You use the Purchasing Configuration screen to configure system behavior for Purchasing. Typically, this information is configured one time and is rarely changed. It is important to understand the implications of changing any system configuration as changes can have substantial impact to how the system behaves in certain scenarios. If you need further clarification on how changing a particular system setting may impact your system, contact the Client Care Team.
Click the Purchasing Configuration link from the Main Menu to access the configuration screen. The screen has three tabs: General, Taxes and Access Privileges. See Purchasing Access Privileges for more information about the access privileges.
General Tab
Purchase Order/Requisition Defaults Section
- Bill-To Account - Default bill-to account for new requisitions and purchase orders. The bill-to account from this drop-down is only used is there is no default bill-to account set on the Add/Edit User screen.
- Contact - Default bill-to contact for new requisitions and purchase orders. The bill-to contact from this drop-down is only used is there is no default bill-to contact set on the Add/Edit User screen.
- Ship-To Account - Default ship-to account for new requisitions and purchase orders. The ship-to account from this drop-down is only used is there is no default ship-to account set on the Add/Edit User screen.
- Contact - Default ship-to contact for new requisitions and purchase orders. The ship-to contact from this drop-down is only used is there is no default ship-to contact set on the Add/Edit User screen.
- Buyer Account - Default buyer account for new requisitions and purchase orders. The buyer account from this drop-down is only used is there is no default buyer account set on the Add/Edit User screen.
- Shipping - Default shipping method for new requisitions and purchase orders.
- Space - Default space for new requisitions and purchase orders. The space from this drop-down is only used is there is no default space set on the Add/Edit User screen.
- Default Non-Inventory Checked - If checked, the non-inventory check box defaults to checked when adding a requisition item or purchase order item.
- Default Requester to User - If checked, the requester for the requisition/purchase order defaults to the signed in user's personnel account.
- PO/Requisition Department Required - If checked, the department is required for requisitions and purchase orders.
- Disable Requisitions - If checked, requisitions are not available and not used.
Email Section
- Email Purchase Order Approver Notification - If checked, an email is sent to the next user in the approval process for a purchase order. The next user is determined by the purchase order approvals configured using the defined levels and amounts. The user at the lowest level and amount above the purchase order's approval level is notified. The Access to Requisitions/Purchase Orders and Access to Requisitions/Purchase Orders by Department access privileges are also used to limit the possible recipients.
- Email Requisition Approver Notification - If checked, an email is sent to the next user in the approval process for a requisition. The next user is determined by the requisition approvals configured using the defined levels and amounts. The user at the lowest level and amount above the requisition's approval level is notified. The Access to Requisitions/Purchase Orders and Access to Requisitions/Purchase Orders by Department access privileges are also used to limit the possible recipients.
- Email Purchase Order Notification - If checked:
- When a purchase order reaches final approval (level 9), an email is sent to the buyer's email address and the email address for the user who entered the purchase order with the email address of the personal account for the user approving the purchase order carbon copied (cc'd).
- When a purchase order is placed on hold or rejected, an email is sent to the requester's email address.
- Email Requisition Notification - If checked:
- When a requisition reaches final approval (level 9), an email is sent to the buyer's email address and the email address for the user who entered the requisition with the email address of the personal account for the user approving the requisition carbon copied (cc'd).
- When a requisition is placed on hold or rejected, an email is sent to the requester's email address.
Receiving Section
- Price-Checking - If checked, the inventory PO receipt process uses the value entered into the Percent Variance field to determine if the user can receive the item. If the variance, as determined by comparing the cost on the PO receipt to the initial purchase order cost, is greater than the percent variance specified, the user receives a message warning him/her that the variance is too large.
- Percent Variance - Allowed variance, in percentage, between the cost on the PO receipt and the initial purchase order cost. Used with the Price-Checking check box.
Pricing Section
- Price-Checking - If checked, the purchasing approval process uses the value entered into the Percent Variance field to determine if the user can approve the purchase order. If the variance, as determined by comparing the current purchase price to the last purchase price (the last price for the item where the purchase order is received), is greater than the percent variance specified, the user receives a message warning him/her that the variance is too large. This process does not take into consideration purchase orders that are issued but not received.
- Require Cost on Requisition - If checked, a cost is required for requisition and purchase order items.
- Percent Variance - Allowed variance, in percentage, between the current purchase price and the last purchase price. Used with the Price-Checking check box.
- Auto-Calculation of Taxes - If checked, taxes are auto-calculated for purchase orders and requisitions. Taxes are calculated bases on the tax configuration for the selected major/minor group and supplier.
Distribution Section
- Purchase Accrual GL Account - Click the Select hyperlink to select the general ledger account for purchase accruals. This is required if using purchase accruals.
- Require GL Distribution on Purchase Order - If checked, distribution is required for the purchase order.
- Require GL Distribution on Requisition - If checked, distribution is required for the requisition.
- Use Requisition Distribution On Fill From Stock - If checked, when filling a requisition item from stock, the GL distribution for the requisition item will be used. If unchecked, the GL distribution for issue inventory transactions will be used.
- Budget Controls - If checked, budget controls are used when approving requisitions and purchase orders. The user approving the requisition or purchase order receives a warning if the amount of the requisition or purchase order plus the other unpaid requisition or purchase order lines plus previously incurred expenses exceeds the year-to-date budget amount for the fiscal period of the estimated receipt date.
Other Section
- Additional Alphanumeric Field 1 - Name of the additional alphanumeric field available during PO Receipt inventory transactions.
- Additional Alphanumeric Field 2 - Name of the additional alphanumeric field available during PO Receipt inventory transactions.
- Require Taxes - Determines if a user is warned (Warn) or stopped (Stop) if there are no withholding or non-withholding taxes on a purchase order. Select No to not require any taxes.
- Purchase Order Issue Type - UDF set for purchase orders. See Configure Custom Fields/User Defined Fields (UDFs) for more information.
- PO Contract Issue Type - UDF set for purchase order contracts. See Configure Custom Fields/User Defined Fields (UDFs) for more information.
Taxes Tab
The Taxes tab is used with requisitions and purchase orders. You can configure the system to automatically add taxes when you create a purchase order or requisition if there are no taxes configured for the supplier. To add a tax:
- Click the Add button on the Taxes tab. The Add Tax screen opens.
- Select the tax(es) to assign to the purchase order or requisition. Use Ctrl+Click or Shift+Click to select multiple taxes.
- Click the Select button. The selected tax(es) display.
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