Sage 300 2021Purchase Orders User's GuideAugust 2020

This is a publication of Sage Software, Inc. 2020 The Sage Group plc or its licensors. All rights reserved. Sage, Sage logos, and Sageproduct and service names mentioned herein are the trademarks of The Sage Group plc or itslicensors. All other trademarks are the property of their respective owners.Last updated: August 25, 2020

ContentsIntroduction1Chapter 1: Setting Up Purchase Orders3Setting up Purchase Orders3Selecting Options for Purchase Orders5Currency Information23Designing a Coding Scheme For Purchase Orders Records24Integrating Purchase Orders with Other Sage 300 Programs26Adding Purchase Orders Setup Records38Designing Formats for Purchase Orders Reports and Forms66Adding Purchase Orders Statistics and History72Chapter 2: Entering and Posting Purchase Orders Transactions75About Transaction Processing in Purchase Orders75Requisitions92Purchase bit Notes169Project and Job Costing179Serialized and Lotted Transactions186Sage 300 2021 Purchase Orders User's Guideiii

ContentsChapter 3: Periodic Processing in Purchase Orders193About Periodic Processing in Purchase Orders193Day End Processing of P/O Transactions194G/L Batches and Journal Entries202Posting a Batch of Purchase Orders Invoices in Accounts Payable210Clearing Historical Purchase Orders Data211Chapter 4: Looking Up Purchase Orders Statistics and Information217Viewing Pending Receipts217Looking Up Purchase History218Looking Up Transaction History in Inventory Control219Looking Up Purchase Statistics220Chapter 5: Printing Purchase Orders Reports and Forms221About Print Destinations221Printing Purchase Orders Forms222Printing Purchase Orders Reports238Appendix A: Purchase Orders Screen Guides245Create Purchase Orders Screens246Purchase Orders Forms257Periodic Processing Screens271Reports279Setup Screens314Statistics and Inquiries Screens375Transaction Screens389Sage 300 2021 Purchase Orders User's Guideiv

ContentsAppendix B: Purchase Orders Security Authorizations729About Requiring Approval for Requisitions734About Using Security with Purchase Orders736About Using Security with Receipts737Appendix C: Data Entry Tools, Tips, and Shortcuts739Menu Commands739Data Entry Tools and Shortcuts741Working with Detail Entry Tables745Keyboard Shortcuts for Detail Tables746Setting Finder Criteria747Using Visual Basic Macros747Appendix D: Support and Resources751Finding Help and Documentation751Support and Resources752IndexSage 300 2021 Purchase Orders User's Guide755v

IntroductionPurchase Orders provides all the transaction entry, processing, and reporting features you need tofully automate your purchase order procedures and meet your management needs.You can use Purchase Orders to enter and process purchase requisitions, purchase orders, receipts,vendor invoices, returns, credit notes, and debit notes. You can also print forms for your requisitions,purchase orders, receipts, and returns, as well as mailing labels.Purchase Orders takes full advantage of integration with Inventory Control, if you use it, and AccountsPayable, using Inventory Control item numbers and Accounts Payable vendor numbers and otherinformation.It also integrates with Sage Fixed Assets, so you can easily record new company assets, and withProject and Job Costing, so you can track committed and actual quantities and costs by contract,project, category, and resource.Transactions in Purchase Orders update item quantities and costs in Inventory Control, and createbatches of invoices, credit notes, and debit notes in Accounts Payable.Depending on your purchase agreement, some features described in this guide may not beavailable in your product.The Purchase Orders User's Guide contains the following chapters:lChapter 1: Setting Up Purchase OrdersUse Purchase Orders setup screens to set up options, vendor information, shippinginformation, General Ledger integration, and other details for your Purchase Orders system.lChapter 2: Entering and Posting Purchase Orders TransactionsUse Purchase Orders transaction entry screens to process purchase orders, requisitions,receipts, invoices, returns, credit notes, and debit noteslChapter 3: Periodic Processing in Purchase OrdersUse Purchase Orders Periodic Processing screens to create batches, and to clear history andinactive records. If you use Purchase Orders as a stand-alone program, you can also use theDay End Processing screen to run Day End Processing.Sage 300 2021 Purchase Orders User's Guide1

