
Enter a unique key to identify this responsibility record. The responsibility key can consist
of up to five letters, numbers, or a combination of both.
Description
Enter a description or the name for the person or department responsible for purchase
order entry.
Setting Up the Comments File

The Accounts Payable Comment (APCMNT) file is where you can enter standard
comments which can (optionally) be printed on your purchase orders. You can apply a
previously defined comment to a purchase order by selecting a key from the lookup
window when the cursor is in the Comment Key field, on the Purchase tab of the
Purchasing Pro Order Entry menu item.
Selecting a comments key will add a comment to the purchase order without your having
to type it each time you enter a purchase order to which the comment applies.
Note: A default comment key can be assigned to a vendor record through the
Vendor file maintenance menu item. Any purchase order printed for that vendor
will include the comment defined in this file.
66 Sage PFW
Description of Comment Options
The use of Comments is optional. If you do not intend to print comments on your
purchase orders, you may skip this menu item.
Purchasing Pro
Procedure
To complete the Comment window, do the following:
Step Action
1 Select Comment from the business desktop. The Comment

window appears.
2 Complete the tab in the Comment window.
3 Select Save.
Description of Comment Options
Comments Key
Enter a unique key to identify this comments record. The comments key can consist of one
or two letters, numbers, or a combination of both.
Comment Line 1-2

Type the comment you wish to print on purchase orders. Comments Line 1 and 2 print as
one line on the purchase order. Therefore, continue the comment on Line 2, if necessary.
Be sure to provide a blank space between the last word on Line 1 and the first word on
Line 2. A space is not automatically inserted when continuing the comment from Line 1 to
Line 2.

Setting Up Recurring Cycles

The Recurring Cycle file maintenance menu item allows you to define cycles, which can
be used to automatically generate a purchase order at specified intervals. The Purchasing
Pro application is supplied with a choice of five pre-defined intervals, or cycle types,
which allow you to set up any number of recurring cycles.
Then, you can apply one of the recurring cycles to a PO that you issue regularly, just by
entering the recur key when you enter the order. This eliminates entering the same
purchase order information repeatedly.
Enter a record for each recurring cycle that you wish to use to automatically create
purchase orders for certain items at regular intervals. This data will be stored in the
Accounts Payable Recurring Cycle (APRECUR) file.
Procedure
To complete the Recurring Cycle window, do the following:
Step Action
1 Select Recurring Cycle from the business desktop. The

Recurring Cycle window appears.
2 Complete the tab in the Recurring Cycle window.
3 Select Save.
68 Sage PFW
Recurring at Intervals
Description of Recurring Cycle Options
Predefined intervals
You have a choice of five predefined intervals in which a purchase order can recur:
• Every n days
• On the nth day of month
• On the last day of month
• On the 1st and 15th of month
Purchasing Pro
• On the 15th and last of month
When the purchase order becomes inactive
A recurring cycle purchase order remains active until one of the following occurs:
• The cancellation date is reached.
• The tracked balance reaches zero.
• The purchase order is deleted.
Recurring at Intervals
Defining the interval

If you choose a cycle type that has an n, you must define that value. For example, if you
are creating a recur key that needs to recur every 30 days, you would choose a cycle
frequency of Every n Days in the Cycle Frequency field and enter 30 in the Frequency
Interval field. Then, when entering a purchase order, you can assign a purchase order
with this recur key.
When the purchase order is posted, a new unposted purchase order is created dated 30
days after the original PO date. This newly created PO will not print or post until you
specify a posting date that is equal to or after the PO’s date. This cycle is repeated until
you manually delete the recur key from the last recurring PO or delete the entire last PO.

Recurring Until Cancel Date
Determining the cancel date

If you choose to specify a cancel date for a recurring PO, the PO automatically recurs with
each posting until the cancel date is reached. You might want to set up unique recur keys
with different cancellation dates. You might enter a description such as “C-10/15/04” (for
Cancel on 10/15/04) to help you remember when the recurring POs are canceled.
When the PO is posted, the system compares the invoice date of the recurring PO with the
cancel date entered in the Recur Cycle menu item. If the PO date exceeds the cancel date, a
recurring PO is not created.
For example, you may have a service contract with a vendor that expires at the end of the
next year and you make monthly payments of $250. To avoid the repetition of entering a
voucher every month, you could set up an initial voucher and specify a recur key of every
30 days, and a cancellation of 12/31/04. Then, you would post (or date) the initial voucher
on the first day of the month. After you post the voucher each month, the system will
automatically create the next month’s voucher until the period of service expires.
Tracking a Specific Balance

The total purchase of all the recurring POs for this vendor, represented by the total
amount of all the recurrences of the PO, can be tracked. For example, you may want to
track a contract for $5,000 of office equipment servicing. Each time the recurring PO is
posted, the PO total amount is subtracted from the tracked balance total. When the
tracked balance reaches zero, the system stops generating the PO, and deletes the recur
cycle record from Recur Cycle.
A unique Recur Cycle record must be set up for each PO for which you want to track the
balance.
Setting Up the Carrying Cost File

This option stores carrying (inventory) costs for each class of inventory that you have
defined in the Inventory Pro application. The values you enter here will represent the
percentage of an item's cost to store the item in inventory for one year.
This data is stored in the Purchasing Pro Carrying Cost (PUCARRY) file, and is used in
calculations by Purchasing Pro's Economic Order Quantity/Reorder Point (E.O.Q./R.O.P.)
Utility, and by the Material Requirements Planning (MRP) application. In MRP, the
carrying cost will be weighed against the fixed cost of issuing and receiving a purchase
order to determine if it is worthwhile to order items in advance of their required date, in
order to consolidate several small orders into one large order.
70 Sage PFW
Description of Carrying Cost Options
Estimate the yearly cost for storing each class of your inventory items. Your estimate
should allow for all costs associated with storing the item, such as insurance, spoilage, etc.
Note: If you do not plan on using Purchasing Pro's E.O.Q./R.O.P. Utility, or the
MRP application, you may skip this menu item.
Purchasing Pro
Procedure
To complete the Carrying Cost window, do the following:
Step Action
1 Select Carrying Cost from the business desktop. The Carry-

ing Cost window appears.
2 Complete the tab in the Carrying Cost window.
3 Select Save.
Description of Carrying Cost Options
Inventory Class Key

Enter the inventory class key to which you would like to attach a carrying cost. Inventory
class keys must have previously been defined through the Inventory Pro - Class
Description file maintenance menu item.

Annual Carrying Cost Percentage

Enter a percentage of the item cost which represents the cost of storing this class of
materials for one year. Include the cost of your warehouse space and any additional costs
such as special handling of flammable or hazardous materials, etc. This percentage will be
applied to the cost of each material in the material class when you run the E.O.Q./R.O.P.
Utility.
Enter percentages as decimals, i.e., .12 for 12 percent. Typical costs for storing a material
for one year will be from 10 to 20 percent of its cost. This percentage will also be used by
the MRP application to determine if it is more economical to combine several small orders
into one large order.
72 Sage PFW
Chapter 3:
Processing Purchase Orders
Introduction
Entering and modifying purchase orders are primarily done in Purchase Order Entry.
Since Purchasing Pro is interfaced to Accounts Payable and may be interfaced to various
other applications through Accounts Payable, you can select pre-existing data to fill many
fields.
Processing purchase orders consists of the following steps:
• Purchase Order Entry

• Print and Post Purchase Orders
• Purchase Order Receipt Entry
• Print and Post Purchase Order Receipts
Chapter 3: Processing
• Accrued Receipt Entry (Select for Receipt Posting)
Purchase Orders
• Print and Post Accrued Receipts
In this chapter
Topic Page
Entering Purchase Orders 74
Entering Line Items 87
Modifying Purchase Orders 97

Entering Purchase Orders
Introduction
The procedure for entering purchase orders consists of entering information in fields,
presented in multiple tabs, in the Purchase Order Entry window.
When you enter a purchase order, you initiate a purchase transaction, provide voucher
instructions for Accounts Payable and, if applicable, item quantity records are modified in
Inventory Pro.
If you have the Material Requirements Planning (MRP) application, your purchase orders
can be scheduled automatically, and with your review, the scheduled purchase orders can
be converted to actual purchase orders, with just a few keystrokes!
MRP analyzes every material requirement to fill your customer orders posted in Order
Entry, and minimum inventory requirements that you have set up in Inventory Pro.
In this section
Topic Page
Purchase Order Entry Window 75
How to Enter Purchase Orders 77
Selecting a Vendor 78
Entering Purchase Order Memos 78
Finding Historical Information 78
How to Enter Drop Shipments 79
How to Enter Deposits 80
How to Set Up Recurring Purchase Orders 81
How to Cancel a Recurring Purchase Order 82
How to Stop a Purchase Order from Recurring 82
How to Enter Comments 83
How to Set Up Blanket Orders 83
How to Track Requisitions 84
How to Enter Nontaxable Freight Charges 85
How to Enter Purchase Orders for One-Time Vendors 85
74 Sage PFW
Purchase Order Entry Window
Purchase Order Entry Window

When Purchase Order Entry is selected from the business desktop, the Purchase Order
Entry window appears.
Purchase Orders
The header tabs contain information specific to the vendor or to processing the purchase
order. The Line Items tab contains the line item information of the actual goods being
purchased.
Tabs
The following is a description of the tabs:
Tab Description
Purchase The Purchase tab contains general purchase order
information including the vendor from whom you
want the goods to be purchased, the branch or
customer to whom the goods should be shipped,
shipping, date, terms, discount, and freight informa-
tion.
Misc The Misc tab contains additional information about
the vendor and customer or branch you are ship-
ping the goods to. In addition, this is where you
make the purchase order recur if desired.
Prepayment The Prepayment tab contains check information if
you receive a deposit or prepayment when you
enter the purchase order.
Receipts This tab is available only if the option to allow
receipt during entry is selected in Application Setup.
The tab contains information on fully received pur-
chase order receipts.
Address The Address tab contains the vendor name and
address and the customer or branch ship to name
and address.

Tab Description
Credit This tab displays credit information for the currently
selected vendor.
Line Items The Line Items tab is where you enter each line item
for the purchase order, including description, cost,
quantities, and tax information.
Defaults
All fields on the tabs identify various types of information that may or may not be
required in order to save the purchase order. Some fields are filled in for you, based on the
vendor key you enter, and can be changed, while other fields are displayed to provide
specific vendor information and cannot be changed.
Use of templates
You can modify certain fields on or create an alternate format for the Purchase Order
Entry window using templates. Refer to the System Management User Guide for
information on designing and using templates.
Vendor Status
Purchase Orders can not be created for a vendor with a status of either Inactive or Active/
No New Purchases. Once a Vendor Status changes to either Inactive or Active/No New
Purchases the vendor is no longer available in Purchase Order Entry. Only vendors with
an Active status display in the lookup. If you try to enter a vendor key with an Inactive or
Active/No New Purchases status, the vendor description is red flagged and displays as
[Key Not Found].
Viewing Vendor Notes

You can attach a variety of instructions, warnings, or shipping instructions to you work
order through the use of Vendor Notes. Vendor notes are entered through the Purchase
Order Entry Vendor Notes file maintenance menu item. There are two methods by which
you may attach customer-specific notes to your work order: the customer key by and a
customer key/item key combination.
Vendor Key only
If you associate a note with a vendor key, that particular note will be displayed whenever
that customer is entered on the Purchase tab of Purchase Order Entry. The notes for
vendor keys are cumulative with vendor key/item key combination shown below, so if
you have notes associated with both a vendor and vendor key/item keys, then each of
those notes will be displayed one after the other when you return to Purchase Order Entry
the Purchase tab and click the Vendor Notes button.
Vendor Key/Item Key
If you associate a note with both a vendor key and an item key, that particular note will
only be displayed if both keys are present on the work order. The notes for item keys are
cumulative, so if you have notes associated with more than one line item on the Line
Items tab of Purchase Order Entry, then each of those notes will be displayed one after the
other when you return to the Purchase tab and click the Vendor Notes button.
76 Sage PFW
How to Enter Purchase Orders
Item Key Only
You can define notes to only be made available when no vendors have been selected on
the Purchase tab. You would enter a Vendor Note using only an Item Key, but no Vendor
Key. When one or more of these items are selected on Line Items tab of Purchase Order
Entry, then you return to the Purchase tab and click the Vendor Notes button, only notes
associated with item keys will be displayed. Once you select a vendor, any Vendor Key/
Item Key combination will override a Vendor Note which matches an Item Key in the
purchase order.
Printing Vendor Notes
If you have a work order which contains vendor notes, you can specify that you would
like them to print on the purchase order. This is done through the Purchasing Pro
Application Setup PRINT VENDOR NOTES ON PO field. If you do not want vendor
notes to appear on any of these documents, leave this field blank. They will still be
available when you click the Vendor Notes button.
Universal Notes and Attachments
You can view notes associated with a purchase order or you can enter additional notes for
Purchase Orders
a purchase order by choosing the Universal Notes and Attachment button. These notes
are in addition to the Vendor Notes discussed above. Refer to the System Basics User Guide
for information on notes and attachments.
How to Enter Purchase Orders

When you enter information in the Purchase Order Entry window, much of the header
and line item information is filled in with defaults, based on vendor information set up in
Accounts Payable and item information in Inventory Pro (if applicable).
Procedure
To enter a new purchase order, do the following:
Step Action
1 Select Purchase Order Entry from the PO Processing folder.
2 Enter a vendor key in the Vendor Key field on the Purchase

tab. Many defaults are displayed. You may override any of the
defaults.
3 Complete the remaining header and line item tabs, as appli-
cable.
Tip: Use lookups wherever they are defined to help you enter
data.
4 Return to the Purchase tab and save the purchase order.
To enter another purchase order, select New from the File
menu and repeat steps 2 through 4.

Entering receipts
You can enter receipts in Purchase Order Entry on fully received orders if the Allow
Receipt During Entry menu item is selected in Application Setup. Refer to “Chapter 5:
Processing Receipts” for information on how to enter receipts in Purchase Order Entry.
Selecting a Vendor
If you have more than one vendor for an item you wish to purchase, and you would like to
compare their lead times and discounts, or any purchase agreements in effect, use the
following procedure:
First, you can bypass the Purchase tab without selecting a vendor and go directly to the
Line Items tab, where you can enter the item(s) you wish to purchase.
After you enter an inventory item that you wish to purchase, you can click the Approved
Vendors button to view the approved vendors for that item, and their lead times. This
data must have previously been entered through the Purchasing Pro Vendor/Lead Time/
Quote menu item.
After you have decided on a vendor, return to the Purchase tab, where you can enter the
vendor key or name. Finally, you can return to the Line Items tab and click the Contracts
button to view contract prices, if any, or click the Vendor Quotes button to view price
quotes and quantity discounts for this vendor/item combination.
Note: You can choose, in the Application Setup menu item, to be notified when a
contract price or quantity price quotes are in effect for the vendor you have
selected.
Entering Purchase Order Memos

Another feature of the Purchasing Pro application is the ability to print memos on
purchase orders. This enables you to print warnings, reminders to your receiving
department, etc., directly on the purchase order.
To use this feature, enter up to 80-characters regarding this purchase order in the MEMO
field of the Miscellaneous tab. Memos are stored in the Purchase Order Header (PUHDR)
file.
Note: If you begin your memo with a slash (/), the memo will not print on pur-
chase orders even if you have chosen, in the Application Setup menu item, to nor-
mally print header memos on purchase orders. This type of memo would be just
for your own information.
Finding Historical Information

You can use an existing purchase order as a template for creating a new purchase order.
When you select the purchase order, header and line item information is displayed on a
new order with a purchase order status of New Order, Not Posted (NN).
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How to Enter Drop Shipments
Procedure
To use an existing purchase order to create a new one, do the following:
Step Action
1 Select Purchase Order Entry from the PO Processing folder.
2 Select the Find Historical Information toolbar button and choose a

purchase order from the lookup list that appears.
3 Modify the header and line item tabs, as necessary.
Tip: Use lookups wherever they are defined to facilitate entry.
4 If you are not making changes to line items, click the Line Items tab
to load line items.
5 Return to the Purchase tab and save the purchase order.
Tax amounts
If you are using automatic tax calculation, on the new purchase order you must
recalculate taxes or enter them manually to ensure that the taxes are correct.
Purchase Orders
How to Enter Drop Shipments
You can specify that an item be shipped directly from your vendor to your customer by
using the drop shipment feature.
Before you begin

To use the drop shipment feature, you must install Accounts Receivable. Then, in the
Application Setup window when you set up Purchase Order you must:
• Select to allow drop shipments
• Specify whether to use a customer or ship to address defined in Accounts Receivable.

If you select the Ship To Address, in Purchase Order Entry, you can select the cus-
tomer key and the ship to key for that customer.
• Specify whether to update the quantity on order in the Item Location file in Inventory
Pro

Procedure
To enter drop shipments, do the following:
Step Action
1 Select the Purchase tab on the Purchase Order Entry window.
2 Place a check mark in the Drop Shipment Order checkbox.
3 Enter the customer key for the address where the goods will be
shipped. Depending on the default you chose in the Drop Ship
Address field in Application Setup, the lookup will contain either cus-
tomer addresses or ship to addresses. When you enter a customer
key, the Ship To address fields on the Address tab will be modified
automatically to reflect the new address.
4 Save the purchase order.
How to Enter Deposits

You can enter deposit (or prepayment) information at the same time you enter the
purchase order.
Procedure
Use the following procedure to enter a deposit:
Step Action
1 Select the Prepayment tab on the Purchase Order Entry win-

dow.
2 Enter the check number, date, and amount in the appropriate
fields.
Files updated
Details of the deposit (or prepayment) are distributed to the Current Transaction file in
Accounts Payable when the purchase order is posted.
Posting
Payments entered in the Purchase Order Entry window are posted on account to the
Current Transaction file in Accounts Payable. You can selectively disburse the amount to
the specific voucher transaction in Accounts Payable in the Apply On Account window.
80 Sage PFW
How to Set Up Recurring Purchase Orders
Note: Only one check can be entered at a time in the Purchase Order Entry win-
dow. You must post before any additional payments can be entered or you can
enter them in the Voucher Entry or Voucher Payment Entry windows in Accounts
Payable.
Preventing double posting

If a purchase order is recalled for changes or additions, the Check Number, Check Date,
and Check Amount fields are blank, thus preventing double posting of payments.
How to Set Up Recurring Purchase Orders

If you have vendors for whom you generate the same purchase order on a regular basis,
you can set up a purchase order to be automatically generated at any recurring interval
you specify. This way, you are not required to enter the same purchase order information
repeatedly. You may also change an existing processed purchase order to be recurring.
Purchase Orders
Definition
A recurring purchase order is one that is automatically generated by the system on a
regular basis.
Procedure
Use the following procedure to set up a recurring order:
Step Action
1 Select the Misc tab on the Purchase Order Entry window.
2 Enter a recurring cycle in the Recur Cycle Key field.

