Purchase Orders Preferences

Form ID: (PO101000)

You use this form to provide the general settings for functionality related to purchase orders, such as numbering sequences for purchasing documents, validation requirements for purchase orders and receipts, approval and mailing settings, and the default freight expense account and subaccount.

Form Toolbar

The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar and More Menu.

General Tab

This tab contains three groups of settings that affect the basic purchase operations.

Table 1. Purchase Order Numbering Settings SectionBy using this section, you can specify the numbering sequences to be used for purchase orders and receipts created on the Purchase Orders (PO301000) and Purchase Receipts (PO302000) forms.
Element	Description
Blanket Order Numbering Sequence	The numbering sequence to be used for assigning reference numbers to purchase orders of the Blanket type. This box appears only if the Blanket and Standard Purchase Orders feature is enabled on the Enable/Disable Features (CS100000) form.
Regular Order Numbering Sequence	The numbering sequence to be used for assigning reference numbers to purchase orders of all other types except Blanket.
Receipt Numbering Sequence	The numbering sequence to be used for assigning reference numbers to purchase receipts. This box is available only if the Inventory feature is enabled on the Enable/Disable Features form.
Landed Cost Numbering Sequence	The numbering sequence to be used for assigning reference numbers to landed cost documents. This box is available only if the Inventory feature is enabled on the Enable/Disable Features form.

Table 2. Validate Total on Entry SectionThis section includes options to require the validation of document totals during data entry for purchase receipts as well as various types of purchase orders.
Element	Description
For Receipts	A check box that indicates (if selected) that the system will validate the totals for purchase receipts on entry. (If this check box is selected, to save a receipt with a status other than On Hold, you must enter the total quantity in the Control Qty. box on the Purchase Receipts form.) This box is available only if the Inventory feature is enabled on the Enable/Disable Features form.
For Normal and Standard Orders	A check box that indicates (if selected) that the system will require the user to validate the total amount for purchase orders with Normal and Standard types on entry. (If this check box is selected, to save an order with a status other than On Hold, you must enter the total amount in the Control Amount box on the Purchase Orders form.)
For Blanket Orders	A check box that indicates (if selected) that the system will validate the total amount for purchase orders with the Blanket type on entry. (If this check box is selected, to save an order with a status other than On Hold, you must enter the total amount in the Control Amount box on the Purchase Orders form.) This check box appears only if the Blanket and Standard Purchase Orders feature is enabled on the Enable/Disable Features form.
For Project Drop-Ship Orders	A check box that indicates (if selected) that the system will validate the total amount for purchase orders with the Purchase Drop-Ship type on entry. (If this check box is selected, to save an order with a status other than On Hold, you must enter the total amount in the Control Amount box on the Purchase Orders form.) This check box appears only if the Projects feature is enabled on the Enable/Disable Features form.
For Drop-Ship Orders	A check box that indicates (if selected) that the system will validate the totals for purchase orders with the Drop-Ship type during data entry. (If this check box is selected, to save an order with a status other than On Hold, you must enter the total amount in the Control Amount box on the Purchase Orders form.) This check box appears only if the WDrop Shipments feature is enabled on the Enable/Disable Features form.
For Landed Costs	A check box that indicates (if selected) that the system will validate the totals for landed cost documents on entry. If this check box is selected, to save a landed cost with a status other than On Hold, you must enter the total amount in the Control Total box on the Landed Costs (PO303000) form. This box is available only if the Inventory feature is enabled on the Enable/Disable Features form.

Table 3. Purchase Price Variance Allocation SectionThis section includes options that control how the purchase price variance amounts are processed in the system.
This section is available only if the *Inventory* feature is enabled on the Enable/Disable Features form.
Element	Description
Allocation Mode	The mode of allocating the purchase price variance amounts. You can select one of the following options: Inventory Account: For stock items, the system will record the variance amounts to the inventory accounts, thus updating the costs. For non-stock items, with this option selected, the system records the variance amounts to the expense account. Purchase Price Variance Account: For stock and non-stock items, the system will record any variance amounts to the purchase variance accounts. For more information, see Allocating the Purchase Price Variance.
Reason Code	The reason code that will be used as a source of accounts and subaccounts for transactions that allocate the purchase price variance amounts. This box is enabled only if Inventory is selected in the Allocation Mode box.

