When a buyer generates a Purchase Order, it is created as a temporary order until it is approved. These orders will be created with a prefix to distinguish them as temporary until approved. As a temporary order, the document cannot be printed, nor will the order be considered as supply for Material Requirements Planning considerations. When a PO undergoes a revision that changes schedules, quantities, and/or pricing, the order returns to temporary status until approved.

Note: These changed orders retain their current prefix (they do not revert to the temporary prefix).


Approvals Required

 

The company has the option to declare whether one or two approvals are required in order for a PO to be approved. If the user chooses to include two approvals, one of the approval users must have final approval authority. 

Approvals Based on P.O. Value 

 

This will allow the PO to be approved based on the PO value.  
Require Approval For Date Change or Notes

 

This gives the user the option to require or not require approvals when date changes or note changes are made. If "no" is checked, the user can edit notes without going into edit mode on the PO record. Additionally, if "no" is checked, any changes made to the notes will not be recorded in the "View Changes History" screen.  (This includes PO Item Master Notes, PO Item Notes, PO Notes, and PO Footnotes).

 

Default Overage %  

This is a default percentage applied to each order as it is placed, but it may be overridden at the time the order is created. If material is received whose quantity exceeds the ordered amount by this percentage, the Receiving Department cannot receive the material until the order is modified by Purchasing.  

Days beyond which early receipts are rejected Enter the number of days allowed for early receipt (from the PO Scheduled Date) based on work days. This is a provision for the restriction of PO early receipt. The default for this field is 30 days.
Allow to Change AVL Upon Receipt

 

This will allow users within Purchase Order Receiving to change the AVL selection (based on the available AVLs that currently exist within Inventory Control for that part) upon accepting the parts into inventory. 
Use PO Dock Receiving

 

If checked, this indicates that a two-step receiving procedure (Dock Receiving and PO Receiving) will be used. If unchecked, a one-step receiving procedure (PO Receiving only) will be used.
Default Number of Copies

 

Enter in the number of copies you would like the system to create per PO.
Auto Approve PO when Importing from XL

 

If this box is checked, the system will automatically approve all POs when they are uploaded. If this box is not checked, all POs will be uploaded as "NEW" and users will be required to approve them within the Purchase Order Management module.
Auto Assign New Change Order # Upon Approval

If this box is unchecked: When the user makes changes, the Changer Order number will remain the same and the system will offer a prompt allowing the user to manually assign a CO number if applicable. 

If this box is checked: The user will not have the option to manually assign a new CO number (the CO number field will not be editable). 
 
Note: If auto-assign is enabled, the next Change Order will be referenced in the Change History and the PO Change Order will not increase until approved. If auto-assign is not enabled, the Change Order will be referenced as whatever Change Order the user enters.
 

Allow Partial Schedule  without a question

 

If this box is unchecked: Upon saving a PO with only a partial schedule, the user will receive a popup warning them that they have not scheduled all the order quantity and asking if they would like to finish scheduling it.

If this box is checked: The system will not ask any questions when saving a PO with only a partial schedule.  
Print Labels upon PO Receipts in BC

 

If this box is checked: Receiving label will be printed on the receipt using the PO Bar Code Receiving module. 


Print BOM Addendum for all "MAKE" parts on the Selected POIf this box is checked: When users add a MAKE/BUY part to a supplier's PO, the system will print a "BOM indented with AVL" report as an addendum to the PO form. Each BOM will be printed as a separate report and will reference the PO and item. If the AVL on the approved vendor list for any of the items on the BOM happens to be checked as "disallow to buy," this AVL will not be included within the addendum to the PO.

 

When a non-inventory item is being purchased, the user must indicate the General Ledger MRO receiving numbers if Accounting is used.