SpendMap User Guide (v14.8)

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Navigation: Purchasing (Main Module) > Setup System > Incrementing Document Number Sets

Incrementing Purchase Order Number Sets

PURCHASING > Setup system > Incrementing document number sets > POs

SpendMap supports multiple PO Number Sets (PO numbering sequences), as well as auto-assigned PO numbers and manual entry of PO numbers.

You can optionally set up multiple number sets, each with unique system-assigned numbering. For example, you might have a separate sequence of PO numbers for each buyer, for each business unit, for different types of orders (e.g. regular orders, blanket orders, service orders), etc.

Alternatively, PO numbers can be manually input when creating new POs, based on the settings below.

You will be prompted to select a PO Number Set when entering new POs in your PO Work Area and/or the Number Set can default for you based on your user profile settings.

This utility is used to configure the PO Number Sets, including the format of the numbering itself and related settings.

For each PO number set, you can optionally enable the Auto Receipts feature and/or the Auto Invoice feature, if you don't want to enter Receipts or Invoices for some POs.

PO Number Set Details Screen

Field	Description
Number Set	•Pre-filled from previous screen.
Next Number	•The next sequential PO number for this number set. The number will be placed in the PO Number Field when creating new POs (for this number set). Every time the number set is used, the number will increment by one automatically. •NOTE: For PO numbers to automatically increment, the right-most digits of the number must be numeric. However, a letter prefix can be used. For example, acceptable numbers include 12345, A12345, AB-12345, etc. However, "12345A" is not permitted. •To not use auto-incrementing numbers for this Number Set, enter ".” (a period) and select to allow manual modification of the PO number using the setting below.
First number in Series	•Enter the first PO number in the series or leave the field blank. This field is used for reference purposes only.
Last number in Series	•Enter the last PO number in the series or leave the field blank. Users will not be permitted to create new POs in this set after the last PO number has been used. •IMPORTANT: Ensure that the range of PO numbers does not overlap with any other PO Number Sets.
Comment/Reference	•Enter a comment/reference for the PO number set. Typically this is used to document what this number set is used for (e.g. regular POs, repair orders, blanket orders, John's POs, etc.). You will be able to see the comment/reference when selecting a PO number set for a new PO
Allow user to modify number?	•To allow modification of PO numbers in this number set when entering new POs, check this box, otherwise, users will not be permitted to modify the system-assigned PO numbers in this set. •This setting determines whether or not users can get to the PO Number Field on the PO Header Screen, which may or may not default to the next available number, based on the "Next Number" setting, above. That is, manual entry/modification of PO numbers may be permitted whether or not the PO number defaults to the next number or starts off blank for new POs.
Include set in document number?	•If the letter of the number set is to be included in the PO number (e.g. A12345) when assigned by the system, check this box.
Auto-invoice/close PO?	•Check this box to automatically invoice/close POs in this number set, thereby eliminating the need to match/approve invoices for these POs. •If you turn this feature on, SpendMap will automatically generate invoices with an invoice number of "N/A" followed by an incrementing number (e.g. N/A0000001, N/A0000002, etc.) as items are received. All invoice information will be based on the PO and receipt information and the system will assume that the purchase order information is correct including prices, taxes, account coding, terms of payment, etc. •Use this feature if you want to enter invoices for some POs for not others. To automatically close ALL POs at the receipt stage, use the system-wide setting in Invoice Options. •If you export invoices to another system using the Invoice Interface, use the setting in A/P Interface Settings to determine if auto invoices will be included in the export.
Auto-receipt?	•Check this box to automatically receive POs in this number set, thereby eliminating the need to enter receipts for these POs. •Unlike the auto-invoice feature (above) that applies to all POs in the number set, enabling auto-receipts simply gives you access to the Auto Receive Field on the PO Header Screen, so that you can indicate that a PO is to be automatically received. That is, not all POs in the number set necessarily have to be auto-received. •Purchase orders that are to be automatically received are usually for non-tangible items that can never be late or back ordered (e.g. service contracts). Applicable POs will be received in full by the system on the delivery date specified for each line item.
Default ‘auto-receipt’ on PO?	•If you have enabled the Auto-Receipt feature for this PO number set, check this box to default the field on (i.e. to auto receive) for new POs, otherwise you will be required to manually select the Auto Receive Field on the PO Header Screen. Your choice will depend on whether you will be auto-receiving the majority of orders in this number set.