Accpac - Guide - Manual For PO Getting Started PDF

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SAGE ACCPAC
Sage Accpac ERP
Purchase Orders
Getting Started
Sage Accpac International, Inc. Confidential

PO ttl GS.doc, printed on 6/28/2006, at 5:24:43 PM. Last saved on 6/28/2006 5:24:00 PM.
2006SageAccpacInternational,Inc.Allrightsreserved.
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trademarksortrademarksofSageAccpacInternational,Inc.,oritsaffiliatedentities.Allother
trademarksarethepropertyoftheirrespectiveowners.
SageAccpacInternational,Inc.
Publisher
Nopartofthisdocumentationmaybecopied,photocopied,reproduced,translated,microfilmed,
orotherwiseduplicatedonanymediumwithoutwrittenconsentofSageAccpacInternational,Inc.
UseofthesoftwareprogramsdescribedhereinandthisdocumentationissubjecttotheSage
SoftwareLicenseAgreementenclosedinthesoftwarepackage.
Sage Accpac International, Inc. Confidential

POGS54-TOC.doc, printed on 8/18/2006, at 3:05:14 PM. Last saved on 8/18/2006 3:05:00 PM.
Contents
Chapter 1: Introducing Purchase Orders

PurchaseOrdersFeatures ....................................................... 11
SetUpPurchaseOrderstoWorkYourWay ................................... 12
AutomateYourRequisitions ................................................. 13
ProducethePurchaseOrdersYouNeed ...................................... 14
PostReceiptswithFullTrackingofItemsandCosts............................ 14
PostInvoicesforYourReceipts .............................................. 15
EnterReturnstoExistingandNonexistingReceipts ........................... 16
UseFullMulticurrencySupport .............................................. 16
PrintComprehensiveManagementandAuditingReports ...................... 16
ProtectYourPurchaseOrdersData ........................................... 16
QuicklyReviewYourData .................................................. 17
InstallingPurchaseOrders ...................................................... 17
IntegratingwithOtherSageAccpacPrograms .................................... 17
HowtoUseThisManual ....................................................... 110
OnlineDocumentation ......................................................... 110
TheUserGuide ............................................................... 111
WhereToNow? ............................................................... 112
Chapter 2: What You Need to Know Before Setting Up

Purchase Orders
OverviewofPurchaseOrdersSetup.............................................. 22
PurchaseOrdersSetupFlowChart ........................................... 24
ChoosingPurchaseOrdersOptions .............................................. 24
CompanyInformation ...................................................... 25
Getting Started iii
Sage Software Confidential

ProcessingOptions ......................................................... 25
DefiningAgingPeriods .................................................... 216
DocumentNumberingOptions ............................................. 216
ChoosingG/LIntegrationOptions .............................................. 219
OptionsontheIntegrationTab ............................................. 220
OptionsontheTransactionsTabforSpecifyingtheDescription,Reference,
andCommentsforG/LTransactions .................................... 228
DesigningCodingSchemesforPurchaseOrders ................................. 232
SortingOrderofCodes .................................................... 233
EnteringSetupInformationforPurchaseOrders ................................. 233
SettingUpShipViaCodes ................................................. 234
SettingUpVendorContractCosts .......................................... 235
SettingUpTemplates ...................................................... 236
SettingUpAdditionalCostCodes .......................................... 237
SettingUpEMailMessages ................................................ 240
SettingUpOptionalFieldsforPurchaseOrdersTransactions .................. 240
SettingUpRecordsforaStandAloneSystem(NoInventoryControl) ........... 244
ImportingandExportingPurchaseOrdersSetupRecords ........................ 248
EnteringCurrentRequisitions,PurchaseOrders,andStatistics .................... 249
EnteringCurrentYearTransactions......................................... 249
EnteringStatisticsfromYourPreviousPurchaseOrdersSystem ............... 250
CustomizingtheStandardPrintedandEMailedBusinessForms .................. 251
UsingMulticurrencyAccountinginPurchaseOrders............................. 252
WhereToNow? .............................................................. 253
Chapter 3: Setting Up Your Purchase Orders System

BeforeYouBegin .............................................................. 31
RestrictingAccesstoPurchaseOrders ........................................ 31
PurchaseOrdersSetupFlowChart .............................................. 32
WhileYouWork ............................................................... 33
GuidepoststoPurchaseOrdersInformation .................................. 33
SettingUpaPurchaseOrdersSystem ............................................ 35
iv Sage Accpac Purchase Orders

Step1:GatherDatafromYourPresentPurchaseOrdersSystem ................ 35
Step2:AddPurchaseOrdersAccountstoYourChartofAccounts .............. 37
Step3:AddTax,Currency,andSecurityInformationforPurchaseOrdersin
CommonServices ....................................................... 38
Step4:SelectPurchaseOrdersOptions ....................................... 38
Step5:SelectGeneralLedgerIntegrationOptions ............................ 318
Step6a:AddPurchaseOrdersRecordsandFieldstoCustomize
PurchaseOrderForms ................................................. 328
Step6b:AddRecordsforaStandAlonePurchaseOrdersSystem .............. 350
Step7:AddCurrentRequisitionsandPurchaseOrders ....................... 361
Step8:AddStatistics(Optional) ............................................ 362
Step9:DesignandTestFormatsforPrintedandEMailedBusinessForms ..... 367
WhereToNow? ............................................................... 372
Appendix A: Setup Checklist

PrintingtheSetupChecklist .................................................... A1
Index
Getting Started v

POGS-1.doc, printed on 6/28/2006, at 5:28:58 PM. Last saved on 6/28/2006 5:28:00 PM.
Purchase Orders
Introducing
Chapter 1
Introducing Purchase Orders
ThischapterintroducesyoutoSageAccpacPurchaseOrders.It
describesimportantfeaturesoftheprogram,discusseshowPurchase
Ordersintegrateswithotherapplications,andsuggestshowtouse
themanualstolearnaboutthesystem.
Purchase Orders Features

PurchaseOrdersprovidesallthetransactionentry,processing,and
reportingfeaturesyouneedtofullyautomateyourpurchaseorder
proceduresandmeetyourmanagementneeds.
YoucanusePurchaseOrderstoenterandprocessyourpurchase
orders,requisitions,receipts,vendorinvoices,returns,creditnotes,
anddebitnotes.Youcanalsoprintformsforyourrequisitions,
purchaseorders,receipts,andreturns,aswellasmailinglabels.
PurchaseOrderstakesfulladvantageofintegrationwithSage
AccpacInventoryControl,ifyouuseit,andAccountsPayable,using
InventoryControlitemnumbersandAccountsPayablevendor
numbersandotherinformation.ItalsointegrateswithProjectand
JobCosting,lettingyoutrackcommittedandactualquantitiesand
costsbycontract,project,categoryandresource(ifusingstandard
contract).
TransactionsinPurchaseOrdersupdateitemquantitiesandcostsin
InventoryControlandcreatebatchesofinvoices,creditnotes,and
debitnotesinAccountsPayable.
Getting Started 11
Sage Accpac INTERNATIONAL, INC. Confidential

Use P/O from a YoucanusethePurchaseOrdersmodulefromtheSageAccpac

browser or from the
desktoporusinganInternetbrowser.AllPurchaseOrdersdata
Sage Accpac
desktop entryformsaredesignedtoenableusersatremotelocationstoenter
orviewdatausingabrowser.
TofindouthowtoconfigureyoursystemforusewithanInternet
browser,seetheSystemManagerAdministratorGuide.
Set Up Purchase Orders to Work Your Way

UsePurchaseOrderstogetherwithInventoryControl,oruseit
separatelywithitsowninventorylist.
Createtemplateswithdefaultinformationtospeeddataentry.
Defineanynumberofadditionalcostcodesforfastentryof
standardcostsonreceipts,invoices,creditnotes,anddebitnotes.
ChoosethetypeofInventoryControlitemcosttodisplayasthe
defaultcostonPurchaseOrderstransactions.
AssignoptionalfieldstoPurchaseOrderstransactionentry
formstoincludeextrainformationthatyourcompanywantsto
keepwithrequisitions,purchaseorders,receipts,invoices,
returns,creditanddebitnotes,andadditionalcosts.
Assignoptionalfieldsforrequisition,purchaseorder,receipt,
invoice,return,creditanddebitnotetransactiondetails.Youcan
choosewhethertransactionfieldsflowthroughtoother
subledgersortothegeneralledger.
EnterquantitiesusinganyunitofmeasuredefinedinInventory
Control.Orderitemsinoneunitofmeasureandreceivethemin
another,withautomaticconversion.
UsesecuritytorestrictaccesstoPurchaseOrdersformsandto
costsandquantitiesoninvoiceandcreditnoteadjustments.
Specifytheperiodsbywhichtoaccumulatestatisticsand
history,andchoosewhentodeletetheinformation.
12 Sage Accpac Purchase Orders

Purchase Orders
Introducing
Specifydeliverymethodbyvendorforpurchaseordersand
returns.Choosefrommail,email,orcontactsemailin
AccountsPayable,orchoosethecurrentSystemManagerprint
destination.
Printrequisitions,purchaseorders,receivingslips,returnsand
mailinglabelsusingstandardPurchaseOrdersformats,or
designyourownusingthebuiltinreportwriter.
Customizethecontentofemailmessagesaccompanying
purchaseordersorreturnswithcompany,vendor,and
transactioninformation.
Usenoninventoryitemnumbersforonetimepurchases,office
supplies,andotheritemsyoudonotwanttoaddtoyourregular
inventory.
Printrequisitions,purchaseorders,receipts,andreturnsasyou
enterthem,orprintthemalllater.
Printmessagesupto250characterslongonrequisitions,
purchaseorders,returns,andreceivingslips.
Automate Your Requisitions

Assignrequisitiondocumentnumbersautomatically,according
toyourspecifications.
Enterdetailstoorderitemsfrommultiplevendorsonasingle
requisitionorenterdetailswithoutspecifyingavendor,then
automaticallycreatepurchaseordersforeachvendor.
Adaptsamplerequisitionstoprintonlaserprinterformsorto
printonpreprintedforms.
UseVisualBasicmacrostorequestortoapproveapurchaseby
email.Arequisitionisautomaticallycreatedwhenyouemail
therequestandapurchaseorderiscreatedwhentherequisition
isapproved.
Getting Started 13

Produce the Purchase Orders You Need

EnterpurchaseordersdirectlyintoPurchaseOrders,import
themfromotherprograms,orcreatethemautomaticallyfrom
requisitions,futurepurchaseorders,InventoryControlreorder
records(ifyouuseSageAccpacInventoryControl),andOrder
Entrybackorders(ifyouuseSageAccpacOrderEntry).
Createpurchaseordersforarangeofvendorswhengenerating
purchaseordersfromInventoryControlreorderrecords.
Setupanitemsreorderquantitiesforspecificlocationsorforall
locations.
Createonepurchaseorderfrommultiplerequisitions,selecting
therequisitiondetailsbyvendornumberandInventoryControl
vendortype.
Enterblanketpurchaseorders,andthenusePurchaseOrdersto
updatetheamountspentandremainingoneachblanket
purchaseorderasyouorderadditionalitems.
Purchaseitemsformultiplelocationsfromasinglepurchase
order.
Specifydiscountsfordetailsonpurchaseorders,receipts,
invoices,returns,debitnotes,andcreditnotes.
Enterdropshipaddressesforitems,shippingdirectlyfromthe
vendortoanaddressyouenter,aninventorylocation,or,ifyou
useSageAccpacAccountsReceivable,tocustomersaddresses
orshiptolocations.
Leavepurchaseordersopenindefinitelyuntilallitemsare
received,orcancelordereditemsatanytime.
Post Receipts with Full Tracking of Items and Costs

Receiveitemswithorwithoutenteringapurchaseorderfor
themfirst.

Purchase Orders
Introducing
Postmultiplereceiptstoindividualpurchaseorders.
Processmultipleinvoicesforasinglereceipt.
Automaticallyreceiveallitemsonapurchaseorderatonceor
receivepartialpurchaseorders,enteringquantitiesonlyfor
receiveditems.
ScanUPCcodes,ISBNnumbers,andothermanufacturersitem
numbersinsteadofyourinventoryitemsnumbersforreceipts,
returns,debitnotes,andcreditnotes.
Processadjustmentstoquantities,itemcosts,andadditional
costswithreceiptentry,ratherthanasseparateinventory
adjustments.
Enteradditionalcosts,suchasforfreight,frommultiplevendors
toreceivedinventoryitemsonasinglereceipt,andcreatea
separateinvoiceforeachvendor.
Allocateadditionalcoststoreceivedinventoryitems
automaticallybyquantity,weight,orcost,enterthemmanually,
orexpensethecoststoageneralledgeraccount.
Post Invoices for Your Receipts

Automaticallycreateinvoicesduringreceiptentryorenterthem
separatelyintheInvoiceEntryform.
Includemultiplereceiptsoninvoices.
Trackdataforvendorssubjectto1099reporting.
Enternewadditionalcostsoninvoices.
Enteraseparateinvoiceforeachvendoronasinglereceipt.
Adjustcostsofinvoiceitemsandadditionalcoststhroughdebit
notesandcreditnotes.
Getting Started 15

Creategeneralledgerentriesfornoninventoryexpenseswhen
youpostthereceipt(orrunDayEndProcessing).
Enter Returns to Existing and Non-existing Receipts

Recordthereturnofitemsandreallocateadditionalcoststothe
remainingitemsreceived,expensethecoststoageneralledger
account,orleavethemasoriginallyallocated.
Processadjustmentstoreturnedquantitiesanditemcosts
directlyonthereturn,ratherthanasseparateinventory
adjustments.
Use Full Multicurrency Support

EnterPurchaseOrderstransactionsinvendorcurrency.
Printanalyticalreportsandpostingjournalsinvendorcurrency
orinyourfunctional(home)currency.
Adjustexchangeratesduringtransactionentry.
Print Comprehensive Management and Auditing Reports

Printpostingjournalsofreceipts,returns,invoices,creditnotes,
anddebitnotes.
Printanalyticalreportsofallpurchasingactivity.
Adaptcustomizableformsforpurchaseorders,requisitions,
receivingslips,returns,andmailinglabels.
Protect Your Purchase Orders Data

AssignpasswordprotectiontothePurchaseOrdersformsto
preventunauthorizedtransactionentryorchangestodata.

Purchase Orders
Introducing
Installing Purchase Orders
UsevalidInventoryControlitemnumberstoensurethat
PurchaseOrdersupdatesyourinventoryrecordscompletelyand
correctly.
UsevalidAccountsPayablevendornumberstoensurethat
PurchaseOrderskeepsyourvendorrecordsandAccounts
Payabledatauptodate.
Retainpostingjournalsuntilyouhaveprintedthem.
Choosewhethertoautomaticallyassignrequisition,purchase
order,return,andreceiptnumbersusingthelength,prefix,and
nextnumberyouspecifyforeachtypeoftransaction.
AssignsecurityinInventoryControltocostsandquantities
adjustmentsoninvoices,creditnotes,anddebitnotestoexisting
receipts,invoices,andreturnsinPurchaseOrders.
Quickly Review Your Data

Reviewpurchasinghistoryandstatisticsonlineandinreports
forasmanyyearsandperiodsasyoukeepthedata.
Printreportstoyourscreenforonlinereview.
Viewcompletedtransactionsonyourscreenuntilyouclearthe
dataforthem.
Installing Purchase Orders

SeetheSystemManagerAdministratorGuideforinstructionson
installingthePurchaseOrdersprogramonyourcomputer.
Integrating with Other Sage Accpac Programs

YoucanusePurchaseOrderswithSageAccpacInventoryControl
andAccountsPayableforafullyintegratedinventory,purchasing,
Getting Started 17

andpayablessystem.PurchaseOrdersalsoworkswithSageAccpac
GeneralLedgerandOrderEntry,andyoucantransferPurchase
Ordersdatatoandfromspreadsheetanddatabaseprogramsusing
theimportandexportfacilities.
YoucanusePurchaseOrderswithoutSageAccpacInventory
Control.However,youmustuseSageAccpacAccountsPayableto
beabletooperatePurchaseOrders.
PurchaseOrdersworkswithotherSageAccpacapplicationsas
follows:
Inventory Control. PurchaseOrdersusesDayEndProcessingin

InventoryControltocreategeneralledgertransactions,updateitem
quantitiesandcostsinInventoryControl,andupdatehistoryand
statisticsinbothPurchaseOrdersandInventoryControl.DayEnd
ProcessingalsocreatestheAccountsPayablebatchofPurchase
Ordersinvoices,creditnotes,anddebitnotes.
InPurchaseOrders,youcandisplayInventoryControlitem
numbersandinformationandselectitemnumbers,locations,costs,
unitsofmeasure,andotherdatafromFinders.PurchaseOrdersalso
inheritsitemoptionalfieldinformationfromInventoryControlif
youuseoptionalfields.
IfyouselecttheAllowReceiptOfNonstockItemsoptionin
InventoryControl,youcanorderandreceivenonstockitemsand
selectthemfromtheFinders.
YoucanalsoautomaticallygeneratepurchaseordersfromInventory
Controlreorderdata.
Accounts Payable.UseAccountsPayablevendornumbers,terms
codes,taxgroups,remittolocations,and1099optionsinPurchase
Orders,addnewvendorsduringPurchaseOrderstransactionentry,
andcreateinvoicebatchesfromPurchaseOrdersinvoices,credit
notes,anddebitnotesinAccountsPayable.
Ifyouuseoptionalfields,PurchaseOrdersalsoinheritsitem
optionalfieldinformationfromAccountsPayablevendors,and

Purchase Orders
Introducing
sendsoptionalfieldstoA/Pwithinvoicesandinvoicetransaction
details.
Project and Job Costing.WhenusedwithProjectandJobCosting,

PurchaseOrdersletsyoutrackcommittedandactualquantitiesand
costsbycontract,projectandcategory(andresourceifusing
standardcontract).
General Ledger and Financial Reporter. PurchaseOrderspasses

transactionstoGeneralLedger.InPurchaseOrders,youcandisplay
GeneralLedgeraccountinformationandselectgeneralledger
accountnumbers.
Youcanalsochoosewhetheroptionalfieldsintransactiondetails
flowthroughtoG/Ltransactionspostedtoaccountsinthegeneral
ledger.
IfyouusethePurchaseOrdersTransactionHistoryoption,youcan
tracereceipt,return,invoice,creditnote,anddebitnotetransactions
backfromGeneralLedger.
Order Entry. PurchaseOrderscanautomaticallycreatepurchase

ordersfromordersinOrderEntry,andyoucanselectOrderEntry
ordernumberswhenenteringtransactionsinPurchaseOrders.You
canalsoprinttheShippableBackordersreportfromthetransactions
enteredwithordernumbersinPurchaseOrders,andusethereport
toidentifyordersyoucanfill.
Accounts Receivable. Youcanselectcustomernumbersandship

toaddressesfromyourAccountsReceivabledatabasewhenentering
dropshipmentinformationinPurchaseOrders.
iConnect Purchase Orders. Employeescanenter,view,track,and

printpurchaseordersandrequisitions,andenterdropshiplocations
specifyingaspecificaddress,inventorylocation,orcustomer
address.Managerscanviewandapprovepurchaserequisitions.
Getting Started 19

How to Use This Manual
How to Use This Manual

ThisGettingStartedmanualexplainshowtosetupyourdataand
provideslessonsforlearningtousePurchaseOrders.
ToinstallSageAccpacERPandsetupyourprinter,followthe
instructionsintheSystemManagerAdministratorGuide.
InadditiontoChapter1,GettingStartedcontainsthefollowing
chapters:
Chapter 2, What You Need to Know Before Setting Up Purchase

Orders, tellsyouhowtodesignyourpurchaseordersystemtotake
fulladvantageoftheprogramsfeaturesandmeetyourcompanys
currentandfutureneeds.
Chapter 3, Setting Up Your Purchase Orders System, guidesyou

throughsettingupPurchaseOrderstomeetyourcompanysunique
requirements,andtransferringyourcurrentpurchaseorderdatato
yournewsystem.
Appendix A, Setup Checklist,describestheSetupChecklistand

explainshowtoprintit.
TheIndex containsanalphabeticallistingoftopicsinthismanual,
withcorrespondingpagenumberreferences.
Online Documentation
WhenyouinstallPurchaseOrders,youalsoinstallthefollowing
PurchaseOrdersonlinedocuments:
README.wri,POTECHINFO.wri,FORMS.wri,
USINGMACROS.pdf,andPOSETUP.pdffilesinthe
\SageAccpac\DOCS\PO54AENGdirectory.
ThePurchaseOrdersUpdateNotice,GettingStartedGuideand
UserGuideifyouchoosetoinstallDocumentsduringPurchase
Ordersinstallation.

Purchase Orders
Introducing
The User Guide
YoucanchoosethePurchaseOrdersreadmefileandmanuals
fromHelpmenuontheSageAccpacDesktop.
README containsspecializedinformationabouttheprogram,and
describesanyprogramchangesthatoccurredafterthemanualwas
finished.
POTECHINFO containstechnicalinformation,suchasalistofallthe
databasetablesinthePurchaseOrdersprogram,thePurchase
Ordersfieldsyoucanimportandexport,anddatabaseorreport
changes.
FORMS liststhefields,fieldlengths,anddescriptionsyoucan
includewhencustomizingformstoprintrequisitions,purchase
orders,receivingslips,andreturns.
USINGMACROS describesthesampleVisualBasicmacrosthatare
shippedwithPurchaseOrders.
PO-SETUP isatwopagechecklistthatliststhestepsforsettingupthe
PurchaseOrdersprogram.
The User Guide

ThePurchaseOrdersdocumentationincludesthisGettingStarted
manualandtheUserGuide.
ThePurchaseOrdersUserGuidecontainsanoverviewofPurchase
Ordersprocessinganddetailsdailyandperiodicprocessingand
maintenanceprocedures.ItalsodescribesthePurchaseOrders
reports.
TheappendixesinthePurchaseOrdersUserGuidedescribethe
importandexportfeaturesandprovideothertechnicalinformation
forinterestedusers.
TurntotheUserGuideonceyouhavefinishedsettingupyour
PurchaseOrderssystem,followingtheinstructionsinthisGetting
Startedmanual.
Getting Started 111

Where To Now?
Where To Now?
IfyouhavejustpurchasedSageAccpacERP,youneedtoinstallthe
SystemManagerfirst.Todothis,followtheinstructionsinthe
SystemManagerAdministratorGuide.
BeforeactivatingandsettingupPurchaseOrders,youmustinstall
andactivateSageAccpacAccountsPayableand,ifyouplantouseit,
InventoryControl.
IfyouareusingProjectandJobCostingwithPurchaseOrders,you
mustactivatePurchaseOrdersfirst.
AfterinstallingPurchaseOrders,wesuggestyoureadChapter2,
WhatYouNeedtoKnowBeforeSettingUpPurchaseOrders,and
thentrytheexercisesintheSageAccpacWorkbookbeforeyoubegin
settingupyourownsystem.(TheWorkbookisalsoavailablethrought
theHelpmenunontheSageAccpacdesktop.)
WhenyouarereadytosetupyourPurchaseOrderssystem,follow
theinstructionsinChapter3,SettingUpPurchaseOrders.

Pogs-2.doc, printed on 8/18/2006, at 3:01:26 PM. Last saved on 8/18/2006 2:24:00 PM.
Chapter 2
What You Need to Know Before
Setting Up
Before
Setting Up Purchase Orders
OverviewofPurchaseOrdersSetup .............................................. 22
PurchaseOrdersSetupFlowChart ........................................... 24
ChoosingPurchaseOrdersOptions .............................................. 24
CompanyInformation ...................................................... 25
ProcessingOptions ......................................................... 25
MulticurrencyInformation .............................................. 27
AllowingEntryofNoninventoryItemNumbers .......................... 28
KeepTransactionHistory ................................................ 28
AllowingTransactionsthatUseFractionalQuantities(ifnotusingInventory
Control) ............................................................ 29
AssigningaDefaultTemplateCode .....................................210
AssigningaDefaultItemCost...........................................210
ChoosingtoPostA/PBatchesAutomaticallyorUsingtheCreateBatchIcon .211
SpecifyingaDefaultWeightUnitofMeasureforItems(ifnotusingInventory
Control) ...........................................................212
CostingItemsduringPostingorDayEndProcessing(ifnotusingInventory
Control) ...........................................................213
AccumulatingPurchasingHistoryandStatisticsforReporting .............214
DefiningAgingPeriods ....................................................216
DocumentNumberingOptions .............................................216
UsingPurchaseOrdersDocumentNumbersinInventoryControland
AccountsPayable ..................................................219
ChoosingG/LIntegrationOptions ..............................................219
OptionsontheIntegrationTab ..............................................220
ChoosingWhentoCreateG/LTransactions ..............................221
PrintingGeneralLedgerTransactions ....................................222
Getting Started 2i
ACCPAC INTERNATIONAL, INC. Confidential

ChoosingHowandWheretoCreateG/LTransactions .................... 222

ChoosingConsolidationOptionsforGeneralLedgerTransactions ......... 223
ChooseWhethertoCreateG/LEntriesforNonInventoryExpensesand
ExpensedAdditionalCosts ......................................... 225
SpecifyGeneralLedgerAccountsUsedbyPurchaseOrders ............... 226
OptionsontheTransactionsTabforSpecifyingtheDescription,Reference,and
CommentsforG/LTransactions ........................................ 228
ChoosingOriginalP/OTransactionInformationfortheG/LEntries ........ 230
ChangingYourChoicesforGeneralLedgerIntegrationOptions ........... 231
DesigningCodingSchemesforPurchaseOrders ................................. 232
SortingOrderofCodes .................................................... 233
EnteringSetupInformationforPurchaseOrders ................................. 233
SettingUpShipViaCodes ................................................. 234
SettingUpVendorContractCosts .......................................... 235
HowVendorContractCostsDifferfromVendorDetailsinInventoryControl235
SettingUpTemplates...................................................... 236
SettingUpAdditionalCostCodes .......................................... 237
SettingUpEMailMessages ................................................ 240
SettingUpOptionalFieldsforPurchaseOrdersTransactions .................. 240
OptionalFieldsSetupForm ............................................ 242
OptionalFieldsSettingsButton ......................................... 243
SettingUpRecordsforaStandAloneSystem(NoInventoryControl) ........... 244
SettingUpAccountSets ............................................... 245
SettingUpItems ...................................................... 246
SettingUpVendorDetails ............................................. 247
ImportingandExportingPurchaseOrdersSetupRecords ........................ 248
EnteringCurrentRequisitions,PurchaseOrders,andStatistics .................... 249
EnteringCurrentYearTransactions......................................... 249
EnteringStatisticsfromYourPreviousPurchaseOrdersSystem ............... 250
CustomizingtheStandardPrintedandEMailedBusinessForms .................. 251
UsingMulticurrencyAccountinginPurchaseOrders ............................ 252
WhereToNow? .............................................................. 253

2ii ACCPAC Purchase Orders

Chapter 2
What You Need to Know Before
Setting Up
Before
Setting Up Purchase Orders
ThischaptercontainsanoverviewofthestepsforsettingupanSage
AccpacPurchaseOrderssystem,andexplainstheoptionsyoucan
selectandthedatayouaddduringsetup.
Read this chapter ReadthischapterbeforesettingupanewPurchaseOrderssystemor

before setting up
beforetransferringdatatoSageAccpacERPfromyourcurrent
Purchase Orders
purchaseorderssystem.Thechapterwillhelpyoucreateasystem
thattakesfulladvantageoftheprogramsfeaturesandmeetsyour
companyscurrentandfutureneeds.
Stand-alone AlthoughyoumustinstallandactivateSageAccpacAccounts
Purchase Orders
PayablebeforeyoucanusePurchaseOrders,youcanusePurchase
system defined
OrderswithorwithoutSageAccpacInventoryControl.
ThisGettingStartedmanualandtheUserGuiderefertotheuseof
PurchaseOrderswithoutInventoryControlasastandalone
purchaseorderssystem.Wheretherearedifferencesbetweenthe
standaloneandtheintegratedprograms,themanualsdescribethe
procedurestofollowforboth.
Setting up a stand- IfyouplantousePurchaseOrderswithoutInventoryControl,you

alone system
useadditionalPurchaseOrdersformstosetupyoursystem:
AccountsSets
Items
VendorDetails
WeightUnitsofMeasure
IfyouuseInventoryControl,yousetupandmaintainaccountsets,
inventoryitems,andvendordetailsusingthatprogram.
Getting Started 21

Overview of Purchase Orders Setup
Tohelpyouwithyoursetup,usetheSetupchecklistshownin
AppendixAofthisguide.
ForinformationaboutrunningPurchaseOrderstoprocessdaily
transactions,seetheUserGuide.

