Use these fields to set up controls for that affect how the Purchase Orders module operates. You can enter data on four screens: the General Controls view, the Print Controls view, Buyers Control Center view and the Vendor Returns View.
1. Store Past POs
Indicate whether or not to store past purchase orders. Press Enter to initially default to N.
2. Allow Backorders
Indicate if your company accepts back orders for unavailable merchandise. Press Enter to initially default to N.
3. Invoice Receipts
Indicate if the Invoice Receipts feature is used and tied to Purchase Orders. Press Enter to initially default to N. This is available only if the Accounts Payable module is active. This consists of the Invoice Receipt Entry, the Invoice Receipt Register and the Uninvoiced Receipts Report programs. If N is entered, none of the above programs are available. Press Enter to initially default to N.
4. Use Job Cost
Indicate if the Job Costing module is used and tied to Purchase Orders. Press Enter to initially default to N.
5. Include Tax
Indicate if you want expected sales tax to be entered during PO Entry and included in the total purchase order amount. Press Enter to initially default to N.
6. Include Freight
Indicate if anticipated freight charges should be entered during Purchase Order Entry and included in the total purchase order amount. If freight charges are entered during Purchase Order Entry, the Tax Freight flag in the accounts receivable Tax Table F/M determines whether tax is calculated including the freight charge. Press Enter to initially default to N.
7. Create Vendor Items
Indicate whether to allow the PO Receiving Register Update to automatically create vendor/item records for all valid items.
8. Use Surplus
Indicate whether to include stock from alternate warehouses when calculating replenishment.
9. Default PO Cost
Specify whether the default PO cost is M-manual or L-last. Press Enter to initially default to M.
10. Freight Factor
Specify whether the default freight factor is N-none, U-units, W-weight or $-dollars. Press Enter to initially default to N.
11. Default Requested Date
Specify what the default requested date will be on the purchase order: TBD (to be determined) or O-Ordered Date.
12. Default Promise Date
Specify what the default promise date will be on the purchase order: TBD (to be determined) or R-Requested Date.
13. Use Period Receipts Report
Indicate if the Period Receipts Report is used. Press Enter to initially default to N and eliminates the Period Receipts Report feature. If Y is entered, the period receipts file is active and the Period Receipts Report is available.
14. Period Invoice Receipts Report
This is available only if the invoice receipts feature is used. Indicate if the Period Invoice Receipts report is used. Press Enter to initially default to N and eliminates the Period Invoice Receipts Report feature. If Y is entered, the period invoice receipts file is active and the report is available.
15. Period Discrepancy Report
This is available only if the invoice receipts system is used. Indicate if the Period Receipts Discrepancy Report is desired. Press Enter to initially default to N and eliminates the Period Receipts Discrepancy Report feature. If Y is entered, the period receipts discrepancy file is active and the report is available.
16. Print on Receiving Document
Indicate whether to print alternate bin locations on receiving documents. Press Enter to initially default to Y and print the alternate bin locations on receiving documents.
17. Print on PO Fill Report
Indicate whether to print alternate bin locations on the PO Fill Report. Press Enter to initially default to Y and print the alternate bin locations on the PO Fill Report.
18. Update in Receipt Entry
Indicate whether to allow receipt update in PO and Non-PO Receipt Entry programs.
19. Update Security Code
Specify the security code to allow access to the update feature in PO and Non-PO Receipt Entry programs. This prompt is not available if you do not select Y at the Update in Receipt Entry prompt.
20. Password Override
Specify override password that will allow update if current user does not have proper security code. This prompt is not available if you do not select Y at the Update in Receipt Entry prompt.
1. PO Form Depth
Specify the depth (number of lines) of the purchase order form at 6 lines per inch (29-99) usually 42 (7-inch form and prints 14 line-items per form), 51 (8 1/2-inch form and prints 24 line-items per form) or 66 (11-inch form and prints 40 line-items per form). Press Enter to initially default to 66. If both descriptions are printed, the number of line-items above is cut in half.
2. Preprinted Form
Indicate whether to use a pre-printed purchase order form. Press Enter to initially default to N.
3. Print Item/ Vendor-Item
Specify whether the I-item and/or V-vendor item number is to print on the purchase order. Press Enter to initially default to VI (indicating both are to print).
4. No Vendor Item
Indicate whether to B-Print Blank or F-Print FACTS Item Number if the vendor's item number is blank in the PO line file.
5. Item Description
Specify whether to print for item description on the PO, 1-first description, 2-second description, or B-both as set up in the Item F/M. Press Enter to initially default to 1.
6. Standard Memo
Specify the standard memo to be printed on each purchase order (up to 50 characters). This may be greetings, information, instructions, etc. The user may override or change this memo for any particular purchase order during PO Entry. F2 defaults to NONE (a blank memo).
7. Note Width
Specify how to print header and line notes: A-30 characters wide or B-Form Width (to the end of the line). Press Enter to default to B-Form Width.
8. Contacts
Indicate how you want contact names and phone numbers to print on the form: 1-Contact 1, 2-Contact 2, B-Both Contacts, or N-Neither Contacts. (If selected to print, contacts are printed at the footer of the form.)
Rank refers to the activity level of an item in a particular warehouse. The rank values are from A thru E, with the A items being the faster moving items and E the slowest moving items. The Rank can be based on the hits for an item compared to the total hits in a warehouse.
The value ranges are color coded to better assist you in assigning rank.
Specify the rank values between 0 and 100 for each of the listed parameters:
Special Order – Items with existing special orders
Backorder – Items that have open backorders
Critical – Items where PNA is less than safety stock quantity.
NPNA (Items where PNA is negative. (i.e. if all open purchase orders arrived now, there would still not be enough to fill current needs)) Note: PNA is “Purchasing Net Available” and equals On Hand - Committed - Backordered + On Order
Replenishment – Items where PNA is at or below order point
Surplus Wh/Tr (Warehouse / Transfer) – Items that are on a planned special order surplus warehouse / transfer
Note: Any item that does not fall within one of the above categories will be given a fixed sort value of “10”, and color coded white. For example, an item that is above order point but below line point would show up with a sort value of “10” and colored white.
The Vender Returns View contains settings for sending alerts for vendor returns management.
1. Alert When Credit is Overdue
Indicate whether to send an alert when a vendor credit is overdue.
2. Days Before Considered Overdue
Specify the number of days before a vendor credit is overdue.
3. Days Before Considered Not Received
Specify the number of days before a return is overdue.
4. Returns Tracking
Indicate whether to track vendor returns from the Purchase Orders system. If selected the PO Register writes information to the Returns File. This information (item, description, warehouse, returns code, purchase order number, etc.) can be printed by the PO Returns Report.
5. Auto Calculate Nightly—Returns:
Indicate whether to automatically run the Buyers Control Center (POE400) processing for Returns each night.
For more detailed information on file maintenance programs, consult the following topics.
How to use file maintenance programs