Definition

If not blank, the entered prefix is added to the calculated purchase order ID to become the full Purchase Order ID. For example, a user can enter prefix "2000-" for this year's purchase orders. Purchase Order Prefix accepts numbers or letters (alphanumeric) up to 15 characters, including spaces.

A system generated ID created by adding '1' to the old number each time a new purchase order ID is required. A new system starts with zero (but the first work order will be 1) unless a beginning number is entered to start the IDs. The system rolls over (IDs start from zero) when 9,999,999,999 is reached. Last Standard Purchase Order ID Used displays as a number up to 10 characters and cannot be negative.

Determines how all part Unit Costs will be calculated when a receipt is posted.   Note: Weighted Average considers quantity and cost, but an Average considered only costs.  Users can select from one of the following methods in the drop-down box -Don't Calculate, Last In, Average Last 2 Receipts - weighted. Average Last 3 Receipts - weighted, Average Last 4 Receipts - weighted, Average Last 5 Receipts - weighted, Average Last 2 Rcpt Costs, Average Last 3 Rcpt Costs, Average Last 4 Rcpt Costs, Average Last 5 Rcpt Costs, and Weighted Average.

Used to calculate the EOQ, enter the estimated cost for handling a purchase order.  The calculation used when formulating an Economic Order Quantity for your parts in inventory is defined below.

A checkbox that allows or disallows negative on hand part quantities. It defaults to checked, allowing negative on hand part quantities.

When this box is checked, it will enable three Sub Location fields for use, along with the main part Location ID.  End users will also be able to receive inventory into the Location and three Sub Location fields.

A unique identifier for the warehouse most commonly used for this site. You can enter new text directly into this field or you can use the Standard Lookup icon to search for a description already existing in the iMaint system. Default Warehouse ID accepts numbers or letters (alphanumeric) up to 25 characters, including spaces.

are available for you to define and assign the different taxes and applicable rates that may apply. For example you may have a state tax or goods and services tax.   

When checked the supplier record will be updated with the information when the items are ordered.  If left unchecked the last purchased dates and cost come from the purchase order receipt.

A checkbox that defaults to true, allowing the system to automatically create the Part/Vendor intersection when parts are purchased from this vendor if it does not already exist. By setting it to false the intersection will have to be created manually.

If you choose to have iMaint automatically create the Part/Vendor Link, by checking the box above, this check box is used to mark vendors as the Primary vendor. If this box is checked any new vendor will be marked as the primary vendor, and if you leave this box blank iMaint will simply create the Vendor/Part link and retain the previous vendor as your primary.  If the Vendor/Part link is the only record, for example the first link existing, this new vendor must be set as the primary. Moving forward, if you keep the box checked, the next Vendor/Part link created will make the new vendor the primary.  If you do not wish for iMaint to make this selection, simply, leave this box empty, and the primary vendor will remain as the vendor you select.

This checkbox indicates whether or not a prompt is displayed to issue the part directly to the work order(s) from the purchase system when a receipt is posted. It defaults to false so that there is no prompt. It is only used if a purchase orders line item references a work order, or if open work orders exist which are waiting on the received line item.

This checkbox indicates whether or not a prompt is displayed to issue misc. cost items directly to the work order(s) from the purchase system when a receipt is posted. It defaults to false so that there is no prompt. It is only used if a purchase orders line item references a work order, or if open work orders exist which are waiting on the received line item.

If this box is checked, items may be issued directly to a work order without the item having been estimated for use. The line item on the purchase order will need to reference a specific work order and the work order will need to be in a status that allows issues. This setting may not be enabled if you don't have at least one of the "Allow issue of Received Parts or Misc. Costs from Purchases/Receipts to Work Order" settings enabled as well.

Select to clear purchase proofs for an entire Site or for an individual user taking the option to clear.  

Select to have the system generate proofs of a requisition or go ahead and create a purchase order proof.

Indicates the system will copy the UDF information from a Part record, when the Part is added to a Purchase Order.  The Purchase Order Line must have UDFs that match the Part UDFs in order for the information to copy from the Part record to the Purchase Order Line.  

Indicated the system will copy the information from a Purchase Order Line to the Purchase Order Receipt line if the UDFs match.    

Any additional information about the purchase order which may print on reports or be used in a search capacity, but has no functional use in iMaint. Information in this field must be text only with a limit of 40,000 characters.

Calculation

No calculation is used.

Resets the part unit cost to the last recorded receipt cost for the part.

receipt cost 1 + receipt cost 2 divided by 2  

receipt cost 1 + receipt cost 2 + receipt cost 3  divided by 3

receipt cost 1 + receipt cost 2 +  receipt cost 3 + receipt cost 4   divided by 4

receipt cost 1 + receipt cost 2 + receipt cost 3 + receipt cost 4 + receipt cost 5  divided by 5

Weighted Average bases the cost on the value of current inventory and the current purchase.  (Qty On Hand x Average Unit Cost) + (Qty Received x Unit Cost Received) / (Qty On Hand + Qty Received)