System Manager > System Defaults > SD-C Purchase Order Defaults

SD-C Purchase Order Defaults (Evo-ERP)

Field Descriptions - Setup Tab

Default Entered by

If one person generates the majority of your purchase orders, type in that person's initials. Otherwise, you can leave this field blank. You can override this default when entering a purchase order.

Default Ship Via

Type in the method you normally use for shipping. You can override this default when entering a purchase order.

Allow Service POs?

This option determines whether or not the window asking if a PO is Purchase or Service will pop up in PO-A Enter Purchase Orders. If this is set to N, the window will not appear and all purchase orders will be Purchase type.

Track PO Taxes using Tax Groups?

If this is set to N, then any taxable PO will be charged the default PO Tax rate (see next field) and the tax will be expensed to the default account assigned in AD-A General Ledger Defaults. If it is set to Y, then Vendors can be assigned to Tax Groups and PO taxes will be tracked accordingly and posted to the account defined in SM-E Enter Tax Codes for PO Taxes and tracked by tax group. United States customers would generally set this to N.

Default PO Tax Rate

The default percentage used to calculate the tax on taxable PO's if PO Tax Groups is set to N (see above).

Copy in customer PO's from Work Orders as comment lines?

If within a purchase order line item you specify a work order number and this default is set to Y, you will be asked if you wish to copy in your customer's purchase order number from the work order to a comment line for this purchased item, providing a cross-reference. If you do not need such a cross-reference, set this default to N.

Allow Entry to (Y/N/Require)?

Location - Controls whether entry of a Location is required, or if Blank Location is allowed, or if no Location can be entered (only blank Location is valid)

GL Department - Controls whether entry of a GL Department is required, or if Blank Department is allowed, or if no Department can be entered.

Allow Closed PO's to be Reopened?

If Y, PO-D View PO Receivers can be used to select a closed PO and reopen it

Rep Code for V.P. Report

If a code is entered in this field, then you will be able to have the PO-I-H Vendor Performance Report save the vendor ratings as History records.

Prevent Editing of Desc in PO-A (Y/N)

If this is Y then the item description in PO-A can not be modified.

Enable Auto Line Numbers in PO-A

If this is set to Y then lines of Purchase Orders will automatically be numbered.

Allow PO to Edit GL Acct (A,D,B,N)

If this is A then PO-A can edit the GL Account the line will post to. If it is D, the GL Department only can be edited. B allows editing of both account and department and N allows editing of neither.

Item Types for GL Edit

Indicate which inventory types the editing of GL information will be allowed. Typically you may want to allow editing for type N (Non-Inventory) only.

Enable APC Frt & Tax Distribution (Y/N)

If this is Y then AP-C will redistribute tax and freight among the GL Accounts of the items purchased rather than the default Tax and Freight accounts

Item Types for Distrib

Indicate which inventory types the distribution of Freight and Tax costs will be allowed. Typically you may want to allow distribution for type N (Non-Inventory) only.

Ask for Book Date when editing PO

Indicate whether changes to PO should be saved with a date other than the current system date for Business Status Booked Orders totals.

Track Changes to Purchase Orders

Indicate Y if changes to Purchase Orders should be tracked.

Print Inventory Label after Receiving PO (Y/N/A)

Indicate Y to automatically print labels for items received and enter A(Ask) to prompt whether labels should be printed.

Update PO Rev & Date when saving PO

Indicate Y if you want to update the incremental Rev counter and change date each time a PO is saved.

AP-C Price Change update PO Price (Y/N/A)

Indicate whether AP-C price change should update the PO Line item price (Yes/No/Ask)

PO-A Enter Digital Signature (Y/N/A)

If this is Y then you will be prompted to enter the digital signature authorization when saving a PO in PO-A Enter Purchase Orders. If it is A then you will be asked iof you want to enter the authorization and if N or blank, no approval will be available in PO-A.

