Purchase Order Preferences

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Purchase order preferences let you specify default settings for creating purchase orders. For more information, see Purchase Orders.

To specify purchase order preferences, select Administration —> Preferences —> Purchase Orders from the menu. MainBoss displays a window containing the following:

• Summary: Specifies a default summary line for all new purchase orders.
• Change Sequence Number: Checkmark this box if you want to change the sequence number. If you do not, you will not be able to change the value in "Sequence Number".
• Sequence Number: The number of the next purchase order to be created. For example, if you want all purchase order numbers to have at least five digits, you could specify a "Sequence Number" of 10000. Work orders would then begin numbering with 10000, 10001, and so on.

  Note that you cannot change the sequence number unless you checkmark Change Sequence Number. This protects you from changing the sequence number by accident.

• Number Format: Gives the format to be used for purchase order numbers that MainBoss generates (15 characters maximum). Digits are represented by the percentage character (%). For example, if you specify the format

  PO %%%%%

  purchase order numbers will consist of the characters PO# followed by a blank and then five digits. Because the % character is used to represent digits, you cannot have a % character printed as part of a purchase order number.

• Example: Shows what purchase order numbers will look like using the given "Number Format".
• Vendor: Specifies a default vendor for all new purchase orders.
• Cost Ctr.: Specifies a default cost center for all new purchase orders. For more on cost centers, see Cost Centers.
• Ship via: Specifies a default shipping mode for all new purchase orders. For more on shipping modes, see Shipping Modes.
• Payment Terms: Specifies default payment terms for all new purchase orders. For more on payment terms, see Payment Terms.
• Deliver to: Specifies a default delivery destination for all new purchase orders. (The drop-down list shows your Buildings table.)
• P/O Billing Information: Specifies what to put in the billing information section of all purchase orders. This should be the address where vendors should send invoices related to purchase orders. This billing information appears on all printed purchase orders.
• P/O Contact Information: The name and contact information for a person whom suppliers can contact if they have questions about a purchase order. This contact information appears on all printed purchase orders.

• Comments to Vendor: Specifies default comments to the supplier, placed in all new purchase orders.
• Comments: Specifies default comments for all new purchase orders.
• Select for Printing: If this is checkmarked, the Select for Printing box will be checkmarked in every new purchase order created; otherwise, the Select for Printing box in new purchase orders will be blank.
• Save: Saves the settings currently shown in the window, then closes the window.
• Cancel: Closes the window without saving any changes.

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