Table 4. Three-Way Match Validation SectionThis section includes an element that defines whether the system validates the lines of AP bills against the lines of purchase orders.
Element	Description
Bill Against Commitments	The mode of validating AP bills against commitments in purchase orders. You can select one of the following options: No Validation: The system does not check the differences between the amounts and quantities of the AP bill lines and the amounts and quantities of the purchase order lines. Validate with Warning: The system validates the AP bill lines against the purchase order lines as follows: For each line of the AP bill on the Details tab of the Bills and Adjustments (AP301000) form, the Unit Cost column is validated against the Unit Cost column of the corresponding purchase order line on the Details tab of the Purchase Orders form. For each line of the AP bill on the Details tab of the Bills and Adjustments form, the Amount and Quantity columns of the AP bill are validated against the Unbilled Amount and Unbilled Qty. columns of the line on the Details tab of the Purchase Orders form of the purchase order, which contain the amount and quantity of the line item that are not yet billed for the purchase order line. If any value in the columns of an AP bill line validated against the columns of the purchase order line is larger, the system displays a warning in the appropriate cell on the Document Details tab of the AP bill, as well as in the title of the Document Details tab. This can happen if the vendor has provided more items than the ordered number or items with a higher price than the price denoted in the purchase order.

Table 5. Other SectionYou use this section to specify the account and subaccount to be used to record freight expenses incurred on purchases, as well as miscellaneous settings related to document processing.
Element	Description
Create Bill on Receipt Release	A check box that determines the default value for the Create Bill check box on the Purchase Receipts form; the user creating a receipt can overwrite this value if needed for a particular receipt. For the convenience of users, select this check box if bills should be generated automatically for most receipts. Clear this check box if users should enter bills manually for most receipts. This check box is available only if the Inventory or Purchase Receipts Without Inventory feature is enabled on the Enable/Disable Features form.
Create Bill on LC Release	A check box that determines the default value for the Create Bill check box on the Landed Costs form, where a user creates a landed cost document; the user of the form can overwrite this value, if needed, for a particular landed cost document. For the convenience of users, select this check box if bills should be generated automatically for most landed cost documents. Clear this check box if users should enter bills manually for most landed cost documents. This check box is available only if the Inventory feature is enabled on the Enable/Disable Features form.
Freight Expense Account	The default account to be used to accrue the freight expenses incurred in purchasing. The freight amounts from purchase order lines with the Freight type on the Purchase Orders form are posted to this account if no ship via code is specified in the Vendor Location column
Freight Expense Sub.	The corresponding default subaccount to be used to accrue the freight expenses.
PO Return Reason Code	The default reason code of the Vendor Return usage type to be used for all purchase returns. Note: You can select a reason code with the Issue usage type, but it cannot be used for processing returns by original receipt cost. This box is available only if the Inventory feature is enabled on the Enable/Disable Features form.
Tax Reason Code	The default reason code of the Adjustment usage type to be used for posting tax amounts to the inventory account of stock items, including those that are not in stock. For more information on including taxes to the cost of items, see Taxes Included in the Cost of Items: General Information.
Release IN Documents Automatically	A check box that indicates (if selected) that the automatic release of inventory receipts on release of purchase receipts is allowed. This check box is available only if the Inventory feature is enabled on the Enable/Disable Features form.
Release LC IN Adjustments Automatically	A check box that indicates (if selected) that inventory adjustments for landed costs should be released automatically on release of landed cost documents. This check box is available only if the Inventory feature is enabled on the Enable/Disable Features form.
Release AP Documents Automatically	A check box that indicates (if selected) that all Accounts Payable documents associated with purchase receipts should be released automatically. This check box is available only if the Inventory feature is enabled on the Enable/Disable Features form.
Hold Receipts On Entry	A check box that indicates (if selected) that by default, purchase receipts will be saved with the On Hold status. If the check box is cleared, the documents will be saved with the Balanced status by default. This check box is available only if the Inventory feature is enabled on the Enable/Disable Features form.
Hold Landed Costs On Entry	A check box that indicates (if selected) that by default, landed cost documents will be saved with the On Hold status. If the check box is cleared, the landed cost documents will be saved with the Balanced status by default. This check box is available only if the Inventory feature is enabled on the Enable/Disable Features form.
Process Service Lines from Normal Purchase Orders via Purchase Receipt	A check box that indicates (if selected) that non-stock lines of the Service type in purchase orders of the Normal type will be processed through purchase receipts. If the check box is cleared, the non-stock lines of the Service type are not copied to purchase receipts and are billed directly from purchase orders.
Process Service Lines from Drop-Ship Purchase Orders via Purchase Receipt	A check box that indicates (if selected) that non-stock lines of the Service type in purchase orders of the Drop-Ship type will be processed through purchase receipts. If the check box is cleared, the non-stock lines of the Service type are not copied to purchase receipts and are billed directly from drop-ship orders.
Update Sub. on Order Owner Change	A check box that indicates (if selected) that the expense subaccount shown for each non-stock item listed on a document will be updated when the document is assigned to another owner. The expense subaccount will be combined (based on the settings of the posting class of the expense) from multiple related subaccounts, including (if applicable) the subaccount associated with the employee handling the order or receipt. This check box is available only if the Subaccounts feature is enabled on the Enable/Disable Features form.
