Purchase Orders (Purchasing Setup Options) |
The Purchase Orders tab enables you to define how purchase orders are handled.
Purchasing options
Data in the fields in the tab section enable you to define information about purchase orders. Unless otherwise indicated, these fields are required.
Account ID to assign to all purchase orders
Identifier of the general accounting system account assigned to all purchase orders. This field has a list box. The account name displays to the right of the ID. Depending on how you have set up the application (refer to the Edit Criteria - General tab on the Data -> Setup -> Options screen), this field may be required, optional, or not required. If an account ID is required, it must be valid and active.
Note: For an account to be assigned to a purchase order, it must be active and there must be a check in the Assign to purchase orders field on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen.
Unit of measure for orders with no vendor/part information available
Unit of measure assigned to all quick and conventional purchase orders of a part ID/suffix for which it has no vendor/part information. This field has a list box. The unit of measure's description displays to the right of the field.
Partial vendor/part information is created when the purchase order is inserted. The part ID/suffix is not ordered from the vendor ID (go to the Data -> Purchasing -> Reordering screen) until the vendor/part information has been updated on the Data -> Purchasing -> Vendor/Part Information screen.
Units of measure are defined on the Data -> Parts Items -> Setup -> Units of Measure screen.
Default purchase order header type for automatic orders
Default header type for purchase orders, which is automatically generated. This field has a list box. The header type description displays to the right of the ID.
Maximum number of line items on a purchase order
Maximum number of line items allowed on a purchase order. To place no limit on the number of line items allowed, specify 0. The maximum number cannot be less than the highest line number on an existing open purchase order.
Retain previous versions of purchase order information
If this field has a check, copies are kept of every line edit made to a purchase order, order line item, related work order line item, and attribute line item. Refer to change or delete purchase orders or line items when retaining previous versions.
Tip: Effective with Release 5.5, prior version data is tracked in a separate table for purchase orders and line items. If you have written reports against this information, you will need to update them to use the new tables.
Automatic numbering of purchase orders
Automatic numbering method used on purchase orders. This field has a list box:
NONE: Purchase orders are not generated automatically.
STANDARD: The next available purchase order number automatically displays when you order a part. The automatic numbering method used depends on the value in the Manage parts ordering and Economic Order Quantity (EOQ) values field on the General tab of the Data -> Parts Items -> Setup -> Options screen:
BY
LOCATION
xxxxxx-yyyy-nnnnnnn where:
xxxxxx is the location ID for the order
yyyy is the 4-digit year in which the order was created
nnnnnnn is the 7-digit order number
CENTRALLY
yyyy-nnnnnnn where:
yyyy is the 4-digit year in which the order was created
nnnnnnn is the 7-digit order number
The System Mgmt -> End of Period screen provides access to the PO/Work Order/Warranty Claim Renumbering screen, which enables you to reset purchase order numbering for the new year.
Separate automatically generated orders by product category
If this field has a check, separate purchase orders are automatically generated for parts assigned to different product categories.
This field is used only if CENTRALLY displays in the Manage parts ordering and Economic Order Quantity (EOQ) field on the General tab of the Data -> Parts Items -> Setup -> Options screen. (If BY LOCATION or ENTERPRISE displays, the Separate automatically generated orders by product category field on the Inventory - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen is used.)
Product categories are defined on the Data -> Parts Items -> Setup -> Product Categories screen. Parts are assigned to categories on the Basic Info tab of the Data -> Parts Items -> Primary Information screen.
Require vendor invoice on receipts
If this field has a check, a vendor invoice number must be entered when a part is received.