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					             Version 10

PURCHASING
 Purchasing Manual




                                 Version 10
             ACCOUNTS PAYABLE
             ACCOUNTS RECEIVABLE
             BILLING
             CONTROL FILES
             FIXED ASSETS
             GENERAL LEDGER
             INVENTORY
             PAYROLL
             PERSONNEL




ii             N/Compass Hotline - 888.480.1809   — http://ncompass.supnet.com
                                                                                                       N/Compass Version 10


                                                 Contents
Introduction
  Purchasing / Requisition Highlights .......................................................................................................... 1-3
  Purchasing / Requisition Overview ........................................................................................................... 1-4
  Purchasing / Requisition Roadmap ............................................................................................................ 1-9
  Purchasing / Requisition Setup Guide ....................................................................................................... 1-9
  Purchasing/Requisition Process Flow ...................................................................................................... 1-10

Purchasing Table Files Menu
  Option 1: Control File Maintenance .......................................................................................................... 2-4
  Option 2: Vendor Terms Code File Maintenance ...................................................................................... 2-7
  Option 3: Vendor Type Code File Maintenance ........................................................................................ 2-8
  Option 4: Vendor File Maintenance ........................................................................................................... 2-9
  Option 5: Unit-Of-Measure Code File Maintenance ............................................................................... 2-12
  Option 6: Item Product-Group Code File Maintenance ........................................................................... 2-13
  Option 7: Item Class Code File Maintenance .......................................................................................... 2-14
  Option 8: Item Vendor File Maintenance ................................................................................................. 2-16
  Option 9: Warehouse Code File Maintenance ......................................................................................... 2-20
  Option 10: Buyer Codes File Maintenance .............................................................................................. 2-22
  Option 11: General Ledger Postings File Maintenance ........................................................................... 2-23
  Option 12: Tax Code Maintenance .......................................................................................................... 2-24
  Option 13: Alternate Ship-To Address Maintenance ............................................................................... 2-25
  Option 14: Country Code File Maintenance ............................................................................................ 2-26
  Report Listings for the Table Files ........................................................................................................... 2-27
  Option 21: Control File Listing ............................................................................................................... 2-27
  Option 22: Vendor Terms Code File Listing ............................................................................................ 2-27
  Option 23: Vendor Type Code File Listing .............................................................................................. 2-27
  Option 24: Vendor File Listing ................................................................................................................ 2-27
  Option 25: Unit-Of-Measure File Listing ................................................................................................ 2-27
  Option 26: Item Product-Group Code Listing ......................................................................................... 2-27
  Option 27: Item Class Code File Listing ................................................................................................. 2-27
  Option 28: Item Vendor File Listing ........................................................................................................ 2-27
  Option 29: Warehouse Code File Listing ................................................................................................. 2-27
  Option 30: Buyer Codes File Listing ....................................................................................................... 2-27
  Option 31: G/L Postings File Listing ....................................................................................................... 2-27
  Option 32: Tax Code File Listing ............................................................................................................ 2-27
  Option 33: Vendor Comment Reporting .................................................................................................. 2-27
  Option 34: Country Code File Listing ..................................................................................................... 2-27

Purchasing Processing Menu
  Option 1: Enter/Change Purchase Orders .................................................................................................. 3-4


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Purchasing Manual

     Option 2: Outstanding Purchase Orders Report ...................................................................................... 3-12
     Option 3: Print Purchase Orders .............................................................................................................. 3-13
     Option 4: Reprint Purchase Orders .......................................................................................................... 3-14
     Option 5: Pre-Assign Purchase Order Numbers ...................................................................................... 3-15
     Option 6: Blanket Purchase Order Maintenance ..................................................................................... 3-16
     Option 26: Blanket Purchase Order Listing ............................................................................................. 3-18
     Option 11: Print Receivers ....................................................................................................................... 3-19
     Option 12: Reprint Receivers ................................................................................................................... 3-20
     Option 13: Enter Receipts/Cancellations ................................................................................................. 3-21
     Receipts Detail ......................................................................................................................................... 3-23
     Lot and serial receipts .............................................................................................................................. 3-24
     Option 14: Receipts/Cancellations Edit Listing ...................................................................................... 3-26
     Option 15: Post Receipts/Cancellations ................................................................................................... 3-27
     Option 16: Receipts Schedule Listing ..................................................................................................... 3-28
     Option 21: Receipts Verification Entry .................................................................................................... 3-29
     Option 22: Verified Receipts Listing ....................................................................................................... 3-32
     Option 23: Verified Receipts Exception Listing ...................................................................................... 3-33
     Option 24: Receipts To-Be Verified Listing ............................................................................................ 3-34
     Option 25: Post Verified Receipts to History ........................................................................................... 3-35
     Option 31: P.O. Inquiry ............................................................................................................................ 3-36
     Option 32: Item/Vendor File Inquiry ....................................................................................................... 3-38
     Option 33: Item File Inquiry .................................................................................................................... 3-39
     Option 34: Vendor History Analysis Report ............................................................................................ 3-40
     Option 35: P.O. History Report ................................................................................................................ 3-41
     Option 36: Orders Filled Listing .............................................................................................................. 3-42

Purchasing Year-End/Period-End Menu
     Option 1: P.O. Activity Listing .................................................................................................................. 4-4
     Option 2: Receipt Activity Listing ............................................................................................................. 4-5
     Option 3: Receipt Distribution Activity Listing ........................................................................................ 4-6
     Option 11: History File Purge .................................................................................................................... 4-7
     Option 12: Reorganize Physical Files ........................................................................................................ 4-8

Requisition Table Files
     Option 1: Control Files Maintenance ......................................................................................................... 5-4
     Option 2: Location File Maintenance ........................................................................................................ 5-6
     Option 3: Approval Level Maintenance ..................................................................................................... 5-7
     Option 4: Multiple Ship to Maintenance ................................................................................................... 5-9

Requisition Processing Menu
     Option 1: Maintain Requisitions ................................................................................................................ 6-4
     Option 2: Approve Requisitions................................................................................................................. 6-8
     Option 5: Requisition Inquiry .................................................................................................................. 6-10
     Option 21: Print a Requisition ................................................................................................................. 6-11


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                                                                                                      N/Compass Version 10

  Option 22: Print Requesters by P.O. ........................................................................................................ 6-12
  Option 23: Print Open Requisitions ......................................................................................................... 6-13
  Option 24 Print Requisition History ........................................................................................................ 6-14
  Option 25 Print Unapproved Requisitions ............................................................................................... 6-16
  Option 26 Print Unassigned Requisitions ................................................................................................ 6-17

Requisition Year End Menu
  Option 1: Purge History From Files ........................................................................................................... 7-4
  Option 2: Reorganize Requisition Files ..................................................................................................... 7-5




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Purchasing Manual




vi            N/Compass Hotline - 888.480.1809   — http://ncompass.supnet.com
             Version 10

PURCHASING




              chapter 1
         Introduction
Purchasing Manual




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                                                                        N/Compass Version 10


Purchasing / Requisition Highlights




                                                                                                            Introduction
   • Fully integrated with N/Compass Accounts Payable, Inventory, and General Ledger Modules.

   • Enter, print, and reprint purchase orders, requisitions, receipts, and receipt schedules.

   • Receive orders for multiple companies and warehouses.

   • Full featured inquiries track purchase order activity, receipts, item, and vendor status.

   • Optional receipts verification process matches invoices to receipts.

   • Increased accountability by tracking purchase orders by buyer, vendor, warehouse, receiving
      person, along with other standard information.

   • Requisition option allows additional accountability through optional 2 level approval process.

   • Order and receive stock and non-stock items.

   • Capable of tracking multiple receipts (back orders) and drop shipments.

   • Unlimited history, includes purge function.

   • Optional automatic purchase order generation (when combined with N/Compass Inventory)

   • Identifies when inventory is low and generates a replenishment purchase order accordingly.

   • Purchasing receipt interface generates new vouchers through the receiving process when
      combined with N/Compass Accounts Payable.

   • Purchase orders can be copied for repetitious orders that can be amended and sent to vendors
      on demand.

   • Purchase order assignment allows buyers the ability to “reserve” purchase order numbers, or a
      range of numbers for future use.

   • Various reports, including requisition inquiry, activity listings, purchase order history, and
      vendor analysis.

   • Attention key pop-up utility window allows the user to access table files, answer messages,
      and more without losing any data in the current screen.

   • Window inquiry during entry by positioning the cursor and pressing F4.




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 Purchasing Manual


Purchasing / Requisition Overview
This is an easy-to-use, full featured purchasing and requisition module. You have the ability to enter, track,
maintain, print and reprint requisitions and purchase orders for inventory stock as well as non-stock items.
The software also allows you to track your receipts across multiple warehouses. The requisition portion
allows you to have multiple levels of requisition approval as well, based on approval amount. Approved
items can then be ordered during purchase order entry.

This module is designed to provide a seamless interface with several other N/Compass modules. In
conjunction with Inventory it will permit the user to track items on a purchase order even after receipt has
been made. You will also have the ability to automatically generate purchase orders when inventory
quantities drop below a specified level. With Accounts Payable, you can utilize the auto-vouchering feature,
which will generate an accounts payable entry from the purchasing module. The program can also interface
through the General Ledger module directly, or it can be used as a stand-alone module if you are not using
one or more of the integrated modules.

Item Processing

Stock items (items on the N/Compass Inventory master files) are easily processed through the module. Item
cost, unit-of-measure, product group, and item-class from the Inventory item file are used. Item/vendor
records can be stock or non-stock items. Non-stock items may be office supplies or items that are always
drop-shipped (shipped from the vendor directly to your customer). The item/vendor file allows quantity-
break pricing or a standard price. You may have more than one vendor for each item. Entries and inquiries
can be made showing you all items a vendor offers or all vendors that sell a particular item

Item Prices

Costing is automatically calculated when you enter a purchase order (P.O.).
There are four costing possibilities:

      1. Quantity-break pricing. If you enter an item vendor record, quantity-breaks can be entered.
                 Ex.-1 to 100 = $3.00, 101 to 200= $2.50, etc.
      2. Standard vendor price. The standard price entered on the item vendor record for an item.
      3. Last-purchase cost. The last-purchase cost on the inventory item balance file. If you have our
         Inventory module, this cost is automatically maintained based on receipt activity.
      4. Override at P.O. entry time. Regardless of the prices maintained in the item files, you can override the
         price during P.O. entry. You must override the price if the item does not exist on the item or item/
         vendor files.

During P.O. entry, the module will assign prices in a certain order. First, it checks for price overrides.
Second, if there is an item vendor record for the item, the price is calculated from the quantity-break entries.
Third, if no quantity-breaks exist, the module uses the standard vendor price from the item vendor file.
Fourth, if no item-vendor records exist but there is an inventory item balance file record, the last-purchase
cost is taken.


1-4                     N/Compass Hotline - 888.480.1809               — http://ncompass.supnet.com
                                                                                N/Compass Version 10

Purchase Order Processing
This is where you enter, list, print and reprint purchase orders. A purchase order is entered and can be




                                                                                                                     Introduction
changed (edited) at any time until you enter receipts against it. We provide file lookup functions for existing
P.O.’s, vendors, item file entries, and item/vendor file entries.

By pressing a command key in P.O. entry, you can lookup all items a vendor offers and select one for entry.
You can also use a lookup function to add any inventory item to a P.O. After selecting an item, all you have
to do is enter the quantity desired and the module will calculate everything else. You can override the cost,
description, or any other item information on the P.O.

Special instructions can be entered with the P.O. header. Special instructions will print prior to line item
detail on the P.O. Line item comments can also be entered in addition to special instructions.

A pre-printed purchase order form is available. You can reprint a P.O. any time before it is received.

The module can automatically assign sequential P.O. numbers. If you prefer to assign P.O. numbers, the
module will ask for a P.O. number at P.O. entry time.

Default information such as ship-to address, warehouse, ship-via, FOB, and print codes can be assigned to
automatically fill in P.O. entry fields. This will save time when entering a P.O.

Receipt Processing

After your purchase orders have been entered, you can print and reprint a receipt schedule, print and reprint
receiving documents, enter receipts, then edit and post your receipts. Receipt entry of lot/serial numbers is
supported.

A P.O. can be received partially or in full. If a partial receipt is entered a back-order can be processed for an
additional receipt at a later date. Cancellations can be entered here if you wish to cancel a purchase order
completely or even just a single line item of a P.O.

Receiving documents are printed by warehouse. Receipts can be documented on the receiver forms, then
entered into the system. New receivers with a correct balance are printed for backordered items.

Receipts Verification

This is an optional process to compare receipts with vendor invoices. Once the receipt is entered, you can
enter invoice information to make sure that total extended costs match and total quantity of all items received
matches. If discrepancies exist, you can enter individual line item detail.

Listing options show verified receipts, exceptions, and receipts not yet verified.