Recur key setup

Recur keys are set up in the Recur Cycle window in Accounts Payable.
Importance of posting
You must post the recurring purchase order for the system to automatically create a new
purchase order and assign it a future order date that corresponds to the recurring cycle
you specify. After posting the order, the recur cycle key is removed from the original
purchase order. On the new purchase order, the Recur Cycle Key field contains the cycle
on which the purchase order will again recur when posted.

Handling back orders

If a back order is generated for a recurring purchase order, the system removes the recur
cycle key on the back order. The next time the back order is recalled, the recur cycle key is
blank to prevent a duplicate recurring order within the same period.
Refer to “Chapter 5: Processing Receipts” for more information on back orders.
How to Cancel a Recurring Purchase Order

A recurring purchase order continues to be generated by the system until it is cancelled.
You can cancel a recurring purchase order at any time.
Procedure
Use the following procedure to cancel a recurring purchase order:
Step Action
1 Select Purchase Order Entry from the Business Desktop.
2 Recall the purchase order to the screen.
3 Do either of the following:

• To cancel the current purchase order, select Delete from
the File menu
• To make the current purchase order the final one, select the
Misc tab and delete the recur cycle key.
How to Stop a Purchase Order from Recurring

You may allow a purchase order to be processed but stop it from recurring.
Procedure
Use the following procedure to stop a purchase order from recurring:
Step Action
3 Select the Misc tab and delete the recur cycle key.

82 Sage PFW
How to Enter Comments
How to Enter Comments

You can have a comment print in the comments area of a purchase order, such as Season’s
Greetings or Please Note Our Change of Address.
Comment key setup

Comment keys are defined in the Comment window in Accounts Payable.
Procedure
Use the following procedure to enter comments:
Step Action
2 Select a comment key from the Comment Key lookup or cre-

ate a new one in Accounts Payable and then select it in Pur-
chase Order Entry.
Purchase Orders
How to Set Up Blanket Orders

You can set up blanket orders which are filled over many request dates.
Example
Suppose you need to match incoming employees with a new computer system. On
average you plan to hire ten new employees per month for the next four months. To
obtain the 40 unit discount, you could place a blanket order for 40 computers, but request
shipment as per the following schedule:
January 1 10 units
February 1 10 units
March 1 10 units
April 15 10 units
When you receive each shipment, a voucher is generated and a back order set up for the
remaining goods.

Procedure
Use the following procedure to set up blanket orders:
Step Action
1 Select the Line Items tab on the Purchase Order Entry window.
2 Enter a separate line item for each quantity and date for the
goods to be shipped.
3 Select the Defaults sheet.
4 Change the request date in the Request Date column for

each line item that should be filled separately.
Reporting
You can keep track of when each line item will be shipped by reviewing the Expected
Delivery report.
How to Track Requisitions

You can track requisitions assigned to purchase orders and obtain summary information
on purchase orders based on requisitions from the Requisition report.
Before you begin

The requisition tracking feature is available when you set up Purchase Order and place a
check mark in the Use Requisition Numbers checkbox in the Application Setup window.
If the feature is selected, the Requisition Numbers sheet appears on the Line Items tab in
the Purchase Order Entry window.
Procedure
Use the following procedure to track requisitions:
Step Action
2 Enter the details of each line item.
3 Select the Requisition Numbers sheet.
4 Enter a requisition number for each line item you want to

track.
84 Sage PFW
How to Enter Nontaxable Freight Charges
How to Enter Nontaxable Freight Charges

If you expect an order to be fully shipped, and you know the freight charge, you can enter
the nontaxable freight amount in the Purchase Order Entry window.
Procedure
Use the following procedure to enter nontaxable freight charges:
Step Action
2 Enter the freight amount in the Nontaxable Freight Amount

field.
Modifying freight charges
Purchase Orders
If the freight charges change due to a partial shipment, you can enter freight charges, or
modify already entered freight charges, during receipt entry. Refer to “Chapter 5:
Processing Receipts” for additional information.
Freight charges as line items

Alternatively, you can enter freight charges as non-inventory line items. Refer to the
section on entering non-inventory line items for additional information.
How to Enter Purchase Orders for One-Time Vendors

A one-time vendor is a vendor whose product or service is purchased only once, and who
does not require a 1099 form. For these reasons, a permanent record is not set up for these
vendors. When creating a purchase order, you use a miscellaneous vendor key, defined in
Accounts Payable.
Note: A recur cycle key cannot be assigned to a purchase order with a one-time
vendor.

Procedure
To enter a purchase order for a one-time vendor, do the following:
Step Action
2 Enter the miscellaneous one-time vendor key in the Vendor Key

field on the Purchase tab.
3 Complete the remaining header and line item tabs, as appli-
cable.
Note: Vendor fields on the Address tab are available for entry
when the one-time vendor key is selected.
Tip: Use lookups wherever they are defined to facilitate entry.
Using the Quick Print Button

The Quick Print feature allows you to print and optionally post any saved purchase order
from within Purchase Order Entry. After you have entered and saved an order, you have
the option to print and post the purchase order immediately using the Print and Post
Purchase Order menu item. The Quick Print button is found on the tool bar.
When you select the Quick Print button, the currently displayed transaction prints to your
default printer.
Posting the printed document
The Quick Print feature also allows you to post a document after it’s been printed. If you
select the Enable Post in Quick Print option, found in Application Setup, you are
prompted to post the current document when you select the Quick Print button. You can
choose, by document, if you want to automatically post the document.
If the posting option is not selected, then you can print any saved order from within
Purchase Order Entry, but you must use the print and post menu item to actually post the
order.
If the posting option is enabled and you have entered and saved a purchase order, when
you select the quick print button the following message displays:
If you select Yes, the order is posted after it prints and the entry screen is cleared of the
document. If you select No, the order is printed but not posted and the entry screen is not
cleared, leaving the printed order on the entry screen.
86 Sage PFW
Line Items Tab
Entering Line Items
Introduction
The Line Items tab on the Purchase Order Entry window is where you enter the line items
that are being purchased.
In this section
Topic Page
Line Items Tab 87
Line Item Types 90
How to Enter Inventory Line Items 90
How to Enter Non-Inventory Line Items 91
How to Manually Enter Tax Line Items 91
Purchase Orders
How to Automatically Calculate Taxes 92
How to Enter Line Item Comments 93
How to Insert a Line Item 94
How to Delete a Line Item 94
Toggling the Unit of Measure 95
Viewing Contract Information 95
Viewing Approved Vendors 95
Viewing Vendor Quotes 95
Viewing Production Usage 96
Viewing Purchasing History 96
Line Items Tab

An unlimited number of line items may be entered for each purchase order and line item
details will be printed on the purchase order.
Line items are entered using information previously set up in Purchase Order, Accounts
Payable, and other installed applications that interface with Purchase Order.

Description
When you select the Line Items tab on the Purchase Order Entry window, the following
window appears:
Sheets
The Line Items tab contains the following sheets:
Sheet Used to:

Line Items Enter the line items for the purchase order.
Defaults Enter additional line item information such as
inter-company IDs and 1099 box numbers.
Requisition Number Enter a requisition number for each item on this
sheet, if the option to use requisition numbers
was selected in the Application Setup menu
item.
Item Profile Display information from the Location file in
Inventory Pro such as quantity on hand, com-
mitted to sales, available, on order, oversold,
and committed to production, if you are inter-
faced to Inventory Pro.
Tax Enter tax information, if you are using automatic
tax calculation.
Contract View contract rates for a line item.
Special toolbar buttons

There are several toolbar buttons on the Line Items tab that provide special functionality
in Purchase Order Entry. These functions can be accessed from the menu or toolbar.
Refer to the System Basics User Guide for information on the remaining toolbar buttons.
88 Sage PFW
Line Items Tab
The toolbar buttons are described below:
Choose Edit then Or click this

To:
select: button:
Toggles to an Alternate Unit of Alternate Unit of
Measure already assigned to this Measure
line item.
Override the extension on the Override Extension

current line item.
Replace the current unit cost for Recalculate Unit

all inventory line item on current Cost
Purchase Order.
Enter or change the default tax Default Tax Key from
rate key and recalculate the Vendor
taxes based on the new tax rate
key.
Enter or change the default tax Default Tax Key from
rate key and recalculate the Item Location
taxes based on the new tax rate
key.
Purchase Orders
Only available if Accounts Pay-
able is interfaced to Inventory
Pro.
Recalculate the tax amount for Recalculate Tax
all line items based on the tax Totals for Line Items
rate key.
Only available if you are using
automatic tax calculation.
Recalculate the tax amount for Recalculate Tax
the current line item based on Totals for Current Line
the tax rate key. Item
Override the actual tax amount Override Actual Tax
with a user-entered total.
View Contract Data Contract Data
View Price Breaks Price Breaks
View Purchase History History
View Production History Historical Usage
View Approved Vendors Approved Vendors

Line Item Types

For each line item, you enter a line type that determines the fields you need to complete
on the Line Items tab.
Types of line items

The following table shows the line types and the fields available for entry:
Line Type Available Fields

Inventory Item Key, Description, Location, Conversion
(optional), Quantity Ordered, Quantity Remaining,
Unit Cost, Tax (optional), Account Number
Non-Inventory Description, Quantity Ordered, Quantity Remaining,
Unit Cost, Tax (optional), Account Number
Comment Description
Tax Description, Unit Cost, Tax, Account Number
Only available if you are not using automatic tax cal-
culation.
Default line item types

You can set a default line item type. Refer to the System Management User Guide for
procedural information.
How to Enter Inventory Line Items

If you are interfaced to Inventory Pro, line items are entered using information previously
set up in Item Master and Location files. Otherwise, information comes from the Item
Master in System Manager or must be entered manually.
When you select an item key for an inventory line item, other information is filled in for
you based on the defaults associated with that item key.
Procedure
Use the following procedure to enter inventory line items:
Step Action
2 Enter Inventory in the Line Type field.
3 Complete the remaining fields, as applicable.
4 Complete the Defaults sheet, Requisition Numbers sheet,

Project sheet, and Tax sheet, if applicable.
5 When you have entered all the line items for this purchase
order, return to the Purchase tab and save the purchase
order.
90 Sage PFW
How to Enter Non-Inventory Line Items
How to Enter Non-Inventory Line Items

You can enter non-inventory line items which have a description, quantity, unit cost and
account but no inventory-related information associated with them, such as service fees,
consulting fees, and additional non-freight costs.
Procedure
Use the following procedure to enter non-inventory line items:
Step Action
1 Select the Line Items tab.
2 Enter Non-Inventory in the Line Type field.
3 Enter a description and other information in the remaining

fields where applicable. Most information must be entered
manually since the item is not on file as an inventory item.
4 Complete the Defaults sheet, Requisition Numbers sheet,
Project sheet, and Tax sheet, if applicable.
Purchase Orders
order.
How to Manually Enter Tax Line Items

You can add and track a straight tax or a value added tax (VAT) in Purchase Order Entry
using the tax line type which is only available if the automatic tax calculation option in
Tax Setup in System Manager is not selected.
You can either enter the total tax to be charged for the entire invoice on one line using one
tax key, or you can enter the tax to be charged for each item on individual lines.
Tax rate keys must be entered on line items that should be reported in the Tax report, even
if the tax line type is used to report the entire tax amount.
Procedure
Use the following procedure to enter taxes:
Step Action
2 On a blank line, enter Tax in the Line Type field.
3 Enter a description and other applicable information in the

remaining fields. Most information must be entered manually.
Important! Identify each line item taxed with the appropriate
tax rate key in the Tax field if you want to track which items
were taxed.
4 In the Tax field, select a tax key from the displayed list.
The Account field displays the GL account number for the first
tax level for the tax key you selected.

Step Action
5 Complete the Defaults tab, if applicable.
order, return to the Purchase tab and save the purchase order.
Calculating taxes based on the document subtotal

If you want the system to calculate taxes on the document subtotal, you can select Tax on
Total from the Edit menu or the Tax on Total toolbar button.
Before you use this option, you should delete all previously entered tax line types.
Important! All inventory and non-inventory line items you entered are included
in the tax calculation as they are assumed to be taxable.
When you select this option, a message box with information about this option appears,
including the tax rate key from the first line item in the document. If you enter a different
tax rate key and then select Ok, the system uses the overriding tax rate key you enter in
the message box, and inserts an editable tax line item with the system calculated tax
amount based on the document subtotal.
If you use this option and then later want to recalculate the taxes based on the document
subtotal, you must first delete the existing tax line item.
Including item detail on the Tax report

If you want to be able to include line item detail for tax reporting purposes on the Tax
report, you must enter the same tax key in the Tax Key field for the line item to which the
tax applies.
Printing tax line items

The system prints the tax description on the purchase order in the Item Description
column unless a description is entered on the tax line.
How to Automatically Calculate Taxes

You can add and track a straight tax or a value added tax (VAT) in Purchase Order Entry
using the automatic tax calculation feature. In this case, taxes are calculated automatically
for each inventory and non-inventory line item taking into consideration options set up
for each vendor in Accounts Payable, item location in Inventory Pro, and in System
Manager. You can still modify actual tax amounts.
Before you begin

You must be using the automatic tax calculation feature in the Tax Setup menu item in
System Manager.
92 Sage PFW
How to Enter Line Item Comments
Procedure
Use the following procedure to enter taxes:
Step Action
2 Enter your inventory and non-inventory line items and any com-
ments you may have.
3 For each taxable inventory and non-inventory line item, enter a
tax key in the Tax field.
If you want to track a nontaxable line item, enter the tax rate
key defined for nontaxable line items. This field should only be
left blank for items which are nontaxable and should not be
tracked.
4 On the Tax sheet, the system will automatically calculate the
actual taxes based on the levels established for the tax rate
key selected.
Recalculating tax amounts
Purchase Orders
You may need to recalculate taxes or enter them manually to ensure that taxes are correct
in the following circumstances:
• After loading a purchase order using the Find Historical Information feature
• On a purchase order automatically entered through the Analysis Report in Inventory

Pro
• If you change the status of a purchase order receipt from Selected to Unselected or
vice versa.
How to Enter Line Item Comments

You may enter as many lines of comments or descriptions to a purchase order as
necessary.
Comments are entered in the Description field on the Line Items tab. When entering
comments, the system does not require that you enter information in any of the other line
item fields therefore, it automatically bypasses them.
Procedure
Use the following procedure to enter comments:
Step Action
2 Select Comment from the Line Type field.
3 Enter your comments in the Description field.

If your comment exceeds 40 characters, continue entering
comment information on subsequent lines by repeating steps
2 and 3.

Step Action
order.
How to Insert a Line Item

If you want to insert a line item between items already entered, you create a blank line
and enter the new item.
Procedure
Use the following procedure to insert a line item:
Step Action
1 Position the cursor on the line where you want the new line
item to appear.
2 Select Insert Row. A blank line is inserted above the cursor.
How to Delete a Line Item

If you want to delete a line item, you simply delete the entire line and any additional item
comments that accompany it.
Effect on inventory
When you delete an inventory line item, the quantity on order is decreased in Inventory
Pro.
Procedure
Use the following procedure to delete a line item:
Step Action
1 Position the cursor on the line that you want to delete.
2 Select Delete Row.

Note: Remember to delete any item comments that accom-
pany the line item you are deleting.
94 Sage PFW
Toggling the Unit of Measure
Toggling the Unit of Measure

You can click the Alternate Unit of Measure button to switch between standard units of
weight and volume, and any other units of measure that you have defined in Inventory
Pro and attached to the inventory item. If your vendor has quoted a price for this item in a
unit of measure other than weight, the Purchasing Pro application will convert the price
or quantity, based on the unit of measure that you select. This feature allows you to enter
one unit of measure for costs and another for quantity ordered, if necessary.
Viewing Contract Information

If you have established a contract with your vendor to purchase a certain quantity or
dollar value of an item, you can view that information after you have filled in the Item
Key field on the Line Items tab of the Purchase Order Entry option. This information will
tell you how much of this item you need to order to fulfill your contract obligation.
To use this feature, click the Contract button on the Line Items tab of the Purchase Order
Entry menu item to open a pop-up window containing contract information, when
available. The costs and quantities displayed in the window will match the cost and
quantity units of measure displayed on the screen for the line item.
Purchase Orders
Viewing Approved Vendors
After you have entered an item on the Line Items tab of the Purchase Order Entry option,
you can click the Approved Vendors button to open a window displaying approved
vendors for the line item, along with lead times for each vendor. You can use this feature
to help you select a vendor, if you have more than one vendor for the item. The approved
vendor data was previously entered in the Purchasing Pro Vendor/Lead Time/Quote file
maintenance menu item.
Viewing Vendor Quotes

If you have entered your vendor's prices for certain items based on quantity price breaks,
you can view those prices after you have entered the vendor key on the Purchase tab and
the item key on Line Items tab of the Purchase Order Entry menu item.
To use this feature, click the Price Breaks button on the Line Items tab to open a pop-up
window containing vendor price quotes for the current line item, when available.
Included will be the expiration date, vendor's lead time, quantity and price for up to five
levels of quantity breaks, and comments. If you have entered a location key, an attempt to
find a record with a matching location key is made. If you leave the Location Key field
blank, then the first record where the item key and the vendor key match is retrieved.
Note: You can be reminded that a price quote exists for an item. This option is
enabled through the Purchasing Pro Application Setup menu item.

Viewing Production Usage

The ability to see how much of a particular material is being used in your production
department is another way of determining how much of that item to buy. You can view
the production usage of an item after you have entered the item key on the Line Items tab
of the Purchase Order Entry option.
To use this feature, click the Production Usage button to open a pop-up window
containing a graphical representation of historical production demand for the current
item. A bar graph shows actual usage for each of the 12 preceding months. The average
use per month and average use per year is also calculated. This data is retrieved from the
Production Transaction History (PNTRANH) file. The quantities will be in the same unit
of measure that is currently displayed for the line item.
Note: If you have entered a location key, the demand figures are restricted to that
one location; otherwise, all locations will be included.
Viewing Purchasing History

If you would like to see the purchasing history for an item, you can view that information
after you have entered an item key on the Line Items tab of the Purchase Order Entry
menu item. You can view purchasing history for the item for any vendor from whom you
have previously purchased the item. You can use the historical cost information as a
negotiating tool for your current order.
To use this feature, click the Purchasing History button on the Line Items tab of the
Purchase Order Entry menu item to open a Lookup window showing purchasing history
for the current line item. Included in the Lookup will be the date, vendor key, purchase
order number, quantity received (and the unit of measure), and cost per unit. Thus you
can identify the vendor(s), the quantity purchased, the date, and the amount paid.
96 Sage PFW
How to Recall Purchase Orders to the Screen
Modifying Purchase Orders
Introduction
Most purchase order header and line item information may be modified at any time until
the purchase order is fully received. If the Allow Adjustment of Fully Received Orders
menu item is selected in the Application Setup window, fully received purchase orders
may be modified as well.
In this section
Topic Page
How to Recall Purchase Orders to the Screen 97
How to Modify Purchase Orders 98
Modifying Automatic Tax Calculations 99
Purchase Orders
How to Delete Purchase Orders 100
How to Cancel Purchase Orders 101
Entering Returns 101
Return Shipment Entry 103
How to Recall Purchase Orders to the Screen

You can recall a purchase order to the screen to review it and make changes.
Procedure
Use the following procedure to recall a purchase order to the screen:
Step Action
1 Select Purchase Order Entry from the Business Desktop and

choose Find to display the list of purchase orders.
2 Select the purchase order from the list. The purchase order
appears. You may review or make changes, as necessary.