Copy Line Descriptions from Sales Orders	A check box that indicates (if selected) that line descriptions will be copied from sales orders to the purchase orders based on these sales orders. This check box is available only if the Inventory feature is enabled on the Enable/Disable Features form.
Copy Line Notes from Sales Orders	A check box that indicates (if selected) that line notes will be copied from sales orders to purchase orders based on these sales orders. This check box is available only if the Inventory feature is enabled on the Enable/Disable Features form.
Copy Line Notes from Service Order	A check box that indicates (if selected) that if a service order is associated with a purchase order, the system copies the service order's line notes to the purchase order. For instructions on how to add line notes, see To Attach a Note to a Record Detail. This check box appears on the form only if the Service Management feature is enabled on the Enable/Disable Features form.
Copy Line Attachments from Service Order	A check box that indicates (if selected) that if a service order is associated with a purchase order, the system copies the service order's line attachments to the purchase order. For instructions on how to add line notes, see To Attach a File to a Record Detail. This check box appears on the form only if the Service Management feature is enabled on the Enable/Disable Features form.
Automatically Add Receipt Line for Barcode	A check box that indicates (if selected) that when a barcode scanner is used, lines will be added to purchase receipts automatically once a barcode is scanned or entered. This check box is available only if the Inventory feature is enabled on the Enable/Disable Features form.
Add One Unit per Barcode	A check box that indicates (if selected) that the item quantity should be increased by one unit each time a user enters an item barcode into the system manually or by using a barcode scanner. This check box is available only if the Inventory feature is enabled on the Enable/Disable Features form.
Process Return with Original Cost	A check box that determines the default value for the Cost of Inventory Return From box on the Purchase Receipts (PO302000) form as Original Cost from Receipt; the user creating a return can change this value if needed for a particular document. To minimize the need for users to change the default setting, select this check box if purchase returns should generally be processed at the cost of the original receipt. Clear this check box if purchase returns should generally be processed at the cost calculated according to items' valuation methods. This check box is available only if the Inventory feature is enabled on the Enable/Disable Features form.
Copy Line Notes To Receipt	A check box that indicates (if selected) that when a purchase receipt is created for a line (or multiple lines) of a purchase order, the system should copy any line notes to the purchase receipt along with the copied lines. This check box appears only if the Inventory feature is enabled on the Enable/Disable Features form.
Copy Line Attachments To Receipt	A check box that indicates (if selected) that when a purchase receipt is created for a line (or multiple lines) of a purchase order, the system should copy any line attachments to the purchase receipt along with the copied lines. This check box appears only if the Inventory feature is enabled on the Enable/Disable Features form.
Allow Changing Currency Rate on Receipt	A check box that indicates (if selected) that the changing of the currency rate is allowed for a purchase receipt. When this check box is selected, on the Details tab of the Purchase Receipts (PO302000) form, the values of the Unit Cost and Estimated IN Ext Cost columns can be viewed in the currency of the purchase order. When the check box is cleared, on the Document Details tab of the Purchase Receipts form, the values of the Unit Cost and Estimated IN Ext Cost columns can be viewed only in the base currency. This check box appears on the form only if the Multicurrency Accounting feature is enabled on the Enable/Disable Features form.
Receipt Assignment Map	The assignment map to be used for defining how purchase receipts are assigned to employees for approval. You can view and modify the assignment rules by using the Assignment and Approval Maps (EP205500) form. This box is available only if the Inventory feature is enabled on the Enable/Disable Features form.
Default Ship. Dest. Type	The way the destination shipping type and address are specified for purchase orders of the Normal or Blanket type created by using the Create Purchase Orders (PO505000) mass-processing form when the Warehouse box is empty on the Purchase Settings tab of the Vendors (AP303000) and Vendor Locations (AP303010) forms for the vendor and vendor's location in the purchase request. You can select one of the following options: Branch: On the Shipping tab of the Purchase Orders (PO301000) form for a new purchase order, the system inserts the Branch option to the Shipping Destination Type box and fills in the Ship-To Address section as follows: If any branch is specified in the Default Branch box in the Other Settings section on the General tab of the Vendor Locations form for the vendor's location in the purchase request, the system copies the values from the Delivery Address section on the Delivery Settings tab of the Branches (CS102000) form specified for this branch. If the Default Branch box in the Other Settings section on the General tab of the Vendor Locations form is empty for the vendor's location in the purchase request, the system copies the values from the Delivery Address section on the Delivery Settings tab of the Branches form specified for the current branch. Warehouse: On the Shipping tab of the Purchase Orders form for a new purchase order, the system inserts the Warehouse option to the Shipping Destination Type box and fills in the boxes in the Ship-To Address section with the values in the Address section on the Address tab of the Warehouses (IN204000) form specified for the warehouse in the Warehouse column of the purchase request line on the Create Purchase Orders form. This setting does not affect the shipping settings of purchase orders that are created manually on the Purchase Orders form. This box appears only if the Multiple Warehouses feature is enabled on the Enable/Disable Features form.
Default Receipt Quantity	The quantity that the system will specify on a new receipt by default. You can select one of the following options: Open Quantity: To specify an item quantity from a purchase order or order line added to the receipt Zero: To set a quantity to zero so that the users have to type the quantity manually. This box is available only if the Inventory feature is enabled on the Enable/Disable Features form.

