Purchasing Settings

Select this radio button to indicate that purchase order items are immediately eligible for additional system processing, including receiving, quality inspection, and invoicing.

Select this radio button to indicate that purchase order items cannot be received or invoiced until the order passes through an approval process.

You can perform the purchase order approval process in either the Open Pending POs screen (Materials\Transactions\Purchase Orders) or in the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders), if you selected the Allow Change to Open in Enter POs checkbox.

Select this checkbox to indicate that the purchase order status can be changed from "Pending" to "Open" in the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders).

If you do not select this checkbox, pending orders can be changed to "Open" only in the Open Pending POs screen (Materials\Transactions\Purchase Orders).

Select this checkbox to force the initial purchase order status to "Pending" if the total PO value is over the buyer's authorized limit.

A buyer's authorized spending limit is optionally established in the Buyers screen (Materials\Configure\Purchasing) and can be associated with purchase order line amounts and/or purchase order total amounts.

If this checkbox is unselected, POs having amounts over the buyer's authorized limits cannot be saved.

Select this radio button if you want the system to automatically assign the next sequential purchase order number.

Select this radio button if you want to manually enter the purchase order number before the purchase order can be saved.

Select this radio button if you want the system to automatically assign the purchase order number from the range of numbers assigned to the buyer. [Each buyer can be assigned an individual range of numbers established in the Buyers screen (Materials\Configure\Purchasing).]

If you selected the System or Buyer radio button, enter up to 10 alphanumeric characters to indicate the last purchase order number issued prior to using the Costpoint system to generate new purchase order ID numbers. The system will increment the number of the last purchase order entered by one.

If you are not currently using a purchasing system, the starting purchase order number can be zero or some other starting number of your choice. Purchase order numbers entered manually in the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders) will not update this field.

"PO06-0000" might represent a purchase order number; this format identifies the purchase order by year. This purchase order format is useful for sorting and reporting purposes.

To have purchase order numbers assigned sequentially, you must select a ceiling number not to exceed 10 digits. [For example, if the highest number desired is "9999999999," enter zero as "0000000000."  If the highest number desired is "PO-9999" and the last purchase order number used was "PO-124," enter "PO-0124" in this field.]

The value in the Last System PO Number field is always incremented from the right and only if the rightmost character is numeric (not alphabetic). [For example: "PO594123" becomes "PO594124"; "POIDABCD9" becomes "POIDABCD0"; "9999999999" becomes "0000000000"; "PO9999999A" is not incremented.] Sufficient numeric characters should be assigned to the right to prevent duplicate numbering.

Buyers are entered and optionally linked to, or associated with, account/organizations, projects, and vendors in the Buyers screen (Materials\Configure\Purchasing).

Select a method from the drop-down box to designate how buyer validations relative to selected account/organizations and projects should function in purchase order entry.  The two system-defined buyer validations include:

• Implicit - This option indicates that buyers need not be specifically linked to the account/organization or the project entered on the purchase order line.  If, however, any one buyer is linked to that account/organization or project, it becomes required that all buyers that enter the same account/organization or project must also be linked.  Establish the links between buyers and valid account/organizations and projects in the Buyers screen (Materials\Configure\Purchasing).

• Explicit - This option indicates that buyers must be specifically linked to the account/organization and project entered on a purchase order line. Establish the link between the buyer and the account/organizations and projects in the Buyers screen (Materials\Configure\Purchasing).

Select this checkbox to enable the Unreleased Blanket Line Amts checkbox in the Compute and Print Purchasing Commitments screen (Materials\Process\Purchasing Commitments).

This checkbox includes blanket balance amounts in the calculation of purchase commitments. The blanket balance amount is the total blanket amount less the cumulative extended cost of all purchase order releases against the blanket order.

If this checkbox remains unchecked, the Unreleased Blanket Line Amts checkbox in the Compute and Print Commitments screen (Materials\Process\Purchasing Commitments) will be disabled. Purchase orders and blanket order releases are included in the commitment calculations.

Select this radio button to indicate that a requisition number will not be required for the purchase order line.  (With this option, you can, however, enter a requisition number for any or all of the line items.)

This radio button is selected as the system default.

Select this radio button to indicate that the RequisitionID field in the purchase order line cannot be blank.  (With this option, the system will accept any combination of characters as a requisition number.)

The Requisition ID field displays in the Enter Purchase Requisitions screen (Materials\Transactions\Purchase Requisitions).

Select this radio button to indicate that you must enter a requisition number for each purchase order line item and the requisition number must be system-validated.

(With this option, the system will verify that the requisition number exists in the Enter Purchase Requisitions screen (Materials\Transactions\Purchase Requisitions).)

Choose this selection only when all purchase orders entered in the system are associated with existing requisitions in the system or when purchase orders are system-generated from requisitions in the Enter Purchase Requisitions screen (Materials\Transactions\Purchase Requisitions).

