COINS Ti Enter Purchase Orders User Guide Version 2.7 November 2008 COINS USA 6 Airport Park Blvd., Latham, NY 12110 Phone: 518-C-4-COINS Fax: 518-242-7216 Email: supportdesk.us@coins-global.com Enter Purchase Orders User Guide, Version 2.7 Software Level 9.7c2.35TI November 2008 COPYRIGHT NOTICE: Copyright 2008 Construction Industry Solutions (Shaker) Corporation (hereinafter known as COINS USA). ALL RIGHTS RESERVED THROUGHOUT THE WORLD. PROPRIETARY RIGHTS NOTICE: This software and the documentation attendant thereto contain trade secrets and confidential information proprietary to COINS USA. The Licensee is bound to the proprietary nature of this material. The software and the associated documentation may be used and/or reproduced only by a COINS USA Licensee and then only in accordance with the terms and conditions of the COINS USA End User License Agreement. Any unauthorized use, dissemination or reproduction of the software, documentation, and/or information contained therein is strictly prohibited. While efforts have been taken during the preparation of this manual to assure its accuracy, COINS USA assumes no liability for errors or omissions in this manual, or from the use of information contained therein. A form for users' comments and suggestions is provided at the back of this manual. You may address your comments to Corporate Communications, COINS USA, 6 Airport Park Blvd., Latham, NY 12110. COINS and Dig Deeper are registered trademarks of Construction Industry Solutions (Shaker) Corporation. COINS Ti is a trademark of Construction Industry Solutions (Shaker) Corporation. AIX, IBM, pSeries, xSeries, and RISC System/6000 are registered trademarks of International Business Machines Corporation. Microsoft, Excel, and Windows are registered trademarks of Microsoft Corporation. Progress is a registered trademark of Progress Software Corporation. Progress Query/Results and RDBMS are trademarks of Progress Software Corporation. Red Hat and Linux are registered trademarks of Red Hat, Inc. UNIX and UNIXWARE are registered trademarks of The Open Group. Other products are the trademarks of their respective owners. Contents •••••• Chapter 1. Before You Begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Online Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Useful Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Tailoring Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Preliminary File Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Vendor File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . P/O Category Code File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Item File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Jurisdiction File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Column Views and Other Presets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining a New Columns Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining a New Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 10 10 11 11 12 12 14 Chapter 2. How to Enter a Normal Purchase Order. . . . . . . . . . . . . . 17 Process Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Step 1. Open the Enter Purchase Orders Function. . . . . . . . . . . . . . . . . . . . . . 18 Step 2. Enter Header Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2a. Primary Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2b. Addr Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2c. Ship Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2d. Misc Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2e. Add’l Text Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2f. Defaults Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Step 3. Enter Detail Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3a. Detail Line for Job Materials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3b. Detail Line for Equipment Parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3c. Detail Line for Work Order Parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3d. Detail Line for Sales Order Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3e. Detail Line for Items for Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3f. Drop Ship Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3g. Additional Text for Detail Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 20 21 22 23 24 25 26 27 28 29 30 31 33 35 36 3 Step 4. Update Sales Tax and Freight . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Chapter 3. How to Enter a Subcontract Purchase Order. . . . . . . . . . 39 Process Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Step 1. Open the Enter Purchase Orders Function. . . . . . . . . . . . . . . . . . . . . . 40 Step 2. Enter Header Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2a. Primary Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2b. Addr Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2c. Ship Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2d. Subcontract Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2e. Misc Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2f. Add’l Text Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2g. Insur Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2h. Reqmnts Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2i. Compliance Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2j. Defaults Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Step 3. Enter Detail Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3a. Job Detail Lines for a Subcontract P/O . . . . . . . . . . . . . . . . . . . . . . . . 3b. Additional Text for Detail Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Step 4. Update Sales Tax and Freight . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 43 44 45 46 47 48 50 51 52 53 54 54 56 57 Chapter 4. How to Change a Posted Purchase Order . . . . . . . . . . . . 59 Process Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Step 1. Select Posted Purchase Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Step 2. Update Header Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Step 3. Update Detail Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Step 4. Update Sales Tax and Freight . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Change Posted Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Chapter 5. How to Save, Print, and Post Purchase Orders . . . . . . . . 69 Process Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Step 1. Save the Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Step 2. Review Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 4 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 Step 3. Print Unposted Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Step 4. Post Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4a. While in Enter Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4b. Using the Post Purchase Orders Option . . . . . . . . . . . . . . . . . . . . . . . . Step 5. Print Posted Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 75 76 77 Appendix A. Entering Purchase Orders Using the Keyboard. . . . . . . . . . . . . . 83 Appendix B. Toolbar Options for P/O Detail Lines . . . . . . . . . . . . . . . . . . . . . . 85 Appendix C. Purchase Orders and Unit Price Subcontracts . . . . . . . . . . . . . . 87 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 5 6 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 Chapter 1: Before You Begin •••••• This Guide takes you through the process of performing the steps for each type of purchase order so that you can use PO/IN to its fullest advantage. The steps for entering purchase orders, revisions, and change orders in the COINS Ti Purchase Order/Inventory module (PO/IN) vary according to the type of purchase order you are entering. Before you begin using this Guide, it is important for you to read the information below. Online Help This Guide describes the process of entering, printing, and posting various kinds of purchase orders. For detailed field definitions and other information, use the COINS Ti online help. To open the help, press the [F1] key while you are on the tab for which you need information. Useful Definitions For purposes of this Guide, some key terms are defined below. Normal purchase order - an order for materials or service from a specific vendor. In COINS Ti, any purchase order that is not a subcontract purchase order is considered a normal purchase order. Subcontract purchase order - a purchase order entered as an agreement to have specific work done by a subcontractor, typically in preparation for an actual subcontract. Revision - any change to a posted purchase order or its detail lines. COINS Ti automatically uses the latest posted version of a purchase order as indicated by its sequential revision number. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 7 1: Before You Begin Change order - a type of revision that needs to be tracked with a user-controlled change order number so it can be shared with with external contacts, such as the vendor or subcontractor. A change order typically involves significant changes such as amounts, quantities, and detail lines. Purchase order - as used in this Guide, a general term that includes normal purchase orders, subcontract purchase orders, and change orders. Tailoring Options COINS Ti PO/IN Module Tailoring has great impact on how purchase orders are entered and processed. The tailoring options are set when PO/IN is implements, based on COINS USA’s recommendations and the way your company plans to use the module. For example, there are several options for purchase order numbering. Depending on the tailoring selections, the P/O-Rev field is handled differently when you add purchase orders. See Table 1-1, Variations on P/O Numbering for examples of the four main techniques. Table 1-1: Variations on P/O Numbering If your purchase orders are automatically numbered based on the job numbera Enter the job number. COINS Ti will add a sequential number to the job number to create the P/O number. For example, the first P/O for job 96-111 might be numbered 96-11100001. Auto-addb is compatible with this P/O numbering method. If your purchase orders are automatically numbered based on work ordersa Enter the work order number. COINS Ti will add a sequential number to the work order number to create the P/O number. For example, the first P/O for work order 1055 might be numbered 1055001. Auto-add is compatible with this P/O numbering method. If your system automatically generates sequential purchase order numbers 8 Press [F2], [Enter], or [Tab] to accept the automatic P/O number. Auto-add does not work with this P/O numbering method. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 1: Before You Begin Table 1-1: Variations on P/O Numbering (Continued) If you use preprinted, prenumbered purchase order forms Enter the number for the next form in the P/O-Rev field when you enter the purchase order. Use plain paper when printing change orders. Auto-add is compatible with this P/O numbering method. a. If you automatically number P/Os by job or work order and you want to enter a purchase order that is not for a job or work order, you can directly key in its unique P/O number. The system warns you that the job and/or work order does not exist but allows you to proceed. b. Auto-add is COINS Ti’s ability to automatically place you in Add mode and start a new record when you enter a purchase order number that is not already on file. Although PO/IN Tailoring is beyond the scope of this Guide, there are places where this Guide highlights processing differences due to tailoring options such as: Net Committed Costs vs. Net Committed Costs Modified vs. Gross Committed Costs Automatic creation of A/P subcontracts from subcontract purchase orders If you are curious about the various tailoring options, refer to the PO/IN Online Help. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 9 1: Before You Begin Preliminary File Setup Before you begin entering purchase orders, make sure the master files contain the information you need for processing, such as: 1. Vendors and subcontractors in the Vendor File 2. Categories in the P/O Category Code File 3. Parts and material information in the Item File 4. Tax entity and rates in the Tax Jurisdiction File A brief description of these four master files appears below. Refer to the COINS Ti Purchase Order/Inventory Reference Manual or PO/IN Online Help for information on how to enter information in these files and other PO/IN master files. Vendor File Since purchase orders are written to specific vendors or subcontractors, there must be a record in the Vendor File for each vendor or sub you enter on a purchase order. The Vendor File contains the contact information for the vendor, including multiple “order from” addresses and other information needed for purchase orders, A/P invoices, and checks for each vendor. Subcontract purchase orders require a vendor that is defined as a subcontractor. Normal purchase orders are typically sent to vendors that are defined as vendors, but can also be sent to ones marked as both vendors and subcontractors. P/O Category Code File The P/O Category Code File must contain entries for the default categories specified in PO/IN Tailoring but may also contain additional categories that you need. 10 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 1: Before You Begin The category for a purchase order controls P/O processing by: Setting defaults for the Print P/O, Print Price, and Confirmed fields on the purchase order. Enabling or disabling the Print and Post buttons on the Enter Purchase Orders screen. Determining whether the P/O can be printed or posted using the Post Purchase Orders and Print Purchase Orders options on the PO/IN > Processing menu. Item File If you track inventory quantities, values, and locations, you must set up records for the parts or building materials in the Item File. The Item File is also useful if you repeatedly order the same material, even if you don’t track inventory. Tax Jurisdiction File The Tax Jurisdiction File contains the sales tax, use tax, and excise tax information that is used throughout COINS Ti. You can access this file through the File Maintenance menus of several modules: PO/IN, Accounts Payable, Accounts Receivable, and Construction Billing. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 11 1: Before You Begin Column Views and Other Presets When you add detail lines to a purchase order, you work in a spreadsheet-like table. COINS Ti includes Columns, Sort, and Filter presets that let you quickly change the layout of the detail line table as you work. There are separate presets for normal purchase orders, normal change orders, subcontract purchase orders, and subcontract change orders, and for each type of distribution. Columns are used to show or hide columns and change column order. See Defining a New Columns Set on page 12. Filters are also useful for reviewing unposted orders on the Show screen. See Defining a New Filter on page 14. Sorts are useful for reviewing unposted orders on the Show screen, or you can sort “on the fly” by clicking a column heading. Use the Records menu to apply different Columns, Sorts, or Filters to the screen or to define and apply new ones using the Editor. The names of the Columns and Sort definitions that are currently being used appear at the bottom of the Enter Purchase Orders window. Examples of setting up Column sets and Filters appear below. See the COINS Ti System Help for more information about using the Columns Editor, Filter Editor, and Sort Editor. Defining a New Columns Set The Columns Editor on the Records menu lets you add columns, hide columns, and change the order in which they appear on the screen. The name of the current column set displays after the “Columns:” label to the left of the Hide Header Tabs button. In order to define or select a preset, you must be in the function to which it applies. Define or apply the desired column set before adding any lines. You can’t change the columns or sort order once you are in Add or Edit mode. Example This example describes how to set up columns for entering detail lines for a job-related subcontract purchase order: 12 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 1: Before You Begin 1. Identify the fields that you need. Columns typically used when entering subcontract purchase order details include: • Item • Description • Current quantity • Unit of measure • Unit cost • Job • Phase • Cost code • J/S cost category • Taxable • Direct pay • Tax amount • Required date The job, phase, cost code, and J/S cost category fields could be omitted from the column set. They are on the Defaults tab and automatically default to each P/O line. 2. Select Purchase Order/Inventory > Processing > Enter Purchase Orders from the COINS Ti tree menu. 3. Start adding or updating a subcontract purchase order.This is because you must be in the function to which the Column Preset will apply. 4. Select Records > Columns > Editor from the COINS Ti menu bar. 5. Click Add on the Column Set Editor toolbar. 6. Enter a name for the new column set, such as “Sub P/O Lines“ the name should be short but descriptive. 7. Click on the a field in the Available Fields list, then click the Add button to add it to the current definition. 8. Use the Move Up and Move Down buttons to put the columns in the Current Definition list in the desired order. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 13 1: Before You Begin 9. Use the Remove button to remove a field from the current definition. 10. Click Apply to save the changes and apply the definition. The finished column preset appears in Figure 1-1, Sample Columns Editor for Subcontract P/O. Figure 1-1: Sample Columns Editor for Subcontract P/O Defining a New Filter Use the Filter command on the Records menu to “filter” through a table for just the information you want, leaving out everything else. Example This example describes how to set up a filter to show purchase orders with a required date less or equal to a specific day. 14 1. Select Purchase Order/Inventory > Processing > Enter Purchase Orders > Show from the COINS Ti tree menu. 2. Select Records > Filter > Editor from the COINS Ti menu bar. 3. Click Add on the Filter Editor toolbar. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 1: Before You Begin 4. Enter a name for the filter, for example “By Required Date“ - the name should be short and descriptive. 5. Select the Date Required field from the Available Fields list, enter Less than or equal as the operator, and enter the desired date. Note A filter like this needs to be updated when used, so that the P/Os are tested against the appropriate date. 6. Click the Save Line button to add it to the current definition. 7. Click Apply to save the changes and apply the filter to the Show screen. Figure 1-2: Defining a P/O Filter Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 15 1: Before You Begin 16 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 Chapter 2: How to Enter a Normal Purchase Order •••••• Process Summary This chapter outlines the steps required to enter a normal purchase order to order materials for a job, parts for equipment or a service work order, items for sale, or items for inventory. Step 1, Open the Enter Purchase Orders Function, on page 18 Step 2, Enter Header Tab Information, on page 20 • Step 2a, Primary Tab Information, on page 21 • Step 2b, Addr Tab Information, on page 22 • Step 2c, Ship Tab Information, on page 23 • Step 2d, Misc Tab Information, on page 24 • Step 2e, Add’l Text Tab Information, on page 25 • Step 2f, Defaults Tab Information, on page 26 Step 3, Enter Detail Lines, on page 27 • Step 3a, Detail Line for Job Materials, on page 28 • Step 3b, Detail Line for Equipment Parts, on page 29 • Step 3c, Detail Line for Work Order Parts, on page 30 • Step 3d, Detail Line for Sales Order Items, on page 31 • Step 3e, Detail Line for Items for Inventory, on page 33 • Step 3f, Drop Ship Lines, on page 35 • Step 3g, Additional Text for Detail Lines, on page 36 Step 4, Update Sales Tax and Freight, on page 37 Related topics: Chapter 3, How to Enter a Subcontract Purchase Order Chapter 4, How to Change a Posted Purchase Order Chapter 5, How to Save, Print, and Post Purchase Orders Appendix A, Entering Purchase Orders Using the Keyboard Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 17 2: How to Enter a Normal Purchase Order Note Refer to the COINS Ti PO/IN online help for detailed field descriptions and other information. Step 1: Open the Enter Purchase Orders Function COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders The Enter Purchase Orders function is used to enter normal and subcontract purchase orders and to create revisions or change orders for posted purchase orders. To enter a normal purchase order: 1. Select Purchase Order/Inventory from the COINS Ti tree menu. 2. Select Processing from the PO/IN tree menu. 3. Select Enter Purchase Orders from the Processing tree menu. The screen shown in Figure 2-3 on page 19 appears. 4. Specify the batch, if batches are in use in the module. 5. • The batch must be open, unposted, and defined in COINS Ti > PO/IN > Batch Control. • You cannot use a P/O batch that was created in character COINS. Start adding the purchase order. • If PO/IN Tailoring is not set up to automatically assign sequential purchase order numbers, enter a new, unique P/O number in the P/O-Rev field1. 1. COINS Ti automatically provides the Revision number, starting with 0000 for each original purchase order. Each time you update a posted purchase order, the Revision increments by 1 and cannot be changed. However, there is a separate C/O number on the Primary Info tab that you can control and update. 18 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 2: How to Enter a Normal Purchase Order • If PO/IN automatically assigns sequential purchase order numbers, click Add or press Ctrl-N to add a purchase order and assign the next P/O number to it. • See Table 1-1, Variations on P/O Numbering, on page 8 for examples of the main techniques for P/O numbering. • The auto-add feature immediately places you in Add mode if the P/O number doesn’t already exist. Figure 2-3: Enter Purchase Orders Screen 6. Press [F2] to go to the next panel to enter the P/O Date, Fiscal Date, Type, and Category. • Type is Normal • Category defaults from PO/IN Tailoring, but you can change it 7. Press [F2] to go to the next panel to select the vendor and enter the P/O description. 8. Continue entering the purchase order by filling in the header tabs and adding detail lines. See Step 2, Enter Header Tab Information, on page 20 and Step 3, Enter Detail Lines, on page 27. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 19 2: How to Enter a Normal Purchase Order 9. When finished, post the purchase order to update permanent files on the system. See How to Save, Print, and Post Purchase Orders on page 69. Step 2: Enter Header Tab Information The information that applies to the purchase order as a whole is entered on the various header tabs. Six of the header tabs apply to normal purchase orders. Skip any tabs that don’t apply to the purchase order you are entering. Primary - see Step 2a, Primary Tab Information, on page 21 Addr - see Step 2b, Addr Tab Information, on page 22 Ship - see Step 2c, Ship Tab Information, on page 23 Misc - see Step 2d, Misc Tab Information, on page 24 Add’l Text - see Step 2e, Add’l Text Tab Information, on page 25 Defaults - see Step 2f, Defaults Tab Information, on page 26 After you fill in the last field on a tab, you’ll automatically move to the next tab. To move between tabs more quickly, press the Alt key plus the shortcut letter (i.e., the letter in parentheses on the tab you want). For example, Alt–X takes you to the Add’l Te(x)t tab. When you finish entering the header information required for this P/O, use the Hide Header Tabs button at the bottom of the screen to hide these tabs. This gives you more room on the screen to enter detail lines. Note Use the COINS Ti PO/IN online help (press [F1]) for field descriptions and other information. 20 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 2: How to Enter a Normal Purchase Order Step 2a: Primary Tab Information COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > Primar(y) or Alt-Y The Primary tab contains the vendor’s address. You can also specify job, work order, equipment, and company/division information for the purchase order as a whole, so they can be used as filters for some PO/IN reports and inquiries. Figure 2-4: Primary Tab After you select the vendor (in the panel immediately above the Primary Info tab), the vendor‘s name and address are automatically filled in. The vendor address typically comes from the Order information in the Vendor File. If there is no Order address on file for the vendor, the Remit to address defaults to the purchase order. You can use the Lookup ([F5] key) to pick a specific “Order-from” location for the vendor if multiple branch locations are on file. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 21 2: How to Enter a Normal Purchase Order The job, phase, cost code (CC), J/S cost category, work order number, equipment, and sales order number (S/O) on this screen indicate the single job, etc., that applies to this purchase order for report purposes. For your convenience, they are copied to the Defaults tab but they have no direct effect on the P/O lines. See Step 2f, Defaults Tab Information, on page 26. Step 2b: Addr Tab Information COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > (A)ddr or Alt-A The Address tab indicates where you want the vendor to ship the order, and where you want the invoice to be sent. Figure 2-5: Address Tab 22 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 2: How to Enter a Normal Purchase Order The address defaults from either the job or the office based on the Ship to selection: • If you ship to Office, the address defaults from the address in G/L Company File Maintenance for the company on the Primary tab. • If you ship to Job, the address defaults from the address in the J/S Job File for the job entered on the Primary tab. Step 2c: Ship Tab Information COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > Shi(p) or Alt-P The Ship tab specifies shipping instructions for this order, such as the shipping method and required dates. Figure 2-6: Ship Tab Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 23 2: How to Enter a Normal Purchase Order Step 2d: Misc Tab Information COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > (M)isc or Alt-M The Misc tab contains miscellaneous information about the purchase order, such as who wrote it and whether it can be printed. Figure 2-7: Misc Tab The Print P/O and Print Price settings default from the purchase order’s category. The response to Print P/O comes from the purchase order’s category. If the category code changes, this setting re-defaults accordingly. Only P/Os with a Y in this field may be printed as purchase orders. Enter N in the Print P/O field if you want to prevent a purchase order form from being printed for this P/O. For example, use this setting if you are entering the P/O for ordering and tracking purposes and do not send a written order to the Vendor. 24 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 2: How to Enter a Normal Purchase Order If the purchase order may be printed, use the Print Price field to indicate whether or not prices should appear on the printed purchase order. Step 2e: Add’l Text Tab Information COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > Add’l Te(x)t or Alt-X Use the Add’l Text tab for text that you want to print on the purchase order at the beginning or the end of the form. Use the Lookup key [F5] to choose standard comment codes from the PO Comment Code File. The comment text for the code is placed in the text box; you can edit it. Figure 2-8: Add’l Text Tab Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 25 2: How to Enter a Normal Purchase Order Step 2f: Defaults Tab Information COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > Defaul(t)s or Alt-T The Defaults tab contains values that are used as defaults for the P/O detail lines. The initial values for the Defaults tab come from the job, phase, etc., entered on the Primary Info tab (see Step 2a, Primary Tab Information, on page 21). Figure 2-9: Defaults Tab The initial values for the Defaults tab come from the job, phase, etc., entered on the Primary Info tab (see Step 2a, Primary Tab Information, on page 21) but you can change them at any time while you are entering the purchase order. When you add the next P/O line, the updated information is copied from the Defaults. The fields on the Defaults tab may be left blank. If any information is entered, it must be valid. However, if you leave the job and phase blank and enter a default cost code, the cost code won’t be validated until it is used on a P/O detail line. 26 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 2: How to Enter a Normal Purchase Order Because you set defaults for the purchase order lines on the Defaults tab, you can omit those columns from your column set. For example, if you use Modified Net Committed Costs (MNCC), purchase orders can’t mix different jobs and cost codes. You could set the Job and Cost Code on the Defaults tab and not need to see them on the detail lines table. Step 3: Enter Detail Lines Use the P/O Detail Line panel to enter the detailed line information for the purchase order. Normal purchase orders can be used for different types of orders by changing the way you enter the purchase order detail lines. For example, you can order: Materials for a job; see Step 3a, Detail Line for Job Materials, on page 28 Parts for equipment; see Step 3b, Detail Line for Equipment Parts, on page 29 Parts for a service work order; see Step 3c, Detail Line for Work Order Parts, on page 30 Back ordered items required for a sales order; see Step 3d, Detail Line for Sales Order Items, on page 31 Items for inventory; see Step 3e, Detail Line for Items for Inventory, on page 33 The detail line panel has its own button bar. Each button is described below. If an option is not currently available to you, the button is dimmed. For explanations of each option, see Appendix B, Toolbar Options for P/O Detail Lines, on page 85. Each type of detail line has its own distribution tab and default column set. There is also a combined tab (labeled J/W/E Lines) that allows you to quickly review and update lines that have already been entered. The “Standard” column set for each type of line includes the columns most commonly used for that kind of P/O line. For example, the Job tab’s default column set includes Job, Phase, Cost Code, and other fields that are important for job-related P/O lines. Dark blue columns display information and totals but are not accessible for entering data. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 27 2: How to Enter a Normal Purchase Order You may find the tabs easier to use if you define a column set for the fields you typically use, arranged in logical order. See Column Views and Other Presets in Chapter 1 on page 12. Step 3a: Detail Line for Job Materials COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > Job detail tab or Alt-J Use the Job detail tab to order materials for a job. Figure 2-10: Job Detail Line When you add a job distribution line, the Job, Phase, Cost Code, and Cost Category fields are copied from the Defaults tab. Subsequent P/O lines use the information that was set on the previous line. The Require, Promise and Promise Ship dates default from the Ship header tab (see Step 2c, Ship Tab Information, on page 23), but you can change them for an individual line. 28 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 2: How to Enter a Normal Purchase Order If this item is to be shipped directly from the vendor or manufacturer to the job site, respond Y to Drop Ship. You will supply the ship-to information for this line on the Drop Ship tab. See Step 3f, Drop Ship Lines, on page 35. To enter additional text for this line, such as a longer description or special requirements, go the Add’l Text detail tab. See Step 3g, Additional Text for Detail Lines, on page 36. Step 3b: Detail Line for Equipment Parts COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders> Equipment detail tab or Alt-Q The Equipment detail tab is used when ordering parts for specific equipment. Figure 2-11: Equipment Detail Line When you add an Equipment distribution line, the Equipment field is copied from the Defaults tab. Subsequent P/O lines use the information that was set on the previous line. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 29 2: How to Enter a Normal Purchase Order The Require, Promise and Promise Ship dates default from the Ship header tab (see Step 2c, Ship Tab Information, on page 23), but you can change them for an individual line. To enter additional text for this line, such as a longer description or special requirements, go the Add’l Text detail tab. See Step 3g, Additional Text for Detail Lines, on page 36. The Drop Ship option is not available for Equipment lines. Step 3c: Detail Line for Work Order Parts COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders> Work Order detail tab or Alt-K Use the Work Order detail line when ordering parts or materials for a Service Management work order. Figure 2-12: Work Order Detail Line 30 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 2: How to Enter a Normal Purchase Order When you add a work order distribution line, the work order number, S/M category, and Contract flag are copied from the Defaults tab. Subsequent P/O lines use the information that was set on the previous line. The Require, Promise and Promise Ship dates default from the Ship header tab (see Step 2c, Ship Tab Information, on page 23), but you can change them for an individual line. If this item is to be shipped directly from the vendor or manufacturer to the service site, respond Y to Drop Ship. You will supply the ship-to information for this line on the Drop Ship tab. See Step 3f, Drop Ship Lines, on page 35. To enter additional text for this line, such as a longer description or special requirements, go the Add’l Text detail tab. See Step 3g, Additional Text for Detail Lines, on page 36. Step 3d: Detail Line for Sales Order Items COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders> SOP detail tab or Alt-S The SOP Detail tab is used to enter purchase orders related to backorders and drop shipments that were created in the COINS Sales Order Processing module (SOP). This makes it easier to match up P/Os and P/O receipts with the corresponding SOP order and eliminates the SOP Fill Backorders step. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 31 2: How to Enter a Normal Purchase Order Figure 2-13: Sales Order Detail Line COINS Ti automatically defaults the back ordered item number and quantity from S/O/P to the screen. A warning appears if there are already purchase orders for this sales order line and the total quantity ordered exceeds the quantity back ordered to the sales order. Be sure to respond N to the Update Inventory question. The items ordered are committed to that sales order and should not go into inventory when received. The Require, Promise and Promise Ship dates default from the Ship header tab (see Step 2c, Ship Tab Information, on page 23), but you can change them for an individual line. If this item is to be shipped directly from the vendor or manufacturer to the customer, respond Y to Drop Ship. You supply the ship-to information for this line on the Drop Ship tab. See Step 3f, Drop Ship Lines, on page 35. To enter additional text for this line, such as a longer description or special requirements, go the Add’l Text detail tab. See Step 3g, Additional Text for Detail Lines, on page 36. 32 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 2: How to Enter a Normal Purchase Order Step 3e: Detail Line for Items for Inventory COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders> G/L detail tab or Alt-G Use the G/L detail line tab to enter purchase orders that do not apply to a specific job, work order, equipment, or sales order. You may use such purchase orders to update inventory or as “simple” orders. Figure 2-14: G/L Detail Line for Inventory When you use PO/IN to value and track inventory, you use purchase order G/L detail lines for inventory items that are going to specific inventory locations. When you enter the P/O receipt, the system updates the inventory for that location. Make sure that you complete certain fields as described here. Update Inv Y Inv Location Specify the inventory location to be updated. Co/Dv/Ct/Account Enter the G/L account to be affected by this order, to be used for the P/O receipt. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 33 2: How to Enter a Normal Purchase Order Item Enter the code for a valid, active inventory item in this field. The unit of measure, description, size, unit weight, standard unit cost, average unit cost, and last cost default from the Item File, simplifying the task of entering the P/O line. UOM Use the unit of measure that defaults from the Item File. If you are entering a simple order (i.e., a purchase order entered for the convenience and audit trail of an order form, but that does not update inventory or go to specific jobs, equipment, work orders or sales orders), you should complete certain fields as described here. Update Inv N By definition, simple orders do not affect inventory. Inv Location Leave blank. Co/Dv/Ct/Account Enter the G/L account to be affected by this order, to be used for the P/O receipt. The Require, Promise and Promise Ship dates default from the Ship header tab (see Step 2c, Ship Tab Information, on page 23), but you can change them for an individual line. If this item is to be shipped directly from the vendor or manufacturer to the inventory location, respond Y to Drop Ship. You supply the ship-to information for this line on the Drop Ship tab. See Step 3f, Drop Ship Lines, on page 35. 34 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 2: How to Enter a Normal Purchase Order Step 3f: Drop Ship Lines COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders> any detail line marked for Drop Shipment Use the Drop Ship tab for a purchase order line that is to be shipped directly from the vendor or manufacturer to the customer that placed the sales order, to a job, to a work order service site, or to a specific inventory location. The tab is not accessible unless the line is marked for drop shipment. Figure 2-15: Drop Shipment Information Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 35 2: How to Enter a Normal Purchase Order Step 3g: Additional Text for Detail Lines COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > Any detail line > A(d)d’l Text or Alt-D Use the Add’l Text detail tab to enter additional text for the selected purchase order line, such as a lengthier description of the item or special requirements. Figure 2-16: Additional Text for a P/O Line 36 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 2: How to Enter a Normal Purchase Order Step 4: Update Sales Tax and Freight COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders As you enter the purchase order lines, the P/O Total, Sales Tax and Freight amounts are updated and display at the bottom of the screen. If the P/O totals seem to be incorrect, review the individual lines and make any necessary adjustments before you print and post the purchase order. Figure 2-17: Sales Tax and Freight The P/O Line Amount is the total of the line amounts for all lines in this purchase order. The Sales Tax Amount reflects the total of the sales tax calculated for the purchase order lines. Sales tax is calculated for each line marked as Taxable but not Direct Pay (i.e., Taxable = Y and Direct Pay = N), using the rate for the tax jurisdiction entered on each line. The Sales Tax Amount does not include use tax owed under a direct pay permit. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 37 2: How to Enter a Normal Purchase Order If you use Net Committed Costs or Modified Net Committed Costs and PO/IN is tailored to include sales tax in committed costs, the sales tax amount for the purchase order is applied proportionally to each taxable purchase order line. Enter the Freight Amount due for this purchase order, if known. If you use Net Committed Costs or Modified Net Committed Costs and PO/IN is tailored to include freight in committed costs, the freight amount entered here is applied proportionally to each purchase order line so that the costs committed to a job or work order by each individual line include freight. The P/O Total is the total amount of the purchase order as calculated by the system and reflects the P/O line total plus sales tax and freight. The P/O Weight is the total weight of the items ordered, as calculated by the system from the individual distribution lines. 38 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 Chapter 3: How to Enter a Subcontract Purchase Order •••••• Process Summary This chapter outlines the steps required to enter a subcontract purchase order, which is typically done before creating the actual subcontract. Step 1, Open the Enter Purchase Orders Function, on page 40 Step 2, Enter Header Tab Information, on page 42 • Step 2a, Primary Tab Information, on page 43 • Step 2b, Addr Tab Information, on page 44 • Step 2c, Ship Tab Information, on page 45 • Step 2e, Misc Tab Information, on page 47 • Step 2f, Add’l Text Tab Information, on page 48 • Step 2d, Subcontract Tab Information, on page 46 • Step 2g, Insur Tab Information, on page 50 • Step 2h, Reqmnts Tab Information, on page 51 • Step 2i, Compliance Tab Information, on page 52 • Step 2j, Defaults Tab Information, on page 53 Step 3, Enter Detail Lines, on page 54 • Step 3a, Job Detail Lines for a Subcontract P/O, on page 54 • Step 3b, Additional Text for Detail Lines, on page 56 Step 4, Update Sales Tax and Freight, on page 57 Note The process described in this chapter assumes that you use lump sum subcontracts and that PO/IN is tailored so that when a subcontract purchase order is posted, the system creates the LS subcontract and all the subcontract distribution lines. If you do not use this feature, add the subcontract to the A/P Subcontract File manually and refer to the P/O. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 39 3: How to Enter a Subcontract Purchase Order Related topics: Chapter 2, How to Enter a Normal Purchase Order Chapter 4, How to Change a Posted Purchase Order Chapter 5, How to Save, Print, and Post Purchase Orders Appendix A, Entering Purchase Orders Using the Keyboard Appendix C, Purchase Orders and Unit Price Subcontracts Note Use the COINS Ti PO/IN online help (press [F1]) for detailed field descriptions and other information. Step 1: Open the Enter Purchase Orders Function COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders The Enter Purchase Orders function is used to enter normal and subcontract purchase orders and to create revisions and change orders for posted purchase orders. To enter a subcontract purchase order: 1. Select Purchase Order/Inventory from the COINS Ti tree menu. 2. Select Processing from the PO/IN tree menu. 3. Select Enter Purchase Orders from the Processing tree menu. The screen shown in Figure 3-18 on page 41 appears. 4. Specify the batch, if batches are in use in the module. 5. 40 • The batch must be open, unposted, and defined in COINS Ti > PO/IN > Batch Control. • You cannot use a batch that was created in character COINS. Start adding the purchase order. See Table 1-1, Variations on P/O Numbering, on page 8 for examples of the main techniques for P/O numbering. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 3: How to Enter a Subcontract Purchase Order 6. • If PO/IN Tailoring is not set up to automatically assign sequential purchase order numbers, enter a new, unique P/O number in the P/O-Rev field1. • The auto-add feature immediately places you in Add mode if the P/O number doesn’t already exist. • If PO/IN automatically assigns sequential purchase order numbers, click Add or press Ctrl-N to add a purchase order and assign the next P/O number to it. Press [F2] to go to the next panel to enter the P/O Date, Fiscal Date, Type, and Category. • Type is Subcontract • The Category defaults from PO/IN Tailoring, but you can change it if a different category applies to this purchase Figure 3-18: Enter Purchase Orders Screen 7. Press [F2] to go to the next panel to select the vendor. 1. COINS Ti automatically provides the Revision number, starting with 0000 for each original purchase order. Each time you update a posted purchase order, the Revision increments by 1 and cannot be changed. However, there is a separate C/O number on the Primary Info tab that you can control and update. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 41 3: How to Enter a Subcontract Purchase Order 8. Finish entering the subcontract P/O by filling in the header tabs and adding detail lines. See Step 2, Enter Header Tab Information, on page 42 and Step 3, Enter Detail Lines, on page 54. 9. When finished, post the purchase order to update permanent files on the system. See How to Save, Print, and Post Purchase Orders on page 69. Step 2: Enter Header Tab Information The information that applies to the purchase order as a whole is entered on the various header tabs. Subcontract purchase orders may use information from all of the header tabs, but you can skip any tabs that don’t apply to the purchase order you are entering. The Subcontract, Insurance, Requirements, and Compliance tabs collect information needed for the A/P subcontract that doesn’t really matter for the purchase order. If you don’t have some of this information, you can enter it later directly on the subcontract record in A/P Subcontract F/M. Step 2a, Primary Tab Information, on page 43 Step 2b, Addr Tab Information, on page 44 Step 2c, Ship Tab Information, on page 45 Step 2d, Subcontract Tab Information, on page 46 Step 2e, Misc Tab Information, on page 47 Step 2f, Add’l Text Tab Information, on page 48 Step 2g, Insur Tab Information, on page 50 Step 2h, Reqmnts Tab Information, on page 51 Step 2i, Compliance Tab Information, on page 52 Step 2j, Defaults Tab Information, on page 53 After you fill in the last field on a tab, you’ll automatically move to the next tab. To move between tabs more quickly, press the Alt key plus the shortcut letter (i.e., the letter in parentheses on the tab you want). For example, Alt–X takes you to the Add’l Te(x)t tab. When you finish entering the header information required for this P/O, use the Hide Header Tabs button at the bottom of the screen to hide these tabs. This gives you more room on the screen to enter detail lines. 