How to Modify Purchase Orders
Procedure
Purchase Orders Not Yet Saved
You can change a purchase order that has not been saved by simply overwriting the
information.
Saved or Posted Purchase Orders
Use the following procedure to make changes to purchase orders that have already been
saved or posted.
Note: You cannot change the vendor key after a purchase order has been saved or
posted. You must delete or cancel the purchase order and create a new one with
the desired vendor key.
Step Action
2 Make the changes to the purchase order.

Caution: If you make changes to the Recur Cycle Key, Check
Number, Check Amount, or Check Date fields, the system will
post a second recurring order or second deposit respectively,
if the purchase order has already been posted.
3 If you are making changes to the vendor class key or order
date, but not line items, click the Line Items tab to load line
items so that the applicable updates may be made.
Effect on purchase order status

The following table shows the effect of making changes to a saved or posted purchase
order.
Type of Change Effect on Purchase Order Status

Header No change
Line Item Status changes to AN (Adjusted, Not Posted) to:
• Indicate the purchase order has been changed,
• Inform the system to adjust inventory to reflect
only the changes to quantity on order and not
report any check deposit or recurring order spec-
ifications.
98 Sage PFW
Modifying Automatic Tax Calculations
Changing a recurring purchase order

When you post a recurring order, the system clears the Recur Cycle key field on the
original order. If you recall the original recurring order and enter a new recur key, a
second recurring order is created when you post the purchase order again.
Therefore, if you want to change the recur cycle on a purchase order, make the change on
the recurring purchase order with the recur cycle key.
Changing check information

If you adjust an order and enter check information after it has been posted, the system
posts check information a second time when you post the purchase order again.
Changing unit cost

Before you make changes to the unit cost of an item, make sure the tax key is correct since
the system recalculates the unit cost when a change to the tax key occurs.
Modifying Automatic Tax Calculations
Purchase Orders
When taxes are calculated
If you are using the automatic tax calculation feature taxes are calculated once, at the time
of document entry. If you want to recalculate taxes, you can select the Recalculate
Amounts toolbar button or select Edit and then Recalculate Amounts.
Overriding the actual tax amount

The actual total tax amount in the Tax Amount field is the sum of the actual tax amount in
each tax level field. You can override the total actual tax amount in each tax level field, for
example to account for rounding differences.
If you want to override the total actual tax amount, select the Override Actual Tax
Amount toolbar button or select Edit and then Override Actual Tax, and then enter the
overriding amount in the dialog box that appears. The tax level amounts are then
recalculated.
Calculated tax amounts

The calculated tax amounts are not recalculated each time the extension amount,
settlement discount amount, or tax rate key is changed.
Settlement discounts
The Comment field indicates if the tax rate key you selected is defined to include
settlement discounts. Settlement discounts can be recalculated by using the recalculate tax
totals toolbar buttons or the options on the Edit menu.

Tax included in price

The Comment field indicates if the tax rate key you selected is defined to include tax in
price.
If you change the tax rate key from one that includes tax in price to one that does not, you
may need to modify the actual tax amount.
How to Delete Purchase Orders

You can delete a purchase order at any stage in processing in Purchase Order Entry. Until
the purchase order is fully received, all purchase order details, including inventory
quantities on order, will be reversed. Partially and fully received line items are not
reversed.
Cancelling versus deleting purchase orders

In order to save a history of purchase order transactions, you may want to cancel instead
of deleting purchase orders.
Fully received purchase orders

Fully received purchase orders may not be deleted. They can be removed from the system
only by purging them. Refer to “How to Purge Purchase Orders” for information on how
to purge purchase orders.
Files updated
Inventory Pro files are updated to reflect changes in quantity on order and the purchase
order is erased from the system.
Procedure
Use the following procedure to delete a purchase order:
Step Action
2 Click the Line Items tab to load line items.
3 Select Delete from the File menu.
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How to Cancel Purchase Orders
How to Cancel Purchase Orders

When you can cancel a purchase order it is removed from processing, but the system
retains it for reporting purposes or for reactivation at a later time. The status is changed to
C (Cancelled).
Files updated
Inventory Pro files are updated to reflect changes in quantity on order.
Procedure
Use the following procedure to cancel a purchase order:
Step Action
1 Select Purchase Order Entry from the business desktop.
3 On the Purchase tab, select Cancel in the Purchase
Order Status field.
Purchase Orders
Regenerating cancelled orders

You can maintain a history of cancelled orders or regenerate cancelled orders that have
not been purged by changing the status from C (Cancelled) to AN (Adjusted, Not Posted)
in the Purchase Order Entry window. This reactivates the order.
Purging cancelled orders

You can completely remove cancelled orders from the system by purging them. Refer to
“How to Purge Purchase Orders” for information on purging purchase orders.
Entering Returns
If you would like to enter a return PO, select Return Entry from the Purchasing Pro -
Return Processing folder. The entire order is treated as a return. Select the Line Items tab
and enter those items which you would like to return to your vendor. When you are
finished, click the Return tab and click the Save button to process the return order.
Note: If you toggle a previously saved return order to a normal purchase order,
any inventory transaction which related to the return order are automatically
reversed.
When you post a return from Purchasing, a Debit Memo transaction is generated in
Inventory Pro. This transaction decreases the on-hand quantity in the Inventory Pro
Location (INLOC) file, and adjusts cost layers and summary records accordingly. If an
item is lot tracked, quantity is removed from the In-Stock Lot (APSERIAL) file.

Sometimes you need to return inventory items to your vendor; they might be received
damaged, they are the wrong item, or you might not have even ordered what you
received. In those instances, you can generate a return shipment purchase order.
Note: Returns can not be entered for a vendor with an Inactive status. You can
use the Advanced Lookup Editor (ALE) to find active vendors only. There are
several pre-defined lookups available on the Advanced tab that make it easier to
select only active vendors. You can set the default advanced ALE to reflect this.
For complete instructions for assigning default lookups, refer to the System Basics
User Guide.
Processing return purchase orders consists of the following steps:
• Return Entry
• Print and Post Purchase Orders (Include Returns)
• Return Shipment Entry
• Print and Post Purchase Order Receipts
Procedure
The procedure for entering and processing a return shipment order is identical to that of a
regular purchase order. There are some fields unique to purchase order returns that are
covered under Field Descriptions. A synopsis is outlined below.
Step Action
1 Select Return Entry from the Purchasing Pro - Return

Processing folder.
2 Fill in the fields as described.
3 Select the Return tab and click the Save button to

store the record.
4 You now need to use the Print and Post Purchase
Orders option, and select Include in the Returns field.
5 When you are ready to ship the inventory item back to
your vendor, proceed to the Return Shipment Entry
menu item.
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Return Shipment Entry
Return Shipment Entry

The next step in the return process is to indicate which items have actually been shipped
back to the vendor.
Procedure
Use the following procedure to ship purchasing returns.
Step Action
1 Select Return Shipment Entry from the Purchasing Pro -

Return Processing folder.
Purchase Orders
2 Click the Find Record button and select a previously
entered return order. The record is loaded into the
appropriate fields.
3 Select the Line Items tab. Enter the quantity being
shipped back to the vendor into the QTY RCVD field. Fill
in any other fields as necessary.
4 Select the Shipment tab. Click the Select For Shipment
Posting checkbox. Click the Save button.
The return shipment is now ready for posting. Proceed
to Print and Post Purchase Order Receipts, Accrued
Receipt Entry (Select for Receipt Posting), and Print and
Post Accrued Receipts options to complete the return
process. Each of these options has already been
described in previous sections for purchase orders, and
do not differ for return purchase orders.

104 Sage PFW

Chapter 4:
Printing and Posting Purchase Orders
Introduction
After you have saved purchase orders, the next step in the purchase order processing
cycle is to print the purchase orders (which will be sent to your vendors as requests to
purchase goods) and post the purchase orders, automatically updating the purchase order
status.
In this chapter
This chapter contains the following topics:
Topic Page
Print and Post Purchase Order Windows 105
How to Print and Post Purchase Orders and Returns 106
Automation Methods 107
Posting Purchase Orders 108
Print and Post Purchase Order Windows
Posting Purchase Orders

Chapter 4: Printing and
When you select Print and Post Purchase Orders, the parameter screen displays. You can
select an existing set of saved parameters to process, to edit, or you can simply create a
new set of parameters.
Parameters tab
The Parameters tab consists of the following document tabs:
• Purchase Order Filter
• Action
Posting Return Orders

The Returns option on the Purchase Order Filter tab allows you to print and post any
return orders you may have entered. You can print return exclusively or you can print
them with the batch of purchase orders.

Printing by Batch
You can print and post purchase orders based on the User ID assigned to each order.
When entering the parameters, you can enter or change the User ID field to control which
orders are printed and potentially posted.
The following is the Purchase Order Filter tab on the Parameters tab.
Tab Description
Purchase Order Filter This tab is where you define which pur-
chase orders to print and post by speci-
fying a range and purchase order
status.
Action This tab is where you determine the
options you want for printing and post-
ing.
Refer to the System Basics Guide for information on the Parameters tab.
How to Print and Post Purchase Orders and Returns

You can selectively print and post a range of new orders, back orders, adjusted orders, or
all orders. Additionally, you can opt to print and post return orders either exclusively,
inclusively, or not at all.
106 Sage PFW

Automation Methods
Procedure
Use the following procedure to print and post purchase orders:
Step Action
1 Select Print and Post Purchase Orders from the busi-

ness desktop.
2 Select an existing saved parameter to edit or pro-
cess; or select New to create a new parameter.
3 Complete the Purchase Order Filter and Action docu-
ment tabs on the Parameters tab.
If you want to... Place a check mark here...

Reprint The Prompt for Reprint check-
box on the Action tab.
Post orders The Post Orders Immediately
immediately After Print checkbox on the
after printing Action tab.
4 Select Process.
5 Save the parameters, if desired.

Automation Methods
During Print and Post Purchase Orders, you have the option of automating several

processes. They include:
• Prompt for reprint
• Post orders immediately after print
Prompt for reprint

Purchase orders may be reprinted as often as necessary. You may be required to reprint
purchase orders occasionally, or you may need to reprint a range of purchase orders if,
during the first printing the forms were not properly aligned or the printer
malfunctioned.
The Prompt for Reprint option works in conjunction with the Post Orders Immediately
After Print option. If you select Prompt for Reprint, you cannot select Post Orders
Immediately After Print.
If you select Prompt for Reprint, you are requested to enter a range of purchase orders
that you want to reprint, or accept the default of [First] and [Last]. The reprint option is
displayed each time you print purchase orders until you select the Post Purchase Order
checkbox on the dialog box and click Process or Cancel.
Note: The options that you select to print the original batch of purchase orders,
such as printing an alignment form, are used when reprinting the same batch of
purchase orders. If you want to change the options, you must cancel the reprint
option and enter new parameters.

Posting orders immediately after printing

If you select Post Orders Immediately After Print, the purchase orders are posted
automatically after printing is complete.
As each purchase order posts, the system displays the purchase order number and other
processing information on the PAS.
If you selected Prompt for Reprint, you cannot select Post Orders Immediately After Print.
However, the dialog box that appears allows you to choose to reprint purchase orders
(with a range of purchase orders) or post all purchase orders.
Status change
When you post a purchase order, only the purchase order status is changed as follows:
If the status was... It changes to...

NN (New Order, Not NP (New Order, Printed and Posted)
Posted)
BN (Back Order, Not BP (Back Order, Printed and Posted)
Posted)
AN (Adjusted Order, Not AP (Adjusted Order, Printed and
Posted) Posted)
If you use the Quick Print feature in Purchase Order Entry, the purchase orders you
printed are included in the post.
Procedure
You can post purchase orders in one of two ways:
• Select Post Orders Immediately After Print on the Action tab in the Print and Post
Purchase Orders window.
• Select Post Purchase Order from the dialog box that appears when you select Prompt
for Reprint on the Action tab in the Print and Post Purchase Orders window.
108 Sage PFW

Chapter 5:
Processing Receipts
Introduction
To record the receipt of goods and create a voucher for these goods, you enter receipts
either:
• In the Purchase Order Receipt Entry window, or
• In the Purchase Order Entry window, if the option to allow receipt during entry was
selected in the Application Setup window.
The following tasks are performed through Purchase Order Receipt Entry:
• Entering receipt and voucher information, freight, discounts, ticket numbers, and
invoice details (optional)
• Verifying quantity received
• Processing receipts
• Adding taxes (including VATs)
• Linking serial/lot numbers to items received
Definition
A receipt is a record in the system that shows the number of items received for a purchase
order.
In this chapter
Topic Page
Entering Receipts 110
Receipts
Entering Lot/Bin/SSCC Numbers 117
Entering Accrued Receipts 120
Entering Return Shipment Entry 121

Entering Receipts
Introduction
The procedure for entering purchase order receipts consists of entering information in
fields, presented in multiple tabs, in the Purchase Order Receipt Entry window.
In this section
Topic Page
Purchase Order Receipt Entry Window 110
How to Enter Receipts 112
Entering Quantity Received 113
Printing Labels 114
How to Add Taxes 115
Modifying Receipts 115
Entering Receipts in Purchase Order Entry 115
Purchase Order Receipt Entry Window

When Purchase Order Receipt Entry is selected from the PO Receipt Processing folder, the
Purchase Order Receipt Entry window is displayed.
The header tabs contain information specific to the purchase order and the vendor. The
Line Items tab contains the line item information about the actual goods being received.
110 Sage PFW

Purchase Order Receipt Entry Window
Tabs
Tab Description
Receipt This tab contains purchase order information and is
where you select the purchase order for receipt post-
ing and enter invoice information if available.
Misc This tab contains information including the responsibil-
ity key, branch key, vendor class key, and cash
account. The fields are not available for entry.
Address This tab contains the vendor name and address and
branch or customer ship to name and address.
Credit This tab contains credit information on the vendor. The
fields are not available for entry.
Line Items This tab contains the line items for this purchase order.
You enter the line item details of the receipt on this
tab.
Defaults
All fields on the tabs identify various types of information that may or may not be
required in order to save the receipts. Some fields are filled with default information,
based on information already entered during Purchase Order Entry and can be changed,
while other fields are displayed to provide specific vendor information and cannot be
changed.
Note: If you have specified through the Application Setup menu item that Q/C
test results are required for receipt, then you must access the Lot/Bin SSCC sheet
and the Quality Control sheet in this option and enter Q/C test results and dates.
You can only access the Quality Control sheet for lot-tracked items, regardless of whether
or not you have specified that Q/C data is required for receipt.
Use of templates
You can modify certain fields on or create an alternate format for the Purchase Order
Receipt Entry window using templates. Refer to the System Management User Guide for
information on designing and using templates.
Receipts

How to Enter Receipts
Procedure
Use the following procedure to enter each receipt:
Step Action
1 Select Purchase Order Receipt Entry from the business desk-

top.
2 Click the Find Record button.
3 From the list of purchase orders on the Find Purchase Order

Header window, select a purchase order to receive.
4 Place a check mark in the Select for Receipt Posting check-
box. Various fields will become available for entry.
5 Enter purchase order information on the Purchase Order tab.
6 Enter line item information on the Line Items tab.

Selecting the purchase order for receipt posting

In order to receive a purchase order, you must place a check mark in the Select for Receipt
Posting checkbox. Only purchase orders that have been selected can be posted. In the Find
Purchase Order Header file lookup dialog box, the selection status of each purchase order
is displayed as follows:
Selection Status Code

Unselected U
Selected S
Entering voucher information

If you updating Accounts Payable directly (as setup in the Application Setup - Accrued
Receipts option), you should enter all voucher information in the Purchase Order Receipt
Entry window since you do not have access to the Voucher Entry window in Accounts
Payable when you are posting receipts directly. The voucher information will be added
and posted automatically.
You can change date information in the Adjust Transaction window in Accounts Payable.
Accrued receipts posting requirements

After posting receipts, you can enter or change information through Accrued Receipts
Entry.
The voucher is not added to Accounts Payable until the Accrued Receipt is posted.
112 Sage PFW

Entering Quantity Received
Entering Quantity Received

You enter the actual quantity of each item received when you complete the Line Items tab
on the Purchase Order Receipt Entry window.
The following is a sample of the entry screen.
Receiving an item not ordered

If you received an item you did not order, which is not included as one of the line items on
the tab, and you want to add it to the receipts, you must enter the item in the Purchase
Order Entry window before you enter the receipts.
Recording cost differences

If the unit cost for an item on the Line Items tab differs from the actual unit cost, enter the
actual unit cost for each of the items received. The unit cost entered here overrides the
unit cost entered during Purchase Order Entry.
Entering the actual quantity received
You enter the quantity you actually received in the Qty Rcvd field.
Note: In the Application Setup window, if you placed a check mark in the Default Receipts
Qty Received with Qty Remaining checkbox, the quantity in the Qty Remaining
field is automatically copied to the Qty Rcvd field. You may manually override
the Qty Rcvd field.
Generating back orders

If the quantity received is less than the quantity remaining, the system automatically
creates a purchase order with a status of Back Ordered (BN) when you post receipts.

