Fullscreen Image

Purchasing Codes

TMS comes with a number of standard codes that populate the drop-down menus in each module. You can define additional choices to appear in the drop-down menus for the Purchase Orders module on the Code Setup screen.

On the Code Setup screen, you can set up Status and Sub Status codes. There are additional codes that relate to the Purchasing module (Currency, FOB, Freight, Ship Via, Tax, Terms), but these codes are set up in the Vendors module Code Setup screen.

Follow the steps below to create and modify Status and Sub Status codes for the Purchase Orders module within the Purchasing module.

Create Status Codes

To create status codes, follow these steps.

  1. From the Setup menu, go to Purchasing > Codes.

  2. Make sure that the correct segment for your new Status code is displayed in the Segment drop-down menu.

  3. In the Code List drop-down menu, select Status Codes.

  4. TMS displays any existingStatus Codesfor the current segment. Click New.

  5. In the Code field, enter a code for this Status, up to 10 letters and/or numbers in length. Once you click Save or Another, the Code field for the Status cannot be modified later.

  6. In the Description field, enter a description for this Status. This is generally longer and more descriptive than the code itself.

  7. Below the Code and Description fields, you will see two options:

    • Show in New/Edit - Check this option if you wan this code to be available on the New and Edit screens.
    • Show in Query - Check this option if you want this code to be available on the Query screen.

  8. By default, both boxes are checked. However, if you don't want the code to be visible in one of these two areas, you can clear the option to enable it. If you don't want the code to be visible at all initially, clear both boxes. You can come back and re-enable these options later.

  9. When you are done filling in the required fields and enabling/disabling the options, click Save to save this code and close the Code Setup pop-up window, or Another to save this code and create another one.

Create Sub Status Codes

To create sub status codes, follow these steps.

  1. If you are not already in the Code Setup screen, follow steps 1 and 2 above.

  2. In the Code List drop-down menu, select Sub Status codes.

  3. TMS displays any existing Sub Status Codes for the current segment. Click New.

  4. In the Status drop-down menu, select an existing Status code with which the new Sub Status code will be associated.

  5. In the Code field, enter a code for this Sub Status, up to 10 letters and/or numbers in length. Once you click Save or Another, the Code field for the Sub Status cannot be modified later.

  6. In the Description field, enter a description for this Sub Status. This is generally longer and more descriptive than the code itself.

  7. Below the Code and Description fields, you will see two options:

    • Show in New/Edit - Check this option if you wan this code to be available on the New and Edit screens.
    • Show in Query - Check this option if you want this code to be available on the Query screen.

    By default, both boxes are checked. However, if you don't want the code to be visible in one of these two areas, you can clear the option to enable it. If you don't want the code to be visible at all initially, clear both boxes. You can come back and re-enable these options later.

  8. When you are done filling in the required fields and enabling/disabling the options, click Save to save this code and close the Code Setup pop-up window, or Another to save this code and create another one.

Modify or Delete a Code

As mentioned above, once you save a code, you cannot change the code itself, nor can you change the Status code associated with a Sub Status code, but you can enter a different description or disable/enable either of the option check boxes. You can also delete a code altogether, provided that the code has not been used on an existing record in TMS.

Once a code has been associated with a record within the TMS database, it cannot be deleted. However, if you want to keep a code from being used again in the future, you can disable the "show" options for the code, keeping it from being used in New, Edit, or Query.

To modify or delete a code, follow these steps.

  1. From the Setup menu, go to Purchasing > Codes.

  2. Make sure that the correct segment for your new Status code is displayed in the Segment drop-down menu.

  3. In the Code List drop-down menu, select Status Codes or Sub Status Codes.

  4. TMS displays any existing codes for the current segment. Select the code you want to modify or delete.

  5. If you want to delete the code, click the Delete button - the red X- next to the code. (If this code has been used in TMS already and cannot be deleted, you will receive a message in a pop-up window to this effect.) If you want to modify the code, click the Edit button (it's shaped like a pencil) next to the code, and modify the code's Description and/or the option check boxes.

  6. When you're done modifying the code, click the Save button.