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 an image file that contains a check signature. Only one electronic signature file can be attached at a time.
  • Click the Select File button to browse to the signature image file or drag-and-drop the file into the area to the right of the button.
    • The image file must be in .bmp, .png, .jpeg, or .jpg format.
  • Once the image file has been uploaded, the preview area below will display the signature preview.
  • 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.
  • Click the Select File button to browse to the signature image file or drag-and-drop the file into the area to the right of the button.
    • The image file must be in .bmp, .png, .jpeg, or .jpg format.
  • Once the image file has been uploaded, the preview area below will display the signature preview.
  • 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> Purchase Order Line Item> 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> Purchase Orders Line Item). 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.
• Check the Use Department Location for Bill To address toggle to use the Home Department location and address on the purchase order as the Bill To address.
• Check the Require Home Department on Purchase Orders toggle in order to require users to specify a Home Department when creating a purchase order.
  • If this toggle is checked, users will see an error message when attempting to save a purchase order without a home department.
  • This toggle will not prevent agencies from importing purchase orders that do not include a specified home department. However, once those purchase orders are imported, any edits to those purchase orders will trigger the validation and a home department will be required to save the edits.

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 button when complete to save the PO module setup.

4     Track any changes made to the PO Setup window.

• Click the Audit Trail button to open the Audit Trail window.
• Use the search criteria section to sort the displayed audit trail.
• The data grid below 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.