SD-C  Purchase Orders Defaults

This program allows you to set defaults for the Purchase Orders module.

Field Descriptions

Print Co. Name/Address on forms?

If you are printing PO's and RFQ’s on plain paper or on forms without your name and address printed on them, answer Y to this prompt and your company name and address, as entered through SD-A  Company Name and Address, will print in the upper left hand corner of the forms.

Default Entered by

If one person generates the majority of your purchase orders, type in that person's initials.  Otherwise, you can leave this field blank.  You can override this default when entering a purchase order.

Default Ship Via

Type in the method you normally use for shipping.  You can override this default when entering a purchase order.

RFQ DEFAULTS:

RFQ Print Format Number

You are offered four print format choices in a lookup window.  Formats 1 and 2 are graphical formats.  The format identification number, which is used by UT-G  Enter Graphical Print Settings, is located in parenthesis to the right of the description.  Formats 3 and 4 are text-based formats normally used for dot matrix printing.  Highlight the format you want and click on it or press <Enter>.

Print Title on RFQ?

This option allows you to control whether the forms title (EQUEST FOR QUOTE? will print or not.  Suppressing the title allows the title to be pre-printed so that different forms are readily identifiable when pulled from the shelf to be used.

Next RFQ Number

This shows the number that will be assigned to the next RFQ, which gets updated by an increment of one whenever an RFQ is saved through PO-E  Enter/Print RFQ's or whenever an RFQ record is created in PO-F  Enter Verbal RFQ's.  

PO RECEIPTS:

Require Pack Slip Info?

This sets a default for this field in the header section of PO-C  Receive Purchase Orders. If Y, then a pack slip number will be required for all receipts.  If N, it is optional.

Receive Into

This sets a default for this prompt in the header section of PO-C  Receive Purchase Orders.  You are presented with a choice (via a pop-up window) of receiving directly into Inventory or into QC Inspection.

Receive all Lines?

This sets a default for this prompt in the header section of PO-C  Receive Purchase Orders.

Display Comment Lines?

This sets a default for this prompt in the header section of PO-C  Receive Purchase Orders.

Display Fully Rec'd Lines?

This sets a default for this prompt in the header section of PO-C  Receive Purchase Orders.

Next QC Receiver Number

If you receive to QC inspection, each item gets assigned a QC Receiver Number.  This field shows the next number that will be used.

PO APPROVED VENDORS:

Force PO to use approved vendors?

This option sets the default for the Approved Vendors in PO? field in IN-B  Enter Inventory and also controls how approved vendors are handled during purchase order entry.  You are given three choices.

If you do not wish to use approved vendors, meaning that you can purchase from any vendor without restriction, enter an X in the Do not check vendor approval status field.

If you want a warning when using an unapproved vendor, but with the ability to go ahead and use an unapproved vendor, enter an X in the Warn if unapproved but allow use field.

If you want only approved vendors to be used, enter an X in the Prohibit use of unapproved vendors field.

Be aware that any of the above defaults can be overridden at the item number level via the Approved Vendors in PO? field in IN-B  Enter Inventory

PURCHASE ORDERS:

PO Print Format Number

You are offered six print format choices in a lookup window.  Formats 1-4 are graphical formats.  The format identification number, which is used by UT-G, Enter Graphical Report Settings, is located in parenthesis to the right of the description.  Formats 1 and 3 offer a Condensed print format, which prints one line per line item using a small font.  Formats 2 and 4 print two lines per line item using a larger, easier-to-read font.  Formats 5 and 6 are text-based formats normally used for dot matrix printing.  Highlight the format you want and click on it or press <Enter>.

Allow Service POs?

This option determines whether or not the window asking if a PO is Purchase or Service will pop up in PO-A  Enter Purchase Orders.  If this is set to N, the window will not appear and all purchase orders will be Purchase type.

Print Title on PO?

This option allows you to control whether the forms title (URCHASE ORDER? will print or not.  Suppressing the title allows the title to be pre-printed so that different forms are readily identifiable when pulled from the shelf to be used.

Next PO Number

This shows the number that will be assigned to the next purchase order.  It automatically increases by an increment of one as each new purchase order gets saved.  You can reset this number at any time.

Track PO Taxes using Tax Groups?

If this is set to N, then any taxable PO will be charged the default PO Tax rate (see next field) and the tax will be expensed to the default account assigned in AD-A  General Ledger Defaults.  If it is set to Y, then Vendors can be assigned to Tax Groups and PO taxes will be tracked accordingly and posted to the account defined in SM-E  Enter Tax Codes for PO Taxes and tracked by tax group.  United States customers would generally set this to N.

Default PO Tax Rate

The default percentage used to calculate the tax on taxable PO's if PO Tax Groups is set to N (see above).

Item number for Job Cost Freight

If all the items on a purchase order are for the same work order number and you wish to charge the freight to the work order, enter a Item number in this field to which the freight cost will be charged (you will have to set the item number up in inventory first).  The freight is entered and charged to the work order through AP-C  Enter Purchase Order Invoices.  When freight gets charged to the work order, this item number is added to the work order bill of material and the cost is charged to it.

Copy in customer PO's from Work Orders as comment lines?

If within a purchase order line item you specify a work order number and this default is set to Y, you will be asked if you wish to copy in your customer's purchase order number from the work order to a comment line for this purchased item, providing a cross-reference.  If you do not need such a cross-reference, set this default to N.

Invoice PO receipts thru AP?

If you are using a separate accounts payable system, enter an N.   If so, you will be prompted to close purchase orders when they are fully received.   If set to Y, you will not be prompted to close purchase orders until they are fully received and invoiced through AP-C  Enter Purchase Order Invoices.

Print PO Ending Lines?

If you want your printed purchase orders to include ending lines (see below), then enter Y here.  If you answer yes, you will see a prompt when you are saving the purchase order that will allow you to choose if you want to print these lines or not.  Ending lines can be used for any type of message you want printed in the lower left corner of your purchase orders.  If you don't want to use ending lines, enter N.

PO Ending lines

You may include up to 5 description lines at the end of any purchase order.  If you have answered Y to the Print PO Ending Lines question above, PO-A  Enter Purchase Orders will then ask if you want to include the lines as each purchase order is saved.

RECEIVER DEFAULTS:

Next PO Receiver Number

Allows you to set the next receiver counter number to be used.

Allow Closed PO's to be Reopened?

If Y, PO-D  View PO Receivers can be used to select a closed PO and reopen it

Require entry of Scrap Code

Determines whether items rejected in PO-J-C  Enter Inspection Buyoffs require entry of a scrap code

Require entry of QC Code

Determines whether items accepted "Use as Is" in PO-J-C  Enter Inspection Buyoffs require a QC Code

Access to Prices on Receivers

There are 3 levels of access. "0" allows receiving to view and change prices; "1" is view only and "2" removes the unit price field from the receiving screen.

Percentage of Over Receipts Allowed

If a purchase order line is received more than the over receipt percentage specified, a warning message will be presented.