42 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 3: How to Enter a Subcontract Purchase Order Step 2a: Primary Tab Information COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > Primar(y) or Alt-Y The Primary tab holds the subcontractor’s address. It also lets you specify job and company/division information for the purchase order so you can use them as filters on some PO/IN reports and inquiries. The default J/S Cat is the cost category for subcontracts that is set up in J/S Tailoring. Figure 3-19: Primary Tab Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 43 3: How to Enter a Subcontract Purchase Order Step 2b: Addr Tab Information COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > (A)ddr or Alt-A The Address tab indicates where you want the order to be shipped and where you want the invoice to be sent. In the case of subcontract P/Os, the ship to address typically is where the work will be performed. Figure 3-20: Address Tab 44 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 3: How to Enter a Subcontract Purchase Order Step 2c: Ship Tab Information COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > Shi(p) or Alt-P The Ship tab specifies shipping instructions for this order, such as the shipping method and required dates. Figure 3-21: Ship Tab Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 45 3: How to Enter a Subcontract Purchase Order Step 2d: Subcontract Tab Information COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > Su(b)contract or Alt-B The Subcontract tab contains key A/P subcontract information related to this purchase order. It is used when the purchase order is posted to create the A/P subcontract. Figure 3-22: Subcontract Tab The job entered on the Primary Info tab defaults to Job field on the Subcontract tab. If you change the job on the Subcontract tab, the system updates the Job on the Primary and Default tabs as well, so that the correct job number is used for the distribution lines and for reports. The Contract number is mandatory. The system uses this Contract number as the subcontract number when it creates the A/P subcontract from this P/O. 46 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 3: How to Enter a Subcontract Purchase Order The subcontract type code is used when the subcontract distributions are created from the P/O. It determines how the subcontract line amount is treated in Job Status for job cost purposes if your system updates J/S budgets from A/P. If you specify a Contract Class, it is used to retrieve standard compliance issues for the subcontract. See Step 2i, Compliance Tab Information, on page 52. Step 2e: Misc Tab Information COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > (M)isc or Alt-M The Misc tab contains miscellaneous information about the purchase order, such as who wrote it and whether it can be printed. Figure 3-23: Misc Tab Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 47 3: How to Enter a Subcontract Purchase Order The Print P/O and Print Price settings default from the purchase order’s category. The response to Print P/O comes from the P/O’s category. If the category code changes, this setting re-defaults accordingly. Only P/Os with a Y in this field may be printed as purchase orders. Enter N in the Print P/O field to prevent a purchase order form from being printed for this P/O. For example, use this setting if you are entering the P/O strictly for ordering information or tracking purposes and do not send a written order to the Vendor. If the purchase order may be printed, use the Print Price field to indicate whether or not prices should appear on the printed purchase order. Step 2f: Add’l Text Tab Information COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > Add’l Te(x)t or Alt-X Use the Add’l Text tab to set up text that will print on the purchase order at the beginning or the end of the form. The Lookup key [F5] can help you select codes from the PO Comment Code File. The comment text for the code is placed in the text box, where you can edit it. 48 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 3: How to Enter a Subcontract Purchase Order Figure 3-24: Add’l Text Tab Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 49 3: How to Enter a Subcontract Purchase Order Step 2g: Insur Tab Information COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > (I)nsur or Alt-I Use the Insur tab to enter insurance information for the A/P subcontract. The system tracks Workers Comp, General Liability, and Umbrella insurance, with fields for two other types as needed by the user. Figure 3-25: Insurance Tab 50 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 3: How to Enter a Subcontract Purchase Order Step 2h: Reqmnts Tab Information COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > Reqm(n)ts or Alt-N The Reqmnts tab contains bonding, joint payment, and other processing requirements for this purchase order and subcontract. Figure 3-26: Requirements Tab Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 51 3: How to Enter a Subcontract Purchase Order Step 2i: Compliance Tab Information COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > (C)ompliance or Alt-C The Compliance tab lets you specify and review compliance issues that apply to the subcontract that will be created from this purchase order. Compliance issues for the Contract Class specified for this purchase order (see Step 2d, Subcontract Tab Information, on page 46) default to this tab. Use the table to review them. You may update issues if they are marked as updateable in Compliance Issue F/M, or add issues allowed for the contract class ALL. Figure 3-27: Compliance Tab 52 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 3: How to Enter a Subcontract Purchase Order Step 2j: Defaults Tab Information COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > Defaul(t)s or Alt-T The Defaults tab contains the job, phase, cost code, and J/S cost category for use as defaults for the P/O detail lines. (See Step 3, Enter Detail Lines, on page 54.) Although other fields are enabled (e.g., work order), they do not apply to subcontract purchase orders. Figure 3-28: Defaults Tab The initial values for the Defaults tab come from the Primary Info tab (see Step 2a, Primary Tab Information, on page 43) and are kept in sync with the job on the Subcontract tab (see page 46). For subcontract P/Os, if you change the job on the Defaults tab, the system automatically updates the Primary Info tab to keep them in sync. The job number is mandatory, but the other fields on the Defaults tab may be left blank and filled in on the individual lines. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 53 3: How to Enter a Subcontract Purchase Order Step 3: Enter Detail Lines COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > Job detail tab or Alt-J Enter the P/O distribution lines for this purchase order using the Job Distribution method (see Job Detail Lines for a Subcontract P/O on page 54). The P/O lines become subcontract lines when the purchase order is posted and the A/P subcontract created. (If your company doesn’t automatically create subcontracts from P/Os, you must enter the subcontract manually.) The J/W/E Lines tab lets you quickly review and update lines that have already been entered. The J/W/E Line and Job tabs each have their own default column set. You may find the tabs easier to use if you define a column set for the fields you typically use, arranged in logical order. For example, you could set the Job and Cost Code on the Defaults tab and not need to see them on the detail lines table. See Column Views and Other Presets in Chapter 1 on page 12 for information about defining your own column sets. The detail line panel has its own button bar. Each button is described below. If an option is not currently available, the button is dimmed. See Appendix B, Toolbar Options for P/O Detail Lines, on page 85. Step 3a: Job Detail Lines for a Subcontract P/O Enter the P/O distribution lines for this purchase order using the Job Distribution method. COINS uses the P/O lines to create the subcontract distribution lines. When you add a job distribution line, the Job, Phase, Cost Code, and Cost Category fields are copied from the Defaults tab. Subsequent P/O lines use the information that was set on the previous line. 54 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 3: How to Enter a Subcontract Purchase Order Figure 3-29: Job Detail Line You can enter additional text for this line, such as a longer description or special requirements, using the Add’l Text detail tab. See Additional Text for Detail Lines on page 56. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 55 3: How to Enter a Subcontract Purchase Order Step 3b: Additional Text for Detail Lines COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > any detail line > A(d)d’l Text or Alt-D Use the Add’l Text detail tab to enter additional text for the selected purchase order line, such as a lengthier description of the item or special requirements. Figure 3-30: Additional Text for a P/O Line 56 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 3: How to Enter a Subcontract Purchase Order Step 4: Update Sales Tax and Freight COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders When you have finished entering the purchase order lines, update the sales tax and freight amounts, and review other totals that display at the bottom of the screen. If the P/O totals seem to be incorrect, review the individual lines and make any necessary adjustments before you print and post the purchase order. Figure 3-31: Sales Tax and Freight The P/O Line Amount is the total of the line amounts for all lines in this purchase order. The Sales Tax Amount reflects the total for sales tax as calculated for each purchase order line marked as Taxable but not Direct Pay (i.e., Taxable = Y and Direct Pay = N). The Sales Tax Amount does not include use tax owed under a direct pay permit. If PO/IN Tailoring is set to use Net Committed Costs (NCC) or Modified Net Committed Costs (MNCC) and to include sales tax in committed costs, a change to the total sales tax amount here is applied proportionally to each taxable purchase order line. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 57 3: How to Enter a Subcontract Purchase Order Enter the Freight Amount due for this purchase order, if known. If you use NCC or MNCC and include freight in committed costs, the freight amount entered here is applied proportionally to each purchase order line so that the costs committed to a job or work order by each individual line include freight. The P/O Total is the total purchase order amount as calculated by the system. It reflects the P/O line total plus sales tax and freight. The P/O Weight is the total weight of the items ordered, as calculated by the system from the individual distribution lines. 58 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 Chapter 4: How to Change a Posted Purchase Order •••••• Process Summary There are two ways you can change a posted purchase order. 