Approval Tab

You use this tab to configure approvals for purchase orders. This tab includes the Require Approval check box and the Approval Maps table, which lists (if the check box is selected) the assignment maps used to assign purchase orders of different types to employees for approval.

This tab is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.

Table 6. Require Approval Element
Element	Description
Require Approval	A check box that indicates (if selected) that the listed assignment maps will be used to assign documents for approvals. If it is cleared, no approvals will be required and any assignment maps listed in the table will not be used.

Table 7. Table Columns
You use this table to select the assignment map for each purchase order type. You can specify more than one map for a document type if multiple approvals are required for documents of the type.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Column	Description
PO Type	The type of purchase order. Select the type from the following options: Normal Drop-Ship (appears only if the Drop Shipments feature is enabled on the Enable/Disable Features form) Project Drop-Ship (appears only if the Projects feature is enabled on the Enable/Disable Features form) Blanket (appears only if the Blanket and Standard Purchase Orders feature is enabled on the Enable/Disable Features form) Standard (appears only if the Blanket and Standard Purchase Orders feature is enabled on the Enable/Disable Features form)
Approval Map	The map to be used for the specified type of purchase order. To view or modify the assignment rules, use the Assignment and Approval Maps (EP203000) form.
Pending Approval Notification	The notification template that the system will use to generate notification emails for employees who approve purchase orders of the specified type. An employee will receive a notification about pending approval when a purchase order requires approval from this employee. For more information, see Approving Documents.