Preventing a back order
If you receive less quantity than you ordered and do not want to generate a back order for
the remaining quantity, you can change the quantity back ordered to zero.
Cancelling a back order (partially received orders)
After you have entered and saved receipts in the Purchase Order Receipt Entry window, if
you want to cancel a back order you can do one of the following:
• Manually change the status to F (Fully Received) and change the quantity remaining
of all back ordered items to zero in the Purchase Order Entry window. This will cancel
the entire back order.
• Change the quantity remaining to zero on just the item for which you want to cancel
the back order.
• Cancel the purchase order by changing the status to C (Cancelled).
Manually creating a back order
You can manually create a back order by changing the purchase order status of the
purchase order to back ordered in the Purchase Order Entry window. All quantities not
yet received will be back ordered.
Printing Labels
When you are receiving purchase orders, you can print labels for each line item. If you put
the cursor on a line item and then select the Print Label button, the following screen
displays.
From this screen you can determine the Boilerplate Master Suffix, Printer Orientation,
Number of labels to print for the selected line item, and the starting location of the label(s).
Note: If you want to print labels for each item on the purchase order, you must
move your cursor to each line item and press the Print Label button.
114 Sage PFW

How to Add Taxes
How to Add Taxes

You can add and track a straight tax or a value-added tax (VAT) in Purchase Order during
Purchase Order Entry, Purchase Order Receipt Entry, or Accrued Receipts Entry.
Effect on back orders

Tax amounts are applied one hundred percent to goods received, not to the total quantity
ordered. Therefore, they do not apply to back ordered goods. You enter taxes for back
orders upon receipt of the goods.
Procedure
Refer to “How to Manually Enter Tax Line Items” on page 91 or “How to Automatically
Calculate Taxes” on page 92 for the procedure for entering taxes.
Deleting tax line items

If you are not using automatic tax calculation, you may delete tax line items but no other
line item types may be deleted.
Modifying Receipts
You can modify certain fields that were entered in Purchase Order Entry during Purchase
Order Receipt Entry. The following fields may be modified:
Tab Fields
Purchase Select for Receipt Posting, Receipt and Age Date, Ticket
Number, and Non-Taxable Freight Amount
Misc Default 1099 Box Number and Reference
Line Items Description, Unit Cost, Qty Rcvd, Back Order, Tax Key
Note: Tax line items may be completely changed if neces-
sary.
Adding line items
Only tax line items and comments may be added to a purchase order during Purchase
Receipts
Order Receipt Entry.
Recalculating taxes
If you are using automatic tax calculation you may need to recalculate taxes or enter them
manually to ensure they are correct if you change the status of a purchase order receipt
from Selected to Unselected or vice versa.
Entering Receipts in Purchase Order Entry

If the Allow Receipt During Entry checkbox was selected in the Application Setup
window, the Receipts tab becomes available in the Purchase Order Entry window.

Only fully received purchase orders may be received in Purchase Order Entry.
Note: If you are tracking serial/lot numbers, you cannot enter receipts during
Purchase Order Entry. Therefore, the Receipts tab on the Purchase Order Entry
window is removed.
Receipts tab
The following is the Purchase Order Entry window Receipts tab:
Procedure
To enter a fully received purchase order in Purchase Order Entry, do the following:
Step Action
1 Select the Receipts tab in the Purchase Order Entry window.
2 Place a check mark in the Select for Receipts Posting check-

box. Certain fields will become available for entry.
3 Enter the invoice information on the Receipts tab.

116 Sage PFW

How to Enter Lot/Bin/SSCC Numbers
Entering Lot/Bin/SSCC Numbers
When available
Before you can enter lot numbers during Purchase Order Receipts Entry you must have:
• Installed the Inventory Pro application
• Indicated in the Application Setup window in Accounts Payable that you are inter-
faced to Inventory Pro
• Indicated in the Application Setup window in Inventory Pro that you are lot numbers
• Defined items in the Item Master in Inventory Pro for which you are tracking lot num-
bers; indicated that lot numbers are allowed for purchase transactions
Refer to the Inventory Pro User Guide for additional information.
In this section
Topic Page
How to Enter Lot/Bin/SSCC Numbers 117
Modifying Lot Numbers 119
How to Enter Lot/Bin/SSCC Numbers

If an item is defined for and requires lot tracking in Inventory Pro, you must enter lot
numbers before the receipt can be saved.
Receipts

Procedure
To enter lot numbers, do the following:
Step Action
1 After entering all line item information and press Save, the lot
number screen appears, if necessary.
2 The Lot/Bin/SSCC window appears.
3 Enter the valid Lot/Bin/SSCC number, dates, quarantine dates,

status, strength, and testing information.
4 If the QC is required, click the QC Results tab.
5 When information is complete, select the Save.

Changing status from Selected to Unselected

If you change the selection status of the receipt from Selected to Unselected after entering
serial/lot numbers, you must reenter your Lot/Bin/SSCC numbers.
Modifying the conversion factor

You should not modify the conversion factor if it will affect purchase orders that have
been selected for receipt but not yet posted. Otherwise, lot quantities and inventory
quantities may not be accurately reported.
118 Sage PFW

Modifying Lot Numbers

You can modify lot information until the purchase order receipt is posted.
If you change the quantity received of an item on the Line Items tab after you saved lot
numbers, return to the Lot window for that item to make sure that the lot numbers are
correct. If you reduced the quantity received, delete the unnecessary lot numbers; if you
increased the quantity received, enter the additional lot numbers.
Receipts

Entering Accrued Receipts
Introduction
Accrued receipts are receipts whose quantity has been received into inventory, but whose
final cost will not be determined until you receive an invoice from your vendor. The
quantity received is made available for use in Production or Order Entry, but will not
create a liability in Accounts Payable application until the actual cost is determined. Once
you receive the invoice from your vendor, you will enter the actual purchase cost and post
the accrued receipt.
If you select to Accrue Receipts, when a purchase receipt is posted, the PO Header and PO
Line Item information for each receipt is transferred to the Purchasing Pro Voucher
Header (PUVHDR) and Purchasing Pro Voucher Line Item (PUVLIN) files.
An accrued receipt is tracked by PO Number plus Backorder Level, so multiple accruals

can occur against the same original purchase order.
Procedure
Use the following procedure to enter the correct cost for accrued purchase orders.
Step Action
1 Select Accrued Receipt Entry from the Purchasing Pro -

Accrued Receipts Processing folder. A screen similar to the one
shown above will appear.
2 Use the Find Record button to inquire a purchase order which

you have previously received inventory items.
3 Select the Line Items tab. Enter the correct cost into the Unit
Cost field. Repeat this process for each line item on the pur-
chase order.
4 the Receipt tab. Click the Select For Receipt Posting checkbox.
Click the Save button.
5 The accrued purchase order is now ready for posting. Proceed
to Printing and Posting Accrued Receipts.
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Entering Return Shipment Entry
Introduction
After printing and posting the returns, the next step is to indicate which items have
actually been shipped back to the vendor. Return Shipment Entry allows you to
determine what needs to be returned.
Procedure
Use the following procedure to ship purchasing returns.
Step Action
1 Select Return Shipment Entry from the Purchasing Pro Return Process-
ing folder. The following screen displays:
2 Click the Find Record button and select a previously entered return
order. A record is loaded into the appropriate fields.
3 Select the Line Items tab. Enter the quantity being shipped back to
the vendor into the QTY RCVD field. Fill in any other fields as neces-
sary.
4 Select the Shipment tab. Click the Select For Shipment Posting check-
box. Click the Save button.
Receipts
5 If Lot information is required for the items being returned, a screen dis-
plays that allows you to enter the numbers.
You can enter the lot information. There are two buttons that make
this process easier. The first is the Auto-assign button. Use this button
place to move the Quantity Available to the Quantity Assigned fields,
you can always adjust the Quantity Assigned afterwards.
The other available button is the Refresh button. The Refresh button
provides you with up-to-the-minute Lots availability.
Note: If you use the refresh button, it is important that pur-

chase orders are posted so that the lot quantity available is
refreshed.
6 Return to the Shipment tab and save the record.

The return shipment is now ready for posting. Proceed to Print and Post Purchase Order
Receipts to complete the return process. The option has already been described in
previous sections for purchase orders, and does not differ for return purchase orders.
122 Sage PFW

Chapter 6:
Printing and Posting Receipts
Introduction
After purchase orders have been assigned a selection status of Selected during Purchase
Order Receipt Entry, the next step in the processing cycle is to print and post the receipts,
automatically updating files in all integrated applications.
Refer to “Chapter 2: Setting Up Purchasing Pro” for information on accruing receipts.
In this chapter
Topic Page
Posting Receipts 123
Print and Post Purchase Order Receipts Windows 124
How to Print and Post Purchase Order Receipts 125
Posting Accrued Receipts 126
Posting Receipts
This menu item is where you will document the receipt of items which you have ordered
and add them to your on-hand inventory. A summarized report is printed and details of
received goods are posted through this menu item. Purchase orders must first be selected
through the Select POs For Receipt option before receipts can be posted. When you post
receipts, the quantity received will be subtracted from the On-order field and added to the
ON-HAND field in the Inventory Pro Item Location (INLOC) file.

Posting Receipts

Procedure
Use the following steps to post receipts.
Step Action
1 From the Purchasing Pro folder, select Print & Post Purchase Order
Receipts. Fill in the data fields as follows:
Post Method
This field indicates which posting method you want to use - trial or
final. If you only want to print, use trial. If you want to print and post,
use final.
If you select Final, and the Allow Override Of Voucher Number option
was selected in Application Setup, you will be able to enter a new
voucher number. However, the automatic numbering feature in Pur-
chase Order Auto Number Setup will not be reset to continue from
the number you enter.
Voucher Method Override
This field is used to indicate the voucher number you want to assign to
this purchase order if you do not want to use the number automati-
cally assigned. If you enter a new voucher number, the automatic
numbering system in Purchase Order Auto Number Setup will not be
reset starting with that number.
This field is only available for entry if the Allow Voucher Number Over-
ride option was selected in the Application Setup window and you
selected a post method of Final.
Note: A trial posting allows you to examine the results of the

posting without actually updating the inventory quantities.
You can view the results of the posting on your screen or
obtain a printout of the results. You can then make any man-
ual adjustments before making a final posting, which will
adjust your data files.
2 Click the Process button to begin posting your receipts.
Print and Post Purchase Order Receipts Windows

When you select Print and Post Purchase Order Receipts, the parameter screen displays.
You can select an existing set of saved parameters to process, to edit and process, or you
can simply create a new set of parameters.
Parameters tab
The Parameters tab consists of one document tab called Selection.
124 Sage PFW

How to Print and Post Purchase Order Receipts
The following is the Selection tab on the Parameters tab.
Refer to the System Basics User Guide for information on the Parameters tab.
How to Print and Post Purchase Order Receipts
Before you begin

Only purchase orders which have been selected for posting during Purchase Order
Receipt Entry are posted when you print and post purchase order receipts. A purchase
order is selected when you place a check mark in the Select for Receipt Posting checkbox
on the Purchase Order Receipts Entry window or on the Receipts tab on the Purchase
Order Entry window (if applicable).
Procedure
Use the following procedure to print and post purchase order receipts:
Step Action
1 Select Print and Post Purchase Order Receipts from the busi-
ness desktop.
2 Select an existing saved parameter to edit or process; or
select New to create a new parameter.
3 Enter Trial or Final in the Post Method field.
4 Complete the remaining fields, as applicable.
5 Select Process.
6
Posting Receipts
Save the parameters, if desired.


Post methods
You have the option of selecting a trial or a final posting method. The differences are as
follows:
Post Method Description

Trial This method allows you to print only as many
times as you want. It does not post the
receipts.
Final This method prints and posts the receipts.
Voucher Number Override field

The ability to override voucher numbers is unavailable if the trial method is selected. In
addition, it is available only if the Allow Override of Voucher Number checkbox was
selected on the Print and Post tab on the Application Setup window.
If voucher number override is available and you do want to change the voucher number,
enter the new number. However, the Automatic Numbering file in Accounts Payable will
not be reset starting with that number.
Receipts Posting Summary report

To view a sample report, click the following link.
Posting Accrued Receipts

When you post accrued purchase orders, an “F” type Inventory Transaction is created.
This transaction does the following:
• Reverses the accrued distributions written to the Inventory Pro Distribution to GL

(INDIST) file. When the purchase order was received, distributions reflecting the
value of the accrual are written to the INDIST file. When the accrued receipt is posted,
those distributions are reversed.
• The Accrued Receipt (Y) record in the Inventory Pro Period Summary (INTXSM) file
is updated to reflect the value no longer accrued. The INTXSM Valuation (Z) record
is updated to reflect the value now in inventory. The INTXSM Accrued Post (F) record
is updated to reflect the amount posted.
• The Distributed Amount field in the Item Location (INLOC) file is updated to reflect
the value now in inventory; the Accrued Receipts field is updated to reflect the quan-
tity no longer accrued.
• If you are not integrated with Accounts Payable application, generated distributions
reflecting the change in inventory to the Inventory Pro Distribution to GL (INDIST)
file. The Inventory Control account is debited for the value added to inventory, the
Vendor Class A/P Account is credited for the line item value, and the Inventory Class
Standard Cost Variance account is used to account for any difference between stan-
dard cost and posted cost.
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Posting Accrued Receipts
• If you are integrated with Accounts Payable application, it generates a Direct post to
the A/P application.
• If the unit cost changed from the time the original purchase was received, a cost
adjustment transaction “E” for the change in value is created.
Procedure
This procedure will only post accrued purchase orders previously selected through the
Accrued Receipt Entry menu item.
Step Action
1 Select Print And Post Accrued Receipts from the business desk-
top. A screen similar to the one shown below will appear.
2 Fill in the data fields as described below.

Post Method
This field indicates which posting method you want to use - trial
or final. If you only want to print, use trial. If you want to print
and post, use final.
If you select Final, and the Allow Override of Voucher Number
option was selected in Application Setup, you will be able to
enter a new voucher number. However, the automatic num-
bering feature will not be reset to continue from the number
you enter.
Voucher Number Override
The ability to override voucher numbers is unavailable if the
trial method is selected. In addition, it is available only if the
Allow Override Of Voucher Number checkbox was selected
on the Print and Post tab on the Application Setup window.
If voucher number override is available and you do want to
change the voucher number, enter the new number. How-
ever, the Automatic Numbering file will not be reset starting
with that number.

Posting Receipts
3 Click the Process button. The accrued receipt records are ana-
lyzed and display those accrued receipts it finds which qualify
for posting. You can review the report. The posting process
begins once you close the report window. Once the posting
process is finished, you will be returned to the Print and Post
Receipts parameter screen.

Each time you post accrued receipts, the voucher number is incremented according to the
Automatic Numbering file in Accounts Payable, if you have not overridden the voucher
number. In addition, the selection status of each posted receipt becomes Unselected.
As each receipt is being posted, the system displays the receipt number and other
processing information on the PAS. The status of the purchase order changes to F (Fully
Received) or BN (Back Ordered, Not Posted), as applicable.
When you post accrued receipt, Accounts Payable and Inventory Pro are updated, and a
voucher is posted in Accounts Payable.
Files updated
After posting the receipt of an item, the quantity on order is decreased and the quantity on
hand is increased in inventory. The Inventory Pro and Accounts Payable files that are
updated depends on whether or not you are accruing receipts.When the posting is
complete, the purchases are posted to Accounts Payable - Current Transaction file
(ARTRAN). They are now available for payment.
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Chapter 7:
Chapter 7: Purging in
Purchasing Pro
Purging in Purchasing Pro
Introduction
Purchasing Pro allows you to selectively purge purchase orders by using Purge
Completed Purchase Orders.
Files updated
Details of Purchase Order transactions are posted to the Line Item History and
Transaction History files in Accounts Payable. In addition, header and line item history of
all fully received purchase orders is retained in the Line Item file in Purchase Order unless
you purge them.
In this chapter
Topic Page
Purge Completed Purchase Orders Window 130
Purge Purchase History Records 133

Purge Completed Purchase Orders Window
Introduction
When you select Purge Complete Purchase Orders from the business desktop, the
parameter window appears.
Note: If you haven't already done so, back up your Purchasing Pro data files before
you proceed with this menu item.
Parameters tab
The Purge Completed Purchase Orders window consists of one document tab called Data
Filter. The following is the Purge Completed Purchase Orders window:
How to Purge Purchase Orders
Procedure
Use the following procedure to purge purchase orders:
Step Action
1 Select Purge Completed Purchase Orders from the business

desktop.
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Purging Canceled Orders Only
Step Action
3 Enter a the purge thru date and cancel thru date or accept
Purchasing Pro
the default of the current date.
Purging cancelled purchase orders

When selecting Process, purchase orders with a status of C (Cancelled) are automatically
purged, regardless of the dates entered in the Order Date and Cancel Date fields. The
purpose of purging completed orders is to remove all fully received and canceled orders
from your active purchase order files, and adjust the on-order quantities in inventory for
items on canceled orders.
Purge Thru Date

Enter the order date through which you wish completed or canceled orders to be purged.
Orders which have a status of F (for Fully received) or C (for Canceled), and an order date
on or before the date that you enter in this field will be purged
Cancel Thru Date

Enter the latest cancellation date for which you wish to include orders to be purged.
Orders which have a date in their CANCEL DATE field (entered through the Purchase
Order Entry menu item) on or before the date that you enter in this field will be purged,
regardless of their status.
Purged Orders Recap report

Upon selecting Process, a summary recap of purged purchase orders is printed to provide
you with an audit trail of purchase orders that were purged.
The view a sample report, click the following link.
Purging Canceled Orders Only

If you would like to purge only the canceled order, you can do the following.
Step Action
1 Enter a prior date in the Purge Through field (for exam-

ple, 01/01/80), so as not to include any current fully
received orders.
2 Enter the current processing date in the Cancellation
Date field to purge all existing purchase orders with the
status of “Canceled.”

Note: You should purge canceled orders regularly in order to maintain an accurate
value in the Quantity On-order field in the Inventory Pro - Item Location (INLOC) file.
Retaining History of Fully Received Orders

Purchasing Pro history records will not be purged by this menu item. You can only delete
purchasing history records through the Purge Purchase History Records utility menu
item. Refer to Purge Purchase History Records on page 133 for complete details.
Note: Purchase order history information is automatically written to the Purchase

Order Header History (PUHDRH) file and the Purchase Order Line Item History
(PULINH) file when an item is received, and the receipt is posted.
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Retaining History of Fully Received Orders
Purge Purchase History Records
Purchasing Pro
Introduction
The Purge Purchase History Records Utility allows you to purge those purchase orders
from your Purchasing Pro Header History (PUHDRH) file and Purchasing Pro Line Item
(PULINH) file which have order dates on or before the date you enter. All historical data
in this file up to and including the date you specify will be permanently deleted.
Note: Back up your data files before running this utility. Data which has been purged
cannot be recovered.
Procedure
Use the following steps to purge history records.
Step Action
1 From the Utilities folder, select Purge Purchase Order History. You will
see a screen similar to the following illustration.
2 Enter the purge date through which you would like to eliminate pur-
chasing history records. Use the calendar buttons next to the fields to
make your selection. Press <Enter> to default the current processing
date. When you click the Process button, every purchasing history
record with order dates up to and including the date you enter here
is purged.