Select this checkbox to provide a default value in the Confirming PO checkbox in the Other Information tab in the primary screen of the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders) if the majority of your purchase orders are placed verbally. You can override this default in the Enter Purchase Orders screen, as necessary.

When the PO is printed, the system will print "Confirmation" in the header of the purchase order and can be highlighted (print with  **** surrounding the message).

Do not select this checkbox if most purchase orders are not confirming orders.

If you have an address to which procured items are delivered, enter, or use Lookup to select, a valid Ship ID. The ID you select will become the default during purchase order entry in the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders).

You can override this default in the Other Defaults tab in the primary screen of the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders) and in each PO line in the table window in that screen, as necessary.

You can assign a ship ID  to a vendor in the Addresses subtask link from the Basic Info flow portion of the Vendor User Flow screen (Accounting\Maintain\Vendors and Materials\Maintain\Vendors).

You can view ship IDs in the Display Ship IDs screen (Materials\Configure\Purchasing). You can only enter a Ship ID in this field if it exists in the Display Ship IDs screen.

You can also assign ship ID information in the Branch Locations, Customers (Materials\Maintain\Customers), and Warehouses screens.

Leave this checkbox blank to suppress a default ship ID in the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders). The ship ID is required when you enter the purchase order unless it is an amount-only, two-way match PO.

Select this checkbox if you want the system to automatically calculate applicable sales or value-added tax for purchase order line items designated as taxable in the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders).

Sales or VAT tax will be individually calculated for each purchase order line item based on the item's shipping location and the corresponding tax rate.

Leave this checkbox blank to prevent the system from calculating sales or VAT tax for any line items.  You should leave this checkbox blank only when all items purchased are non-taxable and you want to suppress all tax calculations.  

If you do not select this checkbox, tax will not be calculated during purchase order entry, regardless of the taxable status designated at the line level.

You can establish purchase order line items as parts, goods, or services, with certain default values and characteristics (such as taxable status) in the Product Definition Settings screen.  

Select this radio button to indicate that the taxable status for each line item should be determined by default values assigned to the item in the Product Definition Settings screen.

This selection will default to the Other Defaults tab in the primary screen of the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders) and will also serve as a default for the PO line and can be changed, as necessary.

This radio button selection is the system default.

Select this radio button to indicate that all purchase order line items should be marked as taxable.

This selection will default to the Other Defaults tab of the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders) and will also serve as a default for the PO line and can be changed, as necessary.

Select this radio button to indicate that all purchase order line items will be provided with a non-taxable status default.

You can change the default in the Other Defaults tab of the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders) and on each applicable line item, if necessary.

Select this checkbox to save old change orders to a history file when creating a change order.

If this checkbox is left unchecked, old change orders will not be saved when new change orders are created.

Select this checkbox to enable you to change the Save Existing Change Order to History File checkbox in the Create PO Change Orders screen  (Materials\Transactions\Purchase Orders).

If this checkbox is left unchecked, you will not be able to change the Save Existing Change Order to History File checkbox in the Create PO Change Orders screen (Materials\Transactions\Purchase Orders).

Select this checkbox to provide a default for the Restrict Release Items to Items on Blanket checkbox in the Blanket Info tab of the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders).

Purchase order line items are classified as parts, goods, services, or miscellaneous items.  Select this checkbox to indicate that line items entered on blanket order releases should be restricted to the same items entered on the original blanket order. You can override this default value as necessary in the Enter Purchase Orders screen.

If you do not select this checkbox, the release items can differ from those on the blanket order.

You can change this default as necessary during purchase order entry.

Select this checkbox to provide a default for the Restrict Release Line Totals to Blanket Line Totals checkbox in the Blanket Info tab in the primary screen of the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders).  Select this checkbox to indicate that the release line total amount cannot exceed the total amount of the corresponding line item on the original blanket order. The line total amount includes any applicable discounts and sales tax.

If you do not select this checkbox, the release line total can exceed that of the blanket line.

You can change this default as necessary during purchase order entry.

Select this checkbox to provide a default for the Do Not Exceed Blanket Gross Unit Cost on Rel Line checkbox in the Blanket Info tab of the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders).  Select this checkbox to indicate that the gross unit cost of an item entered on the release cannot exceed the gross unit cost of the same line item on the blanket order.

If you do not select this checkbox, the release line gross unit cost can exceed the blanket gross unit cost.

If this checkbox remains empty, the gross unit cost on the release can exceed the gross unit cost entered on the blanket order for the same line item.

You can change this default as necessary during purchase order entry.

Select this checkbox to provide a default for the Do Not Allow Rel Amts to Exceed Total Blanket Amt checkbox in the Blanket Info tab of the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders).  Select this checkbox to indicate that the cumulative amount of all release orders associated with the original blanket order cannot exceed the total amount of the original blanket order.

If you do not select this checkbox, the release amount can exceed the total blanket amount.

You can change this default as necessary during purchase order entry.