Deleting Vendor Contracts

You can delete current contract information, including items from a particular contract, and a particular item on some or all of the contracts that include it.

  1. Double-click graphics\INVENTORYICON16.gif. The Item window opens, displaying information for the last item selected.

  2. Click graphics\ITEMVENDORCONTRACTS16.gif.

  3. The (EV) Vendor Contract Cost screen opens. Select the [D] Del action code.

  4. The cursor moves to the By Item field.

    Type Y to delete a particular item on all (or some) of the contracts that include it. Go to Step 5.

    Type N (default) to delete part or all of a particular contract. Go to Step 9.

  1. The cursor moves to the Item Number field, and the system displays the Enter Item to Delete message. Retrieve the item to delete. To do this, enter part or all of the item number and press Enter. You can also retrieve the item by description if you maintain a description index.

  2. The system displays the item you specified or the item that most closely matches it. The following information is displayed for the item: the item number, the selling unit of measure, and the current manufacturer’s cost. The Is This The Item Record prompt also displays. At this prompt you can accept or reject the displayed item record, or retrieve an item record that has been deleted in the Item window.

    Type Y to accept the displayed record.

    Type N to display the next item record in the database (according to item number). If the displayed item record is not the correct item, to specify another, press Esc to return the cursor to the Item Number field.

    Type C to delete an item that has been deleted from the Item window, but which is still listed on one or more vendor contracts. For this function to work, you must enter the exact item number and company of the deleted item in the Item Number and Co field, respectively. Since the item number has been deleted from the Item window, the system does not display the item number. Instead the record that most closely matches it displays. TO display the deleted item number, type C. For example, you have the following three items on a contract: 230, 231, and 232. Item number 231 has been deleted from the Item window. To delete the item from the contract, specify the item number (231 in this case) in the Item Number field and the company in the Co field. The system does not display the item number since the item has been deleted from the Item window. Instead item number 232 displays, since it is the next item number in the database listed on a contract. Press C to make the system display the deleted item number (231) in the Item Number field.

  1. At the Deleting on This Contract prompt:

    Type N (default) to not delete the item from this contract. The system displays the next contract that includes the item, and the Deleting On This Contract prompt reappears.

    Type Y to delete the item from this contract. The system deletes the item from the displayed contract, and displays the next contract that includes the item, along with the prompt Deleting On This Contract.

  1. After the last contract that includes the item has been displayed, the cursor returns to the action code field.

Note: To stop making deletions before the system displays the last contract that includes the item, press Esc at the Deleting This Contract prompt. The cursor returns to the By Item field.

  1. The cursor moves to the Contract # field. Enter the number of the contract from which to delete items.

  2. At the Delete All Items on Contract prompt, specify whether to mass delete the items on the contract or view and confirm the deletion of each item on the contract. When you mass delete, you can delete all the items on the contract or part of the items on the contract. To delete part of the items, you specify the first item to delete. The system then deletes that item and all items on the contract that follow it. For example, you have item numbers on the contract ranging from 100 to 300. To delete item numbers 250 through 300, enter the starting item number of 250 in the Item # field. The system deletes item number 250 and all items on the contract that follow.

    Type Y to delete the entire contract, or delete part of the items on the contract, beginning with a specific item and ending with the last item on the contract. Go to Step 11.

    Type N (default) to view and confirm the deletion of each item on the contract before it is deleted. Go to Step 12.

  1. The cursor moves to the Item Number field.

    To delete all the items on the contract, press Enter. The system deletes all the items on the contract, and displays each item as it is deleted. Go to     Step 14.

    To delete part of the items on the contract, beginning with a specific item and ending with the last item on the contract, enter the first item to delete and press Enter. The system deletes the item record with the specified starting number and all items that follow it on the contract. The system displays the item number, company and description, unit of measure, cost, contract price, and contract dates of each item record as it is deleted. Go to     Step 14.

Note: When deleting items, remember the order in which the system sorts records. Sorting begins with the character on the left. For details on ASCII sort order, see ASCII Sort Order Chart.

  1. The cursor moves to the Item Number field. Retrieve the item record to delete from this contract. To do this, enter part or all of the item number and press Enter.

  2. The system displays the record that most closely matches the one you specified, and the Delete This Item prompt appears. Type Y. The system deletes the item, displays the next item on the contract, and repeats the Delete This Item prompt.

Note: To stop deleting items before the system displays the last item on the contract, or to specify a particular item to delete on this contract, press Esc at the Delete This Item prompt. The cursor returns to the Item Number field. Enter the next item to delete, or press Esc again to return to the Contract # field.

  1. After every item on the contract is displayed, the End of Contract - Enter Any Key to Continue message appears. Press Enter. The cursor returns to the Contract # field so you can specify another contract to delete.

  2. To return the cursor to the action code field, press Esc while the cursor is in the Contract # field.

  3. To return to the Master Menu, press Esc while the cursor is in the action code field.

Notes: Using the (EV) Vendor Contract Cost screen, there are two methods for deleting vendor contract information. You can delete current contract information or delete expired items or contracts. After you delete a large contract or several smaller contracts, compress the CON-VENDOR file. Compressing this file helps maintain the speed and efficiency of your system.