Purged orders report

Upon selecting Process, a summary recap of purged purchase orders is printed to provide
you with an audit trail of purchase orders that were purged.
The view a sample report, click the following link.
134 Sage PFW

Chapter 8:
Generating Reports and Listings
Introduction
This chapter provides information about Purchasing Pro reports and includes sample
Chapter 8: Generating
output and suggested uses when appropriate. This chapter also includes information
Reports and Listings

about the listings that are available.
Reference
For report generating instructions, refer to the System Basics User Guide.
In this chapter
Topic Page
Reports 136
Listings 167

Reports
Introduction
Purchase Order provides the following predefined reports:
• Accrued Receipt report
• Approved Vendor report
• Contract report
• Expected Delivery report
• Inventory Commitment report
• Item/Vendor Lead Time Analysis report
• Item/Vendor Performance Analysis report
• Open Order report
• Overdue Order report
• Purchase History report
• Requisition report
• Vendor/Item Lead Time Analysis report
• Vendor/Item Performance Analysis report
In this section
Topic Page
Accrued Receipts Report 137
Approved Vendor Report 139
Contract Report 140
Expected Delivery Report 142
Inventory Commitment Report 144
Item/Vendor Lead Time Analysis Report 148
Item/Vendor Performance Analysis Report 150
Open Order Report 154
Overdue Order Report 156
Purchase History Report 158
Requisition Report 160
Vendor/Item Lead Time Analysis Report 162
Vendor/Item Performance Analysis Report 164
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Accrued Receipts Report
Accrued Receipts Report

The Accrued Receipt Report shows all purchase orders and inventory items which have
been received into inventory, but are waiting for the vendor's invoice to arrive with the
correct item costs. These accrued purchase orders have yet to be posted to Accounts
Payable.
Procedure
Use the following procedure to generate an Accrued Receipts report:
Step Action
1 Select Accrued Receipts Report from the business

desktop.
3 Complete the parameter tabs.
4 Select Process.

Accrued Receipts Report window

The following is the Accrued Receipts Report window:

Sort Order
Data may be sequenced on the Accrued Receipt Report by one of the following keys. They
are listed on the Order By menu as follows:
• Vendor Key [short form]
• Po Number [short form]
• Vendor Key [long form]
• Po Number [long form]
Parameter Maintenance
When you select the Accrued Receipt Report from the Reports folder, you will see an
Order By menu listing the sort-keys described above.
When you choose a sort key, you will see the Select Parameter submenu with previously
defined parameters supplied.
Selection, Status Filter, Date Filter tabs
Range Fields
Define the range of accrued POs you wish to include in the report in terms of the sort key
that you chose from the Order By menu.
Format tab
Page Break On Invoice

Specify if you would like each accrued purchase order to have its own page based on the
invoice number.
Report Contents
The Accrued Receipt Report provides vendor data, order data, and optionally, line-item
data from your receipted and accrued purchase orders. To view a sample report, click the
following link.
138 Sage PFW

Approved Vendor Report
Approved Vendor Report

The Approved Vendor Report provides a list of the vendors you have approved to supply
certain of the inventory items that you purchase. If the vendor has quoted delivery times
and quantity price breaks, that information will be included in the report. You must have
previously entered the vendor lead times and quotes through the Vendor/Lead Time/
Quote file maintenance menu item.
You can report all of your vendors who have quoted prices for an item, showing their lead
times and current price quotes. This report provides all the pertinent data to assist you in
selecting the right vendor for an item you wish to purchase.
Procedure
Use the following procedure to generate an Approved Vendor report:
Step Action
1 Select Approved Vendor Report from the business desk-

top.
2 Select an existing saved parameter to edit or process;
or select New to create a new parameter.
4 Select Process.

Approved Vendor Report window

The following is the Approved Vendor Report window:

Sort Keys
Data may be sequenced on the Approved Vendor Report by two different sort-key
combinations. The choices are listed on the Order By menu as follows:
• Item Key / Location Key / Vendor Key
• Vendor Key / Item Key / Location Key
When you select the Approved Vendor Report from the Reports folder, you will see an
Range Fields
Enter the range of item keys, location keys, vendor keys and expiration dates to define the
range of vendor/item data that you wish to include in the report.
Date Filter
Reach the date filter by clicking on the date filter tab.
Print Notes
Select whether or not you would like to include any notes in the report which may have
been entered in the Vendor/Lead Time/Quote (PUITMVND) file.
Report Contents
The Approved Vendor Report lists the vendor key, item key, item description, location
key, lead time, the expiration date for the current quote, and up to five levels of quantity/
price quotes for each item. To view a sample report, click the following link.
Contract Report
The Contract Report allows you to obtain a synopsis of the purchase agreements
(contracts) currently in effect between your company and its vendors. You must have
previously entered the details of these agreements through the Purchasing Pro Contract
file maintenance menu item.
140 Sage PFW

Contract Report
Procedure
Use the following procedure to generate a Contract report:
Step Action
1 Select Contract Report from the business desktop.
2 Select an existing saved parameter to edit or process;

or select New to create a new parameter.
4 Select Process.
Contract Report window

The following is the Contract Report window:
Sort Keys
Data may be sequenced on the Contract Report by three different sort-key combinations.
All of these key fields appear on the parameter maintenance screen; the difference being
the key listed first will be the primary sort key, and the others subordinate. The sort-keys
are listed on the Order By menu as follows:
• Item Key / Vendor Key
• Vendor Key / Item Key
• Contract Expiration Date

When you select the Contract Report from the Reports folder, you will see an Order By
menu listing the sort-keys described above.
Range Fields
Enter the range of item keys, vendor keys and expiration dates to define the contract
records that you wish to include in this report.
Print Fulfilled Contracts

Select this checkbox if you would like to print only those items which have an amount
which still needs to be purchased in order to fulfill the contract. Leave this checkbox
unselected if you would like to print all of the records, even if the contract has already
been fulfilled.
Print Contract Notes

Select whether or not you would like to print any notes which were attached to this
contract. These notes would have been entered through the Contract file maintenance
menu item.
Report Contents
The Contract Report includes the vendor key, item key, item description, contract number,
whether cost or quantity was committed, and the amount committed, amount remaining,
and the dates when the contract is in effect. To view a sample report, click the following
link.
Expected Delivery Report

The Expected Delivery report helps you to keep track of when each order should arrive
and allows you to anticipate and plan for future deliveries. This report shows you the cost
of each order, as well as the total cost of all purchase orders, so you can forecast how much
cash will be required for incoming orders in a given period of time.
Procedure
Use the following procedure to generate an Expected Delivery report:
Step Action
1 Select Expected Delivery Report from the business desktop.

3 Complete the Selection tab.
4 Select Process.

142 Sage PFW

Expected Delivery Report
Expected Delivery Report window

The following is the Expected Delivery Report window:
Sorting of orders
You can sort the Expected Delivery report by selecting one of the following sort keys in
the Order by field:
• Request Date/Item Key
• Order Number/Request Date
• Vendor Key/Request Date
Suggested uses
The following are some suggested uses for the report:
To help you... Sort by...

Plan for deliveries to customers for items on order Request Date/Item
or back ordered. Key
Simplify your handling of vendor relations and Vendor Key/
reduce shipping costs by enabling you to com- Request Date
bine orders from the same vendor with similar
request delivery dates into one shipment.
Determine schedules for receiving personnel Request Date
and allow sufficient warehouse space.
Totals
This report provides totals for the quantity ordered, quantity received, quantity open, unit
cost, and extended cost at the end of the report.

When you select the Expected Delivery Report from the Reports folder, you will see an
Range Fields
Enter the range of request dates and item keys, order numbers, or vendor keys
(depending on your choice of sort keys, above), to define the range of orders that you wish
to include in this report.
Report Contents
The purchase order number, requisition number, and line item detail of each purchase
order is reported.
To view a sample Expected Delivery report, click the following link.
Inventory Commitment Report

The Inventory Commitment Report combines information from your Inventory Pro and
Accounts Payable databases to show the effect your outstanding purchase orders will
have on your inventory quantities for a specific location.
The actual quantity on hand, committed to sale and production, on order, and available
for each outstanding inventory item are reported, as well as the reported quantity on
order (in both purchase and sale units-of-measure) and the order value of the range of
purchase orders you define in the report.
Quantities are defined as follows:
Term Definition
Actual quantity The quantities of each item in the
Inventory Pro Item Location file.
Reported quantity The quantities of items within the
range you define for the report.
Before you begin

You must purge all cancelled orders before generating the Inventory Commitment report
to ensure accurate inventory quantities.
144 Sage PFW

Procedure
Use the following procedure to generate an Inventory Commitment report:
Step Action
1 Select Inventory Commitment Report from the business desk-

top.
3 Complete the Purchase Order Filter and Format tabs.
Note: You must enter a location in the Location Key field.

4 Select Process.

Inventory Commitment Report window

The following is the Inventory Commitment Report window:

Sorting of orders
You can sort the Inventory Commitment report by selecting one of the following sort keys
in the Order by field:
• Item Key/Order Number
• Item Key/Request Date
• Item Key/Cancel Date
• Item Description/Order Number
• Item Description/Request Date
• Item Description/Cancel Date
When you select the Inventory Commitment Report from the Reports folder, you will see
an Order By menu listing the sort-keys described above.
Range Fields
Enter the range of item keys or item descriptions and order numbers, request dates, or
cancel dates which you wish to include in this report. In addition to the item key or item
description, the data fields included in this screen depend on the sort keys you selected
from the Order By menu.
Location Key
Enter the key of the inventory location that you would like reported.
Item Type
You can produce this report for all item types or you can select one specific type, as
follows:
• Raw Materials
• Containers
• Finished Goods
• Miscellaneous Items
Print Line Item Detail

You can reach the Print Line Item Detail by clicking on the Format Tab. Select this
checkbox to print an Inventory Purchase Commitment Report showing line-item detail for
each item. Leave this checkbox unselected to print a summary Inventory Purchase
Commitment Report.
• If you select this checkbox, the details of individual purchase order line items is
reported and a total number of items listed at the end of the report.
• If you leave this checkbox unselected, a summary of the quantities of each item on
hand, committed, on order, available, and the quantity on order in both purchase
order units and inventory units, and the order value prints on the report.
146 Sage PFW

Suggested uses

Monitor both your on-hand and on-order inven- Any Item Key or
tory items. Item Description
Example: sequence
The report could show you that you have too
much on order for a certain item relative to its
quantity available, enabling you to cancel,
reduce, or postpone any outstanding orders for

that item.
Manage cash flow by showing you the total Item Key or Item
cost of items you have on order and the cost of Description/
each item. Request Date
Example:
If you need to reduce cash disbursements dur-
ing a certain time period, you can review the
request dates and costs of your outstanding
orders and delay shipment on high-cost orders
that are not time-critical.
Determine what action to take on purchase Item Key or Item
orders that are soon to be cancelled if they are Description/Can-
not received by the end of the current week or cel Date
month.
The report provides totals for purchase and inventory units on order, unit cost, and
extended cost of each purchase order.
Report Contents
The Inventory Purchase Commitment Report includes the actual quantities on hand,
committed, available, and on order for each inventory item reported, as well as the
reported quantity on order and the order value for the range of purchase orders you have
defined in the report. To view a sample Inventory Commitment report, click the following
link.

Item/Vendor Lead Time Analysis Report

This report lists the standard lead time that you have entered in the Inventory Item Master
(INMAST) file, the average lead time based on purchasing history, and the percent
variance for a range of item key/location key/vendor key combinations in purchasing
history, subtotaled by item key/location key across all vendors.
Procedure
Use the following procedure to generate an Item/Vendor Lead Time Analysis report:
Step Action
1 Select Item/Vendor Lead Time Analysis Report from the

business desktop.
3 Complete the tabs.
4 Select Process.

Item/Vendor Lead Time Analysis Report window

The following is the Item/Vendor Lead Time Analysis Report window:
The report can be restricted to only one, or a range of item keys, location keys, vendor
keys, and dates received. There are summary and detail versions of the report, and the
average historical lead times may be weighted by the quantity of the item if desired.
A positive variance indicates that the actual lead times for the item are typically longer
than the standard lead times, and negative variances indicate actual lead times shorter
than the standard lead times.
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Item/Vendor Lead Time Analysis Report
This report is useful for determining how close your actual lead times are to lead times
you have entered in inventory, which may be somewhat optimistic.
Note: Even the un-weighted averages may appear to be inaccurate based on the
details printed on the report. This is because the subtotal averages are based on
the number of purchases of each item. So, any given line on the report could rep-
resent one or many actual purchases, and this will influence the subtotaled aver-
ages.
Calculations

The following calculation is used for the Item/Vendor Lead Time Analysis:
SUM (Quantity in base units) X (Lead Time in days)

SUM (Quantity in base units)
For example, let's assume that you have received the following items:
Date INMAST
Item Key Vendor QTY Recvd
Recvd Lead Time
IRONOX ABC 1/1/08 100 10
IRONOX ABC 2/1/08 10 20
A. Weighted lead time is calculated as follows:
(100 lbs X 10 days) + (10 lbs X 20 days) =

(100 lbs + 10 lbs)
(1000) + (200) =
(110)
1200
=
110
or 10.909 or a weighted average of 10.9 days
B. Unweighted lead time for the same record would be calculated as follows:
(10 days + 20 days) =

(2 records)
or an unweighted average is 15 days
Sort Keys
Data may only be sequenced on the Item/Vendor Lead Time Analysis by the item key,
location key, vendor key, and date received.

When you select the Item/Vendor Lead Time Analysis Report from the Reports folder, you
will see an Order By menu listing the sort-keys described above.
Range Fields
Define the range of item keys, location keys, vendor keys, and dates received which you
would like to include in this report.
Date Filter
Reach the Date Filter by clicking on the Date Filter tab.
Weight Lead Times By Receipt Qty

Select whether you would like to weight the lead time with the quantity received or
whether you would like to use an average of the lead times.
If you choose to weight the lead times, take into consideration the amount of the items
that were received, as opposed to just averaging the number of days it took to receive the
items. Thus, variance in lead times for large orders becomes more significant than lead
time variance for small orders of the same item.
Print Detail
Specify which kind of report you would like.
• The summary version of this report includes the item description, location key, stan-
dard and historic lead times, and the percent lead-time variance.
• The detailed version reports the same data as the summary version plus the item key
and vendor key for each item.
Report Contents
Both the summary and detail versions of the Item/Vendor Lead Time Analysis Report
contain the average lead time from purchasing historical records for each item reported,
compared to the standard lead times you have entered in inventory. To view a sample
report, click the following link.
Item/Vendor Performance Analysis Report

This report compares dates requested with dates received from your Purchasing Pro
History file, and lists the average days late for each item key/location key/vendor key
combination in the history file, subtotaled by item key/location key for all vendors.
This report is useful for determining if particular items are being received earlier, on time,
or later than requested.
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Procedure
Use the following procedure to generate an Item/Vendor Performance Analysis report:
Step Action
1 Select Item/Vendor Performance Analysis Report from the

business desktop.
3 Complete the Format tabs.
4 Select Process.

Item/Vendor Performance Analysis Report window

The following is the Item/Vendor Performance Analysis Report window:

Calculations
The calculations used for the Item/Vendor Performance Analysis are described as follows.
For example, let's assume that you have received the following items:
Date QTY Days

Item Key Vendor Due Date
Recvd Rcvd Late
IRONOX ABC 04/15/08 05/01/08 100 15
IRONOX ABC 05/05/08 06/01/08 10 26
A. Weighted performance is calculated as follows:
SUM (Quantity in base units) x (days late)

SUM (Quantity in base units)
For example:
(100 lbs X 15 days late) + (10 lbs X 26 days late)
(100 lbs + 10 lbs)
or
(1500) + (260)
(110)
or
1760
110
or
A weighted average of 16 days late.

B. Non-weighted performance is calculated as follows:
SUM (days late)

SUM(1)
Note: The SUM (1) is 1 multiplied by the number of records.
For example:
(15 days late) + 26 days late

(2 records)
An unweighted average of 20.5 days late
Note: All quantities are converted to their base unit of measure (weight for raw
materials) to ensure that all items are weighted properly, even if purchased in dif-
ferent units of measure on different purchase orders.
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Sort Keys
Data may only be sequenced on the item/vendor performance analysis by the item key,
location key, vendor key and date received, so there is no Sequence-By submenu.
When you select Item/vendor Performance Analysis from the Purchasing Pro folder.
Range Fields
Define the range of item keys, location keys, vendor keys, and dates received which you
wish to include in this report.
Date Filter
Weight Performance By Receipt Quantity

Select whether you would like to weight the average lead time with the quantity received
or whether you would like to use an unweighted average of the lead times, regardless of
the order quantity.
If you choose to weight the lead times, the quantity of the items that were received are
taken into consideration, as opposed to just averaging the number of days it took to
receive the items. Thus, variance in lead times for large orders becomes more significant
than lead time variance for small orders of the same item.
Print Detail
Specify which kind of report you would like.
If you leave this checkbox unselected, the report will include the item key, location key,
and the average number of days late for each item reported.
If you select this checkbox, the report will include the same data as the summary version,
plus the item description and vendor key for each item.
Report Contents
The summary and detail versions of the Item/Vendor Performance Analysis report the
average difference between the request date and the date received from purchasing
history records for each item reported. To view a sample report, click the following link.

Open Order Report

The Open Order report allows you to view the status of every outstanding and partially
filled purchase order in your system (whether new and unprinted/unposted, changed,
open, or back ordered.)
Procedure
Use the following procedure to generate an Open Orders report:
Step Action
1 Select Open Order Report from the business desktop.

4 Select Process.

Open Orders Report window

The following is the Open Orders Report window:
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Open Order Report
Sorting of orders
You can sort the Open Orders report by selecting one of the following sort keys in the
Order by field:
• Order number
• Vendor key
• Order date
• Request date
• Cancel date
• Branch key
• Responsibility key
When you select Open Order Report from the Purchasing Pro folder, you will see an
Range Fields
Define the range of orders you wish to include in the report in terms of the sort key that
you chose from the Order By menu. The available choices will vary according to the
selection you have made in the Order By drop down box.
Include Based On Purchase Order Status

This field is used to qualify orders for the report based on their statuses (maintained in the
STATUS field of the Purchase Order Header (PUHDR) file).
• All orders will include all open orders, regardless of their type or status.
• Back orders are created for partially received items when you print and post receipts.
• Adjusted orders are either new or printed and posted orders which have been
adjusted through the Purchase Order Entry menu item.
• New orders are those with a status of NN or NP. Note that they may have been
printed and posted, and selected for receipt.
Print Vendor Address

Select this checkbox if you wish to include the vendor's address on the report.
Leave this checkbox unselected if you wish to omit the vendor's address from the report.
Print Order Line Detail

Select this checkbox if you would like to include the purchase order line item details on
the report. Line item details include the item key, description, location, requisition date,
quantity ordered, quantity remaining, cost, extended cost, account number, tax, and
requisition number.
Leave this checkbox unselected if you wish to omit line-item details from the report. A
total for each order reports, and report totals showing freight, discount available, discount
taken, order value, and total number of items listed.

