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Purchase Orders Checklists

Purchase Orders FAQs

Set Up Purchase Orders Module

Access this form with Administrative user rights, using Organization>Set Up Modules>Purchase Orders.

Use this form to enter the last number used for creating purchase orders, receipts, cancellations, and receiving adjustments; to determine whether to automatically create encumbrances from coding; and to skip the receiving process. These are default settings which can be overwritten using the Activities>Purchase Orders menu selections. Using this form is entirely optional, and the information can be changed at any time.

The Create Encumbrances from Coding check box is available on this form.

 

Last Numbers Used: The numbers listed here are the basis for the auto-increment feature, which is available on some document forms in the system. If you do not enter a number, the default auto-increment number of "1" is used.

For example, if you want the Purchase Order number to begin with 1000, enter 999 in this box. Then, when you are on the Activities>Purchase Orders>Create/Modify Purchase Orders>Load Purchase Orders form, the system defaults to 1000 in the Purchase Order Number box. The system stores the last purchase order number and defaults to the next highest number when you print the next purchase order.

If your entry ends with an alpha character, the auto-increment appends it with the number 001 and then increments that number. For example, enter "A7C" as the last purchase order number and the system displays A7C001, then A7C002, and so on.

  • Purchase Order Number: Enter the last purchase order number you want the system to store. When using the Activities>Purchase Orders>Create/Modify Purchase Orders>Load Purchase Orders form, the system increments to the next available number.
  • Receipt Number: Enter the last receipt number you want the system to store. When using the Activities>Purchase Orders>Process Receipts form, the system increments to the next available number.
  • Cancellation Number: Enter the last cancellation number you want the system to store. When using the Activities>Purchase Orders>Cancel Items form, the system increments to the next available number.
  • Receiving Adjustment Number: Enter the last adjustment number you want the system to store. When using the Activities>Purchase Orders>Adjust Receipts form, the system increments to the next available number.

Create Encumbrances from Coding: Select this check box to have the system automatically create an encumbrance session using the information entered on the Activities>Purchase Orders>Create/Modify Purchase Orders>Coding tab. However, if this check box is not selected, you can elect to create encumbrances at the time of purchase order creation; select the Create Encumbrances check box on the Activities>Purchase Orders>Create/Modify Purchase Orders>PO Information tab.

Skip Receiving: Select this check box to have the system automatically skip the receiving process when printing the purchase order (Activities>Purchase Orders>Create Modify Purchase Orders). After the purchase order is printed, these items become available on the following transaction entry forms Transactions>Enter Cash Disbursements; Transactions>Accounts Payable>Enter A/P Invoices; and Activities>Check Writing>Write Checks>Start button, using Choose Items/Encumbrances . If this check box is not selected, you can elect to skip the receiving process at the time of purchase order creation; select the Skip Receiving check box on the Activities>Purchase Orders>Create/Modify Purchase Orders>PO Information tab.