Install and set up BeforeyoucansetupPurchaseOrders,youmust:
System Manager
first 1. Install,activate,andsetup:
SystemManager,BankServices,andTaxServices
AccountsPayable
GeneralLedger,InventoryControl,andAccountsReceivable
(ifyouusethem).
Activate Project & SeetheSystemManagerAdministratorGuideforinformation

Job Costing after
aboutinstallingandactivatingSageAccpacprograms.Notethat
Purchase Orders
youactivateProjectandJobCostingafteractivatingPurchase
Orders.
2. AddthefollowingtootherSageAccpacmodules:
Bank,tax,andcurrencyrecordsinCommonServices.
PurchaseOrdersaccountstoyourgeneralledgerchartof
accounts.
VendorsandpaymenttermsinAccountsPayable.
Items,pricelists,andlocationsinInventoryControl,ifyou
useit.
JobsinProjectandJobCosting(activateafteractivating
PurchaseOrders).
Optionalfields:
22 ACCPAC Purchase Orders

InSystemManager,addallfieldsthatyouwanttouse
inPurchaseOrders.
InGeneralLedger,addfieldsthatyouwanttopass
Setting Up
Before
throughwithG/Laccountdetails.
InAccountPayableandInventory,addfieldsthatyou
wanttoappearonInvoicesandPurchaseOrders.
InProjectandJobCosting,addfieldsthatyouwantto
appearonexternalcosttransactionsfrompurchase
orders,receipts,invoices,returns,andcreditanddebit
notes.
Getting Started 23

Choosing Purchase Orders Options
Purchase Orders Setup Flow Chart

Prepare Sage Accpac
Install System Manager, Bank Services, Tax Services, General Ledger
System Manager and and Inventory Control (if you use them), and Accounts Payable
applications for your Create the company profile in Common Services
Purchase Orders data If needed, add the currencies in which you pay vendors
Activate and set up Bank Services, Tax Services, General Ledger and
Inventory Control (if you use them), and Accounts Payable
Create your Purchase Install and activate Purchase Orders

Orders system Use the Options form to enter information and make choices to specify
how your Purchase Orders system will operate
Decide on the lengths, prefixes, and next numbers to use when
automatically assigning document numbers to purchase orders,
requisitions, receipts, and returns
Add records and print reports for:
Ship-via codes Optional fields
Vendor contract costs Account sets (stand-alone system)
Additional costs Items (stand-alone system)
Templates Vendor details (stand-alone system)
E-mail messages Weight units of measure (stand-alone system)
Enter current and

Enter and post transactions for previous periods (optional)
historical purchase
Enter and post all outstanding purchase orders and requisitions (and
orders, other
other transactions you have not yet posted to your general ledger)
transactions, and
Add previous-year and previous-period statistics for purchase orders,
statistics receipts, invoices, credit notes, and debit notes (optional)
Design the appearance

Design and test the appearance of printed business forms and e-mails for:
of Purchase Orders
Requisitions Receiving slips Mailing labels
business forms
Purchase orders Returns


OnceyouhaveactivatedPurchaseOrders,yourfirsttaskistouse
theP/OOptionsformintheSetupfoldertochoosewhichPurchase
Ordersoptionsyouwanttouse.
YourchoicesdeterminehowyourPurchaseOrderssystemoperates
andthetypesofdatathatitstoresanddisplays.Youcanalsousethe

formaftersetuptoreviewyourentriesand,asneeded,changemost
ofthem.
Thissectionexplainsthepurposesandeffectsofthechoicesyou
Setting Up
Before
makeontheOptionsform,presentingtopicsintheorderthat
optionsappearontheform.Theoptionsarebrieflymentionedagain
insectionsthatdiscussrecordsandoperationsthatareaffectedby
theoptionsyouchoose.
Asyoureadthissection,writedowntheoptionsyouwanttouse,
andthentransfertheinformationwhenyousetuptheoptionsfor
yoursystem,followingtheinstructionsinChapter3,SettingUp
YourPurchaseOrdersSystem.
Company Information
Contact name Youkeepandupdateyourcompanysaddressandtelephone
and phone
numbersusingtheCompanyProfileforminCommonServices.
number
However,youcanalsostorethenameofaPurchaseOrderscontact
personorposition,andenterapurchaseorderstelephoneandfax
numberontheCompanytaboftheOptionsform.
TheCompanytabalsodisplaysthenameandaddressenteredfor
thecompanyinCommonServices.Tochangethecompanyname
andaddress,usetheCompanyProfileforminCommonServices.
Processing Options
UsetheProcessingtaboftheOptionsformtochoosewhetheryour
PurchaseOrderssystem:
Permitsentryoftransactionsusingitemnumbersthatarenot
includedinInventoryControl.
Savescompletetransactionhistory(alldetailsofposted
transactions),lettingyoudrilldownfromGeneralLedgers
TransactionHistoryreporttoPurchaseOrdersreceipt,invoice,
return,creditnote,anddebitnotetransactions.Italsoletsyou
printhistoricalinformation.
Getting Started 25

Savespurchasinghistory,keepingtrackoftheitemsyou
purchasedfromaparticularvendorandofthevendorsfrom
whomyoupurchasedaparticularitem.Youcancheckthis
informationbothonthePurchaseHistoryformandbyusingthe
Historybuttonwhenenteringtransactions.
KeepsstatisticsaboutthetransactionsyouprocessinPurchase
Orders,includinginformationsuchasthenumberofpurchase
orders,receipts,invoices,creditnotes,anddebitnotespostedin
aperiod,andtheaverage,largest,andsmallestamountsof
invoices,creditnotes,anddebitnotes.
PurchaseOrderskeepsstatisticsonlyfrompurchases.Accounts
Payableautomaticallykeepsdetailedvendorstatistics.Ifyou
wishtokeepdetaileditemstatistics,youmustusetheKeepItem
StatisticsoptioninInventoryControl.
TheProcessingtabalsoletsyou:
Enteradefaulttemplatecodethatsetsthedefaultinformationto
appearinsomeofthefieldsyoufillinwhenenteringnew
purchaseorders,receipts,andreturns.
SelectthemethodbywhichPurchaseOrdersselectsthedefault
coststodisplaywhenyouenteritemdetailsontransactions.
Setseveralinventoryoptions,ifyoudonotuseInventory
Control:
Determinewhethertoprocesstransactionsthatuse
fractionalquantitiesofinventoryitems.
SettheweightunitofmeasurethatPurchaseOrderswilluse
toallocateadditionalchargestoitemsbyweight.
Ifnecessary,youcanchangetheweightunitofmeasure
aftersettingupyoursystem;however,ifyouhaveentered
anyweightsinitemrecords,youwillneedtochangethem
sotheycorrespondtothenewunitofmeasure.

ChoosewhethertocostitemsduringpostingorduringDay
EndProcessing.
Multicurrency Information
Setting Up
Before
TheProcessingtabdisplaysthefunctional(home)currencyinwhich
thecompanybooksarekept.Youselectthefunctionalcurrencyon
theCompanyProfileforminCommonServiceswhenyoufirstcreate
yourSageAccpacaccountingsystem.Youcannotchangethe
functionalcurrencyonceyouhaveselectedit.Formoreinformation,
seetheSystemManagerAdministratorGuide.
Multicurrency Inaddition,theProcessingtabindicateswhetheryourPurchase
option is set by
Orderssystemismulticurrencyorsinglecurrency.Thesetting
Accounts Payable
dependsonyourselectioninAccountsPayable.Youcannotchange
thissettinginPurchaseOrders.
IfAccountsPayableismulticurrency,PurchaseOrdersis
multicurrencyalso.
IfAccountsPayableissinglecurrency,PurchaseOrdersis
singlecurrency.
Thischaptercoversmulticurrencyissuesinalldiscussionsofrecords
andactivitiesaffectedbycurrency.Foranoverviewofall
multicurrencyissues,seeUsingMulticurrencyAccountingin
PurchaseOrders,neartheendofthischapter.
Default rate IftheMulticurrencyoptionisturnedon,thecompanysdefaultrate

type
typeforconvertingsourcecurrencyamountstofunctionalcurrency
equivalentsisdisplayed.Youcanselectadifferentdefaultratetype
touseforPurchaseOrders.
Youcanchangethedefaultratetypeatanytime.Youcanalsoselect
differentratetypesforindividualtransactionsasyouenterthem.
Thedefaultratetypeisdisplayedontransactionsyouenterfor
multicurrencyvendorsyouhavenotyetaddedtoAccountsPayable.
Youcanassignanotherratetypeforthetransaction.
Getting Started 27

Allowing Entry of Non-inventory Item Numbers
Allpurchaseorderdocumentsrequireitemnumbersanddetails
beforeyoucansaveandpostthetransactions.TheAllow
NoninventoryItemsoptionletsyouuseitemnumbersinPurchase
OrdersthatyouhavenotaddedtoInventoryControlortothe
PurchaseOrdersitemlistinastandalonePurchaseOrderssystem.
Noninventoryitemscanincludenonstockitemsthatyouhavenot
addedtoyoursystem,itemsyouplantoaddlater,onetime
purchasesorservices,anditemsneededforuseinyourbusiness.
PurchaseOrdersdoesnotupdateitemquantitiesorother
informationinInventoryControlwhenyouposttransactionsfor
noninventoryitems.Thegeneralledgerentriesfornoninventory
detailsarecreatedinAccountsPayable,soarenotlistedontheG/L
TransactionsListifyouprintitfromPurchaseOrders.
Whenenteringdetailsfornoninventoryitemnumbers,youtypethe
itemnumber,usingupto24characters(includingseparators),anda
descriptionofupto60characters.Youalsospecifyageneralledger
expenseaccountnumberforeachnoninventorydetail.
When not to use Donotselecttheoptionifyouwanttoentertransactionsonlyfor

the option
itemsthataredefinedinInventoryControl,sothatitemdetails
postedinPurchaseOrdersalwaysupdateitemquantitiesandother
informationinInventoryControl.
Changing your Youcanchangeyourselectionforthisoptionatanytime.Ifyou

choice
changefromallowingnoninventoryitemstonotallowingthem,
youmusteditanyopenpurchaseordersandothertransactionsto
removeanynoninventoryitemnumbers,oraddtheitemnumbers
inInventoryControl.
Keep Transaction History
Drilldown from YoumustselectthisoptiontobeabletodrilldownfromtheG/L

General Ledger
TransactionHistoryforminGeneralLedgerorfromtheInvoice
and Accounts
Payable EntryforminAccountsPayabletotheoriginatingtransactionsin
PurchaseOrders.

KeepTransactionHistoryletsyouretainalltheinformationand
transactiondetailsthatyouenterwithrequisitions,purchaseorders,
receipts,invoices,returns,creditnotes,anddebitnotes.
Setting Up
Before
YoucanprinttransactionhistoryontheTransactionList.All
transactionsyoupostedinPurchaseOrderscanappearonthelist
untilyouclearthemusingClearHistoryfromthePeriodic
Processingfolder.
Ifyoudonotkeeptransactionhistory,youwillnotbeableto
drilldowntoPurchaseOrderstransactions,andtheTransactionList
willshowonlycurrenttransactions(incompleterequisitions,
purchaseorders,receipts,andreturns;andinvoices,creditnotes,
anddebitnotesthatyouhavenotyetpostedinAccountsPayable).
Clearing historical Notethathistoricaldatacantakeupalargeamountofstoragespace

data
onyourcomputer,soyoushouldclearthedatawhenyouare
finishedusingit.Forexample,youmightdecidetocleardatathatis
morethansixmonthsold,oryoumightkeepdataformorethana
year.
Allowing Transactions that Use Fractional Quantities (if not using

Inventory Control)
ThisoptionisavailableinPurchaseOrdersonlyifyoudonotuse
InventoryControl.
Using fractional Toallowtransactionsthatusefractionalquantities(youcanuseup

quantities
tofourdecimalplaces),selecttheAllowFractionalQuantitiesoption
ontheProcessingtabontheOptionsform.
YoucanselecttheAllowFractionalQuantitiesoptionatanytime
but,onceyouselecttheoption,youcannotchangeback.
Fractionalquantitiesareusefulifyourinventoryincludes
homogeneousitems.(Homogeneousitemsarethosewithidentical
elementswhichcanbebrokendownintomultiple,smallerunits,
suchasoilorgrain.)Theseitemscanrequireawiderangeofunitsof
measure.
Getting Started 29

Insteadofusingthesmallestunit(suchasounces)asthestocking
unit,usealargerstockingunit(suchaspounds)andfractional
quantitiesforamountslessthanapound.
Simplifying data Ifyoudonotintendtoenteranytransactionsthatusefractional

entry
quantities,youcansimplifytransactionentrybynotselectingthe
AllowFractionalQuantitiesoption.Thismeansyoudonothaveto
enterdecimalplacesforquantities,anditmeansthatunnecessary
decimalplacesdonotappearonreports.
Assigning a Default Template Code
Aftersettinguptemplatesforpurchaseorderentry,usetheDefault
TemplateCodeoptiontospecifyadefaulttemplate.
Templatesprovidestandardinformationforthefirsttwotabsofthe
PurchaseOrderEntry,ReceiptEntry,andReturnEntryforms.They
helpspeedupdataentrybyautomaticallyinsertingtheinformation
youusemostoftenwhenenteringthesetypesofdocuments.
Formoreinformation,seeSettingUpTemplates,laterinthis
chapter.
Assigning a Default Item Cost
IfyouusePurchaseOrderswithInventoryControl,PurchaseOrders
letsyouspecifythetypeofcostyouwanttheprogramtodisplayby
defaultontransactions.Theoptiondisplayscostsbylocationforthe
itemnumbersinyourInventoryControlsystem.
YoucanchoosetodisplayMostRecentCost,StandardCost,Average
Cost,LastUnitCost,VendorCost,oreitherofthetwouserdefined
costsyoucanenterwithitemrecordsinInventoryControl.
Whenenteringtransactiondetails,youcanchangethecostamount
thatappears.YoucanalsochangeyourchoicefortheDefaultItem
Costoptionatanytime.

Using Purchase IfyouusePurchaseOrdersasastandaloneprogram,theprogram

Orders without
usesthevendorcostasthedefaultitemcost.TheDefaultItemCost
Inventory Control
isdisplayedforinformationonly.Youcannotchangeit.
Setting Up
Before
Choosing to Post A/P Batches Automatically or Using the Create Batch
Icon
ThissettingletsyouchoosewhentopostA/Pbatchesgenerated
fromPurchaseOrdersinvoices,creditnotes,anddebitnotes:
DuringPostingorDayEndProcessing
OnRequestUsingCreateBatchIcon
During Posting or Day End Processing
ThischoicepostsAccountsPayableinvoicebatchescreatedby
PurchaseOrderswhenyoupostinvoicesorwhenyourundayend
processinginInventoryControl(ifyouhaveit)dependingon
whenyoucosttransactionsinInventoryControl.
(TheInventoryControloptionforcostingtransactionsletsyoucost
inventoryitemsduringpostingorwhenyourunDayEnd
Processing.)
On Request Using the Create Batch Icon
ThischoiceletsyouchoosethetimetopostAccountsPayable
invoicebatchescreatedbyPurchaseOrdersusingtheCreate
BatchiconinPurchaseOrdersorusingthePostBatchforminthe
AccountsPayablemodule.
Youcanchangeyourselectionanytime.Ifyouwereusingthe
CreateBatchformtocreateG/Ltransactions,printacopyofthe
latestG/LTransactionsreport,thencreateanyoutstanding
transactionsbeforechangingyourchoicefortheoption.
Getting Started 211

Note: Thischoicecanhavealargeimpactonthespeedof
processingtransactionsinPurchaseOrdersandonthe
numberofA/PbatchesthatPurchaseOrdersproduces.
Ifyouchoosetopostbatchesduringpostingordayend
processing,andyoucostinventoryduringtransaction
posting,PurchaseOrderswillcreateandpostanA/P
batchforeachinvoiceitcreates.
Ifyouareprocessingalargevolumeofinvoices,you
shouldcostinventoryduringdayendprocessingoruse
theCreateBatchicontopostA/Pbatches.
Specifying a Default Weight Unit of Measure for Items (if not using
Inventory Control)
Thedefaultweightunitofmeasureisthebasicorstandardunitthat
youuseformeasuringtheweightofyourinventoryitemssuchas
poundsorkilograms.
Youcanchangetheunitofmeasureforindividualitemsinyouritem
list,butthissettingisalsousedbyPurchaseOrdersastheweight
unitofmeasurefororders.PurchaseOrderscanalsousetheweights
initemrecordstoprorate(distribute)additionalcostsonorders.
Youcancreateasmanyweightunitsofmeasureasyouneedfor
yourinventoryitemssuchastons,pounds,ounces,orgrams.
WhenyouaddnewunitweightsintheWeightUnitOfMeasure
form,youmustalsospecifytheconversionfactortothedefault
weightunitofmeasure,soPurchaseorderscancalculatethetotal
orderweightinthedefaultweightunitofmeasure.
Note: Theconversionfactorofthedefaultweightunitof
measuremustbe1.
Forexample,assumethedefaultweightunitofmeasureispounds
andyouhaveunitsofmeasureforpounds,kilograms,andtons.The
weightunitsofmeasurewilllooklikethis:

Weight UOM Weight Conversion 1 in Default Weight UOM

pounds 1.000000 1.0000 pound
kilograms 2.200000 0.4545 kilograms
Setting Up
tons 2,000.000000 0.0005 tons
Before

Defining a weight YouspecifythedefaultweightunitofmeasureintheDefault
unit of measure
WeightUnitOfMeasurefieldontheProcessingtabintheP/O
Optionsform.
Changing units Tochangethedefaultweightunitofmeasure,youmust:
1. DeletethedefaultweightunitofmeasurefromtheOptions
form.
2. Changetheconversionfactorsofeachunitofmeasureinthe
WeightUnitsOfMeasureformtospecifyconversiontothenew
defaultunitofmeasure(whichisnow1).
3. ChoosethenewdefaultweightunitofmeasureintheOptions
form.
Costing Items during Posting or Day End Processing (if not using
Inventory Control)
ThisoptionisavailableinPurchaseOrdersonlyifyouarenotusing
SageAccpacInventoryControl.(IfyouareusingInventoryControl,
youcanchoosethisoptionintheI/COptionsform.)
Thisoptionletsyouchoosewhethertocostitemsassoonas
transactionsareposted,oratdayendwhenyourunDayEnd
Processing.
Ifyoucostitemsatposting,everyreceiptorreturn(and,
possibly,invoice,debitnoteandcreditnote)willupdateitem
costsalthoughthisalsomeansthatpostingtransactionscan
takelonger.
PurchaseOrdersalsousesthissettingtodecidewhenitwill
createG/Ltransactions(andwhenitwillcreateG/Lbatchesif
youchoosetocreatebatchesduringpostingordayend
processinginsteadofusingtheCreateG/LBatchicon).
Getting Started 213

Accumulating Purchasing History and Statistics for Reporting
PurchaseOrdersincludestwooptionsforaccumulatingpurchasing
andsalesstatistics.
Accumulate UsetheAccumulatePurchaseHistoryoptiontokeepinformation
Purchase History
abouttheitemsyouhavepurchasedandthevendorswhosupplied
them.Theoptionalsokeepsinformationaboutcreditnotes,debit
notes,anditemsyouhavereturned.
YoucanviewthisinformationonthePurchaseHistoryform(using
theHistorybuttontolookitupwhenyouareenteringtransactions),
orprintitonthePurchaseHistoryreport.
Selecting the PurchaseOrderskeepspurchasehistorybythetypeofyear(fiscalor

type of year
calendar)andperiodyouselectusingtheAccumulateByandPeriod
TypeoptionsontheProcessingtaboftheOptionsform.
Ifyouchoosetoaccumulatebycalendaryear,thestartingdatefor
theyearwillbeJanuary1.Ifyouaccumulatebyfiscalyear,the
startingdatewillbethefirstdayofyourfiscalyear.
Selecting the Youcanalsokeepthedataforupto53periodsperyear(54periods

type of period
inaleapyear),foranynumberofyears.UsethePeriodTypeoption
toselectfromtheseperiodtypes:weekly(Sunday=day1),seven
days(beginningonthefirstdayoftheweekinyourfiscalcalendar),
biweekly(Sunday=day1),fourweeks,monthly,bimonthly,
quarterly,semiannually,annually,orfiscalperiod(ifyouchose
FiscalYearastheAccumulateByoption).
Accumulate StatisticsUsetheAccumulateStatisticsoptiontokeepstatisticaltotalsfromall
thetransactionsyoupostinPurchaseOrders,includingforeach
period:
Thenumberofpostedpurchaseorders,receipts,invoices,
returns,creditnotes,anddebitnotes.
Thenetquantitypurchased,netpurchaseamount,andnet
invoiceamount.

Thelargestandsmallestinvoice,creditnote,anddebitnote
amounts,andthevendorsforwhomyoupostedthem.
Theaverageinvoice,creditnote,anddebitnoteamount.
Setting Up
Before
YoucanseetheinformationonthePurchaseStatisticsformand
printitonthePurchaseStatisticsreport.
Youspecifythetypeofyearandperiodbywhichtocollectand
reportthestatistics,asdescribedabovefortheAccumulatePurchase
Historyoption.
Editing statistics IfyouusetheAllowEditOfStatisticsoption,youcaneditand

importthestatisticaltotalsthatarekeptbyPurchaseOrders.Usethe
PurchaseStatisticsformtoeditthestatistics.
Normally,youdonotneedtochangestatisticsbecausetheyare
updatedautomaticallyandaccuratelybyPurchaseOrders.
However,ifyousetupyourPurchaseOrderssystempartway
throughafiscalyear,youmaywanttoselecttheAllowEditOf
Statisticsoptionsothatyoucanenterstatisticsfromyourold
purchaseorderssystemforpreviousperiodsofthecurrentyearor
forpreviousyears.
Formoreinformationaboutaddingstatisticsfromyouroldsystem,
seeEnteringStatisticsfromYourPreviousPurchaseOrders
System,laterinthischapter,andStep7:AddStatistics,in
Chapter3.
Switching the Youcanturnanyoftheoptionstokeephistoryandstatisticsonor

options on or off
offatanytime.IfyouturnofftheAccumulatePurchaseHistoryor
AccumulateStatisticsoption,PurchaseOrdersimmediatelystops
savingthecorrespondingdata,althoughitretainsthefiguresalready
collecteduntilyouclear(delete)themusingClearHistory.
Ifyouturntheoptiononagain,therewillbeagapinthecollected
informationcorrespondingtotheperiodwhentheoptionwasnot
used.
Getting Started 215

Changing the YoucanchangethetypeofyearandperiodbywhichPurchase

method of
Orderskeepspurchasehistoryandstatistics,butyouwillnotthen
reporting statistics
beabletocomparenewperiodfiguresdirectlytofiguresinpast
periods.
IfyouneedtochangethetypeofyearorperiodbywhichPurchase
Ordersreportspurchasehistoryandstatisticsafteryouhave
processedtransactions,youshouldeitherdosoafteryearend,or
editthestatisticsfortheearlierperiodsintheyeartocorrect
distortions.Theprogramwarnsyouwhenyouchangetheselection
fortheAccumulateByorPeriodTypeoptionfortheAccumulate
StatisticsandAccumulatePurchaseHistoryoptions.
Reports ThePurchaseHistoryandPurchaseStatisticsreportswillbeblankif
youdonotturnontheAccumulatePurchaseHistoryand
AccumulateStatisticsoptions,respectively.Forinformationabout
thesereports,seeChapter7,Reports,intheUserGuide.
Defining Aging Periods

PurchaseOrdersgroupsoutstandingtransactionsfortheAged
PurchaseOrdersreportintofiveperiods:acurrent(notdue)period
andfourpreviousperiods.Youspecifythelengthofeachaging
periodontheDocumentstaboftheOptionsform.
YoucanalsospecifydifferentagingperiodsfortheAgedPurchase
Ordersreportatprintingtimeandyoucanchangethedefault
periodsatanytime.
Document Numbering Options

PurchaseOrderscanautomaticallyassigndocumentnumbersto
eachpurchaseorder,requisition,receipt,andreturndocumentyou
add,oryoucantypeyourowndocumentnumbersasyouenterthe
transactions.(Whenenteringinvoices,creditnotes,anddebitnotes,
youusethedocumentnumbersassignedbyyourvendors.)

Assigning numbers Toautomaticallyassignconsecutive,uniquedocumentnumbersto

to POs, requisitions,
requisitions,purchaseorders,receipts,andreturns,usethe
receipts, & returns
DocumentstaboftheOptionsformtospecifythenumbers.Youcan
Setting Up
probablycontinueusingthenumberingschemefromyourold
Before
purchaseorderssystem.
WhenyoufirstactivatePurchaseOrders,theprogramprovidesthe
followingdefaultdocumentnumberlengths,prefixes,andnumbers.

Youcanchangeallofthedefaultinformation,settingadifferent
length,prefix,andnextnumberforeachtypeofdocument.
Document number Thenumbersyouassigntorequisitions,purchaseorders,receipts,

length
andreturnscanbeupto22characterslong,includingprefix
characters,ifany.Youcanchangethenumberofcharactersinanyof
yourdocumentnumbersatanytime.
Forexample,youcouldhaveatotallengthofeightcharacters,with
threecharacterprefixessuchasPO#00058.
Althoughyoudonothavetouseprefixesinyourdocument
numbers,theyareanimportantmeansofidentifyingthetransaction
typeandcreatingmeaningfuldocumentnumbers.Eachprefixmust
beuniqueandcanincludeuptosixcharacters.
Thenextnumbertoassigncancontainasmanycharactersasare
permittedbythelengthyouspecify,minustheprefixcharacters.If
youtypeashorternumber,theprogramplacesasmanyzeroesin
frontofitasareneededforthespecifiedlength.
PurchaseOrdersincreasesthenumberforeachdocumenttypeby1
eachtimeyoupostatransactionofthetypeandlettheprogram
assignthedocumentnumber.Youarenotforcedtousethenumber
assignedbytheprogram(youcantypeyourownnumbers);butif
youuseautomaticnumbering,yourauditingproceduresare
simplifiedbecauseyoucannotaccidentallyskipanynumbers.
Getting Started 217

Entering your own Ifyouenteryourowndocumentnumberswhenyouadd

document number
transactionsinPurchaseOrders,theprogramdoesnotupdatethe
with transactions
nextnumberontheOptionsform,evenifyouusethesamenumber
astheprogramwouldhaveassigned.
Iftheprogramtriestoassignadocumentnumberyouentered
manuallyforanothertransaction,youseeanerrormessage.You
mustthenchangethenextnumberontheOptionsformforthetype
ofdocumentbeforeyoucanresumeautomaticallyassigning
numbers.
Changing the next Youcanchangedocumentnumberspecificationsasneeded,varying

document number
thelengths,prefixes,ornextnumberstouse.
IfyouwanttochangethenextnumbertoassignontheOptionsform
toalowernumberyoumayhaveusedbefore,youshouldalso
changetheprefixforthedocumenttypetoavoidaccidentally
creatingduplicatenumbers.
You cannot reuse Youcannotusethesameprefixanddocumentnumbermorethan

PO, requisition,
onceforrequisitions,purchaseorders,receipts,andreturns,unless
receipt, or return
numbers youfirstuseClearHistorytoclearcompletedtransactionswiththe
numbersyouwishtoreassign.
Whenyouenteranexistingdocumentnumber,theprogram
assumesyouwishtoedittherequisition,purchaseorder,receipt,or
return,anddisplaystheinformationforthetransaction.
Ifnecessary,youcanentermorethanoneinvoice,creditnote,or
debitnotewiththesamenumberinPurchaseOrders.Whenyou
enteranexistingdocumentnumberontheInvoiceEntryor
Credit/DebitNoteEntryform,theprogramdisplaysaFinderthat
letsyouchoosewhethertoviewtheprevioustransaction,orentera
newtransactionwiththesamenumber.

Choosing G/L Integration Options
Using Purchase Orders Document Numbers in Inventory Control and

Accounts Payable
BecauseyoucanenterreceiptsinbothInventoryControland
Setting Up
PurchaseOrders,youshouldtakecarewhenassigningdocument
Before
numberstoavoidduplicatenumbers.
Inventory Control IfyoupostreceiptsinbothPurchaseOrdersandInventoryControl,

receipt numbers
youcanassignadifferentprefixandnextnumberforreceiptsinthe
twoprogramssothatyoueasilyidentifytheprogramwherea
receiptwasentered.
Unique invoice, Youcanalsousedifferentprefixesfortransactionspostedin

credit and debit
PurchaseOrdersandAccountsPayabletomoreeasilyidentifythe
note numbers
sourceofthetransactioninAccountsPayable.