lChapter 4: Looking Up Statistics and Information in Purchase OrdersUse Purchase Orders Statistics and Inquiries screens to look up information about vendors andtransactions.lChapter 5: Printing Purchase Orders Reports and FormsUse Purchase Orders Reports screens to print setup reports and analytical reports.Use the report forms that come with Purchase Orders to print purchase orders, requisitions,returns, mailing labels, and receiving slips, or select a customized version.lAppendix A: Purchase Orders Screen GuidesLearn how to find and use Sage 300 screens. Each screen guide includes navigationinformation, field help, and a list of tasks you can use the screen to perform.lAppendix B: Purchase Orders Security AuthorizationsIf security is turned on for your Sage 300 system, the system administrator must assign thesesecurity authorizations to users for Purchase Orders screens.lAppendix C: Data Entry Tools, Tips, and ShortcutsUse these tools and shortcuts to speed up data entry in Sage 300.lAppendix D: Support and ResourcesFind support and resources to help get Sage 300 up and running quickly.Sage 300 2021 Purchase Orders User's Guide2

Chapter 1: Setting Up Purchase OrdersSet up accounts, security authorizations, records, templates, options, and other details for yourPurchase Orders system.Setting up Purchase OrdersYou can use Purchase Orders with or without Inventory Control. If you are setting up PurchaseOrders as a stand-alone program (without Inventory Control), you must set up some additionalrecords and options in Purchase Orders.Before You StartlllActivate the following Sage 300 programs:lSystem Manager (with Bank Services and Tax Services).lAccounts Payable.lGeneral Ledger (if you use it).lInventory Control (if you use it).Create a company database and choose company-wide options in Common Services. Ifneeded, add information about the currencies used in your Purchase Orders system.Activate Tax Services, and then add information about the taxes used in your Purchase Orderssystem.To set up your Purchase Orders system:1. Activate Purchase Orders, select options, and add background information and optional fields.Mo re .a. Activate the Purchase Orders program for your data.b. Use the Options screen to specify how your system will operate. For more information,see "P/O Options Screen " (page 344).Sage 300 2021 Purchase Orders User's Guide3

c. Use the G/L Integration screen to specify how your Purchase Orders program willintegrate with the General Ledger module. For more information, see "P/O G/LIntegration Screen" (page 323).d. Design coding schemes for your Purchase Orders records.e. Add records and print reports for:lllAccount sets (stand-alone program). For more information, see "P/O Account SetsScreen " (page 314).Additional cost codes. For more information, see "P/O Additional Costs Screen" (page316).Items (stand-alone program). For more information, see "P/O Items Screen" (page335).lOptional Fields. For more information, see "P/O Optional Fields Screen " (page 340).lShip-via codes. For more information, see "P/O Ship-Via Codes Screen" (page 357).lTemplates. For more information, see "P/O Templates Screen " (page 359).lllVendor contract costs. For more information, see "P/O Vendor Contract Costs Screen"(page 362).Vendor details (stand-alone program). For more information, see "P/O Vendor DetailsScreen " (page 369).Weight Units of Measure (stand-alone program). For more information, see "P/OWeight Units of Measure Screen " (page 372).2. Design the formats for your printed and e-mailed forms.Mo re .a. Design and test formats for printing requisitions, purchase orders, receiving slips,returns, and mailing labels, or adapt the sample formats to print on your own forms. Formore information, see Customizing and Printing Purchase Orders Forms.b. Design and test e-mail messages for purchase orders and purchase returns. For moreinformation, see "P/O E-mail Messages Screen" (page 321).3. Add current transactions.Mo re .a. Add outstanding requisitions.b. Add outstanding purchase orders.c. Add current invoices, receipts, credit notes, debit notes, and returns.d. Print reports of the transactions you added (optional).To properly set up your Purchase Orders system, you should enter and post all incompleterequisitions and purchase orders when you are setting up.Sage 300 2021 Purchase Orders User's Guide4

