Option to Copy the Detail Description to a Purchase Order Line Item
Big Business has long had an option to copy the Vendor Part Number from the Item Card into the Purchase Order Line Item Comment. The option of copying the Detail Description would help with ordering special orders.
Big Business 4.2.3 adds the option to copy the Detail Description from the Item Card to the Line Item Comments on a Purchase Order. (3033)
Big Business includes the option to automatically copy the Detail Description from the Item Card to the Line Item Comments on a Purchase Order.
To have the Detail Description automatically loaded in a Purchase Order:
1. Open the Vendor Prefs
2. Check the box, Load Detail Desc. in L.I..
3. Save the Vendor Prefs
Now all Items will automatically have their Detail Description copied to the Line Item Comment in a Purchase Order.
When printing a Purchase Order, to include the Line Item Comments, choose one of the forms, "with Comments."
Access to Customer Ship To’s from Purchase Order for Drop Shipping
It would be convenient to have access to Customer Shipping Addresses and additional Ship To’s from the Shipping Address selection on a Purchase Order (3120)
Changing the Amount on a Misc. Bill
Big Business provides a Misc. Bill tool for entering Vendor Bills without Line Items. Use this tool for entering Bills that do not pertain to Item Cards. When creating a Misc. Bill, the Expense Category on the History tab of the Vendor Card is used. For example, for the telephone company, you might enter your Telephone Expense Category. Then when you create Misc. Bills for the phone company, they are automatically posted to Telephone Expense. If you have special requirements you can manually override this selection by using the Posting button on the Misc. Bill tool.
Throughout Big Business, you can double-click on a Posting or Transaction in a list to view the original transaction. When you double-click a Misc. Bill, it opens in to the regular Bill tool, and lists the Misc. Bill as a Line Item. If the Amount of the Misc. Bill is modified, this "Line Item" will be reloaded and the Expense Category will default to the Default Item Expense Category listed in the Item Prefs. So, by changing the amount of a phone bill, for example, may change the posting from Telephone Expense to Supplies. (3200)
If a Misc. Bill has an incorrect amount, Delete the incorrect Bill and reenter it using the Misc. Bill tool.
Alerts for Vendors
Big Business 4.2.3 adds Alerts for Vendors which display when the Vendor is selected. This Solution describes this new functionality.
Big Business 4.2.8 and higher display the alert when opening a card from a QuickSearch. (5869)
Alerts for Vendors lets you notify other users of important information pertaining to a particular Vendor.
To Add an Alert:
1. On the Vendor Card go to Folder Tab
2. Click the Add (+) button in the Folder list
3. For type of Note, choose Alert
The Alert Subject is automatically filled in with the Vendor name
4. Enter you message in the Alert Detail
5. Click the OK button to save the Alert
Until the Cancel checkbox is checked, the Alert will appear whenever the Vendor is selected (e.g. on a transaction such as an order or to open the Vendor Card).
Leave the Editable checkbox checked if you want the viewer of the Alert to be able to add comments. If the Alert is not Editable, it cannot be edited or Canceled when displayed. The Alert is always editable from the Folder tab of the Vendor Card.
Click the Cancel checkbox when you no long want the Alert to appear. This turns the Alert off without deleting it. While the Alert is on, its Type is listed in the Folder list as "Alert: ON." Once Canceled, its Type appears as "Alert."
Option to Copy the Detail Description to a Purchase Order Line Item
Big Business has long had an option to copy the Vendor Part Number from the Item Card into the Purchase Order Line Item Comment. The option of copying the Detail Description would help with ordering special orders.
Big Business 4.2.3 adds the option to copy the Detail Description from the Item Card to the Line Item Comments on a Purchase Order. (6009)
Big Business includes the option to automatically copy the Detail Description from the Item Card to the Line Item Comments on a Purchase Order.
To have the Detail Description automatically loaded in a Purchase Order:
1. Open the Vendor Prefs
2. Check the box, Load Detail Desc. in L.I..
3. Save the Vendor Prefs
Now all Items will automatically have their Detail Description copied to the Line Item Comment in a Purchase Order.
When printing a Purchase Order, to include the Line Item Comments, choose one of the forms, "with Comments."
