About Templates

A template is a set of default information for transaction headers (the information that applies to all transaction details such as transaction date, vendor, FOB point, description, and reference). More...

You use templates to automatically fill in fields in the Requisition Entry, Purchase Order Entry, Receipt Entry, Invoice Entry, Return Entry, and Credit/Debit Note Entry screens with the information and selections you use most often, so you do not have to retype standard information every time you add a transaction.

Note: Templates are optional. You can enter transactions without using templates.

Purchase Orders templates let you speed up and simplify transaction entry by providing default settings which appear when you start a new transaction. More...

You can specify the following information for each template that you define:

  • Purchase order type
  • FOB point
  • On hold
  • Ship-to and bill-to locations (if you use Inventory Control)
  • Description
  • Reference
  • Comment
  • Ship-via code
  • Tax group
  • Terms

You must specify the purchase order type and tax group in a template; the other information is optional.

Note: The information in a number of the template fields can also come from other records.

Example: The On Hold, Terms, and Tax Group fields are also in the vendor records.

If you want to use templates, use the Templates screen, selected from the P/O Setup folder, to define them.

You must specify the purchase order type (Active, Standing, Future, Blanket) and the tax group for each template. You can also select codes for the shipping and billing locations (if you use Inventory Control), shipping method, and payment terms you want to use. You can type an FOB point, 60-character description, 60-character reference, and comment of up to 250 characters.

After setting up your templates, you can specify a default template code on the P/O Options screen. This template then provides the initial settings for every transaction you enter.

You can change the default settings in a transaction by entering a vendor number that uses a different tax group or terms code from the default template, or by selecting another template code that uses different settings. You can also change any of the individual settings provided by a template.

Note: In multicurrency systems, you can change a transaction's template only to another template with a tax group that uses the vendor's currency.

Assigning a Default Template Code

After setting up templates, use the Default Template Code option to specify a default template that contains the general information that you want to appear on transaction-entry screens when you start entering a new requisition, purchase order, or other type of transaction.

This option can help you speed up data entry by automatically inserting the information you use most often when entering these types of documents.

Default templates. You can specify a default template on the P/O Options screen to have a standard set of default vendor and purchase order settings appear for each new transaction you create.

Changing templates and vendors. The default template provides initial settings, but these are overridden by settings from the vendor record— and from another template if you choose another one after selecting the vendor.

Vendor tax group and terms.Templates override a vendor's tax group and terms. When you select a new template code, the vendor's tax group and terms will be changed consistent with the new template code.