Purchase Agents

Access via the Administration Icon : Purchasing : Purchase Agents.

A User must be a Purchasing Agent in order to create and process Purchase Orders.  Each Purchasing Agent must also have a record in the Employee file.  The Employee Number is used as the Purchase Agent Number.  Use Standard Data Input Instructions with the following exception.  An Employee Lookup will replace the Purchase Agent Lookup after the Insert Button is clicked.  Enter an Employee Number or use the Employee Lookup.  A record will then be added to the Purchase Agent file and the Purchasing Agent Screen will return to its original condition.

Dollar Limit per PO - Enter the maximum dollar amount that can be ordered on any single Purchase Order.  No limit will be in effect if this field is left blank or set to $0.00.

The system will track "Dollars Year to Date" and "Dollars Lifetime".  "Dollars Year to Date" is reset to zero when the Fiscal Year Closing routines are run.

Standard Paragraph Data Entry

Access via the Administration Icon : Purchasing : Standard Paragraphs.

Standard Paragraphs are used by the Purchase Order System.  The Standard Paragraph file is essentially a Catalog.  Purchase Agents can insert Standard Paragraphs into Purchase Requisitions and Purchase Orders by entering a Standard Paragraph Number instead of typing large amounts of text.  This provides standardization and eliminates tedious typing.

Use Data Input Instructions with the exception that when you click on  the next sequential Special Paragraph Number will automatically be assigned.

Title - Enter a Title that describes the Special Paragraph.  The Special Paragraph Number and Title will appear on Lookups on the Purchase Requisition and Purchase Order Screens.

Paragraph Text - Click on the Zoom Button to enter the text for the Special Paragraph.

Entering Memo Data Instructions

Most alphanumeric data is restricted to a specified number of characters.  For example, most descriptions are restricted to 40 characters.  However, in some cases, such as Work Order Instructions, data may range from less than 40 characters to several thousands of characters.  Memo fields are used to accommodate this need.

Memo fields have a multi-line data entry area and always have a Zoom Button immediately above the data input area.  You must use the Zoom Button to enter data.  The Zoom Key will invoke a "Dialog Box".  You can enter text and use both the Tab Key and Enter Keys to format text.  When you are done entering data, click on the OK Button to save the Memo or click on the Cancel Button to exit from the Dialog Box without saving the changes.

Ship To / Bill To Data Entry

Access via the Administration Icon : Purchasing : Ship To / Bill To Address.

Ship To Address Group Box

Enter the appropriate information for all items in the Group Box.  This information will be defaulted into the Ship To Address on Purchase Orders.  It can then be changed.

Bill To Address Group Box

Enter the appropriate information for all items in the Group Box.  This information will be defaulted into the Bill To Address on Purchase Orders.  It can then be changed.