Purchase files information is recorded using the Purchasing Files option located under the Purchasing Management module > Transactions menu. Proposals and contract definitions of all purchase operations except for the Tender operations are recorded under this menu option. Proposals are selected over the purchasing files, and the price proposals are transferred to the orders when approved.
The options (right click menu) and buttons Announced Tenders / Files browser, Attached and Related Records menu options are used to add a new purchasing file:
| New | Used to record purchasing file. |
| Update | Used to modify purchasing file information. |
| Delete | Used to delete purchasing files one by one or in batches. |
| View | Used to view definition information. |
| Copy | Used to copy purchasing file definition information into a new card. |
Change Status | Used to change the status of purchasing files. | |
General | ||
|---|---|---|
Send | Used to send the purchasing file to the relevant AR/AP. | |
| Attached Records | |
Contacts | The contacts for the relevant purchasing file are selected in this window. The contract type options are Individual and Consortium. Suppliers and consortiums browsers are accessed over the Code and Title fields. | |
Document Folder | The folder information used to track documents related to the purchasing files. | |
| Related Records | |
Proposals | Used to list the proposals of the purchasing files. | |
Contracts | Used to list the contract connections of the purchasing files. | |
| Info | |
Record Information | Displays the time and the user of the first registry and the last modification of the record. | |
Record History | Used to list recording history by some info such as user, company, date, etc. | |
Refresh | Used to refresh the Announced Tenders / Files browser. | |
Preferences | ||
Line Coloring | Used to color the lines of Announced Tenders / Files browser according to the specified criteria. | |
Back to Defaults | Used to return the window dimensions into the application default. | |
Save Settings | Used to save Announced Tenders / Files browser settings. | |
Save General Settings | Used to save general settings. | |
Number of Records | Lists the number of recorded purchasing files. | |
Reporting | ||
List Report | Used to report the records of Announced Tenders / Files browser collectively. | |
Grouped List Report | Used to list the purchasing files records by grouping them according to column headings. | |
Selection | ||
Select All | Used to select all records in the Announced Tenders / Files browser. | |
Clear All Selections | Used to clear all selections. | |
Toggle Selection | Used to toggle the selections in list. | |
Table Characteristics | Used to record the columns to be displayed on the Announced Tenders / Files browser and their order. | |
