Purchasing Configuration Options

The Purchase Order Settings pane allows you to establish settings that affect how users create and update purchase orders. To establish Purchase Order settings:

1. In the PO # Format field, select a value.

   Enter a value to be used as the prefix for purchase order numbers. For example, entering PO* would create purchase orders such as PO102.

   Note:

   Do not delete the asterisk (*) from the PO format! It is required for the system to automatically append a sequential number to the prefix and to properly create purchasing receipt transactions.

2. In the PO Receiving Only field, select a value.

   Select Yes to indicate that material items can be received through the Purchasing module only. If set to No, material items can be received through the Purchasing module or the Inventory module.

3. In the Work Order Required field, select a value.

   Select Yes to indicate that every purchase order must be tied to a work order. If set to No, purchase orders can be created that are not associated with a work order.

4. In the Vendor Table Lookup Required field, select a value.

   Select Yes to indicate that when creating or editing a purchase order, users must select a vendor from a list. If set to No, users can manually enter vendor name and address information.

5. In the Requestor Details field, select a value.

   Select Enabled to have the Create PO page display a Select link next to the Requestor Name field to allow users to select the user who is requesting the PO and to include fields for the requestor phone and email address. If set to Disabled, the Requestor Name is displayed as an editable field and the requestor phone and email fields are not displayed.

6. In the PO Line Item Edit After Receipt – Unit Cost field, select a value.

   Select Enabled to allow users that have the Update PO security right to modify the Unit Cost of received items on purchase orders.

The following options are available if Approvals are enabled for the Purchasing module.

7. In the Allow PO Self-Approval field, select a value.

   Select Yes for purchase orders to be automatically approved if below the user's spending limit and sent to the proper approver if above the user's spending limit. This setting only applies if the Auto - User Hierarchy option is enabled on the Approval Configuration Options page.

8. In the Allow line addition to Approved POs field, select a value.

   Select Enabled to allow users to users to add items to an approved purchase order. If the PO requires approvals, it must be sent through another approval cycle after additions are made.

9. In the PO Line Item Edit After Approved field, select a value.

   Select Enabled to allow users to edit approved line items on a purchase order. If the PO requires approvals, it must be sent through another approval cycle after modifications are made.

The following items are available if Purchasing 2.0 is enabled:

10. In the PO Invoice with Receipt Detail field, select a value.
    

    Select Enabled to enable detailed invoice matching to receipts. If enabled, a user can enter a separate invoice for each individual receipt entered for a purchase order line item. For example, if 20 boxes of paper are ordered and they arrive in two 10-box receipts, you could enter a separate invoice for each 10-box receipt. If disabled, a single invoice can be entered for a purchase order line item, regardless of the number of receipts. In the previous example, disabling this feature would allow only one invoice to be entered for the entire 20 boxes of paper.

11. In the CC PO Creator On Approval field, select a value.

    Select No to prevent the system from sending a CC email to the creator of the purchase order (if different from the requestor) when a purchase order is approved.

12. In the Approver can Edit Account field, select a value.

    Select Yes to allow a purchase order approver to edit the account information for any line item on the purchase order.

13. In the Show Final Receipt Checkbox field, select a value.

    Select Yes to display a Final Rcpt check box for line items when entering receipts in the Item Summary pane on the PO Details page. Selecting this check box allows users to indicate that a receipt is the final receipt, even if it is for fewer items than ordered (for example, to indicate that a partial receipt may be the final receipt because the supplier is out of inventory).

14. In the Contract Dropdown on PO field, select a value.

    This flag allows you to control whether a vendor contract, which may specify discounts or special rates, can be associated with purchase orders. Select one of the following options:

    • Hide – The Contract field is not displayed on the Create PO and Edit PO pages.
    • Show – The Contract field is displayed on the Create PO and Edit PO pages and selecting a value is optional.
    • Show and Require - The Contract field is displayed on the Create PO and Edit PO pages and selecting a value is required.

    Only documents that are defined as contracts on the Company Document Types page will appear in the Contract drop-down menu.

15. In the Restrict Over Receipt field, select a value.

    Select Yes to restrict users from receiving a greater quantity of items than the number of items ordered.

16. In the Restrict PO Editors from Approving field, select a value.

    Select Yes to restrict users who have edited a purchase order from being selected as approvers of the purchase order. Editing is considered to be anything that modifies the total cost of the PO, such as adding/deleting items or changing shipping or tax rates. The restriction stays in effect for a particular user until any edits he has made have been approved by another user. For example, if Amy creates a PO and Bob adds items to it, Bob cannot be selected as an approver. Once the PO is approved by Cindy, the restriction is lifted and Bob can be selected as an approver.

    If a valid approver edits the purchase order after being added to the approvers list, the system will display an error message when approval notifications are being sent indicating that the user must be removed from the approvers list.

The Purchase Requisition Settings pane allows you to establish settings that affect how users create and update purchase requisitions. To establish Purchase Requisition settings:

1. In the PR # Format field, select a value.

   Enter a value to be used as the prefix for purchase requisition numbers. For example, entering PRQ* would create purchase requisition numbers such as PRQ3104.

   Note:

   Do not delete the asterisk (*) from the PR format. It is required for the system to automatically append a sequential number to the prefix and to properly create purchasing orders from the purchase requisition.

2. In the Work Order Required field, select a value.

   Select Yes to indicate that every purchase requisition must be tied to a work order. If set to No, purchase requisitions can be created that are not associated with a work order.

3. In the Requestor Details field, select a value.

   Select Enabled to have the Create PR page display a Select link next to the Requestor Name field to allow users to select the user who is requesting the PR and to include fields for the requestor phone and email address. If set to Disabled, the Requestor Name is displayed as an editable field and the requestor phone and email fields are not displayed.

4. In the Vendor Table Lookup Required field, select a value.

   Select Yes to indicate that when creating or editing a purchase order, users must select a vendor from a list. If set to No, users can manually enter vendor name and address information.

The Accounts Payable Settings pane allows you to establish settings that affect how users enter accounts payable information. To establish Accounts Payable settings:

1. In the AP Default Terms field, select a value.

   Enter a value indicating the default number of days by which an invoice should be paid. When a user adds the AP Invoice Date to a received item and saves the information, this value will automatically populate the AP Due Date field.

2. In the AP Due Date Processing field, select a value.

   Select Yes to indicate that users can search for invoices by date range on the Find AP Invoice page.

3. In the AP Invoice Status field, select a value.

   Select Enabled to indicate that users can search for invoices by status. For more information, see the Find AP Invoice page.

4. In the Enforce AP Out of Tolerance Limits field, select a value.

   Select Enabled to limit PO receiving and invoicing to the amount approved through the PO approvals module, plus the amount of tolerance defined by the AP Out-of-Tolerance amount or percentage. The restriction applies to approved amounts for items and services excluding taxes and shipping/handling. If Disabled, users can receive and invoice in any dollar amount.

   This functionality only applies when PO Approvals module is being used. If this feature is enabled, a value should be entered for the tolerance amount or tolerance percentage (or both).

5. In the AP Out-of-Tolerance Amount field, select a value.

   This value is used when Enforce AP Out-of-Tolerance Limits is enabled to define the maximum allowable dollar amount over the approval amount. For example, entering 100 allows PO receiving/invoicing to occur, even if the amount is up to $100.00 over the approved amount.

6. In the AP Out-of-Tolerance % field, select a value.

   This value is used when Enforce AP Out-of-Tolerance Limits is enabled to define the maximum allowable dollar percentage over the approval amount. For example, entering 10 allows PO receiving/invoicing to occur, even if the amount is up to 10% over the approved amount.