PurchaseOrdersproducesgeneralledgertransactionswhenyou
postP/OtransactionsorwhenyourunDayEndProcessing
(dependingonwhenyoucostitemsinInventoryControl).
IfyouuseSageAccpacGeneralLedger,PurchaseOrderscreatesnew
GeneralLedgerbatchesorappends(adds)toexistingbatcheseither
duringpostingorwhenyourundayendprocessingoratalater
timethatyouchoose.PurchaseOrderscanalsopostnewlycreated
G/LbatchestoupdatetheGeneralLedgerimmediately.
IfyourSageAccpacGeneralLedgersystemisatanotherlocation,
PurchaseOrderscreatesbatchesyoucanimportintoyourgeneral
ledger,orprint,andthenentermanuallyintoyourgeneralledger.
P/O creates only PurchaseOrdersjournalentriesarecreatedintwostages:posting

a few G/L
andDayEndProcessingcreatesgeneralledgerentries(forinventory
transactions
directly andnonstockclearingaccounts,orinventory/expenseaccountsina
standalonesystem)fromreceiptsandreturns,andAccounts
Getting Started 219

Payablepostingcreatesentriesfrominvoices,returns,creditnotes,
anddebitnotes.(Nogeneralledgertransactionsarecreatedfrom
requisitionsandpurchaseorders.)
IfyouusetheCreateG/LBatchformtoproducethegeneralledger
transactionsforPurchaseOrders,youcanprinttheG/LTransactions
reportandchecktheentries.Ifyoudonotusethisoption,DayEnd
ProcessingcreatestheG/LtransactionbatchesanddeletestheG/L
Transactionsreportinformation,soyoumustusetheG/LListingin
GeneralLedgertoseethetransactioninformation.
Taxes Allocatedtaxesarepostedtothesamegeneralledgeraccountsas
theircorrespondingitemoradditionalcostdetails.Recoverableand
expensedtaxesarepostedtotheaccountsspecifiedforthetax
authoritiesinTaxServices.
FormoreinformationabouttheG/LTransactionsreport,see
Chapter7,Reports,intheUserGuide.
SeeChapter2oftheUserGuideformoreinformationonthe
transactionscreatedbyPurchaseOrdersandAccountsPayable.
Options on the Integration Tab

YouusetheIntegrationtabontheG/LIntegrationformto:
Specifywhentocreategeneralledgertransactions.
ChoosewhethertocreatenewbatchesforG/Ltransactions(and
optionallypostthem)ortoaddthemtoexistingG/Lbatches.
Choosewhetherandhowyouwanttoconsolidatetransactions.
ChoosehowPurchaseOrderscreatesG/Lentriesfornon
inventoryexpensesandforexpensedadditionalcosts.
SpecifytheaccountnumbersforseveralG/Laccountsusedby
thePurchaseOrdersprogram.
TheIntegrationtabalsodisplaysthedayendnumberuptowhich
youhavegeneratedgeneralledgertransactions:

Choosing When to Create G/L Transactions
PurchaseOrdersgivesyouthefollowingchoicesforcontrolling
whenyouwanttocreatebatchesofG/Ltransactionsfrom
Setting Up
Before
shipments,returns,andcreditnotetransactions:
Generatethemmanuallywheneveryouchoose,usingtheCreate
Batchform.
TocreateaG/LbatchoraddtransactionstoanexistingG/L
batchortransactionfileonlywhenyouareready,usetheOn
RequestUsingCreateBatchIconoption.Whenyouarereadyto
creategeneralledgertransactions,youthenusetheCreateBatch
form.
Selectthisoptionifyouwanttobeabletoconsolidategeneral
ledgertransactiondetailsandprintPurchaseOrderssG/L
Transactionsreport.
Generategeneralledgertransactionsautomaticallywhenyou
posttransactionsorrundayendprocessing.
Tocreateabatchoraddtoanexistingbatchortransactionfile
whenyoupostPurchaseOrderstransactionsorrundayend
processing,usetheDuringPostingorDayEndProcessing
option.
Tofurtherautomateyoursystem,youcanhavePurchaseOrders
automaticallyposttheG/LbatchintheGeneralLedgermodule.
(SeetheAddToAnExistingBatchoption.)
Actual creation of
G/L transactions Note: Ifyoucreatetransactionsautomatically,transactions
determined in I/C aregeneratedwhenInventoryControlperformsinventory
costing.Inotherwords,theInventoryControloptionfor
CostingItemsDuringTransactionPostingorDuringDay
EndProcessingdeterminesexactlywhenPurchaseOrders
willcreategeneralledgertransactions.
Note,also,thatthisisanotherreasonthattheI/Ccostingduring
postingchoicecanslowdowntransactionprocessingin
Getting Started 221

PurchaseOrders.Youshouldchangeyoursettingsifyouwant
tospeedupPurchaseOrdersprocessing.
Printing General Ledger Transactions
TheG/LTransactionsreportisalistingofthegeneralledger
transactionscreatedbyPurchaseOrdersthatyoumightwantto
printaspartofyouraudittrail.
IfyouselectedtheOnRequestUsingCreateBatchIconoption,
youcanprinttheG/LTransactionsreportfromPurchaseOrders
afteryourundayendprocessing,butbeforeyoucreateoradd
transactionstogeneralledgerbatches.Youcanprintthisreport
whetherornotyouuseSageAccpacGeneralLedgerwiththe
samedatabaseasPurchaseOrders.
IfyouselectedtheDuringPostingorDayEndProcessingoption
forcreatingthegeneralledgerbatch,youcannotprinttheG/L
TransactionsreportfromPurchaseOrders.Ifyouneedthis
informationforyourauditcontrol,youcanprintthegeneral
ledgerbatchfromSageAccpacGeneralLedger.Ifyoudonotuse
SageAccpacGeneralLedger,youmaybeabletoprintitfrom
yournonSageAccpacgeneralledgersystem.
Sage Accpac IfyouwanttoavoidmakingaccidentalchangestoSageAccpac

General Ledger
GeneralLedgerbatchescreatedbyPurchaseOrders,selectNoEdit
fortheEditImportedEntriesoptionintheGeneralLedgersOptions
form(onthePostingtab).
FormoreinformationabouttheG/LTransactionsreport,see
Choosing How and Where to Create G/L Transactions

General Ledger PurchaseOrdersletsyouchoosewhethertoaddnewgeneralledger
batches
transactionstoexistingbatchesorcreatenewbatchesandoptionally
postthemautomaticallytothegeneralledger.

Specifically,youcanchooseto:
AddgeneralledgertransactionstoanexistingSageAccpac
GeneralLedgerbatch.
Setting Up
Before
CreateanewGeneralLedgerbatcheachtimeyougenerateG/L
transactions.
CreateanewGeneralLedgerbatcheachtimeyougenerateG/L
transactions,andautomaticallypostthebatchintheGeneral
Ledgerprogram.
To create only one TohaveonlyoneGeneralLedgerbatchtowhichalltransactionsare

batch
appended,selecttheAddingtoanExistingBatchoption.Purchase
OrdersmustusethesamedatabaseasSageAccpacGeneralLedger
toaddtoanexistingbatch.
If you dont use IfyoudonotuseSageAccpacGeneralLedgerorifyourSage

Sage Accpac G/L
AccpacGeneralLedgersystemisatanotherlocation,Purchase
Ordersappendsitsgeneralledgertransactionstoafileinyour
companysdatadirectorycalledoegltran.csv,whichcanbeimported
byaremotesiteSageAccpacGeneralLedger,ortransferredto
anothergeneralledgerthatyouuse.ThefileisinaComma
SeparatedValues(CSV)format.
Choosing Consolidation Options for General Ledger Transactions
Consolidationoptionsletyoucombinetransactiondetailsingeneral
ledgertransactionsorleavethemunconsolidatedtoincludeallthe
detailspostedtoeachgeneralledgeraccount.
Consolidationreducestheamountofinformationinthegeneral
ledgerbatchandresultsinashorterG/LTransactionsListing.
However,consolidationalso:
RemovestransactionspecificinformationfromtheReference
andDescriptionfieldsforeachtransaction.
Removesoptionalfieldinformationfromtransactions.
Getting Started 223

BlocksdrilldownfromG/Ltransactionstotheoriginatingentries
inPurchaseOrders(unlessconsolidatingbyaccountonly).
Four consolidation PurchaseOrdersprovidesfourchoicesforconsolidatinggeneral

options
ledgerentriesarisingfromPurchaseOrderstransactions:
DoNotConsolidate.
ConsolidateTransactionDetailsbyAccount.
ConsolidatebyAccountandFiscalPeriod.
ConsolidatebyAccount,FiscalPeriod,andSource.
Theconsolidationchoicesperformthefollowingfunctions:
Do Not Consolidate. AllthedetailspostedinPurchaseOrders

willbeincludedintheGeneralLedgertransactionbatch.
Choosethisoptionifyouuseoptionalfieldsandpassoptional
fieldinformationfromPurchaseOrderstransactiondetailstothe
GeneralLedgertransactiondetails.
TheDoNotConsolidateoptionprovidescompleteinformation
inyourgeneralledgertransactionbatch.
AlthoughthischoicewillresultinalongerG/LTransactions
reportandalargergeneralledgerbatch,youcanalso
consolidatetransactiondetailsduringpostinginSageAccpac
GeneralLedger.
Consolidate Transaction Details by Account. Allthedetails

withinatransactionwiththesamegeneralledgeraccount
numberarecombinedintoonedetail.
Choosethisoptionifyoudonotuseoptionalfields,butstill
wanttoassociategeneralledgertransactionswithoriginating
documents(fordrilldownortomaintainamanualaudittrail).
Consolidate by Account and Fiscal Period. Allthedetailswith

thesamegeneralledgeraccountnumberandfiscalperiodare
combinedintoonedetail.

Note: Thisoptiononlyconsolidatesdetailsfromdifferent
transactionsifyoucreatetransactionbatchesusingtheG/L
Batchform.
Setting Up
Before
Consolidate by Account, Fiscal Period, and Source. Allthe
detailswiththesamegeneralledgeraccountnumber,fiscal
period,andsourcecodearecombinedintoonedetail.
Note: Thisoptiononlyconsolidatesdetailsfromdifferent
Batchform.
Partial consol. IfyoucreatebatchesofG/Ltransactionsduringpostingordayend

during posting or
processing,theprogramcanonlyconsolidatethedetailswithin
day-end
processing transactions;itcannotconsolidatethedetailsfromdifferent
transactions.
Full consolidation IfyouusetheOnRequestUsingCreateBatchIconoption,youcan

with Create Batch
consolidatetransactiondetailsfromalltransactionsforeachgeneral
ledgeraccountifyouchooseConsolidatebyAccountandFiscal
PeriodorConsolidatebyAccount,FiscalPeriod,andSource.
Choose Whether to Create G/L Entries for Non-Inventory Expenses and

Expensed Additional Costs
ThesechoicesletyoudecidewhenSageAccpacERPgenerates
entriesfornoninventoryexpensesandforexpensedadditionalcosts
duringP/Oposting/dayendorwhentheinvoicesarepostedin
AccountsPayable.
Create G/L entries Choose when to update your general ledger with expenses
for non-inventory from non-inventory receipts and returns. Thisoptionletsyou
expenses
updateyourgeneralledgerwithnoninventoryexpenses
directlyfromPurchaseOrders,orwaituntiltheinvoiceisposted
inAccountsPayable.
Checktheboxtocreateadebitentrytoexpenseandacredit
entrytothenoninventorypayablesclearingaccountwhen
Getting Started 225

youpostreceipts.(PostingtheinvoicelaterinA/Pwillcredit
thepayablescontrolaccountanddebitnoninventory
payablesclearing.)
LeavetheboxuncheckedtosendtheexpensetoAccounts
Payable,wherepostingwilldebittheexpenseaccountand
creditpayablescontrol.
Note: ForJobrelateddocuments,PurchaseOrderswill
alwayscreateG/Lentriesfornoninventoryexpensesduring
postingordayendwhetheryouselectthisoptionornot.
Create G/L entries Choose when to generate entries for expensed additional
for expensed costs. ThisoptionletsyoudecidewhenSageAccpacgenerates
additional costs
entriesforexpensedadditionalcostsduringP/Oposting/day
endorwhentheinvoicesarepostedinAccountsPayable.(This
optionissimilartotheoptionCreateG/LEntriesFor
NonInventoryExpenses.)
Selectthisoptiontocreatedebitentriestoexpenseaccountsand
creditentriestotheExpensedAdditionalCostClearingAccount
whenyoupostadditionalcosts.(Postingtheinvoiceslaterin
AccountsPayablewillcreditthepayablescontrolaccountand
debittheExpensedAdditionalCostClearingAccount.)
Leavetheboxuncheckedtosendexpenseswithinvoicesto
AccountsPayable,wherepostingwilldebittheexpenseaccounts
andcreditpayablescontrol.
Job-related Notethatforjobrelateddocuments,PurchaseOrderswill
additional costs
alwayscreateG/Lentriesforexpensedadditionalcostsduring
postingwhetheryouselectthisoptionornot.
Specify General Ledger Accounts Used by Purchase Orders
Default Inventory Select the Default Inventory Expense Account. Thisisthe

Expense Account
generalledgeraccounttodisplaywhenyouentertransactions

foritemsforwhichyouhavenotsetuparecord.Youwould
normallyselectanaccountfromtheExpensesectionofyour
generalledgerchartofaccounts.
Setting Up
Before
Youcanchangetheaccountnumberforindividualtransactions,
asneeded.Youcanalsochangethedefaultaccountnumberon
theOptionsformatanytime.
IfyouselecttheAllowNoninventoryItemsoption,youmust
specifythisaccountnumberbeforeyoucansavechangestothe
Optionsform.
DayEndProcessingcreatesthegeneralledgerentriesfor
noninventorytransactionsinAccountsPayable,andtheydonot
appearonthePurchaseOrdersG/LTransactionslist.
Default Cost Select the Cost Expense Account. Thisisthegeneralledger

Expense Account
accounttousewithtransactionsthatdonotspecifyageneral
ledgeraccount.PurchaseOrderscreatestransactionsforthe
account,forexample,whenadditionalcostsareexpensedona
receipttoanaccountthatisdeletedbeforerunningDayEnd
Processing.Theprogramalsousestheaccounttocontainthe
discrepancythatcanoccurintaxamountswhenusersmanually
prorateadditionalcostsandchangetaxinformationonareceipt
orinvoice.
Assign the account YoumustassigntheaccountbeforeyoucanrunDayEnd

before running
Processing.DayEndProcessingstopsanddisplaysanerror
Day End
Processing messageifyoutrytorunitbeforespecifyingthedefaultcost
expenseaccount.
Non-Inventory Select the Non-Inventory Payables Clearing Account. Thisis

Payables Clearing
thegeneralledgeraccounttousewhenprocessingreceiptsfor
Account
noninventoryitems.Whenyouenterthereceipt,Purchase
Orderscreditsthepayablesclearingaccountanddebitsthe
expenseaccountduringdayendprocessing(orwhenyourun
CreateG/LBatch).PostingtheinvoiceinAccountsPayable
debitsthepayablesclearingaccountandcreditsthepayables
controlaccount.
Getting Started 227

Additional Cost Select the Expensed Additional Cost Payables Clearing

Payables Clearing Account. UsethisoptionontheIntegrationtaboftheOptions
Account
formtoselectthegeneralledgeraccountthatyouwantto
updatewithexpensedadditionalcostswhenyoucreategeneral
ledgertransactions.
Note: YoucanchoosewhenSageAccpacgeneratesentries
forexpensedadditionalcostsduringPOposting/dayend
orwhentheinvoicesarepostedinAccountsPayable.This
accountisusedifyoucreateG/LtransactionsinPurchase
Orders.
IfyougenerateentriesinPO,theprogramdebitstheexpense
accountandcreditsthepayablesclearingaccount.
Youcanchangethedefaultclearingaccountnumberinthe
Optionsformatanytime.
TheIntegrationtabalsodisplaysthedayendnumberuptowhich
youhavecreatedgeneralledgerbatches.
IfyouusetheoptiontocreategeneralledgerbatchesinPurchase
Orders,youcancomparethisnumbertotheNextDayEndNumber
onthedocumentstaboftheP/OOptionsformtomakesureyou
havecreatedallgeneralledgertransactions.
Options on the Transactions Tab for Specifying the Description,

Reference, and Comments for G/L Transactions
TheTransactionstabontheG/LIntegrationformletsyouspecifythe
typeofinformationtouseforthetransactiondescription,detail
reference,detaildescription,anddetailcommentfieldsinthe
generalledgertransactionscreatedbyPurchaseOrdersfrom
shipment,invoice,return,creditnoteanddebitnotetransactions.

Purchase Orders
creates only a few Note: ThemainGeneralLedgerentriesthatarecreatedby
G/L transactions PurchaseOrdersarefortransactionspostedinReceiptEntry
directly (orinInvoiceEntryforadditionalcostsorifthequantityor
Setting Up
thecostischanged).
Before
PurchaseOrderscreatestransactionsfromreceiptstodebit
InventoryControlandcredittheinventoryitemspayablesclearing
accountwiththetotalofextendeditemcost,allocatedtaxes,andany
proratedadditionalcostsandtheirallocatedtaxes.WhenAccounts
PayablepoststheinvoicesfromP/O,itcreatestransactionsthat:
Debittheitemspayablesclearingaccountandcreditthe
vendorspayablescontrolaccount.
Debitorcredittheitemsinventorycontrol(orinventory/
expense)accountforthedifferencebetweenthereceiptamount
andtheinvoiceamount.
Debitorcredittheitemspayablesclearingaccountforthe
differencebetweenthereceiptamountandtheinvoiceamount.
DebitthePayablesClearingaccountfortheoriginalamountof
thereceipt,netofanyadjustmentsaslistedabove.
Forexample,allG/LtransactionsgeneratedbyPurchaseOrders
fromreceiptscouldincludethereceiptnumber,purchaseorder
number,vendornumber,andvendornameintheG/Lentry
descriptionfield.
YouassigntheG/LtransactionfieldsforinvoicespostedbyA/Pin
AccountsPayablesG/LIntegrationform.
FormoreinformationontransactionscreatedbyPurchaseOrders,
seeChapter2ofthePurchaseOrdersUserGuide.
Warning! Ifyouconsolidategeneralledgertransaction
details,onlytheinformationfortheG/LEntryDescription
fieldispassedtoGeneralLedger.Thedetailreference,
description,andcommentfieldsarelostinconsolidation.
Getting Started 229

Choosing Original P/O Transaction Information for the G/L Entries
TheTransactionstabletsyouchoosetheinformationfromthe
originalPurchaseOrderstransactionsthatyouwanttoappearin
eachG/Ltransactionfield.
ForeachtypeofPurchaseOrderstransaction,theformliststheG/L
EntryDescription,G/LDetailDescription,G/LDetailReference,and
G/LDetailCommentsfields,andletsyouchoosetheinformation
thatyouwantforeachG/LfieldfromalistoftheP/Ofieldsinthe
originaltransaction.
Youcanassignoneormorepiecesofinformation(segments)toeach
G/Ltransactionfield,providedthatthecombinedlengthofthe
segmentsandseparatorsdoesnotexceed60characters.Fields
exceedingthislimitwillbetruncatedwhenyoupostthegeneral
ledgertransactions.
TheinformationyoucanselectdependsonthetypeofP/O
transactionforwhichyouareassigninginformationandwhetherthe
informationisfortheG/Ltransactionheaderorthedetails.This
ensuresthattheinformationpassedtoGeneralLedgerisrelevantfor
eachtypeoftransaction.
Forexample:
Youcanassigntheitemnumberandlocationinformationtothe
G/LDetailReferencefieldinanentryarisingfromashipment
detail.
YoucanassignthePOnumber,receiptnumber,invoicenumber,
vendornumber,anditemnumbertothecommentfieldinan
entryarisingfromaninvoice.
Whenyoucreategeneralledgertransactions,ifnodataexistsinthe
sourcetransactionfield,thefieldwillbeblankinthegeneralledger
transaction.Forexample,ifyouassignedtheoriginaltransaction
descriptiontotheG/LEntryDescriptionfield,butthereisno
descriptionforaparticularentry,thefieldwillbeblankinthe
G/Ltransaction.

Unconsolidated Ifyoudonotconsolidategeneralledgertransactions,informationfor
transactions
alltheG/LfieldsispassedtoGeneralLedger.
Consolidated Ifyouconsolidategeneralledgertransactions,onlytheinformation
Setting Up
transactions
Before
fortheG/LEntryDescriptionfieldispassedtoGeneralLedger.The
detailreference,description,andcommentarelostinconsolidation.
Whenyouconsolidategeneralledgertransactions,thereferencefor
eachtransactionremainsblankandthedescriptionforeach
transactionischangedtoConsol.byP/Oondate.(Notethatwhen
thereisonlyoneofaparticulartransactiontype,thereferenceand
descriptionforthetransactionarewhateveryouselectedontheP/O
Integrationform.)
Whenyouconsolidategeneralledgertransactionsbyaccount
numberandfiscalperiod,thesourcecodeafterconsolidationis
POCO.
Changing your YoucanchangeanyofyourchoicesintheG/LIntegrationformat

choices for G/L
anytime.However,youshouldbeawarethatanychangesyou
integration
makewillapplyonlytogeneralledgertransactionscreatedafterthe
change,andwillnotaffectexistinggeneralledgerbatches.
Important! IfyouwanttochangefromusingtheCreateBatch
formtoproduceyourgeneralledgertransactionstocreating
themduringpostingordayendprocessing,besuretorun
CreateBatchtoprocessanyoutstandingtransactionsfirst,to
avoidaccidentallyomittingtransactionsfromyourgeneral
ledgerbatches.
Changing Your Choices for General Ledger Integration Options
Youcanchangeyourselectionsforallthegeneralledgeroptionson
thePurchaseOrdersOptionsformatanytime.Yournewchoicesare
usedonlyforthegeneralledgertransactionsthatarecreatedafter
youmakethechanges,anddonotaffectexistinggeneralledger
batches.
Getting Started 231

Designing Coding Schemes for Purchase Orders
Designing Coding Schemes for Purchase Orders

Thissectiondescribesthecodesyouassigntotherecordsforthe
optionaltemplates,additionalcosts,andshippingmethodsyoucan
addtoPurchaseOrders,andofferssometipstohelpyoudecideon
thecodestouse.
Code Name Maximum Length Permitted Characters

Additional cost code 6 numbers and letters
Ship-via code 6 numbers and letters
Template code 6 numbers and letters
Account set code 6 numbers and letters
(stand-alone program)
Item code 24 alphanumeric, plus blanks
(stand-alone program) and special characters
Document numbers 22 alphanumeric prefix,
for requisitions, numbers
purchase orders,
receipts, and returns
Whenyoudesignnewcodingschemes,youshouldassigncodesthat
makeiteasytoidentifyeachrecordtypeandthatlistrecordsinthe
orderyouwantthemtoappearonreportsandinFinderwindows.
Eachcodeofasingletype(suchasanadditionalcostcode)mustbe
unique.Inmostcases,youshouldalsoassignuniquecodestoall
yourrecords,sothereisnochanceofconfusingonetypeofrecord
withanother.
YoucanuseanycombinationofnumbersandlettersinallPurchase
Orderscodes.Forexample,allofthefollowingwouldbevalid
shipviacodes:
A1
123
A01
123A
AB1234

Entering Setup Information for Purchase Orders
Tosimplifycodes,werecommendthatyou:
Usethesamenumberofcharactersinallcodesofthesame
recordtype.
Setting Up
Before
Usecodesofatleastthreecharacterstoallowforfuture
expansion.
Useasystemthatissignificantforyourbusiness,suchascodes
thatidentifyageographicalregionortypeoftemplateorcost.
Ifpossible,useonlynumbersinyourcodesforconsistencyof
sorting.
Sorting Order of Codes

PurchaseOrdersreadscodesfromlefttoright,andusesthe
followingsequencetoputtheminorder:
[Blank] ! " # $ % & ' ( ) * + , - . / 0 1 2 3 4 5 6 7 8 9 : ; < = > ? @ A B C D

EFGHIJKLMNOPQRSTUVWXYZ[\]^_`abcdefghij
k l m n o p q r s t u v w x y z { | } ~
Thecodeslistedintheintroductiontothisdiscussionwouldbe
sortedbyPurchaseOrdersintothefollowingorder:
123
123A
A01
A1
AB1234
Codescontainingfewerthanthemaximumnumberofpermitted
charactersareleftjustifiedonscreenandonreports.

BeforeyouaddtransactionstoPurchaseOrders,youshoulddefine
thetransactionentrytemplatesyouwanttouseandaddrecordsfor
theshippingmethodsandadditionalcosts(suchasserviceand
Getting Started 233

handlingcharges)thatyoufrequentlyenterwithpurchaseorders
andothertransactions.
Using Purchase IfyouareusingPurchaseOrdersasastandaloneprogram(without

Orders as a stand-
InventoryControl),youmustalsoaddsomeitemrecordsand
alone program
accountsets.AdditionalproceduresforsettingupPurchaseOrders
foruseasastandaloneprogramaredescribedinthesection
SettingUpRecordsforaStandAloneSystem(NoInventory
Control).
YoudonothavetousetemplatesorshipviacodesinPurchase
Orders,andyouneedtoaddrecordsforadditionalcostsonlyifyou
enterthesecostsasseparateamountsontransactions.
Toaddsetuprecords,usetheformsintheP/OSetupfolder.
Setting Up Ship-Via Codes

Ifyouregularlyuseparticularcarriersorshippingmethodsforyour
goods,youcansetupcodestoidentifyeachcarrierormethod.You
thentypethecodesonpurchaseorders,insteadoftypinginthe
informationeachtime.
Intherecordforeachshipviacode,youcantypethename,address,
phoneandfaxnumbers,andemailaddressofthecarrier,aswellas
thenameofacontactpersonorpositiontocallifthereisaproblem
withadelivery.Youcanalsoenteracommentofupto75characters.
Youdonothavetouseshipviacodes.Instead,youcantypea
descriptionoftheshippingmethod,usingupto35characters,on
eachtransactionyouenter.Youcanalsoomitshippinginformation
fromtransactionsaltogether.
Toaddshipviarecords,chooseShipViaCodesfromtheSetup
folder.

Setting Up Vendor Contract Costs

TheVendorContractCostsformallowsuserstoassignvendors
pricestoInventoryControlitems.Keepingvendorspricesinthe
Setting Up
Before
systemcanbeusefulinPurchaseOrdersifuserspurchasethesame
itemsfromthesamevendorsmostthetime.
Note: VendorContractCostsarenotavailableinSage
Accpac100ERP.
How Vendor Contract Costs Differ from Vendor Details in Inventory

Control
Vendor Details TheVendorDetailsforminInventoryControlcontainscontact

form in I/C
informationforuptoninevendorsperitem,aswellasthelatestcost
oftheitempurchasedfromthevendor(thecostisupdatedin
InventoryControlwithnewreceiptinformationwhenyourunDay
EndProcessing).ThismeansthattheVendorCostfromtheVendor
Detailsformisvariable.
Vendor costs in UnlikethecostsintheVendorDetailsform,thecostsintheVendor

Purchase Orders
ContractCostsformarepermanentandarekeptinthesystemuntil
youchangeordeletethem.
Additionally,VendorContractCostsletyouspecifybaseunitcosts
forsingleormultipleunitsofmeasure,saleunitcostsforsingleor
multipleunitsofmeasure,volumediscountamountsorpercentages,
andthetaxauthoritiesandtaxstatusesforthecontractcost.
Vendor Contract Ifyouaddacontractcostforaparticularitemandvendor,the

cost by default
PurchaseOrdersprogramwillusethatcostbydefaultwhenyou
addpurchaseorders,receipts,invoices,returns,andcredit/debit
notes.Ifnocontractcostexistsforanitemandvendor,Purchase
OrderswilldisplaytheDefaultItemCostspecifiedintheP/O
Optionsform.
Youcanviewallvendorscontractcosts(thebaseunitcosts,sale
costs,anddiscountedcosts)intheitemFinderfortheUnitCostfield
inthePurchaseOrder,Receipt,Invoice,Return,andCredit/Debit
Getting Started 235

NoteEntriesforms.Asaresult,youcaneasilyreviewvendors
contractcostinformationwhileenteringpurchaseorderdocuments.
Setting Up Templates
Atemplateisasetofdefaultinformationfortransactions.It
providesinformationthatappliestotheoveralltransaction(the
header),suchasthePOtype,FOBpoint,shiptolocation,billto
location,description,andreference.
YoucanusetemplatestofillinfieldsautomaticallyonthePurchase
Orders,ReceiptEntry,andReturnEntryforms.Withtemplates,you
donothavetoretypestandardinformationeverytimeyouadda
transaction.
Templatesareoptional.Youcanaddtransactionswithoutusing
templates.
Ifyouwanttousetemplates,chooseTemplatesfromtheSetup
foldertodefinethem.Forexample,youmaywanttosetupa
templateforthevendorfromwhomyoumostfrequentlypurchase
items,oryoucouldsetupseveraltemplatesfortheseveraldifferent
kindsofpurchaseorders.
Foreachtemplate,youassignauniquecodeofuptosixcharacters
andadescriptiontoidentifythetemplate.
Youmustspecifythepurchaseordertype(Active,Standing,Future,
Blanket).Youcanselectcodesfortheshippingandbillinglocations
(ifyouuseInventoryControl),FOBpoint,30characterdescription,
22characterreference,andcommentsupto250characters.Youcan
alsoenterashipvia,taxgroup,andtermscodeforthevendor.
Aftersettingupyourtemplates,youcanspecifyadefaulttemplate
codeontheOptionsform.Thistemplatethenprovidestheinitial
settingsforeverytransactionyouenter.
Youcanchangethedefaultsettingsinatransactionbyenteringa
vendornumberthatusesadifferenttaxgrouportermscodefrom
thedefaulttemplate,orbyselectinganothertemplatecodethatuses

differentsettings.Youcanalsochangeanyoftheindividualsettings
providedbyatemplate.
Multicurrency Inmulticurrencysystems,youcanchangeatransactionstemplate
Setting Up
ledgers
Before
onlytoanothertemplatewithataxgroupthatusesthevendors
currency.
Forinformationaboutusingtemplatesduringtransactionentry,see
UsingTemplates,inChapter2oftheUserGuide.
Setting Up Additional Cost Codes

Youcanuseadditionalcostcodestoidentifytheextracosts,suchas
forshippingandhandling,thatyourvendorsorcarrierschargeon
theorderstheysendtoyou.Whenyouenteradditionalcostcodes
withreceipts,invoices,creditnotes,ordebitnotes,the
correspondinginformationisdisplayedforyoutoacceptorchange,
asneeded.
Youcanalsoaddadditionalcoststotransactionswithoutusing
additionalcostcodes.
Creating TocreaterecordsfortheadditionalcostsinyourPurchaseOrders
additional costs
system,chooseAdditionalCostsfromtheSetupfolder.
Tosetupanadditionalcostcode,youcreatearecordthatincludes:
Auniquecodeofuptosixcharacterstoidentifythecost.
Anoptionaldescriptionofthecost.
Thevendornumber(optional).
Becauseyoucancreateadditionalcostrecordsbyvendor
number,youcansetupseparaterecordsfortheadditionalcosts
assessedbyparticularvendors.Whenyouuseoneofthese
additionalcostcodeswithareceipttransaction,thespecified
vendornumberandtheassociatedtaxgroupareautomatically
displayed.
Getting Started 237

Youcanalsosetupadditionalcostcodeswithoutvendor
numbers,andthenusethecodeforanyvendor,enteringthe
vendornumberandtaxgroupwhenusingthecostina
transaction.
Multicurrency Ifyouusemulticurrencyaccountinganddonotassignavendor
ledgers
numbertothecost,youmustspecifythecurrencyinwhichyoupay
thecost.Youcanusethecodeforallvendorswhousethesame
currency.
Ifyouassignavendornumbertoacost,thevendorscurrencyis
displayed,andyoucannotchangeit.
Theamountofthecost(optional).
Whenyouselecttheadditionalcostcodeforatransaction,the
amountisdisplayed,butyoucanchangeit.
Iftheadditionalcostamountvaries,youmayprefertoskipthe
amountinthecostrecord,thenentertheamountwitheach
transactionthatusesthecost.
Multicurrency Ifyouusemulticurrencyaccounting,youtypeamountsinthe
ledgers
currencyspecifiedforthecostyouenter.
Themethodbywhichyouproratethecostoveritemsona
receipt.Youcan:
Expensethecostseparatelyfromtheitemsinthetransaction
(noproration).
Proratethecosttoitemdetailsbyquantity,cost,orweight.
Notethatwhenyouprorateacostbyquantity,theprogram
doesnotconvertunitsofmeasuretostockingunits.For
example,ifyouorder12boxesand12singleunitsofthe
sameitemontwoseparatedetaillines,theprogramprorates
additionalcostsover24units,regardlessofhowmanysingle
unitsarecontainedinabox.