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Reports and Inquiries

You have the ability to do on-line inquiries in a variety of ways. Purchase order inquiry allows you to look at
any purchase order in the module and all associated receipt information. P.O. inquiry can be driven by P.O. #,
buyer code, warehouse, vendor or P.O. date.

Item-Vendor Lookup

The item-vendor lookup lets you search by item or vendor. You can select by vendor (all items associated
with a vendor) or by item (all vendors that supply an item). Item inquiry lets you view the item balance by
warehouse and all current and historical purchase orders and receipts for the item.

History Reports

Two history reports are available.

        1. Vendor History Analysis - will show item receipt activity by vendor.
        2. History Listing - lists a selected range of purchase orders with line item detail.

Period-End / Year-End Menu

From this menu you can list P.O. or receipt activity by selecting a date range. These documents detail
purchasing activities for hard-copy records.

Year-end activities include history file purging and file reorganization. History file purging allows you to
delete all P.O. history older than the date you select. This option removes data from your files. File
reorganization allows you to reclaim space from deleted records on your i-Series but does not actually delete
any records.

Drop Shipments

A drop shipment purchase order specifies that you want the vendor to ship the merchandise directly to your
customer or another receiving-point. If you flag a P.O. as a drop shipment, the order will not effect inventory
or generate a receiving document.

Buyer Codes

You can specify multiple buyers for the module. Each P.O. entered will be assigned to one buyer. Many
reports & inquiries selections can be selected by buyer code.

Ordered From & Ordered For Descriptions

For each purchase order we maintain description fields to keep track of the individual at the vendor that the
order was placed with and what person (or department) the order was for. Receiving person is also tracked.



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                                                                               N/Compass Version 10

Requisition Processing Menu




                                                                                                                   Introduction
This is where you can enter, maintain, and approve requisitions. You can configure this module to be
approved in a single, or dual step process, or may even require no approval at all. Requisitions can later be
used to interface with the purchase order entry process, once approval has been granted.

In this menu you can also view requisition history, print open requisitions, and print requisitions for specific
department head approval.

Requisition Year End Menu

In this menu you have the option to purge the requisition history, and reorganize requisition files.

Interface To Inventory

If you are using the Support Net Inventory module, Purchasing will automatically increase on-order
quantities when a P.O. is entered.

When a receipt is posted, on-order is decreased, on-hand and available are increased, last-purchase cost is
written and average cost is calculated.

Purchase order and receipt transactions are generated and printed out during the receipt posting run.

Unit-of-measure codes, item product-group codes and item class codes that you maintain from the
Purchasing Table Files menu update the same files as the Inventory Table Files menu does.

Lot/serial number control detail is passed to the Inventory files during receipt posting.

Interface To General Ledger

The following entries are made at receipt posting time:

l   Debit to appropriate line item Distribution Accounts.
l   Debit to Tax Account.
l   Debit to Freight Account.
l   Credit to Purchasing Clearing Account.

This will only occur if you are using our General Ledger module. You can generate a posting report only if
you have our own G/L. (Journal entries are made and tracked by buyer code. Each buyer can have a different
level 2, level 1 and account number default combination.)

Interface To Accounts Payable

You can set up the Purchasing table files to bring receipt information over to the Accounts Payable module at
the time of receipt posting or verification.


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 Purchasing Manual

When manually entering an invoice in Accounts Payable, there is a field for the P.O. number. A purchase
order activity report can be generated from the Accounts Payable Period-End Menu.

Function Keys to Add, Change, and Delete Information
Throughout the N/Compass modules there are functions keys listed at the bottom of the screen that allow you
to add (F9), change (F10), or delete (F11). The mode you are in is displayed in the top right hand corner of
the screen. A typical screen looks like this:




Each screen has the valid modes listed at the bottom of the screen. Each screen will have a default mode,
usually add or change. To change the mode, press the appropriate function key.

You should select the appropriate mode before you enter a value in the field, otherwise the system may clear
the field when you select one of the “mode” keys.




1-8                    N/Compass Hotline - 888.480.1809              — http://ncompass.supnet.com
                                                                             N/Compass Version 10

Purchasing / Requisition Roadmap




                                                                                                                  Introduction
This section will guide you through the essential, yet simple steps in setting up your Purchasing / Requisition
module. If Purchasing / Requisition is your first N/Compass module, please refer first to the N/Compass
Control Files manual for detailed information on how to sign onto the system and access either your live data
or the sample data library we provide. The Control Files manual also provides detailed information on how
to set up your Control Files and Chart of Accounts. You must have the Control Files and Chart of Accounts
set up before continuing with the Purchasing / Requisition Setup Guide below.




                             Purchasing / Requisition Setup Guide
        1. Start with the Purchasing Control File Maintenance, Option 1 off of the Purchasing Table
        Files Menu. Here you will enter your ship-to and General Ledger information, which will
        serve as the default for Purchase Order entry.

        2. Next, set up your Vendor, and Item information. These will be used to classify items and
        vendor data for more effective reporting.

        3. Now, set up your Warehouse Codes, Buyer Codes, and General Ledger Posting information
        so that you can track your purchases and requisitions.

        4. Setup the Control Files, Location, and Approval Level information in the Requisition Table
        Files Menu.

        You have now completed the essential steps in the Table Files and can now begin to enter
        Purchase Orders and Requisitions in the Processing Menu. The information you have entered
        here will be available throughout the module when entering items by utilizing the F4 Field
        Lookup Key.




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Purchasing Manual

Purchasing/Requisition Process Flow
Below you will also find a flowchart detailing the flow of data from Requisition through Purchasing. The
N/Compass Support Team can also provide you with this information at the file level should you require it.

                                       SL                                                     PO
                                   Transaction                                            Transaction
                                     (from Billing)                                        (from Purch.)


                      Billing Method 1            Billing Method 2




            INVOICE ENTRY                                INVOICE ENTRY                     P.O. ENTRY
              S1 Transaction
                                                       Reduces Available QTY          Increases On-Order QTY
          Reduces Available QTY
         Increases Allocated QTY                      Increases On-Hand QTY




           SHIPMENT ENTRY                                                               RECEIPT POSTING

            S2 Transaction                                                                 RC Transaction
         Reduces On-Hand QTY                                                          Increases On-Hand QTY
         Reduces Allocated QTY                                                        Increases QTY Available
                                                                                      Reduces On-Order QTY




                                                                 RC
                                                             Transaction
                                                            (from Inventory)




                                                       TRANSACTION ENTRY

                                                         No effect on Inventory




                                                            TRANSACTION
                                                              POSTING
                                                       Increases On-Hand QTY
                                                       Increases QTY Available
                                                       Reduces On-Order QTY




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             Version 10

PURCHASING




              chapter 2
      Table Files Menu
Purchasing Manual




2-2           N/Compass Hotline - 888.480.1809   — http://ncompass.supnet.com
                                                                            N/Compass Version 10

Purchasing Table Files Menu

Purpose:       The Purchasing Table Files define the values you will use throughout the Purchasing
               module. As you complete this section, you are setting up your N/Compass Purchasing
               module to enter and print purchase orders, enter and post receipts, and verify receipts. You
               must define the Purchasing Table Files before you begin any Purchasing processing
               procedures. Using this menu, you will:

     • Define default values for purchase orders

     • Set up your Purchasing vendors

     • Define your warehouses




                                                                                                                Table Files Menu
     • Enter your default General Ledger posting accounts

     • Set up Purchasing tax codes

   N   Options 2, 3 and 4 are shared with Accounts Payable (if installed). Options 5, 6, 7 and 9 update
       Inventory (if installed).




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Option 1: Control File Maintenance

        Description: This option defines some of the defaults and values you will use throughout the
        Purchasing module. You must set up a record for each company using the Purchasing module.




Next P.O. Number: If you choose to have the system assign P.O. numbers (see next field), this field holds
the next P.O. number the system will assign. The module updates this field automatically each time a
purchase order is entered. This is a 12 digit, numeric field.

Assign P.O. # Code, Y/N: Enter ‘Y’ if you want to have the system automatically assign numeric purchase
order numbers during P.O. Entry. Enter ‘N’ if you want to assign your own P.O. numbers. This option must
by ‘N’ if you will be using alphanumeric P.O. numbers.

Verify Receipts, Y/N: ‘Y’ if you want the system to track information used to compare vendor invoices to
purchasing receipts. If you use the receipt verification process, error mes- sages and exception reports are
generated to indicate and document any discrepancies between the receipt information and invoice charges.
Refer to the Receipts Verification section. Enter ‘N’ if you do not want to verify invoices to receipts.

The following fields are default entries as you enter purchase orders, but can be changed as necessary:

Fax API Outq: This is valid only is you have a fax product that uses a default outq for automatic faxing. If
you want to automatically fax purchase orders, specify the i-Series Outq where the purchase orders should be
sent. When you process fax purchase orders, they will be formatted and placed in this outq. This outq must
exist on your i-Series and be located in your library list. In addition, you must indicate in the vendor file
whether the vendor’s purchase orders should be printed, faxed, or both. When purchase orders are printed,
you can choose not to fax them using the “Process Fax purchase orders Y/N” flag.


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                                                                                  N/Compass Version 10

Ship-To Name: Enter the name of the individual to be shipped to.

Address: Enter the address to be shipped to.

City: Enter the ship to city.

State: Enter the ship to state.

Zip: Enter your ship to zip code.

Country: Enter the appropriate country.

Warehouse: The default warehouse code for stock items. This can be changed at the time the purchase order
is entered. (3 digits, numeric).




                                                                                                                         Table Files Menu
Ship Via Description: The default shipping carrier. “Federal Express”, for example. (15 characters, alpha).

FOB Description: Default value to describe who will absorb the transportation costs. Gener- ally accepted
entries are “shipping point” and “destination”.

Prepaid/Collect Code: Default value to describe the method of payment. Values are ‘P’ for prepaid, ‘C’ for
C.O.D., or blank for credit.

Print Code - P.O.: The default value to determine whether purchase orders should be printed.
Values are ‘Y’ to print P.O.’s, ‘N’ not to print. To reprint P.O.’s with a status of ‘N’ or ‘P’, use the reprint
P.O.’s option (option 3 of the Processing menu).

Print Code -Receiver: The default value to determine whether receiving documents should be printed.
Values are ‘Y’ to print receivers, ‘N’ not to print. When receivers are printed, only receivers with a code of
‘Y’ will print. Use the reprint receivers option (Option 12 in the Processing menu) to print receivers with a
status of ‘N’ or ‘P’(already printed).

Backorders Allowed Code: This code determines if backorders are allowed for your purchase orders. Values
are ‘Y’ to allow backorders, ‘N’ to only allow partial receipts with no backorders.

Default Vendor Items: This field determines if the system should automatically create vendor/ item records
as you enter a purchase order for a vendor/item where a vendor/item record does not yet exist. Values are Y,
vendor/item records are created, N and blank, vendor/item records are not created. If you choose ‘Y’, vendor/
item records will be created with values from the item record and the purchase order.

A/P Vouchers on Receipts: This field determines when Accounts Payable vouchers should be created.
Values are 1, during receipts posting, 2 during verification posting, or N, do not create Accounts Payable
vouchers. If you choose to create Accounts Payable vouchers, the appropriate information is brought into
batch 9998 in Accounts Payable. Refer to the Accounts Payable manual for release process.



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G/L Source Code: If you are using the Support Net General Ledger module, this is the source code used to
identify entries that were generated by the Purchasing module. (2 digit, numeric.)

G/L Posting Report, Y/N: This field determines whether a General Ledger report should be generated.
Values are Y to print posting report (even if you are not using our General Ledger), and N if you don’t want
this report. If you are using our G/L module, you will automatically get the posting journal regardless of your
entry here.

Purchase Order Clearing LVL2, LVL1 & Account: The default level 2 (division), level 1 (department) and
G/L account used for P.O. clearing. This account will be credited at receipt posting time. Defaults for this
account can also be assigned by buyer code in G/L Postings File Maintenance (option 11).

Distribution LVL2, LVL1, & Account: Specify the default level 2 (division), level 1 (department) and G/L
account number for distribution. The distribution account will be debited at receipt posting time. The distribu-
tion account can be changed during P.O. entry.

Tax Account: Specify the default Level 2 (division), Level 1 (department) and G/L account number for tax.
This account is debited during receipt posting. This account can be changed during P.O. entry.

Freight Account: Specify the default Level 2 (division), Level 1 (department) and G/L account number for
freight. This account is debited for the amount of freight when receipts are posted. This account can be
changed during P.O. entry.

Press the enter key to update your entries. You must enter a control record for each company on your system.




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                                                                            N/Compass Version 10

Option 2: Vendor Terms Code File Maintenance

        Description: This is where you define all of the different vendor terms codes you use when process-
        ing Accounts Payable invoices. The values entered here determine the net and gross due dates and
        discount amounts (if any). As you add vendors to the vendor master file, each vendor will be assigned
        a default terms code. You must set up at least one terms code. This file is shared with the Accounts
        Payable module, so any changes made here will be made in Accounts Payable and vice versa.




