Defaults

Use the Defaults tab to enter your default selections for the Purchase Order function.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Order Default Status

Select an order status which defaults to new purchase order headers. This status will be superceded during order entry if the default status assigned in Purchase Order User Preferences is different, or the supplier has a specific default status assigned.

The user preference default status is superceded by the supplier default status if the defaults differ. You can select from all user-defined hold status codes, and the pre-defined system status codes.

Line type

Select a line type to default to new purchase order lines.

Line display sequence

Select the sequence in which purchase order lines display whenever an order is recalled throughout Greentree. This will be applicable when you are entering orders, printing orders, or selecting orders for receipt or invoicing. The sequence selected in Purchase Order User Preferences overrides the default if it is different from the one selected here.

IN transaction type

Select a default transaction type from a list of pre-defined accounts payable (increasing effect on inventory) transaction types. This transaction type is applicable to inventory purchase order lines and is a default only. It can be overridden during order entry.

Job IN Trans Type (+ve)

Select a default transaction type from a list of pre-defined job cost transaction types with an increasing effect on inventory. This transaction type applies when line items are issued to a job during the Accounts Payable Invoice Entry, or Purchase Order Receiving process. The option applies where a job code is allocated to an inventory line.

Job IN Trans Type (-ve)

Select a default transaction type from a list of pre-defined JC transaction types with a decreasing effect on inventory. This transaction type applies when line items are credited against a job during the Accounts Payable Credit Note Entry process. The option applies where a job code is allocated to an inventory line.

Forms

Purchase Order

Select the default purchase order report, which is used if purchase orders are hot-printed from the Purchase Order Entry form

Information The order form assigned to the supplier overrides this form selection if it is different. If you try to change the form assigned in Module Control, you will be prompted with a message to ask whether you want to update all suppliers with the change also. All suppliers who had the previously assigned form will be updated with the new form you select.

Forms Address

Select the address you want to print on the purchase order header. This is the main address that prints on left hand side of the order form. You can select the company or branch address, and a pre-printed option which outputs no address so that you can print order details on a company letterhead pre-printed form.

Delivery Address

Select the delivery address to default to purchase order entry delivery details, and subsequently the purchase order header. The address will print on the right side of the order form. You can select the inventory location (where applicable), warehouse location, branch or company address, and a pre-printed option which outputs no address so that you can print order details on a company letterhead pre-printed form.

Import Duty

This section of the form is only available if the Import Costing module is in use and the option to Use Duty is selected on the Main sheet.

NS Charge Code

Enter a default AP non-stock code here, which defaults to the NS Code field when you are adding import duty charges to a shipment.

Terminology

Select from a list of duty descriptions. This is used throughout Greentree wherever duty is referenced.

Supplier

Enter a default supplier here, which defaults to the supplier field when you are adding import duty charges to a shipment.

Additional Charges

This section of the form is available/applicable if the Import Costing module is in use:

Additional Charges Supplier

Enter a default supplier here, which defaults to the supplier field when you are adding additional charges to a shipment.

Additional Charge Code

Enter a default additional charge code here, which defaults to the NS Code field when you are adding additional charges to a shipment. You can select from a list of PO additional code codes previously defined in AP Non Stock Code Maintenance.

Set additional charge line to completed upon invoicing

Select this option if you want additional charge lines added to shipments to be updated with a status of Completed when they are selected for invoicing. They will no longer be available to apply to other invoices.

Dimension Tracking and PO Entry

This section of the form is available/applicable if the Inventory Dimension Tracking sub-module is in use.

Allow entry of dimensions

Select this option to enable dimension tracking function for purchase order entry and related forms. If selected, you can enter dimension details during PO Entry for items that are dimension controlled.

Entry of dimensions mandatory

Select this option if you want the entry of dimension details during PO Entry to be mandatory. If selected, you can't save a purchase order for a dimension controlled item unless specific dimension quantities are entered for the line.

If you don't select this option, you don't need to enter details for dimension controlled items (this will instead be completed when shipping or receiving the order).

Enable auto prompt for entry

If you select this option, the Enter Dimension Details form displays during purchase order entry when a line quantity is entered for an item that is dimension controlled. If you select Entry of dimensions mandatory, this option is selected and set to read-only.

If you don't select this option, click the Dimensions button during purchase order entry to add dimension details.