Setting up Purchase Orders

You can use Purchase Orders with or without Inventory Control. If you are setting up Purchase Orders as a stand-alone program (without Inventory Control), you must set up some additional records and options in Purchase Orders.

  • Activate the following Sage 300 programs:

    • System Manager (with Bank Services and Tax Services).
    • Accounts Payable.
    • General Ledger (if you use it).
    • Inventory Control (if you use it).
  • Create a company database and choose company-wide options in Common Services. If needed, add information about the currencies used in your Purchase Orders system.
  • Activate Tax Services, and then add information about the taxes used in your Purchase Orders system.

To set up your Purchase Orders system:

  1. Activate Purchase Orders, select options, and add background information and optional fields. More...
    1. Activate the Purchase Orders program for your data.
    2. Use the Options screen to specify how your system will operate. For more information, see P/O Options Screen .
    3. Use the G/L Integration screen to specify how your Purchase Orders program will integrate with the General Ledger module. For more information, see P/O G/L Integration Screen.
    4. Design coding schemes for your Purchase Orders records.
    5. Add records and print reports for:

  2. Design the formats for your printed and e-mailed forms. More...

    1. Design and test formats for printing requisitions, purchase orders, receiving slips, returns, and mailing labels, or adapt the sample formats to print on your own forms. For more information, see Customizing and Printing Purchase Orders Forms.
    2. Design and test e-mail messages for purchase orders and purchase returns. For more information, see P/O E-mail Messages Screen.
  3. Add current transactions. More...
    1. Add outstanding requisitions.
    2. Add outstanding purchase orders.
    3. Add current invoices, receipts, credit notes, debit notes, and returns.
    4. Print reports of the transactions you added (optional).

    To properly set up your Purchase Orders system, you should enter and post all incomplete requisitions and purchase orders when you are setting up.

    You use the Requisition Entry and Purchase Order Entry screens to add the transactions. When you post purchase orders, quantities on purchase order are updated in Inventory Control. For more information, see P/O Requisition Entry Screen and P/O Purchase Order Entry Screen .

    You can run Day End Processing after posting requisitions and purchase orders to update history and statistics in both Purchase Orders and Inventory Control (if you keep history and statistics in both programs).

    You can also add some statistical information from your previous system. For more information, see About Adding Purchase Statistics.

  4. Add historical transactions and statistics (optional). More...
    1. Add purchasing history for previous periods and years.
    2. Add purchasing statistics for previous periods and years.
    3. Print the Purchase History and Purchase Statistics reports. For more information, see P/O Purchase History Report Screen and P/O Purchase Statistics Report Screen.
  5. If you are setting up Purchase Orders as a stand-alone program and you want to allow fractional quantities, select Allow Fractional Quantities on the Processing tab of the P/O Options screen, and add the weight unit of measure.