Manuallycalculateandaddthecoststotheitemdetailsin
thetransaction.
Thegeneralledgerexpenseaccounttowhichyoupostamounts
Setting Up
Before
forcostsyoudonotprorate.
Themethodyouusetoreprorateadditionalcoststhatwere
proratedtoitemsyoureturned.
Youcanchooseto:
Leavetheadditionalcost(thatwasproratedtothereturned
items)asoriginallyallocatedinthereceipt.
Proratetheadditionalcostfromthereturneditemstothe
remainingitemsonthereceipt.
Expensetheadditionalcostthatwasoriginallyproratedto
returneditemstoageneralledgeraccountyouspecifyinthe
additionalcostrecord.
Thegeneralledgeraccounttowhichyoupostcostamountson
returnsifyouexpensethecosts(thatis,youdonotprorate
them).
Optionalfieldinformationthatyouwanttoincludewith
additionalcostdetailsonreceiptsandinvoices.
Youmustaddthesameoptionalfieldstoadditionalcostrecords
andtotransactionentryformstohaveyourentriesappearon
newtransactions.
Thetaxauthoritiesandpurchasetaxclassesthatapplytothe
cost,ifany.
Ifthecostistaxable,youspecifyallthetaxauthoritiesand
purchasetaxclassesthatapplytothecost,sothatPurchase
Orderscancalculatecorrecttaxamountsforyouwhenyouenter
transactionsforthecost.Whenyouproratetaxableadditional
costs,thetaxamountisaddedtotheadditionalcost,thenthe
totalamountisprorated.
Getting Started 239

Youselectfromthetaxauthoritiesandpurchasetaxclassesyou
havesetupforyourcompanyinTaxServicesinCommon
Services.
FormoreinformationabouthowPurchaseOrdershandles
additionalcosts,seeEnteringAdditionalCosts,inChapter2ofthe
UserGuide.
Setting Up E-Mail Messages

PurchaseOrdersletsyoucreatestandardemailmessagesfor
sendingpurchaseordersandreturnstovendors.Thebodyofthe
emailmessageletsyouincludecodesforaddinginformation
specifictothevendorortoyourcompany.
Forexample:
Subject: Universal Corporation Purchase Order
Dear Mrs. James,
The attached PO contains a list of the items that we wish to

purchase from your company. If you have any questions, please
contact John Mason, at (903) 798-5555.
You choose the Youcanchoosetodeliverpurchaseordersandreturnstothe
delivery method in
vendors(orvendorcontacts)emaillistedontheAccountsPayable
Accounts Payable
vendorrecord.Youcanthenchoosetousethevendorsdelivery
methodsorthecurrentprintdestinationwhenyousendout
purchaseordersorreturnnotices.
WhenyouselectVendorastheDeliveryMethodontheReturnsand
PurchaseOrdersforms,youcanalsoselecttheMessageIDforthe
messageyouwanttosend.
Setting Up Optional Fields for Purchase Orders Transactions

PurchaseOrderssupportsSageAccpacTransactionAnalysisand
OptionalFieldCreator,aseparatelylicensedpackagethatyoucan
usewithanyeditionofSageAccpacAdvantageSeries.

Optional fields OptionalfieldsletyoucustomizeyourPurchaseOrderssystemas

provide
muchasyouwish.Youcanuseanunlimitednumberofoptional
exceptional
flexibility fieldstostoremoreinformationwithyourpurchaseorders
Setting Up
transactions(suchasrequisitions,purchaseorders,receipts,and
Before
invoices).
Note: LikeallotherSageAccpacmodules,PurchaseOrders
letsyouaddoptionalfieldstotransactiondocumentsandto
eachdetaillineofatransaction.Italsoletsyoupassoptional
fieldinformationthroughthecompletetransactioncycle
frompurchaserequisitions,topurchaseorders,toreceipts,
toinvoices,andeventodownstreamledgerslikeAccounts
Payable,ProjectandJobCosting,andGeneralLedger.
Document Header
Optional
Document Details Fields
Purchase Purchase
Requisition Order

Optional field information can originate with vendor and item
records, and flow through requisitions, purchase orders, receipts and
invoices.
Information can WhenyoucreateinvoicesorgeneralledgertransactionsinPurchase

be transferred to
Orders,theprogrampassestheoptionalfieldvaluesusedinthe
A/P and G/L
transactionstoAccountsPayableandtoGeneralLedgerifthe
optionalfieldsinPurchaseOrdersarethesameas
theoptionalfieldsassignedinthoseprograms.Optionalfield
informationwillevenappearintheGeneralLedgerjournalentries
forPurchaseOrdersaccounts,aswellasintheTransactionDetails
OptionalFieldsreport.
And,iftheoptionalfieldsthatyouassigntoPurchaseOrders
documentsmatchtheoptionalfieldsusedforAccountsPayable
vendorsandInventoryControlitems,theinformationenteredin
thoseprogramswillappearbydefaultontransactionsthatyouadd
inPurchaseOrders.
Getting Started 241

Generated Purchaseordersthataregeneratedfromrequisitions,fromlowstock
transactions also
levelsinInventoryControl,andfrombackordersinPurchaseOrders
use optional fields
willalsoincludeoptionalfields.
Optional Fields Setup Form

First, add optional BeforeaddingoptionalfieldsforPurchaseOrders,youfirstdefine
fields in Common
optionalfieldsforallofyourSageAccpacsystem,usingthe
Services
OptionalFieldsforminCommonServices.
Onceyousetupsystemwideoptionalfields,youusetheOptional
FieldsformintheP/OSetupfoldertoassignoptionalfieldsto:
Requisitions,purchaseorders,receipts,invoices,returns,and
credit/debitnotes.
Requisition,purchaseorder,receipt,invoice,return,and
credit/debitnotetransactiondetails.
Additionalcostsandreceiptadditionalcosts.
Receiptadditionalcostdetails,invoiceadditionalcostdetails,
andcredit/debitnoteadditionalcostdetails.
ItemsrecordsdefinedinPurchaseOrdersifyoudonotuseSage
AccpacInventoryControl.
ForeachoptionalfieldthatyouaddtoPurchaseOrders,youcan
specifyadefaultvalue(dependingonthetypeoffield)and
indicatewhethertheoptionalfieldwillbeautomaticallyinserted
innewrecordsortransactions.
Selecting valid Ifanoptionalfieldrequiresvalidation,youcanselectonlya

values
valuethatisassignedtotheoptionalfieldinCommon
Services.(Iftheoptionalfieldallowsblanks,youcanleave
thedefaultvaluefieldblank.)
Iftheoptionalfielddoesnotusevalidation,youcanselecta
valuefromCommonServices,leavethefieldblank,orenter
anyvaluethatisconsistentwiththetypeoffield(yes/no,

text,number,date,amount,andsoon)anddoesnotexceed
themaximumnumberofcharacterspermittedforthe
optionalfield.
Setting Up
Before
Optional Fields Settings Button
TheOptionalFieldssetupforminPurchaseOrdersalsoletsyou
specifywhichoptionalfieldswillbesentthroughtootherSage
Accpacsubledgers,andwhichwillbeincludedintransactionsthat
willbepassedtoGeneralLedgerforpostingtoG/Laccounts.
Bydefault,alloptionalfieldsinPurchaseOrdersthatmatchfieldsin
AccountsPayableandinGeneralLedgeraccountswillbepassedto
A/PandG/LunlessyourestrictthefieldsusingtheSettingsbutton.
Forexample,theSettingsbuttonforinvoicedetailoptionalfields
(shownbelow),letsyouchoosethetypesofG/Laccountsthatwill
getoptionalfieldinformationfrominvoicedetails,thedetailsinan
AccountsPayableinvoicethatwillgetoptionalfieldinformation,
andtheoptionalfieldsthatcanbepassedtoPJCwithcost
transactions.

Notethattheoptionalfieldsmustalsobeassignedtotheindividual
G/LaccountsfortheinformationtobepassedtoG/L,andmustbe
assignedtoAccountsPayableandProjectandJobCostingdetails
inthiscasefortheinformationtobepassedtoA/PandPJC.
Getting Started 243

Optional fields that ThefollowingoptionalfieldinformationcanbepassedtoAccounts

flow to A/P
PayablefromPurchaseOrders(andfromAccountsPayabletoG/L
throughpayablestransactions):
Invoice/creditnote/debitnoteheaderanddetailoptionalfieldsif
theoptionalfieldsassignedtoAccountsPayableinvoicesmatch
theoptionalfieldsassignedtoPurchaseOrdersinvoicesand
credit/debitnotes.
Optional fields that ThefollowingoptionalfieldinformationcanbepassedtoGeneral

flow directly to G/L
LedgerdirectlyfromPurchaseOrders:
Invoice/creditnote/debitnotedetailoptionalfieldsifthe
transactionoptionalfieldsassignedtoG/Laccountsmatchthe
optionalfieldsassignedtoP/Oinvoiceandcredit/debitnote
details.
Receiptandreturndetailoptionalfieldsifthetransaction
optionalfieldsassignedtoG/Laccountsmatchtheoptional
fieldsassignedtoP/Oreceiptandreturndetails.
Project and Job IfyouuseSageAccpacProjectandJobCosting,youcanalsospecify

Costing
whetheroptionalfieldinformationforjobrelatedtransactiondetails
willbepassedtoProjectandJobCostingwithexternalcost
transactions.
Setting Up Records for a Stand-Alone System (No Inventory

Control)
PurchaseOrdersisdesignedtobeusedwithorwithoutInventory
Control.Tosetuptheprogramforuseasastandaloneprogram,
youfollowtheproceduresforsettingupPurchaseOrderswith
InventoryControl.Thenyoumusttakethefollowingadditional
stepstosetupPurchaseOrdersforuseasastandaloneprogram:
OntheProcessingtaboftheOptionsform,selecttheAllow
FractionalQuantitiesoption(ifneeded),addtheWeightUnitOf
Measure,andchoosewhethertocostinventoryitemsduring
postingorduringDayEndProcessing.

Defineandaddrecordsforitems,accountssets,andvendor
details.
Theadditionaloptionsforstandaloneoperationaredescribedin
Setting Up
Before
detailinthesection,ProcessingOptions,earlierinthischapter.
Thissectiondescribestheadditionalrecordsyouneedtoaddtorun
PurchaseOrderswithoutInventoryControl.
Setting Up Account Sets
Accountsetsaregroupsofgeneralledgeraccountstowhichyou
postPurchaseOrderstransactionsthataffectyourinventory.By
definingmorethanoneaccountset,youcanseparateinformation
fordifferenttypesofitemsinyourgeneralledger.
Youcanuseasmanyaccountsetsasyouneedforyourinventory
items.Forexample,youmaywishtouseseparateaccountsetsfor
differentitemcategories,foritemsassembledindifferentareas,or
foritemsobtainedfromdifferentsuppliers.
Account sets form Toaddaccountsets,usetheAccountSetsformintheSetupfolder.
Contents of Whenyouaddanaccountset,youenterauniquecodeofuptosix
account sets
characterstoidentifytheset,andadescription(forexample,
AssembledItems).Accountsetcodescancontainlettersand
numbers.
Foreachaccountset,youenteraccountnumbersforthefollowing
generalledgeraccounts:
Payables Clearing.AsuspenseaccounttowhichPurchase
Orderspoststheothersideoftheaccountingentriesfor
inventoryyoureceive(andforpreviousreceiptsyoureturnto
suppliers).
PurchaseOrdersnormallygeneratescreditentriestothis
accountforinventoryyoureceive.Therefore,theaccountcanbe
thoughtofastheaccruedamountpayableforgoodsreceived
intoinventory.PurchaseOrdersdebitsthisaccountwhenyou
enterreceiptreturns.
Getting Started 245

Sage Accpac AsyouposttherelatedvendorinvoicesinSageAccpacAccounts

Accounts Payable
Payable,offsettingjournalentries(debits)relatedtotheinventory
purchasedaregeneratedagainstthePayablesClearingaccountto
clearthebalancethatisleftinthisaccountfrompostingthe
inventoryreceipt.
Inventory/Expense.Theaccountthatyoudebitwhenyou
receiveitemsandcreditwhenyouenterreturns.
Setting Up Items
Beforeyoucanenterinventorytransactions,youneedtoadditem
records.Itemrecordscontaininformationaboutitemsthatyou
regularlypurchasefromyourvendorsforsaletoyourcustomers.
Thissectiontellsyouwhatyouneedtoknowbeforeaddingitem
recordstoPurchaseOrders,anddescribestheoptionsyoucanselect
sotheitemrecordsmeetyourcompanysneeds.
Before adding item

records Note: Youmustsetupaccountsetsbeforeyoucanadditem
recordstoPurchaseOrders.
YouusetheItemsformintheSetupfoldertorecordthefollowing
informationforeachitemthatyouwanttoaddtoyourinventory
list:
Thenumberyouusetoidentifytheitem.Itemnumberscanbe
upto24characters,andcancontainblanksandspecial
characters.
Adescriptionoftheitem.
Theaccountsettheitemuses.(Youassignanaccountsetto
definethegeneralledgerbalancesheetaccountsfortheitem.)
(Optional)Acommoditynumberifyourcompanyreportsa
valueaddedtax(VAT).
Theunitweight(theweightofonestockingunitoftheitem).
Theweightmustbeinthesameweightunits(suchaspounds)

thatyouspecifiedontheOptionsform.Formoreinformation,
seeDefiningaUnitWeightforItems,earlierinthischapter.
Thenameoftheunitofmeasureandtheconversionfactor
Setting Up
Before
associatedwithonestockingunitoftheitem.(Forexample,ifthe
unitofmeasureisdozen,youtype12.)
(Optional)Taxinformationusedtocalculatetaxamounts,
includingthetaxingauthorityandtaxclassesforpurchasesand
salesoftheitem.
Formoreinformationabouttaxes,seetheTaxandBankServices
UserGuide.
Upto300charactersofadditionaliteminformation(comments).
WhenyouarereadytoaddyouritemrecordstoPurchaseOrders,
followtheinstructionsinChapter3,SettingUpYourPurchase
OrdersSystem.
Importing item YoucanimportitemrecordsintoPurchaseOrdersfromnonSage

records
Accpacprograms,insteadofenteringthemontheItemsform.For
informationaboutimportingitemrecords,seeAppendixB,
ImportingandExporting,intheUserGuide.
Setting Up Vendor Details
YouuseVendorDetailsintheSetupfoldertolinkeachitemrecord
touptoninevendors.Youalsouseittorecorddetailsabouteach
vendorandthecostsfortheitem.
Whenavendorislinkedtoanitemrecord,youcanselectthe
vendorsitemnumberasyouenteritemdetailsonrequisitionsand
purchaseorders.PurchaseOrdersfillsinthecostoftheitemforyou,
andprintsthevendorsitemnumber,ratherthanyourcompanys
itemnumber,onthepurchaseorderorrequisition.
Younormallyassignvendorstoanitemrecordinorderofpriority.
Forexample,ifyoubuythesameitemfrommorethanonevendor,
youwouldassignVendor1tothevendoryoumostoftenuse.
Getting Started 247

Importing and Exporting Purchase Orders Setup Records
Before adding Notethatbeforeyoucanaddvendordetailrecords,youneedtoadd

vendor details
itemrecordsinPurchaseOrdersandaddthevendorrecordsin
AccountsPayable.
Importing and Exporting Purchase Orders Setup

Records
Ifyoupresentlyhaveacomputerizedpurchaseorderssystem,you
maybeabletotransferrecordsdirectlyintoSageAccpacPurchase
Orders.Thisprocessiscalledimporting.
YoucanalsoexportrecordsfromanotherSageAccpacPurchase
Ordersdatabase,edittheminaspreadsheetorotherprogram
tochangecodes,amounts,andotherinformation,thenimportthem
intothenewSageAccpacPurchaseOrderssystemyouare
settingup.
What you can PurchaseOrderssetuprecordsyoucanbothimportandexport

import or export
include:
Additionalcostcodes
Shipviacodes
Templates
Emailmessages
OptionalFields
Inaddition,ifyouareusingPurchaseOrdersasastandalone
program,youcanimportandexport:
Accountsets
Items
Vendordetails

Entering Current Requisitions, Purchase Orders, and Statistics
Youcanalsoimportandexportrequisitions,purchaseorders,and
receipts,andyoucanexportreturns,invoices,creditnotes,anddebit
notes.Forinstructionsonimportingandexportingtransactions,see
Setting Up
Chapters4and5oftheUserGuide.
Before
Foradditionalinformationaboutimportingandexportingall
PurchaseOrdersrecordsandtransactions,seealsoAppendixBin
theUserGuideandtheImportingandExportingDatachapterin
theSystemManagerUserGuide.
Entering Current Requisitions, Purchase Orders, and

Statistics
ToproperlysetupyourPurchaseOrderssystem,youshouldenter
andpostallrequisitionsandpurchaseordersthatareopenwhen
youaresettingup.
IfyousetupPurchaseOrderspartwaythroughafiscalyear,you
mayalsowanttoaddstatisticaldatafortheyeartodateand
previousyears.Youshouldaddanyofthedatathatyouwishto
viewonlineorprintonreports.
Toaddstatisticalinformationduringsetuporedititlater,youmust
firstselecttheAccumulate(purchase)StatisticsandAllowEditOf
StatisticsoptionsontheOptionsform.
Transactions and Dependingonthehistoryandstatisticaloptionsyouselect,DayEnd

statistics
Processingautomaticallycreatesdataandstatisticsfromevery
transactionyoupostinPurchaseOrders.Theprogramkeepsthe
datauntilyouchoosetoclearitusingClearHistory.
Entering Current-Year Transactions

WhensettingupyourPurchaseOrderssystem,youaddany
purchaseordersandrequisitionsthatareopen(incomplete)atsetup
time.
Getting Started 249

Entering Current Requisitions, Purchase Orders, and Statistics
Whenyoupostpurchaseorders,quantitiesonpurchaseorderare
updatedinInventoryControl.
YoucanrunDayEndProcessingafterpostingrequisitionsand
purchaseorderstoupdatehistoryandstatisticsinbothPurchase
OrdersandInventoryControl(ifyoukeephistoryandstatisticsin
bothprograms).Youcanalsoaddsomestatisticalinformationfrom
yourprevioussystem,asdescribedinthenextsection,Entering
StatisticsfromYourPreviousPurchaseOrdersSystem.
Thestepsforaddingoutstandingrequisitionsandpurchaseorders
areincludedinStep6:AddCurrentRequisitionsandPurchase
Orders,inChapter3inthismanual.
Formoreinformationaboutthehistoricalinformationyoucankeep
inPurchaseOrders,seeAccumulatingPurchasingHistoryand
StatisticsforReporting,earlierinthischapter.
Entering Statistics from Your Previous Purchase Orders System

IfyouusetheAccumulateStatisticsoption,PurchaseOrderscreates
statisticsfromeachtransactionyoupost.IfyoualsousetheAllow
EditOfStatisticsoption,youcantransferstatisticsfromprior
periodsinyouroldpurchaseorderssystemwhenyouaresettingup
yournewpurchaseorderssystem.
YouusethePurchaseStatisticsformtoaddthedatatoPurchase
Ordersandtolookatthedataonline.PrintthedataonthePurchase
Statisticsreport.
Foreachperiod,youcanenter:
Numberofpurchaseorders,receipts,invoices,andcreditnotes
anddebitnotes.
Netquantitypurchasedandnetpurchaseamount.
Netinvoiceamount.
Averageinvoice,creditnote,anddebitnoteamounts.

Customizing the Standard Printed and E-Mailed Business Forms
Largestandsmallestinvoice,creditnote,anddebitnote
amounts,andthevendorswhoissuedthem.
Add statistics only Ifyoupostopeningandyeartodatetransactionstosetupyournew
Setting Up
once
Before
purchaseorderssystem,youwillalsocreatestatisticsforthese
transactionsandperiods(ifyouusetheAccumulateStatistics
option).Whencompletingthestatisticaldatayouwanttokeepin
PurchaseOrders,becarefulnottoduplicatestatisticsthatthe
programhasalreadycreatedforyou.Stepbystepinstructionsfor
enteringstatisticsareincludedinStep7:AddStatistics,in
Chapter3.
Customizing the Standard Printed and E-Mailed

Business Forms
TheSageAccpacPurchaseOrderspackageincludesbusinessforms
thatyoumaybeabletouseasisor,withsomechanges,toprint
onyourcurrentformsforpurchaseorders,requisitions,receiving
slips,returns,andmailinglabels.
Theprogramalsoincludesstandardemailmessagesforpurchase
ordersandreturnsthatyoucanuseasisoradapttoyourown
requirements.
You choose the NotethattheAccountsPayablevendorrecordletsyouchoosemail

delivery method in
oremailasthestandarddeliverymethodforeachvendor.Youcan
Accounts Payable
thenchoosetousethevendorsdeliverymethodorthecurrent
printdestinationwhenyousendoutpurchaseordersorreturn
notices.
See Chapter 3 for Foralistofthenamesofthestandardreportfilesincluded,andfor

more information
informationonhowtoadaptthefilestoyouruse,seeStep8:
DesignandTestFormatsforPrintedandEMailedBusinessForms,
neartheendofChapter3.
Formoreinstructionsonadaptingthesestandardreportstoyour
preprintedformsoroncreatingyourown,refertothedocument
CustomizingPrintedFormswithCrystalReports(fromthe
Getting Started 251

Using Multicurrency Accounting in Purchase Orders
MicrosoftWindowsStartlist,choosePrograms,thenSageAccpac,
thenOnlineDocumentation).
Youcandesignyourownformsandemailmessagesandtestthem
withthesampledatabeforeyoubeginenteringtransactionsinyour
newpurchaseorderssystem.UsetheiconsintheP/OFormsfolder
toprinttestcopies.
Using Multicurrency Accounting in Purchase Orders

PurchaseOrdersletsyouprocesstransactionsinanycurrenciesyour
vendorsuse.Thissectionsummarizesthestepsyoutaketosetupa
multicurrencypurchaseorderssystem.
Tocreateamulticurrencypurchaseorderssystem,you:
1. TurnontheMulticurrencyoptionforthecompanyandselecta
defaultratetypeontheCompanyProfileforminCommon
Services.
2. UsetheCurrencyformsinCommonServicestoaddany
currencycodesyouneedforPurchaseOrdersandtoenterrates
forthecurrenciesyouuse.
WhenyouinstallSageAccpac,youalsoinstallacomprehensive
setofcurrencycodesthatusestandardinternational
abbreviationsandtheformatandnumberofdecimalplacesthat
arenormallyusedwitheachcurrency.Youprobablywillnot
needtodefinenewcodesunlessyoudonotusetheinternational
codes.
Turn on 3. TurnontheMulticurrencyoptionontheAccountsPayable
multicurrency
Optionsform.Thisstepautomaticallyturnsonthe
accounting in A/P
MulticurrencyoptionforPurchaseOrdersaswell.
4. CreateanaccountsetinAccountsPayableforeachcurrencyyou
wanttouseforAccountsPayablevendorsinPurchaseOrders.

