This program uses a number of data files to hold your information.  They consist of the following:

POData.dbf. This is the main file which holds your purchase orders.  It includes purchase order numbers, names and addresses, purchase order numbers, dates, and all the information displayed on the purchase order form except for notes and products listed in the Item Area.

POData.dbt.  This file contains all your notes included with the purchase orders.

POData.mdx is an index file which keeps the purchase orders ordered properly for quick access.  This file can be re-created if it is destroyed.  The first two files can not.

POrders.dbf. This is the file that holds the information that appears in the Item Area on the Purchase Order Screen.  It consists of quantities, catalog numbers, item descriptions and prices.

POrders.mdx is an index file which provides rapid access to orders.dbf.  This file can be re-created if destroyed.  Orders.dbf can not.

POsetUp.dbf. This file holds all of your basic set up values.  It can be re-created if destroyed, but any information saved in the file will be lost.

Vendors.dbf.  This is the Vendor Database file.  It holds all of the information that appears on the Vendor Database Screen including vendor numbers, company name, address, phone number, email address, vendor notes, etc.

Vendors.mdx is an index file which provides rapid access to the vendor information database.  It can be re-created if destroyed.  Cust_Num.dbf, however, can not.

Vendors.dbt Contains notes associated with vendors

Stock.dbf is the Stock Ordering Database.  It holds all the information that appears on the Stock Ordering Database Screen including catalog numbers, item names, cost, etc.

Stock.mdx is an index file which provides rapid access to the product information database.  It can be re-created if destroyed.  Cat_no.dbf, however, can not.

VContact.dbf This is the database file that is used by the Contact Manager to hold contact information on your vendors.

VContact.mdx is an index file which provides rapid access to information in the Contact database file.  It can be re-created if destroyed.  Contact.dbf, however, can not.

VContact.dbt Contains any notes included in the Contact Manager.

POCode.dbf This is the database file that is used to hold job number and general purchase order codes.

POCode.mdx is an index file which provides rapid access to information in the POCode database file.  It can be re-created if destroyed.  POCode.dbf, however, can not.

ShipVia.dbf Contains the list of shipping methods.

POCat.dbf Contains a list of category and prefixes.

ExchRate.dbf Contains AnyPO's Currency Table for purchase order conversions.

POFinder.dbf is used for finding past ordered items.

POExport.dbf Holds Export Profiles

POImplist.dbf  Holds Import Replacement Tables

POImport.dbf Holds Import Profiles

NetAdmin  Saves information on networked computers, allows administrator to make changes from his/her computer

Translate.dbf Used when the printed PO is translated into another language

PODataIn.dbf Holds PO data when the departmental set-up is used

PODataIn.mdx Holds the indexes for PO data when the departmental set-up is used

PODataIn.dbt Holds notes for PO data when the departmental set-up is used

POrderIn.dbf Hold items when the departmental set-up is used

POrderIn.mdx Holds the indexes for items when the department set-up is used

POMail.dbf (Level III) Holds email information

POMail.dbt (Level III) Contains the default email message

POMail2.dbf (Level III) When there is more than one person that can approve PO's, this data file holds the names and email addresses of all approvers.

POMail.dbt (Level III) Contains default email values

PInitial.dbf (Primarily used in Level III) Holds the names, initials of users of the system

PInitial.mdx (Primarily used in Level III) Index file for PInitial

PApprove.dbf (Level III) A database used on the local computer which holds the original approval to-do list.

PApprove.mdx (Level III) A database used on the local computer which holds the original approval to-do list.

POEmail.dbf (Level III) Email Address Book

POEmail.mdx (Level III) Index file associated with Email Address Book

All of the files listed above (except the *.mdx files) are copied to the back-up disk whenever you do a back-up.  They are vitally important and they should not be deleted.  The files listed next are temporary.  They are created and deleted by the program as they are needed:

MailList.dbf and MailList.txt.  These two files are created for use by other programs for producing mailing lists or mail merge letters.  They can be deleted or moved to other locations.

*.ndx files.  Several files with a .ndx extension are created.  They are temporary index files and can be deleted with no effect on the program.

The following files are created when purchase order files are moved to storage.  The second set of files (Tmp files) can be deleted.  However, the first set, the main storage files, can not:

Storage Files.  When files are moved to storage, the program uses a file name that you assign to it.  Let's say that the following file name has been assigned to a group of purchase orders in storage: PO04to05.  Several files are created with the PO04to05 name.  The first file created is PO04to05.dbf.  This file is used as an internal reference file and contains the names of all the files moved to storage and the extensions assigned to each. Additionally, the following files, each with a different extension, are created.  (Note that if any of these files are deleted, storage information will be lost).

PO04to05.S01 The storage file equivalent to POData.dbf

PO04to05.S02 The storage file equivalent to POData.dbt

PO04to05.O01 The storage file equivalent to POrders.dbf

PO04to05.P01 The storage file equivalent to Stock.dbf

PO04to05.P02 The storage file equivalent to Stock.dbt

PO04to05.C01 The storage file equivalent to Vendors.dbf

PO04to05.C02 The storage file equivalent to Vendors.dbt

TmpSales, TmpOrder, TmpCat, TmpCust.  These are temporary storage files which are used when "View Storage File" is selected from the Menu Bar.  They are temporary, re-created when needed, and may be deleted.

Other files include:

DropShip.dbf  Used as template when creating drop shipment purchase orders.

PODat00.dbf, PODat00.mdx, PODat00.dbt, POrd00.dbf, POrd00.mdx.  Used as the starting template files when the program does a primary data file rebuild

PODat.dbf, PODat.mdx, PODat.dbt, POrd.dbf, POrd.mdx.  These are also used in a primary data file rebuild. In order the protect the starting template files, above, AnyPO copies the structure of the "00" files above and moves data from POData and POrders into these files.  When the data transfer is complete, POData and POrders are replaced with these files.