Import Bills with Line Items
The Import for Bill Line Items creates Vendor Bills with Items from a Tab-Text import file listing each Item.
Like other Imports, it can use a Default Vendor or Default Item to complete Bills and and allow the import to complete when there is incomplete data.
This Solution describes its use. (6285)
To Import Bill Line Items:
1. Create a Vendor Card whose name begins with "Default".
2. Create an Item Card which is Bought and whose Code begins with "Default".
3. Create a tab-delimited text file to import. For example, use the Bill Search, Export, and say Yes to include Line Item Detail.
4. From the Maintenance toolbar, select the Import tool.
5. Open your import file and choose to import as, "Bill Line Items."
6. At the minimum, you need to import the following fields:
Vendor Name - to find a Vendor (or Default) and load addresses, etc.
Item Code - to find an Item (or Default) and enter Descriptions, Cost, etc.
Quantity - to enter the Qty
Any additional fields overwrite automatic entries. Importing a Cost, for example, will overwrite the Cost loaded from an Item Card.
7. Click Don't Import Header if your import file includes a header (column names).
8. Click the OK button to proceed with the import.
The Bill Search will open and display any Bills that were successfully created.
Department on Invoice and Bill Categories
Big Business 8.6 adds Department to the Categories on Invoices and Bills.
This Solution describes this feature. (6289)
Switch to the Category tab of the Invoice or Bill to edit the Department on each Posting. If needed you can edit the Amount of Default Postings, Delete, or Add new Postings.
List the same Category more than once for multiple Departments.
Invoice Department is automatically assigned to all Postings including Categories without a Department specified.
If the Employee Preference to make Departments Manditory is enabled you must select Department at the top.
Receive Over
Receive Over is a setting to Allow, Warn User, or Prevent Save of Bills that attempt to receive Items or Qty's over those indicated on the Purchase Order. This setting can be prevent receiving overages that were not ordered and prevent errors from incorrect entries or later corrections.
This Solution describes these features. (6298)
To enable Receive Over checking:
1. Go to the Vendor toolbar to the Vendor Prefs
2. Click on Bill Prefs
3. Select an entry for Receive Over from:
- Allow
- Warn User
- Prevent Save
4. Click OK to Save the Bill Prefs
5. Click OK to Save the Vendor Prefs
PO Import
The Import for Purchase Order Line Items creates Vendor POs with Items from a Tab-Text import file listing each Item.
Like other Imports, it can use a Default Vendor or Default Item to complete POs and and allow the import to complete when there is incomplete data.
This Solution describes its use. (6285)
To Import Purchase Order Line Items:
1. Create a Vendor Card whose name begins with "Default".
2. Create an Item Card which is Bought and whose Code begins with "Default".
3. Create a tab-delimited text file to import.
For a sample, use the PO Search, Export, and say Yes to include Line Item Detail.
4. From the Maintenance toolbar, select the Import tool.
5. Open your import file and choose to import as, "Purchase Order Line Items."
6. At the minimum, you need to import the following fields:
Vendor Name - to find a Vendor (or Default) and load addresses, etc.
Item Code - to find an Item (or Default) and enter Descriptions, Cost, etc.
Quantity - to enter the Qty
Any additional fields overwrite automatic entries. Importing a Cost, for example, will overwrite the Cost loaded from an Item Card.
7. Click Don't Import Header if your import file includes a header (column names).
8. Click the OK button to proceed with the import.
The PO Search will open and display any POs that were successfully created.
Vendor Copy Comments
Big Business 14 adds Copy Comments in the Vendor Card Prefs. This feature copies Comments from the Vendor Card into the Private Comments on new PO's and Bills.
To enable Copy Comments:
1. Go to Vendor Prefs
2. Click on Vendor Card Prefs
3. Click the checkbox for Copy Commments
4. Click OK to save Vendor Card Prefs
5. Click OK to save Vendor Prefs
Comment on Contact, Employee, Vendor
Comment has been added to the Contact Card, Employee Card, and Vendor Card.
This Solution describes its features. (6483)
Comment provides a convenient place for notes. Its features include:
• Grows with window resize
• Includes Comment button to open Comment window for editing or checking spelling