Purchasing Configuration

Configuration for purchasing can be found in the Purchasing section of the Configuration Manager (File → Configuration Manager → Purchasing).

Purchasing Options

The Purchasing Options section of the configuration manager applies to new purchase order defaults, purchase order processing, and purchase order lookups.

Purchasing Defaults

The following options are default options for new purchase orders.

Days to ship
The Requested Delivery Date will be default to this number of days after the purchase order created date.

Order Status
This is the default Purchase Order Status for a new PO. See Enable Advanced Purchase Order Statuses section below.

Ship Via
This is the default Ship Via for a new Purchase Order. Purchase Orders and Sales Orders use the same Ship Via list. See the Order Processing Options section for Ship Via configuration.

FOB
This is a text field allowing you to enter the default FOB for new purchase orders.

Warehouse
This is the default Warehouse for new Purchase Orders.

Terms Code
This is the default Terms Code for Purchase Invoices. This default will be used if a Vendor is not already assigned a default Terms Code in QuickBooks.

AP Account
This section is only visible if you have multiple Accounts Payable accounts. Use the drop down to select a default A/P account for Purchase Invoices created in Acctivate.

Note

In QuickBooks Online companies, only the default A/P account (for each currency) can be used for purchasing transaction.

For more information about the Purchasing GL accounts, refer to the Accounting Guide resource.

Purchasing Options

Preview PO Print
When enabled, clicking the printer icon on the PO window will print preview the form. When disabled, clicking the printer icon will send the print job to the printer without preview.

Use Management Cost as Purchase price
When enabled, the Purchase Order will utilize the Management Cost instead of the typical purchase price selection process.

Lookup Products by Vendor
When enabled, opening the Product Lookup window from a purchase order will open the lookup window filtered on products associated with the purchase order vendor.

Receive POs in full
When enabled, clicking Receive on a purchase order will open the Inventory Receipts window populated with the Purchase Order's outstanding products and quantities. When disabled, clicking Receive on a purchase order will open an empty Inventory Receipt window in which you may add the products and quantities received.

Max Decimals for Displayed Prices
The number entered here will determine the maximum number of decimals displayed for the purchase order price. The display price is calculated by multiplying the quantity ordered by the entered unit price to to determine the line amount. Then, the line amount is divided by the ordered quantity to determine the unit price. The unit price displayed on the PO will be rounded to the number of decimals defined here. The full unit price, the unit price rounded based on the Max Decimals for Unit Cost Calculations option, will be stored in the database and will be used in the inventory receipt.

Enable Advanced Purchase Order Statuses

Every purchase order must be in an Issued status in order to receive and invoice it. However, there are other optional PO statuses that can be enabled:

• Entered
  This is the first possible status that can be selected for the purchase order. It is effectively a "draft" of the purchase order and does not affect the "On PO" quantity for the product.

• Request for Quote
  The Request for Quote status is used when you would like to request a quote from your vendor. The purchase order form printed in this status includes a space for the vendor to write in pricing.

• Pending Approval
  The Pending Approval status is an internal status that indicates the Purchase Order must be approved.

Product Label

Label
This is the default label that will print from the Purchase Order window when choosing the Print Label option.

Vendor Lookup Defaults

The Vendor Lookup Defaults option will apply to users the first time they use the vendor lookup in Acctivate. If the user makes changes to the lookup options, Acctivate will remember those options per user.

PO Lookup Defaults

The Purchase Order Lookup Defaults option will apply to users the first time they use the PO lookup in Acctivate. If the user makes changes to the lookup options, Acctivate will remember those options per user.