Terms Field - For Coding or Attachment Purposes

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The Terms field is a multi-purpose field and can be used for a number of different purposes depending your business.  The field is found on the lower portion of the Main Purchase Order Screen.

 

POTerms

 

Some business use it to re-state the terms that they have with the Vendor.  But since terms are determined by the vendor, it's often redundant to re-state this information on a purchase order.  In that case, it makes the field available for other purposes.

Using The Terms Field for Categorizing PO's - Level II - III

Level II - III users can use the field for categorizing PO's.  For example it can be used for job codes if you are already using the job/account code field for account codes.  It could be used for sub-category under a job code.  It could be used for department code, for allocating PO's to different department in your company, or for other purposes.  In the example, below, the terms field has been used to indicate a department:

POPrntMidMid

For categorizing purposes, it's convenient to select from a pop-up list when working on the Main Purchase Order Screen.  The pop-up list can be constructed by selecting OTHER TASKS >> EDIT/VIEW TERMS/UDF LIST.  After the list is constructed, you can access it on the Main Purchase Order Screen by clicking on the "L" (list) button beside the Terms field.

Depending on the use of the the field, you'll probably want to change the label of the field so that it is more easily identified.  The label can be changed by selecting FILE >> BASIC PROGRAM SET-UP and clicking on the "User Defined Fields" tab.  The label that you enter will show up on the Main Purchase Order Screen.  (The label doesn't appear on the printed PO.  That gives you some extra character space from which to work.)

There is another additional benefit by utilizing the Terms field for categorizing purposes.  Level III users can use it for reporting purposes.  The report, which is created in seconds by an Excel macro, will group purchase orders together by categories.  It's even possible to have two levels of categories.  For example, you might use a PO Code for a major category and then use the Terms field for sub-categories under it. That's all possible with the Level III program.  For more information, see Built-in Reports

Using the Terms Field for Attachments to the PO - Level III

Level III users can use this field for an attachment to the purchase order.  The attachment may be a scan of an invoice, quotes, a spreadsheet, or another document associated with the PO.  In some cases, such as when you phone in an order, it may be easier to attach a PDF scan of the vendor's invoice rather than filling out a complete Purchase Order.  If need be, you can use a purchase order in AnyPO to summarize the items ordered, and leave the details to the scanned invoice.

In this example, the Terms field has been re-configured to hold an attachment to the PO.  It's been re-named "Attachment."  Notice the new buttons:  "B" means browse and allows you to select a file.  "V" means view and allows you to open and view the file.

In this example, the Terms field has been re-configured to hold an attachment to the PO. It's been re-named "Attachment." Notice the new buttons: "B" means browse and allows you to select a file. "V" means view and allows you to open and view the file.

You can set up the Terms Field to function as a file attachment by selecting FILE >> BASIC PROGRAM SET-UP and click on the "Miscellaneous" tab.

Note that if you are using the Terms field for other purposes, you can also use User Field2 to hold file attachments.

There is limited space in the Terms field, and you'll want to keep file names of the PDF images short (under 30 characters).  It's also a good idea to put them all in one directory.  You can indicate the directory where the files are kept in Basic Program Set-up.  If you are on a network, you can also indicate whether you want the directory to be a local or global.  Local means that the directory is only accessible to computer you're working on.  Global means it's the same directory for all workstations.  In most cases, you'll probably use a global directory that all workstations can access.

Once you've set things up in Basic Program Set-up, you'll find new "B" and "V" buttons located after the Terms field on the Main Purchase Order Screen.  Click on the "B" button to browse and locate the PDF image file.  Click on the "V" button to view the image file.

As mentioned above, you'll probably want to change the name so that it is more easily identified.  The name can be changed in Basic Program Set-up.