Mailing & Printing Tab

The Mailing & Printing tab contains the list of predefined mailings that can be used for printing documents, or for sending purchase orders and other documents to vendors electronically (by email). Reporting settings specified on this tab will be used as the default values for mailing and printing settings specified for vendor classes, which in turn will be used as the default values for setting up mailing and printing for particular vendors. For an overview of this functionality, see Configuring Predefined Mailings for Customers and Vendors. For details on setting up vendor mailings, see To Set Up Mailings for Vendors.

This tab contains the following tables: Default Sources and Default Recipients.

Table 8. Default Sources Table
In the Default Sources table, you can view and modify the active mailings that can be used to send emails to vendors and employees. For each mailing, you can select either a report or an email template to be used by default as the body of the email.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Column	Description
Active	A check box that indicates (if selected) that this mailing is active. Emails will be generated for only active mailings.
Mailing ID	The unique identifier of the mailing.
Branch	The ID of the branch for which the documents are printed using the Default Printer. If the branch is not specified, the Default Printer is used for documents of all branches.
Default Email Account	The system email account to be used by default for sending emails for this mailing. If no account is specified, the default system account will be used.
Default Printer	The printer to be used by default for printing operations. This column is available only if the DeviceHub feature is enabled on the Enable/Disable Features (CS100000) form.
Report	The report that, by default, will be used to structure the information available in a purchase order. For the email, the report will be used as the email's body (or attachment), if a report is used rather than an email template. CAUTION: For each mailing, you can use as the email's body either a report or a notification template.
Notification Template	The template to be used by default to generate emails for the mailing, if an email template is used rather than a report.
Format	The format in which the report (if applicable) will be sent by default if no preferences are specified for a particular recipient on the Vendors (AP303000) form. Select one of the following options: Text, HTML, Excel, or PDF.
Recipients	The way the system specifies recipients in the generated email. The following options are available: Add Recipients: On the generation of an email to which these settings apply, the system will copy the recipients specified for the selected notification template, if one has been specified for the mailing, and from the Default Recipients table on this tab. Override Recipients: On the generation of an email to which these settings apply, the recipients will be copied only from the Default Recipients table on this tab. The recipients specified in the notification template or report associated with the mailing will not be included in the generated email.

Table 9. Default Recipients Table
This table contains the default recipient types for the mailing selected in the Default Sources table. Generally, this list provides default contact types for vendor classes if any of these mailings will be selected for a class.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Column	Description
Active	A check box that indicates (if selected) that the recipient is active. Only recipients of active types can be configured to receive emails for the mailing.
Contact Type	The type of contact to receive emails for the mailing, which is one of the following options: Account Email: A primary contact of the vendor Remittance: A remittance contact of the vendor Account Location Email: A shipping contact of the vendor Employee: A employee of your company who handles documents of specific vendor classes or specific vendors, or is otherwise associated with either of them
Contact ID	The specific contact. This column will not be used for vendor contacts—that is, the Primary, Remittance, and Shipping settings in the Contact Type column. If you have selected the Employee type, you can select one of your company's employees here; this person will receive all emails generated for this mailing, if the mailing is active.
Format	The format in which the report (if applicable) will be sent to recipients of this type. Select one of the following options: Text, HTML, Excel, or PDF.
Add To	The To, CC, and BCC options, which are available in this column, determine the element in which the recipient will be included in the generated email.

Warehouse Management Tab

By using the settings on this tab, you can configure the workflow of the automated receiving operations. This tab is displayed only if the Warehouse Management and Receiving features are enabled on the Enable/Disable Features (CS100000) form.

The settings on this tab are branch-specific; the system uses the settings specified on this tab for a particular branch as the default settings for all users working in this branch. A user can override some of these settings (for his or her own user account) in the Settings dialog box on the Receive and Put Away (PO302020) form.