1. You can edit the P/O using Enter Purchase Orders to make significant changes to a posted purchase order, such as adding or liquidating lines. This automatically creates a revision and increments the revision number portion of the P/O-Rev number. It also updates the C/O number (visible on the Primary Info tab), which you can set back to the previous value if you don’t want to track the change as a formal change order.COINS Ti always uses the latest version of the purchase order as indicated by its sequential Rev number. This process involves several steps: Step 1, Select Posted Purchase Order, on page 60 Step 2, Update Header Tab Information, on page 62 Step 3, Update Detail Lines, on page 64 Step 4, Update Sales Tax and Freight, on page 65 You must post the purchase order in order to update the system. See Chapter 5, How to Save, Print, and Post Purchase Orders. 2. You can make minor changes using Change Posted Purchase Orders. This function gives access to a limited number of fields, does not create a revision or change order, and does not require a posting step. See Change Posted Purchase Orders on page 67. Note To change an unposted purchase order, use the Enter Purchase Orders function to edit it. This does not increment the Rev number because the purchase order has not yet been posted. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 59 4: How to Change a Posted Purchase Order Step 1: Select Posted Purchase Order COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > Add When you update information for a posted purchase order, COINS Ti automatically creates a revision, increments the Rev number portion of the P/O-Rev number, and increments the C/O on the Primary Info tab. 1. Select Purchase Order/Inventory from the COINS Ti tree menu. 2. Select Processing from the PO/IN tree menu. 3. Select Enter Purchase Orders from the Processing tree menu. 4. Specify the batch, if batches are in use in the module. (The batch must be an open, unposted, COINS Ti batch.) 5. Enter the purchase order number for the posted purchase order you want to change. Note If you are in Add mode and use the Lookup function on the P/O-Rev field, you will retrieve a list of posted purchase orders and be able to select the one you want to update. See Figure 4-32, Using the Lookup to Select the Posted P/O. 60 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 4: How to Change a Posted Purchase Order Figure 4-32: Using the Lookup to Select the Posted P/O 6. The system automatically assigns the next sequential revision number for the purchase order, e.g., 0001. 7. Press [F2] to update the P/O Date, Fiscal Date, and Category. You cannot change the Type. 8. Press [F2] to change the vendor or update the P/O description. 9. Press [F2] again to update the Primary Info header tab. If this is not a formal change order, set the C/O number back by one. 10. Continue by updating the header tabs and add, change, or liquidate detail lines. See Step 2, Update Header Tab Information, on page 62 and Step 3, Update Detail Lines, on page 64. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 61 4: How to Change a Posted Purchase Order Step 2: Update Header Tab Information Use the various header tabs to update information that applies to the purchase order as a whole, such as addresses and defaults. The tabs that you can access varies according to purchase order type. When revising a normal purchase order or entering a change order for it, you can update information on the following tabs. See Chapter 2, How to Enter a Normal Purchase Order for details. • Primary • Address • Ship • Misc • Add’l Text • Defaults When revising a subcontract purchase order or entering a subcontract P/O change order, you may update the tabs listed below (shown as enabled in Figure 4-33 on page 63). See Chapter 3, How to Enter a Subcontract Purchase Order for details. • Primary • Address • Ship • Misc • Add’l Text • Subcontract • Defaults If your system automatically creates A/P subcontracts from posted subcontract purchase orders, you may view but not update information on the Insurance, Requirements, or Compliance tabs. 62 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 4: How to Change a Posted Purchase Order Figure 4-33: Primary Tab for a Subcontract P/O Change Order The P/O Date defaults as either today’s date or the date on the original P/O, based on PO/IN Tailoring. The C/O field on the Primary Info tab is only accessible for posted purchase orders. When you revise a posted purchase order, the C/O field automatically increments by 1 but you can reset it, for example if the change doesn’t need to be communicated to the vendor. True change orders are needed when the change needs to be issued to the vendor or tracked under the subcontract in Accounts Payable. Example You have an agreement with a subcontractor to perform some work for $1,100.00. In setting the subcontract up in COINS Ti, you entered subcontract P/O ABC99999 for $1,000.00 and posted it. Then you realize that you made an error in the amount, since the subcontract is actually for $1,100, not $1,000, and the information doesn’t match your agreement with the sub. In Enter Purchase Orders, you correct the P/O and the system assigns the sequential revision number 0001 (i.e, P/O-Rev ABC99999-0001). You set the C/O number back to 0, since this is an internal correction and the subcontractor does not need to know about it. You then post the purchase order. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 63 4: How to Change a Posted Purchase Order Later on, the scope of work changes and the subcontract amount must be increased by $500 to cover the additional work. You go back into Enter Purchase Orders to update P/O-Rev ABC99999-0001. The system automatically updates the Rev number to 0002 and changes the C/O to 1. This time, you leave the C/O number as incremented and print the change order for the sub. Step 3: Update Detail Lines COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders> J/W/E detail tab Many revisions and change orders involve adding or removing lines from the purchase order, or changing items and quantities. Make these changes using the detail lines section of the Enter Purchase Orders window. Hide the header tabs if you want to see more lines at one time. 1. To change an existing line, double-click on the line to open it so you can change its quantities, taxable status, or other information. 2. To cancel a line, check the Liquidate box. For auditing purposes, you cannot delete a line from a posted P/O. 3. To reinstate a previously liquidated line, just remove the check mark from the Liquidate box. 4. To add a new line, click the Add button in the P/O Lines panel or press Ctrl-N. For general information about the various types of detail lines, see: Chapter 2, How to Enter a Normal Purchase Order Chapter 3, How to Enter a Subcontract Purchase Order For detailed field definitions, see the COINS Ti PO/IN online help. 64 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 4: How to Change a Posted Purchase Order Figure 4-34: Add Detail Line You cannot change the Unit Cost if you are revising an inventoryrelated P/O line that has been partially or completely received. In the Change Code field, indicate whether the line was unchanged (leave the Change Code blank), added, or changed. Step 4: Update Sales Tax and Freight The Totals area at the bottom of the Enter Purchase Orders window shows the effect of this revision on the P/O–Rev totals to date. The Prior and This Rev fields in the Totals panel reveal the effect of the changes you are making to the purchase order. Previous revisions are included in the “Prior to this Rev” amounts. You can update the sales tax and freight information here. Enter only the additional portion for the sales tax or freight, or a negative number to reduce the total tax or freight due. It is added to (or subtracted from) the P/O total sales tax and freight. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 65 4: How to Change a Posted Purchase Order Figure 4-35: Change Order Sales Tax and Freight 66 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 4: How to Change a Posted Purchase Order Change Posted Purchase Orders COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Change Posted Purchase Orders Use the Change Posted Purchase Orders option on the PO/IN Processing menu when you want to make minor changes to a purchase order without incrementing the revision number. This is a deliberately limited function that gives you access to informational fields but not to fields that affect costs and totals. The Post button is disabled for changed purchase orders; you need to post the changes using the Post Purchase Orders menu option. Figure 4-36: Change Posted Purchase Order You can update most of the header tab information, including the vendor, P/O date, P/O description, shipping, required date, terms, and additional text. You cannot update critical information such as the purchase order type, category, subcontract information, or sales tax and freight amounts. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 67 4: How to Change a Posted Purchase Order You may edit several fields at the line level. The updateable fields are UOM, Description 1 and 2, Require Date, Promise Date, and Promise Ship Date, and additional text. You cannot add, liquidate, or reinstate purchase order lines. Create a revision as described in Step 1, Select Posted Purchase Order, on page 60 earlier in this chapter if you need to add, liquidate, or reinstate lines. 68 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 Chapter 5: How to Save, Print, and Post Purchase Orders •••••• Process Summary Follow the steps in this chapter to save, print, and post purchase orders. Step 1, Save the Purchase Order, on page 69 Step 2, Review Purchase Orders, on page 70 Step 3, Print Unposted Purchase Orders, on page 71 Step 4, Post Purchase Orders, on page 74 • Step 4a, While in Enter Purchase Orders, on page 75 • Step 4b, Using the Post Purchase Orders Option, on page 76 Step 5, Print Posted Purchase Orders, on page 77 Refer to the COINS Ti PO/IN online help for detailed field descriptions and other information. Step 1: Save the Purchase Order COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders There are many ways to save a purchase order. If the screen mode (shown in the status bar at the bottom of the COINS Ti window) is View, the purchase order is already in a saved state. If you are in Add or Edit mode, you can use any of the following methods: 1. Click Save on the purchase order toolbar (not the detail line toolbar). Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 69 5: How to Save, Print, and Post Purchase Orders Clicking the detail line toolbar Save button saves detail line information to a temporary file. Changes to the details only become a permanent part of the purchase order when the whole purchase order is saved. 2. Select Records > Save from the COINS Ti menu. 3. Press Ctrl-S to save. If the cursor is on a detail line, press Ctrl-S to save the detail line, and press Ctrl-S a second time to save the entire purchase order. 4. If desired, click the Print button at the bottom of the Enter Purchase Orders window to print the purchase order. This automatically saves the purchase order before it prints. See Step 3, Print Unposted Purchase Orders, on page 71. 5. If desired, click the Post button at the bottom of the window. This automatically saves the purchase order before posting it. See Step 4, Post Purchase Orders, on page 74. 