PO Setup

The Warehouse Purchase Order (PO) Setup module provides the ability to format Inventory purchase order numbers.

For information about this module's toolbars click on the corresponding icon below.

Note: Users can view any field definition by right clicking + Ctrl in that field.

To access the PO Setup module, select Inventory > Setup and the following window will appear:

Using Auto-Numbers for POs

At the top of this module there is an option to turn on the PO Auto Number. If the 'Use Auto Number for POs' box is marked, your PO numbers will be automatically generated based on the format you set up in this module.

Note: If the box is unmarked, you will need to manually enter a PO number for each purchase order record.

PO Number Formatting

The next section down allows you to format how the auto number will look.

How To

Format the Auto Number

1. Click on the module toolbar to enter Edit Mode.
2. Begin formatting the PO number by selecting an option from each group (Year, Month, Day, Special Characters, and Sequence).
3. Click to save the changes.

Format Recommendations

When formatting PO numbers, consider how many POs will be generated per year, per month, etc. Then decide how often to reset the PO numbers (yearly, monthly, daily).

Reset Yearly: YY-XXXXXX (e.g. 04-000001).

Reset Monthly: YY- MM-XXXX (e.g. 04-08-0001)

Reset Daily: YY-MMDD- XXX (e.g. 04-0801-001)

No matter which format is used, be sure to select a sequence number (e.g. 0001) proportionate to the number of purchase orders that will be generated.

At the bottom of the screen is a field that will provide a preview of the auto number formatting. Use the button to clear the dialog box and start over.

PO Number Reseting

As mentioned under Format Recommendations the auto number can be reset yearly, monthly, daily, or never. The options of when to reset the PO auto number, and what to reset that number to are in the General > Options module. For more information go here.