WHAT CAN IT DO FOR ME?

Our Purchase Order system will save you time. These savings are possible in several areas:

• The Purchase Order system is fully integrated with the Accounts Payable, Inventory, and Job Costing systems (these other modules then pass the financial data to the General Ledger). You enter the purchase order data once, and the data automatically flows into the other accounting modules. Our system eliminates double work.

• With Starr Accounting, you don't even need to manually enter purchase orders. Purchase orders are automatically generated from the Inventory "Reorder items" and the Quotation "Generate purchase orders" programs.

• You save time faxing your orders. The purchase order (as well as all other Starr Accounting reports) can be faxed directly from your computer screen. If you want to save on phone charges, the fax can be scheduled to run when phone charges are lowest.

Our Purchase Order system catches errors and keeps you in control. In the real world, the majority of arriving shipments do not match your original purchase order. Either the quantity is different, the price is incorrect, or it is a partial shipment. In our receiving program it is easy to process these differences, but it always notifies you of them.

FEATURES OF THE SYSTEM

Purchase Order interfaces with the Accounts Payable and Inventory systems, and optionally with the General Ledger and Job Costing systems. The Purchase Order system keeps track of each purchase order, from order placement to shipment to the time the order is received. It automatically updates Accounts Payable, General Ledger, Inventory, and Job Costing. Both inventory and non-inventory purchases may be job costed. Purchase order status and commitment information are readily available, including current pricing information. With the Starr Purchase Order system, you'll have complete purchasing management control.

The Starr Purchase Order system is designed to:

• Allow easy entry of purchase orders

• Provide for convenient entry of received goods, and invoice data

• Generate purchase orders, and other management reports

• Update the associated Accounts Payable, General Ledger, Inventory, and Job Costing files with no additional entry

• Provide for a complete Purchase Order history

Each program contains a complete set of prompts and other helpful messages that allow even an inexperienced operator to make full use of the system with minimal instruction time.

Particular features of the Starr Purchase Order system include:

• Interactive, menu-driven programs

• Complete outstanding order data, with on-line query at any time

• Automatic interface with Accounts Payable, General Ledger, Inventory, and Job Costing

• User-defined P/O history

• Self-instructing user documentation

• On-line order query at any time

• Comprehensive management reporting

• Sample data for training

HOW THE SYSTEM IS DESIGNED

Orders are entered through the "Order maintenance" module. Order headers are maintained by the "Order header maintenance" program. The order header contains the vendor name an address, shipping name and address, shipping instructions, terms, and other information important to this particular order.

Order lines are entered via the "Order lines maintenance" program. The order line contains the part number and description, vendor's part number, order and ship quantities, cost, promised date, weight and volume, serial number, and other information relating to this line item.

Each order line is posted to the Inventory on order fields as the order lines are created. Orders may be inspected on the CRT screen via the Order Inquiry program.

A receivings program exists to enter the date and quantity of received goods. When an invoice is received, this same program is used to enter invoice data, including any miscellaneous charges (e.g. freight, sales tax, etc.).

A post receivings process exists to provide an edit report of received goods, generate Accounts Payable transactions, post to Job Costing, generate Inventory transactions, and close received P/O's. Lines that are only partially received will be closed, and a new line will be automatically created for the balance.

A complete history of received P/O's is maintained. A purge program exists to delete received P/O's older than a specified date.

Purchase orders are printed either on plain paper, continuous letterhead, or pre-printed forms. Main reports include "Order file (long form)" and "Orders file (short form)"; options exist to print all orders or only open orders. Other reports include "Post Receivings Edit" and "Audit Trail Of Purged P/O's".

BRIEF DESCRIPTIONS OF THE MAIN PROGRAMS

The Purchase Order system contains seventeen programs which collectively perform the creating, maintaining, updating, and report generating functions of the system. Each main program is briefly described below.

• Control file maintenance - This program maintains the P/O Control File parameters.

• Order header maintenance - This programs maintains order headers.

• Order lines maintenance - This programs maintains order lines (line items associated with an order header).

• Order inquiry display - This program displays order header information and associated line items on the terminal screen in a condensed format.

• Receiving - This is used to enter receiving information for an existing purchase order in a quick and easy method. Both invoice and line item information can be entered. Allows for price and quantity adjustments to the order.

• Post Receivings - This is a series of programs that prints an edit report of received purchase orders, generates Accounts Payable transactions, posts to Job Costing, generates Inventory transactions, and closed received purchase orders.

• Reset inventory P/O quantity - This program re-computes the Inventory purchase order quantity based upon the purchase order lines.

• Print orders (long form) - A complete listing of the Order Header and Order Lines file is produced by this program. Has sort and record selection options.

• Print orders (short form) - An abbreviated listing of the Order Header and Order Lines file is produced by this program. Has sort and record selection options.

• Print order forms - Prints purchase order forms on either plain paper, continuous letterhead, or pre-printed forms.

• Purge purchase orders - Purges selected purchase orders, and optionally print an audit trail of purged orders.

Purchase Order links to

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