PO-A to use Std, Last, Min Price (S/L/M/N)

If this is S then PO-A will pull in the Standard cost, if it is L the Last Cost or if it is M then it will look back 6 months and pull in the minimum price.

Disable Delete Button in PO-A (Y/N)

If this is Y then the ability to Delete PO's in PO-A is disabled.

Allow Edit of Vendor Start Date in AP-A (Y/N)

If this N then manual editing of Vendor Start Date is prohibited.

PO-Q Allow Entry to Price (Y/N)

If this is set to Y, then users with access to PO-Q Maintain PO Delivery Dates will also be able to edit PO prices.

PO-A Prevent Creating Vendors (Y/N)

If this is set to Y then a user in PO-A Enter Purchase Orders can not create a new vendor on the fly.

Invoice PO Receipts through AP (Y/N)

If this is set to Y then PO Invoices are matched to PO Receipts as invoices are entered using AP-C Enter Purchase Order Invoices. If set to N then POs will close upon final receipt.

AP-C/PO-K Save original PO when closing PO (Y/N)

If this set to Y then when a PO is closed and deleted from the Open PO file, an archive copy of the original PO will be saved in an archive file.

Field Descriptions - Processing Tab

Require Pack Slip Info?

This sets a default for this field in the header section of PO-C Receive Purchase Orders. If Y, then a pack slip number will be required for all receipts. If N, it is optional.

Receive Into

This sets a default for this prompt in the header section of PO-C Receive Purchase Orders. You are presented with a choice (via a pop-up window) of receiving directly into Inventory or into QC Inspection.

Receive all Lines?

This sets a default for this prompt in the header section of PO-C Receive Purchase Orders.

Display Comment Lines?

This sets a default for this prompt in the header section of PO-C Receive Purchase Orders.

Display Fully Rec'd Lines?

This sets a default for this prompt in the header section of PO-C Receive Purchase Orders.

Force PO to use approved vendors?

This option sets the default for the Approved Vendors in PO? field in IN-B Enter Inventory and also controls how approved vendors are handled during purchase order entry. You are given three choices.

If you do not wish to use approved vendors, meaning that you can purchase from any vendor without restriction, enter an X in the Do not check vendor approval status field.

If you want a warning when using an unapproved vendor, but with the ability to go ahead and use an unapproved vendor, enter an X in the Warn if unapproved but allow use field.

If you want only approved vendors to be used, enter an X in the Prohibit use of unapproved vendors field.

Be aware that any of the above defaults can be overridden at the item number level via the Approved Vendors in PO? field in IN-B Enter Inventory

Require entry of Scrap Code

Determines whether items rejected in PO-J-C Enter Inspection Buyoffs require entry of a scrap code

Require entry of QC Code

Determines whether items accepted "Use as Is" in PO-J-C Enter Inspection Buyoffs require a QC Code

Access to Prices on Receivers

There are 3 levels of access. 0 or blank allows receiving to view and change prices; 1 is view only and 2 removes the unit price field from the receiving screen.

Percentage of Over Receipts Allowed

If a purchase order line is received more than the over receipt percentage specified, a warning message will be presented.

Update Vendor Last Cost in PO-C

If this is set to Y then PO-C will update the Vendor Pricing as seen in PO-H Enter Vendor Prices with the PO price unless a record already exists for that vendor and item with quantity break pricing established. If no record exists, it will be created and if a record exists without quantity breaks, it will be updated with the PO Price.

Check Stock Receiving Make From Comps

Indicate whether on-hand stock level should be checked for components of Make From parts. I means Ignore (do not check), W means check and provide a warning but allow the receipt to proceed, and P means Prevent the receipt if component stock level would go negative.

PO-C to Print QC Traveler

Indicate whether you want the PO-C Receive Purchase Orders to prompt to print the QC Traveler when parts are received to QC. N or blank, it will never print the traveler, Y will always chain to PO-J-A Print Receipt Travelers and A (Ask) will prompt whether or not to print the traveler.

