1.    To establish the starting purchase order number (during your initial install) or to establish the next purchase order number to be applied to a new purchase order:

a.    Click the Set initial or change next PO number link. The Form Number Control window appears.

b.    In the PO Purchase orders row, Forms Number column enter the purchase order starting number.

c.     Click the Save button.

d.    To close the Form Number Control window, click the X icon. The Purchasing Module Setup window appears.

2.    From the Assign the PO Number drop-down option, select when a purchase order number is assigned.

The Assign the PO Number setting works in conjunction with the Upon Final Approval configuration on the Approvals tab. If the final approval is configured to automatically create a purchase order, then the Assign the PO Number option is automatically set to When Created by System. This ensures that when a purchase order is automatically created it has a purchase order number associated with it.

3.    From the Perform this budget check on save drop-down options, select what sort of budget check is used when saving purchase orders.

o     Error options prevent users from submitting purchase orders to accounts that are over budget.  

o     Warning options allow approvers or purchasing agents to submit purchase orders that are over budget, but reminds them they are over budget at submission time.

o     YTD options perform budgeting checking by month instead of the full annual budget and notifies users if they are over the current month's year to date amount even if there are amounts remaining in the budget for the full year.

This setting also applies to operating budgets created with the Budget module.  If YTD options are selected, monthly budget amounts are verified to see if purchase orders are within budget.  Monthly percentages are no longer used.

You may want to use a Warning or Error YTD option to keep requestors from spending the entire year's budget early in a fiscal year.

4.    To configure or create GL allocation codes that allow line items to be distributed to different GL accounts:

a.    Click the Create GL Allocation Codes link. The Allocation Code Control window appears.

b.    Click the New button. The Allocation Code Detail window appears.

c.     In the GL Allocation Code column, enter an identification code that can be selected when allocating line items.

d.    In the GL Allocation Description column, enter a brief definition of the allocation code.

e.    In the GL Account Number column, select or enter the GL account to be associated with the allocation.

To search for a GL account, right-click and select Account Number List. The GL Master Account Codes window appears where you can search and select the appropriate account.

f.     In the Percent Allocated column, enter the percent allocation for the GL account.

The GL accounts associated with allocation code must total 100%.

g.    Click the Save button.

h.    Click the X icon. The Allocation Code Detail window closes and the Allocation Code Control window reappears.

i.      To create additional allocation codes, repeat steps b - h.

j.      Click the X icon. The Allocation Code Control window closes and the Purchasing Module Setup window reappears.

5.    To configure disbursement cycle types:

a.    Click the Create Disbursement Cycle Rules link. The Disbursement Cycle Type window appears.

b.    Right-click and select Add Row. A new row appears.

c.     In the Disbursement Cycle Code column, enter a brief code that identifies the disbursement cycle type.

d.    In the Description column, enter a brief definition of the disbursement cycle code.

e.    From the Approval Track ID drop-down options, select the approval track to be assigned to this disbursement cycle.

If the Allow Override to Approval Track checkbox is selected, the approval track can be overridden with a different approval track.

f.     To allow the approval track associated with this disbursement cycle to be overridden, select the Allow Override to Approval Track checkbox.

g.    From the PO Exceeds Requisition drop-down options, select how purchase orders that exceed the value of the requisition from which it was created are handled.

§      Acceptable allows a purchase order to exceed the value of the requisition from which it is created. There is no notification and the purchase order is created.

§      Warning notifies you if the purchase order being created has exceeded the value of the requisition from which it was created, but the purchase order can still be created.

§      Error notifies you if the purchase order being created has exceeded the value of the requisition from which it was created and does not allow the purchase order to be created unless the dollar value of the purchase order is less than or equal to the dollar value of the requisition.

§      Prevent prohibits you from modifying the value of the purchase order. The value of the purchase order is the same as the value of the requisition from which it was created.

h.    From the Invoice Exceeds PO drop-down options, select how invoices that exceed the value of the purchase order from which it was created are handled.

§      Acceptable allows an invoice to exceed the value of the purchase order from which it is created. There is no notification and the invoice is created.

§      Warning notifies you if the invoice being created has exceeded the value of the purchase order from which it was created, but the purchase order can still be created.

§      Error notifies you if the invoice being created has exceeded the value of the purchase order from which it was created and does not allow the purchase order to be created unless the dollar value of the purchase order is less than or equal to the dollar value of the purchase order.

§      Prevent prohibits you from modifying the value of the invoice. The value of the invoice is the same as the value of the purchase order from which it was created.

i.      Click the Save button.

j.      To close the Disbursement Cycle Type window, click the X icon. The Purchasing Module Setup window appears.