Print Received Items

Select this checkbox to include fully received items on partially received orders in the
report. Leave this checkbox unselected if you do not want to report fully received items.
The checkbox will be unavailable unless you have also selected Print Order Line Detail
Checkboxes.
Suggested uses

Plan for future deliveries Request Date
Identify and follow up on overdue or soon to be Cancel Date
overdue deliveries to avoid being out of stock
on crucial items
Determine who is responsible for approving Responsibility Key
each purchase
Totals
This report provides totals for freight, discounts available and taken, order value, and the
number of orders reported at the end of the report.
Report Contents
The Open Order Report provides vendor data, order data, and optionally, line item data
from your outstanding purchase orders. The vendor data can include the vendor's
address, if you select that option. To view a sample Open Order report, click the following
link.
Overdue Order Report

The Overdue Order Report provides a listing of purchase orders which have not been
received. This report will help you to track down late or missing orders so you can prompt
your vendor to ship the ordered items.
Procedure
Use the following procedure to generate an Overdue Order report:
Step Action
1 Select Overdue Order Report from the business desktop.

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Overdue Order Report
Step Action
4 Select Process.

Overdue Order Report window

The following is the Overdue Order Report window:
Sort Keys
Data may be sequenced on the Overdue Order Report by three different sort-key
combinations. They are listed on the Order By menu as follows:
• Request Date / Item Key
• Order No. / Request Date
• Vendor Key / Request Date
When you select Overdue Order Report from the Purchasing Pro folder, you will see an
Range Fields
Enter the range of Request Dates and other keys to define the orders you wish to include
in the report. The names of these fields will reflect the sort keys that you chose from the
Order By menu.

Report Contents
The Overdue Order Report lists each order by the sort key you have chosen (either the
request date, order number or vendor key), plus the item description, location key, unit of
measure, quantity ordered, quantity received, quantity open, unit cost, extended cost,
accounts payable account number, and requisition number. To view a sample Overdue
Order report, click the following link.
Purchase History Report

The Purchase History Report gives you an overview of your buying trends for one or
more items. This allows you to view every past purchase of any item, including who you
bought it from, how much you bought, and how much you paid. This is all based on the
original purchase cost and does not reflect any accrued receipt costs.
Procedure
Use the following procedure to generate a Purchase History report:
Step Action
1 Select Purchase History Report from the business

desktop.
4 Select Process.

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Purchase History Report
Purchase History Report window

The following is the Purchase History Report window:
Sort Keys
Data may be sequenced on the Purchase History Report by three different sort-key
combinations. They are listed on the Sequence-By submenu as follows:
• Item Key / Vendor Key
When you select Purchase History Report from the Purchasing Pro folder, you will see an
Range Fields
Define the range of Vendors and Items that you would like to include in the report.
Date Filter
Print Detail
Reach the Print Detail option by clicking on the Format tab. Select this checkbox if you
would like to print detailed information about the item. This detailed information will
include purchase order numbers, the date the order was placed, and the date the order
was received.

Report Contents
The Summary Purchase History Report includes the item key and description.
The Detail Purchase History Report includes the same data as the summary version, plus
the purchase order number, purchase order date, quantity received, quantity unit of
measure, original unit cost, cost unit of measure, original extended amount, and date
received. To view a sample report, click the following link.
Requisition Report
Availability of the report

The Requisition Report is only available if you place a check mark in the Use Requisition
Numbers checkbox on the Entry tab in the Application Setup window.
Description
The Requisition report allows you to review purchase requisitions for a range of
requisition numbers, purchase order numbers, vendors, or request dates you define.
The Requisition report provides a tool for the internal audit of purchasing. It lists the
purchase order number, request date, and line item detail of each item requisitioned. The
quantity open (quantity remaining to be received) is also reported for each item so that
you can determine outstanding back orders at a glance.
Procedure
Use the following procedure to generate a Requisition report:
Step Action
1 Select Requisition Report from the business desktop.

4 Select Process.
5 Save the view, if desired.

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Requisition Report window
Requisition Report window

The following is the Requisition Report window:
Sorting of orders
You can sort the Requisition report by selecting one of the following sort keys in the
Order by field:
• Requisition Number/Request Date
• Order Number
• Vendor Key
Suggested uses

Ensure that all items on a particular requi- Requisition Number/
sition were correctly incorporated into Request Date
purchase orders.
Ensure that all line items on your outstand- Purchase Order Number/
ing purchase orders correspond to valid Requisition Number
requisitions.
Confirm that all items requisitioned from a Vendor Key/Requisition
particular vendor have been incorpo- Number
rated into purchase orders.

Totals
The report provides totals for quantity ordered, quantity received, quantity open, unit
cost, and extended cost for each order at the end of the report.
When you select Requisition Report from the Purchasing Pro folder, you will see an Order
By menu listing the sort-keys described above.
Range Fields
Define the range of requisition numbers, request date(s), order number(s) or vendor
key(s) that you wish to include in the report.
Report Contents
Included on the Requisition Report is the PO Number, Request Date, and line item detail
of each item requisitioned. The Open Qty (the remaining quantity to be received) is also
listed for each item so that you can quickly see which orders are still outstanding. To view
a sample Requisition report, click the following link.

This report is similar to the Item/Vendor Lead Time Analysis, except that it groups
averages by vendor key/all item keys rather than by item key/all vendor keys.
This report is useful for determining a vendor's lead time performance for all items
purchased.
Procedure
Use the following procedure to generate a Vendor/Item Lead Time Analysis report:
Step Action
1 Select Vendor/Item Lead Time Analysis Report from

the business desktop.
4 Select Process.

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Vendor/Item Lead Time Analysis Report window

The following is the Vendor/Item Lead Time Analysis Report window:
Sort Keys
Data can only be sequenced on the Vendor/Item Lead Time Analysis by item key, location
key, vendor key and date received, so there is no Sequence-By submenu.
When you select Vendor/Item Lead Time Analysis Report from the Purchasing Pro folder,
you will see an Order By menu listing the sort-keys described above.
Range Fields
Enter the range of vendor keys, dates received, item keys and location keys, to define the
items you wish to include in this report
Date Filter
Weight Lead Times By Receipt Qty

Select whether you would like to weight the lead time with the quantity received or
whether you would like to use an average of the lead times, regardless of the quantity
ordered. If you choose to weight the lead times, the amount of the items that were
received is taken into consideration, as opposed to just averaging the number of days it
took to receive the items. Thus, variance in lead times for large orders becomes more
significant than lead time variance for small orders of the same item.

Print Detail
Specify which kind of report you would like to print. If you leave this checkbox unselected
(for Summary), the report will list the average standard lead time (from Inventory Pro) for
all items supplied by each vendor and the average historical lead time, for all items
supplied by that vendor, and an overall percent variance. If you select this checkbox, the
report will list each item separately, with standard lead time and average historical lead
time for each item, and the percent variance.
Report Contents
The summary version of the Vendor/Item Lead Time Analysis includes the vendor name,
the standard and average historic lead times for all items purchased from this vendor, and
the percent lead-time variance.
The detail version of this report includes the vendor key, item key, location key, standard
lead time for each item, average historic lead-time for each item, and the lead-time
variance for each item reported.

This report is similar to the Item/Vendor Performance Analysis, except that it groups
averages by vendor key/all item keys rather than by item key/all vendor keys.
This report is useful for determining whether a vendor usually delivers orders early, on
time, or later than requested.
Procedure
Use the following procedure to generate a Vendor/Item Performance Analysis report:
Step Action
1 Select Vendor/Item Performance Analysis Report

from the business desktop.
4 Select Process.

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Vendor/Item Performance Analysis Report window

The following is the Vendor/Item Performance Analysis Report window:
Sort Keys
Data may only be sequenced on the Vendor/Item Performance Analysis by the item key,
location key, vendor key and date received, so there is no Select Order By menu.
When you select Vendor/Item Lead Time Analysis Report from the Purchasing Pro folder,
you will see an Order By menu listing the sort-keys described above.
Range Fields
Enter the range of vendor keys, dates received, item keys and location keys, to define the
items you wish to include in this report.
Date Filter
Weight Performance By Receipt Qty

Select whether you would like to weight the average lead time with the quantity received
or whether you would like to use an average of the lead times without regard to the order
quantities.
If you select this checkbox to weight the average lead times, the amount of the items that
were received is taken into consideration, as opposed to just averaging the number of
days it took to receive the items.
Print Detail
Select which kind of report you would like to print.

• If you leave this checkbox unselected, the report will include each vendor's average
days late for all of the items supplied by that vendor.
• If you select this checkbox, the report will include the average days late for each item
separately, plus the average days late for all the items supplied by that vendor.
Report Contents
The summary version of the Vendor/Item Performance Analysis provides the vendor's
name and the average number of days late for all items supplied by that vendor.
The detailed version of the report includes the vendor key, item key, location key and
average number of days late for each item reported. The vendor's name and average
number of days late for all of the items supplied by that vendor appears after the last item
supplied by that vendor.
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Branch File Listing
Listings
Introduction
File listings are designed to provide a view or printout of selected records from a specific
data file. This allows you to look for possible errors in data entry, view large amounts of
similar data at a glance, and possibly use the listings to establish better methods by which
data is entered and maintained in the Purchasing Pro application.
Note: File listings simply present the information that is stored in a data file. File
listings cannot perform calculations or summarize data like customized reports.
Use file listings to view or print raw data. If you need a summary, or some of your
Purchasing Pro data presented in a particular fashion, examine the previous
chapter of this manual, entitled Purchasing Pro Reports.
Branch File Listing

The Branch file listing reports a user-defined range of data records which have been
stored in the Branch (APBRANCH) file.
A branch is a receiving activity of your company, while an inventory location is a storage

activity of your company. Neither is limited to describing physical locations. You can
define as many branches as you need to separately track your receipts, even if they are all
received at the same address.
For example, you could enter a different “Attention” name on each branch, to identify the
branch to your receiving personnel.
Sort Keys
The Branch File Listing can be sequenced by either the branch key or the company name
(at that branch). This choice will appear on an Order By list when you select Branch from
the File Listings folder.
Enter branch keys or company names/branch keys to define the range of branch records
that you wish to include in the listing.
Listing Contents
Included in the listing are the branch key, company name, address 1, 2 and 3, city, state,
zip code, country, and “Attention” name.

Carrying Cost File Listing

The Carrying Cost file listing reports a user-defined range of data records which have
previously been entered in the Carrying Cost (PUCARRY) file.
This data is used by the Purchasing Pro Economic Order Quantity (EOQ) option (found
on the Purchasing Pro Utilities menu), and the Material Requirements Planning (MRP)
application to determine if it is more cost-effective to order items ahead of the dates
requested (in order to combine several small orders into a larger one).
This is done by weighing the cost to purchase and receive several small orders against the
carrying cost for an equivalent period of time.
Sort Keys
The Carrying Cost File Listing can only be sequenced by the inventory class key, so there
is no Order By list.
Enter inventory class keys to define the range of classes for which you wish to list the
carrying costs.
Listing Contents
Included in the listing are the inventory class key and annual carrying cost percentage.
Comments File Listing

The Comments File Listing reports a user-defined range of comment records which have
been stored in the Accounts Payable Comment (APCMNT) file. These are standard
comments which you can include on a purchase order by entering the comment key in the
Purchase Order Entry menu item.
Sort Keys
The Comments File Listings can only be sequenced by the comment key, so there is no
Order By list.
Enter the range of comment keys for which you wish to list the text of the comments.
Listing Contents
Included in the listing are the comment key and two lines of the comment text.
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Contract File Listing
Contract File Listing

The Contract file listing reports a user-defined range of data records which have
previously been entered in the Purchasing Pro Contract (PUCNTRCT) file. These records
define purchase agreements in effect between your company and its suppliers.
Sort Keys
The Contract File Listing can be sequenced by the item key and vendor key, or by the
vendor key and item key. This choice is presented on an Order By list that you will see
when you select Contract from the File Listings folder. Both of these data fields appear on

the parameter maintenance screen. The key that appears first will be the primary sort key.
Enter item keys and vendor keys to define the range of contract records that you wish to
include in the listing.
To print the contract notes, click the Options tab. Selecting Print Contract Notes will
produce a Listing containing the contract notes for each contract associated with each
primary sort key.
Listing Contents
Included in the listing are the vendor key, item key, contract number, whether the
commitment is in terms of cost or quantity, commitment amount, price quoted, contract
effective date, contract expiration date, and notes 1 and 2.
Lot Numbers File Listing

The Lot Numbers File Listing reports a user-defined range of data which has been stored
in the Purchasing Pro Lot Numbers (PULOT) file. Each record in this file represents a lot-
tracked item which has been assigned a lot number during the Select Orders for Receipt
menu item. When these items are received, the lot data will be transferred to the In-Stock
Lot Number (APSERIAL) file.
Sort Keys
The Lot Numbers File Listing can be sequenced by the purchase order. This choice is
presented on an Order By list, which will appear when you select Lot Numbers Listing.
Enter the range of purchase order numbers and line sequence numbers, or item keys and
location keys, to define the range of orders or items for which you wish to list lot number
data. Use the Lookup buttons next to the fields to make your selection.

Listing Contents
Included in the listing are the purchase order number, item key, location key, lot number,
bin number, SSCC, quantity received, strength factor, unit of measure, quarantine date,
expiration date, and original line sequence number.
Line Items History Listing

The Line Item File Listing reports a user-defined range of records which have been stored
in the Purchase Order Line Item (PULIN) file. This data has previously been entered on
Line Items sheet of the Purchase Order Entry menu item.
Sort Keys
The Line Item File Listing can only be sequenced by the order number. This choice will
appear on the Order By list.
Enter order numbers to define the range of purchase orders for which you wish to list the
line-item details. Use the Lookup buttons next to the fields to make your selection.
Listing Contents
Included in the listing are the purchase order number, item key, item description, location
key, request date, unit cost, cost unit of measure, cost factor, quantity ordered., quantity
unit of measure, quantity factor, quantity remaining., tax key, general ledger expense
account, requisition number., whether the item is lot tracked (yes or no), quantity
received, backorder quantity, date received, and lot number, bin number, and SSCC, when
applicable.
Purchase Order History File Listing

The Purchase Order History File Listing reports a user-defined range of closed or canceled
purchase order data records which have been stored in the Purchasing Pro Header
History (PUHDRH) file.
Sort Keys
The Purchase Order History File Listing can only be sequenced by the order number key.
Those choices will appear on an Order By list when you select the Purchase Order History
Listing.
Enter range of purchase order history records that you wish to include in the listing.
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Q/C Lot Number Results File Listing
Listing Contents
Included in the listing are the purchase order number, vendor key, ship key, branch key,
vendor class key, invoice number, responsibility key, order date, apply to, terms, discount,
discount date, discount taken, cash account number, and freight amount.
Q/C Lot Number Results File Listing

The Quality Control (Q/C) Lot Number Results File Listing reports a user-defined range
of records which have previously been entered in the Purchasing Pro Q/C Test Results
(PUQCR) file.
Sort Keys
The Q/C Lot Number Results File Listing can only be sequenced by purchase order
number.
The range of orders or items for which you wish to list Q/C test results can be defined by
purchase orders, lot numbers, or a combination of both. Use the Lookup buttons next to
the fields to make your selection.
Listing Contents
Included in the listing are the purchase order number, lot number, bin number, SSCC,
sequence number, item key, Q/C test description, target type, original line sequence
number, alphanumeric target value, numeric range low, numeric target value, numeric
range high, result type, alphanumeric result value, numeric result value, date tested, time
tested, test status, and tested by.
Recurring Cycle File Listing

The Recurring Cycle file listing reports a user-defined range of records which have been
entered in the Recurring Cycle (APRECUR) file.
Sort Keys
The Recurring Cycle File Listing can only be sequenced by the Recur key, so there is no
Order By list.
Enter the range of recur keys that you wish to include in the listing.
Listing Contents
Included in the listing are the recur key, description, cycle type, cycle days, cancel date,
whether the balance is being tracked (yes or no), and the monetary balance being tracked.

Responsibility File Listing

The Responsibility file listing reports a user-defined range of records which have been
entered in the Accounts Payable Responsibility (APRSPB) file.
Sort Keys
The Responsibility File Listing can only be sequenced by the responsibility key, so there is
no Order By list.
Enter responsibility keys to define the range of descriptions you wish to include in the
listing.
Listing Contents
Included in the listing are the responsibility key and description.
Vendor File Listing

The Vendor File Listing reports a user-defined range of vendor records which have been
entered in the Accounts Payable Vendor (APVEND) file.
Sort Keys
The Vendor File Listings can only be sequenced by vendor key.
Enter vendor keys (or vendor names) to define the range of vendors that you wish to
include in the listing.
Listing Contents
Included in the listing are the vendor key, vendor name, address 1, 2 and 3, city, state, zip
code, country, “Attention” name, telephone numbers 1 and 2, extension numbers, contact
name, tax identification number, Telex/TWX number, FAX number, vendor account
number, back orders o.k. (yes or no), alternate vendor key, credit limit, generate 1099 (yes
or no), expense account, terms key, FOB key, ship-via key, vendor class key, location key,
branch key and comment key.
Vendor Class File Listing

The Vendor Class File Listing reports a user-defined range of vendor class descriptions
which have previously been entered in the Accounts Payable Vendor Class (APCLASS)
file.
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Vendor Item File Listing
Sort Keys
The Vendor Class File Listing can only be sequenced by the class key.
Enter vendor class keys to define the range of vendor classes that you wish to include in
the listing.
Listing Contents
Included in the listing are the class key, description, and general ledger account numbers
for cash, A/P liability, freight, discount, variance, accrued, foreign currency key, realized,
inventory variance (I/V) clear, and foreign currency (F/C) rate override.
Vendor Item File Listing

The Vendor Item file listing reports a user-defined range of data records which have
previously been entered in the Vendor Item (PUITMVND) file.
Sort Keys
The Vendor Item File Listing can be sequenced by two different sort-key combinations.
They are displayed on the Order By list as follows:
• Item Key / Loc
Enter the range of the sort keys you chose from the Order By list, to define the item/
vendor combinations for which you wish to list vendors and vendor item keys. The
available choices will vary according to the selection you have made in the Order By drop
down box.
Listing Contents
Included in the listing are the vendor key, item key, location key, vendor key, contact
name, contact phone number, comments, vendor item key, and lead time.
Vendor/Lead Time/Quote File Listing

The Vendor/Lead Time/Quote file listing reports a user-defined range of data records
which have previously been entered in the Vendor/Lead Time/Quote (PUITMVND) file.
Sort Keys
The Vendor/Lead Time/Quote File Listing can only be sequenced by Item/Location/
Vendor.