                                                                                                                Table Files Menu
Vendor Terms Code: A numeric code to identify a terms code. Each vendor will be assigned a default terms
code. The default code can be overridden in Accounts Payable entry as a voucher is entered.

Terms Description: 20 character description, ex. - 2% 10 NET 30.

Net Discount %: Percent of discount. 2% = .0200 (5 digits, 4 decimals, numeric).

Net Days: The number of days a discount is available (3 digits, numeric).

Gross Days: The number of days before an invoice is overdue (3 digits, numeric).

End of month Y or N: Enter Y if invoices are due on a specific date of the next month, and enter the date in
the “Net Days” field above. If invoices are due on the 15th of each month, for example, “net days” will be 15
and “end of month” will be Y. Enter N if due dates are calculated based upon a number of days from the
invoice date.




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Option 3: Vendor Type Code File Maintenance

        Description: This option defines different categories of vendors and the associated default account
        numbers for the discount and Accounts Payable accounts. These accounts will default for the Ac-
        counts Payable vouchers, but can be changed through Accounts Payable Entry (if installed) when
        necessary. Many reports can also be selected by vendor type. You must set up at least one type code;
        type codes are used for all companies in the system.




Vendor Type Code: Enter a 3-character alphanumeric code to identify a type of vendor. You will assign
each vendor a default vendor type.

Type Description: Enter the description. This is a 20-digit field. An example might be “Trade”, or
“Employee”.

Discount Account Number: Enter the default level 2 (division), level 1 (department) and G/L account
number for discounts taken on invoice payments. Level 2 and level 1 must be defined through the Control
Files Menu Options 3 and 4. The G/L account numbers must be defined in the chart of accounts through
General Ledger Table Files Option 1 (if G/L is installed, otherwise use the chart of accounts accessed
through the Control Files).

A/P Account Number: Enter the default level 2, level 1 and G/L account number for the accounts payable
account. This account will be used only with accrual method accounting.




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                                                                          N/Compass Version 10

Option 4: Vendor File Maintenance

        Description: This is where you will enter your vendors into the Purchasing module. The information
        in the vendor file is shared with Accounts Payable. Vendors must be set up in each company.




                                                                                                             Table Files Menu
Vendor Number: Enter up to an 8-digit, alphanumeric number for your vendor. Before you begin entering
your vendor number, refer to the Master Control Files (Option 1 on the control Files Menu) screen titled
“Fields Common to Accounts Payable Module” to define whether you want your vendor numbers to be
numeric only or alphanumeric.

Vendor Name: Enter the company name of the vendor

Address: Enter the address of the vendor

City: Enter the city where the vendor is located.

State: Enter the state in which the vendor is located.

Zip: Enter the vendors zip code.

Country: Enter the appropriate country for the vendor.

Contact Name: Enter the name of your primary contact for this vendor.

Vendor Search Field: The search word you enter here will be used for searches and sequencing throughout
the Purchasing and Accounts Payable modules.


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Vendor Type Code: Enter the vendor type code for this vendor. This code must be defined in the Vendor
Type Code File (Option 3). This code determines the default Accounts Payable and discount accounts for this
vendor and can be used to select information in various reports.

Vendor Tax Code: Enter a valid tax code from the Tax Code Maintenance (Option 12) which will be used to
calculate the tax amount during P.O. entry.

Vendor Terms Code: Enter the default terms code for the vendor. This code must be defined in the Vendor
Terms Code File (Option 2) and is used to determine the net and gross due dates, as well as any potential
discounts.

F.O.B. Description: This field is used to describe who will absorb transportation costs for this vendor.
Typical entries are “Shipping Point” or “Destination”.

Ship VIA: This field is used to describe the default method of transportation. Valid entries might be “Federal
Express”, “UPS”, etc.

Area Code, Phone Number, & Extension: Enter the vendor’s phone number and extension if applicable.

Fax Phone Number: Enter the vendor’s fax number. If you have a fax-serving system, the number in this
field can be used to automatically fax purchase orders. If the “print/fax routing” field below is set to ‘2’ or
‘3’, you must specify a fax phone number here.

Print/Fax Routing: This field indicates if a P.O. is to be printed, faxed, or both. Valid entries are 1 to print
only, 2 to fax only, and 3 to print and fax. If you enter ‘2’ or ‘3’, the fax phone number is required in the
previous field.

Print A 1099: If this vendor is a 1099 vendor, enter the appropriate code for the type of payments the vendor
will receive. The system will keep track of 1099 payments throughout the year, and will print a 1099-MISC
or 1099-DIV at the end of the year if the vendor has reached the minimum 1099 dollars.

        N     This is used in the Accounts Payable module only.

Receipt I.D. Number: Enter the federal tax I.D. number for this vendor. If the vendor is an individual or
sole proprietorship, enter a Social Security Number.

Last Purchase Date: The system will maintain this date if you post vouchers in our Accounts Payable
module.

Separate Checks: This field determines if the vendor should receive separate checks for each voucher that
has been entered. The valid entries are Y if you want a separate check for each invoice voucher, or N if you
want to combine all invoices for a vendor on one check.

        N     This field is used in the Accounts Payable module only.



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                                                                            N/Compass Version 10

Command keys:

F6 - Vendor Comments: This key will take you to a file of comments that are tied to the vendor number.
You can define multiple types of comments in the Control Files, Option 8 (Comment Code File
Maintenance). You can specify to print a single type of comments by pressing F7, or print all comments by
pressing F6. You can choose to view a single type of comment by putting the type code in the first field on
the screen or view all comments by leaving the field blank. If you press F9 while in the comment screen, you
can view the i-Series user profile of the person who created the comment. If you would like to make a new
comment that has a date stamp that is not the system date, press the F5 key and enter the date you would like
your comment to have.




                                                                                                                Table Files Menu




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Option 5: Unit-Of-Measure Code File Maintenance

       Description: This file defines the different units of measure you use when placing orders with your
       vendors. As you enter purchase orders, you will define the unit of measure for each item you order.
       This file is shared with the Inventory module and is good for all companies. You must define at least
       one unit of measure.




Unit-Of-Measure Code: Enter a 3-digit, alphanumeric code. Examples include “EA”, “BOX”, “CAS”, etc.

Description: Enter a 10-character description for each unit-of-measure code. Examples include “EACH”,
“CASE”, etc.




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                                                                           N/Compass Version 10

Option 6: Item Product-Group Code File Maintenance

       Description: This option allows you to create groups for your items. Each item is assigned a group
       code in the item or item/vendor file. This file is shared with the Inventory module. Some Inventory
       reports can use Product code as a parameter. At least one product group must be set up in each
       company.




                                                                                                             Table Files Menu
Product Code: Enter a 3-digit alphanumeric code.

Product Description: Enter a 15-character description for the product-group code.




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Option 7: Item Class Code File Maintenance

        Description: The item class code allows you to classify your items. As you add items into the Inven-
        tory item master, each item will be assigned an item class code. If you are using the N/ Compass
        Billing module, you will assign default sales, returns/allowances, cost of sales, and inventory ac-
        counts by this class code. In addition, you can also assign Billing discount/markup percentages by
        class code.




    N   This file is shared with the Inventory and Billing modules. Many reports can use the Item class code
        as a parameter. At least one item class code must be set up in each company.

Class Code: Enter a 3-digit alphanumeric code

Class Description: Enter a 15-character description for each class code.

    N   This is a multiple entry screen. If you need to enter more than one screen full of entries, use the roll
        up key to get the next screen (roll down will back-up one screen).

In situations where multiple General Ledger Inventory accounts or accounts including a LVL2 and
LVL1 designation are required, you now have the ability to establish General Ledger Overrides.

    N   General Ledger account defaults set up through this option will be used instead of the account
        defaults set-up in other modules. If you do not enter an override account number for an item class,
        normal defaults from Billing and Inventory will be used.



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If a G/L override exists for a Class Code, an asterisk will appear to the right of the Class Description. To
enter or change the override, place an “X” in the G/L Edit field to the left of the Class Code and press the
enter key.

Specify G/L accounts for the various categories. You do not need to enter an override on every line; you have
the ability to enter only those accounts for which you want to override typical defaults. For example, if you
would like to specify the Inventory, Cost of Sales, Sales, and Physical Inventory Adjustment Accounts ONLY
for this Class Code, enter account information on the lines for those categories only. The other categories
will use the defaults established in Option 11: G/L Posting File Maintenance.

    N    General Ledger LVL2/LVL1 combinations can be specified here or you can use the LVL2/LVL1
        combinations set up in Billing or Inventory (if installed). If you do not want your account to be posted
        to any specific level enter a “0” in the LVL2 and LVL1 fields. (This will be dependent on how you
        have established your G/L Chart of Accounts). For instance, if “0” represents a “Corporate Level”




                                                                                                                   Table Files Menu
        and you want inventory to flow in and out within this level ONLY enter a “0” in Level 1 and a “0” in
        Level 2 and specify the inventory account to be used. Inventory will be received into this inventory
        G/L account when a purchase is made and the same account will be relieved when a sale is recorded.
        If you have the N/Compass Billing module installed and you want the cost of sales and sales postings
        to reflect the LVL2/LVL1 associated with the sale, leave LVL2/LVL1 blank to use the salesman code
        LVL2/LVL1 defaults. If you enter specific LVL2/LVL1 selections, it will use the item class code
        override instead of the salesman code default account.




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Option 8: Item Vendor File Maintenance

        Description: This file contains records that tie an item to a specific vendor. This file allows you to
        store default information for use during item entry on the purchase order. The information stored in
        this file includes account distribution, unit of measure, standard price (cost to you of the item), and
        quantity breaks. As a purchase order is entered, the system checks four different places to determine
        the correct price of an item. The first two involve this file. The cost is determined based upon the
        following:
                  1. Quantity Break pricing from this file
                  2. Standard vendor price from this file
                  3. Last purchase cost from the Inventory module
                  4. Override cost entered for the item on the purchase order.




    N   Vendor/Item records can be automatically created for you by setting the “Default Vendor Items....”
        field in the Purchasing control file (option 1) to Y. Refer to Default Vendor Items on page 2-4 for
        more information.

Vendor Number: Enter a valid vendor number. You can set these through Vendor File Maintenance (Option
4).

Item Number: Enter a 20 character, alphanumeric item number for this vendor. This can be a stock item (an
item that exists in the Inventory item file), or a non-stock item (one which does not exist in the Inventory
file).




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                                                                               N/Compass Version 10

Function Keys for Item/Vendor File Maintenance

F9 - ADD mode: ADD mode is used when creating a new item/vendor record.

        In ADD mode:

        F2 - Vendor Lookup: Press F2 to lookup vendors in the vendor master file. Enter a beginning
        vendor search name (or leave blank) and press the enter key. Place an ‘X’ next to a vendor and press
        the enter key to select that vendor. The roll up and roll down keys display more vendors.

        F5 - Item Lookup: F5 allows you to search for items on the Inventory item master file (stock items).
        Using the F2 and F5 function keys at the bottom of the screen, you can choose to search for items in
        item number or item description sequence. To look up an item, enter a beginning item number (or
        leave blank) and press the enter key. Place an ‘X’ next to an item and press the enter key to select
        that item.




                                                                                                                    Table Files Menu
F10 CHANGE mode: CHANGE mode is used to view or maintain an existing item/vendor record.

F11 DELETE mode: DELETE mode is used to remove a record from the item/vendor file. You may wish to
use this if a vendor no longer supplies an item.

        In CHANGE or DELETE mode:

        F2 - Item/Vendor Lookup: F2 will display vendor/item records from the item vendor file. Using the
        function keys at the bottom of the screen, you can choose to search for records by vendor (F2) or by
        item number (F5). Enter a beginning vendor or item number (or leave blank) and press the enter key.
        Place an ‘X’ next to the item/vendor and press the enter key to select that item/vendor.

Primary Vendor, Y/N: Y if this is the primary vendor for this item, N if it is not. If you wish to auto-create
P.O.’s for this item, you must create the default P.O. in the primary vendor’s item/vendor record.

Auto-Create P.O. Y/N: If this is the primary vendor for an item and you wish to automati- cally have a P.O.
created when the inventory level reaches a certain amounts, choose ‘Y’.

Stock Item Indicator: A display field tells you if an item is a stock item or not.

Item Description: Enter a description of the item. 30 alphanumeric characters. This descrip- tion will
initially default from the Inventory item file but can be changed. This description will print on the P.O. in the
description field.

Vendor Part Number: Enter the vendor’s item number. 15 alphanumeric characters. This will print in the
Vendor Item # field of the purchase order.

Maximum Order Quantity: Enter the maximum order quantity for any purchase order. An error message
will be generated during P.O. entry if order quantity is greater than the maximum quantity entered here.


