Setting up Purchase Requisition Presets (PRP) - General

  1. Specify this information:
    Preset Code
    An identifying code for the preset.
    Preset Short Heading
    The short heading, which is used where space is limited. If this is blank it defaults to the first characters of the description.
    Preset Status
    Each static data record contains a status code that determines the current processing status of the record. A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record.
    • Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.
    • Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.
    • Suspended/Held - a suspended record.
    • Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.
    You can alter the status of a record at any time. You must use the options on the Action menu to change the status.
    Preset Description
    The full name or description of the data item or record. This is used to identify it on reports and inquiries.
    Preset Lookup
    A lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.
    Preset Type
    The type of preset required. The options are:
    • Start of document - To attach the preset to the start of the document.
    • Item - To attach the preset to an item. The item is specified in the Item Code field.
    • Prompted - To prompt the user.
    • Line number - To attach the preset to a line of the document.
    • End of Document - To attach the preset to the end of the document.
    Preset Line Number
    Number of the line within the preset. In Requisition Entry, the line is incremented automatically, so this field applies the preset to a line.
    Preset Totalling
    If this box is checked, you can total or subtotal a line value over the lines entered.
  2. Save the changes.