Where To Now?
5. Ifyouposttransactionstoaddcurrentoryeartodate
requisitionsandpurchaseorders,entertheamountsinthe
vendorscurrencies.
Setting Up
Before
6. Ifyouenterstatisticsforpreviousyearsandperiods,enterthe
amountsinboththefunctionalandvendorcurrencies.Purchase
Orderscannotcalculateequivalentamountsfromstatisticsyou
enteryourself.
Where To Now?
YouarenowreadytosetupyourownSageAccpacPurchaseOrders
system,followingthestepsinChapter3,SettingUpYourPurchase
OrdersSystem.
IfyouwanttopracticeorexperimentprocessingPurchaseOrders
transactions,usethelessonsintheSageAccpacWorkbook,available
fromtheHelpmenuontheSageAccpacDesktop(underOnline
DocumentationfortheSystemManager).
IfyouareunfamiliarwiththeoperationoftheSystemManager,you
shouldreadtheSystemManagerUserGuide.
Getting Started 253

Chapter 3
Setting Up Your
Purchase Orders System
BeforeYouBegin ............................................................... 31
Purchase Orders
RestrictingAccesstoPurchaseOrders ........................................ 31
Setting Up
PurchaseOrdersSetupFlowChart ............................................... 32
WhileYouWork ............................................................... 33
GuidepoststoPurchaseOrdersInformation ................................... 33
UsingFinders .......................................................... 33
UsingHelp ............................................................. 34
FindingAdditionalInformation .......................................... 34
FindingMulticurrencyInformation ....................................... 34
ProtectingYourWork ................................................... 35
SettingUpaPurchaseOrdersSystem ............................................ 35
Step1:GatherDatafromYourPresentPurchaseOrdersSystem ................ 35
Step2:AddPurchaseOrdersAccountstoYourChartofAccounts .............. 37
Step3:AddTax,Currency,andSecurityInformationforPurchaseOrdersin
CommonServices ....................................................... 38
Step4:SelectPurchaseOrdersOptions ....................................... 38
ChangingYourSelectionofPurchaseOrdersOptions ..................... 317
Step5:SelectGeneralLedgerIntegrationOptions ............................ 318
Step6a:AddPurchaseOrdersRecordsandFieldstoCustomizePurchaseOrder
Forms ................................................................ 328
AddShipViaCodes(Optional) ......................................... 329
AddVendorContractCosts(Optional) .................................. 331
AddTemplates ........................................................ 338
AddAdditionalCostCodes............................................. 342
AddOptionalFields(Optional) ......................................... 346
WhereToNow ...................................................... 350
Getting Started 3i

Step6b:AddRecordsforaStandAlonePurchaseOrdersSystem ............. 350

AddAccountSets ..................................................... 351
AddWeightUnitsofMeasure .......................................... 353
AddInventoryItems .................................................. 355
AddVendorDetails(Optional) ......................................... 359
ModifyingSetupRecords .............................................. 360
Step7:AddCurrentRequisitionsandPurchaseOrders....................... 361
Step8:AddStatistics(Optional)............................................ 362
Step9:DesignandTestFormatsforPrintedandEMailedBusinessForms ..... 367
CustomizingPrintedForms ............................................ 367
CustomizingEmailMessages .......................................... 369
ReplacementCodesforEmailMessages ................................ 371
WhereToNow? .............................................................. 372

3ii Sage Accpac Purchase Orders

Chapter 3
Setting Up Your
Purchase Orders System
Thischaptercontainsinstructionsfordefiningandcreatinga
Purchase Orders
purchaseorderssystemsuitedtoyourbusiness.Italsodescribes
Setting Up
howtotransferyourexistingpurchaseorderrecordstoSageAccpac
PurchaseOrdersafteryouhavesetupthesystem.
Thepurposeofthischapteristogetyouupandrunningquickly.
Foranunderstandingoftheoptionsyouencounterinthischapteras
yousetupthesystem,readChapter2,WhatYouNeedtoKnow
BeforeSettingUpPurchaseOrders,inthismanual.
Before You Begin

BeforesettingupPurchaseOrders,youmustprepareyourother
SageAccpacprograms.Fordetails,seeOverviewofPurchase
OrdersSetup,inChapter2ofthismanual.
Restricting Access to Purchase Orders

IfyouarerunningPurchaseOrdersonanetwork,yoursystem
administratormayhavesetupuserIDsandsecurityprofilethat
preventsomeiconsfromappearingonyourscreenwhenyousign
ontoSageAccpacERP.
Ifyourequireaccesstoaformthatdoesnotappearonyourscreen,
contactyourSageAccpacsystemadministrator.
ForinformationabouttheSageAccpacsecuritysystem,seethe
chapterSettingUpSecurity,intheSystemManagerAdministrator
Guide,andseeAppendixCinthePurchaseOrdersUserGuide.
Getting Started 31


ThefollowingflowchartliststhestepsforsettingupPurchase
Orders.Thestepnumbers,showninparentheses,identifythe
sectionsofthischapterwhereeachtaskisexplained.
Gather data from your present purchase orders system (Step 1)
Add Purchase Orders accounts to your chart of accounts (Step 2)
Add tax, currency, and security information (Step 3)
Select Purchase Orders options (Step 4)
Select G/L Integration options (Step 5)
Add Purchase Orders records and fields to speed and

customize transaction entry (Step 6a)
Ship-via codes (optional)
Vendor contract costs
Templates (optional)
Additional cost codes (optional)
E-mail messages (optional)
Optional fields (requires Optional Fields licence)
Add records for a stand-alone Purchase Orders system

if you do not use Inventory Control (Step 6b)
Accounts sets
Items
Vendor details
Weight units of measure
Add current requisitions and purchase orders (Step 7)
Add statistics (optional) (Step 8)
Design and test formats for printed and e-mailed forms (Step 9)


While You Work
While You Work

Use the Setup YoucansimplifyyoursetupprocedurebyfollowingtheSetup
checklist
checklistformthatcomeswithPurchaseOrders,andthenreferring
toitasyousetupyourPurchaseOrderssystem.
SeeAppendixA,SetupChecklist,inthismanual,forinstructions
onhowtoprintthechecklist.
Review What You Ifyouneedmorebackgroundinformationanytimeduringsetup,
Purchase Orders
Need to Know
refertoChapter2,WhatYouNeedtoKnowBeforeSettingUp
Setting Up
PurchaseOrders,inthismanual.
SkipstepsthatdonotapplytoyouruseofPurchaseOrders.
Guideposts to Purchase Orders Information

Thissectiondescribestheiconsusedthroughoutthischapterto
identifyinformationorsuggestionsthatwillhelpmakesetupeasier
andprotectyourwork.
Using Finders
Use the WhenyouseeaFinderbuttonbesideafieldinaSageAccpaconline

Finder
form,youcanuseittodisplayalistofpossibleentriesforthefield.
TodisplaytheFinderlist:
ClicktheFinderbutton.
Or
PresstheF5key.
ToselectarecordfromtheFinderlist:
Doubleclickyourselection.
Or
Highlighttheselection,andthenpressEnter.
Getting Started 33

While You Work
Varying the order TheFinderalsoletsyousearchforrecordsbyspecifyingselection

of records in a
criteria(matchingrecordsbasedonthecontentsofparticularfields),
Finder list
andletsyouvarytheorderofrecordsintheFinderlist.
ForinstructionsonusingthevariousfeaturesoftheFinder,pressF1
whentheFinderlistisopen.
Using Help
Press the F1 Ifyouhavequestionsorencountererrormessagesasyouworkin

key
SageAccpacapplications,presstheF1keyorchooseHelpfromthe
menutodisplayinformationabouttheform,fields,ormessageon
yourscreen.
Togethelponaspecifictopic,chooseContentsfromtheHelpmenu
andchooseatopicfromthelist,orchoosetheIndextab,typea
descriptionofthetopic,andthenchoosefromthelist.
Finding Additional Information
Further TheInformationiconinthismanualidentifiesothersectionsinthe
information
PurchaseOrdersmanualsthatcontainbackgroundinformation
aboutthesetuptasks.Pagenumbersaccompanyeachicon.You
shouldreadthesuggestedsectionswhenyouneedmore
informationaboutthetaskyouaretryingtoaccomplish.
Finding Multicurrency Information
Multicurrency Themulticurrencyiconidentifiesinformationandinstructionsfor
ledgers
settingupamulticurrencyPurchaseOrdersledger.
Ifyoudonotusemulticurrencyaccounting,theiconletsyoueasily
recognizesectionsyoushouldskip.

Setting Up a Purchase Orders System
Protecting Your Work
Check data Throughoutthischapter,themicroscopeinthemarginremindsyou

and make
tocheckdataintegrityandmakebackupsofyourSageAccpacdata.
backups
Donotignorethissuggestion!
You should check data integrity and back up your data:
Whenyouhaveaddedrecordsthatwouldbetootime
consumingtoenterasecondtime.
Purchase Orders
Setting Up
Beforeyouposttransactions,runDayEndProcessing,ordo
othermajortasksthatchangeyourPurchaseOrdersdata.
Formostoffices,thismeansaroutine,dailyintegritycheckand
backupoftheiraccountingrecords.
Forinformationaboutcheckingdataintegrityandmakingbackups,
seetheCheckingDataIntegrityandMakingBackupschapterin
theSystemManagerUserGuide.

Therestofthischapterguidesyoustepbystepthroughsettingup
yourPurchaseOrderssystem.Theinstructionsineachsteplistthe
informationyoumustentertodefinerecords,aswellasoptional
informationyoumaywishtoenterorthatyoumayneedforyour
particularsystem.
Step 1: Gather Data from Your Present Purchase Orders System

AfteryouhaveactivatedyourSageAccpacPurchaseOrdersdata
files,youmustaddthedatafromyourcompanyspresent
purchasingsystemtoPurchaseOrders.
Getting Started 35

Step 1: Gather Data from Your Present Purchase Orders System
Use existing First,gatherallyourcurrentPurchaseOrdersrecords.Thesecanbe

records
manualrecordsorprintedlistingsandreportsfromother
accountingsoftware,suchas:
AlistofthegeneralledgeraccountsusedinyourPurchase
Orderssystem,including:
Expenseandreturnaccountstobeusedforadditionalcosts.
GeneralledgeraccountsusedbyInventoryControl,ifyou
useit.
Stand-alone IfyoudonotuseInventoryControl,thepayablesaccount
Purchase Orders
andtheinventoryorexpenseaccountyouuseforposting
invoices,creditnotes,ordebitnotes.
Expenseaccountsfornoninventoryitems(ifallowedin
PurchaseOrders)andcosts.
Listsofthecodesandotherinformationyouwillusetosetup
recordsof:
Shipviamethods.
Templatesfortransactionentry.
Additionalcosts.
Stand-alone P/O IfyoudonotuseInventoryControl:
Items.
Accountsets.
Currentrequisitionsandpurchaseorders.
Statisticsfromhistoricalpurchases(previousyearsorperiods;
optional).
Multicurrency IfyouuseamulticurrencyPurchaseOrdersledger,alistofthe
ledgers
sourcecurrenciesinwhichyoudealandalistofcurrent
exchangerates.

Step 2: Add Purchase Orders Accounts to Your Chart of Accounts
Work from the ThechecklistyouprintedwhilereadingChapter2,WhatYou

checklist
NeedtoKnowBeforeSettingUpPurchaseOrders.
Consider importing YoumaybeabletoentermuchofthePurchaseOrdersdataby

the data
copyingitdirectlyfromfilescreatedbyanotherprogram.InSage
AccpacERP,thisiscalledimporting.
YoucanimportdataintoSageAccpacPurchaseOrdersfor:
Additionalcosts.
Setting Up
Vendorcontactcosts.
Purchase
Orders
Shipviacodes.
Templates.
Requisitions.
Purchaseorders(providedthatthepurchaseordersdonot
referencerequisitionnumbers).
Receipts.
Purchasestatistics(providedthatyouhaveselectedtheAllow
EditOfStatisticsoptionontheOptionsform).
Stand-alone P/O Accountsetsanditems,ifyoudonotuseInventoryControl.
Toseewhetheryoucanimportdata,readAppendixB,Importing
andExporting,intheUserGuide.
Step 2: Add Purchase Orders Accounts to Your Chart of Accounts
Addtheaccountstoyourgeneralledgerthatyouneedforyour
PurchaseOrdersdata,including:
Additionalcostexpenseaccounts.
Noninventoryitemexpenseaccounts.
Purchasesaccounts.
Getting Started 37

Stand-alone IfyouaresettingupPurchaseOrdersforusewithoutInventory
purchase orders
Control,alsoaddgeneralledgeraccountsfor:
Payablesclearing.
Inventoryorexpenseaccountstobeusedforinvoices,credit
notes,anddebitnotes.
Step 3: Add Tax, Currency, and Security Information for Purchase

Orders in Common Services
Tax & Bank Services UsetheTaxServicesformsinCommonServicestoenterthetax
informationusedinPurchaseOrders.Forinformationaboutthese
services,seetheTaxandBankServicesUserGuide.
Multicurrency Ifyouusecurrencycodesorcurrenciesnotcurrentlyincludedonthe
ledgers
CommonServicesCurrencyforms,addthecurrenciesyourequire,
andenterratesforeachcurrency,followingtheinstructionsinthe
SystemManagerUserGuide.
Security UseAdministrativeServicestoassignpasswordsanduser

authorizationsforPurchaseOrders.SeeChapter7intheSystem
ManagerAdministratorGuideformoreinformation.
Step 4: Select Purchase Orders Options

AfteryouinstallthePurchaseOrdersprogramandactivatePurchase
Ordersforyourcompanydatabase,yourfirsttaskistoselect
PurchaseOrdersprocessingoptionsandentergeneralinformation
aboutyourpurchaseordersledger.
YouenterthisinformationontheOptionsform,whichyouchoose
fromtheSetupfolder.YoualsousetheOptionsformtochange
settingsaftersetup.
TheOptionsformcontainsthefollowingtabs:
Company

Processing
Documents
RemembertopressF1anytimeyouwantmoreinformationorhave
questionsabouttheOptionsform.
See also Forbackgroundreadingaboutsetupoptions,seeChoosing

page 2-3
PurchaseOrdersOptions,inChapter2ofthismanual.
Purchase Orders
Ifyouarenotfamiliarwithchoosingcommandsormovingyour
Setting Up
cursoraroundinSageAccpacforms,refertotheappendixUsinga
MouseorKeyboard,intheSystemManagerUserGuide.
Set up the Options form as follows:
1. ToopentheOptionsform,chooseOptionsfromtheSetup
folder.

Ifnecessary,makechangesontheCompanytabasfollows:
Company tab Contact Name. Typeanametoidentifyacontactpersonor

positioninthecompanyforwhichyouarecreatingthePurchase
Orderssystem,orusethefieldforyourownpurposes.
Getting Started 39

Telephone, Fax Number. Typethetelephoneandfaxnumbers

ofthecompanyforwhichyouaresettingupPurchaseOrders.
Tochangeanyotherinformationonthistab,usetheCompany
ProfileforminCommonServices.
Processing tab 2. ClicktheProcessingtabtoselectprocessingoptions.
You see these

fields if you do
not use Inventory
Control
You see these

fields if you select
Accumulate
Purchase History
and if you select
Accumulate
Statistics.

Stand-alone P/O IfyoudonotuseInventoryControl,PurchaseOrdersprovides
threeadditionaloptions:AllowFractionalQuantities,Weight
UnitOfMeasure,andCostItemsDuringPostingorDayEnd
Processing,asshownabove.
3. CompletetheProcessingtabasfollows:
Multicurrency Functional Currency. Displaysthecurrencyinwhichthe

ledgers
companybooksarekept.AllSageAccpacprogramsthatyou
integratewithPurchaseOrdersusethesamefunctional
currency,whichyouspecifyontheCompanyProfileformin
CommonServices.Youcannotchangethefunctionalcurrency
thatisassignedforyourcompany.

Multicurrency. ThechoiceforthisoptionismadeinAccounts
Payable,andyoucannotchangeitinPurchaseOrders.The
Multicurrencyoptionletsyouusemorethanonecurrencyin
PurchaseOrders(andtheotherprogramsyouusewithit).Ifthe
optionisnotselected,PurchaseOrdersusessinglecurrency
accounting.
Default Rate Type. ThisfieldappearsonlyiftheMulticurrency

optionisselected.Typethecodefortheratetypeyouexpectto
Purchase Orders
usemostofteninPurchaseOrders,orselectitfromtheFinder.
Setting Up
Thisratetypeappearsautomaticallywithtransactionsthatare
notinthefunctionalcurrency,andyoucanuseitfora
transactionorselectadifferentratetype.
Ratetypesidentifythesetofrates,suchasspotrates,thatyou
usetoconvertsourcecurrencyamountstofunctionalcurrency
equivalentsonPurchaseOrderstransactions.
YoucanchangetheDefaultRateTypeatanytime.
Processing options Allow Non-inventory Items. Selectthisoptionifyouwantto

enterpurchaseordersforitemsthatarenotdefinedinyour
system.
Keep Transaction History. Selectthisoptionifyouwanttokeep

allthedetailsenteredwithpurchaseorders,receipts,invoices,
returns,creditnotes,anddebitnotes.
Keep Transaction Thisoptionalsoallowsyoutodrilldownfromtransactionsin

History is required
theAccountsPayableandGeneralLedgerprogramstothe
for drilldown
originaldocumentsinPurchaseOrders.Youcannotdrilldown
tosourcedetailsunlessyoukeepthetransactionhistory.
PurchaseOrderssavesdetailsforthetransactionsprocessed
fromthetimeyouselecttheKeepTransactionHistoryoption.
YoucanturnonorturnofftheKeepTransactionHistoryoption
atanytime,andyoucanclearoldtransactionsusingtheClear
HistoryforminthePeriodicProcessingfolder.
Getting Started 311

Allow Fractional Quantities. IfyoudonotuseInventory

Control,selectthisoptionifyouwishtoallowfractional
quantitiesforyouritems.
Ifyoudonotselectthisoption,youdonotneedtoenterdecimal
placeswhileenteringquantitiesontransactionsorconversion
factorsforunitsofmeasure,anddecimalplacesdonotappear
onreports.
YoucanturnontheAllowFractionalQuantitiesoptionatany
time;however,onceyouturniton,youcannotturnitofflater.
Default Template Code. Afteryoudefinetemplatecodesin

Step6a,AddPurchaseOrdersRecords,usethisoptionto
selectatemplatethatcontainstheinformationyouwantto
appearonthetransactionentryformswhenyoustartenteringa
newtransaction.
Default Item Cost. IfyouuseInventoryControl,specifythe

typeofcostthatyouwanttodisplayfromInventoryControl
itemrecordswhenyouareenteringtransactions.
IfyoudonotuseInventoryControl,PurchaseOrderssetsthe
VendorCostastheDefaultItemCost.(Youcannotchangethis
setting.)
Post A/P Batches. ThissettingletsyouchoosewhentopostA/P

batchesgeneratedfromPurchaseOrdersinvoices,creditnotes,
anddebitnotes:
DuringPostingorDayEndProcessing.
ThischoicepostsAccountsPayableinvoicebatchescreated
byPurchaseOrderswhenyoupostinvoicesorwhenyou
rundayendprocessinginInventoryControl(ifyouhaveit)
dependingonwhenyoucosttransactionsinInventory
Control.
OnRequestUsingCreateBatchIcon.

ThischoiceletsyoupostbatchesusingtheCreateBatchicon
inPurchaseOrdersorusingthePostBatchforminthe
AccountsPayablemodule.
Youcanchangeyourselectionanytime.
Default Weight Unit of Measure. IfyoudonotuseInventory

Control,choosetheweightunitofmeasurewhichisthebasicor
standardunitthatyouuseformeasuringtheweightofyour
itemsonpurchaseorderssuchaspoundsorkilograms.
Purchase Orders
Setting Up
Note: Usually,youwilladdweightunitsofmeasureafter
choosingPurchaseOrderoptions,soyouwillselectthe
defaultunitatalatertime.
PurchaseOrdersusestheweightsinitemrecordstoestimatethe
totalweightofeachpurchaseorderintheunitofweightyou
specifyhere.PurchaseOrderscanalsousetheweightsinitem
recordstoprorate(distribute)additionalcostsonorders.
Cost Items During Posting or Day End Processing. Ifyoudonot

useInventoryControl,choosewhethertocostinventoryitemsas
soonastransactionsareposted,oratdayendwhenyourunDay
EndProcessing.
Purchase History Accumulate Purchase History. Selectthisoptionifyouwantto

options
keepinformationabouttheitemsyouhavepurchasedfromeach
vendor(includingorderquantities,costs,daystoreceive).
YoucandisplaythisinformationonthePurchasingHistoryform
orwhenyouenterpurchaseorders.Youcanalsoprintthe
informationonthePurchaseOrdersHistoryreport.
Youcanchangeyourchoiceforthisoptionatanytime.
Accumulate By and Period Type. Usetheseoptionstoindicate

thetypeofyearandperiodbywhichyouwanttokeep
purchasinghistory.
Getting Started 313

Ifyouchoosetoaccumulatebycalendaryear,thestartingdate
fortheyearwillbeJanuary1.Ifyouaccumulatebyfiscalyear,
thestartingdatewillbethefirstdayofyourfiscalyear.
Use the same IfyouwantthehistoricaldatacreatedbyPurchaseOrdersto

periods as in your
matchthedatainyouroldpurchaseorderssystem,makesure
previous system
youchoosethesametypesofperiodandyearthatyouused
previously.
Purchase Statistics Accumulate Statistics. Selectthisoptionifyouwanttokeepthe

options
numbersandamountsofpurchaseorders,receipts,invoices,
creditnotes,anddebitnotesthatyouprocessinyourPurchase
Orderssystem.
PurchaseOrderscankeepstatisticsfromthetransactions
processedforupto53periodsperyear(54periodsinleap
years),foranynumberofyears.Theprogramdisplaysthese
statisticsonthePurchaseStatisticsformandprintsthemonthe
PurchaseStatisticsreport.
See also Forinformationaboutkeepingstatistics,seeAccumulating

page 2-10
PurchasingHistoryandStatisticsforReporting,inChapter2of
thismanual.
YoucanturnonorturnofftheAccumulateStatisticsoptionat
anytime.
Allow Edit Of Statistics. Youcanselectthisoptiononlyifyou

alsoselectedtheAccumulateStatisticsoption.Selectthisoption
ifyouwanttobeabletomakechangestothestatisticsthatare
accumulatedbyPurchaseOrdersortoimportstatistics.
Youcanturntheoptiononoroffatanytime.
Use this option Youmaywanttoturnontheoptionwhileyouaresettingup

when setting up
yourPurchaseOrderssystem,particularlyifyouarecreating
partway through
an accounting thesystempartwaythroughanaccountingyear.Youcanthen
year entermorecompletepurchaseorderrecordsbyaddingthe
statisticsfromyourprevioussystem.

Onceyoursystemisoperating,youshouldturnofftheoption
becausetheprogramautomaticallyupdatesthestatisticswhen
youposttransactions.
YouusethePurchaseStatisticsformtoaddandeditpurchase
statistics,asdescribedinStep8,AddStatistics,laterinthis
chapter.
Accumulate By and Period Type. Usetheseoptionstoindicate

thetypeofyearandperiodbywhichyouwanttokeep
Purchase Orders
purchasingstatistics.
Setting Up
Ifyouchoosetoaccumulatebycalendaryear,thestartingdate
fortheyearwillbeJanuary1.Ifyouaccumulatebyfiscalyear,
thestartingdatewillbethefirstdayofyourfiscalyear.
Use the same Ifyouplantoenterstatisticsforpreviousperiodsduringsetup,

periods as the
youwillfinditeasiertoenterthedataifyouchoosethesame
previous system or
as I/C & A/P typesofperiodandyearasyouusedinyourpreviouspurchase
orderssystem.
Ifyouwanttomatchstatisticaldatatothatcollectedinyour
InventoryControlandAccountsPayablesystems,choosethe
sameyearandperiodtypesasyouuseinthosesystems.
Documents tab ClicktheDocumentstabtoselectagingperiodsanddocument

numberingoptions.
Getting Started 315


CompletetheDocumentstabasfollows:
Aging periods Aging Periods. Usethesefieldstosetthedefaulttimeperiods

intowhichPurchaseOrdersgroupsoutstandingordersforthe
AgedPurchaseOrdersreport.Youcanspecifydifferentperiods
whenyouareprintingthereport,andyoucanchangethe
defaultperiodsatanytime.
Document Document Numbers. ForeachDocumentTypelisted,complete

numbering options
thelengthandprefixofthedocumentnumber,andthenext
numbertobeused,asfollows.
Length. Typethenumberthatrepresentsthelength
(numberofprefixcharactersanddigits)youwanttousein
thenumberscreatedautomaticallybyPurchaseOrdersfor
eachtypeofdocument.
Documentnumberscanbeupto22charactersinlength,
includingaprefixofuptosixcharacters.
Prefix. Typetheprefixesyouuseinyourexistingdocument
numbers,orusethedefaultprefixesyouseeonthetab.

Prefixescanincludeletters,numbers,andothercharacters.
Next Number. Typethenumberyouwanttoassigntothe

nextdocumentofeachtype,eithertocontinuewithan
existingnumericalorder,ortostartanewsetofnumbers.
Youcanchangeallofthisinformationatanytime,varyingthe
length,prefix,ornextnumbertouseinyourdocumentnumbers
asneededtosuityoursystem.
Purchase Orders
Assigning receipt IfyoupostreceiptsinbothInventoryControlandPurchase
Setting Up
numbers
Orders,besuretoassigndifferentprefixesandnextnumbersin
eachprogramsothatyoucanidentifythesourceprogramand
soyoudonotcreateduplicatereceiptnumbers.
4. ChooseSavetorecordyourentriesandselectionsontheOptions
form.
5. ToprintalistoftheoptionsyousetupforyourPurchase
Orderssystem,choosePrintfromtheFilemenuontheOptions
form,orchooseOptionsfromtheSetupReportsform.
ForinformationaboutsettingupyourprinterandprintingSage
Accpacreports,seethePrintingchapterintheSystemManager
UserGuide.InformationabouttheOptionsreportisincludedin
Chapter7,Reports,inthePurchaseOrdersUserGuide.
6. ChooseClosetoleavetheOptionsform.
Changing Your Selection of Purchase Orders Options
Aftersetup,youcanchangeanyoftheselectionsandinformation
youenteredontheOptionsform,withthefollowingexceptionsand
restrictions:
Changing settings YoucannotchangeanyofyourchoicesontheOptionsformif
while other
otherPurchaseOrdersformsareopenonyourcomputer,or
Purchase Orders
forms are open otherusersareworkingwiththePurchaseOrdersdatabase.
Getting Started 317

Change statistical Youcanchangethetypeofyear(fiscalorcalendar)andperiod

method at year
bywhichyouaccumulatehistoryandstatistics,butyoushould
end
dosoonlyatyearend.
See also Ifyouchangeeithermethodpartwaythroughayear,the

page 2-10
statisticsalreadyaccumulatedwillbeincorrectorinthewrong
period.Foramoredetailedexplanation,seeAccumulating
PurchasingHistoryandStatisticsforReportinginChapter2.
YoucanchangetheinformationontheCompanytabatanytime.
ForfurtherinformationaboutupdatingandchangingPurchase
Ordersoptions,seeChapter3intheUserGuide.
Step 5: Select General Ledger Integration Options

OnceyouchooseOrderEntrysettingsintheP/OOptionsform,you
canusetheG/LIntegrationformto:
Specifywhentocreategeneralledgertransactions.
ChoosewhethertocreatenewbatchesforG/Ltransactions(and
optionallypostthem)ortoaddthemtoexistingG/Lbatches.
Choosewhetherandhowyouwanttoconsolidatetransactions.
DecidewhenSageAccpacERPgeneratesentriesfornon
inventoryexpensesandforexpensedadditionalcosts.
SpecifyseveralGeneralLedgeraccountsusedbythePurchase
Ordersprogram.
Specifythepurchaseordersinformationthatispassedtothe
generalledgerintransactionentrydescriptions,transaction
detailreferencefields,detaildescriptionfields,andcomment
fields.

Purchase Orders
creates only a few Note: TheonlyGeneralLedgerentriesthatarecreatedby
G/L transactions PurchaseOrdersarefortransactionspostedinShipment
directly Entry(orinInvoiceEntryifthequantityorthecostis
changed).
MostGeneralLedgertransactionsarecreatedintheAccounts
Receivableprogramwhenyoupostinvoices,creditnotes,or
debitnotes.AccountsReceivablecreatestherevenue,A/R,and
CostofGoodsSoldtransactions(soyourcostsandrevenueare
Purchase Orders
recognizedatthesametime).
Setting Up
G/LIntegrationalsodisplaysthedayendnumberuptowhichyou
havegeneratedgeneralledgertransactions.(Thisisfordisplay
purposesonly.)
TheG/LIntegrationformdisplaysthefollowingtabs:
Integration
Transactions
Forbackgroundreadingaboutsetupoptions,seeChoosingG/L
IntegrationOptions,inChapter2ofthismanual.
To choose options and settings on the G/L Integration form:
1. DoubleclicktheG/LIntegrationiconintheP/OSetupfolder.
Thefollowingformappears:
Getting Started 319

Integration tab in
the G/L Integration
form

2. CompletetheIntegrationtab,asdescribedbelow:
Create G/L Transactions.Usethisoptiontospecifywhento

creategeneralledgertransactionsfromtheshipmentandinvoice
transactionsyoupost.
Youroptionsare:
During Posting or Day End Processing. Selectthisoptionto

havetheprogramautomaticallycreategeneralledger
transactionswhenyoupostshipmentandinvoice
transactionsorrundayendprocessing(dependingonwhen
youcostinventoryitemsintheInventoryControlmodule).
Note: TheoptionforCostingItemsDuringTransaction
PostingorDuringDayEndProcessinginInventory
ControldetermineswhenPurchaseOrderswillcreate
generalledgertransactions.
On Request Using Create Batch Icon.Selectthisoptionif

youwanttousetheCreateBatchformtocreategeneral
ledgertransactions.Youmustselectthisoptionifyouwant
tobeabletoconsolidategeneralledgertransactiondetails
andprintPurchaseOrderssG/LTransactionsreport.

Use this option WerecommendyouselecttheOnRequestUsingCreate

during setup
BatchIconoptionduringsetup,sothatyoucanprintthe
G/LTransactionsreporttoprovidecompletedetailsofany
transactionsarisingfromoutstandingordersthatyoumight
enterlaterwhensettingupPurchaseOrders.
Create G/L Transactions by.PurchaseOrdersletsyouchooseto:
AddgeneralledgertransactionstoanexistingSageAccpac
GeneralLedgerbatch.
Purchase Orders
Setting Up
DonotselectthisoptionifyouwanttocreateanewGeneral
Ledgerbatcheachtimeyouproducegeneralledger
transactions.(Youmightdothisforauditingpurposes.)
Do not use this Ifyourgeneralledgeralreadycontainsthetransactionsyou

option during
willpostduringsetup,werecommendthatyoudonot
setup
selecttheAppendG/LTransactionsToExistingBatch
option.
CreateanewGeneralLedgerbatcheachtimeyougenerate
G/Ltransactions.
Thischoicewillisolatethegeneralledgertransactionsyou
createwhilesettingup(soyoucaneasilydeletethemafter
setuptoensurethatyoudonotaccidentallypostgeneral
ledgertransactionstwice).
CreateanewGeneralLedgerbatcheachtimeyougenerate
G/Ltransactions,andautomaticallypostthebatchinthe
GeneralLedgerprogram.
If you do not use

Sage Accpac Note: TheCreateG/LTransactionsByoptionhasaneffect
General Ledger onlyifyouuseSageAccpacGeneralLedgerwiththesame
databaseasPurchaseOrders.
Ifyouuseanothergeneralledger,orifyourSageAccpac
GeneralLedgersystemisatanotherlocation,PurchaseOrders
placesallgeneralledgertransactionsintoasinglebatchfilethat
youcanimportintoyourgeneralledgersystem
Getting Started 321

Consolidate G/L Batches.Usethisoptiontospecifywhetherto

combinetransactiondetailsforthesamegeneralledgeraccount
intoasingledetail,orsendunconsolidatedPurchaseOrders
transactiondetailstoGeneralLedger.
IfyouselectedtheOnRequestUsingCreateBatchIconoption,
youcancreateconsolidatedbatchesofgeneralledger
transactions.
IfyouselectedtheDuringPostingorDayEndProcessingoption,
youcannotcreateconsolidatedbatchesofgeneralledger
transactionsyoucanonlyconsolidatetransactiondetails.
Selectoneofthefollowingconsolidationoptions:
Do Not Consolidate. AllthedetailspostedinPurchase

OrderswillbeincludedintheGeneralLedgertransaction
batch.
Choosethisoptionifyouuseoptionalfieldsandpass
optionalfieldinformationfromPurchaseOrderstransaction
detailstotheGeneralLedgertransactiondetails.
TheDoNotConsolidateoptionprovidescomplete
informationinyourgeneralledgertransactionbatch.
AlthoughthischoicewillresultinalongG/LTransactions
reportandalargegeneralledgerbatch,youcanalso
consolidatetransactiondetailsduringpostinginSage
AccpacGeneralLedger.
Consolidate Transaction Details by Account. Allthedetails

withinatransactionwiththesamegeneralledgeraccount
numberarecombinedintoonedetail.
Choosethisoptionifyoudonotuseoptionalfields,butstill
wanttoassociategeneralledgertransactionswith
originatingdocuments(fordrilldownortomaintaina
manualaudittrail).

