Main Tab

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Use Batches

Select this option to use batch control when entering purchase transactions.

Use batch date as posting date

This option enabled if batches are in use. Select the option to use the batch date as the default posting date for all PO receipt transactions.

Print order header text

If you select this option, narration entered into the purchase order header prints on the purchase order.

Update order with oversupplied qty

Select this option to update purchase order lines when the quantity received from the supplier exceeds the quantity ordered. The original order quantity is retained if the option is not selected.

Print supplier part number on order

If the supplier has a part number, this option prints the supplier part number on the purchase order. This option defaults to new suppliers, but you can change it by supplier.

Hotprint enabled

Select this option to print a purchase order to your local printer, from the Purchase Order Entry form.

Limit inventory on supplier selection

Select this option to restrict the selection of inventory items during purchase order entry, to those which have been previously purchased by the supplier specified in the purchase order header. Selecting this option will result in a much reduced lookup table of inventory items during line item entry.

Update last supplier cost from the PO

Select this option to always update the cost entered into purchase order lines as the last supplier cost with the supplier detail record for the inventory item being purchased. Any variation between the original ordered cost and the actual invoiced cost will not be reflected in the last cost for the supplier/inventory system combination.

Use duty

This option is enabled if the Import Costing module is in use.

Select this option to set up import duty or tariff rates against individual inventory items so they can be calculated and applied against items whenever you include them in a shipment.

Additional options are available on the Defaults tab on the Module Control form.

Indent items use PO receipt cost on SO linked line items

This option is enabled if the Purchase Order Linking module is in use.

If you select this option, it determines the action to take when inventory indent items for backordered sales order lines are received using the PO Receipt or PO Shipment Entry form.

Create SO linked order in purchasing UOM

This option enabled if the SO-PO Linking module is in use.

Select this option to create new purchase order lines using the default purchasing unit of measure on the Sales Order Entry form. The linked backorder quantity converts to the purchasing unit using the conversion set up on the IN Unit of Measure Maintenance form.

Use SO line held cost for linked PO price

If you select this option, the price for a new purchase order line defaults to the sales order line cost if Hold Cost is selected for the line.

Use receipt cost for JC linked items

Select this option to use the actual purchase order receipt cost for IN purchase order lines allocated to jobs as the issue to job cost when the transaction is generated during the purchase order receiving process (rather than the item's default cost).

If you don't select this option, Greentree Desktop updates the job cost based on the item's system cost. You should select this option to support the accurate costing of jobs.

Note: If there is a variance between the receipt cost and the inventory item's system cost, the value is posted to the COS Variance account specified on the General Ledger Module Control form.

Allow advanced invoicing

Select this option to use advanced invoicing for one or more suppliers. Selecting this option enables the option on the Supplier Maintenance form for individual suppliers.

You can use this function when purchase order and/or shipment lines:

• Can be invoiced prior to being received. For example, if a supplier (typically overseas) requires payment in advance of the goods physically arriving at the receiving warehouse.
• May be fully or partially received, and have multiple invoices generated for them. You can use this when goods are fully received into the client's warehouse, but only charged for by the supplier as they are on-sold to the client's customer.

Allow shipment partial receipt with additional charges

Select this option to display a Select checkbox column on the Line Item tab of the Shipment Entry form.

The Select checkbox indicates which shipment lines are to be included when receipting and calculating additional charges.

Allow change of location on receipt

Select this option to enable a change of stocking location on receipting a purchase order.

Do not allow overfilling of bins during PO Receipt

This option is enabled if warehouse bin management is in use to prevent users overriding the quantity receipted to a bin to exceed the maximum capacity.

Shipment's serial lot required on receiving

This option is enabled if Import Costing is in use the serial/lot entry form does not pop up as the order line is selected.

Dimension Tracking

These options are enabled if the Dimension Tracking module is in use.

Confirm Invoice Line Options (Cost Adjustments)

These options relate to the way the variances between purchase order received values and AP invoiced values updates the general ledger.

Adjust General Ledger Cost (for GL and NS line items)

This option is selected and relates to GL and NS line items only. It relates to how the general ledger is updated by the contra value when there is a variance between a GL/NS line PO receipt cost and the AP invoice cost for the same line. The general ledger updates based on the selected account:

PO Clearing Account

Select this option if you want the variance value to update to the supplier's nominated Purchase Order clearing account.

PO Variance Account

Select this option if you want the variance value to update to the supplier's nominated Purchase Order variance account.

GL Expense Account

Select this option if you want the variance value to update to the general ledger expense account specified in the original purchase order line.

Adjust Cost of Stock Item/Adjust General Ledger Only

This option relates to inventory line items. If there is a variance between the receipt line cost and the AP invoice line cost, the option determines whether Greentree Desktop will adjust the general ledger only, or whether it will also update the cost of the inventory item of the line, using the invoice cost.

Note: If you select:

• Adjust Cost of Stock Item, the general ledge account GL Expense Account is selected and you cannot select the PO clearing or PO variance accounts. The variance value must be posted to the inventory account of the receipt when this option is selected.
• Adjust General Ledger Only, you can select the PO Clearing, PO Variance, or GL Expense Account as the account to which the variance value is posted.
• Adjust General Ledger Only, there is a variance between the general ledger and the inventory sub-module balance. A reconciliation is required. The inventory valuation will not incorporate the cost for any variances of this type.

Adjust Cost of Job/Adjust General Ledger Only

This option relates to job cost line items. If there is a variance between the receipt line cost and the AP invoice line cost, the option determines whether Greentree Desktop adjusts the general ledger only, or whether it also updates the cost of the job activity code of the line, using the invoice cost.

If you select:

• Adjust Cost of Job, the general ledger account GL Expense Account is selected and you cannot select the PO clearing or PO variance accounts. This is because the variance value must be posted to the job activity code account for the receipt when this option is selected.
• Adjust General Ledger Only, you can select the PO Clearing, PO Variance, or GL Expense Account as the account to which the variance value is posted.
• Adjust General Ledger Only, there is a variance between the general ledger and the job cost sub-module balance, so a reconciliation is required. The total job cost does not incorporate the cost associated with any variances of this nature.

Adjust Cost of Asset/Adjust General Ledger Only

This option relates to FA line items. If there is a variance between the receipt line cost and the invoice line cost, the option determines whether Greentree Desktop will adjust the general ledger only, or whether it will also update the cost of the asset, using the invoice cost.

If you select:

• Adjust Cost of Asset, the general ledger account GL Expense Account is selected and you cannot select the PO Clearing or PO Variance accounts. This is because the variance value must be posted to the asset account when this option is selected.
• Adjust General Ledger Only, you can select the PO Clearing, PO Variance, or GL Expense Account as the account to which the variance value is posted.
• Adjust General Ledger Only, there is a variance between the general ledger and the fixed asset sub-module balance. A reconciliation is required.

• AP Invoice GL Updates
• Purchase Orders & Dimension Tracking
• SO-PO Linking
• Shipment Entry
• Inventory Item Maintenance Supplier Details

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