6.    From the Allow Changes After Sent drop-down options, select from the following to determine if purchase orders can be changed after they are sent to the vendor:

o     Allow Changes allows updates to be made to the purchase order even after the purchase order is printed and sent/e-mailed to the vendor without alerting the user that the vendor already has the purchase order. The purchase order in the system may not match the purchase order issued to the vendor.

o     Don't Allow Changes does not allow users to make updates to the purchase order after it has been sent/e-mailed to the vendor. When this configuration is selected and an existing purchase order is opened, it is "view only" and cannot be updated. This ensures the purchase order in J1 Desktop matches the purchase order sent to the vendor.

o     Allow with Warning allows updates to be made to the purchase order even after it is printed and sent/e-mailed to the vendor but a warning message appears notifying them a new copy of the purchase order must be sent to the vendor if the change impacts the purchase order.

The Allow with Warning option is recommended as some items on a purchase order could change and not impact the goods ordered with the vendor. This option allows updates but ensures that the person changing the purchase order is aware that the updated purchase order may need to be re-sent to the vendor.

7.    From the Automatically create PO PDF when drop-down options, select from the following options to determine if a PDF version of the purchase order is created when the purchase order is created and/or printed or emailed:

In order for this feature to work correctly, you must have Ghostscript installed. For more information, contact your module manager or IT department.

If a PDF has been created for an existing purchase order and updates are made to the purchase order, the original PDF is deleted and a new one is created when the purchase order is saved, printed, or e-mailed.

o     Both automatically creates a PDF version of the purchase order when the purchase order is created and when it is printed or e-mailed.

o     No does not automatically create a PDF version of the purchase order.

o     PO is created automatically creates a PDF version of the purchase order when the purchase order is saved.

o     PO is printed or emailed automatically creates a PDF version of the purchase order when the purchase order is printed or e-mailed.

8.    From the Display PO PDF online drop-down options, select Yes to allow requestors, purchasing agents, and approvers to view the PDF versions of the purchase order from CRM Staff.

9.    Click the Save button.

1.    To define shipping locations on campus:

a.    Click the Define ship to locations on campus link. The Ship To window appears.

b.    Right-click and select Add Row. A new row appears.

c.     In the Code column, enter a code that identifies the ship to address.  

d.    In the Ship to Point column, enter the name of the location where the items are to be shipped. It can also be the first line of the address if needed.

e.    In the Address columns, enter the address lines.

f.     To define additional shipping locations, repeat steps b - e.

g.    Click the Save button.

h.    Click the X icon. The Ship To window closes and the Purchasing Module Setup window reappears.

2.    To define shipping preferences like UPS or FedEx to be available for purchasing agents to choose when creating purchase orders:

a.    Click the Define shipping terms link. The Ship Way window appears.

b.    Right-click and select Add Row. A new row appears.

c.     In the Ship ID column, enter a code that identifies the way the item(s) are to be shipped.

d.    In the Description column, enter a brief overview of the ship ID.

e.    To enter additional shipping preferences, repeat steps b - d.

f.     Click the Save button.

g.    To close the Ship Way window, click the X icon. The Ship Way window closes and the Purchasing Module Setup window reappears.

3.    To enter the address to print on the hard copy of any purchase order printed:

a.    Click the Set school's default address to print on PO's link. The Set Address window appears.

b.    In the Institution Address to Print on PO section, enter the organizational name and address you want to use on printed purchase orders.

Special Instructions are included at the bottom of the purchase order for all vendors.

c.     Click the Save button.

d.    To close the Set Address window, click the X icon. The Set Address window closes and the Purchasing Module Setup window reappears.

1.    To create inventory profiles for items you frequently buy such as pens, paper, etc.:

a.    Click the Create initial or modify inventory codes link. The Inventory window appears.

b.    Right-click and select Add Row. A new row appears.

The Vendor ID automatically displays 999999999 indicating a new inventory master record is available for all orders, regardless of the Vendor ID selected when entering the order.  If the Vendor ID number is 999999999, the Vendor Name column displays Inventory Master.

c.     In the Inventory Code column, enter a code that identifies the inventory.

d.    In the Item Description column, enter a brief definition of the inventory code.

e.    In the Part Number column, enter a part number if one exists for this inventory.

f.     In the Catalog Number column, enter a catalog number if one exists for this inventory.

g.    From the Default Vendor ID drop-down options, select the vendor that typically provides the frequently ordered inventory.

To search for a vendor ID, right-click and select Advanced Search. The Name Search window appears where you can search and select the appropriate vendor.

If a Default Vendor ID is entered, that vendor is automatically used for any orders with this inventory code. If a Default Vendor ID is entered on an Inventory Master row, this inventory code is only available for selection when this vendor ID is entered on the order.

h.    In the NIGP Code column, enter the National Institute of Governmental Purchasing code assigned to the inventory if one exists.

i.      From the MSDS Status drop-down options, select the Material Safety Data Sheets safety status if this inventory item requires MSDS tracking.

j.      From the Inventory Type drop-down options, select the appropriate accounting category if one exists.

k.    In the Unit column, enter the unit of how the item is sold, packaged, or priced. For example, a unit could be a dozen ink cartridges or a box of twenty-five pens if one exists.

l.      In the Cost column, enter the amount your organization pays for each unit. This amount may differ from the price, which may be marked up by your organization.