Consolidate by Account and Fiscal Period. Allthedetails

withthesamegeneralledgeraccountnumberandfiscal
periodarecombinedintoonedetail.
Thisoptiononlyconsolidatesdetailsfromdifferent
Batchform.
Consolidate by Account, Fiscal Period, and Source. All

thedetailswiththesamegeneralledgeraccountnumber,
Purchase Orders
fiscalperiod,andsourcecodearecombinedintoonedetail.
Setting Up
Thisoptiononlyconsolidatesdetailsfromdifferent
transactionsifyoucreatetransactionbatchesusingthe
CreateBatchform.
Partial consol. IfyoucreatebatchesofG/Ltransactionsduringpostingorday

during posting or
endprocessing,theprogramcanonlyconsolidatethedetails
day-end
processing withintransactions;itcannotconsolidatethedetailsfrom
differenttransactions.
Create Batch lets IfyouusetheOnRequestUsingCreateBatchIconoption,you

you fully
canconsolidatetransactiondetailsfromalltransactionsforeach
consolidate details
generalledgeraccountifyouchooseConsolidatebyAccount
andFiscalPeriodorConsolidatebyAccount,FiscalPeriod,and
Source.
Create G/L Entries For Non-Inventory Expenses From

Receipts/Returns. Thischoiceletsyouupdateyourgeneral
ledgerwithnoninventoryexpensesdirectlyfromPurchase
Orders,orwaituntiltheinvoiceispostedinAccountsPayable.
Checktheboxtocreateadebitentrytoexpenseandacredit
entrytothenoninventorypayablesclearingaccountwhen
youpostreceipts.(PostingtheinvoicelaterinA/Pwillcredit
thepayablescontrolaccountanddebitnoninventory
payablesclearing.)
LeavetheboxuncheckedtosendtheexpensetoAccounts
Payable,wherepostingwilldebittheexpenseaccountand
creditpayablescontrol.
Getting Started 323

Note: Forjobrelateddocuments,PurchaseOrderswill
alwayscreateG/Lentriesfornoninventoryexpensesduring
postingordayendprocessingwhetheryouselectthis
optionornot.
Create G/L Entries For Expensed Additional Costs. Thisoption

letsyouchoosewhenSageAccpacgeneratesentriesfor
expensedadditionalcostsduringP/Oposting/dayendor
whentheinvoicesarepostedinAccountsPayable.(Thisoption
issimilartotheoptionCreateG/LEntriesForNonInventory
Expenses.)
Selectthisoptiontocreatedebitentriestoexpenseaccountsand
creditentriestotheExpensedAdditionalCostClearingAccount
whenyoupostadditionalcosts.(Postingtheinvoiceslaterin
AccountsPayablewillcreditthepayablescontrolaccountand
debittheExpensedAdditionalCostClearingAccount.)
Leavetheboxuncheckedtosendexpenseswithinvoicesto
AccountsPayable,wherepostingwilldebittheexpenseaccounts
andcreditpayablescontrol.
Job-related Notethatforjobrelateddocuments,PurchaseOrderswill
additional costs
alwayscreateG/Lentriesforexpensedadditionalcostsduring
postingwhetheryouselectthisoptionornot.
Default Inventory Expense Account. IfyouselectedtheAllow

NoninventoryItemsoption(ontheProcessingtab),enterthe
numberofthegeneralledgeraccounttowhichyoumostoften
posttransactionsforitemsthatarenotdefinedinInventory
ControlorinyourstandalonePurchaseOrdersitemlist.
IfyouusetheAllowNoninventoryItemsoption,youmust
enteradefaultinventoryexpenseaccountnumberbeforeyou
cansaveyourchangestotheOptionsform.
Finder IfyouuseSageAccpacGeneralLedgerwithPurchaseOrders,
youcanselectthegeneralledgeraccountnumberfromthe
Finder.

Thisaccountnumberisdisplayedduringtransactionentrywhen
youspecifyanitemnumberthathasnotbeenaddedto
InventoryControlortoyourstandalonePurchaseOrdersitem
list.Youcanthenusethedefaultaccountnumberorspecify
anotheraccountnumber.
Default Cost Expense Account. Typethenumberofthegeneral

ledgeraccounttowhichyouwishtopostanycostamountsin
transactionsforwhichnogeneralledgeraccountisspecified.
Purchase Orders
Youmustspecifyadefaultcostexpenseaccountbeforeyoucan
Setting Up
runDayEndProcessinginInventoryControl.
Non-Inventory Payables Clearing Account. Thisisthegeneral

ledgeraccounttousewhenprocessingreceiptsfornon
inventoryitems.
Whenyouenterthereceipt,PurchaseOrderscreditsthe
payablesclearingaccountanddebitstheexpenseaccountduring
dayendprocessing(orwhenyourunCreateG/LBatch).Posting
theinvoiceinAccountsPayabledebitsthepayablesclearing
accountandcreditsthepayablescontrolaccount.
Exp. Additional Cost Payables Clearing Account. Usethis

optionontheIntegrationtaboftheOptionsformtoselectthe
generalledgeraccountthatyouwanttoupdatewithexpensed
additionalcostswhenyoucreategeneralledgertransactions.
Note: YoucanchoosewhenSageAccpacERPgenerates
entriesforexpensedadditionalcostsduringPO
posting/dayendorwhentheinvoicesarepostedin
AccountsPayable.ThisaccountisusedifyoucreateG/L
transactionsinPurchaseOrders.
IfyougenerateentriesinPO,theprogramdebitstheexpense
accountandcreditsthepayablesclearingaccount.
Youcanchangethedefaultclearingaccountnumberinthe
Optionsformatanytime.
Getting Started 325

3. ClicktheTransactionstabtodisplaythefollowinggrid:

The Transactions TheTransactionstabletsyouassigninformationfromshipment
tab
andinvoicetransactionstofieldsintheG/Ltransactionsthat
theyproduce.
4. Inthegrid,doubleclicktheG/Ltransactionfieldforthe
particulartransactiontypethatyouwanttodefine.
Forexample,doubleclicktheG/LEntryDescriptionfieldfor
Receipttransactions.
TheG/LIntegrationDetailformappears:

Thedetailformdisplaysthetransactiontypeandthe
G/LtransactionfieldyouselectedontheTransactionstab.
TheExamplefielddisplaystheinformationsegmentsthatare
assignedtotheG/Ltransactionfield.Checkthisfieldtoseehow
informationwillappearonreportsasyouassignsegment.
5. SpecifyinformationfortheselectedG/Ltransactionfield,as
follows:
Purchase Orders
Segment separator a. Selectacharactertoseparatesegmentsofinformation.(The
Setting Up
separatorisusedonlyifyouassignmorethanonesegment
toafield.Thedefaultseparatorisahyphen.)
Choose Segments b. SelectsegmentsfromtheChooseSegmentsFromList,and

From List
thenclickInclude.
Youcanassignamaximumoffivesegmentstoa
G/LTransactionfield,providingthatthecombinationdoesnot
exceed60characters.Iftheassignedinformationexceedsthis
numberofcharacters(includingseparators),itwillbetruncated
whenthetransactionisposted.
6. ClickSavetorecordyourselectionsforthefieldintheG/L
IntegrationDetailform.
Ifyouwanttochooseotherfields,youcandosodirectlyfrom
thisform,oryoucanclosetheformtoreturntotheTransactions
grid,whereyoucanchooseotherG/Ltransactionfields.
7. ClickSaveontheG/LIntegrationformtosavealloftheG/L
integrationoptions.
8. ToprinttheG/Lintegrationoptions,chooseFile,PrintintheG/L
Integrationform,ordoubleclicktheG/LIntegrationiconinthe
P/OSetupReportsfolder.
ForinformationaboutsettingupyourprinterandprintingSage
Accpacreports,seetheSystemManagerUserGuide.
9. ClickClosetoleavetheG/LIntegrationform.
Getting Started 327

Step 6a: Add Purchase Orders Records and Fields to Customize

Purchase Order Forms
ThisstephelpsyouenterthefollowingitemstoyourPurchase
Orderssystem:
Shipviacodes
Vendorcontractcosts
Templates(fortransactionentry)
Additionalcostcodes
Optionalfields
Theserecordsareoptional.Youaddthemtostreamlinedataentry
andincludetheinformationyourequirewithPurchaseOrders
documents.
Alloftheformsforaddingthesedataentryrecordsandfieldsarein
thePurchaseOrdersSetupfolder.
IfyouwillbeusingPurchaseOrderswithoutInventoryControl,
youalsoneedtosetupthefollowingrecords(discussedinStep5b):
Accountsets
Items
Vendordetails
Consider importing Youcanimportallofthesetuprecords,eitherfromanotherSage

AccpacPurchaseOrdersdatabaseorfromfilesyouhavesetupin
nonSageAccpacprograms.SeeAppendixBintheUserGuidefor
instructions.
To change or Youcanchangemostofyourselectionsandentriesinthesetup
delete a
recordsasneeded.RefertotheModifyingSetupRecordssection
record, see
page 3-60 attheendofthisstepforinformationabouthowtochangeordelete
records.

Step 6a: Add Purchase Orders Records and Fields to Customize Purchase Order Forms
Check data RemembertocheckdataintegritythroughAdministrativeServices

and make
andmakeabackupcopyofyourdataeachtimeyouhaveadded
backups
recordsthatwouldbetimeconsumingtoaddasecondtime.Donot
ignorethissuggestion!
Add Ship-Via Codes (Optional)
Youaddshipviacodestoidentifytheshippingmethodsorcarriers
bywhichyourvendorsdeliverthegoodsyouorder(forexample,
Purchase Orders
courier,airmail,parcelpost).
Setting Up
Shipviacodesareoptional.Ifyoudonotusethem,youcantype
descriptionsoftheshippingmethodontransactions,oromitthe
information.
Before adding ship-via codes:
Decideonthecodeyouwanttouseforeachshippingmethodor
carrier.
Findouttheaddress,phoneandfaxnumbers,andnameofthe
personordepartmentyoucallatthecompany.
Getting Started 329

To add ship-via codes:
1. FromtheSetupfolder,chooseShipViaCodes.

2. Foreachshippingmethod,enterthefollowing:
Ship-Via Code. Typeauniquealphanumericcodetoidentify

thecarrier,usinguptosixcharacters.
Name. Typethenameofthecarrier,usingupto60characters.
Address, Contact, Telephone, Fax Number, E-mail. Typethe

completeaddress,contactname,telephonenumber,faxnumber,
andemailaddressforthecarrier.
Comment. Typeanycommentsaboutthecarrierthatyouwant
tokeepintherecord.Useupto80characters.
3. ClicktheContacttab,andenterthename,telephonenumber,fax
number,andemailofacontact,ifdifferentfromthegeneral
shipviainformation.
4. ClickAdd.
5. Toaddanothershipviacode,either:

ClicktheNewicontotherightoftheShipViaCodefield,
andthenrepeatsteps2and3.
Or
TypethenewcodeoverthepreviouscodeintheShipVia
Codefield,changeanyincorrectinformationorselections,
andthenclickAddtoaddthecode.
6. ChoosePrintfromtheFilemenuorchooseShipViaCodesin
Purchase Orders
theSetupReportsfoldertoopentheShipViaCodesReport
Setting Up
formsoyoucanprintalistofthecodesyouadded.
Checkthereporttoverifythatyoucorrectlyaddedallthecodes
youneed,andthenfilethereportwithyourothersetuprecords.
ForinformationabouttheShipViaCodesreport,seeChapter7,
Reports,intheUserGuide.
7. WhenfinishedusingtheShipViaCodesform,clicktheClose
buttonontheformorchooseClosefromtheFilemenu.
Add Vendor Contract Costs (Optional)
Youcanusevendorcontractcoststoassignvendorspricesto
InventoryControlitemsthatyoupurchasefromthesamevendors
mostthetime.
Vendor Contract Ifyouaddacontractcostforaparticularitemandvendor,the

cost by default
PurchaseOrdersprogramwillusethatcostbydefaultwhenyou
addpurchaseorders,receipts,invoices,returns,andcredit/debit
notes.Ifnocontractcostexistsforanitemandvendor,Purchase
OrderswilldisplaytheDefaultItemCostspecifiedintheP/O
Optionsform.
Youcanviewallvendorscontractcosts(thebaseunitcosts,sale
costs,anddiscountedcosts)intheitemFinderfortheUnitCostfield
inthePurchaseOrder,Receipt,Invoice,Return,andCredit/Debit
NoteEntriesforms.
Getting Started 331

Vendorcontractcostsareoptional.Ifyoudonotusethem,youadd
theitempricesyourselfonrequisitionsandpurchaseorders.
Note: VendorContractCostsarenotavailableinSage
Accpac100ERP.
To add vendor contract costs codes:
1. FromtheSetupfolder,chooseVendorContractCosts.

TheVendorContractCostsformletsyouquicklyviewthecosts
forasingleitem,oralltheitemsfromaparticularvendor.
2. ClicktheNewbuttonatthebottomoftheformtodisplaythe
entryformforaddingoreditingvendorcontractcosts.

Purchase Orders
Setting Up

3. Selecttheinventoryitemandthevendorforwhichyouwantto
entercosts.
Cost tab 4. ProvidethefollowinginformationontheCosttab:
Description. Enteradescriptionofthisitemandcosttohelp
identifyit.(Forexample,youmayhaveseveralalternativeitems
thatyoucouldorderthatmatchyouritemnumber.)
Basic costs Base Unit Cost Type. Choosewhetheryouareenteringacostfor

asingleunitofmeasureonly,orfrommorethanoneunitof
measure.
IfyouchooseBaseUnitCostforSingleUnit,enter:
Enter cost for single Base Unit Cost. Theregularamountthatyoupayforthis

unit of measure
inventoryitem.
Base Unit of Measure. Theunitofmeasuretowhichthe

BaseUnitCostapplies.
Click Zoom button IfyouchooseBaseUnitCostforMultipleUnits,clickthe

Zoombutton,andthenenter:
Unit of Measure. Enterorselectoneoftheunitsofmeasure

inwhichyoubuythisitemfromthevendor.
Getting Started 333

PresstheInsertkeytoaddanotherunitofmeasureandcost.
Base Unit Cost. Enterthecostforthisunitofmeasure.
Default. DoubleclickthisfieldtoswitchittoYesifthisis
theunitofmeasureandcostthatyouwanttoappearby
defaultonrequisitionsandpurchase.
Sale costs Sale Unit Cost Type. Ifthevendoralsogivesyouastandardsale

price(oranalternateseasonalprice),chooseasingleunitof
measurecostorcostsformultipleunitsofmeasure.
IfyouchooseSaleUnitCostforSingleUnit,enter:
Choose how the Sale Unit Cost Based On. PurchaseOrdersprovidesthree

cost is calculated
methodsforestablishingthesalecostasthebasecost
minusapercentage,thebasecostminusanamount,orasa
fixedamount.
Percentage / Amount / Sale Unit Cost. Enterthesale

percentagereduction,theamountoff,orthefixedcost,
dependingonthecalculationmethodyouchoose.For
percentageandamount,theprogramcalculatesthesalecost
fromthebasecostthatyouenteredearlier.
Sale Unit of Measure. Entertheunitofmeasuretowhich

thesaleapplies.(Youcanenterbaseunitcostsformultiple
unitsofmeasure,butspecifyasalepriceforasingleunit.)
Sale Starts / Sale Ends. Enterstartingandendingdatesfor

thesale.ThePurchaseOrdersprogramwillautomatically
usethesalecostiftherequisitionorpurchaseorderdates
fallwithinthesaleperiod.
Click Zoom button IfyouchooseSaleUnitCostforMultipleUnits,clickthe

Zoombutton,andthenenter:
Unit of Measure. Enterorselectoneoftheunitsofmeasure

towhichthesaleapplies.

PresstheInsertkeytoaddthecostforanotherunitof
measure.
Choose how the Sale Unit Cost Based On. PurchaseOrdersprovidesthree

cost is calculated
methodsforestablishingeachsalecostasthebasecost
minusapercentage,thebasecostminusanamount,orasa
fixedamount.
Percentage / Amount / Sale Unit Cost. Enterthesale

percentagereduction,theamountoff,orthefixedcost,
Purchase Orders
dependingonthecalculationmethodyouchoose.For
Setting Up
percentageandamount,theprogramcalculatesthesalecost
fromthebasecostthatyouenteredearlier.
Sale Starts / Sale Ends. Enterstartingandendingdatesfor

thesale.ThePurchaseOrdersprogramwillautomatically
usethesalecostiftherequisitionorpurchaseorderdates
fallwithinthesaleperiod.
Default. DoubleclickthisfieldtoswitchittoYesifthisis
theunitofmeasureandcostthatyouwanttoappearby
defaultonrequisitionsandpurchase.
Discounts tab 5. ClicktheDiscountstabto

PurchaseOrdersletsyouspecifyvolumediscountsforitem
purchasesasapercentageoftheregularorsalecostorasa
discountamount.
Getting Started 335

Discount Based On. ChoosePercentageorAmountdepending

onhowthediscountiscalculated.(Forexample,youmightget
10%offwhenyouordermorethan100items.)
Rounding Method. Roundingappliestopercentagediscounts

only.
Specifyifyouwanttoroundthediscountunitcostoftheitem
calculatedbytheprogram.Youcanchoosenorounding,
roundingup,orroundingdown.Ifyouroundtheamount,you
canalsospecifythedegreeofrounding(suchastotheclosest
dollarorclosest100dollars).
Round to a Multiple Of. Thisfieldappearsonlyifyouselect

RoundUporRoundDownintheRoundingMethodfield.
Youmightentermultiplessuchas0.50,1.00,5.00,or
10.00.
From / To. Entertheminimumvolumerequiredforthediscount

intheFromfield.
TheprogramautomaticallyfillsintheTovaluewhenyouadda
seconddiscountlevel.

Youcanenterupto10differentdiscountrangesinthediscounts
grid,specifyingtheFromvolumeandtheDiscountPercentage
orAmount(dependingonthediscountmethod).
TheTofieldofthelastlineisalwaysblank.
Discount Percentage / Discount Amount. Enterthediscount

availablewhenyouorderthequantityspecifiedintheFrom
column.TheprogramautomaticallyfillsintheTocolumnifyou
addanotherdiscountlevel.

Userscanenterupto10volumediscountsfortheitemunitcost.
Taxes tab 6. ClicktheTaxestabto
Purchase Orders
Setting Up

TheTaxestabletsyouspecifytaxesthatareincludedintheitem
contractcost.
Forexample,gaspricesinCanadahaveGSTincludedinthe
price.Forthiscase,theGSTtaxauthoritywouldbespecifiedon
theTaxespage.
Tax Authority. Selectthetaxauthorityfortheitemcontractcost.

TheFinderwilldisplayonlythosetaxauthoritiesthatallowtax
tobeincludedintheprice.
Vendor Tax Class. Theprogramdisplaysthefirsttaxclass

recordforthetaxauthority.Youcanacceptorchangethetax
class(forexample,ifyouaretaxexemptforthisitem).
7. ClickAdd.
Repeatsteps2through7foreachsetofvendorcontractcosts
thatyouwanttoadd.
8. ChoosePrintfromtheFilemenuorchoosetheVendorContract
CostsiconfromtheSetupReportsfoldertoopentheVendor
ContractCostsReportformandprintalistofthecoststhatyou
added.
Checkthereporttoverifythatyoucorrectlyenteredallthe
vendorcosts,andthenfilethereportwithyourothersetup
records.
Getting Started 337

ForinformationabouttheVendorContractCostsreport,see
9. WhenyouhavefinishedusingtheVendorContractCostsform,
clickCloseorchooseClosefromtheFilemenu.
Add Templates
Youaddtemplatescontainingtheselectionsandinformationyou
entermostoftenonpurchaseordersandothertransactions.
Templateshelpyouentertransactionsmorequickly.
Witheachtemplate,youassigndefaultentriestoappearwhenyou
usethetemplatewithatransaction.Atthattime,youcanusethe
defaultentriesorchangethem.
Before adding templates:
Addtheshipviacodesforthedeliverymethodsandcarriersyou
use(optional).
Addthetaxgroupcodesyouwanttouse,usingtheTaxServices
formsinCommonServices.
Addcodesforthepaymenttermsusedbyyourvendorsanddefined
foryourcompanyinSageAccpacAccountsPayable.

See also ReadSettingUpTemplatesinChapter2ofthismanual.

page 2-25
To add a template:
1. FromtheSetupfolder,chooseTemplates.IfyouuseInventory
Control,theformappearsasfollows:
Purchase Orders
Setting Up

Stand-alone NotethatifyoudonotalsouseInventoryControl,theShipTo
system
LocationandBillToLocationfieldsdonotappear.
2. Foreachtemplate,enterthefollowinginformationontheOrder
tab:
Template Code. Typeauniquealphanumericcodetoidentify

thetemplate,usinguptosixcharacters.
Description. Typeadescription(name)forthetemplate.
PO Type. SelectActive,Standing,Future,orBlanketasthe
defaultpurchaseordertype.
FOB Point. Typethedefaultfreeonboardpoint,ifany(the

locationatwhichthevendorbeginschargingyoufreightcosts
onorders).
On Hold. Ifyouwanttransactionsenteredwiththetemplateto
haveadefaultstatusofonhold,selectthisoption.
Getting Started 339

Ship-To Location. IfyouuseInventoryControlandwishtoadd

adefaultshiptolocation,selectthewarehouseorotherplaceat
whichyouusuallyreceiveitemsfromvendors,orselectthe
locationfromtheFinder.
ThelocationcodeyouentermustbedefinedinInventory
Control.
Bill-To Location. IfyouuseInventoryControlandwishtoadda

defaultbilltolocation,selecttheofficeorotherplacetowhich
yourvendorsusuallysendinvoices,orselectthelocationfrom
theFinder.
ThelocationcodeyouentermustbedefinedinInventory
Control.
Description. Typeadefaultdescriptionforthetransaction,upto
60characters,orleavethefieldblank.
Reference. Typeadefaultreferenceforthetransaction,upto
60characters,orleavethefieldblank.
Comment. Typeadefaultmessageorannouncement,upto
250characters,toappearonrequisitions,purchaseorders,
receivingslips,andreturns,orleavethefieldblank.
Vendor tab 3. Whenfinished,clicktheVendortab.

4. FillintheVendortabasfollows:

Ship Via. Tospecifyadefaultshipviacode,typeoneofthe

codesyouaddedusingtheShipViaCodesform,orselectacode
fromtheFinder.Leavethefieldblankifyoudonotwantto
assignashipviacodetothetemplate.
Notethatyoucannotassignashipviacodetoatemplateuntil
youhaveaddedthecodeyouwanttouse.
Tax Group. Typethecodeforthetaxgrouptousewiththe

templateorselectonefromtheFinderlistoftaxgroupsthatare
Purchase Orders
setupforyourcompanyinTaxServices.Youmustspecifyatax
Setting Up
groupbeforeyoucanaddarecord.
Multicurrency Ifyouusemulticurrencyaccounting,thetaxgroupspecifiesthe
ledgers
currencyforthetemplate.
Terms. Typethecodeforthepaymenttermsyouwanttouse
withthetemplateorselectthecodefromtheFinderlistofterms
thatyousetupinAccountsPayable.
5. ClickAdd.
Repeatsteps2through5foreachtemplateyouwanttoadd.
6. ChoosePrintfromtheFilemenuorchooseTemplatesinthe
SetupReportsfoldertoopentheTemplatesReportformand
printalistofthetemplatesyouadded.
Checkthereporttoverifythatyoucorrectlyenteredallthe
templatesyouneed,andthenfilethereportwithyourother
setuprecords.
ForinformationabouttheTemplatesreport,seeChapter7,
7. WhenyouhavefinishedusingtheTemplatesform,clickClose
orchooseClosefromtheFilemenu.
After adding templates:
Ifyouwishtoassignadefaulttemplatetoappearwithnew
transactions,opentheOptionsformand,ontheProcessingtab,
Getting Started 341

chooseatemplateintheDefaultTemplateCodefield.Theentries
fromthedefaulttemplatewillappearwhenyouaddanew
transaction.Youcanchangetheentriesorthetemplate,asneeded.
Add Additional Cost Codes
Additionalcostcodessimplifytransactionentrybyenteringand
selectingdefaultinformationfortransactionsthatincludeacost
amountthatisnotpartofitemcosts(suchasadeliverycharge).You
onlyneedtochangetheinformationorselectionsthatareincorrect
forthetransaction,ratherthanhavingtoentereverything.
Before adding an additional cost code, find out the:
Vendornumbertouse,ifany.
Costamount.
Prorationmethod.
Generalledgeraccountnumber,ifapplicable.
Currencycode(multicurrencyledgersonly).
Optionalfieldinformationfortherecord.
Taxauthoritiesandclassesthatapplytothecost.

To add an additional cost code:
1. FromtheSetupfolder,chooseAdditionalCosts.
Multicurrency
systems only
Purchase Orders
Setting Up

2. Enterthefollowinginformationforeachadditionalcostcode:
Additional Cost. Typeauniquecode,uptosixcharacters,to

identifytheadditionalcost.
Description. Typeadescriptionoftheadditionalcostusingup
to60characters.
Inactive. Selectthisoptionifyoudonotwanttousethe
additionalcostcodeintransactions.
Youwouldnotlikelyusethisoptionwhenaddingrecords.
Normally,youselectitifyoudecidetodeletearecordandwant
toensurenofurthertransactionsareenteredusingthecode.You
canchangeyourselectionforthisoptionatanytime.
Vendor Number. Typeaspecificvendornumberforthe

additionalcostcodeorselectthevendornumberfromthe
Finder.Iftheadditionalcostisnotrelatedtoaspecificvendor,
leavethefieldblank.
Getting Started 343

Multicurrency Currency. Ifyouusemulticurrencyaccounting,typethe

ledgers
currencycodethatidentifiesthecurrencyinwhichthe
additionalcostisnormallycharged.
YoucanalsoselectthecurrencycodefromtheFinder.
Amount. Entertheusualamountoftheadditionalcost.In
multicurrencyledgers,enterthecostinthecurrencyyou
selected.Ifthereisnostandardamountforthecost,leavethe
fieldshowingzeroes.
Proration. Selectthemethodbywhichthecostisusually
allocatedintransactions:
No Proration. Thetotalamountoftheadditionalcostis
allocatedtothegeneralledgeraccountyouspecifyinthe
ExpenseAccountfield.
Prorate By Quantity. Theadditionalcostisaddedtothecost

ofeachiteminthetransactioninproportiontothequantity
ordered.
Prorate By Cost. Theadditionalcostisaddedtothecostof

eachiteminthetransactioninproportiontotheitemcost.
Prorate By Weight. Theadditionalcostisaddedtothecost

ofeachiteminthetransactioninproportiontotheitem
weight.
Prorate Manually. Selectthisoptionwhenyouwishto

manuallyentertheamountofthecostandassociated
allocatedtaxestoproratetoeachiteminatransaction,rather
thanallocatethecostproportionately.
Expense Account. Typethegeneralledgeraccountnumberto

whichyounormallyallocatethetotalamountoftheadditional
costwhenyoudonotprorateittotheitemsonthetransaction.If
youuseSageAccpacGeneralLedgerwithPurchaseOrders,you
canalsoselecttheaccountnumberfromtheFinder.

