PO Transfer and Other Parts Options
Configuration menu > Parts > PO Transfer and Other Parts Options
The first section affects the creation and posting of purchase orders or transfers that are created. See P.O. Management and Transfers for more information on using these features.
Prompt for Price Changes When Posting P.O.
Select this option so that you are prompted to adjust pricing when posting a purchase order. The Adjust Pricing window appears when a new cost is entered that is different from the existing average cost in inventory.
Prompt to Change Primary Suppliers When Posting P.O.
The change primary suppliers prompt controls what happens when you change suppliers when receiving parts when posting purchase orders in the foll
- Posting purchase orders in Purchase Order Management (in Inventory)
- Posting receipts in Inventory
NOTE: Whenever suppliers are moved into different positions, the associated cost is moved automatically.
When Prompt to Change Suppliers is Checked
When this option is checked and you change the supplier when receiving, a prompt appears asking if you want to make the new supplier the primary supplier for the parts you just received.
If you click Yes,
- The new supplier becomes the 1st supplier.
- The supplier in the 1st position is moved to the 2nd position.
- The supplier in the 2nd position is moved to the 3rd position.
If you click No,
- The new supplier is moved to the 2nd position.
- The 2nd supplier is moved to 3rd position.
When Prompt to Change Suppliers is Not Checked
When this option is not checked and the supplier is changed when receiving, the following occurs automatically:
- The new supplier is moved to the 2nd position.
- The 2nd supplier is moved to 3rd position.
Leaving the prompt to change option unchecked is basically the same as clicking No on the prompt.
NOTE: If you keep the primary supplier when receiving the part, this option - checked or unchecked - has no impact.
Apply Ordering Rules Based on Package Qty and Minimum Order Qty
The Apply Ordering Rules option determines how Purchase Order Management uses the quantity information in the Stock Information Section of the Inventory window.
When this option is selected, purchases created using the auto-build method determines the quantity to order based on the package quantities (Package Qty) and the minimum order quantities (MOQ) in the part record.
Create A.P. Transaction When Posting P.O.
The Create AP Transaction setting determines if an accounts payable transaction is created when posting a purchase order.
There are three choices in the dropdown list: Always, Never or Prompt
- Always means that an AP transaction is created every time a purchase order is posted.
- Never means that no AP transaction is created when a purchase order is posted.
- Prompt means a prompt appears when posting a purchase order that asks if an AP transaction should be created.
NOTE: The setting here is overridden if the Post Orders to Accounts Payable option is selected in the electronic interface for the supplier. When the Post Order option is selected for the supplier, the Post to Accounts Payable window appears as part of the ordering process automatically.
Disable Editing PO in AP
Select this option disables the Your Purchase Order Number field when Posting Invoices by Detail.
If posting
- Directly to a repair order, the repair order number is used for the purchase order number.
- To Inventory or a cost account, you are prompted to enter the purchase order number after clicking the Post button.
Preselect AP Payment Type
The Preselect AP Payment Type dropdown list determines the payment type automatically selected in the Payment Type dropdown list on the Post Accounts Payable Invoice window. You can choose the default payment type here. However, you Payment Type dropdown list is active when posting and you can select a different payment type before clicking the Post button.
Default Core Account
Select the Default Core Account in the dropdown list. The account selected in this dropdown list is the default code used when posting cores to Accounts Payable.
Next Purchase Order Number
Enter the number of the next purchase order that will be created. Use this option to synchronize manual purchase order numbers with generated purchase order numbers when needed.
Ignore On Order Parts When Displaying On Hand Inventory Quantities
This option determines if the on-order quantity is included in the on-hand value of parts in the following areas of R.O. Writer:
- Quick Parts
- Epicor Catalog
- Smart Jobs
- Smart eCat
- Smart eJob
By default, when on-hand quantities are displayed, the value = On-Hand quantity plus (+) the On Order quantity (parts on purchase orders that have not yet been received) minus (-) the Committed quantity.
If you check the Ignore On Order option, the on-order quantity is not included. Instead, on-hand values are the On Hand quantity minus (-) the Committed quantity.
Only Affects These Features Button
Click the Only Affects These Features button any time to see list of the areas where the Ignore On Hand option is applied.
When Changing Existing Part's Line Codes Section
This section contains options for updating existing part line codes when they are posted from an online catalogs.
When posting parts from Epicor, WORLDPAC, NAPA, Smart eCat, ACDelco , or Nexpart the manufacturer's line codes are posted as well. This is necessary for electronic parts ordering to work because duplicate part numbers with different line codes are treated as two different parts in R.O. Writer.
When a part is added or posted that has a different line code than the one saved in Inventory, you need to determine how R.O. Writer handles it. If you do not keep line codes up to date and in sync, you could risk having duplicate part numbers, which would skew your sales and on-hand numbers.
Save Part Record Only
Do not update inventory, part history, estimates, repair orders, purchase orders, etc. This option will not update to the new line code and will merely add the duplicate part number.
Update Selected Part's Line Code For All Parts
Update the inventory record to the new line code as well as part history, estimates, ROs, POs, etc. for all parts with matching part number, regardless of line code.
This option will update all records to the new line code including every instance of the part number in inventory if there are already duplicate part numbers with different line codes.
Update Selected Part's Line Code
Update the inventory record to the new line code as well as parts history, estimates, ROs, POs, etc. for all parts having the original part number and line code.
This option will update all records for all parts with matching part number and line code.
Prompt For Action
When posting from online catalogs, you are prompted to
- Post the part from catalog
- Update selected part's line code
When editing inventory, you are prompted to
- Save the part record
- Update selected part's line code
- Update selected part's line code for all parts
When a line code is entered or changed, you are prompted to see if you want to change the line code on the selected part or all parts with the same part number in inventory and history. Select the option that is best for that specific part number.