Purchase Order Configuration Follow

 

Use the Purchase Order Configuration window to set up your shared Purchase Order and Online Ordering Number formatting. Keep in mind that whenever an online order is created, a purchase order is also automatically generated and will share the same number.

1.        From the Purchasing menu, select Purchase Order Configuration to display the following window.

The �Purchase Order Number Format� section is used to configure how you want your PO Numbers to appear.

2.        In the �Format� field, use the drop-down menu to select the formatting you want to apply to purchase order numbers.

3.        In the �Next Sequence #� field, enter the next number that you want associated with the PO or you can keep the existing number. In this example, the next sequence number is 1012.

Based on your selection in the �Format� field, the �Sample Format� section displays an example of how the purchase order number will appear on printouts. For example, if you select �Branch Short ID & Sequence #,� the PO number will appear as YBR1012, as shown in the previous image.

The �Line Item Reference Number Format� section is used to configure unique reference numbers to identify each individual line item on a specific online purchase order.

4.        In the �Format� field, use the drop-down menu to select the formatting options for your reference number(s). Click here for details on each formatting option.

For examples of the most commonly used formatting scenarios, click here.

5.        In the �Next Line Reference #� field, enter the next number that you want associated with the PO or you can keep the existing number. In this example, the next sequence number is 1004.

6.        Select the �Use PO Reference Number and Format� checkbox if you want to disable the Line Item Reference section.

Attention: If selected, there will be no differentiation between an online order number and the individual line item numbers on that order. For example, if the Order Reference number for an online order is 1004, each individual line item number will also be 1004.

7.        Select the �Show Advanced Options on Order� checkbox if you want to always include them when you place an online order.

8.        Select the �Never do Running POs for this branch� checkbox if you want to override combining multiple POs from the same vendor onto one Purchase Order.

9.        Select the Save button.

 

 

Setting Descriptions

Format - In the Format field, use the drop-down menu to select the formatting to apply to purchase order numbers. Based on the selection in the Format field, the Sample Format section displays an example of how the purchase order number will appear on printouts.

Next Sequence # - In the Next Sequence # field, enter the next number associated with the PO or keep the existing number. Based on the selection in the Format field, if the user selected an option that includes the word Sequence #, then the Sample Format section displays an example of how the purchase order number will appear on printouts.

 

Line Item Reference Number Format - The following list of possible reference number formats is set up in the Purchase Ordering Configuration window. The Format fields in either the 'Order Reference' or 'Line Item Reference' sections have drop-down menus listing various format options from which to choose. Each option can be used alone or in combination to generate unique reference numbers that will appear in Online Ordering, View Line Detail, and Advanced Options windows.

Format Description

Note: In the following examples, Date =20020823, Ref. #. = 1000, Branch Short ID = YBR, and WO# = 2040.

Date Uses today's date in YYYYMDD format as the Order Reference #or the Line Item Reference #.

 Sample: 20020823

 Note: When selected, this is the only option that does not require you to fill in the 'Next Reference #' or 'Next Line Reference #' fields.

Branch Short ID & WO # Uses your branch's 3-character identification code to the reference number, plus the Workorder #.

 Sample: YBR2040

 Note: If a workorder number is not available, GlasPacLX will use the 'Next Reference #', by default. (e.g. YBR1000)

 Note: Branch Short ID is maintained in Branch Setup. This number is displayed in the Branch Short ID field at the bottom of this window.

Branch Short ID & WO # & Date Uses your branch's 3-character identification code to the reference number, plus the Workorder # and Date.

 Sample: YBR204020020823.

 Note: If a workorder number is not available, GlasPacLX will use the 'Next Reference #', by default. (e.g. YBR100020020823)

Branch Short ID & Reference # Uses your branch's 3-character identification code and either the 'Next Reference #' or 'Next Line Reference #'.

 Sample: YBR1000

Branch Short ID, Ref#, & Date  Uses your branch's 3-character identification code, and either the 'Next Reference #' or 'Next Line Reference #', and the Workorder #.

 Sample: YBR100020020823

WO # Uses the workorder number generated from creating a 'Quick Order'.

 Sample: 2040.

 Note: If a workorder number is not available, GlasPacLX will use the 'Next Reference #', by default. (e.g. 1000)

WO # & Date Uses the workorder number generated from creating a 'Quick Order', plus the Date.

 Sample: 204020020823.

 Note: If a workorder number is not available, GlasPacLX will use the 'Next Reference #', by default (e.g. 100020020823).

Reference # Uses the number displayed in either the 'Next Reference #' or 'Next Line Reference #' field(s).

 Sample: 1000.

Reference # & Date Uses the number displayed in either the 'Next Reference #' or 'Next Line Reference #' field(s), plus the Date.

 Sample: 100020020823.

Next Line Reference # - Use this field to generate unique reference numbers for each individual line item per specific online purchase order.

          Enter a starting number for the next line item.

          Or keep the default number generated by GlasPacLX. By default, GlasPacLX starts the reference number for the first line item you create is 1000. The next line item will be 1001.

Upon saving the settings on this window, the number that you enter here will be the first item on the next online purchase order. Thereafter, each new reference number will increase incrementally.

Tip: If you select both the 'Next Reference #' or 'Next Line Reference #' as your reference number formatting criteria, we suggest that you either offset each of the numbers so that they don't overlap or make sure to add another criteria to one of the reference numbers (Ex.Next Reference # & Date), so you can distinguish individual line items from the actual purchase order.

Otherwise, an online purchase order (Next Ref.#:1000) will have line items that start at the same number (Next Line Ref.#: 1000, 1001, 1002, etc.). The system does not make a distinction between the two types of reference numbers when running a search, so it is better to avoid the confusion.

 

Next Reference # - Use this field to generate unique reference numbers for each individual online purchase order.

          Enter a starting number for the next online purchase order.

          Or keep the default number generated by GlasPacLX. By default, GlasPacLX starts the reference number for the first order you create at 1000. The next online order created will be 1001.

 

Upon saving the settings on this window, each new reference number will increase incrementally.

Note: As the most common type of reference number, it is possible to use it as your only type of reference number. Click here for details.

Tip: If you select both the �Next Reference #� or �Next Line Reference #� as your reference number formatting criteria, we suggest that you either offset each of the numbers so that they don�t overlap or make sure to add another criteria to one of the reference numbers (Ex.�Next Reference # & Date), so you can distinguish individual line items from the actual purchase order.

Otherwise, an online purchase order (Next Ref.#:1000) will have line items that start at the same number (Next Line Ref.#: 1000, 1001, 1002, etc.). The system does not make a distinction between the two types of reference numbers when running a search, so it is better to avoid the confusion

 

Never do Running POs for this branch - Select this checkbox to not have running POs used in this branch. Note: This option overrides the Running PO Vendor option in the Vendor Maintenance window.

 

 

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