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Minimum Order Quantity: The minimum quantity to be ordered on a P.O.

Minimum Order Quantity for Discounts: If the quantity ordered on the P.O. is less than this quantity, a
warning will display during P.O. entry.

Distribution Account Number: Enter an optional distribution account number for default G/L expense
account distribution during P.O. entry.

Lead Time in Days: The number of days before your order will be received.

B/O Allowed, Y/N: “Y” if vendor backorders are allowed, “N” if not.

Product-Group Code: A 3-character field set defined in the table files. Describes the item’s product-group.

Item Class Code: A 3-character field defined in the tables file. Describes the item’s item class and can affect
G/L postings.

Unit-Of-Measure Code: A 3-character field defined in the table file. Represents the purchasing unit, for
example “BOX”.

Standard Price: The vendor’s standard price for the item. (9 digits, 3 decimals).

Purchasing Unit: A nine digit, four decimal number for the purchasing-unit (defaults to 1). The purchasing-
unit is used for receipts and purchase orders (receiving inventory items). Stocking quantity is used to stock,
cost, and price an item. These transactions use the following calculation:

STOCKING QUANTITY = PURCHASING QUANTITY X PURCHASING UNIT

Purchasing unit is multiple of stocking unit. If you purchase a box of parts with 100 in a box, and you stock
the parts individually (each), the purchasing quantity would = 100 (100 ea.). So, if you purchase 2 boxes, the
stocking quantity would be 200 for this receipt (if you purchase by the box and stock by the box, purchasing
unit is 1).

Stocking unit is multiple of purchasing unit. If you purchase parts individually (each) and stock the parts by
the carton (100 ea.), the purchasing quantity would = 100 (100 ea.) and the purchasing unit would = .01. The
stocking quantity for 100 ea. would be 1. If you purchase 300 ea., the stocking quantity would be 3 for this
receipt.

A receipt’s unit cost is calculated as follows:

UNIT COST = EXTENDED PURCHASE PRICE / STOCKING QUANTITY

Vendor Broken Case Fee: The amount a vendor may charge for ordering a broken case (purchase 6 cans out
of a box of 12). This is for information only; it is not used in calculating the extended total of a purchase
order.


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                                                                              N/Compass Version 10

Quantity Price Break, Quantities, & Prices: Enter quantities and prices if the vendor offers a price break
for minimum quantity limits. For each break (break-1, break-2 etc.) enter the upper quantity limit and price
for each break.

        Example:

Vendor price break offers

If the break is:                         Entry in the QTY field                   Entry in the PRICE field

Qty of 1 to 50, price = 5.000            50                                       5.000

Qty of 51 to 100, price = 4.000          100                                      4.000

Qty of 101 to 150, price = 3.500         150                                      3.500




                                                                                                                Table Files Menu
Qty of 151 to 200, price = 3.000         200                                      3.000

Qty of 201 and up, price = 2.750         9999                                     2.750

Leave entries blank if vendor does not offer this pricing structure.

Press the enter key to update. If this is an item that is not set up to automatically create a P.O., you are
finished. An item/vendor record that is set up to auto-create a P.O. will take you to a screen where you will
supply default P.O. header information and G/L accounts for the automatically generated P.O.’s.




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Option 9: Warehouse Code File Maintenance

        Description: This is where you add all of your warehouses to the system. This file is shared with
        Inventory and Billing. At least one warehouse must be set up for each company.




Enter a valid company number and a warehouse number. Using the function keys, choose whether you want
to ADD (F9) a new company/warehouse record, CHANGE (F10) an existing company/warehouse record, or
DELETE (F11) a company/warehouse record. N/Compass will not allow you to delete a warehouse that has
had transactions occur until the receipt and other transaction history has been purged from the system.

Warehouse number: A three-digit number (from 1 to 999) used to uniquely identify a warehouse. Note that
warehouse number may not be changed while in CHANGE MODE.

Description: A brief description of this warehouse

Address: The address for this warehouse. Three address lines are provided.

City: The city where this warehouse is located.

State: The state this warehouse is located in. A valid state abbreviation is required.

Zip code: The zip code associated with the warehouse address. Two zip code fields are provided. The first is
a 5-digit number for the primary zip code. The second is a 4 digit number for the secondary zip code (Zip +
4).

Country: The country the warehouse is located in.


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Phone Number: The main phone number for the warehouse.

Allocatable warehouse: If you would like to allocate products from this warehouse, select Y(es). If N(o),
inventory will not be allocated from this warehouse.

    N   Each of the following fields under Document Control must be filled out for both pick lists and
        receivers. These two types of documents can be routed differently.

Print Outq: When pick lists or receivers are generated, they are placed in the Print Outq specified here
instead of the default outq specified in the i-Series user profile.

Fax Telephone Number: The fax number of the warehouse. This fax number can be used by fax-serving
software for faxing directly to this warehouse.




                                                                                                                Table Files Menu
FAX Auto route?: Are pick lists and receivers to be automatically routed to this warehouse?
Valid responses are Y(es), N(o), or blank.

    N   You must have a fax product installed in order to fax pick lists and receivers to a warehouse.

Press the enter key to update.




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Option 10: Buyer Codes File Maintenance

        Description: Define and describe buyer codes. You can search for P.O.’s using this code and also set
        G/L default LVL2, LVL1 and account numbers for the Purchasing Clearing account and Expense
        Distribution account. This code can also be used as selection criteria when running many Purchasing
        reports.




Buyer code: A 3-digit alphanumeric code. Many companies use the buyer’s initials for this code.

Description: 20 characters. Identify the buyer.

Use the roll-up key and down keys to enter or edit records if needed. Press the enter key to update.




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                                                                              N/Compass Version 10

Option 11: General Ledger Postings File Maintenance

        Description: You will have to enter postings for each company if you are using the Support Net
        General Ledger module or if you have specified “Y” to the G/L Report parameter in option 1 -
        Control File Maintenance.




                                                                                                                Table Files Menu
A line for each buyer is displayed. Enter a level 2 (division), level 1 (department) and G/L account for the
PURCHASING and DISTRIBUTION accounts.

    N   The level 2 and level 1 combinations must be in the combination file (Control Files menu, option 5)
        and the G/L account must be in the Master Chart of Accounts. The Master Chart of Accounts is
        accessible from the N/Compass Master menu - take Option 4 for General Ledger, select Option 1
        Table Files and then select Option 1, Chart of Accounts File. The Chart of Accounts File is available
        to you even when the Master menu shows the message ‘(not installed)’ next to General Ledger.

At receipt posting time (option 15 from the processing menu), the system will debit the distribution account
and credit the purchasing clearing account for the amount of the receipt.




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Option 12: Tax Code Maintenance

        Description: Define and describe tax codes so that tax can automatically be calculated during P.O.
        entry.




Tax Code: 2 digit numeric field.

Tax Code Description: Name the tax code.

Tax Percent: 5 digits, all decimals. Assign tax rates to each tax code.




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                                                                           N/Compass Version 10

Option 13: Alternate Ship-To Address Maintenance

       Description: Add or change alternate ship-to addresses for drop shipments in order to expedite
       Purchase Order Entry.




                                                                                                           Table Files Menu
Alternate Ship-To Addresses can be selected in option 1: Enter/Change Purchase Orders (Purchasing
Processing Menu) by pressing F8 “Alternate Ship-To” on the Purchasing P.O. Entry screen.




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Option 14: Country Code File Maintenance

       Description: Define and describe Country Codes for addressing purposes.




Code: 3 character alphanumeric code. Abbreviate the name of a country.

Country Description: 30 alphanumeric characters. Name of country.




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Report Listings for the Table Files

The following options (21 through 34) are to generate report listings for each of the previous table file
maintenance options.


Option 21: Control File Listing

Option 22: Vendor Terms Code File Listing

Option 23: Vendor Type Code File Listing

Option 24: Vendor File Listing




                                                                                                                   Table Files Menu
Option 25: Unit-Of-Measure File Listing

Option 26: Item Product-Group Code Listing

Option 27: Item Class Code File Listing

Option 28: Item Vendor File Listing

Option 29: Warehouse Code File Listing

Option 30: Buyer Codes File Listing

Option 31: G/L Postings File Listing

Option 32: Tax Code File Listing

Option 33: Vendor Comment Reporting

Option 34: Country Code File Listing




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             Version 10

PURCHASING




              chapter 3
      Processing Menu
Purchasing Manual




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                                                                        N/Compass Version 10

Purchasing Processing Menu
Purpose:   This menu allows you to create, receive, verify, and inquire into all purchase orders and
           purchase order history.




                                                                                                             Processing Menu




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Option 1: Enter/Change Purchase Orders

        Description: This menu option allows you to enter and change purchase orders. The purchasing files
        are updated when P.O. entry is completed, as is the inventory item file’s on-order field (if you have
        Inventory and ordered a stock item).




Enter the following fields:

In F9 ADD mode:

Purchase order number: This field will only appear in ADD mode if you have chosen not to have system
assigned P.O. numbers. Enter a 12 alphanumeric character P.O. number. The way P.O. numbers are assigned
is defined in the Purchasing Table Files option 1, Purchasing Control File Maintenance.

Vendor Number: Enter a valid vendor number. If you need to look-up a vendor number, you can use your F2
key to search for a vendor by search name. Select the vendor with a 1 and press enter.

Reference Purchase Order No.: If you would like to copy an existing P.O., enter the P.O. number whose
data you would like to duplicate. The data is copied to the new P.O. and is ready for editing. The Reference
P.O. number can be in any status except “assigned.”

Blanket Purchase Order Number: If you have a blanket P.O. that you would like to create a release
against, enter the blanket P.O. number on this line. Press F6 to Look-up blanket purchase orders.




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                                                                            N/Compass Version 10

In F10 CHANGE mode:

Purchase order number: Enter an existing P.O. number that has had no receipts or cancellations. If you
need to look-up your P.O. number, press F2 and the select one of the following ways to search:

            — F2: By P.O.
            — F5: By Vendor (number)
            — F6: By Buyer
            — F7: By Warehouse

Enter a beginning value (or leave blank) and press the enter key. Place an “X” next to your selection and
press the enter key

    N   In change mode, Reference P.O. number appears but can only be used if the P.O. number being edited
        has assigned status. If a P.O. was created that included a blanket P.O. number, that blanket purchase
        order number will appear here.




                                                                                                                Processing Menu
Press the enter key to proceed to next screen.

Enter or edit the following fields:

    N   The default name & address fields you entered in Purchasing Table Files Option 1 - Purchasing
        Control File Maintenance will appear here. These fields can be overridden by typing over them.

Ship-To Name: Enter the name of the person to ship to.


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Address: Enter the address of the location to ship to.

City: Enter the city to ship to.

State: Enter the state to ship to.

Zip: Enter the zip code to ship to.

P.O. Date: The MMDDYY for the date of the P.O. Defaults to today’s date in ADD mode, but can be
overridden.

Buyer Code: A valid buyer code from the table file. You can look these up using F4.

Ship Request Date: The expected date you will receive your order.

Warehouse: A valid warehouse number from the table file. Defaults from the Purchasing Control file. This
value can be changed. Look-up values using F4.

Ordered For: The person or department that the order is for.

Terms: A valid terms code from the table file. Defaults from the vendor master File but can be changed.
Look-up values using F4.

Payment Type, P/C/Blank:
      • P - prepaid
      • C - C.O.D.
      • Blank - regular (on credit)
This field defaults from the Purchasing Control file.

Ordered From: The vendor’s representative or identifier of where order was placed.

Print a P.O., Y/N:
       • Y - print a P.O
       • N - don’t print a P.O.
       • P - for printed (CHANGE mode only)
This field defaults from the vendor master.

Print A Receiver, Y/N:
      • Y - print a receiver
      • N - don’t print a receiver
      • P - for printed (CHANGE mode only)
Defaults from the Purchasing Control file.




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                                                                               N/Compass Version 10

G/L Default Accounts:

        Distribution Account: Level 2 (DIV), Level 1 (DEPT) and G/L account for distribution lines on the
        next detail screen. Override if desired.

        Tax Account: Default Level 2 (DIV), Level 1 (DEPT) and G/L account for tax distribution. Override
        if desired.

Print P.O. On Date: Defaults to the system date. If you prefer for the P.O. to print on a future date, enter
that date here. This will allow the P.O. to be entered without having it print until later. The P.O. print menu
option will request a print selection date. If the PRINT P.O. DATE is greater than the select date, the P.O.
will not print.

F.O.B.: 15 alpha characters to describe who will absorb the transportation costs. Generally accepted entries
are “shipping point” and “destination”. Defaults from the control file (ADD mode).

Freight Amount: The anticipated freight amount (you can enter this value when entering the receipt if
amount is unknown during P.O. entry). (7 digits, 2 decimals.)

