| Purpose & Benefits |
|---|
| This function lets you create and update TAS Purchase Orders, similar to TAS function 711, but with many additional features (and one or two restrictions), including the ability to enter up to 9,999 body lines (instead of TAS’s 100) and use multiple currencies. With the Trade feature, you can also specify which Location the stock should be assigned from. |
The main screen, shown below, is pre-populated with default values held in the Purchase Order and TAS Central Information files. Before using for the first time, make sure that you have checked your settings for Purchase Order Entry in Maintain Central Information. As you complete each section you are taken to separate forms where you can enter or view further detailed information.
Order Header
The following are form-wide function keys:
- F3 clears all form-wide as expected
- F4 deletes an entire Order like the ‘Delete‘ button
- F10 saves the order like the ‘Save‘ button
To start a new order enter the Supplier Code in the Order From field. To retrieve an existing order enter the order number in the Order No field.
Process the other Order Header section’s fields, as follows:
| # | Field | Default | Entry | Action/Description |
|---|---|---|---|---|
| 1 | Deliver To | Cond | Only if you want select an existing delivery address set up or create a new one on the fly. | |
| 2 | Warehouse (Code) | [Default] | Cond | Trade option only |
| 3 | VAT | Yes | You can select from: Home, EC, Non-EC, Exempt and Outside Scope Defaults to Suppliers VAT Type | |
| 4 | Order Date | Yes | ||
| 5 | Ref | Yes | ||
| 6 | Description | Yes | Enter a heading/name for the order | |
| 7 | Order By | Yes | ||
| 8 | Delivery Date * | Yes | ||
| 9 | Payment Date | Yes | ||
| 10 | Price List (Code) | [Supplier] | Yes | If you have set up a specific Price List for the supplier, this Price List is displayed |
| 11 | Currency (Code) | Price List’s, Supplier, or Base | Cond | Uses the Currency of the Price List or, if no special Price List is specified, it defaults to the supplier’s assigned currency. Final defaults value is company base currency. |
| 12 | S/Disc % * | Supplier | Cond | Settlement Discount percentage. |
| 13 | S/Disc Days * | Supplier | Cond | Number of Days within which to pay to get Settlement Discount. |
Items marked with asterisk are only visible and/or modifiable if selected in Maintain Central Information.
Existing Outstanding Orders & Credit Issues
After selecting a supplier for a new order, the system checks if there are any outstanding orders for the supplier; if there are, they are displayed like this:
Highlight an existing order row in the grid and click the Edit button (or double-clicking the row) to retrieve the existing order for editing in the normal way.
Note
This feature (and many others) can be turned off by disabling the appropriate Setting in Maintain Central Information.
If there are no outstanding orders for the supplier or if you click the Create New button, the system checks your current credit status with the supplier. If there is a credit status issue and, in Maintain Central Information, it has been set so that you can continue processing, you get a message like this:
Click Yes to continue or No to cancel the order and return to a blank order entry form.
If Maintain Central Information has been set so that you cannot continue processing, you get a different message like this:
Click OK to return to a blank order entry form.
Supplier/Order From Details
If you continue, the form below is shown to allow you to view/check details about the Supplier/Order From , as well as to modify some Order From data.
Note: Default setting is to display this when creating each new order – it can be disabled via Settings.
If you want to amend them, you can process the Order From section’s fields as follows:
| # | Field | Default | Entry | Action/Description |
|---|---|---|---|---|
| 1 | Name | TAS | Yes | From TAS Supplier record |
| 2 | Address | TAS | Yes | |
| 3 | Postcode | TAS | Yes | |
| 4 | Country | TAS | Yes | |
| 5 | Contact | TAS | Yes | From TAS Supplier record’s Accounts Contact (you can select which contact should be default in Maintain Central Information > Purchase Order Entry) |
| 6 | TAS | Yes | From TAS Supplier record’s Accounts Contact | |
| 7 | EC | TAS | Yes | From TAS Supplier record; select ** for a non-EC PO transaction |
| 8 | Type | Accounts | Click drop-down menu to see Purchase Contact |
Note that MultiTAS also displays Contact Information from the supplier record – you can choose to see the Purchase or Accounts contacts details. Miscellaneous information is shown on the right hand side (start date, date of last sale etc) with any Notes at the bottom.
Delivery Details
After completing the Order From details, the Delivery Details form is shown. Here you can view/edit the Delivery address details, default is for the order to be delivered to your business address (pulled from TAS Central Information). Buttons are also provided for Alternative Address and Drop-ship directly to Customer.
