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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.

 

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.

  • 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.