Computerized Maintenance Management Information Page

Purchase Order List

CMMS Purchase Order List

The COGZ Computerized Maintenance Management Purchase Order List provides information on the Purchase Order Number, Vendor Code, Vendor Name, Phone Number, Invoice Number, Due Date, and the Date Ordered. Any overdue purchase order will have the Due Date highlighted in red. Also, if the purchase order has not been printed the PO Number will appear in red.

Show Completed: This feature is available in the COGZ  Computerized Maintenance Management Optional Purchase Order Module. When this box is checked, only completed purchase orders will be displayed in the Purchase Order List. Using this function you can reopen completed purchase orders, allowing you to review and print them. During default operation only open purchase orders are displayed in the Purchase Order List.

 

To change the status of a completed purchase order and have it displayed in the active list, simply double click on the purchase order you would like to change. This will allow you to override its completed status.

CMMS Change Completed Purchase Order Status

Choosing yes will move the Purchase Order from the Completed List to the Active List. No will cancel the change. This function requires security clearance.

Print PO Button: Prints the purchase order that is highlighted. When printing purchase orders a feature in the Optional Inventory Enhancement Module will also allow you to automatically allow you to print Purchase Order Labels.

CMMS Send Part Number to Queue

Logo: When printing Purchase Orders you may choose to print your company’s logo in the upper left hand corner of the Purchase Order. The logo must be a 1” high x 3” wide Windows bitmap file. The file may be bigger than 1”x 3” as long as it has a ratio of 1:3 so as not to distort the image during the shrinking process. To add your logo, manually enter a bitmap file of your company’s logo in the Logo File field in the System Defaults PO Setup tab. Make sure this file is located in your COGZ directory. You may also choose to turn off the logo completely. To do so, just delete the file name located in the PO Setup tab.

 

PO Rec Button: This button also prints the highlighted purchase order, but also contains information about how many items have already been received.

The parameters for the purchase orders can be adjusted on the PO Setup tab of the System Defaults form. This form is located under the Setup menu. Information such as the message that appears on the top of the purchase order, bottom PO note, tax rate, last PO number, etc can be altered there.

Purchase Order Entry Form

CMMS Purchase Order Entry Form

The Purchase Order Entry Form allows you to create and modify purchase orders. The top section of the Form is navigated the same as a form. The bottom section works like a List and provides access to the Purchase Order Item Form.

Completed: The completed check box tells the purchase order system that there will be no more activity with this purchase order. Check this only if all activity is final.

Date Closed: If the Purchase Order has been completed the date closed can be entered into this field.

Printed: The Printed check box specifies if the Purchase Order is to be printed.

PO Number: This is an alphanumeric code that identifies this purchase order. This number is generated automatically if you have checked Auto PO Number's field in the System Defaults Form found under the setup menu.

Account: This account number will be used as the default account for each line of the purchase order unless an account is entered for the individual line in the Purchase Order Item Form.

Date Ordered: The date the Purchase order was created.

Due Date: The date these items are due to arrive.

Requested By: Identification of the person requesting this purchase.

Vendor: The code and name of the vendor the items are being purchased from.

Invoice: The Invoice number that corresponds with the Purchase Order.

Contact: The name of a contact at the vendor’s location. The system will supply this information if it has previously been entered in the vendor database.

Purchaser: The code or initials of the person placing the order.

Approved By: The identity of the person that approved this purchase.

Phone: The vendor’s telephone number.

Memo: Use this field to enter additional information.

Taxable: Indicate if these items are taxable by checking the box. If the items are taxable, the system will apply the tax based on the rate set in the Purchasing Setup section and display the amount in the next field. We recommend that you review this figure if you have reason to believe the tax rate may differ from the set rate for any reason such as an out-of-state vendor.

Update Vendor Information: Click this button if the information entered for the purchase order contact needs to be changed to the default in the Vendor List.

Tax Rate: This field allows you to override the default tax.

Freight Terms: Any information about the freight terms. Perhaps the freight companies name.

Ship Via: The shipping method. I.e.: Air, ground, water, etc.

FOB: The location that ownership of items is transferred to you.

Freight Cost: Shows the amount charged for shipping and handling of the product purchased.

The bottom section of the Purchase Order Entry List displays the line items of the purchase order and the total cost of the purchase order. This section is used exactly as a List is used.

Select OK to save your entries and proceed to the Purchase Order Item Form; Cancel to return to the Purchase Order List with no changes made.

 

The task detail section of the purchase order entry form operates just like all other lists. Use the mouse and click on the list to make the list active. You can also use the tab to move to the list. Use the following key or buttons to add, edit or delete task detail items.

Add: Provides access to a blank Purchase Order Item Form where new data may be entered.

Edit: This provides access to the existing data for the highlighted task and will allow you to make any necessary changes.

Delete: This selection allows you to delete existing data.

 

Purchase Order Item Form

CMMS Purchase Order Item Form

The Purchase Order Item Form is where you enter data to add, edit, or delete the individual purchase order line items.

Non-Stock Item: When this box is checked it will allow you to enter an item that is not contained in the Inventory List. When you add a non-stock part to a purchase order the part will not show up in the inventory list because it is marked as inactive.

Part Number: An alphanumeric field, this number identifies each individual item in the inventory.

Order: The quantity on order.

Cost: The current cost per unit of measure for this item.

WO No: If this part has been ordered for a particular work order, enter the work order number.

Invoice: The invoice number associated with this particular line item.

Requested By: The person(s) requesting the purchase of this part.

Date Due: The date this particular line item is due.

Tax: Choose between a specified standard tax rate, non-taxable, or non standard tax rate for the inventory item you are adding to the purchase order.

Equipment: This is an optional field that will enable you to build an Equipment Parts Catalog.

Account: The account number that this part is related to will be automatically generated by the computer. This is for purchase order purposes only and will not update the cost history until the part is issued.

Set Account To: Each line item of the Purchase Order can have a separate account number. The default account number is the Purchase Order account. To set the account number to the Purchase Order, press the PO Account button. The Inventory and Equipment records also have default account numbers, pressing either of those buttons will set the purchase order line item to the corresponding account.