The Master Profile module provides a series of options allowing you to identify items such as budget tolerance, budget checking, issuing and PO printing.
Budget Tolerance Percent
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Enter a percentage that a GL account is allowed to go over budget. (.05 for 5%)
Budget Checking
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Enter Y if you want budgets checked for GL accounts entered.
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Enter Y for no budget checking. NOTE: If budget checking is to be done for requisitions, the budget checking options in the Purchase Requisition Profile must be activated.
Use GL Editor In PO Entry
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Enter Y to use the GL editor in PO entry. This will override the GL editor feature in the master profile of atrieveFinance.
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Enter Y to turn the GL editor off in PO entry.
Detail PO Print
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Enter Y if you are printing detailed purchase orders.
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Enter Y if you are not printing detailed purchase orders. NOTE: In order to print Detail PO's, you must set up print parameters as defined in the Purchase Order
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Detail Print format.
Total Commitment Variance Percent
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Enter a variance percent of 1.00 or higher (1.20% represents a 20% variance). A check will be done during invoice entry to see if the invoice will cause the PO to be overspent. The total value of the original PO is multiplied by the variance percent. This gives us the allowable limit. The total of the invoices is compared to the allowable limit then a warning message is displayed to the data entry clerk.
Purchase Price Variance Percent
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Enter a variance percent of 1.00 or higher (1.20% represents a 20% variance). a check will be done during invoice entry to see if the price invoice unit price exceeds the PO unit price. The system takes the PO unit price multiplied by the variance percent (allowable limit) and compares this to the invoice unit price. If the invoice unit price exceeds the allowable limit, a warning message will display. Note: This will override the total commitment variance in the atrieveFinance User Profile.
Convert Detail To Summary PO
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This option allows you to print purchase orders in detail and then convert them to summary purchase orders after they are printed. Note: A summary PO is a GL account number and a dollar value only.
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Enter Y to convert detail purchase orders to summary.
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Enter Y to leave the PO's in detail for receiving, inquiring and invoicing purposes.
Non-Stock Purchase Order Prefix
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Enter the PO prefix used to identify non-stock item PO's. This field can be either alpha or numeric.
Non-Stock Purchase Order Seed Number
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Enter the starting PO number to be used for seeding non-stock item PO's. This number will automatically increment whenever a PO is created.
Update Stock Fields from PO
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This field allows the option of updating specific fields in the stock file when a PO is created. Fields included are: buyer, purchase measure and product description.
On-Line PO's Print Device
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Enter the device to print online PO's created through atrieveFinance. (Purchase Order Entry, Purchase Order Change). If the device entered is a line printer, the printer must always have the proper forms mounted, since this is an immediate print. If the device entered is disk storage, you will have to find the file number to print the PO since this is not provided by the program.
On-Line PO Faxing Enabled
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Enter Y if on-line PO faxing has been enabled. This program is an additional cost. Please contact PowerSchool for pricing information.
Current PO Number
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The system provides an automatic purchase order numbering option. Enter the starting purchase order number to be used for automatic PO numbering.
Issue Distribution at Receiving
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If this option is set to Y, then when receiving is performed on a PO line with multiple distributions, the received items are automatically issued.
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When the received quantity is entered, a window will open displaying the GL distributions and ask the operator to specify the GL accounts to issue to.
Display Full Issue Distribution
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If the full PO amount is being received the program will automatically issue the full amount to each of the distribution GL's without interaction from the operator.
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If option 15 is set to Y, the window displaying the distributions will open and changes may be made.
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If set to N the program will not display the issuing information and will advance to the next receiving line. Note: If Display Full Issue Distribution is set to Y then fully received entries will not automatically be displayed. You can still view the issue distribution by pressing the enter key from the quantity prompt.
POM Stock Seed Number
(Changes to the issue distribution can still be made through the Multiple Distribution Issue Entry program.)