Summary

The Setup window is used to define how the Purchase Order module will function. Use the Menu Security feature (SS> Security> Menu Security) to limit access to the Setup window.

Step by Step

1     Open the Setup window (PO> Utilities> Setup POs).

2     Complete the Purchase Orders tab.

• The PO Email Template field is used to specify a default email template to be used when generating electronic purchase orders and change orders.
  • Electronic purchase orders and change orders are only send to vendors set up to receive electronic POs (AP> Maintenance> Vendor> General tab> Receive purchase orders electronically toggle).
  • Email templates are created and maintained on the Email Template Maintenance window (SS> Maintenance> Email Template).
• The Purchase Order Signature field is used to select the Purchase Order module signature. A Purchase Order module signature is saved in the application using the attachments feature.
  • Click the Purchase Order Signature field label to open the Attachments Selection window. You can have only one signature file attached to the Attachments Selection window. Select a signature file that has already been saved in the application, or press INSERT to add a signature file. This will open the Attachments Maintenance window. Click the Original File Name field label to select the path of the signature file. Click the Save icon   on the Attachments Maintenance window once a file has been selected. Highlight the signature file in the Attachments Selection window and press ENTER add the signature file to the Purchase Order module. The field next to the Purchase Order Signature field label will display Signature Attached when the signature has been successfully attached.
  • Check the Print signature line on purchase order toggle to add the signature file to the POs created in the Purchase Order module. If this toggle is not checked, the signature file selected in the Purchase Order Signature field will not display on the purchase orders.
• The Purchase Order Logo field is used to specify a logo that will be displayed only on PO statements.
  • The logo must be in .jpg or .bmp format. Springbrook recommends generated a test statement after specifying a logo to confirm it displays correctly.
  • If a logo is not specified, the default agency logo will display on the PO statements. The default logo is set up on the SS System Setup window (SS> Utilities> System Setup> Organization tab> Logo field).
• The Statement Disclaimer field is used to enter a disclaimer onto the bottom of the purchase order statements created in the Purchase Orders palette (PO> Purchase Orders> Statements). The disclaimer can be up to two thousand characters long, but all of these characters will not display on the PO Statements (PO> Purchase Orders> Purchase Orders). The purchase order will only display eight lines, which is approximately 1000 characters of text.
• Check the Automatically Number Purchase Orders toggle if you would like the system to automatically number purchase orders as they are created (PO> Purchase Orders).
  • If you want the purchase orders to begin at a specific number, uncheck this toggle and create a PO using the start number. After the purchase order has been created, return to the Setup window and check the Automatically Number Purchase Orders toggle. New purchase orders will be assigned the next available number.
• Check the Receive orders through Purchase Orders toggle to use the Receiving process in the Purchase Order module.
  • The Receiving process in the PO module is a batch process that will create a receipt for each purchase order line item received.
  • If all purchase order line items should be received before they are invoiced, check the Force Receiving toggle in the Accounts Payable module Setup window (AP> Utilities> Setup> Invoices tab).
  • If you do not check the Force Receiving toggle but the Receive orders through Purchase Orders toggle is checked, you can receive purchase order line items in the Receiving process but still invoice line items that have not been received.
• Check the Use city name as the default shipping location toggle if the ship to address on purchase orders should default to the organization address defined in the System Setup window (SS> Utilities> System Setup> General tab> Address Line 1, Address Line 2, City, Zip fields). This only defines the default value. If there is a ship to address attached to the vendor on the purchase order, the ship to address on the vendor will override the address on the System Setup window. If you do not check this toggle, there will be no default ship to address on purchase orders.
  • A shipping location is attached to a purchase order using the Shipping Location field (PO> Purchase Orders> Purchase Orders> Shipping Location field).
• Check the Print Project Management task code on purchase order toggle if you would like to add the PM module task codes attached to PO line items to display on the printed version of purchase orders. This will add the PM module task code to the Description/Task column on the purchase order. If a description has been added to the purchase order line item, both the description and the task code will display in the Description/Task column. The PM module type code will not be added to the purchase order.
• Check the Print signature line on purchase order toggle if you would like the signature file set up in the Purchase Order Signature field to display on POs generated in the Purchase Order module. If you have a signature file selected in the Purchase Order Signature field but the Print signature line on purchase order toggle is not checked, the signature file will not display on the POs.
• Check the All line items are taxable toggle if by default all purchase order line items on a purchase order should be set up as taxable. When a purchase order line item is created, the Taxable toggle on the PO Line Item window will be checked (PO> Purchase Orders> Purchase Orders> Create icon> Create icon> Taxable toggle). A tax rate will be applied to the total amount on the purchase order line item to calculate the tax amount. This toggle only sets the default value of the Taxable toggle on the PO Line Item window. If a line item is not taxable, users will be able to uncheck the taxable toggle and the tax rate will not be applied to the purchase order line item.
• Check the All line items default to contract toggle if by default you would like all purchase order line items to have the Contract toggle checked on the PO Line Item window (PO> Purchase Orders> Purchase Orders> Create icon> Create icon). This toggle is similar to the All line items are taxable toggle.
  • The All line items default to contract toggle only sets the default value of the Contract toggle on all new purchase order line items. Users will be able to uncheck the Contract toggle when they are creating non-contract purchase order line items.
  • Contract purchase orders allow you to create a purchase order line item with a cap amount. As you create invoices on the contract purchase order line item, the system will track the invoiced amount in relation to the capped amount. When the entire contract amount has been invoiced, the contract purchase order line item will close.
• Check the All line items default to allow over receiving toggle to allow the system to receive a value greater than the value specified on the purchase order.
• Check the Negative line items affect encumbrance toggle to enable all negative purchase order line items to affect the encumbrance totals.
  • If this toggle is not checked, the Encumbered toggle on PO line items will automatically uncheck if a line item is calculated as a negative value.

