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Purchase Order Settings

Set up the default shop settings for purchase orders by clicking:

TOOLS | SYSTEM SETUP | PURCHASE ORDER SETTINGS

General Info

Start Up Tab: Select the tab that will be the first page that displays when users enter Purchase Orders.

Choose from

• Existing
• New
• Recent

Default Order Type:  Select the default form in which items are ordered.

Choose from

• Packages
• Pieces

Editing Options

Allow editing of PO after sent:  a check in the box will allow users to add parts to and delete parts from existing “Sent” purchase orders.  However, the information will not be transmitted to the supplier if entered when the status is sent.

Saving POs

Resequence Items to INV Sort Order:  a check in the box will resequence the inventory on the purchase order when a user exits a purchase order.  If not checked and items are added to a purchase order, the items will display at the bottom of the PO in the order that they were added.

Security Levels

Misship Access Security Level:

PO Delete Security Level:

Supplier Information

Central Location Supplier: If applicable, enter the central location supplier. (Only applicable for chain stores with a warehouse.)

Default Supplier: Enter the name of the supplier that is used most frequently to avoid repeatedly typing in the name.

Receiving POs

Auto Receive PO on Ticket Finalize:  a check in the box will automatically receive and close POs attached to a ticket when the ticket is tendered and finalized.

Receiving From Back Office

Update INV on Save:

Choose from

• Yes: to update the inventory record after editing and saving a received purchase order.
• No: to not update the inventory record after editing and saving a received purchase order. The inventory record can be updated later via the Purchase Order program.
• Ask: to prompt the user if the inventory record should be updated each time a purchase order is received.

Start from 100% Fill on Initial Receive:  If a user answers yes to this question, the system will populate the received column with either the number ordered or the number shipped (depending on the choice below).  If the answer is no, the received column will be left at zero and the user will have to enter the number of pieces received for each item received on the PO.

Choose from

• Ask
• From Ordered
• From Shipped (when available else Ordered)
• No

Receiving From POS

Update INV on Save:  defaulted to YES.

Start from 100% Fill on Initial Receive:  If a user answers yes to this question, the system will populate the received column with either the number ordered or the number shipped (depending on the choice below).  If the answer is no, the received column will be left at zero and the user will have to enter the number of pieces received for each item received on the PO.

Choose from

• Ask
• From Ordered
• From Shipped (when available else Ordered)
• No

Label Print Options

Print PO Labels

Choose from

• Yes
• No
• Ask

Label Template

Choose from

• Purchase Order Labels
• Warehouse Labels

Qty Field

Choose from

• QTY Last Received
• QTY Ordered
• QTY Total Received

Ask for Label Offset

Closing POs

Auto Finalize Closed PO’s After ____ days: Enter the number of days for a purchase order to remain as Closed before being automatically flagged as Finalized.

Auto Remove Finalized PO’s After _____ days: Enter the number of days for a Finalized purchase order to remain in the Recent tab screen list before being automatically removed.

Note: This screen is currently only used by Tire Warehouse.

Return Voided SO items:

Choose from

• Yes: to automatically place a special order item from a voided ticket in the Return to Supplier field.
• No: to not automatically place a special order item from a voided ticket in the Return to Supplier field.
• Ask: to prompt the user for placement in the Return to Supplier file each time a voided ticket contains a special order item.

Decrease a part’s QTY On Hand

Choose from

• Upon entry into the Supplier Return file: Decrease the Quantity On Hand in the inventory record when an item from a voided ticket is entered into the Supplier Return file.
• Upon finalizing the Supplier Return file: Do not decrease the Quantity On Hand in the inventory record when an item from a voided ticket is entered into the Supplier Return file, until the Supplier Return file is finalized. This will allow items in the Supplier Return file to still be sold until the file is finalized.

Message to clerk if do not add Part to Supplier Returns:

Enter a message to display if the clerk selects No when prompted to return a special ordered item to the Supplier Return file

Security Levels

RTV: Return to Vendor

Add Stocked Item Security Level:  Users with a security level below the entered number will not be allowed to add stocked items to the Supplier Return file.

Allow Add Stocked Item

Add Non-Stocked Item to RTV Security Level:  Users with a security level below the entered number will not be allowed to add non-stocked items to the Supplier Return file.

Allow Edit Items

Edit RTV Security Level:  Users with a security level below the entered number will not be allowed to edit information in the Supplier Returns file.

Allow Add Items to Inventory

Add RTV to Inventory Security Level:  Users with a security level below the entered number will not be allowed to add items back to inventory from the Supplier Returns file.

Allow Delete Items

Delete RTV Security Level

Delete Finalized RTV Security Level

Print Cost On PO: Check this parameter to include the cost on the purchase order.

Print Special Orders:

• Select Yes to automatically print a special order purchase order at Point of Sale.
• Select No to not automatically print a special order purchase order at Point of Sale.
• Select Ask to prompt the user to print a special order purchase order at Point of Sale.

Print a PO Receiving Report on Every Change:

• Select Yes to automatically print the PO Receiving Report after each session of items are received.
• Select No to not print the PO Receiving Report after each session of items are received.
• Select Ask to prompt the user to print the PO Receiving Report after each session of items are received.

When printing the PO Receiving Report, Print Last Receipt:

• Select Yes to include the Last Recv column on the printout.
• Select No to not include the Last Recv column on the printout.
• Select Ask to prompt the user to print only items that were last received. If user selects Yes, the Last Recv column will be included on the printout with the items received from the current session. If user selects No, the Last Recv column will not be included on the printout.

On PO Receiving Report Last Receipt, Print only items received this session:

• Select Yes to print only the items received from current session.
• Select No to print all items contained in the purchase order.

See also