m.  In the Required # column, enter the number of inventory units required, if known. This information is not maintained by J1 and is for informational purposes only.

n.    In the Ordered # column, enter the number of inventory units ordered, if known. This information is not maintained by J1 and is for informational purposes only.

o.    In the Received # column, enter the number of inventory units received, if known. This information is not maintained by J1 and is for informational purposes only.

p.    In the Sold # column, enter the number of inventory units sold, if known. This information is not maintained by J1 and is for informational purposes only.

q.    In the Price column, enter amount charged to anyone buying a unit of the inventory. This amount may differ from the cost.

r.     If the inventory is taxable, select the Taxable checkbox.

s.     To add additional inventory, repeat steps b - r.

t.     Click the Save button.

u.    To close the Inventory window, click the X icon. The Purchasing Module Setup window reappears.

2.    From the Create new inventory codes automatically drop-down options, select how new inventory codes are automatically created.

a.    Always automatically creates new inventory codes that can be reused later.  

b.    Never means inventory codes must be created on the Inventory window.

c.     Show message first creates new inventory codes, but a notification message appears to alert the user they will be created.

3.    From the Update existing inventory codes automatically down-down options, select when existing inventory codes are updated.

a.    Always automatically updates the existing inventory codes if they are updated during purchase order entry.  

b.    Never means inventory codes must be updated on the Inventory Window.  

c.     Show message first updates the existing inventory codes if they are updated during purchase order entry, but a notification message appears to alert the user the updates will be made.

4.    To include vendor-specific inventory codes in drop-down options that can be selected when entering a purchase order, select the Populate inventory code drop-downs with vendor specific inventory codes checkbox. The following options become available: 

This can be useful if you want to keep inventory profiles for items like paper separate for each vendor, as many inventory code properties may be different for each vendor.

a.    From the Check for vendors with lower price on po entry drop-down options, determine if the Inventory Master table will be searched for a vendor offering this inventory at a lower price:

§      Show Icon means J1 automatically searches the Inventory Master table for a vendor with a lower price and when a certain savings amount is reached, a $$ icon appears on the Create/Edit Purchase Orders window. To determine the saving amount to be reached, enter the amount in the Only tell me about vendor's with a lower price when I would save more than this column.

§      Never means the Inventory Master table is not searched for a vendor with a lower price for this inventory when entering a purchase order.

b.    To use a right-click option to check for vendors with lower prices, select the Check for vendors with lower price via right click checkbox.

5.    Click the Save button.

 

·       Set initial or change next PO number Click the Set initial or change next PO number link to access the Form Number Control window where you can establish the starting purchase order number (during your initial install) or to establish the next purchase order number to be applied to a new purchase order.   ·       Assign the PO Number ·       Perform this budget check on save ·       Create GL Account Allocation Click this link to access the Allocation Code Control window where you can create and update GL Allocation Codes requestors and purchasing agents can use to allocate line item(s) to different GL accounts. ·       Create Disbursement Cycle Rules Click the Create Disbursement Cycle Rules link to access the Disbursement Cycle Type window where you can configure disbursement cycle types. ·       Allow Changes After Sent ·       Automatically create PDF of PO when In order for this feature to work correctly, you must have Ghostscript installed. For more information, contact your module manager or IT department. From the drop-down options, select from the following to determine if a PDF version of the purchase order is created when the purchase order is created: If a PDF has been created for an existing purchase order and updates are made to the purchase order, the original PDF is deleted and a new one is created when the purchase order is saved, printed, or e-mailed. Both automatically creates a PDF version of the purchase order when the purchase order is created and when it is printed or e-mailed. No does not automatically create a PDF version of the purchase order. PO is created automatically creates a PDF version of the purchase order when the purchase order is saved. PO is printed or emailed automatically creates a PDF version of the purchase order when the purchase order is printed or e-mailed. ·       Display PO PDF online To allow requestors, purchasing agents, and approvers to view the PDF versions of the purchase order from CRM Staff, select Yes. To deny requestors, purchasing agents, and approvers the ability to view the PDF versions of the purchase order from CRM Staff, select No.

·       Define ship to locations on campus Click the link to access the Ship To window where you can define or update shipping locations on campus. ·       Define shipping terms Click the link to access the Ship Way window where you can define or update shipping preferences like UPS or FedEx to be available for purchasing agents to choose when creating purchase orders. ·       Set school's default address to print on PO's Click the link to access the Set Address window where you can enter or update the address to print on the hard copy of any purchase order printed. ·       Create initial or modify inventory codes Click the link to access the Inventory window where you can create or update inventory profiles for items you frequently buy such as pens, paper, printer ink, etc. ·       Create new inventory codes automatically ·       Update existing inventory codes automatically ·       Populate inventory code drop-downs with vendor specific inventory codes ·       Check for vendors with lower price on po entry ·       Check for vendors with lower price via right click ·       Only tell me about vendor???s with a lower price when I would save more than this