Use the General tab to establish company-specific policies and requirements for tracking items, purchasing, and shipping.
Automatic Add Section
| Field | Description |
|---|
| Items
|
Select this check box to permit users to add an item that has no record in
.
|
| Ship-Via
|
Select this check box to permit users to add a ship-via code that is not shown on the Ship-Via grid on the Ship tab of
.
|
| FOB
|
Select this check box to allow users to add a free on board code that is not shown on the FOB grid on the Ship tab of
.
|
Required Date Section
| Field | Description |
|---|
| Cost Distribution in P.R./R.F.Q.
|
Select this check box to require users to specify at least one project on a purchase requisition's or request for price quote's Cost Distribution tab before they can send it to an approver for approval.
Leave this option cleared to permit an administrator to specify cost distribution information when they post the accounts payable voucher.
|
| Requisition/RFQ Number in P.O.
|
Select this check box to have Vision put the requisition or request from price quote number into the purchase order when the purchase order is made from a purchase requisition or request from price quote.
|
| Cost Distribution in P.O.
|
Select this check box to require the entry of at least one project (on the Default Distribution tab of the Purchase Orders form) to which the purchase order's cost will be distributed. This is required before you can send a purchase order to an approver for approval.
Leave this option cleared to permit an administrator to enter cost distribution information when they post the accounts payable voucher.
This setting is ignored when you enter an item on a purchase order with a category type of Equipment or Capital Items. These types of items always require that you enter one project on the Default Distribution tab on the Purchase Order form.
|
| Reason Code in Change/Cancel P.O.
|
Select this check box to make it necessary for users to select a reason code when they create a change order or cancel a purchase order.
|
| Quality Code in Receiving
|
Select this check box to make it necessary for users to specify a quality code for an item when they enter the rejection of the item's receipt.
|
Miscellaneous Section
| Field | Description |
|---|
| Modify Default Item Category
|
An item's category determines the general ledger accounts that Vision uses in transactions related to this item. If the item is an inventory item, its category specifies an inventory account.
This check box is usually selected, to permit users to change data in the
Category column regardless of the
Item number when they add an item to the Line Items tab grid of Purchase Orders, Purchase Requisitions, and Requests for Price Quote.
Deltek recommends that you leave this check box cleared to block users from changing the item category shown in the
Category column, and to be sure that it shows the value that is specified in
.
|
| Modify Ship-To Address
|
Select this check box to:
- Add
[Other] in the
Ship To drop-down list on the Shipping tab of Purchase Orders. Users can select
[Other]
to make the fields on the tab active. They can use the fields to enter a ship-to address that is not shown on the Ship-To grid on the Ship Tab of the Purchasing and Inventory Company Settings Form.
- Make the
Enable Drop Ship to Client option active.
|
| Enable Drop Ship to Client
|
This option is active if the
Modify Ship-To Address check box is selected.
Select this check box to show client and client address fields on the Shipping tab of Purchasing forms. Vision uses this data when the items are being shipped directly to the client, and it is not necessary for the user to enter data in the [Other] fields.
|
| Modify Shipping Contact and Email
|
Select this check box to permit users to change the
Contact and
Email fields on the Shipping tab of Purchasing forms. This makes it unnecessary for users to enter a separate Ship-To address when the contact information changes for a ship-to location.
|
| Print Vendor Minority Status on P.O.
|
Select this check box to put the vendor's minority status on printed purchase orders.
|
Defaults Section
| Field | Description |
|---|
| Bill-To
|
After you define the bill-to codes on the Bill tab, use this field to select the bill-to code for the address you want to specify as the usual address for new purchase orders.
|
| Ship-To
|
After you define the ship-to codes on the Ship-To grid of the Ship tab, select the ship-to code for the address you want to specify as the usual address for new purchase requisitions, requests for price quote, and purchase orders.
|
| Order Days
|
Enter the usual number of days for Vision to use in calculating an item's default
Due Date.
|
| Request Days
|
Enter the usual number of days for Vision to add to
Date on the General tab of Request for Price Quote to calculate the usual
Due Date on the Items grid of Request for Price Quote.
|
Approvals Section
In this section, specify whether or not you want purchase requisitions, request for price quotes, or purchase orders (including change orders and release orders) to go through an approval process. If you want them to go through an approval process, you also specify the approval workflow to use. You set up approval workflows in
. Only approval workflows with an active status can be selected in the drop-down fields in this section.
