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Category Codes - Notes Tab

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Category Codes - Category Codes Tab

Access this tab using Maintain>Purchase Orders>Category Codes.

Use this form to set up Category Codes, which are a way for similar item codes to be grouped together. A category code is used as a filter; it narrows down the list of available item codes when creating a purchase order or requisition.

If you plan on using category codes you must have previously set up item codes (Maintain>Purchase Orders>Item Codes). After you create category codes here, assign item codes to category codes (Maintain>Purchase Orders>Category/Item Code Assignments).

You can also use category codes to enforce amount limits for requests and approval amounts in the Electronic Requisitions module.

On this tab, enter a unique name and description for each category code being created.

 

Category Code: Enter the name of a new category code, or select an existing one from the drop-down list. We recommend using all numeric codes. Numeric codes are generally easier and faster to enter during transaction entry. We also recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols, such as: | and ".

Status: Specify the status of the Category Code. When creating a new code, accept the default status, A (Active), or select I (Inactive) or D (Discontinued) from the drop-down list. The status can be changed at any time. Below are valid status entries and their descriptions:

  • Active (A) - Set a category code to active when it is currently being used.
  • Inactive (I) - Set a category code to inactive when it is no longer used for normal entry, but it still may need to be used at some point. A warning message appears when attempting to use an inactive code elsewhere in the system. The warning message is for notification only; the code can still be used.
  • Discontinued (D) - Designate a category code as discontinued when it is no longer being used. The system does not allow the use of a code with a discontinued status.

Description: Enter a description for the category code.

  • To print the data entered on this form, use Reports>Purchase Orders>Category/Item Codes List.
  • The category code is only used with the Purchase Orders and Electronic Requisitions modules. It is not utilized by the category field in the Fixed Assets module.