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##1

This screen accesses the Master Parts File. The most important file at the start is the Master Parts file. This section gives instructions on adding or updating parts, determining parts that need to be ordered, sending requests for bids to vendors, purchasing parts, updating the parts file with parts received, subtracting parts used on work orders from the master parts file, and other functions like generating bar code labels and reports. In order for this system to work properly you must have a part number, vendor name, and minimum quantity for each part. Other information can be added later to make the system better.

##2

This prints a report of parts that need to be ordered because the quantity on hand is less than the minimum quantity. It is an automatic process that generates a report to your printer.

##3

This prints a report like the one in step two but sorts it by Vendor name and starts a new page for each vendor. You can fax this report to the vendors. If your system is set up to fax from your computer there are additions to allow this to be printed to a file and faxed from that.

##4

This prints the same information as the above selections but is set to print on your Purchase Order Form and fill in the blanks.

##5

Once the Purchase Order has been completed this file needs to be manually updated with a new record added for each line on the Purchase Order (PO can have up to 20 lines with a part number on each line). Use 3- Add Records. It has to be manually entered because the PO number and date have to be added manually. The other fields that need data here are: Vendor, Quantity Ordered, and Part Number. Once you add the first line from the Purchase Order and save it, a new blank record appears. Use the <F5> Function key to duplicate the data from the previous record and change the quantity and part number. When you have entered each line from the PO, use Control-C at the next blank record to cancel automatic add records. You can use the arrows to move back to previous records or <B> to browse records you just entered.

##6

This is an automatic process to add new data from the Purchase Order File to the Parts File. It compares the date on the Purchase Order to the current date and if that record has not been posted, posts it to the Parts file and flags the Posted? Field with a “Y” or “N” (N=problem with parts file- part not found, etc.). At the time this runs it adds the amount of the part ordered to the field in Parts showing Parts On Order.

##7

Use this when parts arrive as the result of a PO. Use 4- Index Selection and A- Purchase Order Number and then enter the PO number to find the first record on that PO. Press <B> to browse and select the part number for the part received. Enter the Date Received and the Quantity Received and if the quantity ordered was more than the quantity received add the quantity received in the RECORD OF PARTS PURCHASED section under qty rec’d (start with line 1 and as new parts arrive on this invoice, use other lines). If the invoice is included with the parts shipment, add Invoice Date, Invoice Number and Cost at this time. If the Invoice arrives later or is handled by someone else, go to this selection and add date, number, cost, and add a “Y” to the POST PRICE ONLY FIELD. This prevents parts quantity from changing when the price is added.

##8

This is an automatic process to post the parts received to the parts file. It increases the parts on hand and decreases the parts on order.

##G

This generates a file that can be read by the Barcode System to print a label for each part received. See detailed instructions at Barcode Menu.

##H

This calls up the Barcode software and allows you to make adjustments if needed and print labels.

##I

Use this to update the Vendor File which is accessed by pressing <F6> for a lookup while in the Vendor Name field in other files.

##J

Review the summary file created by Selection N- from the Work Order side. The Work Order detail file allows as many as 20 lines of parts or work to be added on each Work Order. N- created a new record for each line on the Work Order in a file that updates the Parts File.