After you select the check boxes in this section to turn on an approval process and enter an approval workflow, when you click
Save on this form, any time that employees enter a purchasing record and click
Submit on the toolbar of the Purchasing form, the approval process will begin.
If you decide to stop using an approval workflow after you have been using it and you clear the check box in this section: You receive a message that lets you know the number of in-progress approvals. When you continue and save the change, the in-progress approvals will remain in-progress. You can finish processing them in the Purchasing application by clicking
Submit, which automatically approves them.
If you have been using an approval workflow for a Purchasing application and you want to use a different approval workflow: When you select a different approval workflow for it in this section, you receive a message that lets you know the number of in-progress approvals. When you save the change, those in-progress approvals are restarted and begin again with step 1 of the new approval process.
| Field | Description |
|---|
| Use Approval Workflow for Requisitions
|
Select this check box if you want purchase requisitions to go through a review and approval process before they can become purchase orders. From the drop-down list in the field beside the check box, select the approval workflow (from Approval Workflows Configuration) to use.
|
| Use Approval Workflow for RFQs
|
Select this check box if you want request for price quotes to go through a review and approval process before they can become purchase orders. From the drop-down list in the field beside the check box, select the approval workflow (from Approval Workflows Configuration) to use.
|
| Use Approval Workflow for Purchase Orders
|
Select this check box if you want purchase orders, change orders, and release orders (for blanket purchase orders) to go through a review and approval process before they can be final printed. From the drop-down list in the field beside this check box, select the approval workflow (from Approval Workflows Configuration) to use for purchase orders.
When you select this check box, the
Approval Workflow for Change Orders and
Approval Workflow for Releases
fields are enabled.
|
| Approval Workflow for Change Orders
|
This field is enabled when you select the
Use Approval Workflow for Purchase Orders check box.
From the drop-down list, select the approval workflow (from Approval Workflows Configuration) to use for change orders.
|
| Approval Workflow for Releases
|
This field is enabled when you select the
Use Approval Workflow for Purchase Orders check box.
From the drop-down list, select the approval workflow (from Approval Workflows Configuration) to use for release orders for blanket purchase orders.
|
Next Numbers Section
| Field | Description |
|---|
| Purchase Requisition Number
|
Enter the next number that Vision is to use in auto-numbering purchase requisitions for this company. If the number you enter was used before, Vision uses the next available number.
If you have multiple companies in Vision, each company has its own numbering system, so you must open this tab for each company and specify a number for that company.
|
| Price Quote Request Number
|
Enter the next number that Vision is to use in auto-numbering requests for price quotes for this company. If the number you enter was used before, Vision uses the next available number.
If you have multiple companies in Vision, each company has its own numbering system, so you must open this tab for each company and specify a number for that company.
|
| Purchase Order Number
|
Enter the next number Vision is to use in auto-numbering purchase orders for this company. If the number you enter was used before, Vision uses the next available number.
If you have multiple companies in Vision, each company has its own numbering system, so you must open this tab for each company and specify a number for that company.
|
User Defined Labels Section
| Field | Description |
|---|
| Extra Amount 1
|
Enter a maximum of 40 characters to define a label for the first extra amount.
IMPORTANT: After you start using an
Extra Amount field, you cannot remove the entry in its label field.
|
| Extra Amount 2
|
Enter a label for the second extra amount.
|
| Extra Amount 3
|
Enter a label for the third extra amount.
|
| Extra Amount 4
|
Enter a label for the fourth extra amount.
|
| Extra Amount 5
|
Enter a label for the fifth extra amount.
|
Check Box
| Field | Description |
|---|
| Modify Not to Exceed Values via Change Order
|
Select this check box if you want to allow users to change the not-to-exceed (NTE) amount and the end date of the agreement (Period To date) on a change order for blanket and service type purchase orders. When you select this check box, a
Not to Exceed Change Amount field and a
Revised Period to Date field display in the Change/Cancel Order grid on the General tab of the Purchase Orders form in
.
|