Update Last Cost if Cost is $0.00

Indicate N if you do not want PO-C to update the Last Cost for inventory items received at $0.00 (such as samples from a new vendor)

Receive Non-Inventory Items at PO Price

If you are set for Standard Cost but do not want Non-Inventory items such as supplies processed at standard cost and post a Purchase Price Variance, enter Y. This can be overridden at the Item level if there are certain Non-Inventory items that do have a standard cost and should post a PPV.

PO-C to Update Primary Vendor

If this is Y then the Primary vendor for items will be updated to the vendor on the PO whenever a PO is received in PO-C Receive Purchase Orders

PO-C to Display Receiver Number on Save

If this is Y then the receiver number will be displayed whenever a PO receipt is saved in PO-C Receive Purchase Orders

PO-A Default for Change Dates

Indicate whether the default answer to change all lines on a PO with a date should be Y or N

PO-A Disable Price Check for Qty Changes

If this is Y, then changing a quantity on a PO Line will not recheck for quantity break pricing

PO-C to issue WO Comps for Service POs (Y/N/A)

If this is Y then any components associated with the Work Order Sequence on a Service PO will be issued to the work order whenthe PO is received. If set to A (Ask) there will be a prompt and if set to blank or N there will be no issue.

PO-C Update Unit Cost if Cost is $0

If this is N then Last Cost will not be changed by a receipt at $0

PO-C Update Unit Cost and Vendor if less $

If this is set to Y then receiving a PO at a cost lower than Last Cost will update the Last Cost and also change the Primary Vendor to the vendor on the PO

PO-A Recal Vendor Price for item on multi line (Y,N,A)

If this is set to Y then vendor pricing for a blanket PO will take the total quantity into account

Enable PO-A Entry Security

If this is set to Y then security levels can be used to prevent buyers from editing the PO of another buyer

PO-C Auto-Generate Serial Numbers when receiving

If this is set to Y and the serial generation parameters have been defined in SC-G Enter Serial Generation Parameters then PO Receiving will automatically generate the needed serial numbers.

PO-C Auto-Generate Lot Numbers when receiving

If this is set to Y then PO Receiving will automatically generate the needed lot numbers using the PO Number and an incremental counter for each item.

PO-A Warn if PO Due Date > WO Due Date

If this is set to Y and a Work Order number is specified in the PO line, the program will compare the PO Line Est Receipt date with the WO Due date and provide a warning if the PO will not be received in time for the Work Order

PO-C 'E' Status Items Receive at PO Price if STDC=0

If the costing method is Standard and a part with Active Status 'E' and 0 Standard Cost is received, the PO Price will be used as the cost of the receipt.

Field Descriptions - Processing II Tab

PO-C Default Item Receiving Bin

If this is populated then all PO Receipts will default to the Bin entered (such as a Staging area) and can then be transferred to the final Bin Location when they are moved to the stockroom.

PO-C Print Lot Labels Upon Receipt

If this is set to Y then labels for Lot Controlled items will be printed when they are received. If set to A, the user will be prompted to print the labels.

PO-A Use Shop Calendar for Due Date

If this is set to Y then the Shop Calendar will be used to prevent a Due Date on a weekend or holiday not on the shop calendar

PO-E Use for Purchase Requisition

If this is set to Y then PO-E Enter/Print RFQ's will pull in part pricing the same as PO-A so the document can be used as an internal requisition form rather than a Vendor RFQ

PO-B, E Separately email Multiple PO/RFQs

If this is set to Y them multiple items being emailed to a vendor at the same time will be separated into multiple PDFs rather than a single multiple page PDF

PO-A Risk Assessment Screen Access

If this is set to Y then when saving a PO in PO-A, a screen will come up for the entry of risk assessment information pertaining to the PO and items on it.

