Setting up the Purchase Order company

This procedure shows you how to set up the purchase order company.

To set up the purchase order company

  1. Access PO Company Setup (PO01.1).
  2. Add a company number and description.
  3. Set up parameters for the Purchase Order company on the Main tab. Use the following guidelines to enter field values.
    Procurement Group

    Select a procurement group to assign to your Purchase Order company.

    Require Unit of Measure

    Select if a unit of measure is required for purchase orders issued by the company.

    Reopen Closed PO

    Define whether a closed PO can be reopened or not.

    Reopen Closed PO Line

    Define whether a closed PO line can be reopened or not.

    Default Freight Terms

    Select a default freight term to describe the terms of freight on a purchase order. You define freight terms using Freight Terms (PO06.1).

    Add On Cost Close Days

    If add-on costs are automatically added to a purchase order, but later do not appear on the invoice, this field allows the application to cancel the add-on costs automatically after the specified number of days, so long as there is no other activity and all other processing is complete.

    Process Level Required

    Select whether every purchase order created using this company must contain a process level.

    Def Process Level from Header Ship To

    Select whether a process level is to default directly onto a purchase order, based on the purchase order header location.

    Strategic Sourcing

    If you have the Strategic Sourcing application, this display field indicates whether Strategic Sourcing is implemented for this Purchase Order company. This flag can only be set in the Strategic Sourcing application.

    For more information, see the Strategic Sourcing User Guide.

    PO Auditing

    Select when to audit PO changes (before or after final issue).

    Commitments Processing on PO Unrelease

    Select whether to keep your commitments or delete them.

    Keep commitments when you want to keep commitments and the funds allocated to your project cannot be used by another unit.

    Conversely, select Delete commitments when you want the funds allotted to your project to re-pass through the existing budget edits upon re-release. This means that commitments are deleted upon unrelease, and another unit may use those funds for purchase orders that are ready to be released.

    Audit Rules button

    Click this button to define which fields are to be audited (header data, line data, miscellaneous/line add-on charges, and spread add-on charges). In addition, you can audit changes based on the type of action performed (add, change, delete, cancel, and backorder cancel).

    Default Rules button

    Click this button to set defaulting options for creating purchase orders and requisitions.

    The following tabs are available for setting up default options:

    • Cost Default (set up defaulting for costs) - you must set up Cost Default rules, however, the remaining tabs are optional.

    • Account Unit Default (set up accounting unit defaulting for requisitions and purchase orders)

    • Account Default (set up account defaulting for requisitions and purchase orders)

    • Activity Default (setting up activity defaulting for requisitions and purchase orders)

    • Account Category Default (setting up account category defaulting for requisitions and purchase orders)

    • Vendor Default (set up vendor defaulting for requisitions and purchase orders)

    • Vendor Purchase From Default (set up vendor purchase from defaulting for requisitions and Replenishment by Requisition PO's (IC142) replenishment)

    • Single Document to PO (set up defaulting for when you are creating a single purchase order from a single requisition or customer sales order)

    User Fields button

    Click this button to specify what kind of data (alpha, date, amount, and numeric) exists in the user fields for requisition headers and lines, and purchase order headers and lines.

  4. Set up PO code processing parameters on the PO Code tab. Use the following guidelines to enter field values.
    Note: You choose manual entry or the default method, but not both.
    Allow Manual Entry

    Select whether you allow manual entry of PO codes.

    You can specify manual entry for All Documents (A) or Purchase Orders Only (P), or you can specify No (N).

    Default Method

    Select whether to default PO codes from the Inventory Location, Requesting Location, Vendor Location/Vendor, Buyer Group, or System.

    If you select to default PO codes from a system (application), you must indicate what PO code to default. You can default PO codes from the Purchase Order, Vendor Returns, Inventory Control, Requisitions, Order Entry, or Case Carts applications.

  5. To specify numbering defaults for purchase orders and purchase order codes, select the PO Numbering tab.
  6. To specify how the PO will be printed, select the PO Issue tab. Use the following guidelines to enter field values.
    Print Requesting Location on Lines

    Select whether the requesting location, deliver to, and quantity should appear on PO lines for paper, fax, and e-mail purchase orders.

    Print Item Detail on PO

    Select whether the match detail key appears on the PO line.