You use the Requisition Entry and Purchase Order Entry screens to add the transactions.When you post purchase orders, quantities on purchase order are updated in InventoryControl. For more information, see "P/O Requisition Entry Screen " (page 651) and "P/OPurchase Order Entry Screen " (page 517).You can run Day End Processing after posting requisitions and purchase orders to updatehistory and statistics in both Purchase Orders and Inventory Control (if you keep history andstatistics in both programs).You can also add some statistical information from your previous system. For moreinformation, see "About Adding Purchase Statistics" (page 72).4. Add historical transactions and statistics (optional).Mo re .a. Add purchasing history for previous periods and years.b. Add purchasing statistics for previous periods and years.c. Print the Purchase History and Purchase Statistics reports. For more information, see"P/O Purchase History Report Screen" (page 289) and "P/O Purchase Statistics ReportScreen" (page 294).5. If you are setting up Purchase Orders as a stand-alone program and you want to allowfractional quantities, select Allow Fractional Quantities on the Processing tab of the P/OOptions screen, and add the weight unit of measure.Selecting Options for Purchase OrdersAfter activating Purchase Orders for your company database, you select Purchase Ordersprocessing options and enter general information about your purchase orders ledger. You enter thisinformation on the P/O Options screen, which you also use to change settings after setup.About Document NumbersPurchase Orders can automatically assign document numbers to each purchase order, requisition,receipt, and return document you add, or you can type your own document numbers as you enter thetransactions. (When entering invoices, credit notes, and debit notes, you use the document numbersassigned by your vendors.)To automatically assign the consecutive, unique document numbers you need to requisitions,purchase orders, receipts, and returns, specify the numbers to use on the Document tab of the P/OOptions screen. You can probably continue using the numbering scheme from your old purchaseorder system.When you first activate your Purchase Orders system, the program provides default documentnumber lengths, prefixes, and numbers.Sage 300 2021 Purchase Orders User's Guide5

You can change all of the default information, setting a different length, prefix, and next number foreach type of document.Changing the Next Document NumberYou can change document number specifications as needed, varying the lengths, prefixes, or nextnumbers to use.If you want to change the next number to assign in the P/O Options screen to a lower number youmay have used before, you should also change the prefix for the document type, to avoid accidentallycreating duplicate numbers.Entering Your Own Document Numbers with TransactionsIf you enter your own document numbers when you add transactions in Purchase Orders, theprogram does not update the next number in the Options screen, even if you use the same numberas the program would have assigned.If the program tries to assign a document number that you entered manually for another transaction,you will see an error message. You must then change the next number in the Options screen for thetype of document before you can resume automatically assigning numbers.Number of Characters in Document NumbersThe numbers you assign to requisitions, purchase orders, receipts, and returns can be up to 22characters long, including prefix characters, if any. You can change the number of characters in anyof your document numbers at any time.Although you do not have to use prefixes in your document numbers, they are an important means ofidentifying the transaction type and creating meaningful document numbers. Each prefix must beunique and can include up to six characters.The next number to assign can contain as many characters as are permitted by the length youspecify, minus the prefix characters. If you type a shorter number, the program places as manyzeroes in front of it as are needed for the specified length.Purchase Orders increases the number for each document type by 1 each time you post atransaction of the type and let the program assign the document number. You are not forced to usethe number assigned by the program (you can type your own numbers); but if you use automaticnumbering, your auditing procedures are simplified because you cannot accidentally skip anynumbers.Numbers assigned to each type of document can go as high as all 9s. They are then automaticallyreset to zero.Sage 300 2021 Purchase Orders User's Guide6