Enter the range of keys to define the item/location/vendor range for which you wish to list
price quotations and lead times.
Listing Contents
Included in the listing are the vendor key, item key, location key, lead time (days), offer
expiration date, minimum order quantity, minimum order price, second through fifth
price-break quantity, second through fifth break price, and notes 1 and 2.
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Chapter 9:
Utilities
Introduction
This chapter describes the Purchasing Pro Utilities. These utilities include two powerful
tools for analyzing and updating your standard and quoted Item/Vendor lead times, by
comparing them to the actual delivery times from your purchasing history files.
When you update your vendor-quoted lead times, you can set up a record, automatically,
for any item/vendor combination in your purchasing history data, complete with average
delivery time.
Other utilities allow you to automatically adjust the optimum order quantities and re-
order points (minimum inventory) for all of your inventory items, based on historical
demand, and purge purchasing history records, expired contracts, and expired price
quotations.
In this chapter
Topic Page
Item Lead Time Utility 175
Vendor/Item Lead Time Utility 177
E.O.Q. / R.O.P. Utility 180
Purge Expired Contract 183
Purge Expired Price Breaks 184
Item Lead Time Utility

This utility is used to calculate and update the Inventory Pro - Item Master (INMAST)
file's Lead Time field, based on the average number of days from the order date to the
actual delivery date, from your purchasing history files. You can (optionally) weight the
average according to the quantity of the items on each order.
A report is generated, showing the item key, location key, old lead time, new lead time
based on historical data, and a percent adjustment. This utility is useful if you want your
standard lead times in inventory to represent actual practice, rather than estimated lead
times or those quoted by your vendors.
You can view or print the report without actually performing the file update. This report
will be useful if you want to copy the average historical lead times to your Vendor Item
Number (APSUPPLR) file, which must have lead times entered manually. Updating the
lead times in that file is explained in a following section of this chapter entitled E.O.Q./
R.O.P. Utility.

Procedure
Use the following procedure to use the Item Lead Time Utility:
Step Action
1 Select from Item Lead Time Utility the business desk-

top.
4 Select Process.

Item Lead Time Utility window

The following is the Item Lead Time Utility window:
Parameters can be defined to report all or a range of item keys, vendor keys, and dates
received. The average lead times may be weighted by the quantities of the item, if desired.
Range Fields
Enter the range of item keys, vendor keys, and dates received to define the item master
records that you wish to include in the update. Use the Lookup buttons next to the fields
Note: The keys you enter here will define the range of items and locations that the
Item Lead Time Utility will update.
176 Sage PFW

Include Based on Vendor Status
This list box allows you to include/exclude vendors based on their status. You can control
the status of vendors you want to use for analysis since you may want to exclude analysis
of vendors with a status other than Active (because you can no longer purchase from that
vendor).
Weight Lead Times By Qty Received

Select this checkbox if you would like to weight the lead time relative to the quantities
received, or leave this checkbox unselected if you would like to calculate the average lead
times without regard to the quantity of the orders.
If you Select this checkbox to weight the lead times, the quantity of the items that were
received are taken into consideration, as opposed to just averaging the number of days it
took to receive the items. This means that orders with larger quantities of an item will
have a greater impact on the calculation of average lead times than orders for smaller
quantities of that item. Refer to Chapter 7 of this manual, in the section entitled Item/
Vendor Lead Time Analysis, for an explanation of the calculations used to weight the
averages.
Update Item Master

Leave this checkbox unselected to create a report without altering the data files, or select
this checkbox to update the LEAD TIME fields in the Inventory Pro Item Master
(INMAST) file.
Report Contents
The Update Item Lead Times Report lists the item key, location key, old lead time, new
lead time, and the adjustment percentage. To view a sample report, click the following
link.

This utility is used to update the Vendor/Lead Time/Quote (PUITMVND) file's Lead Time
field, based on purchasing history.
This utility is different than the Item Lead Time Utility, which was described in the
previous section. That utility updates the standard, or estimated lead times which you
have entered in the Item Master (INMAST) file through Inventory Pro Item Entry menu
item.
This utility updates the lead times for items from specific vendors, which are stored in
Purchasing Pro's Vendor/Lead Time/Quote (PUITMVND) file. This utility allows you to
update a vendor's lead times to reflect the average lead times for an item, based on actual
delivery times from your purchasing history data. This information will be very useful
when you need to select the vendor who can deliver a critical item in the shortest period
of time.

Note: Records are not created for vendors with a status other than Active, regard-
less of the setting of the Create New Records checkbox on the Options tab. How-
ever, records that currently exist are updated because they will expire.
You can also use this utility to set up a record for any range of vendor/item combinations,
based on your purchasing history data, complete with average lead times.
You can configure the Purchasing Pro to automatically calculate and fill-in the Date
Requested field for each item that you enter, based on the vendor's lead time stored in the
PUITMVND file. This utility can be enabled through the Purchasing Pro Application
Setup menu item.
Note: After you run this utility, the lead times used to fill in these dates will be
based on historical data, and are likely to be more accurate.
Procedure
Use the following procedure to use the Vendor/Item Lead Time Utility:
Step Action
1 Select from Vendor/Item Lead Time Utility the busi-

ness desktop.
4 Select Process.

178 Sage PFW

Vendor/Item Lead Time Utility window

The following is the Vendor/Item Lead Time Utility window:
When you select this utility from the folder, you can use the following fields to control the
utility.
Range Fields
Enter the range of vendor keys, a date(s) received to define the vendor/item combinations
for which you wish to update the lead times.
Item/location Filter
To filter the range of item keys and locations keys, click on tab 2, the Item/Location Filter.
To filter for item or locations, enter the range you wish to filter for in the range fields.
Weight Lead Times By Receipt Quantity

Select this checkbox if you would like to weight the lead time relative to the quantities
received, or leave this checkbox unselected if you would like to calculate the average lead
times without regard to the quantity of the orders.
If you Select this checkbox to weight the lead times, the quantity of the items that were
received are taken into consideration, as opposed to just averaging the number of days it
took to receive the items. This means that orders with larger quantities of an item will
have a greater impact on the calculation of average lead times than orders for smaller
quantities of that item. Refer to Item/Vendor Lead Time Analysis Report on page 148, in
the section entitled Item/Vendor Lead Time Analysis, for an explanation of the
calculations used to weight the averages.
Update Item/vendor
Select this checkbox if you would like to update the relevant data files with the results, or
leave this checkbox unselected if you would like to just report the results without
updating the data files.

Create New Records If Necessary

Select this checkbox if you would like to create new Vendor/Lead Time/Quote records in
the PUITMVND file if the record does not already exist.
You can use this option to create Approved Vendor look-ups,” which can be viewed on
Purchase Order Entry Line Items tab. The Approved Vendor Key(s) and lead time(s) for
an item will be displayed when you press the Approved Vendors button.
Even if you do not have price quotes from the vendor, you can setup a record with up-to-
date lead times will provide useful information when you are choosing a vendor for a
particular item.
Report Contents
The Vendor/Item Lead Time Report includes the vendor key, item key, location key and
old lead time from the PUITMVND file, standard lead time from the Item Master
(INMAST) file, and the new lead time saved to the PUITMVND file.
E.O.Q. / R.O.P. Utility

Economic Order Quantity (E.O.Q.) is the quantity of an item that should be ordered each
time it is necessary to replenish your supply of a particular inventory item.
Re-Order Point (R.O.P.) is the on-hand inventory level at which a purchase order should
be issued.
The R.O.P./E.O.Q. utility provides a valuable report which defines optimum order
quantities and re-order points. This utility may also be used to update your Inventory Pro
Item Location (INLOC) file's REORDER QUANTITY (E.O.Q.) and MINIMUM
QUANTITY (R.O.P.) fields for each of your inventory items.
• Parameters may be defined to include all or a range of item keys, vendor keys and
location keys.
• You have the option to update the INLOC REORDER QUANTITY (E.O.Q.) field, the
INLOC MINIMUM QUANTITY (R.O.P.) field, or both, or neither (which provides the
report only).
• You may base carrying costs on the INLOC base price or the average, last, or standard
costs.
• Finally, you may specify the minimum number of days which constitute sufficient
production history to determine annual demand. For example, you may instruct Pur-
chasing Pro to ignore items which have been used in production for less than 90 days,
for E.O.Q. and R.O.P. calculations.
180 Sage PFW

E.O.Q. / R.O.P. Utility
Note: The R.O.P. calculation is based on the lead times you have entered for each
item in the Vendor Item File Maintenance menu item. This data is stored in the
Vendor Item Number (APSUPPLR) file, which is not updated by the utility
options. You should manually update the lead times in this file before you run the
E.O.Q./R.O.P. utility.
You can run the Item Vendor Lead Time utility, without updating the INMAST file, and
print the report. Then, you can read the average historical lead times from the report and
enter them in the Vendor Item File Maintenance menu item.
Understanding E.O.Q. logic

The way the E.O.Q. is calculate is by comparing the cost of carrying (storing) items in
advance of their requirement, to the cost of issuing and receiving orders that is saved by
combining several small orders into one large one.
The fixed cost to issue and receive an order (that you entered in Application Setup) is
compared to the carrying cost from the Carrying Cost (PUCARRY) file, and the annual
demand from the Production Transaction History (PNTRANH) file, to determine the
optimum order quantity for every item in your inventory.
R.O.P. is calculated by combining the INMAST lead time with the demand to calculate the
optimum re-order point (minimum inventory level).
Procedure
Use the following procedure to use the EOQ/ROP Utility:
Step Action
1 Select from EOQ/ROP Utility the business desktop.

4 Select Process.


EOQ/ROP Utility window

The following is the EOQ/ROP Utility window:
utility.
Range Fields
Enter the range of item keys and location keys to define the items you would like to
include in the update.
Update Inloc Reorder Quantity

Specify whether or not you would like the E.O.Q. / R.O.P. Utility to enter the Inventory
Pro Item Location (INLOC) file's REORDER Quantity field with the E.O.Q. value it
calculates here.
Update Inloc Minimum Qty

Specify whether or not you would like the E.O.Q. / R.O.P. Utility to enter the Inventory
Pro Item Location (INLOC) file's Minimum Quantity field with the R.O.P. value it
calculates here.
Base Carrying Cost On

Select which cost field, Base Price, Standard, Average, or Last, you would like to use when
it calculates the carrying cost.
Item Types
Select which type of item that you would like to include in this update, or leave this field
blank to include all types. This field is used to restrict the types of items that will be
adjusted. Item types are as follows: Raw Materials, Finished Goods, Containers,
Miscellaneous Items, or All.
Minimum Days To Base Annual Demand

Specify the minimum number of days that an item must have been used in production to
use the production history records to determine the annual demand. For example, you
might wish to ignore any item's R.O.P. which has not been used in production for at least
30 days.
182 Sage PFW

Purge Expired Contract
Report Contents
The report includes the item key and description, location key, annual demand, carrying
cost percentage, average historical unit cost, original inventory order point (minimum
inventory), revised re-order point, original Inventory re-order quantity and revised
E.O.Q.
Purge Expired Contract

This utility allows you to identify those contracts (vendor purchase agreements) which
have expired so that you can eliminate them from the Purchasing Pro Contract
(PUCNTRCT) data file. The selected records will be permanently deleted from the file.
Note: Back up your data files before running this utility. Data which has been
purged cannot be recovered.
Procedure
Use the following procedure to use the Purge Expired Contracts:
Step Action
1 Select from Purge Expired Contracts the business

desktop.
4 Select Process.


Purge Expired Contracts window

The following is the Purge Expired Contracts window:
utility.
Range Fields
Enter the range of vendor keys and item keys to define the contracts that you would like
to include in the purge.
Contract Expiration Date

Enter the expiration date through which you wish to purge contract records. Contracts
which have expiration dates on or before that date will be purged.
Report Contents
The Purged Contract Prices Recap lists the vendor key, item key, item description,
contract number, and expiration date for each record that was purged.
Purge Expired Price Breaks

The Purge Expired Price Breaks Utility allows you to purge vendor price quotations
which have expired from the Purchasing Pro Vendor/Lead Time/Quote (PUITMVND)
data file. The selected records will be permanently deleted from the file.
Note: Back up your data files before running this utility. Data which has been
purged cannot be recovered.
184 Sage PFW

Purge Expired Price Breaks
You may not want to purge the records from your PUITMVND file, if you use the option
to list your vendors who are approved to supply certain items, or if you chose the
Application Setup menu item to enter the request date for you on the Line Items tab of the
Purchase Order Entry menu item, based on the lead times from this file.
However, if you do wish to purge these records when the file has grown large with price
breaks that are out-of-date, you can re-build the file, and update the lead times, based on
your purchasing history files. This is done using the Vendor/ Item Lead Time Utility.
Procedure
Use the following procedure to use the Purge Expired Price Breaks:
Step Action
1 Select from Purge Expired Price Breaks the business

desktop.
4 Select Process.
Purge Expired Price Breaks window

The following is the Purge Expired Price Breaks window:
utility.

Range Fields
Enter the range of vendor keys, item keys and location keys to define the price quotes that
you would like to include in the purge.
Price Expiration Date

Enter the date up to and including which you wish to purge price quote records with
expiration dates within that date range. Press <Enter> to default the current processing
date.
Report Contents
The Purged Price Breaks Recap lists the vendor key, item key, item description, location
key, and expiration date for each expired vendor quote that was purged.
186 Sage PFW

Appendix A:
Purchasing Pro Data

Purchasing Pro Data Files
Appendix A:
Introduction
This section provides important additional information about the data files compatible
with the Purchasing Pro application and the transaction files created or accessed during
various Purchasing Pro processing options.
This section provides descriptions of the Purchasing Pro data files. Since the Purchasing
Pro works in conjunction with the Accounts Payable (A/P) application, many of the data
files are shared.
In this chapter
Topic Page
Data File List and Descriptions 187
Data File List and Descriptions
List
The following table lists the data files that comprise the Purchase Order database:
File Name &

Contents
Definition
APBRANCH This file is used to define different divisions or profit centers
A/P Branch within your company. You can then accurately track sepa-
rate purchases for each branch.
You may choose to default the shipping address from the
Branch file and ship an order directly to the branch that orig-
inated the order.
APCMNT This file is an optional file which you can use to print remarks
A/P Comments and comments on your purchase order.
You can assign a default comment key to the vendor record
so that a particular comment will automatically be printed
on the purchase order when materials are ordered from that
vendor. You can always override the comment key when
you enter a purchase order.
Possible uses for the comment key would be: reminders to
your receiving personnel, hazardous material warnings, sea-
sonal notes, etc.

File Name &
Contents
Definition
APONE A number of the Purchasing Pro Application Setup options
A/P Configuration are stored in the Accounts Payable Configuration (APONE)
file file, such as defining the information to be printed on your
purchase orders, and whether you prefer the direct or indi-
rect method of posting payable for receipt of purchased
items. The automatic document numbering data is also
maintained in this file.
APDEFLTS This file contains default information which you set up once
A/P Defaults and then apply to purchase orders by selecting a key. You
can also enter the keys in your vendor file, so that when you
select that vendor to enter a PO, the default keys will fill in
several of the purchase-order data fields for you. You can
change the default selection for a particular order, when
necessary. Purchasing Pro defaults include the following
data:
Terms - These are the arrangements for payment for items
that you purchase. Standard terms include 2% 10 days, Net
30, which means that if you pay within 10 days of the invoice
date, you will receive a two percent discount; otherwise the
net amount is due within 30 days.
FOB - Free-On-Board is the terms you specify on your pur-
chase order defining where title to the purchased items
transfers, and who is liable for any loss during transportation.
Ship-Via - This data defines the shipping methods or the spe-
cific carriers that you specify on your purchase orders.
APRECUR This file allows you to automatically generate a purchase
A/P Recurring Cycle order at specified intervals. This eliminates the need to con-
File tinually enter the same purchase order time after time.
You have a selection of five pre-defined intervals in which a
purchase order may occur. A recurring record defines the
cycle in which the purchase order will recur, the cancella-
tion date of the recurrence, and the option to track the pur-
chase order balance.
APRSBP This file is an optional file that you can use to define a record
A/P for each person or department which has the authority to
Responsibility File enter purchase orders. The
responsibility key may be entered during the
Purchase Order Entry menu item.
APTAX This file contains a record of the key, description, and gen-
A/P Tax Description eral ledger (G/L) account number to which tax amounts
File entered on Purchase Order Entry Screen 2 are to be posted.
This file is only used if you are integrated with A/P applica-
tion.
APVEND This file contains all of your vendor information, including the
A/P Vendor File vendor key, name, address, city, state, zip, country, branch,
and default information which will be entered automatically
during the Purchase Order Entry menu item. Default data
can include FOB terms, ship-via, location, terms of sale, com-
ment, vendor class, and expense account number.
188 Sage PFW

File Name &

Contents
Purchasing Pro Data

Definition
Appendix A:
APCLASS This file contains a record for each class of vendors you have
A/P Vendor Class defined. Each APCLASS record specifies the general ledger
File (G/L) account numbers to which cash, freight, and vari-
ances will be posted.
Note: The A/P Discounts Taken, Accrued I/V, Real-

ized Gain/Loss, and I/V Clearing accounts are not
used at this time.
APSUPPLR This file contains vendor item numbers, which can (option-
A/P Vendor Item ally) be printed on your purchase orders, on the line below
Number your item key and description. This file also includes vendor
contact data and lead time for delivery of the item. The lead
time is used by the Economic Order Quantity / Re-Order
Point (E.O.Q./R.O.P.) utility to calculate the optimum order
quantity based on historical demand.
ARCUST If you have the Order Entry application, you may choose to
A/R Customer and default the shipping address from either the Accounts
Ship-To Files Receivable Customer (ARCUST) file or the Accounts Receiv-
able Ship-To (ARSHIP) file, when you drop ship goods directly
from a vendor to your customer.
PUCARRY This file is used by the Economic Order Quantity (E.O.Q.) Util-
Carrying Cost File ity to store inventory carrying costs by item class. The values
you enter in this file represent the percentage of an item's
cost to store the item in inventory for one year. The carrying
cost may be based on the base price or the average, last, or
standard cost. If you do not plan on using the E.O.Q. Utility,
you will not need to enter carrying costs.
PUONE This file is set up for you when you install Purchasing Pro; how-
Purchasing Configu- ever, you may change the settings as required to meet your
ration File company's requirements. This file is where you enter your
company name and address for printing on purchase
orders, as well as options for requiring Q/C test results before
receiving, whether memos should be printed on POs, and
some important features which allow you to be notified you
when vendor contracts or price quotes are available for an
item you have selected during purchase order entry.
You can also set options in this file to fill-in the Order Quantity
field, automatically, when you enter an item during pur-
chase order entry, using the value from the Order Quantity
field in Inventory Pro, as well as fill-in the Date Requested field
based on the lead time from the Vendor/Item/ Quotes file,
or, if not available there, from the standard lead time you
have entered in the Inventory Pro Item Master (INMAST) file.
PUCNTRCT This file is used by Purchasing Pro to track contract prices that
Contract you have set up with your vendors. Contracts may be based
Pricing File on either total cost or quantity to be purchased within a
given time frame at a specified cost. Contract pricing infor-
mation can be viewed during the Purchase Order Entry by
using a hot key on Purchase Order Entry Screen 2.
You must enter quantities and costs in the item's base inven-
tory unit of measure (i.e., always weight for raw materials).
This value is converted to your unit of choice when viewing
the information on Purchase Order Entry Screen 2.