Thisaccountnumberisdisplayedwhenyouentertheadditional
costcodeonatransaction,butyoucanselectadifferentgeneral
ledgeraccountatthattime,ifnecessary.
Youdonotspecifyanexpenseaccountifyouchosetoprorate
thecost.
Return Proration. Selecttheprorationmethodtousewhen

returningitemsfromreceiptsonwhichyoupaidadditional
costs.Skipthisfieldifyoudidnotchoosetoproratethecost.
Purchase Orders
Setting Up
Allocatetheadditionalcostfromreturneditemsasfollows:
Leave. Theadditionalcostremainsassignedasitwason
theoriginalreceipt.
Prorate. Theportionoftheadditionalcostthatwasassigned
totheitemsbeingreturnedisproratedtotheremaining
goodsonthereceipt.
Expense. Theportionoftheadditionalcostthatwas
assignedtotheitemsbeingreturnedisexpensedtothe
generalledgeraccountyouspecifyintheReturnAccount
field.
Return Account. Typethegeneralledgeraccountnumberto

whichyouallocatetheadditionalcostamountthatwasassigned
tothereturneditems.IfyouuseGeneralLedger,youcanalso
selecttheaccountnumberfromtheFinder.
Skipthefieldifyoudidnotchoosetoexpensethecost.
Optional Fields. IfyouuseoptionalfieldswiththeAdditional

Costsform,youcanclicktheZoombutton( )todisplaythe
optionalfieldsformandeditthefieldcontents.
Ifyouassignthesameoptionalfieldstoadditionalcostrecords
andtoinvoiceadditionalcosts,theoptionalfieldentriesin
additionalcostrecordswillappearoninvoiceadditionalcost
detailsbydefault.
Getting Started 345

Optionalfieldinformationcanpassfrominvoices(or
credit/debitnotes)todownstreamledgerslikeAccountsPayable
andGeneralLedger.
Tax Authority. Typethecodethatidentifiesthegovernment

bodythattaxesthecost,orchoosethecodefromtheFinder.You
mustselectataxauthoritythatisdefinedontheTaxServices
forms.
Thedescriptionofthetaxauthorityappearsautomaticallyand
youcannotchangeit.
Multicurrency Inmulticurrencyledgers,youmustselectataxauthoritythat
ledgers
usesthecurrencyyouspecifiedfortheadditionalcost.
Tax Class. Thetaxclassisdisplayedbutyoucanchangeitto

anyothervalidcodeenteredforthetaxclassandauthorityin
TaxServices.
Thedescriptionofthetaxclassappearsautomaticallyandyou
cannotchangeit.
3. Whenfinished,clickAdd.
4. Toaddanotheradditionalcostcode,repeatsteps2and3.
5. ChoosePrintfromtheFilemenuorchooseAdditionalCosts
fromtheSetupReportsfoldertoopentheAdditionalCosts
form.Printtheadditionalcostsyouhavedefinedtoverifythat
theyarecorrectandcomplete.Filethereport.
Add Optional Fields (Optional)
TheOptionalFieldsformappearsintheP/OSetupfolderonlyifyou
useSageAccpacTransactionAnalysisandOptionalFieldCreator.
PurchaseOrdersletsyouaddanunlimitednumberoffieldsto:
Additionalcosts.

Requisitionsandrequisitiondetails.
Purchaseordersandpurchaseordersdetails.
Receipts,receiptdetails,receiptadditionalcosts,andreceipt
additionalcostdetails.
Invoices,invoicedetails,andinvoiceadditionalcostdetails.
Returnsandreturndetails.
Purchase Orders
Credit/debitnotes,credit/debitnotedetails,andcredit/debitnote
Setting Up
additionalcostdetails.
Items(IfyouareusingInventoryControlwithPurchaseOrders,
youaddoptionalfieldstoitemrecordsintheInventoryControl
program.IfyouarenotusingInventoryControl,youadd
optionalfieldstotheitemrecordsthatyousetupinthe
PurchaseOrdersprogram.)
Before adding P/O BeforeyoucanassignoptionalfieldstoP/Otransactions,youmust

optional fields
setupeachfieldforsystemwideuseinCommonServices.
Forinformationonsettingupsystemwideoptionalfields,seethe
SystemManagerUserGuide.
To assign optional fields to Purchase Orders forms:
1. ChooseOptionalFieldsfromtheP/OSetupfolder.
The Items tab

appears only if you
do not have
Inventory Control
Getting Started 347

NotethattheItemstabappearsonlyforastandalonePurchase
Orderssystem(whenyouarenotusingInventoryControl).
2. Completethefollowingfieldsforeachoptionalfieldyouplanto
useinPurchaseOrders:
Optional Fields For.Selectthetypeofrecordortransactionto

whichyouareaddingtheoptionalfields.
WithPurchaseOrders,youaregenerallyaddingfieldstothe
varioustransactionentryformseitherattheheaderlevel,or
atthedetaillevel.
IfyouaddfieldsthatarealsousedforAccountsPayablevendors
andInventoryControlitems,theinformationinthosefieldswill
appearbydefaultifyouautoinsertthefields.
Optional Field and Description.UsetheFindertoselectthe

optionalfieldcodesyouwanttoadd.
Youcanaddanunlimitednumberofoptionalfieldsto
transactionheaderanddetailareas.
Note: IfyouwanttopassPurchaseOrdersoptionalfield
informationtoAccountsPayableinvoicesandGeneral
ledgertransaction,youmustaddthesameoptionalfieldsto
AccountsPayableinvoicesandtoappropriateGeneral
LedgeraccountsasTransactionOptionalFields.
Whenyouselectanoptionalfieldcode,theprogramdisplaysthe
descriptionfortheoptionalfield.
Default Value and Description. Enterorselectthedefaultvalue

fortheoptionalfield.
Iftheoptionalfieldyouselectedrequiresvalidation,youmust
provideadefaultvaluethatisdefinedfortheoptionalfieldin
CommonServices.Iftheoptionalfieldallowsblanks,youcan
leavethedefaultvaluefieldblank.

Iftheoptionalfielddoesnotusevalidation,youcandooneof
thefollowing:
Selectavaluethatwasaddedfortheoptionalfieldin
CommonServices.
Leavethefieldblank.
Enteranappropriatedefaultvalueforthefield.
Purchase Orders
Theentrymustbeconsistentwiththetypeoffield(text,
Setting Up
number,date,amount,andsoon)andmustnotexceedthe
numberofcharactersspecifiedfortheoptionalfield.Ina
Yes/Nofield,youcanenteronlyYesorNo.InanInteger
fieldyoucanenteranyintegerwithanabsolutevalueless
than2,147,483,647.
WhenyouselectavaluefromtheoptionaltableinCommon
Services,theprogramdisplaysthedescriptionforthevalue.
Auto Insert.SelectYesinthisfieldifyouwantthePurchase
Ordersprogramtoautomaticallyaddthisoptionalfieldandits
defaultvalueonthetransactionentryformwhenyouentera
newtransaction.
SelectNoifyoudonotwanttheoptionalfieldtoappear
automatically.
Forexample,ifyoudefineTransitNumberasanoptionalfield
forInvoicesandyouselectYesintheAutoInsertfield,the
TransitNumberfieldwillappearautomaticallyinInvoiceEntry.
3. ClicktheSettingsbuttontodisplaytheoptionalfieldSettings
formiIfyouaresettingupoptionalfieldsforpurchaseorder
details,receiptdetails,receiptadditionalcostdetails,invoices,
invoicedetails,invoiceadditionalcostdetails,returndetails,
credit/debitnotes,credit/debitnotedetails,orcredit/debitnote
additionalcostdetails,
Getting Started 349

Settings for Invoice

Details optional fields
Thissectionappearsfor
invoicedetailsoptional
fieldsifyouuseProject

YouusetheSettingsformtoselectGeneralLedgeraccountsand
SageAccpacsubledgerstowhichoptionalfieldinformationwill
flowwhenyouposttransactionsofthespecifiedtype.
4. ClickAdd(orSave)toaddtheoptionalfield.
Where To Now
IfyouarenotusingSageAccpacInventoryControl,proceedtothe
nextsectiontoaddinventoryaccountinformation,inventoryitems,
andvendorinformationtoyourPurchaseOrderssystem.
IfyouareusingSageAccpacInventoryControl:
CheckdataintegritythroughAdministrativeServicesandmake
abackupcopyofthedatatohelpensurethatyouwillnothave
toaddtherecordsasecondtime.
Skip to page 3-61 GotoStep7:AddCurrentRequisitionsandPurchaseOrders.
Step 6b: Add Records for a Stand-Alone Purchase Orders System

IfyouarenotusingSageAccpacInventoryControl,youmustsetup
additionalrecordstoallowPurchaseOrderstofunctionasastand
aloneprogram.

Thissectiondescribeshowtoaddthefollowingadditionalrecords
forstandaloneoperation:
Accountsets
Items
Vendordetails
Add Account Sets
Purchase Orders
Setting Up
YoumustaddatleastoneaccountsettoPurchaseOrdersbeforeyou
canadditemrecords.(IfyouuseInventoryControl,youadd
accountsetsinthatprogram.)
Anaccountsetisasetofgeneralledgeraccountstowhichyoupost
PurchaseOrderstransactions.Ifyoudefinemorethanoneaccount
set,youcangroupitemsbytheaccountsettowhichtheybelong.
Before adding account sets:
Chooseacodeofuptosixcharacterstoidentifyeachaccountset
youplantoadd.
DeterminetheG/Laccountnumberstoassigntoeachaccount
setfor:
Payablesclearing
Inventory/Expense
Use valid G/L Besureyourgeneralledgercontainstheaccountsyouwantto

account numbers
assigntoaccountsetsinPurchaseOrders.
Formoreinformation,seeSettingUpAccountSets,inChapter2of
thismanual.
Getting Started 351

To add account sets:
1. FromtheSetupfolder,chooseAccountSets.

2. Addeachaccountsetyouwant,asfollows:
Account Set Code. Typeacodeofuptosixcharactersto

identifytheaccountset.
Description. Typeadescriptionfortheaccountset.
General Ledger Accounts. Typethegeneralledgeraccount

numbersforthepayablesclearingandinventory/expense
accountsthatmakeuptheset.
Use the IfyouuseSageAccpacGeneralLedgerwithyourPurchase

Finder
Ordersdatabase,youcanusetheFindertoselectgeneralledger
accounts.
3. ClickAdd.
Repeatsteps2and3foreachaccountsetyouwanttoadd.
4. ChoosePrintfromtheFilemenuorchooseAccountSetsinthe
SetupReportsfoldertoprintalistoftheaccountsetsyouhave
addedtoverifythattheyarecorrectandcomplete.Filethe
report.

Add Weight Units of Measure
Weightunitsofmeasurearethedifferentunitsthatyouusefor
measuringtheweightofitemssuchaspounds,tons,kilograms,
andmetrictons.
Weightunitsofmeasurearealldefinedintermsofadefaultweight
unitofmeasure,whichistheunitusedtoexpresstotalorderweights
inPurchaseOrders.Youspecifythedefaultweightunitofmeasure
intheP/OOptionsform.
Purchase Orders
Setting Up
Toaddaweightunitofmeasure,youspecify:
Theweightunitofmeasure.
Adescriptionoftheweight.
Theweightconversionfactorbetweenthedefaultweightunitof
measureandtheunityouareadding(asamultipleofthe
defaultweightunitofmeasure).
Theconversionfactorforadefaultweightunitofmeasureis
always1.
Youcanusefractionsinweightconversionfactorsevenif
youdonotusefractionalinventoryquantities.
Before adding weight units of measure:
Decideonthedefaultweightunitofmeasurethatyouwantto
useonpurchaseorders.
Calculatetheconversionfactorsbetweenthedefaultweightunit
ofmeasureandallotherweightunitsofmeasure.
YousetthedefaultweightunitofmeasureontheP/OOptions
formafteraddingittotheWeightUnitsofMeasureform.
Choosewhattocalleachoftheweightunitsofmeasure.The
namesyouuseappearondataentryscreens.
Getting Started 353

Formoreinformation,seeAddingWeightUnitsofMeasure,in
Chapter2ofthismanual.
To add weight units of measure:
1. DoubleclicktheWeightUnitsofMeasureiconintheSetup
foldertodisplaythefollowingform:
2. Addweightunitsofmeasure,asdescribedbelow.(Ifunitshave
alreadybeenaddedtotheWeightUnitsofMeasureform,you
willhavetopresstheInsertkeytostartanewline.)
Weight Unit of Measure. Typetheweightunitofmeasureas

youwantittoappearondataentryscreens.Forexample,lbor
kg.
Description. Enteradescriptionfortheunitofmeasure,suchas
poundorkilogram.
Weight Conversion Factor. Enterthefactorforconvertingthis

weightunittothedefaultweightunitofmeasure.Forexample,
ifpoundisthedefaultweightunitofmeasure(witha
conversionfactorof1),theconversionfactorfortonwouldbe
2,000.
Youcanusefractionsinweightconversionfactorsevenifyoudo
notusefractionalinventoryquantities.Forexample,thefactorto
convertkilogramstopoundswouldbe2.2.

Default Weight UOM. Youselectthedefaultweightunitof

measureintheP/OOptionsform.Thisistheunitinwhichthe
totalorderweightisexpressedinPurchaseOrders.
1.0000 In Default Weight. Thereciprocaloftheconversion

factorisautomaticallycalculatedbyPurchaseOrders.It
providesavisualcheckontheconversionfactor.
3. ClicktheClosebuttonwhenyouhaveaddedallofyourweight
unitsofmeasure.
Purchase Orders
Setting Up
Add Inventory Items
IfyouarenotusingSageAccpacInventoryControl,youmustadd
itemstoP/ObeforeyoucanusetheminPurchaseOrders
transactions.YouusetheItemsform,intheSetupfolder,toadd
recordsforitemsthatyouwanttousewithPurchaseOrders.
Importing item YoucanimportitemrecordsintoPurchaseOrdersfromanother

records
SageAccpacPurchaseOrdersdatabaseorfromanonSageAccpac
program.Formoreinformation,seeAppendixBintheUserGuide.
Before adding items:
Addtheaccountsetsyourequireforpostingtransactionsto
generalledgeraccounts.
Addthetaxingauthoritiesandtaxclassesyourequire(usingthe
TaxServicesiconintheCommonServicesfolder).
Addoptionalfieldstoitemssoyoucanincludeadditional
informationinyouritemrecords.
Formoreinformationaboutaddingitems,seeSettingUpItems,in
Chapter2ofthismanual.
Getting Started 355

To add an item record:
1. FromtheSetupfolder,chooseItems.

2. FillintheiteminformationandItemstabasfollows:
Item Number. Typeanitemnumbertoidentifytheitem.You

canuseupto24characters,includingblanksandspecial
characters.
Description. TypeadescriptionoftheitemintheDescription
field.
The Items tab of Account Set Code. TypeorusetheFindertoselectthegeneral

the Items form
ledgeraccountsetyouwanttoassigntotheitem.
Commodity Number. Ifyourcompanyreportsavalueadded

tax(VAT),typethecommoditynumberfortheitem.
Unit Weight. Typetheweightforoneunitoftheitem.
TheweightyouentershouldbeintermsoftheWeightUnitOf
MeasureyouenteredontheProcessingtaboftheOptionsform.
Comment. PurchaseOrdersletsyouuseuptofouradditional
fieldstoincludedescriptiveinformationfortheitem.Youcan
useupto80charactersineachofthefourfields.

Ifyouusecustomizedinvoicesorotherforms,youcanhave
PurchaseOrdersprintthisadditionaliteminformationonthe
forms.
3. ClicktheUnitstab.
The Units tab of the

Items form
Purchase Orders
Setting Up

4. Toaddalternativeunitsofmeasure,clickarowinthetable,and
thenenterthefollowinginformation.Tostartanewline,press
theInsertkey.
Unit of Measure. Typethenamefortheunitofmeasure(for

example:dozen,gallon,ton).
Conversion Factor. Typethenumberofstockingunitsforthe

unitofmeasure.Forexample,iftheunitofmeasureisdozen,
youtype12.
Youmustentertheunitofmeasureyouintendtouseforthe
stockingunitbeforeyoucansavetherecord.Theconversion
factorforthestockingunitmustbe1(one).
5. ClicktheTaxestab.
The Taxes tab of

the Items form

6. CompletetheTaxestabasfollows:
Getting Started 357

Tax Authority. UsetheFindertoselectthetaxingauthoritiesyou

wanttoassigntotheitem.(Youdefinetaxingauthoritiesinthe
TaxServicesfolderofCommonServices.)
Purchase Tax Class. Typeorselectthenumbersofthetax

classesyouwanttoassigntotheitemforpurchasesforeach
selectedtaxauthority.
7. ClicktheOptionalFieldstab(ifitappearsonyoursystem).

TheOptionalFieldstabdoesnotappearunlessyouadded
optionalfieldstotheItemstabintheOptionalFieldsform.
8. CompletetheOptionalFieldstabasfollows:
Optional Field. Ifnofieldsappear,clickthecolumnheading

andselectthefieldsforwhichyouwanttoaddinformation.
(Fieldsmayappearautomaticallydependingonthesettingsyou
choseintheOptionalFieldssetupform.)
Value. Iftheoptionalfieldsyouselectedrequirevalidation(in
otherwords,ifyouarerestrictedtochoosingfromalistof
entries),youmustselectavaluethatwasdefinedforthe
optionalfield(intheCommonServicesOptionalFieldsform),or,
iftheoptionalfieldallowsblanks,youcanleavethevaluefield
blank.
9. ClickAdd.
Repeatsteps2through8foreachitemyouwanttoadd.
10. ClosetheItemsform.

Add Vendor Details (Optional)
UsetheVendorDetailsformtorecordthevendorsforeachitemyou
purchase,andthecost.Ifyoubuythesameitemfrommorethanone
vendor,youcanusethisformtoestablishtheirorderofpriority.
Youmayusethisformtoeditvendordetailsorlinkanewvendorto
anitem.However,thesechangesdonotaffectinformationthat
appearsforvendorselsewhereinPurchaseOrdersorinAccounts
Payable.
Purchase Orders
Setting Up
Sage Accpac Ifyouwishtoaddormodifyavendorpermanently,youmustdoso
Accounts Payable
fromwithinAccountsPayable.
To attach a vendor to an item:
1. FromtheSetupfolder,chooseVendorDetails.

2. Selectanitembytypingitsnumber,orbychoosingitfromthe
Finderlist,orbyusingthenavigationbuttons.
3. Fillinoreditthedetailsforeachvendor,asfollows:
Vendor Type. Thevendortypeisanumberthatsetsthepriority

foreachvendoroftheselecteditem.Notwovendorscanhave
thesamepriorityforthesameitem.
Youcanspecifyuptoninevendors,andyoumayenterthemin
anyorderyouplease.However,whenyoureturntotheform,
theprogramwilldisplaytheminascendingorder.
Getting Started 359

Vendor Number. TypeorusetheFindertoselectthe

identificationnumberyouuseforthevendoroftheitem.
Vendor Name. Typethenameofthevendorcompany.
Vendor Contact. Typethenameofthecontactpersonatthe

vendorcompany.
Vendor Item Number. Typethenumberthatthevendorusesto

identifytheitem.
Vendor Cost. Enterthevendorspricefortheitem.
Cost Unit. Enterthecostunit:each,crate,case,andsoforth.The

programwilladjustthevendorcostaccordingly.
Multicurrency Vendor Currency. (Thisisonlyavailableifyouareusinga

ledgers
multicurrencyledger.)Whenenteringanewvendor,eithertype
inthethreeletterinternationalcurrencycode(forexample,
USD,CAD,orGBP)forthevendorshomecurrency,orselect
oneusingtheFinder.Youcannotmodifythisfieldforan
existingvendor.
4. Toaddanothervendortothesameitem,presstheInsertkey.
Theprogramwillautomaticallyassignthevendorthenext
highestprioritynumber(Type),butyoumaychangethistoany
valuebetween1and9notalreadyassignedtoavendor.Fillin
oreditthefieldsasbefore.
5. Todeleteavendorfromtheitem,selectthelineandpressthe
Deletekey.ChooseYeswhenaskedtoconfirmthedeletion.
6. Tosavethechangestotheitemrecord,clickSave.
Modifying Setup Records
Youcanchangetheinformationenteredtodefineatemplate,ship
viacode,additionalcostcode,accountset,oritematanytime.
However,youcannotchangetheidentifyingcode.

Step 7: Add Current Requisitions and Purchase Orders
Tomodifyarecord,opentheformwhereyouaddedtherecord,type
itscodeorselectthecodefromtheFinder.Whentherecordappears,
makeyourchanges,andthenclicktheSavebuttontorecordthem.
Youcannotdeletetemplates,shipviacodes,andadditionalcost
recordsifanincompletetransactionusesthecodes.
Changing or Youcannotdeleteaccountsetsthatareassignedtoitemrecords.
deleting records in
Youcandeleteitemrecordsonlyifyouhaverundayend
a stand-alone
system processing(ifthereareanypostedtransactionsusingtheitem).
Purchase Orders
Setting Up
Todeletearecord,opentheformwhereyouaddedtherecord,type
itscodeorselectthecodefromtheFinder,andthenclickDeleteand
chooseYesatthemessagethatappears.
Step 7: Add Current Requisitions and Purchase Orders

Inthisstep,youaddthecurrent(outstanding)requisitionsand
purchaseorderstoyourpurchaseorderssystem.
Before adding requisitions and purchase orders:
Fromyourexistingsystem,gathertheinformationyouneedto
entercurrent(open)transactionsintoyourSageAccpac
PurchaseOrderssystem.
Importing Youcanalsoaddrequisitionstocreatetheoutstandingpurchase
transactions
ordersbyimportingthemintoPurchaseOrdersfromanother
SageAccpacPurchaseOrderssystem,orfromanonSage
Accpacapplication.Formoreinformation,seeAppendixBof
theUserGuide.
See also Forbackgroundinformationaboutaddingoutstandingtransactions,

page 2-37
seeEnteringCurrentRequisitions,PurchaseOrders,andStatistics,
inChapter2ofthismanual.
Getting Started 361

To add current transactions:
1. Ifyouusepurchaseorderrequisitionsinyoursystem,usethe
RequisitionEntryformtoaddyourcurrentrequisitionsto
PurchaseOrders.
ForinformationaboutaddingrequisitionstotheRequisition
Entryform,seeChapter4,ProcessingRequisitionsand
PurchaseOrders,intheUserGuide.
2. UsethePurchaseOrderEntryformtoaddyourcurrent
purchaseorders.
ForinformationaboutaddingpurchaseorderstothePurchase
OrderEntryform,seeChapter4,ProcessingRequisitionsand
PurchaseOrders,intheUserGuide.
3. Printtheformsimmediatelyafterpostingeachtransaction
(chooseYeswhenyouseeamessagethataskswhetheryou
wanttoprinttheform),orusetheiconsintheP/OFormsfolder
toprintanycopiesyouneedoftherequisitionsandpurchase
ordersyoupostedtoPurchaseOrders.
Forinformationaboutprintingtheseforms,seeChapter7,
4. Whenyoufinishaddingcurrentrequisitionsandpurchase
orders,checkdataintegritythroughAdministrativeServices
andmakeabackupcopyofthedatatohelpensurethatyoudo
nothavetoaddthetransactionsasecondtime.
Step 8: Add Statistics (Optional)

Completethisstepifyouwanttoaddpurchasestatisticsforprior
fiscalperiodsfromyouroldpurchaseorderssystem.
Youshouldaddstatisticsfromyouroldpurchaseorderssystem
beforeyouaddanynewpurchaseordersandrequisitions,because
PurchaseOrdersautomaticallycreatesstatisticaldatafromthe

transactionsyoupostaftersettingupifyouusetheAccumulate
Statisticsoption.
Forbackgroundinformationaboutstatistics,seeAccumulating
PurchasingHistoryandStatisticsforReportinginChapter2.
Before adding statistics:
SelecttheAccumulateStatisticsandAllowEditOfStatistics
options,andselectthetypeofyearandperiodontheProcessing
Purchase Orders
tabontheOptionsform.
Setting Up
CollectthedatathatyouwanttorecordinPurchaseOrders,
includingforeachperiod:
Numberofpurchaseorders,receipts,invoices,creditnotes,
anddebitnotes.
Netquantitypurchasedandnetpurchaseamount.
Netinvoiceamount.
Theaverageinvoice,creditanddebitnoteamounts.
Thelargestandsmallestinvoice,creditnote,anddebitnote
amounts,andthevendorswhoissuedthetransactions.
Getting Started 363

To add statistics:
1. FromthePurchaseOrdersfolder,choosetheP/OStatisticsand
Inquiriesfolder,andthenPurchaseStatistics.
Multicurrency
ledgers only.

2. Selecttheyearandperiodforwhichyouwanttoaddstatistics.If
youusemulticurrencyaccounting,selectthecurrencyinwhich
youwillenteramounts.
Year. Selectafiscalorcalendaryear,dependingonthetypeof
yearyouspecifiedforstatisticsontheOptionsform.
Period. Typethenumberofthestatisticalperiodforwhichyou
wanttoaddsalesstatistics.
Types of reporting Youspecifythedesiredtypeofstatisticalperiodusingthe

periods
PeriodTypeoptionontheProcessingtaboftheOptionsform.
Multicurrency Currency. Typethecodeforthecurrencyinwhichyouwill

ledgers
enterstatisticalamounts,orselectthecodefromtheFinder.
3. Addpurchasestatistics,asfollows:
Number of Purchase Orders. Typethenumberofpurchase

ordersyoupostedintheperiod.
Number of Receipts. Typethenumberofreceiptsyoupostedin

yourpurchaseorderssystemintheperiod.

Net Quantity Purchased. Typethetotalnumberofunitsofall

itemsyoupurchasedintheperiod.
Net Purchase Amount. Typethenetamountofallpurchasesin

theperiod.
Net Invoice Amount. Typethenetamountofallinvoicesposted

intheperiod.
Multicurrency Ifyouusemulticurrencyaccounting,typethenetpurchaseand
ledgers
Purchase Orders
invoiceamountsinboththevendorcurrencyyouselectedand
Setting Up
thefunctionalcurrencyequivalent.
4. Addinvoicestatisticsasfollows:
Number. Typethenumberofinvoicetransactionspostedin
yourpurchaseorderssystemfortheperiod.
Average. Typetheaverageamountofinvoicetotalsduringthe
period.
Multicurrency Ifyouusemulticurrencyaccounting,typethisamountandthe
ledgers
largestandsmallestamountsinboththevendorcurrencyand
thefunctionalcurrency.
Largest. Typetheamountofthelargestinvoicereceivedinthe
period.
Vendor. Typethenumberofthevendorwhoissuedthelargest
invoice,or,toselectanumber,highlighttheVendorlineand
clicktheFinderlocatedinthecolumnheading.
Smallest. Typetheamountofthesmallestinvoicereceivedin
theperiod.
Vendor. Typethenumberofthevendorwhoissuedthesmallest
invoice,or,toselectanumber,highlighttheVendorlineand
clicktheFinderlocatedinthecolumnheading.
5. Addcreditnoteanddebitnotestatisticsasfollows:
Getting Started 365

Number. Typethenumberofcreditnotesordebitnotesposted
inyourpurchaseorderssystemfortheperiod.
Average. Typetheaverageamountofcreditnoteanddebitnote
totalsduringtheperiod.
Multicurrency Ifyouusemulticurrencyaccounting,typethisamountandthe
ledgers
largestandsmallestamountsinboththevendorcurrencyand
thefunctionalcurrency.
Largest. Typetheamountofthelargestcreditnoteanddebit
notereceivedintheperiod.
Vendor. Typethenumberofthevendorwhoissuedthelargest
creditnoteanddebitnote,or,toselectanumber,highlightthe
VendorlineandclicktheFinderlocatedinthecolumnheading.
Smallest. Typetheamountofthesmallestcreditnoteanddebit
notereceivedintheperiod.
Vendor. Typethenumberofthevendorwhoissuedthesmallest
creditnoteanddebitnote,or,toselectanumber,highlightthe
VendorlineandclicktheFinderlocatedinthecolumnheading.
6. Whenfinishedenteringstatisticsforaperiod,repeatstep2of
theseinstructionstoselectthenextyear,period,andcurrency(if
youusemulticurrencyaccounting)forwhichyouwanttoenter
statistics.
Repeatsteps3through5foreachsetofstatisticsyouwantto
add.
7. Whenfinished,chooseClosetoclosethePurchaseStatisticsform
andrecordyourentries.
8. FromtheAnalyticalReportsfolder,choosePurchaseStatisticsto
printareportofthedatayouhaveentered.
Checkthereporttobesurethatyouenteredallthedatayou
requireandthatthedataiscorrect.

