The Add Quick Facility

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The Add Quick button in the Items section of a purchase order provides a fast way to place multiple items onto the purchase order. For example, suppose that you want this purchase order to include all items that are currently below their re-order level, provided that you've ordered those items from this vendor before; the Add Quick facility makes this process very easy.

When you click the Add Quick button, MainBoss displays a window that contains the following:

• P/O Number: The identification number of this purchase order.
• Vendor: The vendor associated with this purchase order.
• Date: The effective date and time of the purchase order. This will be blank if you haven't yet filled in a date/time.
• Show items only if On Hand is: This group of options controls what items appear in the Items list (see below), based on the current on-hand quantities of the items.
  • below minimum: If this is selected, the list only shows items whose on-hand quantity is below their specified minimum. (You specify this minimum in the inventory record itself; for more information, see Describing Items.)

    This option is the one most commonly used. Since the specified minimum is the smallest quantity you want to have on hand at all times, any item below this minimum should be re-ordered.

  • below maximum: If this is selected, the list only shows items whose on-hand quantity is below their specified maximum. (You specify this maximum in the inventory record itself.)

    Since the specified maximum is the largest quantity you want to have on hand at any time, any item above the maximum normally should not be re-ordered.

  • any amount: If this is selected, the list shows items regardless of their on-hand quantity.
• Show items only if: This group of options controls what items appear in the Items list (see below), based on the vendor associated with this purchase order. (If you have not yet specified a vendor, these options may be disabled.)
  • Vendor was last supplier: If this is selected, the list only shows items that were most recently purchased from the specified vendor.
  • Vendor has previously supplied: If this is selected, the list only shows items that have been purchased from this vendor previously, even if the most recent purchase was from someone else.
  • regardless of vendor: If this is selected, the list shows items whether or not they have ever been purchased from this particular vendor.
• Inventoried Items: Checkmark this if you want the Items list to include inventory items.
• Non-inventoried Items: Checkmark this if you want the Items list to include non-inventory items that you have purchased in the past.
• Inv. Cat.: If you specify an inventory category in this field, the Items list will only show items belonging to that category.
• Items list: This list shows all items that meet the criteria specified by the preceding information (for example, by "Inv. Cat." and "Show items only if On Hand is"). For each item, the list shows the item code, the most recent vendor, the catalog number, the number of items that need to be ordered in order to reach the item's maximum quantity, and the total cost of this order.

  To add one or more items from this list to the purchase order, you make sure that the items are selected. (Unselected items have dark letters on a white background; selected items have light letters on a dark background.)

  Clicking an item switches it from unselected to selected or vice versa. For example, if you want to order most of the items listed, you could click the Select All button to select everything in the list, then click on any items that you do not want to order in order to mark those items as unselected.

  When you click the Ok button in this window, MainBoss will add all the selected items to the purchase order, and will then return to the main purchase order window. (In the main purchase order window, you can make changes to the lines you have just added. For example, if you want to order a different quantity of a particular item than the default amount specified by the Add Quick facility, you can click on the item you want to change and then click the purchase order window's Edit Item button. However, you cannot edit individual items directly from the Add Quick window. For more on editing the items in a purchase order, see Creating a New Purchase Order.)

• Select All: Marks everything in the Items list as selected.
• Select None: Marks everything in the Items list as unselected.
• On arrival store by default in: This section is used to specify where items should be stored when they are received.

  Since multiple items are involved, it is unlikely that they should all be stored in the same place. Nevertheless, there may be times when specifying a storage location is useful. If, for example, most of the items will be stored in a particular storeroom, you can specify that storeroom in this window; later, when you return to the main purchase order window, you can specify different storage locations for the items that do not belong in the specified storeroom.

  The following two options affect how the specified storage location is used:

  • Apply to all items: This associates the given storage location with all the items in the list. This is useful if all or most of the items will be sent to the same location. (Note that you don't have to specify a complete storage location; for example, you can specify the "Building" without specifying a "Storeroom", indicating that all the items go to the same building, even if they go to different storerooms within that building.)
  • Use as default only: This tells MainBoss to use the given storage location whenever a particular item doesn't already have an associated storage location.
  • Building: The building where the items should be stored.
  • Storeroom: The storeroom where the items should be stored within the given building.
  • Location: The location within the storeroom. For example, if storeroom shelves are numbered, you could enter an appropriate shelf number.
• Use Item Code as default Catalog Number: Checkmark this if the identification code for each item should be filled into the "Cat. No." field associated with the items on the purchase order. This is useful if you use the vendor's catalog number as the identification code for most or all of your inventory; if you don't do this, it's probably better to fill in the catalog numbers when you return to the main purchase order window.
• Ok: Clicking this adds the items selected in the Items list to the purchase order. MainBoss will return to the purchase order window, and you will see that the items have been added to the purchase order.

  After returning to the purchase order window, it is often necessary to edit the items that have been added to the order. For example, you might want to edit the catalog number, the storage location when the items are received, or the quantity of items to be ordered.

• Cancel: Closes the window. MainBoss discards any information that has not already been saved.

For more on purchase orders themselves, see Creating a New Purchase Order.

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