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Purchase Order System --------------------- Version 1.6 Copyright (C) 1987 (User-Supported) Ronald Bryan Byxbe 4594 Providence Place New Orleans, LA 70126 Forward ------- Purchase Order System --------------------- This Program was written under the "ShareWare" concept. You are free to copy this program and share it with others. If you like the program and find it useful you are asked to send a donation to the author and register your copy. Upon receipt of the requested donation you will receive full user support and any additional documentation that is needed to run the system. To register your program send $45.00 to: Ronald Bryan Byxbe 4594 Providence Place New Orleans, LA 70126 ========================================================================= Mail to: Ronald Bryan Byxbe 4594 Providence Place New Orleans, LA 70126 Program Name: ____________________________________________ Version No. __________ Amount $_________ Where did you get a copy of this program? ___________________________________________________________ Comments: ________________________________________________ ___________________________________________________________ ___________________________________________________________ ___________________________________________________________ Table of Contents ----------------- 0.0 Installation ................................... 01 0.1 Config.SYS .............................. 01 0.2 Ansi.SYS ................................ 01 0.3 Install Procedures ...................... 01 0.4 Program Execution ....................... 01 0.5 Data Files .............................. 01 0.6 Index Files ............................. 01 1.0 System Menu .................................... 02 1.1 Edit System ............................. 02 1.1.1 Change Company Name .............. 02 1.1.2 Change Beginning P/O # ........... 02 1.1.3 Change Printer Codes ............. 02 1.2 Create New Data Files ................... 02 1.3 Rebuild File Indexes .................... 02 2.0 Accounts Menu .................................. 03 2.1 Create New Vendor Account ............... 03 2.2 Edit Vendor Account ..................... 03 2.3 Delete Vendor Account ................... 03 2.4 Browse Vendor Accounts .................. 03 2.5 Print Vendor Master List ................ 03 3.0 Purchases Menu ................................. 04 3.1 Enter Purchase Orders ................... 04 3.2 Edit Purchase Orders .................... 04 3.3 Print Purchase Orders ................... 04 3.4 Finalize Purchase Orders ................ 04 4.0 Maintenance Menu ............................... 05 4.1 Clear Purchases Received ................ 05 4.2 UnClear a Cleared Purchase .............. 05 4.3 Delete All Cleared ...................... 05 4.4 Browse Purchase Transactions ............ 05 5.0 Reports Menu ................................... 06 5.1 Print Outstanding Purchase Transactions . 06 5.1.1 By Account ....................... 06 5.1.2 By Vendor ........................ 06 5.1.3 By Purchase Order Number ......... 06 5.2 Print Cleared Purchase Transactions ..... 06 5.2.1 By Account ....................... 06 5.2.2 By Vendor ........................ 06 5.2.3 By Purchase Order Number ......... 06 5.3 Print Both Outstanding and Cleared ...... 06 5.3.1 By Account ....................... 06 5.3.2 By Vendor ........................ 06 5.3.3 By Purchase Order Number ......... 06 0.0 Installation Page 0001 ------------------------------------------------------------------------ 0.1 Config.SYS You must have a Config.SYS file on you boot disk or in your root directory if you have a hard disk. The Config.SYS file must have the following commands: FILES=20 (May be higher) BUFFERS=20 (May be higher) This file has been supplied on the Purchase Order Disk if you wish to examine it. 0.2 Ansi.SYS The file ANSI.SYS should also be part of your Config.SYS file. The command is: Device=ANSI.SYS 0.3 Install Procedures 0.3.1 Floppy Disk Make a backup copy of the Purchase Order Disk. Use the Copy, store the Original. 0.3.2 Hard Disk Copy the files to your hard disk. 0.4 Program Execution To run the Purchase Order System: Purchase <enter> If this is the first installation of this system then the Edit System menu will appear. See 1.1 Edit System. 0.5 Data Files All necessary data files will be created upon execution if they do not exist. 0.6 Index Files An option is supplied on the System menu for Re-Indexing Data Files. 1.0 System Menu Page 0002 ------------------------------------------------------------------------ 1.1 Edit System 1.1.1 Change Company Name This option allows you to change the name of your company. Enter the corrected name and press <Page Down>. 1.1.2 Change Beginning Purchase Order Number This option allows you to enter the beginning Purchase Order Number for your company. Any number from 0 to 32767 is valid. When the P/O Number reaches 32767 it is automatically reset to 1. 1.1.3 Change Printer Codes This option is mandantory. You must tell the system what codes are used to set your printer to condensed print. You must also give to codes needed to cancel condensed print. These codes can be found in your printer reference manual. The condensed print codes are for 15cpi (15 characters per inch). Most printers will allow the 10cpi (10 characters per inch) to cancel the condensed print mode. If your printer allows 15cpi and 17cpi use the 15cpi codes. If you have a wide carriage printer set these values to zero (0). 1.2 Create New Data Files This option allows you to create new data files. Use this command with caution. All data files will be deleted and recreated and any existing data will be Destroyed. A flag has been set to ask if you really want to do this. If so respond by saying yes and the system will create new data files. Otherwise, press <enter> and the system will return to the Main Menu. 1.3 Rebuild Data File Indexes This option is used to rebuild all data file indexes. You may execute this option as often as you wish. If you feel that the system is not finding Vendors that have been entered into the system then execute this option. 