Purchase Order > Set Up PO Module Parameters > PO Module Setup

The General Information page allows you to set up a variety of parameters related to period-end closing, purchase order transactions and decimal place settings.

To set up the fields in the different areas on the General Information page of the PO Module Setup function, perform the following:

1.In the Period-End Closing section, select the current period settings for the purchase order module:

oCurrent Period

This field displays the current year and current period. The default value is the first period of your current fiscal year. When you set up the PO module for the first time, click the Year and Month List box buttons to choose the appropriate fiscal year and period name. The month field value is automatically incremented each time a period-end Closing is performed in the PO module. The fiscal year value is also updated if the period that is being closed is the last period of the current fiscal year. These fields becomes inaccessible after the initial set up.

2.In the Decimal Places area, enter the number of decimal places that you want to appear in the corresponding fields on inventory and transactions records:

For the Unit Cost and Unit Price, you cannot change the decimal place settings to a number lesser than the current decimal place setting. The system, however, will allow you to increase the decimal place setting. When you click the OK button to save your changes a message will be displayed warning you that the unit cost and unit price decimal settings can no longer be decreased once it is saved. Click the Yes button to proceed; otherwise, select the No button.

oUnit Cost

Click the Spinner button to choose the number of decimal places (0-4) that you want to appear in the unit cost fields of the inventory item and transaction records.

oUnit Price

Click the Spinner button to choose the number of decimal places (0-4) that you want to appear in the unit price fields of the inventory item and transaction records.

3.In the Default Values for New Inventory Type area, perform the following:

oQuantity Decimal

Click the Spinner button to choose the number of decimal places (0-4) that you want to appear in the quantity fields of the inventory item and transaction records.

Note: The number of decimal places you define for the Quantity field will be used as the default on inventory item records. You can change these values later in the specific records as necessary..

oCost Method

Set up the default cost method when creating new inventory type records by clicking the List box button of the Cost Method field that will be used in inventory valuation. You can choose between the Average, FIFO, LIFO, Lot Costing, Specific ID, and Standard methods; however, the LIFO method is unavailable when the Activate IFRS Features checkbox is marked in Company Setup.

4.Enter a value in the Resale # field if you are a reseller.

5.In the Default Values for New Vendor area, define the settings in the following fields and checkboxes that will become the default values or parameters when creating new vendor records:

oF.O.B.

Enter in this field the default F.O.B. setting when creating purchase orders. This will determine the point at which ownership and responsibility for the goods passes to your company.

oShip Via

Enter in this field the default ship via code to be used when creating purchase orders.

oBank #

This will be the default bank account from which checks to new vendors will be issued.

oPay Class

Enter in this field the pay class code you want to be the default pay urgency for new vendor records created.

oPay Code

Pay codes indicate the terms of payment granted by the vendor (e.g., cash, credit card or terms). Enter in this field the default pay code for new vendor records. The pay code you enter in this field must be defined in the Pay Code Maintenance function.

oReference

References are any key words by which you may want to sort records. For example, you may indicate here whether the vendor provides “Office Supplies,” “Maintenance Supplies,” “Shipping” services, etc. Enter in this field any reference that you want to show as default when creating new vendor records; otherwise, leave it blank.

oYTD Start Date

YTD date is used as a basis for when to start accumulating purchase transactions for vendors. Having ready information on YTD purchases for each vendor assists you in negotiating extended credit terms and higher credit lines with your vendors. Enter in this field the default YTD start date when creating new vendor records.

oAP/PO Matching

The setting in this checkbox becomes the default setting when new vendor records are created. Marking this checkbox will configure AccountMate to match PO line item receipts against AP Invoices. Mark this checkbox if you want to activate the feature; otherwise, leave it blank.

oShow Notepad First in Transactions

Mark this checkbox if you want the same checkbox be marked by default in the Vendor Maintenance function during creation of a vendor record.

6.In the Vendor Activity area, enter in the View Last Days' Activity field the last number of days whose vendor activity records you want to be displayed in the various functions' Activity page.

7.In the Item # Search in Transaction Functions area, select any of the following options:

oDisplay Item's On-hand Quantity in Transaction's Warehouse

Choose this option if you want to display in the On-hand Qty column of the Item # Lookup screen the total on-hand quantity in the selected warehouse for a particular inventory item.

oDisplay Item's On-hand Quantity in All Warehouses

Choose this option if you want to display in the On-hand Qty column of the Item # Lookup screen the total on-hand quantity in all warehouses where the selected inventory item is stored.

8.Mark the following checkboxes, if applicable:

oSuppress Inventory Settings Confirmation

Mark this checkbox to suppress the save confirmation pop-up message when you save a new inventory item; otherwise, leave this checkbox unmarked.

oAccrue Received Goods

This option will direct the system to automatically accrue a liability to the vendor at the time goods are received. The setting in this checkbox becomes the default setting when new vendor records are created.

oUse Multi-Currency

Mark this checkbox if your company is engaged in multi-currency transactions.

