Interactive Systems, Inc.

Purchasing Record Update Flows

• PPO104 - Enter Purchase Requisitions
• PPO100 - Maintain Purchase Orders
• PPO120 - Receive Goods by Line
• PPO140 - Maintain Invoices
• BPO700 - Send PO Transactions to AP
• BPO710 - Send Transactions to GL

PPO104 - Enter Purchase Requisitions

1. After generating next available requisition number, update Next Requisition Number (NRQ D00630-23) file with this number.
2. When line number has been entered, create a 'place holder' in the Purchase Requisition File (PRQ D00450-20). Only the company, office, requisition number and line contain data. The remaining fields are blank or zero filled.
3. Upon acceptance of requisition screen:
   • Check and update the Encumber and Commit (EAC D00200-38) record committed balance field by the requisition line amount.
   • Create Purchase Transaction (PTF D00250-29) record.
   • Create Purchase Expense Distribution (PED D00250-31) for expense distribution line.
   • 'Ready' requisition lines update the Requisition Not Used file (RNU D00110-46) as follows.
     • RNU header record COUNT and CURRENT COUNT is increased.
     • Surrounding RNU records NEXT/LINE, PREV/LINE are updated to accommodate insertion of this requisition.
     • RNU record is created for this requisition/line.
   • The Purchase Requisition (PRQ D00450-20) 'place holder' is updated with detailed information.
     
     Repeat Steps 2 and 3 for each line added to this requisition number.

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PPO100 - Maintain Purchase Orders

1. Update the Next Purchase Order (NPO D00630-22) file, after generating next available PO number.
2. Create a 'place holder' Purchase Order Header (POH D00450-09) record for this PO.
3. Upon acceptance of the PO header screen:
   • Update Purchase Order Header (POH D00450-09) with entered data.
   • Update PO by Vendor (PBV D00110-35) to allow for insertion of this PO.
   • Create a PO by Vendor (PBV D00110-35) for this PO.
   • Update PO by Vendor (PBV D00110-35) header with count and active count.

NOTE: The PO by Vendor header record indicates the first PO on the file for this vendor in the next PO number field. "Previous" represents the last PO number for this vendor.

• YTD orders are incremented on the Purchase Buyer Record (PBY D00200-32).

4. Upon acceptance of each purchase order line screen:
   • Check/update the Encumber and Commit (EAC D00200-38) record, increasing the encumbered balance field. If a requisition is associated with this PO line, the commited balance field is reduced.
   • Create a Purchase Transaction (PTF D00250-29) record for uncommitted transaction.
   • If a requisition is associated with this PO line:
     
     1. Update the Purchase Requisition (PRQ D00450-20) record with this PO number.
     2. Create a Requisition by Line (RBL D00450-10) record for this PO line.
     3. Update surrounding Requisitions Not Used (RNU D00110-40) records to accommodate removal of requisition line used on this PO.
     4. Delete the requisition line used on the Requisitions Not Used (RNU D00110-40) record.
     5. Create a Purchase Transaction(PTF D00250-29) record for the uncommittment if SYSGEN option POST COMMITMENTS is used.
        
   • Create a Purchase Transaction(PTF D00250-29) record for this encumbrance.
   • Create a Purchase Expense Distribution PED-D00250-31) record for PO line distribution.
   • Create a Purchase Order Line (POL D00450-26) record is for this PO line detail.
   • Update revision, highest line, budget hold (if applicable) and total amounts on the Purchase Order Header (POH D00450-09) record.
   • Update YTD amount on the Purchase Buyer (PBY D00200-32) record.
   • Update YTD amount on the Vendor History (VHK D00630-72) office level record.
   • Update YTD amount on the Vendor History (VHK D00630-72) company level record.

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PPO120 - Receive Goods by Line

When receiving screen is accepted:

1. Create Purchase Order Receiving (POR D00200-33) record.
2. Update Received not Invoiced (RNI D00110-39) records as follows:
   • Create RNI record for this receiving.
   • Surrounding RNI records NEXT PO/LINE, PREV PO/LINE are updated to accommodate insertion of this receiving number.
   • RNI header record COUNT and ACTIVE COUNT is increased.

NOTE: This record contains no PO number.

3. Update Purchase Order Line (POL D00450-26) HIGH RECEIVE and RCV TOTAL COST information.
4. Update Purchase Order Header (POH D00450-09) QTY REM field and change received flag to "Y".
5. Decrease ON-ORDER amount by received quantity X estimated unit cost on Vendor History (VHK D00630-72) office level record.
6. Decrease ON-ORDER amount by received quantity X estimated unit cost on Vendor History (VHK D00630-72) company level record.

