Entering Purchase Order Preferences

Use the Purchase Order Preferences window to enter preference information for purchase order
lines, shipments, distributions, and releases. You can save time and effort by entering valid
default values here. When you save your work in the Lines alternative region in the Purchase
Orders window, Purchasing creates a shipment using the organization and ship-to location if you
provided valid values in the defaults region. Then, if it is successful in creating a shipment,
Purchasing creates a distribution using these values. Similarly, when you save your work in the
Purchase Order Shipments window, Purchasing creates a distribution if it does not already exist
and if you provided a valid organization here. You can update these shipments and distributions
by navigating to the Purchase Order Shipments or Purchase Order Distributions windows.

Purchasing can create shipments only when it has default information that meets the following
criteria:

o There must be an organization and a location.

o The location must belong to the organization or not be assigned to any

organization.

o If the line contains an item (and optionally a revision), that item (and revision)
must be valid in the default shipment organization.

Purchasing can create distributions only when it has default information that meets the following
criteria:

o If the Destination Type is Inventory, the line must have an item that is stock
enabled in the ship-to organization. Also, if a default subinventory has been
entered, it must be defined in the ship-to organization.

o The Account Generator must be able to supply the accounts. If the Destination
Type is Expense, you can enter a default charge account, which overrides any
account supplied by the Account Generator.

o If you are using encumbrance accounting, you must enter a default GL date.

Purchasing uses the preferences you enter in this window for the current line and all subsequent
purchase order lines that you enter during this user session. Thus, for existing purchase orders,
the defaults apply only to new lines, shipments, and distributions that you add during this session.
If you want to clear the default information, either choose Delete Record in the Purchase Order
Preferences window or exit the application. The default values are only valid for the session in
which you are currently working. The are not saved to the database.