The Multi-Currency feature is a one-time setup; thus, you can no longer amend the multi-currency setting once you save it. Activating the feature for this company in the AP module will automatically activate it in the Purchase Order module and vice versa.

9.In the Purchase Order Transaction Controls area, the values that you will enter in the following fields and checkboxes will be the default values and settings when you create new purchase orders, purchase quotes and blanket purchase orders:

oCreate PO by SO for Drop Ship Orders only

Mark this checkbox if you want the Create Purchase Order by Sales Order and Create Purchase Quote by Sales Order functions to create purchase orders/quotes for drop ship sales orders only. This checkbox can be marked or unmarked at any time.

oAllow Non-Stock Items

Mark this checkbox to allow non-stock items to be included in the transactions recorded in the Purchase Order module.

oCheck Unit Cost

Mark this checkbox if you want AccountMate to verify the unit cost of non-stock items included in the transactions recorded in this module. This option is inaccessible if the Allow Non-Stock Items checkbox is unmarked.

oCalculate Freight Charge by Weight

Mark this checkbox if you want the system to calculate the freight charges based on the weight of the purchased items. The system will use the freight charge setting in the Freight Code Maintenance function to calculate the freight charges.

oFreight Code

Indicate in this field the default freight charge code for new purchase orders.

oAllow Different Tax Code per Line Item

Mark this checkbox to configure the system to allow different tax code for each line item included in a purchase order or purchase quote transaction.

oNon-Stock Items

Enter in this field the tax code that will be the default assigned to non-stock items included in purchase orders or purchase quote transactions.

10.Select the option applicable in the PO Numbering area:

oAutomatic

Mark this checkbox to configure the system to automatically assign numbers to purchase order/quote transactions. The system will take the value in the Next PO # field when assigning numbers to purchase order/quotes.

oNext PO #

Enter in this field the number the system will assign to the next purchase order or purchase quote you create. This number is automatically incremented by one (1) each time a purchase order or purchase quote is created using the value in this field as the PO number. You may reset the number in this field by changing this value.

oUser Input (Numeric)

Mark this checkbox if you want to manually enter the purchase order number each time a purchase order or purchase quote is created. Selecting this option allows you to enter any numeric value as the purchase order or purchase quote number during the save process.

11.Select the option applicable in the Blanket PO Numbering area:

oAutomatic

Mark this checkbox to configure the system to assign numbers automatically to purchase order/quote transactions. The system will take the value in the Next Blanket PO # field when assigning numbers to purchase order or purchase quotes.

oNext Blanket PO#

Enter in this field the number the system will assign to the next purchase order or purchase quote you create. The system updates this number sequentially each time you record a blanket purchase order transaction that use the value in this field as the blanket PO number. You may reset the number in this field by changing this value.

oUser Input (Numeric)

Mark this checkbox if you want to manually enter the blanket PO number each time a blanket purchase order is created. Selecting this option allows you to enter any numeric value as the blanket PO number during the save process.

12.In the Copy Options for Purchase Order Line Items area, select the information you want to include when you copy line item data from another purchase order entered in the system. You can select any or all of the following line item data:

•Item Description

•Discount %

•Unit Cost

•Reference Account

•Remark

13.In the Receive Goods Transaction Controls area, perform the following:

13.1. Mark the Recalculate Freight Charge checkbox if you want the system to recalculate the freight charges by weight when you ship the customer orders.

13.2. In the Cancel Backorder Quantity during Receive Goods section, select from among the following options:

oDon't Cancel

Select this option to disallow the cancellation of any PO backorder quantities upon recording of goods receipt.

oAlways Cancel

Select this option if you want AccountMate to automatically cancel all PO backorder quantities upon recording of goods receipt. In the Receive Goods > Line Items page, the Cancel Backorder Quantity checkbox is read-only and is marked by default.

oOption to Cancel

Select this option to provide the users the flexibility to choose whether to cancel all PO backorder quantities when recording the receipt of goods. If you choose this option, you have the option to mark or unmark the Cancel Backorder Quantity checkbox in the Receive Goods > Line Items page.

14.In the Cancel Received Goods Transaction Controls area, select the option applicable to Cancellation Numbering:

oAutomatic

Mark this checkbox to configure the system to automatically assign numbers to PO receipt cancellation transactions. The system will take the value in the Next Cancellation # field when assigning numbers to cancelled received goods documents.

oNext PO #

Enter in this field the number the system will assign to the next canceled received goods document. This number is automatically incremented by one (1) each time you record a PO receipt cancellation using this number.

oUser Input (Numeric)

Mark this checkbox if you want to manually enter the cancellation number each time you record a PO receipt cancellation. Selecting this option allows you to enter any numeric value as the cancellation number during the save process.

Information Page

Information Page

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