Table 10. Receiving Workflow SectionBy using the settings in this section, you can define which receiving operations can be performed in an automated manner by using a barcode scanner.
Element	Description
Display the Receive Tab	A check box that indicates (if selected) that the Receive tab is shown on the Receive and Put Away (PO302020) form. If the check box is cleared, the Receive tab is not shown.
Display the Put Away Tab	A check box that indicates (if selected) that the Put Away tab is shown on the Receive and Put Away form. If the check box is cleared, the Put Away tab is not shown; a user can process items being received without putting the items away.
Display the Scan Log Tab	A check box that indicates (if selected) that the Scan Log tab is shown on the Receive and Put Away form. If the check box is cleared, the Scan Log tab is not shown.

Table 11. Receiving Settings SectionBy using the settings in this section, you can configure the workflow of the automated receiving operations.
Element	Description
Use Default Quantity	A check box that defines for which document lines the system uses the quantity manually specified by a user who has invoked the Set Qty. action on the form toolbar of the Pick, Pack, and Ship form (or entered the `*qty` command in the Scan box of this form). If the check box is selected, the system specifies the quantity entered by the user by default for all lines in a currently processed document. If the check box is cleared, the quantity entered by the user is specified in the currently processed line only.
Use Explicit Line Confirmation	A check box that indicates (if selected) that a user has to confirm the entry of each processed line with the `*ok` command. If this check box is cleared, no explicit confirmation for each processed line is needed.
Use Carts for Putting Away	A check box that indicates (if selected) that carts are used in the process of putting away items, which means that while a user is putting away the items, the user loads goods from receiving location to the cart, and then puts the goods away from the cart to the storage location. If the check box is cleared, carts are not used for putting away items. This box is available only if the Cart Tracking feature is enabled on the Enable/Disable Features form, and the Display the Put Away Tab check box is selected in the Receiving Workflow section of the current form.
Use Default Auto-Generated Lot/Serial Nbr.	A check box that indicates (if selected) that a user can skip the entry of the lot or serial number when receiving serialized items; the system generates the lot or serial numbers for these items automatically. If the check box is cleared, the user manually enters the lot or serial number for each lot- or serial-tracked item being received. This check box is available only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features form.
Use Default Expiration Date	A check box that indicates (if selected) that a user can skip the entry of the expiration date when receiving serialized items; the system specifies the expiration date for these items automatically. If the check box is cleared, the user manually enters the expiration date for each lot- or serial-tracked item being received. This check box is available only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features form.
Use Single Receiving Location	A check box that indicates (if selected) that the system asks for the receiving location only once for each purchase receipt being processed; all items are being received to this location. Otherwise, if the check box is cleared, the system requires the user to specify a receiving location for each item being received.
Use Default Receiving Location	If this check box is selected, the system uses the default receiving location of the warehouse for receiving the purchase receipt. If the check box is cleared, the user manually enters the receiving location for each item being received.
Request Location for Each Item on Receiving	A check box that indicates (if selected) that on the Receive and Put Away form, the system prompts a user to scan the barcode of the receiving location after scanning the barcode for each stock item being received. If the check box is cleared, the user can first scan the barcode of the receiving location and then scan as many barcodes as are necessary for stock items to be received in this location. To start receiving items in another location, the user scans the barcode of this location before scanning the item barcodes. This setting affects the receiving workflow only when the Use Single Receiving Location check box is cleared.
Request Location for Each Item on Putting Away	A check box that indicates (if selected) that on the Receive and Put Away form, the system prompts a user to scan the barcodes of the origin and destination locations before the user scans the barcode for each stock item being put away. If the check box is cleared, the user first scans the barcode of the origin location and then scans as many barcodes as are necessary for stock items to be put away from this location. To start putting away the items from another location, the user scans the barcode of this location before scanning the item barcodes.
Print Inventory Labels Automatically	A check box that indicates (if selected) that the system automatically prints inventory labels, by using the DeviceHub application, for the purchase receipt being processed. This box is available only if the DeviceHub feature is enabled on the Enable/Disable Features (CS101000) form.
Print Purchase Receipts Automatically	A check box that indicates (if selected) that the system automatically prints processed purchase receipts by using the DeviceHub application. This box is available only if the DeviceHub feature is enabled on the Enable/Disable Features (CS101000) form.