Ship Via Description: 15 character description, for example “Federal Express”. Defaults from the control
file (ADD mode), can be overridden.

Drop Ship, Y/N: Y(es) or N(o) if order is a drop shipment. A drop shipment is when the merchandise will be
delivered directly to another company or organization. The ship-to name and address should also be changed.
Drop shipments of stock items will not affect On-Order quantities or be received into Inventory.

    N   You must change the Print Receiver code to N if you choose to make a drop-shipment.




                                                                                                                    Processing Menu
Special Instructions: Enter up to four 30-character special instruction lines as you need. Use roll up key to
enter the 4th line.

Print Code: Prints a line of special instructions on: “P” = P.O. only, “R”= receiver only, “B” = both P.O. and
receiver or “N” = Neither P.O. or receiver (will only appear on inquiries for internal information). This
option defaults to “B” for both and can be overridden on a line-by- lines basis.

Special instructions will print ahead of the line item details on the P.O. form and the receiver. The print codes
are helpful if, for example, you have a special message to send to the receiving dock that you do not want to
be printed on the P.O. or vice versa.




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 Purchasing Manual

Function Keys:

F5 - Full Address: Allows you to edit the ship-to name and address, including the Address 3 line that is
unavailable from the first screen of P.O. entry.

F6 - Vendor Comments: This key will take you to a file of comments that are tied to the vendor number.
You can define multiple types of comments in the Control Files, Option 8 (Comment Code File
Maintenance). You can specify to print a single type of comments by pressing F7, or print all comments by
pressing F6. You can choose to view a single type of comment by putting the type code in the first field on
the screen or view all comments by leaving the field blank. If you press F9 while in the comment screen, you
can view the i-Series user profile of the person who created the comment. If you would like to make a new
comment that has a date stamp that is not the system date, press the F5 key and enter the date you would like
your comment to have.

F8 - Alternate Ship-to: Define a different ship-to address than is on the company master file in this screen,
or select an already defined alternate ship-to address. This alternate address can also be used for drop-
shipment purposes.

Press the enter key to proceed to next screen.




    N   This is a multiple record entry screen. Use roll up to enter more items.

You must enter a minimum of the item number and an order quantity for stock items or non- stock items on
the item/vendor file. Unit-of -measure code, item description, unit price, vendor item number, and
purchasing-unit will default to the item/vendor file values or blanket P.O. values. If you enter a larger
quantity of an item than is allowed by a blanket P.O., you will receive an error message.


3-8                    N/Compass Hotline - 888.480.1809               — http://ncompass.supnet.com
                                                                                N/Compass Version 10

If you are entering a blanket P.O., the system will pull item descriptions and pricing from the blanket P.O.
file. Otherwise the system checks for information in the item/vendor file first. If no information is in that file
then N/Compass checks the inventory item file. If no information for an item number is on file in either the
item/vendor file or inventory item file, you must supply the item number, order quantity, unit of measure,
description, and override the unit cost for the program to accept your line item.

During P.O. entry, the system will assign prices in a certain order. First, it checks for price overrides. Second,
if there is an item/vendor record for the item, the price is calculated from the quantity-break entries. Third, if
no quantity-breaks exist, the program uses the standard vendor price from the item/vendor file. Fourth, if no
item-vendor records exist but there is an inventory item balance file record, the last-purchase cost is taken.

Item Number: 20 alphanumeric characters that must be entered unless this is a comment line (cost code of
“C” - described later in this section).

Order Quantity: The number (11 digits, 3 decimals) of units you wish to purchase. Must be greater than
zero if this line item is not a comment line. If an item is on the item/vendor file, this quantity must be greater
than the minimum order and less than the maximum order for this vendor.

Unit-Of-Measure Code (U/M Code): Defaults from item files. Use the F4 key to look up valid values from
the purchasing table files. Select with an ‘X’

Item Description: 30 alpha characters. Defaults from vendor/item or item files. This field is where you enter
the comment for a comment line (cost code of “C”). You can alter the description if desired.

Cost Code:
       • C - comment line
       • O - cost override
       • Blank - item information taken from item/vendor or item files.




                                                                                                                     Processing Menu
If you wish to enter a comment (“C”), a description must be entered. This will print on the P.O. for
informational purposes.

Overrides (“O”) will allow you to enter your own price or a zero price, purchasing-unit, and unit-of-measure
codes. This must be “O” if item is not on the item/vendor file or the inventory item file.

Unit Cost: 9 digits, 3 decimals. Defaults to item/vendor or item files unless cost code = “O” for override.

Extended Cost: The system will calculate this based on:

ORDER QUANTITY x UNIT COST

Stock Code: Display-only field that tells where the unit price came from. “QTY” = from quantity price
break calculation on the item vendor file, “Vend” = standard price from the item vendor file, “ITEM” =
inventory item file (stock item with no item/vendor record). A blank in the stock code field means that there
is not an item/vendor record or an inventory item record to get the price from. The stock code will also be
blank if the cost code is “O” for override.


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 Purchasing Manual

Order Number: Allows entry of a customer order the item is purchased to fulfill. Report 36 from the
Processing menu will print any receipts that have an entry here.

Vendor Item #: 15 characters. Defaults to item/vendor or inventory item files.

Purchasing Unit: A 9 digit, 4 decimal number for the purchasing unit (defaults to 1). The purchasing unit is
used for receipts and purchase orders (receiving inventory items). Stocking quantity represents how you
stock, cost and price an item. These transactions use the following calculation:

STOCKING QUANTITY = PURCHASING QUANTITY x PURCHASING UNIT

Purchasing unit is multiple of stocking unit. If you purchase a box of parts with 100 in a box, and you stock
the parts individually (ea), the purchasing quantity would = 1 (1 box) and the purchasing unit would =100
(100 ea). So, if you purchase 2 boxes, the stocking quantity would be 200 for this receipt. If you purchase by
the box and stock by the box, purchasing unit is 1 and the stocking quantity would be 2 (Purchasing quantity
of 2 box x Purchasing unit of 1).

Stocking unit is multiple of purchasing unit. If you purchase parts individually (ea.) and stock the parts by the
box (100 ea.), the purchasing quantity would = .01. If you purchase 300 ea., the stocking quantity would be 3
for this receipt.

Account Number: The Level 2 (DIV), Level 1 (DEPT) and G/L account number to be expensed during
receipts posting. DIV, DEPT and account default from the entries on the previous screen. The account number
from the vendor item file will be brought into the “account” field if your item has a distribution account on
the Vendor Item File. All three fields can be overridden for each line item. See the section below titled
“General Ledger Entries for Purchasing Posting” for more information on the accounts that are affected by
the posting process.

Project Number: Enter a project number for each line item, if desired. This project number will be posted
into the N/Compass General Ledger module. Project numbers are used to track expenses related to specific
projects. Project expenses can be listed by running the Listing of Detail Postings (General Ledger Processing
Menu Option 32).

Total Quantity and Total Extended Cost: Values for these fields display above the field descriptions near
the top of your screen. These are totals of all items on the P.O.

Function Keys:

F2 - Item Lookup: Pressing F2 will display items from the Inventory item master file. Items
can be in item (press F2) or item description sequence (press F5). Enter a beginning item number (or leave
blank) and press enter. Select item with an ‘X’. The selection will be brought into the line item of your P.O.




3-10                    N/Compass Hotline - 888.480.1809               — http://ncompass.supnet.com
                                                                               N/Compass Version 10

F5 - Item/Vendor Lookup: F4 will display items currently on the item/vendor file for this P.O.’s vendor.
Place an “X” next to your selection and press the enter key. The item will be brought into the line item of
your P.O. The item number will be placed in the first open detail line on your screen after selecting an item
using these lookup functions. You must key in the order quantity to complete the P.O. and can override any
fields.

F6 - Vendor Comments: This key will take you to a file of comments that are tied to the vendor number. You
can define multiple types of comments in the Control Files, Option 8 (Comment Code File Maintenance). You
can specify to print a single type of comments by pressing F7, or print all comments by pressing F6. You can
choose to vieww a single type of comment by putting the type code in the first field on the screen or view all
comments by leaving the field blank. If you press F9 while in the comment screen, you can view the i-Series
user profile of the person who created the comment. If you would like to make a new comment that has a date
stamp that is not the system date, press the F5 key and enter the date you would like your comment to have.

F8 - Alternate Ship-to: If you have our requisition module installed, F8 will allow you select approved items
for this P.O. Select from a list of approved items with an ‘X’. You can sort the list using the F11 key. Find
more detail about a requisition item by pressing F10.

Press the enter key to process the screen. If there are no errors, the screen will re-display with the message
“Press enter to update or press the exit key” (F3). You can make any additional changes now or you can re-
enter and change the P.O. in CHANGE mode as long as no receipts have been processed.




                                                                                                                 Processing Menu




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 Purchasing Manual

Option 2: Outstanding Purchase Orders Report

        Description: Lists all purchase orders, in detail, that are in open or assigned status.




Select purchase orders for one buyer or all buyers. You can also select from and to P.O. date ranges or leave
blank for all dates.




3-12                   N/Compass Hotline - 888.480.1809                 — http://ncompass.supnet.com
                                                                               N/Compass Version 10

Option 3: Print Purchase Orders

        Description: This option allows you to print all or selected purchase orders based on a print date you
        enter. All purchase orders that have been assigned a print date on or before the print date you enter
        will print.




Buyer Code: Enter a valid buyer code in the “from” and “to” fields, or leave blank for all buyer codes. F4
will display a list of valid buyer codes to select from.




                                                                                                                 Processing Menu
P.O. Number: Enter a single P.O. number, a range of P.O. numbers, or leave blank for all P.O.’s.

Print Date: Enter a valid date in a MMDDYY format. All purchase orders with a print date on or before this
date will print. The print date defaults to today’s date. For example, entering a print date of 4/30/03 will
result in the printing of all purchase orders with an assigned print date on or before April 30, 2003.

Note: To print purchase orders not scheduled to print until a future date, enter the future date. All
P.O.’s with a date less than the future date will print.

Fax Purchase Orders: Enter a “Y” to generate a fax P.O.’s or “N” to only print them. The
PRINT/FAX ROUTING field in the vendor file indicates whether a vendor’s P.O. is to be printed, faxed, or
printed and faxed.




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Option 4: Reprint Purchase Orders

        Description: This will reprint a range of purchase orders that have already been printed in option 3.
        The word “REPRINT” will appear on the printed form.




Buyer Code: Select one buyer or leave blank for all buyers.

From/To P.O. Numbers: You may select a single P.O. number for both fields or define a range of P.O.’s to
reprint.

Process FAX P.O.’s: If you have a fax-serving product installed, you can select ‘Y’ to have a P.O. faxed as
well as reprinted. Choose ‘N’ if you do not wish to fax the P.O’s being reprinted or do not have a fax-serving
product installed.




3-14                   N/Compass Hotline - 888.480.1809               — http://ncompass.supnet.com
                                                                                N/Compass Version 10

Option 5: Pre-Assign Purchase Order Numbers

        Description: This option allows you to assign purchase order numbers to buyers before they know
        the vendor and item information. Your buyers can then use these assigned numbers as they place
        orders with their vendors. This means they don’t have to wait until they can enter an actual P.O. to
        give the vendor the P.O. number. When this purchase order is ready to be completed, simply use
        Purchase Order Entry (Option 1), press F10 to access CHANGE mode and enter your pre-assigned
        P.O. number and the appropriate information to complete the purchase order.




                                                                                                                      Processing Menu
    N   You can not use this option unless you have answered “Y” to the “Assign P.O. numbers” parameter in
        Control File Maintenance from the Table Files menu.

Buyer code: The buyer code. You can use the F4 key to look up valid numbers.

Number of purchase orders to be assigned: Enter the number of P.O.’s you want to pre-assign (1 - 999).

Press the enter key. If the buyer code is invalid, a status screen will display the range of P.O.’s for your use. A
warning message will appear if duplicates were found (P.O. numbers already used). Press the enter key to
return to menu.

Entering the Purchase order for an Assigned Purchase Order

To enter an assigned purchase order, take option 1 - P.O. Entry. Use change mode (F10) to pull up the
purchase order information and fill in the appropriate information. Refer to instructions for entering purchase
orders starting on page 3-4.



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 Purchasing Manual

Option 6: Blanket Purchase Order Maintenance

        Description: Define components of a blanket purchase order.




Function Keys:


F9 – ADD: Allows you to enter a blanket P.O.
F10 – CHANGE: Allows you to edit a blanket P.O.
F11 – DELETE: Allows you to delete a blanket P.O.

Press the F6 key to look-up existing blanket orders; select the blanket purchase order you wish with an ‘X’.

Vendor #: Enter the vendor number you wish to use for this blanket order.

Blanket Order Number: Enter the blanket order number.

Description: Enter a 30-character description of the blanket order.

Limited by: You can select one or more of these parameters to limit the duration of the blanket order.

