Preferences: Purchasing
The Purchasing functional area is used to store all Vendor data and enter all purchasing transactions. The main tasks performed include maintaining vendor data, importing and/or entering AP Invoices, and building AP check and payment batches to pay vendors. The Purchasing functional area integrates with the Financial, Fisherman Accounting, Grower Accounting, and Sales Program functional areas. The purpose of the Purchasing Preference Page is to configure how these features work. From here, users can set defaults, identify which features are used, and how the enabled features perform.
Software Version: 2023.09.29 and newer
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| Toolbar Icons | Description |
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| Grid Layout | Opens the Saved Grid Layout menu that allows the user to select another saved layout, create a new layout, save changes to a layout, or assign a saved layout as the default for the page. Once changes are made to a grid, such as columns are added or removed, the user can click the Saved Grid Layout icon and save the changes to the grid layout and name the new layout. The new layout can also be set as the default, instead of the System View. This is useful for creating specific views to separate master files or transaction types (i.e. Invoice specific vs. Credit Memo specific).
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| Help | Opens the online WIKI help page for the current page.
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| Save | Saves all changes. |
| Fields | Description |
| Preference Name | Identifies the Preference that is being setup. |
| Value | A text box or lookup to set the value of the preference. Preference values are always editable and can be changed at any time, unless otherwise specified. |
| Preferences | Description |
| Payment | |
| Accounts Payable ACH Remittance | A single-select standard lookup to indicate the name of report used for AP ACH Remittance forms. This defaults to blank and is not required to save the preference. However, in order to make an ACH payment to a Vendor, this field must be populated. If missing, the message "You are missing the Purchasing preference value for "Accounts Payable ACH Remittance". Please fill in this preference before proceeding with a payment run." will be displayed when the 'Process Payments' icon is selected from the Vendor Balances page. This lookup contains a list of all deployed Reports. |
| Accounts Payable Check | A single-select standard lookup to indicate the name of report used for AP checks. This defaults to blank and is not required to save the preference. However, in order to print a check to a Vendor, this field must be populated. If missing, the message "You are missing the Purchasing preference value for "Accounts Payable Check". Please fill in this preference before proceeding with a payment run." will be displayed when the 'Process Payments' icon is selected from the Vendor Balances page. This lookup contains a list of all deployed Reports. |
| Purchasing Defaults | |
| Default Invoice, Credit & PO UOM | A single select lookup to assign a default UOM to be used on AP Invoice, AP Credit Memo and Purchase Order records for a line item. This defaults to 'Each', is not required and can be changed at any time. |
| Default GL Date from current date if transaction date is in a closed Fiscal Period | A Yes/No lookup to identify how GL Date defaults if the transaction date is in a closed fiscal period. This property is required, defaults to “No” and can be changed at any time. This preference will not override a manually entered GL Date, either from the record view or mass update.
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| Payroll Deduction Code for Employee Distributions | |
| Document Management Query URL for Individual Transactions | |
| Document Management Query URL for Multiple Transactions | |
| Settlement Defaults | |
| Default Vendor Checkbook ID | A single select standard lookup to assign a default checkbook to be used on new AP Check Batches. This defaults to blank, is not required, and can be changed at any time. This lookup contains a blank value, the current assigned value, and a list of all the 'Active' Checkbooks from ERPx_ERPx_MFCheckbook |
| Vendor Items | |
| Add Vendor Items Invoiced X times | A numeric textbox that specifies the number of times that Vendor Items have to be invoiced to be automatically added to the Vendor record. This is a text box that is required. If missing, the message "Add Vendor Items Invoiced X times is required" will be displayed on Save. This value must be a positive, whole number. Else the message "Add Vendor Items Invoiced X times must be between 1 and 1000" will be displayed on Save. This field defaults to "2", is always editable and only 'Inventory' type items will be automatically added. The purpose of this preference is to provide a way to ensure the most typically ordered/invoiced items are added to the Vendor Items tab on the Vendor master file and not items that may have been accidentally ordered/invoiced or that are seldom ordered/invoiced. For example, if the value is set to "3", the item would have to be invoiced by the Vendor at least 3 times before it will get auto-added to their list of Vendor Items. |
| Add Vendor Items Invoiced in the past X days | A numeric textbox that specifies the number of days that Vendor Items have to be invoiced to be automatically added to the Vendor record. This is a text box that is required. If missing, the message "Add Vendor Items Invoiced in the past X days is required" will be displayed on Save. This value must be a positive, whole number. Else the message "Add Vendor Items Invoiced in the past X days must be between 0 and 1000" will be displayed on Save. This field defaults to "365" and is always editable. The purpose of this is provide a way to ensure that only the most typically ordered/invoiced items are added to the Vendor Items tab on the Vendor master file and not items that may have been ordered/invoiced a long time ago and are not currently being ordered. For example, if it is set to "90", the item would have to be invoiced by the Vendor within the past 90 days for it to be auto-added to their list of Vendor Items. |
| Auto Remove Vendor Items | This is a Yes/No lookup to specify whether or not Vendor Items are removed if they no longer meet the same criteria that auto-added them. This defaults to "No", is required and is always editable.
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