Understanding Purchasing Files

Purchase Order Entry Concepts

DDMS stores purchasing information in a number of files. You should become familiar with these files in order to prevent errors and resolve problems. Each of these files is listed below, along with the function it serves.

CON-VENDOR	Contains vendor contracts that determine purchasing prices.
JOUR-PO	Contains archived purchasing information.
JOUR-P-IND	JOUR-PO vendor-number-to-purchase-order-number index.
JOUR-P-SPC	Contains the specials from all purchase orders.
LAN-SHORT	Contains automated short-buy launch files.
LOW-STOCK	File generated when printing the Low-Stock Report; can be used for creating purchase orders through the short-buy process.
P-BO-INDEX	Order entry backorder file.
PO-AUTO	Contains automated short-buy purchase order information.
PO-MASTER	Contains purchase order information.
PO-SPECIAL	Contains text created through purchasing specials.
RECEIPTS	Contains received purchase order information.
RE-STOCK	File created when printing the Restock Report; can be used for creating purchase orders through the short-buy process.
SHORT-AUTO	List of backordered items that went through the automated short-buy, but were not placed on purchase orders. These items meet the global limits, but not the limits for a particular call.
SHORT-BUYS	List of backordered items; can be used for creating purchase orders through the short-buy process.

The purchasing application also utilizes the inventory files. For a complete list of these files and their descriptions, see Understanding Item Files.