PO-C/HH-G Prevent PO Receipt X days

If a vealue is entered here then PO Receipt will not be allowed more than the specified number of days early based on the line Estimated Receipt date

PO-A Warn if PO Due Date > WO Due Date

If this is set to Y then when entering a PO Line tied to a work order, if the PO line receipt date is later than the Work Order due date a warning will pop up and you will be prompted to flag the PO as Rush or Expedite (see next setting).

PO-A Prior Due Days to flag PO as Expedite

If a value is entered here then if the PO Estimated Receipt date is greater than this number of days past the Work Order due date it will be flagged as "Rush" by default. If it is late but not greater than this number of days it will be flagged as "Expedite". If a PO is flagged as Rush or Expedite then it is so designated when printed in PO-B Print Purchase Orders ond color coded red or yellow on PO-I-G Print Purch Order Items by Due Date

PO-C Freight Distribution Item Number

If this field is populated then PO-C will have an option to enter a freight vendor and freight amount and the amount of the freight will be distributed to the lines being received proportioned by weight and a PO to the freight vendor specified for the amount of the freight cost will be created and received so the freight invoice can be applied using AP-C Enter Purchase Order Invoices

PO-C to Print Inventory in QC (Y/N/A)

If this field is Y (Yes) or A (Ask) then when items are received to QC the PO-J-B Print Inventory in QC program will be called to print a list of them

PO-C to Print Receiving Report (Y/N/A)

If this field is Y (Yes) or A (Ask) then when items are received to stock the PO-I-E Print Receiving Report will be called to print a list of them

PO-A/IN-D Promise date for Unconfirmed PO

This will use the specified date (such as something several years in the future) as the Promise date when PO's are created in PO-A or IN-D to make it obvious they have not been confirmed by the vendor.

PO-A Suppress prompt for multiple Mfg

If this field is Y (Yes) all approved manufacturers will pull into the PO

Field Descriptions - Printing Tab

Print Co. Name/Address on forms?

If you are printing PO's and RFQ's on plain paper or on forms without your name and address printed on them, answer Y to this prompt and your company name and address, as entered through SD-A Company Defaults, will print in the upper left hand corner of the forms.

RFQ Print Format Number

You are offered two print format choices in a lookup window. Highlight the format you want and click on it or press <Enter>.

Print Title on RFQ?

This option allows you to control whether the forms title REQUEST FOR QUOTE? will print or not. Suppressing the title allows the title to be pre-printed so that different forms are readily identifiable when pulled from the shelf to be used.

PO Print Format Number

You are offered four print format choices in a lookup window. Formats 1-4 are graphical formats. Formats 1 and 3 offer a Condensed print format, which prints one line per line item using a small font. Formats 2 and 4 print two lines per line item using a larger, easier-to-read font. Highlight the format you want and click on it or press <Enter>.

Print Title on PO?

This option allows you to control whether the forms title PURCHASE ORDER will print or not. Suppressing the title allows the title to be pre-printed so that different forms are readily identifiable when pulled from the shelf to be used.

Print PO Ending Lines?

If you want your printed purchase orders to include ending lines (see below), then enter Y here. If you answer yes, you will see a prompt when you are saving the purchase order that will allow you to choose if you want to print these lines or not. Ending lines can be used for any type of message you want printed in the lower left corner of your purchase orders. If you don't want to use ending lines, enter N.

PO Ending lines

You may include up to 5 description lines at the end of any purchase order. If you have answered Y to the Print PO Ending Lines question above, PO-A Enter Purchase Orders will then ask if you want to include the lines as each purchase order is saved.

Max No Lines in Body of PO

Indicate the number of Item, Description or Note lines allowed in the body of a PO before a page feed command is passed to the print program. This would ONLY be used for pre-printed forms that had footer type information printed on all pages of the form rather than printed by the program on the last page only.

Prevent Printing PO not Digitally Signed

If PO Digital Signature is turned on, setting this to Y completely prevents printing unapproved POs.