      • Date: X this field if the blanket order will be in force for a range of dates and specify the dates in
        MMDDYY format.
      • Quantity: X this field if you want to limit the blanket P.O. to a total quantity per item.
      • Amount: X this field if you want to limit the blanket P.O. to a dollar total per item.



3-16                   N/Compass Hotline - 888.480.1809                 — http://ncompass.supnet.com
                                                                          •    N/Compass Version 10

Press enter to advance to the blanket order detail screen.




Enter information for the following fields:

Item: Enter an item number.

Description: If the item number is on the item file, the description will automatically appear. If you have
entered a non-stock item number, use the ‘1’ in the OPT field to add a description.




                                                                                                                   Processing Menu
U/M: Define the unit of measure you wish to use.

Total Qty: Enter the quantity of this item for all releases of the blanket order.

Unit Price: Enter the price per unit of measure for the item.

$ Amount: The dollar amount of the price x the total quantity.

When you have finished entering all the items on the blanket order, press enter. If you are in CHANGE mode
and wish to see the quantities/amounts that have been released against this blanket P.O. number, enter a ‘2’
on the item line. This information is also available in a printed form from option 26, the Blanket P.O. Listing.




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Option 26: Blanket Purchase Order Listing

        Description: Produce a listing of blanket purchase orders and how much has been released against
        each P.O.




Blanket P.O. Number: Enter a from and to blanket P.O. number. You can enter a single number, a range, or
leave blank for all blanket purchase order numbers.

Vendor Number: Enter a from and to vendor number. You can enter a single number, a range, or leave blank
for all vendors.

Detail: This field defaults to ‘N’; if ‘N’, the report will print the total Quantity and Dollar Amount released
per item. If you change this value, P.O. detail of releases against the blanket orders will appear.




3-18                   N/Compass Hotline - 888.480.1809                — http://ncompass.supnet.com
                                                                              N/Compass Version 10

Option 11: Print Receivers

        Description: This will print receiving documents for all P.O. entries that are either open or have had
        a partial receipt and have not had a receiver printed yet (receiver print code of “Y”).




Select one warehouse to process or leave blank to process all warehouses.




                                                                                                                 Processing Menu




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 Purchasing Manual

Option 12: Reprint Receivers

        Description: This will reprint receivers that have already been printed in option 11 (receiver print
        code of “P”). The word “REPRINT” will appear on the printed form.




Select a single buyer or leave blank to reprint receivers from all buyers. You may also select a single
warehouse or leave blank for all. You must select a P.O. number range (from and to numbers).




3-20                   N/Compass Hotline - 888.480.1809                — http://ncompass.supnet.com
                                                                            N/Compass Version 10

Option 13: Enter Receipts/Cancellations

        Description: Receive or cancel orders. New receipts (entered in ADD mode) and changes to entered
        but unposted receipts and cancellations (done in CHANGE mode) can be done as many times as
        necessary prior to option 15 - posting.




Enter an open or partially received purchase order number. If you would like to look-up a P.O. number, press
F2 - P.O. Lookup. Choose from the following function keys to pick selection criteria:




                                                                                                                Processing Menu
      • F2 By P.O.
      • F5 By Vendor
      • F6 By Buyer
      • F7 By Warehouse

Enter the appropriate beginning value (or leave blank) and press the enter key. Place an “X” next to your
selection and press the enter key. The selected P.O. number will appear in the selection screen and you can
press the enter key to proceed.

A new receipt or cancellation entry will display ADD mode in the upper right corner of the next screen. If an
unposted receipt or cancellation already exists for the P.O., CHANGE mode will display. You can change an
entry as many times as necessary until it is posted using option 15.

Enter the following:

Receiving person: 15 characters. The person receiving and/or entering the receipt.



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 Purchasing Manual

Receipt posting period: The period/year of the receipt date. This is the fiscal period as entered on the
Posting Period File Maintenance (option 6, Control Files menu).

Receipt date: The MMDDYY format receipt date. This is generally today’s date, however, you can enter any
effective date you want.

Next requested ship date: If you are backordering items, this is the next date (MMDDYY) you expect to
receive the backordered product. This will be filled from the original requested ship date if left blank (only if
there are backordered items).

The RECEIVER NUMBER field displayed is calculated by the system. It is a receipt sequence number to
track multiple receipts for a purchase order. The first receiver number for a P.O. is 01; the next receipt will
have a receiver number of 02.




3-22                    N/Compass Hotline - 888.480.1809                — http://ncompass.supnet.com
                                                                               N/Compass Version 10

Receipts Detail

The system will display the correct item quantity to be received. This quantity is calculated by the system by
subtracting quantities already received (on one or more receivers) from the original quantity ordered. If items
were received in full on a previous receiver, they will not appear in receipt detail. Items with a quantity to be
received will be displayed with these input fields:

Item cost per unit: The purchase order unit cost. This can be overridden.

Select for use in CHANGE mode. If the Inventory module is installed and the item has been identified as a
lot or serial controlled item, an “X” may be placed in the select field to access lot/serial data for review or
change. An “S” or “L” in the lot or Serial column specifies the type of control.

RCV code: C (cancel) R (receive) B (backorder) blank (no action). Instead of entering the actual quantities
on each line item, you can use this code. R will automatically place the to-be received quantity in the
received field. B will place the to-be received in the quantity backordered field. C will cancel a line item (no
receipt or backorder will be made).

Received: Enter the quantity received. You can receive a larger quantity than on the purchase order if
desired. (8 digits, 3 decimals.)

Backordered: If you have a partial shipment and wish to backorder the rest, enter the backorder quantity.
Quantity backorder + quantity received can not be greater than quantity to be received.

The function keys are very useful if you wish to perform the same operation for all line items. You can
receive all, cancel all or backorder all items.

F5 - Cancel: Puts a “C” in the receive code of each line item. When the receipts are posted, the entire P.O.




                                                                                                                    Processing Menu
will be canceled.

F6 - Backorder: This will place the quantity to-be received in the quantity backordered field for all items.

F7 - Reset: Clears the Received, Backordered and Rcv code fields.

F8 - Receive: This will place the quantity to-be received in the received column for all items.

You can still edit purchase order line items after using these function keys. For example, if you receive all of
the line items except one on a twenty-line purchase order, you can use F8 to receive all line items fully and
then edit the line item not received to reflect a backorder or cancellation.

Press the Enter key to process screen. If you have lot or serialized items on this P.O., you will be taken to the
lot receipts entry screen or serial receipts entry screen. Otherwise you will get the message “Press Enter to
update or press the Exit key.” Press the F3 key to change values or press enter to complete. If you continue to
enter receipts, the program will copy Receiving Person, Receipt Posting Period and Receipt Date into the
P.O.’s being received to save you from repetitive entry of this information.


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Lot and serial receipts

The mode of entry (i.e. “ADD” or “CHANGE”) is automatically determined. For P.O. receipts previously
entered but not yet posted, the system will default to “CHANGE” mode and display any previously entered
lot/serial item numbers. Otherwise, the screen will default to “ADD” mode to allow entry of new lot/serial
item numbers.

Lot and serial controlled items are treated similarly but with some important differences:

1. An individual lot number may be entered on different P.O. receipts. This will result in a warning message,
which can be overridden. However, you cannot receive the same lot number more than once on the same P.O.
receipt. In contrast, a serial number for an item must be unique and can only be used on one receipt.

2. The individual quantity received for serial items will default to one (1). This cannot be overridden. The
quantity received for lot items can vary.

3. The total quantity received for serial items must always be a whole number (i.e. you cannot receive
fractional quantities for a serial controlled item). You can receive fractional quantities of lot controlled items.

Lot receipt entry

        Total quantity: The total quantity received (from the P.O. receipt). This quantity may be overridden
        by pressing the F6 Change Total Quantity function key and entering the new value.

        Lot number: The lot number(s) for the Inventory item. At least one lot number must be entered for
        each item; to see or select existing lot numbers use the F4 key.

        Description: Optional description of the lot.

        Expiration date: Optional expiration date for this lot number. If an expiration date is entered, it may
        not be a date prior to the system date.

        Unit cost: The unit cost of this lot number is displayed here and defaults to the item cost from the
        P.O. receipt.

        Quantity received: The individual quantity received for this lot.

    N   Quantity received is always one (1) for serial controlled items.

        Warehouse location: A brief description of the actual physical storage location of the lot item
        number in the warehouse. If you have our Inventory module installed, these values are set up in
        option 8 of the Inventory table files. Use F4 to lookup these values.




3-24                    N/Compass Hotline - 888.480.1809                — http://ncompass.supnet.com
                                                                              N/Compass Version 10

Press the enter key and if there are no errors, you will be taken to the next lot or serial entry screen or the
receipt detail screen of the P.O. On the detail screen, you will get the message “Press Enter to update or press
the Exit key.” Press the F3 key to change values or press enter to complete.

Serial receipts entry

Total quantity: The total quantity received (from the P.O. receipt). This quantity may be overridden by
pressing the F6 Change Total Quantity function key and entering the new value.

Serial number: The serial number(s) for the Inventory item. One serial number must be entered for each
item received.

Description: Optional description.

Expiration date: Optional expiration date for this serialized item. If an expiration date is entered, it may not
be a date prior to the system date.

Unit cost: The unit cost of this serial number is displayed here and defaults to the item cost from the P.O.
receipt.

Quantity received: Quantity received is always one (1) for serial controlled items.

Warehouse location: A brief description of the actual physical storage location of the serialized item in the
warehouse. If you have our Inventory module installed, these values are set up in option 8 of the Inventory
table files. Use F4 to lookup these values.

Press the enter key and if there are no errors, you will be taken to the next lot or serial entry screen or the
receipt detail screen of the P.O. On the detail screen, you will get the message “Press Enter to update or press




                                                                                                                   Processing Menu
the Exit key.” Press the F3 key to change values or press enter to complete.




                                                                                                         3-25
 Purchasing Manual

Option 14: Receipts/Cancellations Edit Listing

        Description: This will generate a printed listing of all receipts, with item detail, that you entered in
        option 13 and have not posted yet with option 15.




Select a single warehouse or leave blank to report on all warehouses.




3-26                   N/Compass Hotline - 888.480.1809                 — http://ncompass.supnet.com
                                                                                N/Compass Version 10

Option 15: Post Receipts/Cancellations

        Description: All receipts will be moved to either the receipts verification files or the receipts history.
        Verification files are only updated if you have specified “Y” to “Verify Receipts, Y/N” in the Pur-
        chasing Table Files Option 1.




    N   If you have our Inventory module installed, the item files are updated with the receipt quantities and
        costs. Quantity on-hand, available, total received and total cost of receipts are updated for each item.
        Quantity received is subtracted from quantity on-order. Average cost and last-purchase costs are also




                                                                                                                     Processing Menu
        updated.

A purchase order that has been fully received or canceled will move from the purchase order files to the
purchase order history files. If a P.O. has backorders yet to be received, it will remain in the purchase order
files in PARTIAL status until fully received or canceled.

GENERAL LEDGER journal entries will be made and a posting report generated if you both have our G/L
module installed and answered “Y” to the “G/L posting report” parameter in the Purchasing Table Files
option 1. You can still generate a report if you do not have our G/L module installed.

A “Receipts Posting Recap Listing” will be generated by this option.




                                                                                                           3-27
 Purchasing Manual

Option 16: Receipts Schedule Listing

        Description: This will generate a chronological listing of to-be received purchase orders sequence by
        requested ship date. Each line is a summary of the P.O. with to-be received total quantity and ex-
        tended cost.




Select one buyer or leave blank for all buyers. Select one warehouse or leave blank for all.




3-28                   N/Compass Hotline - 888.480.1809               — http://ncompass.supnet.com
                                                                             N/Compass Version 10

Option 21: Receipts Verification Entry

    N   This process is not available unless you entered “Y” to “Verify Receipts” in the Purchasing Table
        Files option 1.

        Description: This is where vendor invoice information is entered and compared against the receipt.
        The receipt must have already been entered and posted.




Purchase order number, receiver number: Enter a valid P.O. number and receiver number combination.




                                                                                                               Processing Menu
The posted receipt must be on the verification file.

F2 - Lookup: F2 will display all P.O. receipts on the verification file. Enter a beginning number (or leave
blank) and press the enter key. Place an “X” next to your selection and press the enter key.

Press the enter key to proceed to next screen.

Enter the following fields:

Vendor reference number: A ten character alphanumeric field to enter the vendor invoice number (or some
type of reference code such as account number).

Accounts Payable Transaction Information
   N These fields only appear if you have our Accounts Payable module installed and set up to interface
      with Purchasing (Purchasing Table Files, option 1). Enter the posting date and period for the transac-
      tion to post in. Enter the invoice date of the invoice you are verifying against the receipt.


                                                                                                       3-29
 Purchasing Manual

Verification Entries

Invoice total: The total line of the invoice.

