Purchase Order Setup Guide

Overview

This guide covers the setup of the Purchase Order (PO) application. The Purchase Order application covers the creation and processing of purchase orders for stock inventory, miscellaneous items, or services. The Purchase Order system is deeply integrated with the Inventory Control, Advanced Inventory Control (Coil & Lot tracking), Order Entry (Sales Orders), Project Management, Task Management, Accounts Payable, and Accounting applications. The Purchase Order application setup should be completed after the System Manager Setup Guide and the General Ledger Setup Guide have been completed to avoid running into any roadblocks.

A solid understanding of the client's inventory accounting model is required to accurately set up the Item Master OHF records and Purchase Order default accounts.

Initial Setup

Establish the Authorized Buyers

Assign the 'Buyer in PO System' attribute to all employee contact records that should appear in the Buyer drop-down list.

• The POUSERISBUYER CID Setup Option will set the logged-in user as the buyer for any new PO, as long as the logged-in user has the 'Buyer in PO System' attribute.

• The CONFUSER CID Setup Option will default the UserID of the logged-in user in the Confirm To field for any new PO record.

Purchase Order Form(s)

The customer should provide 5 (or more) voided check forms for each AP Bank Account to use for check alignment testing. CIDs copied from a MASTER CID should contain 5 different starter check layouts.

• Choose the layout that is closest to the customer's check form and customize as needed.

• Get customer approval on the AP Check form.

• Delete any unnecessary check form files once the AP check form is finalized.

AP Pre-Paid Check Form(s)

The PrePay Check form is a separate form layout file from the AP Check. Confirm whether or not the customer will be using pre-paid checks.

• If using, set up a custom pre-pay check form and verify with the customer.

Verify the Correct Version of Voucher List is Set Up

• New customers should be using Voucher List V10. The version shows in the bottom left corner of the screen.

• The NEW10DOCVAULT option should be enabled, and the NEWDOCVAULT option should be disabled.

• Non-Hosted customers must install and register the GDVIEWER.OCX control on each workstation that will be accessing the Voucher List screen. The GDVIEWER OCX control is also required for some features of the Doc Vault application. Hosted users will already have the control installed and running at the server level.

Verify the APPASSTHRU Item Exists in Item Master

The APPASSTHRU item is used for converting AP to AR transactions. It should have been imported during the initial CID setup.

Review and Update Rule Maintenance Records

1099 Types (TYPE1099)

The TYPE1099 rule defines the valid 1099 reporting types that can be assigned to vendors in the Remit To attribute. The 1099 Type can also be set at the AP Invoice level if setup option APMULTI1099 is enabled. The rule from the MASTER CID contains the most common 1099 types needed for most customers. Notify the MASTER CID System Administrator of any valid new 1099 types that need to be added to the MASTER CID rule.

AP Check Overflow (APCHKOVERFLOW)

The APCHKOVERFLOW rule controls when and how paid invoice details that exceed the number of available lines on the check stub are handled. If the Print Details option is checked, the overflow message will NOT print on the stub, but the allowed number of invoices will print. If the Print Details option is unchecked, and the check form is correctly set up to print the overflow message, ONLY the overflow message will print on the stub.

• The 'll_printoverflow' expression is used as a Print When on the check form to control printing/hiding of invoice details and the overflow message.

AP Voucher Stamps (VOUCHSTAMP)

The VOUCHSTAMP rule allows users to create custom image overlays that can be 'stamped' on to AP Voucher documents in the Voucher List screen. The stamps are saved with the document in the Doc Vault.

Doc Vault Drop Folders (DROPFOLDERS)

Review the drop folder entries for AP Invoice and AP Voucher.

Terms of Payment Codes (TERMS)

The TERMS rule controls the valid terms of payment for both the AR and AP applications. Reconcile the entries against the customer questionnaire and the Open AP Invoice import data (if customer's data includes payment terms). Add any needed terms and delete any terms that are not needed. Too many TERMS options generally add user confusion and can create invoice records with unwanted terms.

Review and Complete Additional Accounts Payable Setup

Set up Templates and Recurring Payables

Discuss AP Invoice Templates and Recurring Payables with customer.

• Set up any templates and/or recurring payables as needed with the customer. Use the Recurring Order WIki as a reference for the recurrence codes.

Set up Credit Card Vendors

Discuss how the customer wants to handle credit card charges and credit card invoice payments. Determine if they will be using the Merge CC Invoices process.

• If the customer will be using the CC process, set up all credit card vendors with the 'Credit Card Vendor' Org Attribute, and set the default Pay Priority to 'C' in the Remit To record.

Scrub and Import Open AP Data

Refer to Accounts Payable Conversion Guide (UNDER CONSTRUCTION) for detailed information on the import and reconciliation process.