When Generating Purchase Orders from approved Purchase Requests MVP Admins can chose between three settings: 

• Always New: The Always New option states that when Purchase Requests are Generated into a PO, the line items will always create a new Purchase Order, based on Vendor.
  • As an example, if you have a PR with 3 line items, line 1 and 2 are for the same Vendor, and line 3 is for a different Vendor. When you go to generate that PR into a PO, two POs will be made, one with line items 1 and 2, and one PO for line 3.
• Merge to New: Purchase Orders will be created for Purchase Request line items that share the same Vendor.
  • As an example, if you have 3 Purchase Requests with line items for Vendor1, and 1 Purchase Request with line items for Vendor2, the two Purchase Orders will be created, 1 for Vendor1, and one Purchase Order for Vendor2.
• Merge to Open: Purchase Request line items will merge into POs that have not been Ordered, based on the Vendor.
  • As a note, if you have multiple open Purchase Orders with the same Vendor listed, PR line items with the same Vendor listed will be added to the oldest/first created Purchase Order.

Reorder QTY checking

Determines what reorder quantity data is checked by the system (“POs” v. “POs and PRs”)

Separate PRs per WHS?

Determines whether the system automatically separates the PRs by Warehouse when generating PRs.

Update Due Date PR to PO?

Enabling this will allow for any listed "Due Date" on a PR to populate on any generated POs.

Purchase Orders

Auto Gen. ID?

Controls the generation of Purchase Order (PO) IDs for newly created POs. “Yes” automatically generates a new PO ID, “Yes (Editable)” automatically generates a new PO ID but allows users to edit this ID, and “No” does not automatically generate a new PO ID.

Next PO ID

Lists the PO ID that will be automatically generated for the next new PO (if the automatic generation of PO IDs is activated). This ID will be one number higher than the last PO ID automatically generated.

Buyer

People ID of the person in charge of purchasing. The Buyer ID will be auto-filled on all POs. This field must be filled for any PO or PR generation to occur.

Autocheck Add to Stock?

If activated, all POs with parts not previously in the system will be automatically set to add corresponding parts records to the system. Enabling this will automatically "Check" the "Add New Part" box on Purchase Order Line Items

Default PO Notes

Determines which notes will be automatically added to POs (if any).

Autofill QTY to Rec?

If activated, when performing a Receive action from a PO, the Receive Quantity will be automatically populated with the Requested Quantity (users will still be able to edit this quantity).

QTY Reserved Popup?

If activated, when receiving parts to a Stock Location, if that part has a Quantity that is reserved on a Work Order, you will receive this pop-up.

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Over-Receiving Popup?

If activated, when performing a Receive action from a WO, if the user enters a Receive Quantity that is greater than the Requested Quantity, a warning message will be generated by the system (users will still be able to receive this quantity).

 

Block Over-Receive?

If activated, users will be prohibited from receiving a greater quantity than the Requested Quantity.

 

Autofill Promised Date?

If set to "Yes", the Promised Date on a Purchase Order will autofill with the last "Due Date" on a line item.

 

Purchase Order Shipping Costs

Auto Calculate?

If set to Yes, this setting will restrict access to adding Shipping Costs to the Shipping field during the Creation or Edit phase of a Purchase Order Record. The system will instead require that all Shipping Costs be added once the PO Is in either the Receiving or Complete status, and users are required to then use the Action > Add Shipping Costs action.

If the setting is set to No, then users can add Shipping Costs to a Purchase Order at any time during the Creation process, or if editing the PO by adding the costs to the Shipping field.

Distribute By

Determines how PO shipping costs will be distributed over the various line items (Cost v. Quantity).

Update Inv. Unit Cost?

If activated, a given item’s unit cost (on the Part records Stock grid, and the Parts Vendor grid) will be updated by any associated shipping costs (according to the method set in the Distribute By field).

Purchase Order Invoice

Auto Invoice?

If selected as Yes the Invoice Action will be auto-populated with data.

Update Inv. Unit Cost?

If activated, a given item’s unit cost will be updated by the price provided by PO invoicing.

Purchase Order Taxes

Update Unit Cost with Taxes?

If activated, a given item’s unit cost will be updated by any associated taxes (according to the method set in the Distribute By field).

 

Printing

 

 

Printing

Logo Image

A logo can be automatically printed on POs by uploading an image file.

Change status on print?

If activated, printing a PO will automatically change that PO status to Ordered.

PO Printing Accounting Field

Include Vendor ID?

Part Attachments?

Include Authorization?

 

Printed on PO

Display PO Type?

Item ID?

Determines whether the Part ID (Item ID) or Vendor Part ID will be displayed on printed  POs.

Part Barcode?

Determines whether the Part ID barcode will be displayed on printed  POs.

Created By?

Determines whether the Created By will be displayed on printed POs.

PO Notes?

Determines whether notes will be automatically included on printed POs.

PR Approval?

Determines whether approval will be automatically included on printed POs.

Receive to ID?

Determines whether the Receive to ID will be displayed on printed  POs.

Show Tax Code Names?

Determines whether the Tax Code Names will be displayed on printed POs.

Vendor Contacts?

Determines whether Vendor Contacts will be automatically included on printed POs.

Vendor Notes?

Determines whether Vendor Notes will be automatically included on printed POs.

Receive To ID?

Determines whether the Receive to ID will be displayed on printed  POs.

PO Printing Account Field

Determines which Account field is included on printed POs (Account IDs or Account Descriptions)

Emailing

Auto Email Ready POs

If activated, all “Ready” POs generated from PRs will be automatically emailed to vendors.

PO Email Subject

Information that will be displayed in subject line of these automated emails and any PO emails generated through the Send button in the navigation menu.

PO Email Body

Text entered here will be displayed in the body of the Email when using the Send button on a PO.

Accepted Merge Fields

Allows Administrators to list the following fields that will automatically update with the correct information on PO Emails;

Purchase Order ID: {POID}

Vendor ID: {VENDORID}

Vendor Description: {VENDORDESC}

Addresses

 

 

The Addresses tab allows administrators to enter a Ship To Address 1 (default ship to address), a Ship To Address 2, and an Invoice To Address. By entering two Ship To addresses, administrators can easily toggle between these through the action menu on a given PO.

PO Notes

 

 

 

The PO Notes tab displays the notes which will be included on all printed POs (if this setting is activated in the Printing tab).