3     Complete the Requisitions tab.

• The Requisitions tab is used to specify how the Purchase Orders module will handle requisitions.
• Check the Require vendor numbers toggle to require a vendor number when creating a requisition line item.
• Check the Require GL Accounts toggle to require that GL accounts are specified when creating a requisition line item.
• Check the Approvers can modify requisitions toggle to allow requisition approvers to edit the requisitions that they approve.
• Check the Use requisitions comment field when creating PO toggle to import the requisitions Comment field into the purchase order Description column.
• Check the Auto-fill account number from work order toggle if you want the General Ledger account to auto-fill from the work order selected when entering time in PR> Timesheets> Quick Time Entry.
• Check the Allow budget warning override in purchase order requisitions toggle to allow users to override the budget warning that opens in the Accept /Reject Requisitions window (PO> Purchase Orders> Requisitions).
  • An information window will open if the requisition line items will cause the GL account attached to any of the requisition line items to go over budget. The system will calculate if the GL account is over the budgeted amount by adding the balance plus the encumbrances and the requisition line item.
  • The information window will not open when the GL account does not have a budgeted amount.
• Click the Save icon   or press ENTER when complete to save the PO module setup.

4     Complete the Validation tab.

• The Validation tab is used to set up optional validation rules in the PO module. These rules can provide an additional level of control over how purchase orders and requisitions are created in the system.
• Click the Create icon   to create a new validation rule. This will create a new line item in the data grid and enable the Maintenance section to the right.
  • Once a validation rule has been created, highlight the rule and click the Delete icon   to delete the selected rule.
• The Entity field is used to specify which Springbrook entity the rule will apply to.
  • Select Role if the rule should apply to all Springbrook users that occupy a specific role in the application. Roles are created and maintained on the Role Maintenance window (SS> Security> Role). 
  • Select User if the rule should apply only to a specific Springbrook user. Users are created and maintained on the User Maintenance window (SS> Security> User).
  • Select User Group if the rule should apply to all Springbrook users that populate a specific user group in the application. User Groups are created and maintained on the User Group Maintenance window (SS> Security> User Group).
    • If your organization already uses user groups, Springbrook recommends setting up a new set of user groups for validation rules. This will prevent duplicate validation warnings that can occur when users are already members of multiple user groups and those existing user groups are used when setting up validation rules.
    • This is a required field.
• The Code field is used specify the specific Springbrook entity that the rule will be applied to.
  • The selection window launched when clicking the Code field label will be determined by which entity was selected above.
  • This is a required field.
• The Department field is used to apply the validation rule to a specific department.
  • In order to use a department in a validation rule, the specified department will also need to be set up as the home department on the purchase order or requisition (PO> Purchase Orders> Purchase Orders> Home Department field). If the specified department is not set up as the home department on the purchase order or requisition, that purchase order or requisition will be skipped when the system validates the purchase orders or requisitions.
