Synergetic Financial Configuration - Business Units - Purchase Orders sub-tab

Modified on Mon, 20 Apr at 12:05 AM

Use the Purchase Orders sub-tab of the Business Units tab to configure purchase orders that you send to suppliers.

Opening the Purchase Orders sub-tab

To open the Purchase Orders sub-tab:

Select Module > System > Finance Configuration Maintenance from the main menu.
The General tab of the Synergetic Financial Configuration window is displayed.
Click the Business Units tab.
The Business Units tab of the Synergetic Financial Configuration window is displayed.
Tip: You can also open the Business Units tab by selecting System > Business Unit Maintenance from the main menu.
Click the Purchase Orders sub-tab.
The Purchase Orders sub-tab of the Synergetic Financial Configuration window is displayed.

Synergetic Financial Configuration - Business Units - Purchase Orders sub-tab key fields and buttons
Fields

Field	Description
Last Order Number	Last purchase order number. This field is generated automatically by Synergetic. Note: Each business unit must have a unique range of invoice numbers and purchase order numbers. For example, Administration 10000-99999, Library 100000-110000 and so on.
Maximum Order Number	Maximum purchase order number for this business unit.
Order Stationery Suffix	Suffix for the file name used to store the Crystal Report specific to your organisation's order stationery. For example, if you have modified the purchase order stationery Crystal Report and saved it into the Synergy\Reports\Site directory with an extension like PURORDNAT.rpt, then enter NAT into this field.
Enforce G/L Code Type	Select to require a valid general ledger code in purchase orders: during creation during authorisation never.
Threshold Amount	Specifies the maximum amount that can be purchased on one purchase order. For example: Admin Supplier Department. This can be overridden at authorisation time.
Go to Item Code When Entering Purchase Order Detail	This only activates if you have stock control integrated. If the business unit uses a point of sale system and sells stocked items, Synergetic puts the cursor in the Item Code field instead of the Description field to allow you to quickly select a stock item. Otherwise Synergetic puts the cursor in the Description to allow you to type in the description of the item.
Print Business Unit Address	Select to print the address of the business unit on the purchase order.
Allow Zero Dollar Purchase Orders	Select to allow purchase orders of zero value to be made.
Prompt Zero Budget GLs	Select to prompt if general ledger accounts have a budget of zero.
Two Level Authorisation	Adds a second level of authorisation for purchase orders - the Department level.
Enable Purchase Order Email/Fax Notification	Allow purchase order notifications to be emailed to the creditor rather than printed and mailed.

Purchase Order Email Notification Recipients fields

Field	Description
Authoriser	Select to include the staff member who authorised the purchase order as a recipient of the purchase order email.
Department Authoriser	Select to include the staff member in charge of authorising department purchase orders as a recipient of the purchase order email. Note: This is only available if Two Level Authorisation has been selected.
Purchase Order Originator	Select to include the staff member who created the purchase order as a recipient of the purchase order email.
Additional Email Address / Fax Phone No.	Include any other recipients for the purchase order email by typing their email address here.

Purchase Order Printed Notifications fields

Field	Description
Default No of Copies to Print	Default number of copies printed of the purchase order.
Description on Copy Number	You can use different descriptions for up to four copies of the purchase order.

Requisitions fields

Field	Description
Enable Requisitions	Select to enable requisitions for the business unit. If selected, purchase orders have a status of In Progress until they are completed. They then have the status of Requested until they are authorised.
Email Requisition Notifications	Select to send an email to the staff member who authorises purchase orders when the requisition is completed.
Email Subject	Subject of the email sent to the purchase order authoriser for a requisition order.
Email Message	Body of the email sent to the purchase order authoriser for a requisition order.

Buttons

Button	Description
	Configure who appears as the sender on emailed purchase order notifications. See Purchase Order Email Notification Sender Configuration window.
	Configure the layout of the emailed purchase order notification. See Email Letter Template [Purchase Order Email Notification] window.