Purchase Order Form Configuration

The form configuration menu allows you to customize the details of your work orders, purchase requests/orders, and receipts that show up when you print forms for them. 

This article elaborates on these form configuration settings for your purchase orders. For more help with the others, see:

• Work Order Form Configuration
• Purchase Request Form Configuration
• Purchase Order Receipt Form Configuration

For help printing your purchase order, see Printing Purchase Orders & Receipts.

Purchase Order Form Configuration Settings

To access the purchase order form configuration settings:

1. From the left menu, select Configuration.
2. From the left menu again, select Company and then Form Configuration.
3. Make sure Purchase Order is selected at the top menu. Below is what your purchase order configuration settings should look like:

This article will now describe what each section will look like on your completed printed purchase order form. The general purchase order form with every section on it should look like this:

Header

The header will include your current client / site logo as well as the basic details of your purchase request (date of creation, buyer, ID, and required details). This information will appear by default, though for help with adding your picture, see Setting up Site Details.

Vendor / Purchase Order Header

This header includes the addresses of your vendor, where you would like parts to be shipped, and where to bill the charge to. It also includes the carrier, terms, account, FOB, required, attention, and message to vendor. This section is included by default, though for help with the vendor, ship to, and bill to addresses, see Editing a Vendor and Add or Edit an Account. The other purchase order details will come from Creating Purchase Orders or Editing Purchase Orders.

Purchase Order Header UIC

Note: UIC is only available to our Enterprise Customers.

This next section comes from the User Defined Fields you created in your UIC for Purchase Orders. For more help, see UIC - Purchase Orders and make sure the checkboxes next to Display on Form for each UDF is selected. For example, the UDF created in this situation would be the date needed by and whether it is a priority. To have this section you must have the checkbox next to Display Purchase Request Header UIC selected under Form Configuration (see above).

Line Items - Lines 1, 2 and 3

This next section includes information about your line items. For this purchase order, there are 3 line items (which you can tell because the number under the column "line" goes up to 3). For each line item there are 3 lines giving information, which are numbered for the first line item. 

Line 1 gives your basic line item information, which will be automatically added by default when you add line items to a purchase order.

Line 2 gives the line item charge to information, such as the account and manufacturer. If needed, this can be modified by editing your purchase order line item or editing your part.

Finally, Line 3 comes from the User Defined Fields created in your UIC for Purchase Order Line Items. To ensure the UDF is displayed on this form, you will need to first create it in the "Add Purchase Order Line Item" UIC and then, depending on whether the part is in inventory or not, add it once more in the "Purchase Order Update Line Item" UIC, either the "Part in Inventory" one or the "Part Not in Inventory" one. Ensure the checkbox next to "Display on Form" is selected. If it is still not displayed on your form because you added the UDF into your UIC after adding your line item, go back and edit your line item to add the UDF's information. For more help, see UIC - Purchase Order Line Items. To have this section you must have the Display Purchase Order Line Item UIC checkbox selected under Form Configuration (see above).

Comments

This section is for your comments and will come from adding notes to your purchase orders. To have this section, you must have the Comments checkbox selected under Form Configuration (see above).

Terms & Conditions

The terms and conditions section comes from your Form Configuration. To include it, you must have the Terms & Conditions checkbox selected (see above). It will be on the next few pages of your printed purchase order.