• The Account Group field is used to apply the validation rule to a specific account group.
  • Once an account group is set up, it can be used to control budget exceptions during the purchase orders process. When the validation rule is evaluated, the system will look at the aggregate budget for the specified account group rather than just the budget of the individual account.
  • Account groups are created and maintained on the Account Group Maintenance window (GL> Maintenance> Account Groups).
• The Comparison and Amount fields is used to specify how the validation rule will compare the purchase order or requisition amount to the GL or PM task budget amount.
  • Select Flat use a flat comparison amount. For example, if Flat was selected and 100.00 was entered into the Amount field below, the validation rule will be activated if the purchase order or requisition amount is $100.00 over the budget or PO encumbrance amount.
  • Select Percentage to use a percentage comparison amount. For example, if Percentage was selected and 10.0000 was entered into the Amount field below, the validation rule will be activated if the purchase order or requisition amount is 10.000% over the budget or PO encumbrance amount.
  • The Amount field should be left at zero if you want the validation rule to be activated when the exact budget or PO encumbrance amount is reached.
  • Both of these fields are required.
• The Validation field is used to set the validation rule to either display a warning message, which allows the user to ignore the validation and continue processing the purchase order or requisition, or to display an error message, which will require that the user update the purchase order or requisition in order to continue.
  • This is a required field.
• The Original field is used to specify what the purchase order or requisition amount will be compared to when processing the validation rule.
  • Select GL Budget Amount to compare the purchase order or requisition amount to the GL account budget.
    • If the GL account IS NOT set up as budgetable (GL> Maintenance> Chart of Accounts> General tab> Account is budgetable toggle), no validation will be performed. If the account IS set as budgetable, but the budget is set as zero, the validation error will always occur.
  • Select PM Task Budgets to compare the purchase order or requisition amount to the PM Task budget amount.
    • If the budget is set at zero, no validation will occur.
• The Transaction Data Sources section is used specify which, if any, uncommitted transactions should be considered when the system is calculating validation rules. These data sources can either increase or decrease the value specified by the selection in the Original field above.
  • Check Committed PO Encumbrance to include committed purchase order or change order amounts. This will typically be used if the Original field is set to PO Variance.
  • Check Committed PO Requisitions (Pre-encumbrance) to include requisition amounts that have been processed in a committed requisition approval batch but not yet turned into a purchase order.
  • Check Uncommitted AP Activity to include any uncommitted AP activity.
  • Check Uncommitted Budget Adjustments to include uncommitted GL budget amounts. Uncommitted PM budget adjustments will not be considered.
  • Check Uncommitted GL History to include uncommitted journal entry amounts.
  • Check Uncommitted PO Encumbrance to include uncommitted purchase order or change order amounts.

5     Track any changes made to the PO Setup window.

• Click the Audit Trail icon   to open the Audit Trail window.
• Use the Search Criteria section to sort the displayed audit trail.
• The Audit Trail History section will provide details about any changes made to the setup window including the date of the change, type of change made, user that made the change, and data table that was edited.