Reusing Document NumbersYou cannot use the same prefix and document number more than once for requisitions, purchaseorders, receipts, and returns, unless you first use the Clear History screen to clear completedtransactions with the numbers you wish to reassign.When you enter an existing document number, the program assumes you wish to edit the requisition,purchase order, receipt, or return, and displays the information for the transaction.If necessary, you can enter more than one invoice, credit note, or debit note with the same number inPurchase Orders, (although you cannot post duplicate document numbers in Accounts Payable).When you enter an existing document number in the Invoice Entry or Credit/Debit Note Entry screen,the program displays a Finder that lets you choose whether to view the previous transaction or entera new transaction with the same number.Using Default Document NumbersIf you do not specify lengths, prefixes, and document numbers, but allow Purchase Orders to assignthe numbers, the program automatically assigns 1 as the first number for each document type. Theassigned number is preceded by the number of zeroes that will make up the default number ofcharacters set by the program as the number length.Using Purchase Orders Document Numbers in Inventory Control and Accounts PayableBecause you can enter receipts in both Inventory Control and Purchase Orders, and because youpost Purchase Orders invoices, credit notes, and debit notes in Accounts Payable, you may want toavoid duplicate numbers in the three programs. You should then take care when assigning documentnumbers in Purchase Orders.lInventory Control receipt numbers. If you post receipts in both Purchase Orders andInventory Control, you can assign a different prefix and next number for receipts in the twoprograms so that you easily identify the program where a receipt was entered.lUsing unique invoice, credit note, and debit note numbers. To avoid conflicts with thedocument numbers you assign to invoices, credit notes, and debit notes in Accounts Payable,use unique prefix and number combinations for these transactions when you post them inPurchase Orders.Processing and Posting OptionsSet up Purchase Orders options for processing and posting transactions, and for running Day EndProcessing.Sage 300 2021 Purchase Orders User's Guide7

About Selecting Processing OptionsUse the Processing tab of the P/O Options screen to set options that determine how Purchase Ordersprocesses transactions, including whether it:lllllPermits entry of transactions using item numbers that are not included in Inventory Control(Allow Non-inventory Items option). For more information, see "About Allowing Entry of Noninventory Item Numbers" (page 9).Saves transaction history (all details of posted transactions) to a file for reporting (KeepTransaction History option).Keeps a list of all the vendors from whom you purchase individual items (Accumulate PurchaseHistory option). For more information, see "About Accumulating Purchase History" (page 14).Saves statistical totals from posted transactions (Accumulate Statistics option). For moreinformation, see "About Accumulating Statistics" (page 14).Requires requisition approval before they can be added to purchase orders. For moreinformation, see "About Requiring Approval for Requisitions" (page 734).You can also specify the following information:lDefault Template Code—for the information that is displayed when you enter new purchaseorders and requisitions. For more information, see "About Templates" (page 60).lThe Default Item Cost —costing method for default item costs that appear for transaction detaillines, if you use Inventory Control. For more information, see "About Default Item Cost" (page9). (If you do not use Inventory Control, the default item cost is set to Vendor Cost.)lItem Options , if you do not use Inventory Control:lllChoose whether to process transactions that use fractional quantities of items.Set the weight unit of measure that Purchase Orders will use to allocate additional charges toitems by weight. If necessary, you can change the weight unit of measure after setting upyour system. However, if you have entered any weights in item records, you will need tochange them so they correspond to the new unit of measure. For more information, see"About Weight Units of Measure" (page 13).Set the default aging periods by which the program groups outstanding orders on reports.Mo re .Purchase Orders groups outstanding transactions for the Aged Purchase Orders report intofive periods: a current (not due) period and four previous periods.You specify the length of each aging period on the Processing tab of the P/O Options screen.Note: You can specify different periods when you are printing the report, and you canchange the default periods at any time.Sage 300 2021 Purchase Orders User's Guide8

In multicurrency systems, you can also check the functional currency for the ledger and the choice forthe Multicurrency option, and you can specify a default rate type. For more information, see "AboutSpecifying Currency Information" (page 23).About Allowing Entry of Non-inventory Item NumbersAll purchase order documents require item numbers and details before you can save and post thetransactions. The Allow Non-inventory Items option lets you use item numbers in Purchase Ordersthat you have not added to your Sage 300 Inventory Control system.Non-inventory items can include non-stock items you have not added to Inventory Control, items youplan to add to Inventory Control later, one-time purchases, services, and items needed for use in yourbusiness.Purchase Orders does not update item quantities or other information in Inventory Control when youpost transactions for non-inventory items. The general ledger entries for non-inventory details arecreated in Accounts Payable, so are not listed on the G/L Transactions List if you print it fromPurchase Orders.When entering details for non-inventory items, you must type an item number, using up to 24characters (including separators), and a description of up to 60 characters. You also specify ageneral ledger expense account number for each non-inventory detail.When Not to Use the OptionDo not select the option if you want to enter transactions only for items that are defined in InventoryControl, so that item details posted in Purchase Orders always update item quantities and otherinformation in Inventory Control.Changing Your SelectionYou can change your selection for this option at any time. If you change from allowing non-inventoryitems to not allowing them, you must edit any open purchase orders and other transactions to removenon-inventory item numbers, or add the item numbers in Inventory Control.About Default Item CostIf you use Sage 300 Inventory Control, you can specify during setup the type of cost you want theprogram to use when selecting default unit cost amounts to display for the item details you enter ontransactions. The option displays costs by location for the item numbers in your Inventory Controlsystem.You can choose to display Most Recent Cost, Standard Cost, Average Cost, Last Unit Cost, VendorCost, or either of the two user-defined costs you can enter with item records in Inventory Control.Sage 300 2021 Purchase Orders User's Guide9