Freight amount: Any freight or shipping charges from the invoice.

Tax amount: Any state, local or excise taxes from the invoice.

Special charges: Any special or other charges not in the original P.O. receipt detail.

Total item quantity: The total quantity of all product line items of the invoice.

Press the enter key to calculate comparison with the receipt. This will calculate extended total cost by
subtracting freight, tax, and special charges from invoice total.

Extended total cost and total item quantity from the receipt will be displayed.

If no errors exist, press the enter key to update. F5 - DETAIL can be requested regardless if errors exist.

If errors exist (either the total costs or the total quantities do not match the receipt information) a message
“ERRORS EXIST, Press Enter to update or press F5 for detail line items.” appears. You can PRESS ENTER
and update the entry, or press F5 - DETAIL to enter specific detail line verification information for your
discrepancy reports.




The detail screen allows you to enter invoice quantities and unit costs for each invoice line item. You should
do this if you had errors on the previous screen to help find what detail line(s) is creating the discrepancy.


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Verified quantity: The line item quantity off of the invoice.

Verified unit cost: The line item unit cost (not extended cost) off of the invoice.

Press the enter key after entering your amounts. Individual line item errors will be highlighted (if any). You
can correct them here or press the enter key to update anyway.

These errors will be on the Verified Receipts Exception Listing, option 23.

Press the enter key to update. Once a receipt has been verified, you can take option 21 again and change your
entry. This can be done as often as you like until option 25 - Post Verified Receipts is run.




                                                                                                                 Processing Menu




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Option 22: Verified Receipts Listing

        Description: This will generate a printed listing of all receipts that you verified with option 21 and
        have not posted yet with option 25. Includes exceptions.




Select one warehouse to process or leave blank for all warehouses.




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Option 23: Verified Receipts Exception Listing

        Description: An exception is a verified receipt where either the total extended cost or total quantities
        do not match between the receipt and the vendor invoice. This will generate a printed listing of
        receipts that you verified with option 21 and have not posted yet with option 25 that have a discrep-
        ancy.




Select one warehouse to process or leave blank for all warehouses.




                                                                                                                   Processing Menu




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Option 24: Receipts To-Be Verified Listing

        Description: Listing of all receipts that have not yet been verified against a vendor’s invoice.




Select one warehouse to process or leave blank for all warehouses.




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Option 25: Post Verified Receipts to History

        Description: This will post all verified receipts to the receipt history files. All verified receipts,
        including exceptions, will be posted and no longer available for verification changes.




Select one warehouse to process or leave blank for all warehouses.

A “Post Verified Receipts to History Listing” will be generated.




                                                                                                                    Processing Menu




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Option 31: P.O. Inquiry

        Description: This will allow you to do an on-line inquiry into P.O.’s in any status (open, partially
        received, received, or canceled) in the system. Any receipts associated with a P.O. can also be viewed
        in full detail.




Purchase order number: Any existing P.O. number. If you need help finding a P.O. number, you can press
the F2 - P.O. Lookup key. Press one of the following function keys to select your search criteria:

      • F5 By Vendor
      • F6 By Date
      • F7 By Buyer
      • F8 By Warehouse
      • F9 By Status

Enter a beginning value (or leave blank) and press the enter key. Place an “X” next to your selection and
press the enter key twice. You will be presented with the P.O. header information.




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Function keys:

F2 Receipt Lookup: If you press the F2 key, you will be taken a screen displaying all receipts against a P.O.
You can see the Receiver Numbers, Receipt Date, Total Item Quantity, Total Extended Cost, Receiving
Person, and Verify Code. For more detail on a particular receipt, select the receipt with an “X” and press the
enter key. A screen will appear that contains line item detail for the receipts on that receiver. If lot and serial
numbers were recorded during that receipt, pressing F5 will display them.

F5 Lot/Serial Act.: See lot and serial numbers received against this P.O.

F7 Address: Display full address information for the Vendor and Ship-to information.

F12 Vendor Comments: This key will take you to a file of comments that are tied to the vendor number.
You can define multiple types of comments in the Control Files, Option 8 (Comment Code File
Maintenance). You can specify to print a single type of comments by pressing F7, or print all comments by
pressing F6. You can choose to view a single type of comment by putting the type code in the first field on
the screen or view all comments by leaving the field blank. If you press F9 while in the comment screen, you
can view the i-Series user profile of the person who created the comment. If you would like to make a new
comment that has a date stamp that is not the system date, press the F5 key and enter the date you would like
your comment to have.

Press the enter key again to view line items for your selected P.O. The Total Order Quantity,
Total Number of Receipts, and Total Order Cost are displayed at the top of the screen. The same function
keys as described above are available.




                                                                                                                      Processing Menu




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Option 32: Item/Vendor File Inquiry

        Description: This will allow you to do an on-line screen inquiry on the item/vendor file information.




Enter valid vendor/item number combination that is on the item/vendor file. If you need to look up a vendor
number or item number, you can use the F4 lookup function or use the F2 - Item/Vendor Lookup. F2 will
display all item/vendor file entries, sequenced by vendor (F2) or item (F5). Enter a beginning value (or leave
blank) and press the enter key.

Place an “X” next to your selection and press the enter key twice. The next screen displays the item/ vendor
file information. This file is maintained in option 8 of the Purchasing Table Files menu.




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Option 33: Item File Inquiry

        Description: This option allows you to look at the receipt history for an item.




Warehouse balances and all P.O. activity are displayed after you select an item number (stock or non-stock
item) and press the enter key

Item number: Enter a valid item number. If you are not using our inventory module, you will not be able to
look-up the items.




                                                                                                                  Processing Menu
Beginning warehouse: Activity is listed by warehouse. If you have many warehouses, you may want to
specify a beginning warehouse for the on-screen display. Leave blank to start at the lowest warehouse
number.

If you have our Inventory module installed and you are looking up a stock item, you can use the F2 - Item
Lookup key. F2 will display items on the item master. Items can be in item (press F2) or item description
(press F5) sequence. Enter a beginning item number (or leave blank) and press the enter key. Place an “X”
next to the item you want and press the enter key.

After pressing enter with your selection, the next screen lists, by warehouse, the balances of an item and P.O.
activity including receipts. Multiple receipt activity is listed for each P.O. when applicable. On-hand
balances show for each warehouse, even if no P.O. activity exists for that warehouse.

You can select a different item and /or beginning warehouse by entering the new value on the lines at the top
of the screen and pressing the enter key at any time.

Pressing F3 will return you to the Processing menu.

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Option 34: Vendor History Analysis Report

        Description: Produces a summary listing of receipt activity for the following three date categories:
        last month requested, last three months and total of all months selected.




Total quantity, total cost of receipts and backorder occurrences are the three activities reported.

A selection screen will appear allowing you to specify:

Buyer Code: Enter a buyer or leave blank to select all buyers.

From MM/YY: The starting month and year to report.

To MM/YY: The ending month and year to report.

Vendor Number: Enter a vendor or leave blank to select all vendors.

Sequence Option: Select 1 to sequence by buyer, vendor, item or choose 2 to sequence by vendor, item.

The to-date must be equal to or greater than the From date. Buyer and vendor codes must be valid if entered.




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Option 35: P.O. History Report

        Description: This option generates a printed report that lists selected purchase orders from the
        history files. P.O.’s in the history file are either received in full or completely canceled.




Buyer Code: Enter a single buyer code, a range of buyer codes or leave blank to select all.

From date: The starting date to report; MMDDYY format.




                                                                                                                  Processing Menu
To date: The ending date to report; MMDDYY format. To date value must be greater than or equal to the
From date value.

Vendor Number: Enter a valid Vendor Number or leave blank to select all.




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Option 36: Orders Filled Listing

       Description: This prints a report of P.O. line items that had customer order numbers entered on them.




Select a range of purchase orders for review. The “To” purchase order number must be greater than or equal
to the “From” purchase order number.




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              chapter 4
  Year/Period End Menu
Purchasing Manual




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                                                                                                                Year/Period-End Menu
Purchasing Year-End/Period-End Menu
Purpose:        Create hard-copy documentation of purchasing activities and free up disk space.




Period Year-End Options

Period-end options provide you with two activity reports; the P.O. Activity Listing and the Receipts Activity
Listing. You can select any activity based on ‘from’ and ‘to’ P.O. or receipt date selection.




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Option 1: P.O. Activity Listing

        Description: Reports all P.O. activity for a specified date range. A screen will appear requiring you to
        enter from and to P.O. dates. Dates must be in MMDDYY format. To date must be equal to or greater
        than from date.




All P.O.’s will be reported within your date selections. A sample of this report is in the reports section.




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                                                                                                              Year/Period-End Menu
Option 2: Receipt Activity Listing

      Description: Prints a report of all receipt activity for a specified date range. A screen will appear
      requiring you to enter from and to receipt dates. Dates must be in MMDDYY format. “To” date must
      be equal to or greater than “from” date.




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Option 3: Receipt Distribution Activity Listing

      Description: Prints a list of all Receipt Distribution Activity for the specified date range. A screen
      will appear requiring you to enter from and to receipt dates. Dates must be in MMDDYY format. To
      Date must be equal to or greater than From Date. All Receipt Distribution will be reported within
      your date selections.




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                                                                                                                  Year/Period-End Menu
Option 11: History File Purge

        Description: Allows you to free up disk space by deleting historical information.




A screen will appear prompting you to enter a P.O. date in MMDDYY format.

We strongly recommend you backup your data library before running this option.

All purchase orders or receipts on and prior to this date will be purged from the history files. A P.O. must be
received in full or canceled before this process will purge it. Outstanding P.O.’s will not be deleted even if
they are prior to the entered date.

A “History File Purge Listing” recap will be generated giving you receipt and P.O. deletion counts. A sample
of this report is in the reports section.

You are not required to run this at year-end. It is only provided as a tool for you to reduce the size of your
history files after a few years of accumulation.




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Option 12: Reorganize Physical Files

        Description: This option will generate an information screen. Press the enter key to process or F3
        return to the menu.




The purpose of this process is to cleanup all of your purchasing physical files. Unlike option 11, the History
File Purge, all your data will remain on the files. The program simply performs a system function that frees
some disk space by reorganizing records.

We recommend that you perform this at least once a year. All companies are processed when you submit this
option.




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PURCHASING




               chapter 5
  Requisition Table Files
Purchasing Manual




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                                                                         N/Compass Version 10

Requisition Table Files
Purpose:       The Requisition Table Files define the values you will use throughout the Requisition
               System. After completing this section, you can set up your N/Compass Requisition System to
               enter, approve, print, and view the status of your requisitions. You must define the
               Requisition Table Files before you begin any Requisition processing activities.

This menu defines the following:
      • Location codes.
      • Approval level codes.
      • Codes determining multiple Ship To information.




                                                                                                            Requisition Table Files




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Option 1: Control Files Maintenance

       Description: This option allows you to define the default information for Requisition entry.




Auto Number Requisitions: Do you wish to have your requisitions automatically increment? Enter Y for yes
and N to manually enter.

Requisition Number: Enter the requisition number in this field. If you have chosen Y for Auto Number, then
the new number should appear automatically.

Require Vendor Number: Do you wish to make the Vendor number required on your requisition entry?
Enter Y for yes and N for no. Vendor numbers are set up in Vendor Master Maintenance in the N/Compass
Accounts Payable program.

Require Item Number: Do you wish to make the Item number required on your requisition entry? Enter Y
for yes and N for no. The item number is set up in Item File Maintenance in the N/Compass Inventory pro-
gram, or in the Purchasing Item Vendor Master.

Require G/L Number: Do you wish to make the G/L Expense Distribution Account number required on
your requisition entry? Enter Y for yes and N for no. The G/L Account number is set up in the chart of
accounts for your company, and you must use an approved control combination (File Maintenance is in the
system control files menu).

Create Notices for Unapproved Items: Do you wish the system to automatically generate a report sent to
individual requestors to let them know when approval has been denied? Enter Y for yes and N for no.



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Number of Years to Keep History: Enter the number of years you would like to keep requisition history in
the system. Number must be greater than 0.

Require Approval Limit $ Amounts: Do you wish to require a dollar limit for requisition approvers in
Approval Level Maintenance (option 3 of the Requisition Table Files menu)? Enter Y for yes and N for no.

Require Level 2 Approval: Do you wish to require 2 people to approve requisition requests before they can
be assigned to a Purchase Order? Enter Y for yes and N for no.

Fax Support Outq: Enter the outq you wish to send spool files to for purposes of interfacing with 3rd party
fax software for faxing requisitions or bids.




                                                                                                              Requisition Table Files




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Option 2: Location File Maintenance

        Description: In this option you have the ability to add, change, or delete the locations you wish to
        send your requisitioned items to.




Physical and Ship To Names: In these fields you will need to enter the names of the physical and ship to
locations.

