Revised: 10/30/2013
Go to Settings>>Purchase Order Settings.
The purchase order settings file controls some areas of the purchase order with regard to how they work and also stores information on last numbers used and formats.
At the top of the view are functions such as save and close. For more information on functions, click here.
Enter the current year in this field. Purchase Orders numbers will be prefixed with the year.
Enter a number to serve as the last purchase order number used in this field. The system will automatically assign purchase order number based on the last number used. The number may be reset on a yearly basis, if desired.
Place a check mark in this field to have the system prefix every purchase order number with a class code. Class codes are setup in the Class Code Master and entered on the main screen of the purchase order entry.
Select one of the following from the drop down list.
In House
Purchase Order
Requisition
Classes are set up and maintained in the class master. When the classes have been set up, enter or select the default class for this field.
Pay Groups are set up and maintained in the Pay Group Master. When the pay groups have been set up, enter the default pay group in this field.
Deliver-To-Locations are set up and maintained in the Deliver-To-Location Master. When locations have been set up, enter the default location in this field.
Enter or select the default general ledger number for purchase orders.
Enter a character to allow blank item numbers.
For example:
*
Select the appropriate interface option from the list as follows:
Accounts Payable
Job Costing
No Interface
Sales/Order Invoicing
Work Order Maintenance
Check with your Horizon Implementation Person to determine the best option for your company.
Enter an amount for the default markup.
Enter the vendor number to default to when there is none assigned.
Select one of the following options:
Account Number Required
Account Number NOT Required
Account Number Required Plus Tracking
Enter Sell Price
Class Required
Department Required
Department Mode
Item Detail
Print Receiving
Print Inventory
Turn GL Off
Allow Posting of Non-Printed PO's
Post by User
Item Required
Print Job
Place a check mark in the Allow Deletion of Initial Purchase Orders field, if this should be allowed.
Place a check mark in the Allow Deletions of Posted Purchase Orders field, if this will be allowed.
This field controls which purchase order form is printed. Purchase orders will not print out without a format assigned. If you do not know which format fits your needs, please call your Horizon implementation person or the Horizon Help Desk to assist you.
This field controls which receiving form is printed. The receiving forms will not print out without a format assigned. If you do not know which format fits your needs, please call your Horizon implementation person or the Horizon Help Desk to assist you.
This field controls how emails will look and function within the Materials Management Program. If there is no format assigned here, please call the Horizon Help Desk to assist you.
Enter or edit company information as it should appear on Purchase Orders on these lines. Lines that are not needed may be left blank.
For Example:
Line 1 = Company Name
Line 2 = Address line 1 or additional company name information if needed.
Line 3 = Address line 1 or 2
Line 4 = City, state and zip code
Line 5 = Phone number and fax number or leave blank
Entering a name in this field will change the name of the Department field in Purchase Order Entry and Purchase Order Department Master to the name entered here. If this field is left blank, the default name of Department will be used in the program.
For Example:
If Community is entered here, the name of the Department field in Purchase Order Entry will be Community instead of Department. And the name shown on the view of the Purchase Order Department Master will be Purchase Order Customer Master.
Enter a abbreviation for the name entered in the Department Long field. This name will be used where an abbreviation for Department is used in the program. If this field is left blank, the default abbreviation will be used in the program.
Select one of the following email options:
Current Client
Internal
Enter your email server information.
For Example:
mail.horizon-is.com
Enter a default from email address.
For Example:
Enter a default subject for the email.
Enter a default message for the email.
Depending upon your settings, this area may not be available for viewing or editing.
Select one of the following printing options:
Approval Required for Printing
Print Draft PO Only
Printing Allowed
Enter the name of the person who is to approve the purchase orders. This field may be left blank if printing approval is not required.
Enter the title of the person who is the first approver. This field may be left blank if printing approval is not required.
Enter the name of the person who is second to approve purchase orders. This field may be left blank if printing approval is not required.
Enter the title of the person who is the second approver. This field may be left blank if printing approval is not required.
Select one of the following options:
Order as Defined
Any Order - Both Required
Any One Required
Check this field if the purchase order has to be re approved because the quantity on the purchase order was changed. This field may be left blank if printing approval is not required.
Check this field if the purchase order has to be re approved because the price was changed on the purchase order. This field may be left blank if printing approval is not required.
Check this field if the purchase order has to be re approved because a line was added to the purchase order. This field may be left blank if printing approval is not required.
Place a checkmark in this field if approval is required before a payment is made; leave blank if approval is not required..
Select one of the following approval options:
Payment Approval Not Required
Payment Approval Required - Change Allowed
Payment Approval Required - No Changes
Enter the name of the first person who is to approve payments. This field may be left blank if approval is not required.
Enter the title of the first person who is to approve payments. This field may be left blank if approval is not required.
Enter the name of the second person who is to approve payments. This field may be left blank if approval is not required.
Enter the title of the second person who is to approve payments. This field may be left blank if approval is not required.