Inventory control software, version 4

User’s guide

 

  

 

 

 

 

 

 

 

 

 

 

 

INVENTORY CONTROL

USER’S GUIDE

 

 

 

 

Chapter: 6

 

Purchase Order

Export & Send email

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ATQ, 1997-2006

Inventory control software, version 4

User’s guide

Chapter 6

Purchase order

6.1  Create Purchase Order

 

 

To create a purchase order you must to edit the part that you want to buy. Click on the button « Add To Order ». The new purchase order will be opened. You will be prompted to enter the quantity. Note: The quantity must be entered before you continue. Also, you can change the unit price for this item (if you have a discount for quantity example). Click on the OK button.
 

 

Click on the button “CANCEL Order” if you want to cancel this order. Click on the button “ADD Item” if you want to add another part in this order. This action will open the Stock tab where you can use a search engine to find the part, which you want to add in the order. When the part is found, click again the button “Add To Order”. If the message “This order is opened for a other vendor” appears, you must to change the vendor for this item because the order is opened for this vendor. Click on “Cancel” button if you want to cancel this order.

Note: The Order ID is automatic number. If you delete an opened order, this number will be lost. Example: If you cancel the order ID 3, the next order ID number will be 4.

Inventory control software, version 4

User’s guide

Chapter 6

Purchase order

 

 

You can change/enter the order date and ship date, enter the purchase order number or accept/use the auto number. Also, you can enter the vendor sales order number and the shipping method. All data can also be changed later. The taxes are automatically calculated (the vendor taxes that you have entered on opening the vendor account). Once your purchase order is ready, we suggest printing order before you click on Submit button.

Note:

You can type in the “Purchase Order” box any text that you want.

Example: If this order is a back order, you can type “BACK ORDER”

 

 

Inventory control software, version 4

User’s guide

Chapter 6

Purchase order

 

 

With simple click on the labels of tax names, you can choose:

-          Only federal tax

-          Federal & Provincial

-          No tax

 
 
 


 

You can also click to other labels for open the boxes and enter the value such as Shipping, Handling and Discount.

 

The value “Grand Total” is calculated automatically on each changes.

 
 

 

 

 

Inventory control software, version 4

User’s guide

Chapter 6

Purchase order - Tracking

6.2  Purchases orders (edit/modify/delete/tracking)

 

 

The order that you have created, you can find in the “Purchase orders” tab. If you have more orders, click on the order line to edit the order that you need. You can change anything you want in the edited order (depending of order status). You can click on  to add the part in the order. In the Stock window find the part witch you want to add and click the button

If you want to cancel this request - just change the tab.

You can also cancel this order. Just click on the button  at any time. Click on the button  to accept/confirm this order. Note: all PO must be confirmed. An order can be confirmed automatically depending of the action. Click on the button  to print this order.

 

Inventory control software, version 4

User’s guide

Chapter 6

Purchase order

 

Click on the item line if you want to change quantity ordered or item unit price. The correction of order line is important if your vendor changes the quantity or if you have a discount. If your vendor cannot ship all parts that you ordered, you may open another order: Back order.

 

 

 

 

 

 

 

 

 

 

 

 

On any change- the taxes, total and the balance are calculated automatically.

Note: You cannot change the taxes value manually

 

 

 

 

 

 

 

 

Click on  to edit SHD (Shipping, Handling, Discount)

Note: most opened windows you can close with escape key or by clicking on the “Cancel”.

 

 

 

Also, you can change any date in the order. Simply click on the boxes…

 
 

 

 

 

 

Inventory control software, version 4

User’s guide

Chapter 6

Purchase order

 

Click on the  to enter/change the vendor invoice number.

 

 

 

 

 

 

Before make any payment - order must be confirmed.

Click on the button “Payment”  or click anywhere in line of the payments.

 

The form displays balance value automatically.

You can change or accept this value. If you want to change, enter the value that you want to pay. Also, enter the payment reference – example:

If you pay by check, enter the number of your check.

You can use any text for the reference.

 

The balance is calculated automatically when you click OK.

 

Note:

If you have overpaid - balance will be negative (credit)

 

The balance zero will not be shown if the check box is checked and the order is completed.

 

 

Click on the button  to enter any note that you want to attach to this order. This note is show only here for your reference.

 

You can modify or delete this note at any time.

To close this window without any changes, just click on the Cancel button.

 
 
 


 

 

 

 

Inventory control software, version 4

User’s guide

Chapter 6

Purchase order

 

 

At any time you can show the vendor’s data.

Just click on the Contact button to see the vendor’s phone number.

In this window you cannot change the vendor’s data.

 

Inventory control software, version 4

User’s guide

Chapter 6

Purchase order

 

 

 

At any time, you can open a window for payment.

You can change the date of payment and enter the reference. Note: Only last reference is kept for each order.

 

 

 

 

 

 

 

 

 

 

 

Depending on the status of the order (confirmed, received, paid, closed) the order’s line changes background color.

Yellow shows the selected order.

 

 
 

 

 

 

Inventory control software, version 4

User’s guide

Chapter 6

Purchase order

 

 

 

PO report tab shows orders summary that you have made between “From Date” and “To Date”.

Note:

If your order balance is zero and the paid is zero – this order has not been sent (not confirmed).

The total of the order is displayed correctly when you have all the purchase orders confirmed.

 

Inventory control software, version 4

User’s guide

Chapter 6

Export & Send

 

 

In the Export tab you can print the report of product with any data that you want to show. You may check/uncheck the boxes to print. You can also export the data and create the “html” (internet page) with the picture of the product.

Select the destination (Path) and click on the button “Export Html”. The created file will be named: ‘Product Name’.html

 Also the picture will be copied in the destination folder.

Note: If a file with the same name already exists in the destination folder, the export will be interrupted. Overwrite is not enabled. You must to delete the files or change the destination for the export again.

 
 
 


 

Inventory control software, version 4

User’s guide

Chapter 6

Export & Send

 

 

 

This is a sample of html created by the Inventory program.

 

 

 

This file can be opened with any Internet Explorer.

You can send these files via ftp to your site.

 
 

 

Inventory control software, version 4

User’s guide

Chapter 6

Send E-Mail – automatic attachments

 

 

 

 

If you want to send an email to your customers, use the email frame and enter the recipient (To:)­, subject and your message (if you want). You can type the subject and the message later. Click on the button SEND E-MAIL. The html file with the product picture will be automatically attached.