Setting Purchasing Options

From the Tools menu, select Options to open the Options window.

In the left pane of the window, click on Purchasing to display a Purchasing region in the right pane.

Enter the appropriate information:

Uninvoiced receiving account: Holding account for inventory received on purchase orders that have not yet been invoiced.
Note: This is an accounts payable account type. This account is credited when a purchase order is received and debited when a purchase order invoice is created.

Uninvoiced returns account: Holding account for inventory shipped or received on an RTV (Return to Vendor) order and not yet credited or invoiced.
Note: This is an accounts payable account type. This account is credited when an RTV order is received and debited when an RTV order is completed. When the RTV return is associated with a purchase order credit memo, this account is credited. When an RTV receipt is associated with a purchase order invoice, this account is debited.

Show cost information on order receipt: When checked, the Cost, Discount, and Freight fields display on the order receipt.

Next order number: Number of the next purchase order.

Set need by date to: Number of days required to receive the purchased items at your location.
Note: A date is calculated and entered by e-automate in the Req. date field on a purchase order by adding the number of days entered in the Set need by date to field to the date entered in the Date field on the purchase order. The date automatically entered in the Req. date field can be changed.

Default purchaser: Default purchaser in your company, if any.
Note: This name is automatically entered by e-automate in the Purchaser field on purchase bid requests and purchase orders. You can change it.

Include Claim Number on Purchase Order: When checked, the Claim Number field displays on the purchase order.

Include ABCD Number on Purchase Order: When checked, the ABCD number field displays on the purchase order.
Note: The ABCD field is an extra field, typically used for tracking numbers.

Require Approval before PO can be sent and received: When checked, personnel cannot receive or send a purchase order that has not been approved.

Allow auto fulfillment of quantities when receiving a PO: When checked, the Receive Purchase Order window displays the [Update receive quantities] button.
Note: You use [Use full quantities] to update the received column on all un-received items on a purchase order or RTV order. If this option is left unchecked, manual entry is required for every line item on a purchase order receipt or RTV order receipt.

Allow the addition of new items when receiving a PO: When checked, users can add items to an inventory receipt that were not on the purchase order.

Default 'Update the cost for this vendor' to checked: When checked, during the purchase order receiving process, e-automate examines the inventory item to determine if the vendor exists on the Vendors tab of the item. If the vendor exists, e-automate updates the cost on the item to match what was received on the purchase order. If the vendor is not on the item record, e-automate will add the vendor to the item with the received cost. When the purchase order invoice is created, e-automate updates the item record with the most recent paid cost on a purchase order invoice. This setting is set per item on a purchase order and can be changed line by line for each use of a purchase order. The status set on a purchase order line item carries over to the purchase order invoice.

Lock Purchase Order after printing: When checked, purchase orders are locked after printing or being emailed.

Popup any messages immediately upon selection: When checked, any messages added on the purchase order Messages tab are popped up in a display window during all receipts associated with the purchase order.

Enable PO revision tracking: When checked, the system will create a revision number if the PO is locked. If it is unchecked the system does not allow you to check the [Full Edit] button once the PO is locked.

Print picking list: When checked, if the items on a purchase order receipt are linked to a sales transaction, e-automate will automatically request to print the sales picking list upon creation of the purchase order receipt.

Print packing list: When checked, if the items on a purchase order receipt are linked to a sales transaction, e-automate will automatically request to print the sales packing list upon creation of the purchase order receipt.