    Revisions Include

    Specify which information will be included when you re-issue a revised purchase order. You can include only the revised information (Revisions Only) or the whole PO and the revisions made (Revisions Complete). You can also choose not to include any information and just re-issue the PO (Reissue).

    Print Vendor Contacts from PO

    Select if vendor contract information (selected at the PO header level) is to print all the details on the purchase order header. Details include name, telephone number, comments, address, fax, and mobile phone number.

    Default Print Form

    Select the default form that will be used to print the purchase order.

    Default Orientation

    Select the default orientation (landscape or portrait) of the printed PO.

  7. Click the Procedure Info Output button to access PO01.5. These settings control the patient procedure information output for Print and EDI issue methods. You can select whether to mask procedure information on some fields with leading asterisks (for example *****1234)
  8. To enter information about the billing address, contact person, and other billing details, select the PO Bill To tab. Use the following guidelines to enter field values.
    PO Bill To Name

    Type the name of the person or company to which the billing is issued.

    Address 1

    Type the first line of the address to which the billing is sent to.

    Address 2

    Type the second line of the address to which the billing is sent to.

    Address 3

    Type the third line of the address to which the billing is sent to.

    Address 4

    Type the fourth line of the address to which the billing is sent to.

    City or Address 5

    Type the city or the fifth line of the address to which the billing is sent to.

    State or Province

    Type the state or province to which the billing is sent to.

    Postal Code

    Type the postal code of the address to which the billing is sent to.

    Country

    Type the country to which the billing is sent to.

    Country Code

    Select the country code of the country to which the billing is sent to.

    Contact

    Type the contact for the Bill To address that is in the purchase order header.

    Telephone

    Type the phone number of the person or entity to which the billing is sent to.

    E-mail

    Type the e-mail of the person or entity to which the billing is sent to.

  9. To specify information about the receiving process and receiving documents for the company, select the Receiving tab. Use the following guidelines to enter field values.
    Undershipment Cancel Percentage

    Type the quantity undershipment percentage for automatic back order cancellation which takes place at receiving time.

    Overshipment Percentage

    Type the quantity overshipment tolerance percentage for receiving buyer messaging which takes place at receiving time.

    Disable Overshipment Messages

    Select whether your company policy is to accept all shipments or if you want buyers to be notified of overshipments.

    If the flag is set to Yes, overshipment tolerances are ignored and buyer messages are not generated for excess overshipments.

    Overshipment Budget Edit

    Select whether the editing of AC and GL budgets for excessive shipments when receiving is allowed. Choosing Yes also allows editing of receiving adjustments.

    Package Tracking Level

    Select whether you want package tracking to occur and the level.

    Blank means that package tracking is not being used, H means that tracking is at the header level, L means line level, M means Enable MSCM/RAD tracking.

  10. To specify information about return documents for the company, select the Returns tab. Use the following guidelines to enter field values.
    Last Return Number

    Type the number that you want the Purchase Order application to recognize as the last document number assigned to a return.

    The number you type tells the Purchase Order application to assign this number plus one to the next automatically-numbered return.

    Reason Code Required

    Select whether you want a reason code associated with a return document. The reason code indicates why the goods were returned.

    Return Stock to Inventory on Cancel

    For vendor returns, select whether to return items to inventory when a return line is cancelled.

    This field is available for inventory items only.

    Note: Lawson recommends that you not revise cost default parameters once they are defined.
  11. To assign kinds of comments that you want to automatically default onto purchasing documents, select predefined comments in the Comment Types tab.

Related reports and inquiries

To Run
Print a list complete list of vendors for your company PO Vendor Master Listing (PO210)
Print a list of standard comments defined for your company Standard Comments Listing (PO212)
Print purchase order parameters defined for your company Company Listing (MA200)
Print a listing of buyer groups Buyer Group Listing (PO203)
Print a list of all buyers for your company Buyer Master Listing (PO204)
Print a list of freight terms defined for your company Freight Terms Listing (PO206)
Print a list of the add-on costs defined for your company Add on Charge/Allowance Listing (MA208)
List vendor groups Vendor Group, Company Listing (AP200)
List vendor information Vendor Listing (AP210)
Audit changes made to all fields on Default Rules (PO01.4) PO Default Rules History (PO68.1)
List default rule auditing changes Default Rule Audit Log (PO268)