You can access the Purchase Order Settings in the Control Panel to set your preferences for purchase order (PO) numbering, taxation, and accounting.
To access the Purchase Order Settings, click the following icon.
This will open the following form.
Number Settings
If you choose to generate your PO numbers automatically, do the following:
1/ Choose a prefix string.
2/ Choose a separator from the following options: hyphen, colon, slash, or dot. However, you can type in any character or set it to Blank (no separator).
3/ Specify the number of digits the PO number should have.
4/ Specify the start number.
If you want to enter your PO numbers manually, select the Manually enter purchase order numbers option.
Accounting
These settings are required only if you have enabled the integration with QuickBooks.
Setting | Description |
Update SI Purchase Order Number with Accounting Number when the purchase order saved* | If you want to manually enter the accounting number or an equivalent based on how you handle product purchases, uncheck this box.
If you have enabled the integration with QuickBooks and want to overwrite the SI PO number with the accounting number from QuickBooks, select this checkbox.
This way, both the number and accounting number fields will display the same value as QuickBooks. |
Export SI purchase order items with UOM units > 1 to QuickBooks Desktop with UOM = each and quantity = UOM units** | This option will export items to QuickBooks POs with the following:
This only works for QuickBooks Desktop, not QuickBooks Online (QBO). |
*Purchase Orders can have two numbers associated with them. The SI PO number (labeled "Number") and an accounting PO number (labeled "Accounting Number").
The accounting number is automatically populated when the PO is sent to QuickBooks. However, you can also manually enter a value here if you are not using QuickBooks, and this setting will apply.
**There is a Unit of Measure (UOM) setting for products in your SI catalog, explained here, for when you purchase the items in a different unit than you sell them for.
Add Items to Purchase Order
When adding items to a PO, three options exist for setting the default product cost displayed on the Compare Product Cost with Catalog form.
The Compare Product Cost with Catalog form displays products with pricing differences between the unit cost value in the project or service order and the Unit Cost or Purchase Cost field(s) in your catalog. This is to warn you of the differences and let you choose which cost to use for ordering. If you want to make no changes, click Cancel on this form.
Catalog Purchase Cost—This is the recommended default, as it will use the Purchase Cost field (if populated) for the Preferred Vendor field (if populated) for the product in your SI catalog.
This option is good if you are connected to Vendor Partners for updated pricing.
If this option is selected and a Product does not have a purchase cost set, or the purchase cost is 0, the catalog unit cost will be the default selection for the product in the "Compare Product Cost with Catalog" form.
Catalog Unit Cost - This option sets the default value for all products to use the catalog unit cost. If the catalog unit cost is set to 0, the catalog purchase cost will be used (if populated); otherwise, the project unit cost or service order unit cost will be set for the product.
This option is good if you are not connected to vendor partners and rely on the pricing in your catalog to be the most up-to-date.
Project/Service Order Unit Cost - This option sets the default value for all products to use the unit cost from the project or service order.
It's a good option if you have project-specific or service order-specific pricing and want to use the unit cost from the project or service order when placing an order.
Use Tax
Here, you can decide whether or not to include use tax on products when they are added to purchase orders.