Note: Default setting is to display this when creating each new order – it can be disabled via Settings.
If you want to amend them, you can process the Delivery Details section’s fields as follows:
| # | Field | Default | Entry | Action/Description |
|---|---|---|---|---|
| 1 | (Delivery) Code | Yes | Use the standard navigation tools to find an existing Delivery Address; or you can enter a new Code to create another Delivery Address record. Or leave blank. | |
| 2 | Name | TAS | Yes | |
| 3 | Address | TAS | Yes | |
| 4 | Postcode | TAS | Yes | |
| 5 | Country | TAS | Yes | |
| 6 | Contact | TAS | Yes | You can choose the default contact to send P/O’s to in Maintain Central Information |
| 7 | EC | TAS | Yes | Click the drop-down menu button to select an EC Country Code or select ** for a non-EC PO transaction |
| 8 | TAS | Yes | ||
| 9 | Delivery Terms | N/A | Cond | Delivery Terms if the order is for EC; select from: Ex Works, Free on Board, CIF, Delivered Domicile, Other or Not Applicable |
| 10 | Delivery Mode | N/A | Cond | Mode of Transport if the order is for EC; select from: Sea, Rail, Road, Air, Post, Not Allocated, Fixed Installations, Inland Waterway, Own Propulsion or Not Applicable |
Add New Delivery Address
If you need to create a new delivery address, you can create one ‘on-the-fly’ by entering a new Delivery Address Code in the Delivery Code field then pressing tab. You should be prompted as follows:
Click Yes to this and the ‘New Delivery Address’ form opens.
Process the fields as required then click OK to create the Delivery Address record in TAS. It is available to edit in MultiTAS program 715 .
Body Line Items
To continue processing the order, tab or click into the (central) body items section.
Process the Body Item section’s fields as follows:
| # | Field | Default | Entry | Action/Description |
|---|---|---|---|---|
| 1 | Product Code | Yes | You can enter: 1. A valid Product Code for a stock or service item, 2. a ‘-‘ for a text line, 3. an ‘!’ plus a Free Format Text Block Code for preset texts (‘!’ + F2 for lookup of Free Format Text Blocks) 4. a ‘#’ plus a Skeleton Order Code for a Skeleton Order (‘#’ + F2 for lookup of Skeleton Orders) | |
| 2 | Barcode | If the chosen product has a barcode, the barcode is displayed here | ||
| 3 | Drill-Down | Yes | Click the ‘ >>‘ button for detailed line information | |
| 4 | Description | Product | Yes | You can leave the Product’s description or change it to suit; or, for Text lines, leave blank or enter information |
| 5 | Ord Qty | 1.00 | Yes | Enter the quantity of the product being ordered |
| 6 | Unit Price | Product | Yes | The price is automatically displayed (net of VAT), based on the either – chosen Cost Price type (Standard, Average or Last) and Product’s price for that type OR – if a Price List was selected above, then the price comes from the Price List |
| 7 | Disc % | Yes | ||
| 8 | V(AT) Rate | Order | Yes | Defaults to that applicable to the order & Product |
| 9 | Line Amount | Calc | The amount is calculated Net of VAT |
Body Drill-Down
As product lines are added to the Order, you can click the ‘ >‘ drill-down button (in column 3) to view extended body line and product details..
Order Footer
The Purchase Order Footer‘s fields as follows:
| # | Field | Action/Description |
|---|---|---|
| 1 | Last Changed | View only the date on which the order was last changed |
| 2 | By | View only the User ID of the SIM user who last changed the order. |
| 3 | Notes | Number of Notes linked to the Order (see below) |
| 4 | Next Order Number | Displays the next Order Number available (from TAS Central Information) |
VAT Breakdown
To view a breakdown of the VAT amounts and rates involved, click the VAT field once and the form appears. To hide the breakdown, click the VAT field again.
Order Notes
Similarly to Products, a virtually unlimited number of Notes can be attached to Orders. The first note can also be displayed on Documentation produced by programs 711. Notes can be used for any purpose – calculations, reminders or even simple order updates (where the supplier calls to update the quantity of an item available).
To add a note to an order, double-click the Notes field in the Order footer – the Notes form should appear. Click New to create a new note. Click the ‘ >‘ button to view the Note detail. To delete the Note click Delete Link. Click Close to return to the Order Entry form.
Saving the Order
When you have completed entering or editing the order, click the Save button to update the Purchase Orders’ and related database tables. The Workflow menu appears and you are asked what you would like to do next:
Click the appropriate option.