PO Preferences

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Enter user preferences for the entry of purchase orders and shipments on these tabs:

Options Tab

Default receipted quantity to zero

Specify whether or not you want the receipted quantity to default to 0.00 for orders selected for receipting.

If a quantity of zero defaults, Greentree Desktop prompts the user to enter the received quantity.

Default header and line narration on order

Select this option to default the supplier's name to the header narration on the PO Entry form. The header narration defaults to the first line narration. The narration for each new line defaults from the previous line.

Note: If inventory item text exists for purchase orders, this overrides the default narration.

Allow edit of exchange rate on receipt

Select this option to enable the user to edit the exchange rate for a receipt transaction.

Allow cancelling of order lines

Select this option to enable the user to cancel all or part of the outstanding quantity on purchase order lines. This setting applies in purchase order entry, receipt entry and shipment entry.

Allow link to Sales Orders

Select this option to enable the user to create or edit links to sales order lines from within purchase order entry.

Commit inventory only

This option is enabled if the previous option is selected. If the option is selected, when linked orders are received, packing slips are generated. Instead, only inventory is committed to the orders.

Default shipment expected quantity to zero

Specify whether or not you want the shipment expected quantity to default to 0.00 for orders selected in shipment entry.

Allow edit of exchange rate on shipment

Select this option if you can edit the exchange rate on a shipment header.

Supplier status displays enquiry form

Select this option to give the user access to the AP Supplier Enquiry form using the PO Entry and PO Standing Order Entry forms. This is enabled if you click the Supplier status button from either form. If you don't select this option, only a limited number of supplier statuses is available.

Expand line item in PO Enquiry table

Select this option if you want purchase order, shipment, receipt, and invoice lines to show expanded when viewed in the PO Enquiry results table.

Prevent over receipting

Select this option to prevent a PO receipt being saved if the quantity being received exceeds the quantity outstanding for the line.

Defaults Tab

Branch

Select a default branch for the displayed company. This is the branch on the Transaction Entry form whenever the user is logged in to the company.

Location

Select the default location to display on the Purchase Order Entry from whenever the user is logged in to the company.

Line Type

This is the default line type displayed on the Transaction Entry form whenever this user is logged in to the company selected.

Line Sequence

Select the sequence in which purchase order lines display whenever a purchase order is referenced throughout Greentree Desktop. It applies when you are entering orders, printing orders, selecting orders for receipting, selecting orders for placing on a shipment, and selecting orders for invoicing.

You can select a sequence of code order, entered order, or location order.

PO Status

Select a default purchase order entry status on the Purchase Order Entry form whenever the user is logged in to the company.

It is superceded when entering an order if the selected supplier has a default purchase order status set against it. The list consists of all purchase order hold statuses.

Settings Tab

Display header as default

Select this option to display the Purchase Order Header form when entering sales order line items.

Purchase Order Line Details: Options

Use this table to define whether particular line item fields are invisible or read-only to the user when entering a purchase order, shipment, and receipt. Use Sheet options if the user enters data using the form in these forms, or Table options if the user enters data using the table.

For example, if the tax is based on a fixed percentage that is always applied, you cannot want to display the Tax Type, Tax Code, Tax Amount, or Tax Percentage fields during line entry. It is also a useful security feature in that certain fields can be made invisible to the user if the information does not apply to them — for example, Cost Price.

Receipt Control Tab

Maximum order value

Enter a value to set a limit to the value of a purchase order that a particular user can enter. It defaults to 0.00, which means that no limit is set.

Max. order value exceeded action

Select a purchase order hold status that defaults when entering an order whenever a user exceeds the maximum order value. The list that displays consists of all (user defined) purchase order hold statuses, and the entered system status.

User OK

Click this button to confirm the details you have entered for this user and save them.

User Cancel

Click this button to cancel the addition or change to this user.

• PO Enquiry

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