Add or Edit a Purchase Order Type

1. In Category, select the category of the purchase order type. The available options are Standard, Blanket, and Internal. This field is disabled in edit mode.
2. In Type, enter the type of purchase order. This field may contain 16 characters.
3. Select the Encumber Funds check box if funds will be encumbered for the purchase order type.
4. Select the Allow Substitute Vendors check box if purchase orders of this type will allow substitute vendors. Allowing substitute vendors allows the user to generate an invoice referencing a purchase order, but use a vendor other than the primary vendor assigned to the purchase order. Selecting this check box enables the Use Designated Substitutes Only check box.
5. Select the Use Designated Substitutes Only check box if purchase orders of this type (which allow substitute vendors) will only allow substitution from a list specified for the purchase order. This check box is enabled if the Use Designated Substitutes Only check box above is selected.

1. In Expiration Period, type the period through which the purchase order is valid. Valid entries are 1 through 9999.
2. In Maximum Expiration Date, select the date on which the purchase order expires.
3. In Form Type select the type of form associated with the purchase order type.
4. In Assigned to Buyer, select the buyer to which the purchase order type is assigned.
5. In Soft Close Method, select the soft close method to use for the purchase order type.
6. The Maximum Blanket Purchase Order Amount field appears if the Category selected above in the General section is Blanket. Enter the maximum dollar amount allowed for a blanket purchase order of this purchase order type. The acceptable range of entry is 0.01 through 999,999,999.00.

A description of each field is below. For a more detailed explanation of the permutations of how the fields work together, clickhere.

1. Select the Verify Balances check box if balances will be verified during invoice entry.
2. Select the Allow Overrides check box if an override will be allowed during invoice entry.
3. Select the Allow PO G/L Distribution Maintenance check box if users can manually change the G/L distribution account for the purchase order type.
4. Select the Allow PO Project Maintenance check box if users can manually change the project associated with the purchase order type.
5. In the Maximum Override Amount field, enter the maximum override amount allowed for the purchase order type. The acceptable range of entry is -999,999,999.99 through 999,999,999.99.
6. In the Maximum Override Percentage field, type the maximum override percentage allowed for the purchase order type. The acceptable range of entry is 0.00% through 100.00%.
7. The Maximum Blanket Invoice Transaction Amount field appears if the Category selected above in the General section is Blanket. This field contains the maximum transaction amount allowed for a blanket purchase order using this purchase order type. The acceptable range of entry is -999,999,999.99 through 999,999,999.99.
8. The Invoice Tolerances field is enabled when the Allow Overrides check box is selected. Select the value that determines the maximum override option during invoice entry: In Combination allows users to combine both the override amount and percentages; Individually only allows users to select either amount or percentage.

If your organization plans to email purchase orders to a vendor, use this section to set up the email defaults for purchase orders of a particular type to be emailed. Contact information defined here is ignored by the system if contact information is also entered on the Department page.

1. In Sender's Email Address, type the default email address of the person sending the purchase order of the type selected. This address is the default From address when purchase orders of this type are emailed. If it is left blank, the system uses the first non-blank value it finds in the following fields:
   • Bill To contact email address as defined in the Master Location.
   • Ship To contact email address as defined in the Master Location.
   • From Email Address in System Settings. (Maintenance > new world ERP Suite > System > System Settings)
2. Select the Request Read Receipt check box if the email sender should receive notification that the recipient received the email.
3. In Subject Line Text, type the default subject line text that will appear on the email that is sent with the purchase order for the purchase order type. Purchase orders are emailed with a default subject line of “Emailing: Purchase Order” if you leave this field blank.
4. In Message Text, type the default text that will appear in the body of the email that is sent for the purchase order type. If you leave this field blank, the email comes with a default message of “Purchase order is attached.”

To use this feature, you must define the email-related fields on the System Setting Maintenance screen (Maintenance > new world ERP Suite > System > System Settings). Setup also needs to be performed on the Procurement tab on the Company FM Settings screen by selecting the Email Purchase Orders check box. See Email a Purchase Order to a Vendor for more information.

If your organization plans to fax purchase orders to a vendor, use this section to set up the fax defaults for purchase orders of a particular type to be faxed.

1. In Fax Subject, type the default, subject line that will appear in the fax subject line header. It may contain up to 128 characters. By default, the system uses a subject line of "Faxing: Purchase Order" if you leave this field blank.
2. In Fax Message, type the default message text that will appear in the body of the fax. It may contain up to 1024 characters. By default, the system uses the message text of "Purchase order is attached" if you leave this field blank.