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general:setup_districtadmin_purchasing_options
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Set up District Administration purchasing options

District Administration > Options > Purchasing/Warehouse > Current Year

Select the applicable options to set up purchasing tables and files for the current year. These options enable the LEA to determine how receiving is used, if requisition/purchase order numbers are automatically assigned, and if payable transactions are automatically created on the Finance > Maintenance > Pending Payables page.

District Administration Purchasing Options

Use Blind ReceivingSelect to hide the item quantities on the Purchasing > Maintenance > Receiving > Requisition tab.

If blank, the item quantities are displayed.
Use Req Number as JV NumberSelect if you want to automatically populate the journal voucher numbers for general journal transactions when submitting, approving, or returning requisitions.

If not selected, the journal voucher numbers for general journal transactions are populated with RQMMDD (e.g., November 12 would be RQ1112) when submitting, approving, or returning requisitions.
Allow Partial ReceivingSelect to receive less than the amount ordered.
Cutoff DateType the final date that the requisitions can be created in the MMDDYYYY format. When the date is less than the current date, new requisitions can no longer be created. If blank, requisitions can be entered at any time.
Allow Receiving OverageSelect to receive more than the amount ordered.

If selected, you have to indicate the maximum percentage of overage in the Percent of Items Over field. If the Percent of Items Over field is 100% and you ordered one item, you can receive two items.
Print Extended DescriptionSelect to print the extended description on the purchase order forms.
Create Receiving PayablesSelect to automatically create payable transactions on the Finance > Maintenance > Pending Payables page when using the receive feature.

If not selected, payable transactions are not created in Finance when using the receive feature.
Allow for Approval ProcessSelect to use the approval process in Purchasing. If this field is not selected, the Campus/Dept field is not displayed on the Purchasing > Maintenance > Create/Modify Requisition page.
Restrict Campus/DepSelect to limit the campus list to the campuses listed on the District Administration > Maintenance > User Profiles > Purchasing Restrict Campus/Dept tab. By default, this field is not selected and all first approver campuses are allowed.

❏ Under Bundle Information:

Auto Assign Bundle Number

Selected by default to automatically assign a bundle number when using the bundle requisitions feature.

In the Next Available Bundle Number field, type the next bundle number to be assigned or click Next Available Bundle Number to populate the next available bundle number to be assigned.

❏ Under Bid Information:

Auto Assign Bid Number

Selected by default to automatically assign a bid number when using the bid processing feature in Purchasing.

In the Next Available Bid Number field, type the next bid number to be assigned or click Next Available Bid Number to populate the next available bid number to be assigned.

❏ Under Commodity Codes:

Restrict Commodity Codes to BuyerSelect to restrict the use of commodity codes to only buyers (i.e., Buyer is selected on the District Administration > Maintenance > User Profiles > Purchasing Permissions tab). If selected, only buyers can view the Commodity Code field on the Purchasing > Maintenance > Create/Modify Requisition, Create/Modify Contract Requisition and Warehouse > Maintenance > Inventory Maintenance pages.

If Restrict Commodity Codes to Buyer is not selected, then all users can view the Commodity Code field.
Use Commodity Codes in Finance Payables

Select to use the commodity code functionality on the Finance > Maintenance > Pending Payables page.

❏ If selected, then:

• The Actual Cost field can be modified.
• The Net Expend Amt field cannot be modified.
• If the Freight % is greater than zero, then the Freight Amt field can be modified. If not, then the field cannot be modified.

❏ If is not selected, then:

• The Actual Cost field cannot be modified.
• The Net Expend Amt field can be modified.
• The Freight Amt field cannot be modified.

❏ Under Central Warehouse:

Central Warehouse

Click Ellipsis Icon to select the LEA's default receiving address. You can add or edit address information on the District Administration > Tables > Receiving Addresses page.

Note: The central warehouse address is printed in the Ship To field on the purchase order if the shipping addresses are different for each requisition in a bundled requisitions purchase order. In this case, you must indicate the requesting campus, department, and requestor in the line item comments on the purchase order. The line item comments are only printed on the District PO copy.

❏ Click Save.

general/setup_districtadmin_purchasing_options.txt · Last modified: 2024/02/12 19:40 by emoreno

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