Setup: Purchase Orders Setup: Purchase Orders
This screen can be accessed by selecting Setup > Accounting Options > Purchase Orders. It can also be accessed by right-clicking the PO menu icon.
Dates to be Included during Purchase Order Entry
As Purchase Orders are entered, each line item of each purchase order can include up to three dates. These are the Acceptance Date, the Delivery Date, and the Deadline Date. Some contractors choose not to include all or any of these dates on their purchase orders. Specify any combination of the three dates to be requested for each line item during Purchase Order Entry by checking the desired box(es).
This is the date that the purchase order item was accepted by the vendor. The date entered for this field is the default date for each line item accept date.
This is the expected date of delivery for the purchase order items. Each line item may specify a different delivery date. The date for this field is the default date for each line item’s delivery date.
This is the date by which the purchase order items must be delivered. Each line item may specify a different deadline date. The date for this field is the default date for each line item’s deadline date.
Show Priority Vendors During PO Details Entry (check box)
Select this option to show the Priority Vendors for an item during PO entry.
Line Numbers on PO Detail Line Items (check box)
When this check box is selected, the line items on a purchase order will be automatically numbered starting at 1 for each purchase order. This can be helpful when discussing the line items on a purchase order with the vendor.
Check for Duplicate PO Numbers During PO Entry (check box)
When this check box is selected, the program automatically searches for duplicate Purchase Order numbers as they are entered into the system.
Auto Assign PO Number during PO Entry (check box)
When this box is selected, a PO number will automatically be assigned.
Warn if amount will push cost code over budget (check box)
When this box is selected, a warning message will be displayed when entering a purchase order line item whose amount will send the selected cost code over budget.
Offer to save new vendor unit price in the item price file
The system has the ability to store price per unit in the item price file for multiple vendors on the same item. When this box is selected, the system will check during Purchase Order Line Item entry to see if the selected vendor has a unit price for the selected item. If a unit price is not found, or a price is found but the entered price is different, the system can ask the user whether to store the new unit price.
Next Available PO Number
This field displays the next PO number that will be automatically assigned. This number can be changed here.
Default PO Tax Rate
Enter the default Tax Rate to use during PO entry.
Default Ship-To Type
Select the desired Ship-To Type from the dropdown menu. Select from Job, Vendor, Customer, Company, or Other.
Default Detail Type
Select the desired Detail Type from the dropdown menu. Select from Job, GL Account, Equipment, or Inventory.
Default Values for Invoice Entry
Choose one of the following three options:
Ask During Invoice Entry (radio button)
When Trade Invoices are selected for entry in Accounts Payable, the message "Is there a Purchase order associated with this invoice ?" will come into view. The question will be asked every time a Trade Invoice is entered. The Purchase Order and the Purchase Order number may be entered at this time.
Never Enter Invoices by Purchase Order Number (radio button)
This option does not allows the entry of the Purchase Order during entry of Invoices in Accounts Payable.
Always Enter Invoices by Purchase Order Number (radio button)
Every time an Accounts Payable Trade Invoice is entered the program will automatically ask for the Purchase Order Number. The Purchase Order may be entered at this time.
Purchase Order Format
Indicate whether the standard Purchase Order Form, or a customized FormMaker Purchase Order Form is to be used.
Select Purchase Order Logo (button)
When the Select Purchase Order Logo button is pressed, the following screen comes into view.
No Logo or Company Information
No Logo or company information will be printed.
Company Information Only
Company Information includes company name and address.
Logo and Company Information
This option prints a logo to the left of the company name and address.
Logo Only
Select this option when the logo to be used already contains the company address.
Image Size
After a logo file has been selected, it will be displayed on the screen. Use this option to increase or decrease the size of the logo relative to the printed page shown in the preview pane.
Select a Logo
Manually enter the location and filename of the logo bitmap or press the lookup button and select the file using a standard Windows file open dialog box.
During normal operation, Purchase Orders are automatically marked as Fully Reconciled when they are reconciled with AP Invoices. This relieves the operator of the responsibility of marking Purchase Orders as having been reconciled.
DO NOT automatically set Purchase Orders to "Fully Reconciled" during AP Invoice Posting (check box)
If this box is checked, the system will not automatically mark these purchase orders as reconciled. The operator will be responsible for this marking.