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PPO140 - Maintain Invoices

1. Upon entry of Invoice Number, update Invoice by Vendor (IBV D00200-36) as follows:
   • Create IBV for this invoice.
   • Update surrounding IBV records to accommodate this invoice.
   • Update IBV header record with COUNT and CURRENT COUNT.
   • Create Voucher Distribution Summary (VDS D00340-01) record without voucher number.
   • Create Voucher Key 2 (VK2 D00110-78) company level record.
2. After accepting the PO Header screen:
   • Update Invoice by Vendor (IBV D00200-36) records with PO amount and date information.
3. Upon accepting new voucher number on distribution screen:
   • Update Voucher Distribution Summary (VDS D00340-01) blank voucher record with date information.
   • Update Voucher Number Range. (VNR D00630-87)
   • Update Voucher by Invoice (VBI D00110-24) records as follows:
     1. Surrounding VBI records are updated to accommodate addition of this voucher.
     2. Create a VBI record for this voucher.
     3. Update VBI header record with COUNT and ACTIVE COUNT.
   • Create Voucher Distribution Account (VDA D00250-01) record with no PO #, PO line 0, type 0, exp 1.
   • Create Voucher Distribution Summary (VDS D00340-01) record with voucher number.
4. After entering PO number and line:
   • Update VBI (VBI D00220-01) record to include PO Number/date.
5. After accepting the voucher:
   • Update Voucher Distribution Summary (VDS D00340-01) /no voucher record with amount, etc.
   • Update Encumber and Commit (EAC D00200-38) record deducting this amount from encumbered balance field and adding to expensed balance field.
   • Update Voucher by PO (VBP D00110-35) records.
   • Update Purchase Order Receiving (POR D00200-33) record with invoice number and voucher number.
   • Update Received Not Invoiced (RNI D00110-39) surrounding to accommodate deletion of this receiving record.
   • Delete Received Not Invoiced (RNI D00110-39) record for this receiving record.
   • Create Purchase Transaction (D00250-29) ENU transaction record.
   • Update Purchase Expense Distribution (PED D00250-31) record with new ENCUMBERED amount.
   • Create Voucher Distribution Account (VDA D00250-01) record type 1, exp 1 for this PO line/receiving.
   • Update Purchase Order Line (POL D00450-26) with remaining encumbered amount.
   • Create Voucher Distribution Account (VDA D00250-01) records type 2, 4, 5, 6 (VAT only), 7, and 8.
   • Update Received Not Invoiced (RNI D00110-39) header record with COUNT, CURRENT COUNT information.

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BPO700 - Send PO Transactions to AP

1. Create 'Place holder' in Voucher Account Record (VCA D00340-76).
2. Update quantity processed amount on Purchase Order Header (POH D00450-09) record.
3. Update QTY PROCESSED on Purchase Order Line (POL D00450-26) record.
4. Create non-posted AP Transaction (APT D00340-03) record for VCH transaction.
5. Create Voucher Account (VCA D00340-76) records type 1, 2, 4, 5, 6 (VAT only).
6. Create Voucher Key 1 (VK1 D00110-77) record.
7. Create Voucher Key 2 (VK2 D00110-78) record with office included.
8. Create Voucher Key 2 (VK2 D00110-78) record with no office.
9. Create Voucher Summary (VCS D00450-74) record.
10. Update Posted flag to "Y" on Voucher Distribution (VDA D00250-01) by voucher record.
11. Create "Y" posted Voucher Distribution Summary (VDS D00340-01) record with voucher number.
12. Delete "N" posted Voucher Distribution Summary (VDS D00340-01) record with voucher number.
13. Update Vendor History (VHK D00630-72) office level record with # VOUCHERS, VOUCHER AMT.
14. Update Vendor History (VHK D00630.72) company level record with # VOUCHERS, VOUCHER AMT.
15. Update Invoice By Vendor (IBV D00200-36) records STATUS to "P" (posted).
16. Delete Voucher Key 2 (VK2 D00110-78) without voucher #.
17. Create "Y" posted Voucher Distribution Summary (VDS D00340-01) record without voucher number.
18. Delete "N" posted Voucher Distribution Summary (VDS D00340-01) record without voucher number.

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BPO710 - Send Transactions to GL

1. Delete "N" record from Purchasing Transaction File (PTF D00250-29).
2. Create posted "Y" record to Purchasing Transaction File (PTF D00250-29).
3. Create transaction detail records in Unposted Transaction File (UNT, DGLUNT.IDX) or Unexploded Transactions File (UNX, DGLUNX.IDX) if Accounting Treatment is used.

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