File Name &
Contents
Definition
PUHDR This file contains details entered on Screen 1 of the Purchase
Purchase Order Order Entry. The header details of an order remain in this file
Header File until the order is purged through the Purge Completed
Orders. Most of the data in this file consists of vendor details
which are retrieved from the A/P data files during the Pur-
chase Order Entry. Header details of a purchase order
remain in this file until the order is purged.
PULIN This file contains line item details entered on Purchase Order
Purchase Order Line Entry Screen 2. Line item information is transferred to the Pur-
Item File chasing Pro Line Item History file (PULINH) when receipt of the
item(s) is posted. Line item details of the purchase order
remain in this file until the order is purged
PUPARAMS This file contains a data record for each set of parameters
Purchasing Pro that have been saved. A parameter record defines a partic-
Parameters File ular report or file listing.
PUQCR This file contains quality control test results, and test status.
Quality Control Test When Q/C test requirements have been attached to an
Results File item (in Inventory Pro), you must enter the Q/C test results
when you select purchase orders for receipt. After purchase
orders are received and posted, this information is moved to
the Inventory Pro Q/C Test Results (INQCR) file. In the Pur-
chasing Pro Application Setup, you can configure Purchas-
ing Pro to require that Q/C test results must be entered
before an item can be received.
PUITMVND This file has three possible uses in the Purchasing Pro applica-
Vendor/Lead Time/ tion:
Quote File •You can use this file to track approved vendors for
every item you purchase. You can enter your vendor/
item data manually, or you can have the file set up,
automatically, from your purchasing history records,
using the Purchasing Pro utility (you should have at least
six months purchasing history to use this option). Pur-
chase Order Entry Screen 2 offers an Approved Ven-
dors zoom window that will display a list of all your
approved vendors for any item you enter on that
screen.
•You can use this file to track item lead times by ven-
dor. Since there is potentially one record in the file for
every item/vendor combination possible, vendors can
have their own lead times tracked by item key. Also,
you can use the Vendor/Item Lead Time Utility to
update your lead times in this file, based on your pur-
chasing history data. You can also configure the Pur-
chasing Pro application to automatically calculate
and fill-in the Date Requested field on Purchase Order
Entry Screen 2, based on the lead-time information.
•You can use this file to track quoted price breaks by
item and by vendor. You can enter up to five separate
quantities and their respective prices along with an
expiration date for each item/vendor combination. This
information is available via a hot key on Purchase
Order Entry Screen 2.
190 Sage PFW

Multi-Currency Manager file usage
Purchasing Pro Data

If you are using Multi-Currency Manager to conduct business in multiple currencies, the
Appendix A:
Currency Master (FEMAST), the Exchange Rate (FERATE), and Options (FEONE) files are
accessed whenever a currency conversion is necessary, either during processing or report
generation.

192 Sage PFW
Index
Numerics Automatic Back Orders, 3

Automatic Numbering file, 128
Automatic tax calculation, 92
1099-MISC form modifying amounts, 99
generating, 57
B
A
Back orders
Accounts Payable cancelling, 114
interface, 15 generating, 14, 113
setting up files, 21 manually creating, 114
Accounts Payable Account Number, 48 preventing, 114
Accrue Receipts checkbox, 35 recurring purchase orders, 82
Accrued Accounts Payable Account Number, 48 Bank statement
Accrued Inventory Account Number, 49 reconciling, 27
Accrued Receipts, 2, 137 Blanket Orders, 4
Accrued receipts posting Blanket orders
changing voucher information, 112 setting up, 12, 83
correcting and changing information, 24 tracking, 84
data flow, 24 Branch Key, 51
description, 24 Break 1 - 4 Price, 60
files updated, 24 Break 1 - 4 Quantity, 60
Accrued Receipts Report, 137 Buy/sell rate, 27, 28
Accrued receipts voucher, 24
Action tab, 106
Address 1-3, 51
C
Index
Address Line 1-2, 38
Address Line 1-3, 55
Address tab, 75, 111 Cancelled purchase orders
Adjust Transaction window, 112 history of, 101
Adjusting unit cost, 13 purging, 101, 131, 144
Allow Adjustment of Fully Received Orders field, 31 regenerating, 101
Allow Drop Shipments field, 33 Cash accounts
Allow Override of Voucher Number checkbox, 35 buy/sell rate differences, 28
Allow Receipt During Entry checkbox, 31, 115 Check Amount field, 98, 99
See also Receipts tab Check Date field, 98, 99
Allow Receipt of More Than Remaining field, 33 Check Number field, 98, 99
Allow Receipt Of Orders Past Cancel Date field, 34 City, 51, 55
Allow Receipt of Orders With Status Of fields, 33 Comment Key setup, 83
Allow Receipt Of Selected Orders field, 34 Comment Line 1 - 2, 65
Alternate Unit of Measure Button, 89 Comment Line 1-2, 67
Annual Carrying Cost Percentage, 72 Comment window, 25
Application Interface, 35 Comments
Application Setup window entering, 83
choosing options, 31–??, 38–?? Comments Key, 67, 69
completing, 31, 37 Commitment Amount, 62
description, 30 Company Name, 38, 51
tabs, 30 Computer-Assisted Purchase Order Processing, 2
Attention, 52, 56 Computer-Automated Functions, 3
Attention Phone Number, 56 Contact, 56

D-H
Contact Person, 64 E
Contact Phone Number, 56, 64
Contract, 88
Contract Number, 62 Economic Order Quantity and Reorder Point Utility, 4
Contract Report, 140 Effective Date, 63
Conversion factors Enable Post in Quick Print, 31
modifying, 118 Entering Lot/Bin/SSCC Numbers, 117
Converting Units of Measure, 3 Exchange rates, 27
Cost Or Quantity Commitment, 62 Expanded Lot Tracking, 3
Cost Rounding Factor, 50 Expected Delivery report
Cost, Quality, and Vendor Performance, 3 description, 142
Country, 52, 56 generating, 142
Credit, 57 sorting, 143
Credit tab, 76, 111 suggested uses, 143
Currency Key, 49 totals, 143
Expected Delivery Report window, 143
Expense Account Number, 56
Expiration Date, 63
D
Extension Override button, 89
Days to Calculate Cancel Date field, 32

Decimal Places, 36 F
Default 1099 Box Number, 57
Default ship via key, 45
Defaults sheet, 88 Fax Number, 56
Deposits Feature Overview, 2
double posting, 12, 81 Fill Line Item Date Requested, 32
entering, 12, 80 Fill Order Qty With Reorder Qty, 32
files updated, 80 Financial Integration, 5
posting, 80 Finding historical information, 78
Description of Auto Number Setup Options, 39 FOB Description, 44
Description of Branch Options, 51 FOB Key, 44
Description of Carrying Cost Options, 71 FOB key on purchase orders, 44
Description of Contract Options, 62 Freight Account Number, 48
Description of Recurring Cycle Options, 69 Freight charges
Description of Responsibility Options, 66, 67 entering, 85
Description of Selected Vendor Fields, 53 entering as line items, 85
Description of Ship Via Options, 46 modifying, 85
Description of Terms Options, 42, 44 Fully received purchase orders
Description of Vendor Class Options, 48, 59 deleting, 100
Description of Vendor Item Options, 64
Direct receipts posting
correcting and changing information, 24 G
description, 23
effect on standard costing, 23 Gains/Losses, 50
entering voucher information, 112 General Ledger
files updated, 23 account numbers used, 50
Discount Percentage, 43 interface, 18
Discounts Account Number, 48 setting up files, 21
Distribution tab, 106 setting up for posting, 27
Drop Ship Address field, 33
Drop Shipments, 3
Drop shipments H
default address, 33
entering, 79
setting up, 33 Hold status, 57
Home currency, 27
194 Sage PFW

I-P
How Automatic Numbering Works, 40 Lot Tracking, 5

How Many Vendor Classes to Define, 46
How to Enter Lot/Bin/SSCC Numbers, 117
M
I
Minimum Order Quantity, 60
Misc tab, 75, 111
Interface MRP - Cost To Place An Order, 36
Accounts Payable, 15 Multi-Currency Manager
General Ledger, 18 cash account currency key, 27
Inventory, 16 cash held in, 27
Inventory entering amounts, 27
interface, 16 setting up files, 21
setting up files, 21 Multi-currency Rate Override, 49
Inventory Class Key, 71
Inventory Clearing Account Number, 49
Inventory Commitment report N
generating, 145
purging cancelled orders, 144
sorting, 160 Natural currency, 27
suggested uses, 147 entering vendor’s, 50
Inventory Commitment Report window, 145 Next Purchase Order Number, 39
Inventory Committment Report, 144 Next Voucher And Debit Memo Number, 39
Inventory Interface window Non-inventory line items
choosing options, 41–?? entering, 91
Inventory line items Notes 1 - 2, 60
deleting, 94 Notify If Contract Available, 32
entering, 90 Notify If Qty Pricing Available, 33
Item Key, 59, 62, 64 Number Of Days In Discount Period, 43
Item Lead Time Utility, 4, 175 Number Of Days Until Payment Is Due, 43
Number Of Item Description Lines, 41
Index
L
O
Lead Time, 65
Lead Time (Days), 60 Offer Expiration, 60
Line item types, 90 One Time Vendor Key, 38
Line items One-time vendors, 85
adding, 115 Open Purchase Orders report
comments, 93 description, 154
Defaults sheet, 88 generating, 151, 154
deleting, 94 sorting, 155
entering, 87 suggested uses, 156
entering taxes, 91, 92 totals, 156
inventory, 90 Open Purchase Orders Report window, 154
line item types, 90 Order Date field
Line Items tab, 88 Purchase Order Entry window, 98
lot numbers, 117 Purge Purchase Orders window, 131, 134
non-inventory, 91 Override Rounding Factor, 49
Requisition Number tab, 88
Line Items tab
description, 76, 88, 111 P
Description field, 93
modifying receipts, 115 Parameters tab, 105, 124
Location Key, 60, 64 Partially received orders

Q-R
See also Back orders reprinting, 107

Post Orders Immediately After Print checkbox, 108 taxes, 91, 92
Posting purchase orders, 108 Purchase tab, 75, 115
changing check information, 99 Purge Purchase Orders window, 130
deposits, 80 Purged Orders Recap report, 131, 134
recurring, 81 Purging purchase orders, 130
Posting receipts, 126 cancelled orders, 131
determining posting methods, 23–24
Posting the printed document, 86
Preferred Vendor Rank, 64 Q
Prepayment tab, 75
Price, 60
Price Quoted, 62 Qty Rcvd field, 113
Print and Post Purchase Order Receipts windows, 124 Quality Control, 5
Print Company Name checkbox, 34 Quick print
Print Fully Received Items checkbox, 34 posting, 31
Print Header Memos, 34 using, 31
Print Line Item Memos, 35
Print Vendor Item Number checkbox, 34
Print Vendor Notes, 35 R
Printing and posting receipts, 14, ??–126
Printing Labels, 114 Realized Gain/loss Account, 49
Prompt for Reprint checkbox, 107 Recalculate the Unit Cost button, 89
Purchase Order Entry window Receipt tab, 111
defaults, 76 Receipts
description, 75 adding line items, 115
tabs, 75 back orders, 14, 113
templates, 76 cost differences, 113
Purchase Order Filter tab, 106 entering, 112
Purchase Order Form Type field, 35 entering quantity received, 113
Purchase Order Receipt Entry window in purchase order entry, 78, 115
description, 110 modifying, 115
templates, 111 posting, 126
Purchase order status posting to Accounts Payable, 13
assigning for the first time, 21 printing and posting, 14, 125
changing, 98 processing, ??–116
description, 21 processing options, 13
effect of posting on, 108 receiving an item not ordered, 113
Purchase orders selecting purchase orders, 112
blanket orders, 83 ticket numbers, 14
cancelling, 100, 101 Receipts tab
comments, 83 Reconciling accounts
deleting, 100 using the bank statement, 27
deposits, 80 Recur cycle
entering, 77 setting up a cancel date, 70
freight charges, 85 setting up intervals, 69
line items, 87–94 tracking balance, 70
loading, 97 Recur Cycle Key field, 81, 98, 99
modifying, 97–101 Recur Key setup, 81
modifying saved or posted, 98 Recurring Orders, 4
modifying unsaved, 98 Recurring purchase orders
one-time vendors, 85 back orders, 82
posting, 108 cancelling, 82
processing options, 11 changing, 99
purging, 130 definition, 81
recalling, 97 posting, 81
recurring, 81
196 Sage PFW

S-V
setting up, 81 deleting, 115

stopping, 82 Tax rate key
Regenerating cancelled orders, 101 changing, 99
Reports, 3, 7 used for tax reporting, 91
Expected Delivery, 142 Tax report
generating, ??–162 including item detail, 92
Requisition, 160 Tax sheet, 88
Reprinting purchase orders, 107 Taxes
Requisition Number tab, 84, 88 automatic tax calculation, 12, 92
Requisition numbers based on document subtotal, 92
tracking goods by, 12 calculated, 99
Use Requisition Numbers checkbox, 31 calculating, 79, 93, 115
Requisition report default from item location, 89
availability of, 160 default from vendor, 89
description, 160 entering, 12, 13
generating, 160, 162 entering manually, 91
sorting, 161 included in price, 100
suggested uses, 161 overriding actual, 99
totals, 162 overriding amount, 89
Requisition Report window, 161 recalculate, 79, 89, 93, 115
Resale Number field, 34 setting up, 91, 92
Responsibility Key, 66 value-added tax (VAT), 13, 115
Returns, 2 Telex Number, 56
Routing tab, 106 Templates
Purchase Order Entry window, 76
Purchase Order Receipt Entry window, 111
S Terms Description, 43
Terms Key, 42
Ticket numbers
Select for Receipt Posting checkbox, 112, 118 adding, 14
Selecting a Vendor, 78 Toolbar buttons
Selection tab, 125 Extension Override, 89
Serial/lot numbers Recalculate the Unit Cost, 89
allowing entry, 117
Index
Transaction history, 100
entering, 117
modifying, 119
receipt during entry, 32, 116
U
Set Qty Received to Qty Remaining checkbox, 113
Setting Up the Automatic Numbering File, 38
Setting Up the Branch File, 50 Unit cost, 99, 113
Setting Up the FOB File, 43 Unit Cost Default Method field, 31
Setting Up the Inventory Interface Description, 41 Update Inventory On Order Quantities field, 33
Setting Up the Ship-Via File, 45 Use Requisition Numbers checkbox, 31, 160
Setting Up the Terms File, 42 Using the Quick Print Button, 11, 86
Setting Up the Vendor Item File, 63
Settlement discount, 99
Settlement discounts, 99 V
Ship-via Description, 46
Ship-via Key, 46
State, 51, 56 Value-added tax, 91, 92
VAT, 13, 91, 92
Vendor
status, 9
T
Vendor Class file
assigning a currency, 50
Tax Id Number, 38 Vendor Class Key field, 98
Tax line items Vendor Item Number, 65

W-Z
Vendor Key, 59, 62, 64

Vendor key, 53
Vendor Key field, 98
Vendor Name, 53
Vendor Since, 55
Vendor Status, 53
Purchase Order Entry, 76
Vendor/Item Lead Time Analysis Report, 7
Vendor/Item Lead Time Utility, 4
Vendor/Item Performance Analysis Report, 7
Vendors
establishing credit limits, 57
generating 1099’s, 57
Viewing Approved Vendors, 6, 95
Viewing Contract Information, 95
Viewing Contract Prices, 6
Viewing Production History, 6
Viewing Production Usage, 96
Viewing Purchase Order Line Item Details, 6
Viewing Purchasing History, 7, 96
Viewing Vendor Data, 3
Viewing Vendor Information, 6
Viewing Vendor Notes, 76
Viewing Vendor Quotes, 6, 95
Vouchers
creating and posting, 13
entering information, 112
voucher number, 128
Web Page Address, 57

When the purchase order becomes inactive, 69
Zip, 51, 56
198 Sage PFW

Purchasing Guide

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Purchasing Pro User Guide

Information in this document is furnished only under a Customer License Agreement or

© 2008 Sage Software, Inc. All rights reserved.

Chapter 1: Introducing Purchasing Pro

Chapter 2: Setting Up Purchasing Pro

Purchasing Pro User Guide 3

Chapter 3: Processing Purchase Orders

Chapter 4: Printing and Posting Purchase Orders

Chapter 5: Processing Receipts

Chapter 6: Printing and Posting Receipts

Chapter 7: Purging in Purchasing Pro

Purchasing Pro User Guide 5

Appendix A: Purchasing Pro Data Files

About this user guide

Document Name Description

Purchasing Pro User Guide 1

Document Name Description

Purchasing Pro User Guide 1

Transaction types available

Computer-Assisted Purchase Order Processing

Viewing Vendor Data

Cost, Quality, and Vendor Performance

Expanded Lot Tracking

Converting Units of Measure

Automatic Back Orders

Purchasing Pro User Guide 3

Item Lead Time Utility

Vendor/Item Lead Time Utility

Economic Order Quantity and Reorder Point Utility

Viewing Information During Purchase Order Entry

Purchasing Pro User Guide 5

Viewing Vendor Information

Viewing Approved Vendors

Viewing Vendor Quotes

Viewing Contract Prices

Viewing Purchase Order Line Item Details

Viewing Production History

Viewing Purchasing History

Vendor/Item Lead Time Analysis Report

Vendor/Item Performance Analysis Report

Other reports include:

• Accrued Receipt Report

Purchasing Pro User Guide 7

Concepts You Need to Know

Purchase Order Processing

Entering Purchase Orders

Note: Purchase orders can be automatically created, based on the requirements of

Purchase Order Status

Controlling a vendor’s status

Using Foreign Currencies

Printing and Posting Purchase Orders

Selecting Purchase Orders for Receipt

Purchasing Pro User Guide 9

Tracking Approved Vendors, Lead Times and Price Quotes

Alternate Units of Measure

Processing Options: Purchase Orders

Controlling processing and reporting

Using the Quick Print Button

Purchasing Pro User Guide 11

Tracking goods by requisition number