6. Close the Enter Purchase Orders window. If there are any unsaved changes to the purchase order, including detail lines that haven’t been saved yet, the system asks “Do you want to save changes?” Click Yes to save all changes. If you click No, the system discards all changes made since the header tabs were last saved. Click Cancel to remain in the purchase order without saving it or abandoning any changes. Step 2: Review Purchase Orders COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders then: 1. Select File > Print or File > Show from the COINS Ti menu 2. Press Ctrl-P to print or Ctrl-O to show 3. Click the Print or Show button on the Enter Purchase Order toolbar You should review the purchase order information before printing purchase orders for distribution (see Step 3, Print Unposted Purchase Orders, on page 71) or posting them to update permanent system files (see Step 4, Post Purchase Orders, on page 74). 70 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 5: How to Save, Print, and Post Purchase Orders As you are entering the purchase order, keep an eye on the totals that display at the bottom of the screen. If the totals seem to be incorrect, review the individual lines and make any necessary adjustments. After entering a batch of purchase orders, use the Print or Show functions to review all of the P/O information, such as vendors, items, and totals. If a purchase order needs to be corrected: 1. Go to the Enter Purchase Order screen. 2. Enter the batch (if you use batches) and the P/O-Rev number of the purchase order that needs to be corrected. Press [Enter] or [F2] to go into Edit mode. 3. Make the necessary corrections on the header and detail tabs. Because the purchase order isn’t posted, this will not increase the Rev number. 4. If the system tells you that you need to reprint the purchase order, click the Print button at the bottom of the Enter Purchase Orders window. This automatically saves the purchase order before it prints. See Step 3, Print Unposted Purchase Orders, on page 71. 5. If you didn’t reprint the purchase order, save the updated purchase order. See Step 1, Save the Purchase Order, on page 69. Step 3: Print Unposted Purchase Orders COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > Print button You can print an unposted purchase order using the Print button at the bottom of the Enter Purchase Orders screen. This prints or reprints the purchase order that is currently displayed on the screen. The Print button is accessible if 1) the purchase order’s Category has the Print button enabled, and 2) you have functional security access to the Print Posted Purchase Orders menu option. Note There is a separate function for printing posted purchase orders. See Print Posted Purchase Orders on page 77. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 71 5: How to Save, Print, and Post Purchase Orders There are two versions of the Print Purchase Orders program. The newer one prints formatted purchase orders, complete with your company logo and Terms & Conditions. If you have functional security to the new program, Print Posted Purchase Orders - CR, COINS Ti automatically uses it when you click the Print button. You can tell if you have access to this program by checking the COINS Ti tree menu. It will include a Print Posted Purchase Orders option with a blue icon: The original one produces plain, unformatted purchase orders similar to those in COINS v7. See page 73 for more information. To print a purchase order while you are in Enter Purchase Orders: 1. Save the purchase order unless you are already in View mode. See Step 1, Save the Purchase Order, on page 69. 2. If the P/O category allows access to the Print button and your User ID has access to Print Purchase Orders, the Print button at the bottom of the screen is enabled. 3. Click the Print button. If the Print button is dimmed, it may not be enabled for the P/O Category or you may have a functional security issue. 4. If using the new program for formatted P/Os, complete the screens as described below. See Figure 5-37, Printing a Purchase Order from Enter Purchase Orders Using New Program for Formatted Printing. a. Select any comment codes that you want to include on this purchase order. The text associated with these codes will appear on the form in addition to the purchase order’s Additional Text. b. Specify whether to print the Terms and Conditions page. c. Click Next to specify the output options. d. Click Finish to print the purchase order. 72 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 5: How to Save, Print, and Post Purchase Orders Figure 5-37: Printing a Purchase Order from Enter Purchase Orders Using New Program for Formatted Printing 5. If using the character-based form, fill in the print options to select the printer and output format. See Figure 5-38, Printing a Purchase Order from Enter Purchase Orders Using Old Print P/O Program. a. If you checked that you want to show print options, click Next to update other options, for example, to print the purchase order on a local printer. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 73 5: How to Save, Print, and Post Purchase Orders b. Click Finish to print the purchase order. Figure 5-38: Printing a Purchase Order from Enter Purchase Orders Using Old Print P/O Program Step 4: Post Purchase Orders Purchase orders must be posted in order to update committed costs and other information in PO/IN and in other modules. For example, if PO/IN is tailored to automatically create lump sum subcontracts in the Accounts Payable module, posting a subcontract purchase order results in the creation of the corresponding A/P subcontract. Posted purchase orders can also be used in A/P invoice entry by keying in the P/O–Rev number. There are two ways that you can post purchase orders: Step 4a, While in Enter Purchase Orders, on page 75 74 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 5: How to Save, Print, and Post Purchase Orders Step 4b, Using the Post Purchase Orders Option, on page 76 Step 4a: While in Enter Purchase Orders COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Enter Purchase Orders > Post button You may be able to post a purchase order while you are still in Enter Purchase Orders, using the Post button at the bottom of the screen. The accessibility of this button is controlled by the purchase order’s Category plus your functional security access to the Post Purchase Orders menu option. To post the purchase order in Enter Purchase Orders: 1. Save the purchase order. See Step 1, Save the Purchase Order, on page 69. 2. If the P/O category allows access to the Post button and your User ID has access to Post Purchase Orders, the Post button at the bottom of the screen will be enabled. 3. Click the Post button. 4. A warning message appears if you did not already print a copy of the changed purchase order, as shown in Figure 5-39. Figure 5-39: Warning Message 5. • Click Cancel to back out of the Post function so you can reprint the purchase order using the Enter Purchase Orders Print button. • Click Ok to post the purchase order without reprinting it. Specify the posting date as shown in Figure 5-40, Post Dialog when You Use the Post Button. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 75 5: How to Save, Print, and Post Purchase Orders 6. Fill in the print options for the posting report. Click Next to enter additional print information. 7. Click Finish to post the purchase order. Figure 5-40: Post Dialog when You Use the Post Button Note Any purchase orders that you do not post individually using this method should be posted using the Post Purchase Orders option on the Processing menu. See Step 4b, Using the Post Purchase Orders Option, on page 76. Step 4b: Using the Post Purchase Orders Option COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Post Purchase Orders Use the Post Purchase Orders option on the Processing menu to post the information from purchase orders and revisions to permanent files and update committed costs and other information in other modules. 1. 76 Select Post Purchase Orders from the COINS Ti PO/IN Processing Menu. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 5: How to Save, Print, and Post Purchase Orders 2. Specify the posting date. If you use batches, specify the batch to be posted. 3. Fill in the print options for the posting report. The options on your system may vary for the ones shown in Figure 5-41, which illustrates the COLD print options. 4. Click Next to enter additional print information. 5. Click Finish to post the purchase orders. Figure 5-41: Post P/O Step 5: Print Posted Purchase Orders COINS Ti Path to reach this screen Purchase Order/Inventory > Processing > Print Purchase Orders Use the Print Posted Purchase Orders option on the Processing menu to select and print posted purchase orders. When you use this option, COINS Ti prints all purchase orders that were flagged to be printed (i.e., Print P/O = Y on the Enter Purchase Orders > Misc header tab) and that meet the selection requirements you enter. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 77 5: How to Save, Print, and Post Purchase Orders There are two versions of the Print Posted Purchase Orders program within COINS Ti. The newer one prints formatted purchase orders, complete with your company logo and Terms & Conditions. If this function is set up and you have security access to it, the COINS Ti tree menu includes a Print Posted Purchase Orders option with a blue icon: The original one produces plain, unformatted purchase orders similar to those in COINS v7. This option appears on the COINS Ti tree menu with a white icon: To print posted purchase orders using the new program for formatted purchase orders: 1. Select Print Posted Purchase Orders from the COINS Ti PO/IN Processing Menu. Note If Print Posted Purchase Orders appears twice on the tree menu, select the one with the blue icon: 78 2. Specify selection criteria for the purchase orders that you want to print, as shown in Figure 5-37, Printing a Purchase Order from Enter Purchase Orders Using New Program for Formatted Printing. The selection screen lets you select a specific P/O batch; print only changed purchase orders; print a range of purchase orders by P/O number, vendor, or job; specify comment codes; or print T&C pages. 3. Click Next to go to the Print Options screen. 4. Fill in the output options for printing the purchase orders, emailing them, saving them to a file, or the other options shown in Figure 5-37. 5. Click Finish to print the purchase orders. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 5: How to Save, Print, and Post Purchase Orders Figure 5-42: Print Purchase Orders Using the New Print Posted Purchase Orders Function To print posted purchase orders using the original program for plain, unformatted purchase orders: 1. Select Print Posted Purchase Orders from the COINS Ti PO/IN Processing Menu. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 79 5: How to Save, Print, and Post Purchase Orders Note If Print Posted Purchase Orders appears twice on the tree menu, select the one with the white icon: 80 2. Specify selection criteria that apply to the group of purchase orders that you want to print, as shown in Figure 5-43, Print Purchase Orders Using the Old Print Posted Purchase Orders Function. For example, you can select a specific P/O batch, print only changed purchase orders, or print a range of purchase orders. Refer to the COINS Ti PO/IN online help for detailed field descriptions. 3. Click Next to go to the Print Options screen. 4. Fill in the options for printing the purchase orders on a specific printer. 5. Click Finish to print the purchase orders. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 5: How to Save, Print, and Post Purchase Orders Figure 5-43: Print Purchase Orders Using the Old Print Posted Purchase Orders Function Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 81 5: How to Save, Print, and Post Purchase Orders 82 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 Appendix A: Entering Purchase Orders Using the Keyboard •••••• Users who are experienced with data entry often prefer to use keystrokes rather than combining keystrokes with mouse actions. This navigation guide describes how to enter normal purchase orders by keystrokes only. By using these keystrokes, many unnecessary actions are avoided and data entry can be performed in a very efficient and streamlined manner. Follow the steps outlined below to enter a purchase order by keystrokes. If the Enter Purchase Orders function is not already open: 1. Press Alt-U to open the Function menu. 2. Use the arrow keys to go to COINS Ti > Purchase Order/Inventory > Processing > Enter Purchase Orders. This opens the Enter Purchase Orders window. Once the Enter Purchase Orders function is open: 3. Press Ctrl-N to add a new record (puts you in Add mode). You may skip this step if PO/IN doesn’t automatically assign sequential P/O numbers. If you enter a P/O number that hasn’t been used before, the auto-add feature will place you in Add mode. 4. Enter the Batch ID or press F5 on the Batch field to select a batch from the Lookup. 5. Enter the P/O number. If your system is tailored to automatically number purchase orders sequentially, press F2 instead of entering the P/O number. 6. Press the Tab key to move through the other fields in the key panel or press F2 to accept the defaults and move to the next panel. 7. Press F2 after you enter the Vendor and Description to go to the Primary header tab. 8. Press Alt-[tab letter] to go to each header tab that you need to update. (This takes you to the tab associated with the letter, e.g., Alt-X takes you to the Add’l Te(x)t tab.) Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 83 Appendix A: Entering Purchase Orders Using the Keyboard After the header tabs are filled in and you are ready to add line items: 9. Press Alt-[tab letter] for a tab in the Purchase Order Distribution Detail Panel to open a new line of the selected type and go into Add mode. (This takes you to the line detail tab associated with the letter, e.g., Alt-J opens a (J)ob distribution line.) 10. Choose one of the following three methods (1, 2, or 3) to enter line items: Table A-2: Methods for Entering P/O Detail Lines Method 1 Method 2 Method 3 a. Ctrl-S (saves the line) Press [Enter] through all of the fields on the line. This saves the line and opens a new one. a. F2 (saves the line) b. Ctrl-N (adds another line) 11. 84 b. Ctrl-N (adds another line) When you have finished entering all the detail lines and you are ready to finish the purchase order, press Ctrl-S to save the purchase order. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 Appendix B: Toolbar Options for P/O Detail Lines •••••• The detail line panel has its own button bar. Each button is described below. The button is dimmed if an option is not currently available for use. Table B-1: P/O Detail Line Commands Command Icon and Keyboard Shortcuts Save CTRL-S Reset Description The Save command validates the P/O line information and saves the updated line to a temporary table. The new or changed lines update the database when the entire purchase order is saved. The Reset command undoes all changes to a line since the last time it was saved. In Add mode, Reset resets the defaults and blanks out all other input fields for the current line. In Edit mode, Reset works the same as Cancel. It cancels your changes and returns you to View mode. Undo One CTRL-Z Add CTRL-N The Undo One command is used to set a field back to its previous saved state. It affects only the field in which your cursor is placed. This places you in Add mode so that you can add lines to this P/O. When you add a new P/O line, all applicable fields are copied from the Defaults tab. Information from this line defaults to the next line entered for this P/O. For example, if you add a work order distribution line to a normal purchase order, the new line uses the work order number, S/M category, and Contract flag on the Defaults tab. The new line is stored in the purchase order when you Save it or start a new line. However, the purchase order header needs to be saved as well before the database is updated. Copy Use Copy to add a new line to the purchase order. It copies the currently selected line and adds a new one (i.e., puts you in Add mode) so you can update the new line and save it. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 85 Appendix B: Toolbar Options for P/O Detail Lines Table B-1: P/O Detail Line Commands Command Icon and Keyboard Shortcuts Description Use Delete to remove the current line from the purchase order. Delete CTRL-D You cannot delete lines when entering a revision. Instead, liquidate (and reinstate) the lines using the Liquidate checkbox. Use Cancel to cancel unsaved changes and return to View mode. Cancel [F4] In Add mode, this cancels the current Add or Copy, removes the new line from the screen, and places you back into View mode. In Edit mode, Cancel works the same as Reset. It cancels your changes and returns you to View mode. 86 Move to First Record Moves to the first P/O line in the table. Move to Previous Record Moves to the P/O line in the table that is right above the current line. Move to Next Record Moves to the P/O line in the table that is below the current line. Move to Last Record Moves to the last P/O line in the table. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 Appendix C: Purchase Orders and Unit Price Subcontracts •••••• COINS Ti Purchase Order/Inventory can be set up to automatically create A/P subcontracts when you post subcontract purchase orders. This functionality creates lump sum (LS) subcontracts, so it should only be used by companies that mostly use LS subcontracts. Do not use the Create Subcontract from P/O feature if: You usually use unit price (UP) subcontracts You use Net Committed Costs and also enter Unit Price Subcontract Pay Estimates in A/P Use the following work around when you need to enter the occasional UP subcontract: 1. Enter the subcontract purchase order as described in Chapter 3, How to Enter a Subcontract Purchase Order. 2. On the Subcontract header tab, enter a “place holder” such as TEMP as the contract number instead of the real contract number. 3. Post the purchase order. The system creates an A/P subcontract called TEMP for this job and subcontractor. (Don’t worry, this is a temporary subcontract that you will soon delete.) 4. Go into the A/P Subcontract File and enter the unit price subcontract. Enter the number of the purchase order created in Step 1 in the P/O Number field. 5. Enter the subcontract distribution lines. 6. Delete the subcontract TEMP for this vendor. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 87 Appendix C: Purchase Orders and Unit Price Subcontracts 88 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 Index A Access Online Help 7 Add’l Text Tab Normal purchase order 25 Subcontract purchase order 48 Additional Text Normal P/O detail lines 36 Normal P/O header tab 25 Subcontract P/O detail lines 56 Subcontract P/O header tab 48 Addr Tab Normal purchase order 22 Subcontract purchase order 44 Alt-J 84 Alt-letter Combinations (navigation) 83 Alt-U 83 Arrow keys 83 Auto-add 8 C Category File 10 Change Order. See also Revisions. 60 Change Orders 60 Creating 60 Posting 74 Print 71 Change Posted Purchase Order 67 Columns 12 Compliance Tab 52 Create Subcontract from P/O When not to use 87 Ctrl-N 83 Ctrl-S 84 D Defaults Tab Normal purchase order 26 Subcontract purchase order 53 Detail Lines Additional text Normal P/O 36 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 Subcontract P/O 56 Equipment 29 Items for Inventory 33 Job 28 Job Detail Lines Normal P/O 28 Normal purchase order 27 Sales Order 31 Subcontract purchase order 54 Work Order 30 Drop Ship Lines 35 Drop Shipment 31 E Enter 84 F F1 7 F2 83 F5 83 File Maintenance Categories 10 Items 11 Tax jurisdictions 11 Vendors 10 Filters 12 Freight Change order 65 Freight Amount 58 Purchase order totals screen 38 G General Ledger PO distribution screen 33 H Header Tabs Normal purchase order 20 Subcontract purchase order 42 Help 7 89 I Insur Tab Subcontract purchase order 50 Item File 11 Items File maintenance 11 Purchase order line item 34 J J/W/E Lines 54 Job Detail Lines Normal purchase order 28 Subcontract purchase order 54 K Keystrokes 83 L Lump Sum Subcontracts 87 M Materials for a Job 28 Methods for Entering P/O Detail Lines 84 Misc Tab Normal purchase order 24 Subcontract purchase order 47 Mouse actions 83 O Online Help 7 Open Online Help 7 P P/O Categories 10 P/O Category Code File 10 P/O Line Amount Normal purchase order 37 Subcontract purchase order 57 P/O Total 38, 58 P/O Weight 38, 58 Parts for a Work Order 30 Parts for Equipment 29 Posted Purchase Order Changing without creating change order 67 Create change order 60 90 Posting Purchase Orders 74 Preliminary File Setup 10 Presets 12 Primary Tab Normal purchase order 21 Subcontract purchase order 43 Printing Purchase Orders Posted P/Os 77 Unposted P/O 71 Process Summary Normal purchase orders 17 Revisions and change orders 59 Saving, printing, posting 69 Subcontract purchase orders 39 Purchase Order Category 10 Purchase Orders Distribution methods 27 General Ledger distribution 33 Item number 34 Posting 74 Print this P/O 24, 25, 48 Print unposted P/O 71 Sales tax and freight 37 Totals 37 With no item number 34 R Reqmnts Tab Subcontract purchase order 51 Review Purchase Orders 70 Revisions Creating 60 Detail lines 64 Header tabs 62 Posting 74 Print 71 S Sales Tax Change order 65 Normal purchase order 37 Subcontract purchase order 57 Save Purchase Order 70 Select Posted Purchase Order 60 Ship Tab Normal purchase order 23 Subcontract purchase order 45 Ship to Office or Job 23 Sort Editor 12 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 Subcontract Tab Subcontract purchase order 46 T Tab key 83 Tailoring Options 8 Tax Jurisdiction File 11 U Unit Price Subcontracts 87 Update Detail Lines for Change Orders 64 Update Header Tabs for Change Orders 62 Update Sales Tax and Freight 65 V Vendor File 10 Vendors 10 Views 12 W Workaround Creating UP subcontracts when tailored to create subcontract from P/O 87 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 91 92 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 Comments We would like to know what you think about the Enter Purchase Orders User Guide, such as its format and whether it is useful. Please fill out this form and return it to: COINS USA Attn: Corporate Communications 6 Airport Park Blvd., Latham, NY 12110 Phone: (518) 242-7200 Fax: (518) 242-7298 e-mail: supportdesk.us@coins-global.com Your name: Company: Phone number: E-mail address Does this Guide include the information you need to enter Payroll time cards in COINS Ti? Yes No Do you think the proper level of detail is provided? Too much detail Just right Would you like to see other publications of this type for your SHAKER software? Yes No Yes No Too little detail If you answer “Yes,” please list the subjects that would interest you in the space at the right. Did you notice any typographical errors or formatting problems? If you did, please specify the pages in the space at the right. Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008 93 94 Enter Purchase Orders User Guide, COINS Ti Version 2.7 November 2008