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Purchase order preferences
help you automate adding purchase and insertion orders.
Basic information that’s generally
applied to all POs can be set in preferences. This
information is then copied automatically to every new
purchase and insertion order. Since these essential
details appear automatically, your users only have to
enter specific information about what they’re
ordering, which saves time.
Usually, a manager sets up the preferences for everyone.
However, PO preferences can be customized for each user;
people who order media, for example, can have different
preferences than people who order printing.
The print copies for setting automatically prints separate copies of
a purchase
order or insertion
order for up to five different names (or locations, such as Job
Jacket). The labels for up to five user-defined fields can be preset
(e.g., Size, Colors, and other specifications). A standard disclaimer
can be included, which can be used to state your rights and limitations
as the agency. The auto-numbering option lets you number POs when added,
or when saved. The option to copy these settings to all users makes
sure that all users have these same preferences.
Although these preferences are copied to new purchase
orders, users can change or remove them. Changing these
details on a purchase order doesn’t affect the
preferences.
Purchase order preferences and templates are similar, but
aren’t the same thing. Both automate adding a new
purchase order, but have different purposes.
Preferences vs. Templates
When adding a new purchase order, preferences are used
first. This means information you’ve set up in the
Preferences window (e.g., copies, approvals, disclaimer,
etc.) are copied to the new PO automatically. Choosing a
purchase order template, however, replaces the
preferences. This means the information you’ve
entered onto a PO template will be entered and used
instead.
Since you can set up and use many different templates --
for many different kinds of purchases -- templates give
you more flexibility. Templates make it easier to
standardize the details that appear on similar kinds of
POs (like courier POs, for instance), making them less
prone to confusion.
So you should set your preferences to include the most
basic information that’s essential for all purchase
orders in general. Then set up templates to handle
specific kinds of purchases for vendors.
To change your purchase order preferences
1 Choose Setup > Preferences > Purchase
Orders.
The Purchase Order Settings window opens.
2 Make your changes to the purchase order
preferences.
If you want everyone to use these preferences, select the
option to copy these settings to all users. When these
changes are saved, they will be copied automatically to
all other users. To prevent record-locking, it’s
best to copy these preferences when no one is using
Clients & Profits.
3 Click Save.
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