Step 9: Design and Test Formats for Printed and E-Mailed Business Forms
Ifyoufindmistakesoromissions,usethePurchaseStatistics
formtocorrectthedata,andthenprintthePurchaseStatistics
reportagain.Filethereportwithyourothersetuprecords.
Aftersetup,statisticsforpostedpurchaseorders,receipts,
invoices,andcreditnotes,areautomaticallyupdatedwhenyou
runDayEndProcessing.
9. TopreventaccidentalchangestoPurchaseOrdersstatistics,turn
offtheAllowEditOfStatisticsoptionontheOptionsform.
Purchase Orders
Setting Up
10. Whenyoufinishaddingpurchaseordersstatistics,checkdata
integritythroughAdministrativeServicesandmakeabackup
copyofthedata.
Step 9: Design and Test Formats for Printed and E-Mailed Business
Forms
PurchaseOrdersletsyoucustomizetheprintedandemailed
businessformsthatyouuseinternallyandsendtovendors.
Customizing Printed Forms
SageAccpacPurchaseOrderscomeswithseveralformatsfor
printingrequisitions,purchaseorders,receivingslips,returns,and
mailinglabels.Theyare:
Report File Form

PORQN01.RPT Requisition
PORQN02.RPT
PORQN03.RPT
POPOR01.RPT Purchase order
POPOR02.RPT
POPOR04.RPT (non-datapipe)
POPOR05.RPT (non-datapipe)
Getting Started 367

Report File Form

PORCP01.RPT Receiving slip
PORCP02.RPT
PORCP03.RPT (received
quantities)
PORCP04.RPT (received
quantities)
PORET01.RPT Return
PORET02.RPT
POLABEL.RPT Mailing labels
Mostusersadapttheseformatstocreatetheirownbusinessforms.
However,ifyouhavespecialneeds,youcanalsocreateyourown
designs.
AllofthePurchaseOrdersprintedforms(exceptthemailinglabel)
comeintwoversions:oneforprintingonblanksheetsofpaper(01)
andoneforpreprintedstock(02).
Printing Purchase Thepurchaseorderhastwoadditionalformats,POPOR04and

Order forms
POPOR05,whicharelikePOPOR01and02butdonotusedatapipes
(whichareprogramsthatextractinformationfromtheP/Odatabase
andpassittothereports).
Nondatapipedreportsareslowerthandatapipedreports,butthey
letyouprintinformationfromanydatabasetable.
Tousethenondatapipedforms,editthePOPOR01andPOPOR02
sectionsofPORPT.INIasfollows:
1. Insertanapostropheatthebeginningofthelinetype=
DATAPIPE.
2. Insertanapostropheatthebeginningofthelinedatapipepath
=..\.
3. Insertanapostropheatthebeginningofthelinedatapipequery
=.
4. RestartSageAccpac.

Ifyouthenwanttousethedatapipedversionagain,youmust
changePORPT.INIback.
Including extra Youcanincludedetailcommentsandinstructions,iteminformation,

information
and/orvendorinformation(suchasWebsiteand
emailaddresses,andvendoroptionalfields)onthepurchase
orderforms.Todoso,setparameters12(commentsand
instructions),13(iteminformation),and14(vendorinformation)in
thePORPT.INIdatapipequeryto1.Iftheinformationisnot
Purchase Orders
requiredontheforms,settheparameterto0.
Setting Up
Receiving slips Thereceivingsliphastwoadditionalformatsforprintingaform
withquantities.PORCP03isforplainpaperandPORCP04isforthe
preprintedform.
Test formats with Beforeyouprocesstransactions,youshouldtestyourreportformats

sample data
byprintingtheformsyouuse.Theeasiestwaytotestprintingisto
usethesampledatathatcomeswithPurchaseOrders.(Toinstallor
reinstallthePurchaseOrderssampledata,followtheinstructionsin
theSystemManagerAdministratorGuide.)
UsetheiconsintheP/OFormsfoldertoprinttestcopiesofPurchase
Ordersformsyouhavedesignedoradapted.

Youcanseedescriptionsoftheformsdesignedforblankpaperin
Chapter7oftheUserGuide.
Customizing E-mail Messages
PurchaseOrdersletsyoucreatestandardemailmessage
templatesforsendingpurchaseordersandreturnstovendors.
Thebodyoftheemailtemplateletsyouspecifycodesfor
addinginformationspecifictothevendorortoyourcompany
(forexample,thevendornameoryourcompanyname).
Getting Started 369

Youidentifyeachemailmessagewithaunique16character
MessageID,andyouchoosewhichmessageyouwanttousewhen
youprintpurchaseordersorreturns.
You choose the Youcanchoosetodeliverpurchaseordersandreturnstothe

delivery method in
vendors(orvendorcontacts)emailontheAccountsPayable
Accounts Payable
vendorrecord.Youcanthenchoosetousethevendorsdelivery
methodorthecurrentprintdestinationwhenyousendout
purchaseordersorreturnnotices.
WhenyouselectVendorastheDeliveryMethodontheReturnsand
PurchaseOrdersforms,youcanalsoselecttheMessageIDforthe
messageyouwanttosend.
To customize or create e-mail messages for purchase orders and

returns:
1. DoubleclicktheEmailMessagesiconinP/OSetup.
Thefollowingformappears:
Field names from your

company database
identify information to
insert in e-mailed
messages.

2. Completethefieldsontheformasfollows:
Message Type. SelectReturnorPurchaseOrder,dependingon

thepurposeofthisemailmessage.

Message ID. Enteracodetoidentifythismessage,usingupto

16characters.
Description. Enteradescriptionforthemessage,usingupto
60characters.
Last Maintained. Thisdisplayonlyfieldshowsthelasttimeyou

modifiedthisemailmessage.
Inactive. Selectthisfieldonlywhenyouwishtomakethis
Purchase Orders
messageunavailableforuse.
Setting Up
E-mail Subject. Enterthesubjectlineyouwanttouseforthe
message. Notethatyoucan usefieldnames, precededbya
dollarsign(asillustratedintheexample,above),toinsert
vendororcompanyinformationinthesubjectlineofthe
emailedmessages.
Seethefollowingsection,EmailReplacementCodes,foralist
ofthefieldsyoucanuseforvariablesinformationinemail
messages.
3. Enterthebodyoftheemailmessage.Usefieldnames,preceded
byadollarsign,toidentifyvariableinformationthatyouwant
toincludewiththemessage.
4. ClickAddorSavewhenyouaresatisfiedwithyourmessage.
Replacement Codes for E-mail Messages
Youcanusethefollowingvariablenamesinemailmessagesyou
create.Theprogramwillreplacethevariablenameswith
informationfromyourdatabasewhenyousendthemessage.
Orders (PO3020) Returns (PO3040)

$VENDOR_NUMBER $VENDOR_NUMBER
$VENDOR_NAME $VENDOR_NAME
$VENDOR_CONTACT $VENDOR_CONTACT
$COMPANY_NAME $COMPANY_NAME
$COMPANY_CONTACT $COMPANY_CONTACT
$COMPANY_PHONE $COMPANY_PHONE
Getting Started 371

Where To Now?
Orders (PO3020) Returns (PO3040)

$COMPANY_FAX $COMPANY_FAX
$PURCHASE_ORDER_NUMBER $PURCHASE_ORDER_NUMBER
$PURCHASE_ORDER_DATE $PURCHASE_ORDER_DATE
$PURCHASE_ORDER_AMOUNT $RECEIPT_DATE
$DESCRIPTION $RETURN_AMOUNT
$REFERENCE $DESCRIPTION
$EXPECTED_RECEIPT_DATE $REFERENCE
$SHIP_VIA_DESCRIPTION
$SHIP_VIA
Where To Now?
Yourpurchaseorderssystemisnowreadytouse.RefertotheUser
Guideforinformationaboutenteringtransactionsandoperating
PurchaseOrdersonadailybasis.
YoumightalsowanttodotheexercisesintheSageAccpacWorkbook,
availablefromtheHelpmenuontheSageAccpacdesktop.The
WorkbookletsyoupracticeusingthePurchaseOrderstransaction
entryformswiththesampledatabeforeenteringtransactionsusing
yourcompanysdata.

Pogs-a.doc, printed on 5/31/2006, at 10:18:14 AM. Last saved on 5/31/2006 10:18:00 AM.
Appendix A
Setup Checklist
PrintingtheSetupChecklist .................................................... A1

Checklist
Setup
Getting Started Ai

Appendix A
Setup Checklist
YoucanprinttheSetupChecklistanduseittocheckoffeachstepof
thePurchaseOrderssetup,including:
Gatheringdatafromyourpresentpurchaseordersystem.
AddingPurchaseOrdersaccountstoyourchartofaccounts.
Addingsecurityinformation.
SelectingoptionsinthePurchaseOrderssetupforms.
AddingPurchaseOrderssetuprecords.
Checklist

Setup
Addingorimportingoutstandingtransactions.
Addingpurchasestatistics.
Preparingandtestingformatsforprintedreports.
Seechapter3ofthismanualforfull,stepbystepinstructionsfor
settingupPurchaseOrders.
Printing the Setup Checklist

1. UsingthecomputerthatyouusedtoinstallSageAccpacERP,
choosePrograms,andthenSageAccpac,fromtheWindows
Startmenu.
SelectOnlineDocumentation,choosePurchaseOrders5.4A,and
thenchoosethePOSetupChecklist.
FromtheAdobeReaderfilemenuclickPrint,adjustthesettings,
andthenclickOK.
Getting Started A1

YoucanalsoopenthechecklistusingWindowsExplorer,and
navigatingtothefollowingdirectoryonthemachinewhereyou
installedtheSageAccpacprograms:
<ProgramFiles>\SageAccpac\DOCS\PO54AENG
A2 Sage Accpac Purchase Orders

Sage Accpac ERP Date

Purchase Orders Setup Completed by
Approved by
Before you begin

Install and activate Sage Accpac Purchase Orders:
Install the System Manager, create the system and company databases, choose company-wide
options in Common Services, and set up Bank and Tax Services.
Install, activate, and set up General Ledger and Inventory Control (if used), and Accounts
Payable. (You must activate Accounts Payable before activating Purchase Orders.)
Request your Purchase Orders Activation code.

Follow the instructions in the System Manager Administrator Guide to install and activate
Purchase Orders.
Read the Purchase Orders Readme file and review the Purchase Orders manuals.
1. Gather data from your present purchase order system.
Include manual records or printed listings of outstanding requisitions, purchase orders, and
receipts, general ledger accounts, and the codes and other information you use to identify
purchase order records.
2. Add accounts to your chart of accounts.
Add the general ledger accounts you need for non-inventory items (if allowed) and expensed
additional costs. Add inventory accounts if you do not have Sage Accpac Inventory Control.
3. Add tax, bank, currency, and security information for Purchase Orders.
Add security information in Administrative Services. (Refer to Appendix C in the Purchase

Orders User Guide.)
4. Select processing options and enter integration information in the Inventory Control options forms.
Complete each tab of the Purchase Orders Options form and select integration options on the
G/L Integration form in the P/O Setup folder. (Refer to Chapter 2 in the Purchase Orders Getting
Started Guide.)
5. Add setup records.
Add ship-via codes.

Add vendor contract costs.
Add templates.
Add additional costs.
Add e-mail messages.
Add optional fields.
If you plan to use Purchase Orders as a stand-alone system (without Inventory Control):
Add account sets.

Add items.
Add vendor details.
P/O Setup Checklist (PO-SETUP.PDF) Page 1 of 2
Getting Started A3

Sage Accpac ERP Date

Purchase Orders Setup Completed by
Approved by
6. Add or import outstanding transactions.
Add or import the following outstanding transactions (refer to the System Manager User Guide to find
out how to import transactions into Purchase Orders):
Requisitions.
Purchase Orders.
Receipts.
Print the Transaction List for each type of transaction you added.
7. Add purchase statistics (optional).
Add or import purchase statistics to the Options form (you can add or import statistics only if you
first select the Allow Edit Of Statistics option).
8. Design and test the appearance of printed and e-mailed business forms.
To find out how to adapt sample forms or create new ones, see the online document
Customizing Printed Forms with Crystal Reports.
For a list of the fields you can use in your custom forms, see the online document Customizing
Forms. To find these documents:
On the computer where you installed Sage Accpac ERP, from the Windows Start menu,
choose Programs, Sage Accpac, Online Documentation, Purchase Orders 5.4A.
Use Windows Explorer to go to the DOCS folder in the folder where you installed Sage
Accpac ERP for example, Program files\Sage Accpac\DOCS\PO54AENG.
See Step 9: Design and Test Formats for Printed and E-Mailed Business Forms, in Chapter 3,
for a list of the fields you can use in e-mailed forms.
Print copies from your own data to test your customized business forms.
P/O Setup Checklist (PO-SETUP.PDF) Page 2 of 2
A4 Sage Accpac Purchase Orders

POGS54-INDX.doc, printed on 6/28/2006, at 5:44:17 PM. Last saved on 6/28/2006 5:44:00 PM.
Index
A Adding
accountsets,337
Accountsets(standalonesystem) additionalcostcodes,228,329
adding,235,337 currentandhistoricaltransactions,239,
selectinginitemrecords,339 344
specifyinggeneralledgeraccount itemnumbers,339
numbers,236,338 itemrecords,338
specifyingtheaccountsetcode,338 optionalfields,231
Accounts shipviacodes,226,323
defaultcostexpenseaccount,222,320 statistics,240
defaultinventoryexpenseaccount,221, templates,226,325
320 Adding
expensedadditionalcostpayables statistics,345
clearingaccount,321 Additionalcostcodes
Expensedadditionalcostpayables assigningtaxauthorities,230
clearingaccount,223 selectingtheprorationmethod,229
noninventorypayablesclearing settingup,228,329
account,222,320 AgedPurchaseOrdersreport
AccountsSetsform settingdefaultagingperiods,315
Index
using,337 Aging(periods)option,213
ACCPACprograms AgingPeriodsoption,315
integrationwithPurchaseOrders,17 AllowEditOfStatisticsoption,313
AccumulateByoption AllowFractionalQuantitiesoption
typeofyearandperiod,312,314 overview,28
AccumulatePurchaseHistoryoption,211, AllowFractionalQuantitiesoption(ina
312 standalonesystem)
typeofyearandperiod,312 selecting,311
AccumulateStatisticsoption,211,313 AllowNonInventoryItemsoption,311
typeofyearandperiod,314 AppendG/LTransactionstoExistingBatch
Accumulatingpurchasestatistics option
choosingcalendarorfiscalyear,211 selecting,218
ActivatingPurchaseOrders.See:System AppendG/LTransactionstoExistingBatch
ManagerUserGuide option,317
Getting Started Index1
ACCPAC INTERNATIONAL Confidential

AssigningPurchaseOrderscodes CreateG/LEntriesforNonInventory
overview,223 Expenses
selecting,218,317
CreateG/LTransactionsoption,216,316
B Currencyinformation
addingduringPurchaseOrderssetup,
Batchtypes,generalledger,218 37
Currency,functional,310
Customizingemailmessages,230,352
C
Changing
D
additionalcostcodes,344
options,322 Dataentryforms
shipviacodes,344 usingduringsetup,33
templates,344 DayEndProcessing
Codes creatingG/Ltransactionsduring
overview,223 effectsonG/LTransactionsreport,
Codesforemailmessages,353 217
Commoditynumber DefaultCostExpenseAccountoption,222,
specifyinginitemrecords,339 320
Companyoptions DefaultInventoryExpenseAccountoption,
enteringcompanycontact,39 221,320
enteringcompanytelephoneandfax DefaultItemCostoption,29,312
numbers,39 DefaultRateTypeoption,310
ConsolidateG/LBatchesoption,219,318 DefaultTemplateCodeoption
Controlaccounts overview,29
addingtoaccountsets(inastandalone DefaultTemplateCodeoption,312
system),338 DescriptionsforG/Ltransactions,221,320
Conversionfactors Documentnumberingoptions
specifyinginitemrecords,340 assigningnumbersforpurchaseorders,
Cost Items During Posting or Day End requisitions,receipts,andreturns,
option 213
overview,210 DocumentNumberingoptions,314
specifyinginastandalonesystem,210, specifyinglength,315
312 specifyingnextnumbers,315
Costs specifyingprefixes,315
specifyingthedefaultitemcost,312 Drilldown
CreateG/LEntriesforExpensedAdditional keephistorytoenable,27
Costs DuringPostingorDayEndProcessing
selecting,318 option,316
Index2 Sage Accpac Purchase Orders
ACCPAC International, Inc. Confidential

E Forms,printed
overview,241
Editing.SeeChanging Fractionalquantities
Editingstatisticsoption overview,28
overview,212 selectinginastandalonesystem,311
Emailmessages Functionalcurrencyfortheledger,310
codesandvariables,353
customizing,230,352
Emailing G
creatingformatsforemailedforms,2
41 G/LDescriptionFieldoption,221,320
preparingformatsforemailedforms, G/LIntegrationoptions,315
350 AppendG/LTransactionsToExisting
Enteringsetupinformation Batchoption,218,317
overview,225 ConsolidateG/LBatchesoption,219,
Exp.AdditionalCostPayablesClearing 318
Accountoption,321 CreateG/LEntriesforExpensed
Expensedadditionalcostpayablesclearing AdditionalCosts,318
accountoption,223 CreateG/LEntriesforNonInventory
Exporting Expenses,218,317
setuprecords,238 CreateG/LTransactionsoption,216,3
16
DefaultCostExpenseAccount,222,3
F 20
DefaultInventoryExpenseAccount,2
F1key,usingHelp,34 21,320
Factors,conversion Exp.AdditionalCostPayablesClearing
Index
specifyinginitemrecords,340 Account,321
Faxnumber Expensedadditionalcostpayables
enteringforthecompany,39 clearingaccount,223
Features,PurchaseOrdersprogram,11 G/LDescriptionField,221,320
Finder,using,33 G/LReferenceField,221,320
Flowchart Noninventorypayablesclearing
overviewofPurchaseOrderssetup,32 account,222
FlowchartofPurchaseOrderssetup,23 NonInventoryPayablesClearing
Forms Account,320
designformatsforemailedforms,350 G/LReferenceFieldoption,221,320
designformatsforprintedforms,350 G/Ltransactions
FORMSfile,110 appendingtoexistingbatch,218
Forms,emailed batchtypes,218
overview,241 consolidation,318

createforexpensedadditionalcosts,3 Generalledgertransactions
18 ICGLTRAN.CSV,218
createfornoninventoryexpenses,218, GettingStartedmanual,using,19
317 GuidepostsinPurchaseOrdersmanuals,33
creating
overview,216
creating,316 H
description,221
description,320 Help,using,34
references History
overview,221 AccumulatePurchaseHistoryoption,2
references,320 11,312
G/LTransactionsreport AccumulateStatisticsoption
effectsofCreateG/LTransactions overview,211
option,217 AccumulateStatisticsoption,313
Generalledgeraccounts AllowEditOfStatisticsoption
defaultcostexpenseaccount overview,212
overview,222 KeepTransactionHistoryoption,27,3
defaultcostexpenseaccount,320 11
defaultinventoryexpenseaccount effectondrilldown,27
overview,221 specifyingthetypeofyearandperiod,
DefaultInventoryExpenseAccount,3 314
20
expensedadditionalcostpayables
clearingaccount,321
I
Expensedadditionalcostpayables
clearingaccount
ICGLTRAN.CSV
overview,223
G/Ltransactionsfile,218
Inventory/Expense(standalone
Importing
system),236
setuprecords,238
noninventorypayablesclearing
Importingandexporting
account,320
POTECHINFOfile,110
Noninventorypayablesclearing
InstallingPurchaseOrders.See:System
account
ManagerUserGuide
overview,222
IntegrationwithotherACCPACprograms,
PayablesClearing,236
17
selectingforaccountsets(inastand
Internet
alonesystem),338
usingPurchaseOrdersthrougha
usedinaccountsets,236
browser,11
Generalledgerbatchtypes,218
Inventory
GeneralLedgerintegrationoptions
AllowNonInventoryItemsoption,311
overview,215

InventoryControl Multicurrencyaccounting
usingPurchaseOrderswith,12 settingup,242
Inventory/Expenseaccount Multicurrencyoptions
instandalonesystem,236 AllowNoninventoryItems,26
Itemcosting DefaultRateType,310
choosingwhen,210,312 Multicurrencyoption,310
Itemcosts overview,26
specifyingthedefaultitemcost,312
Itemrecords
adding,338 N
selectingtheaccountsetcode,339
specifying Noninventorypayablesclearingaccount
conversionfactors,340 option,222
itemdescription,339 NonInventoryPayablesClearingAccount
numbers,339 option,320
purchasetaxclasses,341 Numbers
stockingunitsofmeasure,340 specifyingfordocuments,213,314
taxinformation,341
vendorinformation,342
specifyingtheitemnumber,339
O
Itemweight
overview,210
OnRequestUsingCreateG/LBatchIcon
specifying,312
option,316
Itemsform,339
Onlinedocumentation
forPurchaseOrders,110
Optionalfields
K postingtoG/Laccounts,233
Index
settingup,231
KeepTransactionHistoryoption,27,311 Optionalfields
effectondrilldown,27 adding,333
Optionalfieldssettingsbutton,233
Options.SeealsoPurchaseOrdersoptions
L changing,322
G/LIntegrationoptions,315
Length modifying,322
specifyingfordocumentnumbers,315 Processingoptions,39
specifyingdocumentnumbers,213
OverviewofPurchaseOrderssetup,22
M
Modifyingoptions,322

P WeightUnitOfMeasure
overview,210
Passwords,31 specifyinginastandalonesystem,
PayablesClearinggeneralledgeraccount,2 312
36 Programfeatures,PurchaseOrders,11
Period Prorationmethod
typeforhistoryandstatistics,312,314 selectingforadditionalcosts
POTECHINFOfile,110 overview,229
Prefix Purchasehistory,keeping,211
specifyingfordocumentnumbers,315 Purchaseorders
Printing assigningdocumentnumbers.See
creatingformatsforprintedforms,241 DocumentNumberingoptions
preparingformatsforprintedforms,3 documentnumberingoptions,314
50 PurchaseOrders
PurchaseOrdersoptions,321 IntegrationwithotherACCPAC
Processingoptions,39 programs,17
AccumulatePurchaseHistory,211,3 using,ontheInternet,11
12 PurchaseOrdersemailedforms
AccumulateStatistics,313 overview,241
AccumulateStatistics PurchaseOrdersfeatures,11
overview,211 PurchaseOrdersforms
Aging,213,315 FORMSfile,110
AllowEditOfStatistics PurchaseOrdersoptions
overview,212 DefaultCostExpenseAccount,320
AllowEditOfStatistics,313 Exp.AdditionalCostPayablesClearing
AllowFractionalQuantities Account,321
overview,28 NonInventoryPayablesClearing
selectinginastandalonesystem, Account,320
311 PurchaseOrdersoptions
AllowNonInventoryItems,311 AccumulateStatistics,313
AllowNoninventoryItemsoption,26 AllowNoninventoryItemsoption
CostItemsDuringPostingorDayEnd overview,26
specifyinginastandalonesystem, DefaultItemCost,312
210,312 DefaultItemCostoption
DefaultItemCost,312 overview,29
DefaultItemCostoption,29 DefaultTemplateCode,312
DefaultRateType,310 DefaultTemplateCodeoption
DefaultTemplateCodeoption,29,312 overview,29
KeepTransactionHistory,27,311 G/Lintegrationoptions
Multicurrencyoption,26,310 overview,215
overview,24 G/LIntegrationoptions,315

multicurrencyoptions Purchasetaxclasses
overview,26 specifyingforitemrecords,341
overview,23
Processingoptions
overview,24 Q
PurchaseOrdersprintedforms
overview,241 Quantities,fractional(standalonesystem).
PurchaseOrderssetup See:AllowFractionalQuantitiesoption
modifyingsetuprecords,344
PurchaseOrderssetup
addingcurrencyinformation,37
R
addingcurrentandhistorical
transactions,239
Ratetype
addingstatistics,240
specifyingthedefaultratetypein
addingtaxinformation,37
multicurrencyledgers,310
additionalcostcodes,329
READMEfile,110
flowchart,23,32
Receiptnumbers
guidepoststoinformation,33
assigningdocumentnumbers.See
overview,22
DocumentNumberingoptions
Processingoptions,39
ReferencesforG/Ltransactions,221,320
sShipviacodes,323
Requisitionnumbers
summary,31
templates,325
TransferringyourdatatoPurchase
Returnnumbers
Orders,35
usingtheSetupChecklist,33
PurchaseOrderssetup
Index
addingcurrenttransactions,344
PurchaseOrderssetup
addingstatistics,345 S
PurchaseOrderssetup
designformatsforprintedforms,350 Security,31
PurchaseOrderssetup Settingup
designformatsforemailedforms,350 additionalcostcodes,329
Purchasestatistics shipviacodes,323
accumulatingbycalendarorfiscalyear, templates,325
211 SettingupPurchaseorders
AllowEditOfStatisticsoption asastandalonesystem,235,336
overview,212 SettingupPurchaseOrders
changingtheoptiontoaccumulate, adding
effects,212 accountsets,337
itemrecords,338

vendordetails,342 accumulatingbycalendarorfiscalyear,
overview,237 211
additionalcostcodes addingduringsetup,345
overview,228 AllowEditOfStatisticsoption
flowchart,23 overview,212
multicurrencyaccounting,242 selectingtheAllowEditOfStatistics
optionalfields option,313
overview,231 specifyingthetypeofyearandperiod,
overview,22 314
shipviacodes Stockingunit,specifying(inastandalone
overview,226 system)
templates ofmeasure,340
overview,226 weight,339
SettingupPurchaseOrders
options
overview,23 T
SettingupPurchaseOrders
importingsetupinformation,238 Taxauthorities,assigning
SettingupPurchaseOrders toadditionalcostcodes,230
exportingsetupinformation,238 toitemsinastandalonesystem,341
SettingupPurchaseOrders Taxinformation
addingcurrentandhistorical,239 addingduringPurchaseOrderssetup,
SettingupPurchaseOrders 37
addingstatistics,240 specifyingforitems,341
Setup.SeePurchaseOrderssetup specifyingVATcommoditynumbers,3
addingcurrenttransactions,344 39
addingstatistics,345 Telephonenumber
SetupChecklist enteringforthecompany,39
usingduringsetup,33 Templates
Setupinformation,entering settingup
overview,225 overview,226
Setuprecords settingup,325
changing,344 specifyingthedefaulttemplatecode,2
Shipviacodes 9,312
settingup Transactionhistory
overview,226 KeepTransactionHistoryoption,27,3
settingup,323 11
StandalonePurchaseOrders Transactions
defined,21 addingcurrentandhistorical,239
Statistics addingduringsetup,344
AccumulateStatisticsoption,313 addingstatistics,240
overview,211 ICGLTRAN.CSV,218

TransferringyourdatatoPurchaseOrders, Y
35
Typeofyearandperiod Year
selectingforhistoryandstatistics,314 typeforhistoryandstatistics,312,314

Unitweight
specifyinginitemrecords,339
Unitsofmeasure
specifyingstockingunitsinitem
records,340
UsingFinders,33
Usingfractionalquantities
overview,28
UsingHelp,34
UsingPurchaseOrders
throughanInternetbrowser,11
UsingtheGettingStartedmanual,19
VAT(valueaddedtax)
enteringcommoditynumbersinitem
records,339
Index
Vendordetails
linkingvendorstoitems,342
Web
usingPurchaseOrdersthrougha
browser,11
WeightUnitOfMeasureoption
overview,210
specifyinginastandalonesystem,312

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.

Sage Accpac ERP

Sage Accpac International, Inc. Confidential

Sage Accpac International, Inc. Confidential

Chapter 1: Introducing Purchase Orders

Chapter 2: What You Need to Know Before Setting Up

Getting Started iii

Sage Software Confidential

Chapter 3: Setting Up Your Purchase Orders System

iv Sage Accpac Purchase Orders

Sage Software Confidential

Appendix A: Setup Checklist

Sage Software Confidential

Purchase Orders Features

Sage Accpac INTERNATIONAL, INC. Confidential

Purchase Orders Features

Use P/O from a YoucanusethePurchaseOrdersmodulefromtheSageAccpac

Set Up Purchase Orders to Work Your Way

12 Sage Accpac Purchase Orders

Sage Accpac INTERNATIONAL, INC. Confidential

Automate Your Requisitions

Sage Accpac INTERNATIONAL, INC. Confidential

Purchase Orders Features

Produce the Purchase Orders You Need

Post Receipts with Full Tracking of Items and Costs

14 Sage Accpac Purchase Orders

Sage Accpac INTERNATIONAL, INC. Confidential

Post Invoices for Your Receipts

Sage Accpac INTERNATIONAL, INC. Confidential

Purchase Orders Features

Enter Returns to Existing and Non-existing Receipts

Use Full Multicurrency Support

Print Comprehensive Management and Auditing Reports

Protect Your Purchase Orders Data

16 Sage Accpac Purchase Orders

Sage Accpac INTERNATIONAL, INC. Confidential

Quickly Review Your Data

Installing Purchase Orders

Integrating with Other Sage Accpac Programs

Sage Accpac INTERNATIONAL, INC. Confidential

Integrating with Other Sage Accpac Programs

Inventory Control. PurchaseOrdersusesDayEndProcessingin

18 Sage Accpac Purchase Orders

Sage Accpac INTERNATIONAL, INC. Confidential

Project and Job Costing.WhenusedwithProjectandJobCosting,

General Ledger and Financial Reporter. PurchaseOrderspasses

Order Entry. PurchaseOrderscanautomaticallycreatepurchase

Accounts Receivable. Youcanselectcustomernumbersandship

iConnect Purchase Orders. Employeescanenter,view,track,and

Sage Accpac INTERNATIONAL, INC. Confidential

How to Use This Manual

How to Use This Manual

Chapter 2, What You Need to Know Before Setting Up Purchase

Chapter 3, Setting Up Your Purchase Orders System, guidesyou

Appendix A, Setup Checklist,describestheSetupChecklistand

110 Sage Accpac Purchase Orders

Sage Accpac INTERNATIONAL, INC. Confidential

The User Guide

Getting Started 111

Sage Accpac INTERNATIONAL, INC. Confidential

112 Sage Accpac Purchase Orders

Sage Accpac INTERNATIONAL, INC. Confidential

ACCPAC INTERNATIONAL, INC. Confidential