Option 5Parameters

You can use this function to maintain the Parameters file, specifying the fundamental information defining how the Purchase Orders application operates and interfaces with other applications. This allows you to “customize” your Purchase Orders system.

Only one record is required for the Purchase Orders Parameters file. During Initial Setup, Parameter information must be entered. During Live Operations, however, much of the Parameters information is display only and changes must be made through Recovery Processing.

When you use this function, a record of all entries will be printed. For additions, all new field contents are printed; for deletions, the deleted record’s contents are shown; for changes, both old field contents and new field contents are shown; and in all cases, the User ID, date, and time are printed.

The screen shown below presents information about Parameters.

Recovery Processing Parameters screen

Data items for the preceding screen are described below:

Post to Other Applications - AP? IC?

Y or N Default N Required

Indicate ‘Y’ or ‘N’ to tell the system whether or not to allow information to be transferred to the Accounts Payable or the Inventory Control application.

Update Product/Vendor at EOM?

Enter "Y" or "N" to indicate whether or not the Purchase Orders application will update Product by Vendor history during end-of month processing.

Y: Purchase Orders will update Product by Vendor history during end-of-month processing. You must enter "Y" if the Inventory Control application is not part of your system.

N: Purchase Orders will not update Product by Vendor history during end-of-month processing. Product by Vendor history will be updated in the Inventory Control application.

During Live Operations, this field is system-maintained and cannot be changed.

Current Calendar Month

Positive number, up to 2 digits Display only

During Initial Setup, specify the first calendar month of “live operation” of you Accounts Payable system. In Live Operations, the system displays the current calendar month. If you are using 13-period accounting this field is blank.

Current Calendar Year

Positive number, up to 2 digits Display only

During Initial Setup, specify the current calendar year. In Live Operations, the system displays the current calendar year. If you are using 13-period accounting this field is blank.

Number of Fiscal Months

Positive number, up to 2 digits

Indicate the number of months in your fiscal year. An entry of ‘12’ means you operate on a calendar month basis, and ‘Start Fiscal Month’ determines the first month of your fiscal year. An entry of ‘13’ means you operate on a 13-period basis. If General Ledger is part of your system, the number of periods is supplied for you and you cannot change it.

Ask for Operator ID?

Y or N Default Y Required

If this field is set to ‘Y’, any operator can change the operator ID on any transaction file during data entry. This permits editing of another operator’s transactions. If this field is set to ‘N’, then the system does not allow the operator ID in any transaction file to be changed. This creates an “operator exclusive” environment wherein an operator may not access any transactions except those s/he entered.

Receipts in Purchase Orders?

Enter "Y" or "N" to specify whether or not product receipts will be entered through the Purchase Orders application. In Live operations, it cannot be changed.

Y: Product receipts will be entered through Purchase Orders. If the Inventory Control application is part of the system, receipt entry will update the on order, uncosted, and on hand quantities in the Products by Warehouse file. If the Inventory Control application is not part of the system, receipt entry will update only the on order quantity.

N: Receipts will not be entered through Purchase Orders; they must be entered through the Inventory Control application. In Live Operations Transaction Processing, the Receipts Data Entry, Journal and Post functions, and the Receipt Whole PO Special Program, will be disabled.

Preprinted Forms - Purchase Orders?

Enter "Y" or "N" to indicate whether or not preprinted forms should be used when printing Purchase Orders.

Preprinted Forms - Request for Quotes?

Enter "Y" or "N" to indicate whether or not preprinted forms should be used when printing Request for Quotes APPX Software, Inc.

Purchase Orders System Administration Manual

Published 5/95