Physical and Ship To Addresses: In these fields you will need to enter the addresses of both physical and
ship to locations.

Phone Number: Enter the area code and phone number for your ship to location.

Fax Number: Enter the area code and fax number for your ship to location.

Contact Name: Enter the contact name for your ship to location.

    N   You must press Enter when finished updating, pressing F3 will exit the screen without saving.




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Option 3: Approval Level Maintenance

        Description: In this option you can choose whether or not requisitions must be approved. You can
        select up to two levels of approval, and set the approval limit for each level.




                                                                                                                   Requisition Table Files
You will need to input your company number and press Enter. In this option you are able to add, change, or
delete the Department Head information required to approve and issue requisitions.

    N   For security purposes the AS400 user ID of the department head must be used to identify this role.

Name: Enter the name of the department head.

Approval Level: This field may be set to either 1 for approval level 1, or 2 for approval level 2. If you have
set up the control files to require level 2 approval, at least one Department Head must be a 2. Level 2
approvers can be assigned to L2 or L1 of an individual requisition. L1 approvers can only be in the L1 field.

Approval $ Limit: If you have set up the control files to require a dollar limit on approvals, this field cannot
be zero. This field restricts the Department Head from approving requisitions with a total amount over the
specified dollar limit.

Approve Other Req: This flag determines whether or not this Department Head can approve requisitions
other than those directly assigned to them. Enter Y for yes and N for no.




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Inactive: This flag determines whether or not the Department Head is inactive. Inactive department heads
cannot approve requisitions. Enter Y for yes and N for no.

   N    You must press Enter when finished updating, pressing F3 will exit the screen without saving.




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Option 4: Multiple Ship to Maintenance

        Description: In this option you can add multiple ship to locations for your requisitions.




                                                                                                                Requisition Table Files
Ship To Name: In these fields you will need to enter the names of the physical and ship to locations.

Ship To Address: In these fields you will need to enter the addresses of both physical and ship to locations.

Phone Number: Enter the area code and phone number for your ship to location.

Fax Number: Enter the area code and fax number for your ship to location.

Contact Name: Enter the contact name for your ship to location.

    N   You must press Enter when finished updating, pressing F3 will exit the screen without saving.




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             Version 10

PURCHASING




              chapter 6
  Requisition Processing
                   Menu
Purchasing Manual




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                                                                           N/Compass Version 10

Requisition Processing Menu




After selecting this option, enter the company number you wish to work with and press enter.

Requisition Processing allows you to do the following:
       • Enter, maintain, and delete requisitions.




                                                                                                     Requisition Processing Menu
       • Approve requisitions if you are set up as a Department Head.
       • View open and historical requisitions.
       • Print requisitions.




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 Purchasing Manual

Option 1: Maintain Requisitions

        Description: This screen allows you to enter, change, or delete requisitions.




There are three modes in this screen:

      • F9 – Add mode: This mode allows you to create new requisitions.
      • F10 – Change Mode: This mode allows you to update existing requisitions.
      • F11 – Delete Mode: This mode allows you to delete existing requisitions.

If you selected Y for the Auto Number option in the Table Files, completed requisitions are automatically
assigned a requisition number. If you did not select the Auto Number flag, you will need to enter a
requisition number and press Enter.

    N   You cannot update or delete requisitions once they have been approved.

Department Head: Enter a valid department head for the appropriate level as defined in the Approval Level
Maintenance (Option 3 in the Requisition Table Files). This is a required field.

Requisition Date: Enter a valid date in MMDDYY format. This is a required field.

Required Date: Enter the date that the materials are required by. This must be a valid date in MMDDYY
format. This is a required field.

Requested By: Enter the name of the person requesting the items.



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Buyers Code: Enter the Buyer Code. This code is established in the N/Compass Purchasing Table Files
(Option 10). This is a required field.

Default G/L Level 1: Identify the default G/L level 1 code for each line item. This is not required unless the
flag in the Requisition Table Files has been switched to Y.

Default G/L Level 2: Identify the default G/L level 2 code for each line item. This is not required unless the
flag in the Requisition Table Files has been switched to Y.

Default G/L Account: Identify the default G/L Account Number for each line item. This is not required
unless the flag in the Requisition Table Files has been switched to Y.

Default Vendor: Enter the vendor number here. This will put a vendor number in each line item in the next
screen.

Print as Bid: This flag determines if the Requisition is to be printed as a bid to be sent to vendors, or if it is
a standard requisition. Enter Y for a bid and N for a standard Requisition.

Location: Enter the ship to location number as defined in the Requisition Table Files. The information for
this location will be imported into the remaining fields.

Ship To Name and Address: Enter the Ship To name and address on these fields. If left blank, these fields
are automatically populated by the information attached to the location file.

Phone Number: Enter the area code and phone number for the Ship To location. If left blank, this field is




                                                                                                                     Requisition Processing Menu
automatically populated by the information attached to the location file.

Contact Name: Enter the Ship To contact name here. If left blank, this field is automatically populated by
the information attached to the location file.

Function Keys:

F3 – Exit: Returns to first screen of Requisition Processing without saving any information.

F8 – Requisition Comments: Enter header comments for the entire requisition. These can be viewed when
the requisition line item is put onto a Purchase Order.

Once all fields are complete, press Enter to proceed to the second screen.




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This screen allows you to enter or change requisition detail information. Definitions of each field are below.
You may create additional line items by pressing the F9 key, or delete a line item using F23 while on the line
you wish to delete.

Vendor Number: Enter a valid vendor number. This number will be automatically populated by the vendor
number input on the previous screen if any. This field is optional as long as the required flag in the
Requisition Table Files has not been switched to Y.

Item Number: Enter up to a 19 character item number. The item number is optional if the required flag in
the Requisition Table Files has not been switched to Y for Vendor Number.

Description: Enter up to a 30 character description of the item. This field will automatically populate if a
valid vendor and item number are supplied.

U/M: Enter a valid unit of measure. This field will automatically populate if the item is in the Inventory
Master File, or Item Vendor master File.

G/L Level 2: Override or enter a valid G/L Level 2 (DIV) code. This field is not required unless the flag in
the Requisition Control Files is switched to Y.

G/L Level 1: Override or enter a valid G/L Level 1 (DEP) code. This field is not required unless the flag in
the Requisition Control Files is switched to Y.

G/L Account: Override or enter a valid G/L Account number. This field is not required unless the flag in the
Requisition Control Files is switched to Y.

Quantity: Enter a quantity greater than 0. This is a required field.


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                                                                              N/Compass Version 10

Cost: Enter the cost of the item. This field will automatically populate if the item is in the Inventory Master
File, or Item Vendor master File.

Ext. Cost: This is the extended cost of the item (QTY X COST), and is calculated if both quantity and cost
are provided.

Function Keys:

F2 – Item Lookup: Displays the item master file from the N/Compass Inventory applicatoin. Place an “X”
next to the item you wish to select and press Enter.

F3 – Exit: To return to the first screen of Requisition Maintenance without saving.

F5 – Update: To complete the requisition, and return to the first screen of Requisition Maintenance.

F6 – Vendor Comments: Allows you to add vendor comments or perform updates on existing comments.

F7 – Item Vendor Lookup: Display the item associated with the Vendor from the N/Compass Purchasing
application. Place an “X” next to the item you wish to select and press Enter.

F8 – Comments: Enter or update line item comments and flag them to print on the Purchase Order.




                                                                                                                  Requisition Processing Menu




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 Purchasing Manual

Option 2: Approve Requisitions

        Description: This is the option for Department Heads defined in the Approval Level Maintenance
        screen to sign in and view Requisitions pending approval that are assigned to them. After selecting
        this option you will need to sign on using your user ID as either a Level 1 or Level 2 approver based
        on your approval level.




REQ: Displays the requisition number.

LN: Displays the requisition line number.

Vendor: Displays the vendor name.

Item Number: Displays the inventory item number.

Description: Displays a brief description of the item.

U/M: Displays the item unit of measure.

G/L Information: Displays the G/L Account number and Level 1 and 2 codes.

Quantity: Displays the quantity of items requested.

Cost: Displays the cost of the item if known.

Ext. Cost: Displays the extended cost of the item (QTY * Cost).


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                                                                            N/Compass Version 10

Approve (Y/N): In this field the Department Head will issue approval or unapproval according to their
approval level. Enter Y to approve and N to unapprove. Leaving the field blank will mean that no action is
taken on that item.

    N   You will need to press Enter when you are finished approving or unapproving requisition items.

Function Keys:

F3 – Exit: Exit without saving any information.

F5 – Exclude Unapproved Items: Will exclude from your display items where the approval field is N or
Blank.

F6 – Approved Items: Displays only approved items.

F10 – View Header: Displays header information.




                                                                                                               Requisition Processing Menu




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Purchasing Manual

Option 5: Requisition Inquiry

       Description: In this option you will need to select the active requisition you wish to view. The
       information displayed will be the same two screens as in option 1 Maintain Requisitions, except that
       approval information will be displayed below the Requisition number in the first screen.




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                                                                             N/Compass Version 10

Option 21: Print a Requisition

      Description: This screen will allow you to select a range of requisitions to print or fax. Select the
      range and press Enter to generate this report.




                                                                                                               Requisition Processing Menu




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Purchasing Manual

Option 22: Print Requesters by P.O.

       Description: This option will print requisitions and their associated purchase orders.




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                                                                               N/Compass Version 10

Option 23: Print Open Requisitions

        Description: This screen will allow you to print open requisitions by Department Head, Buyers
        Code, Location, Requisitions with zero prices, or Requisitions with no item numbers. You may input
        multiple fields to narrow your report. Enter the LV 1 Department Head to return only the requisitions
        awaiting approval for that user at level 1. Enter LV 2 Department Head to return only the requisitions
        awaiting approval for that user at level 2. Leave both fields blank to return all requisitions that are
        open at level 1 or level 2.




                                                                                                                  Requisition Processing Menu
Department Head: Here you can specify the user ID of the Department Head you wish to include.

Buyers Code: In this field you can specify requisitions limited to a particular buyers code from the
Maintain Requisitions screen.

Location: This field allows you to specify requisitions for a particular location.

Select Zero Prices Only: A ‘Y’ in this field will select requisitions that have an item price of 0.

Select Requisitions with No Item Numbers Only: A ‘Y’ in this field will select requisitions without any
item numbers associated to them.




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 Purchasing Manual

Option 24 Print Requisition History

        Description: You may choose from the following selection criteria to print on the history report. You
        may only select one sequence each search.




Company: Enter ‘X’ to sequence the report by company.

Level 2: Enter ‘X’ to sequence the report by Level 2. Enter the Level 2 range you wish to select.

Level 1: Enter ‘X’ to sequence the report by Level 1. Enter the Level 1 range you wish to select.

Required Date: Enter ‘X’ to sequence the report by the required date. Enter the date range in mmddyy
format.

Requisition Date: Enter ‘X’ to sequence the report by the requisition date. Enter the date range in mmddyy
format.

Approved Items: Enter ‘A’ to include approved items only, ‘U’ to include only unapproved items, and leave
the field blank to include all items.

Department Head: Enter ‘X’ to sequence by department head. Enter a specific department head to select
that individual only.

Cost Range: Enter ‘X’ to sequence the report by cost range. Specify the range.




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                                                                         N/Compass Version 10

Vendor Number: Enter ‘X’ to sequence the report by vendor number. Enter a vendor number to select that
vendor only.

Item Number: Enter ‘X’ to sequence the report by item number. Enter an item number to specify for that
item number only.




                                                                                                         Requisition Processing Menu




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Purchasing Manual

Option 25 Print Unapproved Requisitions

       Description: In this screen you must specify a department head to print a list of requisitions that have
       been denied by that department head. Leave the field blank to display all requisitions that have been
       denied.




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                                                                             N/Compass Version 10

Option 26 Print Unassigned Requisitions

        Description: This screen will allow you to print requisitions that have not been assigned to a pur-
        chase order.




You must specify a range for the buyer code and/or location attributed to the requisition to generate these




                                                                                                               Requisition Processing Menu
requisitions.




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             Version 10

PURCHASING




              chapter 7
    Requisition Year End
                   Menu
Purchasing Manual




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                                                                       N/Compass Version 10




                                                                                                         Requisition Year End Menu
Requisition Year End Menu
Purpose:   This menu will allow you to manually purge requisition history from your files, and also to
           reorganize your requisition files.




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Purchasing Manual

Option 1: Purge History From Files

      Description: Select a date range at the top of the screen for Requisition dates you wish to delete. You
      may exit the screen by pressing F3 if you do not wish to delete.




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                                                                           N/Compass Version 10




                                                                                                             Requisition Year End Menu
Option 2: Reorganize Requisition Files

      Description: This option will reorganize the physical files for the requisition application when you
      press Enter. You may exit the screen by pressing F3 if you do not wish to reorganize.




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Purchasing Manual




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