Note: If you do not use Inventory Control, Vendor Cost is set as the default item cost, and youcannot change it.When entering transaction details, you can change the cost amount that appears. You can alsochange your choice for the Default Item Cost option at any time.About Retainage (Holdback) AccountingIf you use retainage accounting in Accounts Payable, Purchase Orders lets you account for retainage(or a holdback) that occurs when you withhold a percentage of an invoiced amount, usually by mutualagreement or according to a statute (such as a Builders Lien Act).Note: You can only specify retainage if you are using Project and Job Costing and the transaction isjob-related.Before Using Retainage AccountingBefore you can process retainage in Purchase Orders, you must:lSelect the option to use retainage accounting on the Processing tab of the A/P Options screen.lSpecify default retainage settings for vendors on the Retainage tab of the A/P Options screen.lSpecify a retainage control account for each account set in your Accounts Payable system.lSet up contracts in Project and Job Costing.There are three steps in processing retainage:1. Process a receipt, invoice, debit note or credit note that specifies a holdback (retainage) for thedocument.2. Transfer the invoice or debit note with the retainage to Accounts Payable and post it in thatprogram.3. Later, post a separate retainage invoice, debit note, or credit note to invoice the outstandingretainage amount.Entering Original Documents with RetainageAn invoice, debit note, or credit note from which retainage is taken is called an original document.You enter the receipt, invoice, debit note, or credit note using the standard P/O entry screens. Toindicate that retainage applies to the document, however, you select the Job-Related option and theRetainage option.Sage 300 2021 Purchase Orders User's Guide10

Note: The Retainage option appears only if you selected the Retainage Accounting option for yourAccounts Payable system.The program then displays the Retainage tab for the entry screen, where you can specify:Retainage PercentageThe program uses the retainage percentage to calculate the retainage amount.You can enter a different retainage percentage in the Retainage Percentage (%) field. When youenter a new percentage, the program recalculates the retainage amount.Retention PeriodThe program uses the retention period to calculate the due date for the retainage document. Whenyou change the retention period, the program recalculates the retainage due date, and vice versa.Retention RateYou use this field to specify how the exchange rate is determined for the retainage document. Youcan choose one of the following:lUse Original Document Exchange Rate. Use the same rate as the document you areprocessing.lUse Current Exchange Rate. Use the rate that is in effect when you process the retainagedocument.Retention TermsYou can use different terms for retainage documents (used to process invoices for outstandingretainage) than you used for the original document from which the retainage was taken.The program displays the code specified for retainage terms in the vendor record, but you canchange the retainage terms for a document, if you wish.Note: All tax amounts are included on the original retainage document. No tax amounts areincluded on the retainage invoice, debit note, or credit note that you process to clear theoutstanding retainage amount.Sage 300 2021 Purchase Orders User's Guide11