2.0 Accounts Menu Page 0003 ------------------------------------------------------------------------ 2.1 Create New Vendor Account This option allows the user to create a new vendor account. If the vendor exists an error will be generated stating that the vendor number is already in the file. Issue a new vendor number and rekey the vendor. Use the <enter> key or the <Page Down> to enter the record. Use the <Esc> key to exit without entering the vendor. 2.2 Edit Vendor Account This option allows the user to change information about a vendor. However, it does not allow you to change the vendor number. To do this you must first delete the vendor and and then re-enter him under a new number. Use the <F1> key to select a particular vendor, the <Page Down> and <Page Up> keys to step forward and backwards thru the file. Use the <Esc> key to abort editing. 2.3 Delete Vendor Account This option allows the user to delete vendor records from the vendor file. Use the <F1> key to select a particular vendor, the <Page Down> and <Page Up> keys to step forward and backwards thru the file. To delete a vendor enter the letter 'Y' and press <enter>. HOWEVER, delete vendors with caution. If any transactions are still outstanding in the transaction file they will exist without a vendor header. It is best to wait for an extended period of time before deleting a vendor from the vendor file. 2.4 Browse Vendor Account This option allows the user to browse through the vendor file displaying the vendor number, vendor name, and vendor telephone number. The <F1> key will allow the user to select a particular vendor number to be displayed first. The <Page Down> and <Page Up> keys allow forward and backward browsing. Use the <Esc> key to exit the browse function. 2.5 Print Vendor Master List This option allows the user to print a hard copy of all the vendors in the vendor file. All information is printed. The list is printed on 8 1/2" x 11" standard with paper. 3.0 Purchases Menu Page 0004 ------------------------------------------------------------------------ 3.1 Enter Purchase orders Use this option to enter all purchase orders. Purchase orders can be entered at any time. You may exit the program, return and continue at a later time. 3.2 Edit Purchase orders Use this option to make changes to purchase orders entered in option 3.1. You must make all changes before executing the finalize command in option 3.4. Use the <F1> key to select a particular purchase order. 3.3 Print Purchase Orders Use this option to print purchase orders. Purchase orders are printed on plain 8 1/2" x 11" paper. If a mistake is made you can reprint the purchase orders before you finalize them to the transaction file. 3.4 Finalize Purchase Orders You MUST execute this option after you have printed the purchase orders. This option will post all purchase order transactions to the transaction file. After the finalize is complete the system will reset the purchase order file to null. (Empty). 4.0 Maintenance Menu Page 0005 ------------------------------------------------------------------------ 4.1 Clear Purchases Received This option is used to clear the purchase transactions once the item has been received. Respond by entering a 'Y' to clear and the date the purchase transaction was cleared. Use the <F1> key to select a particular purchase transaction and the <Page Down> and <Page Up> keys to step through the purchase transactions. Press the <Esc> key to exit. 4.2 UnClear A Cleared Purchase This option is used to unclear a purchase transaction once it has been cleared. Respond by entering a 'Y' to unclear the purchase transaction. Use the <F1> key to select a particular purchase transaction and the <Page Down> and <Page Up> keys to step through the purchase transactions. Press the <Esc> key to exit. 4.3 Delete All Cleared This option is used to delete all purchase transactions that have been received and cleared. The system will ask you a date. Enter the date in which you wish all prior transactions deleted. Example: If you wanted to delete all transactions prior to January 1, 1987 then enter 01/01/87. This would delete all transactions up to and including December 31, 1986. 4.4 Browse Purchase Transactions This option allows the user to browse through the purchase transactions. The system will show if the transaction has been cleared by placing '*C*' on the far right hand side. Use the <F1> key to select a particular purchase transaction and the <Page Down> and <Page Up> keys to step through the purchase transactions. Press the <Esc> key to exit. 5.0 Reports Menu Page 0006 ------------------------------------------------------------------------ Select Option: This screen will appear each time you request one of the reports below. You may enter certain parameters for printing or press the <Page Down> to print all transactions. You have the option of selecting a beginnning vendor number (Low) and an ending vendor number (high). If only one vendor is desired then enter the vendor number in the Low column. The other options work the same way as the vendor option. Example: Print all transactions for vendor 'Sears' for account number 10050078. You would enter the vendor number 'SE0234' in the Low column for vendor and the account number 10050078 in the low column for account. You would then press <Page Down>. Example: Print all transactions for vendor 'Allied Steel' for account numbers 23400785 thru 45600945. You would enter the vendor number 'AL2210' in the Low column for vendor, the account number 23400785 in the Low column for account, and the account number 45600945 in the High column for account. You would then press <Page Down>. 5.1 Print OutStanding Purchase Transactions This option will print outstanding purchase transactions in one of the following ways: 5.1.1 By Account 5.1.2 By Vendor 5.1.3 By Purchase Order number 5.2 Print Cleared Purchase Transactions This option will print cleared purchase transactions in one of the following ways: 5.1.1 By Account 5.1.2 By Vendor 5.1.3 By Purchase Order number 5.3 Print Both Outstanding and Cleared Transactions This option will print all purchase transactions in one of the following ways: 5.1.1 By Account 5.1.2 By Vendor 5.1.3 By Purchase Order number * You can terminate printing at any time by pressing any key.