Vendor Memos

Basic Functions Applicable to All Phoenix Reports:

If the user needs to change any option before the report is run - the following function keys may be used:

•Search (F1):  The F1 search is available in some of the Report parameters but not all of them.  When the cursor is in an appropriate parameter and the F1 key is pressed, the  the system will proceed to the Search screen.  This will allow the user to search within the data for the desired information within that field;

•Back (F4): This will allow the user to go back to the previous field and make changes;

•Modify (F3): By pressing F3 with the cursor positioned on an available option, the field will become available and the user will be able to make modifications. 

•Selection Description (F5): By pressing F5 with the cursor positioned in an option, the system will give further explanation to the user regarding the definition of each option. Here is an example of Selection Description with the cursor positioned on the Vendor field:

The Vendor Memo Report:

From this screen, the user will be able to generate a report that will print all Memos entered in the Vendor Maintenance under the Memos tab. The report will present the Memo by Type (Displayable - Confidential - Printable). To generate the report - the user will need to review all report options as follows:

Sort: This field will define how the report will sort the vendor.  

•          Numeric: By selecting this option, the report will present the information in numerical order based on Vendor’s account number;

•Alpha: By selecting this option, the report will present the information in alphabetical order based on the Vendor’s name;

•Type: By selecting this option, the report will present the information by type of vendor - the Vendor’s type is defined by the user in the Vendor Maintenance on the Main tab;

•Status: By selecting this option, the report will present the information by Vendor’s Status. The Vendor’s status is defined by the user in the Vendor Maintenance on the Main tab. The vendor can be classified as Active, Inactive or Closed.

Vendor: From this field in the Selection Column, the user may specify if the report needs to be generated for all vendors or specific vendors based on their Vendor Account Code.  The report has three different options available: All, A Few, or Interval.

•          By selecting All, the user can skip to the next option - all vendors in the data base will print on the report;

•          By selecting A Few, the user can select a single vendor or several specific vendors.  After choosing A Few, the cursor will advance to Selection 1.  The user will need to key in the Account Code or may use F1 to proceed to the search screen to look for the Vendor Code.  Once Selection 1 is populated, the cursor will advance to the Selection 2 where the user can either key in or search for the next vendor. 
Selections are Unlimited.  If the Selection field is left blank and the operator presses Enter,  the cursor will advance to Alpha in the line below. 

•By selecting Interval, the user can select a range of vendors.   After choosing Interval, the cursor will advance to the From box where the user will key in the first Vendor Account Code required on the report (or use F1 to search).  Once the beginning Account has been keyed in, the system will advance to the To where the last Vendor Account may be keyed in (or use F1 to search).   Example From = 5 and To = LE  - the report will print the information for all Vendors with an Account Code from 5 up to 9999999999 then continue with alpha Vendor Codes for codes starting with A up to and including all accounts beginning with LE.

Alpha: From this field, the user can specify if the report needs to be generated for all the Alpha Codes or specific Alpha Codes based on the 4 special Alpha Fields in the Vendor Record.   The report will give two different options: All, Interval.

•By selecting All, the user can skip to the next option - the Alpha field in the Vendor record will be ignored and the report will be restricted only by the the parameters chosen previously:

•By selecting Interval, the user will need to specify a range of letters in the From and To fields. i.e: From:D To: K.  The report will print the information for all Vendors that have an Alpha code that starts with D up to and including Vendors with Alpha Codes starting with K in Vendor Maintenance.

Type: From this field, the user can specify if the report needs to be generated for all vendors or specific type of vendor. The Vendor’s type is defined by the user in the Vendor Maintenance from the Main tab. The report will give three different options: All, A Few, Interval.

•By selecting all, the user can skip to the next option - all vendor types in the data base will print on the report and will be restricted only by the parameters chosen previously.

•By selecting A Few, the user can select a single vendor Type  or several specific vendor Types.  After choosing A Few, the cursor will advance to Selection 1.  The user will need to key in the Type or may use F1 to proceed to the search screen to look for the Type.  Once Selection 1 is populated, the cursor will advance to the Selection 2 where the user can either key in or search for the next Type. 
Selections are Unlimited.  If the Selection field is left blank and the operator presses Enter,  the cursor will advance to Status in the line below.

•By selecting Interval, the user can select a range of Vendor Types.   After choosing Interval, the cursor will advance to the From box where the user will key in the first Vendor Type required on the report (or use F1 to search).  Once the beginning Vendor Type has been keyed in, the system will advance to the To where the last Vendor Type may be keyed in (or use F1 to search).   Example From = 5 and To = LE  - the report will print the information for all Vendor Types from 5 up to 9999999999 then continue with alpha Vendor Types starting with A up to and including all Types beginning with LE.

Status: From this field, the user can specify if the report needs to be generated for all Vendor Statuses or just one or two of the Vendor Status Codes (Active, Inactive, Closed) found in the Vendor Record.   The report will give two different options: All, A Few.

•By selecting All, the user can skip to the next option - the vendor status is ignored and the report will only be restricted by the the parameters chosen in a previous line.

•By selecting A Few, the user will need to specify a status.  Once the first status is keyed in and the user presses enter the cursor will proceed to he next Selection box where the user may key in another Status or press enter to end the input parameters.  

Once all options are selected - the user may generate the report by clicking on Accept (F2).