Posting original invoices, debit notes, and credit notesWhen you post the original retainage document in Accounts Payable, the program deducts theretainage from the document total, and posts the amount to the retainage control account.For example, if you enter an invoice for 10,000 with 10% retainage, an invoice is posted for 9,000with retainage outstanding of 1,000.The retainage amount remains in the control account until you invoice it in accordance with:llThe retention period or retainage due date specified for the invoice.The number of days in advance specified on the A/P Options screen for generating retainagedocuments.Adjusting Original DocumentsUse Adjustment Entry in Accounts Payable to change retainage related to existing invoices, debitnotes, and credit notes. When you post the adjustment, the program adjusts the outstandingretainage account.Note that Accounts Payable does not calculate any retainage on adjustment transactions. You mustenter the retainage manually, whether you are adding it for the first time, or adjusting existingretainage debits or credits.Options for Reporting Tax on Retainage DocumentsSage 300 lets you specify when to report tax on retainage amounts to meet the requirements of yourtax jurisdictions.Example: In Canada, you report the GST for a retained amount when you issue the retainageinvoice.You can choose from three options when you set up Tax Authorities in Tax Services:lNo Reporting. If the Report Tax on Retainage Document field is set to No Reporting, users canenter values for the tax authority in the Maximum Tax Allowable and No Tax Charged Belowfields.lAt Time of Retainage Document. When this option is selected, taxes are calculated on theretainage portion of an invoice when the retained amount is invoiced.lAt Time of Original Document. When this option is selected, the program calculates andinvoices the retainage portion of the tax up front.Sage 300 2021 Purchase Orders User's Guide12

About Weight Units of MeasureNote: You set up weight units of measure in Purchase Orders only if you do not use InventoryControl.Weight units of measure (UOM) are used to express order weights. Purchase Orders can also usethe weight UOM to prorate (distribute) additional costs on orders.In a stand-alone Purchase Orders system, you use the P/O Weight Units of Measure screen to set upweight units of measure for all the items in the Purchase Orders item list.For each weight unit of measure, you specify a default weight unit of measure that has a conversionfactor of 1. All other weight UOMs are defined in terms of the default weight UOM.Example:You could use Pound as the default weight unit of measure, and convert the weight of items usingmetric measures.Weight UOMConversion Factor1 pound equalsPounddefault UOM 1Pound—1 lbKilogram2.2.4545 kg.Ton2,000.005 tonsIf you change the weight unit of measure, you need to update the weight in each previously addeditem record to make it consistent with the new weight unit of measure.Example: Suppose the weight unit of measure is kilograms and you add an inventory item thatweighs one kilogram. If you then change the weight unit of measure to pounds, you need to changethe item’s weight to 2.2 to agree with the new weight unit of measure.Note: You can use fractions in weight conversion factors even if you do not use fractional inventoryquantities.For step-by-step instructions on using the Weight Unit of Measure screen to add, edit, or delete aweight units of measure, see "P/O Weight Units of Measure Screen " (page 372).History and StatisticsSet up options for entering and maintaining transaction history and statistics.Sage 300 2021 Purchase Orders User's Guide13

About Accumulating Purchase HistoryIn Purchase Orders, you can keep purchase history for analysis and reporting purposes.Selecting Options for Keeping HistoryYou select options to keep history on the Processing tab of the P/O Options screen.Select the Accumulate Purchase History option to keep information about the items you havepurchased and the vendors who supplied them. Selecting the option also keeps information aboutinvoices, credit notes, debit notes, and items you returned.You can then view the information in the Purchase History screen, use the History button to look it upwhen you are entering transactions, and print it on the Purchase History report.Purchase Orders keeps purchase history by the type of year (fiscal or calendar) and period you selectfor the Accumulate By and Period Type options on the Processing tab.If you choose to accumulate by calendar year, the starting date for the year will be January 1. If youaccumulate by fiscal year, the starting date will be the first day of your fiscal year.Note: You can turn on or turn off the Accumulate Purchase History option at any time. If you turn offthe option after you have used it, Purchase Orders keeps the figures already accumulated until youclear them. If you turn on the option again before clearing the history you accumulated previously,the data will still be available, but there will be no figures for the period during which the option wasoff.Note: You can keep data for up to 53 periods per year (54 periods in a leap year), for any numberof years.Turning the Options On and OffYou can turn any of the options to keep history and statistics on or off at any time. If you turn them offafter you have used them, Purchase Orders immediately stops saving information, although it retainsthe figures already collected until you clear (delete) them using the Clear History

Aug 25, 2020 · Purchase Orders provides all the transaction entry, processing, and reporting features you need to fully automate your purchase order procedures and meet your management needs. You can use Purchase Orders to enter and process purchase requisitions, purchase orders, receipts,