How to set up your Purchase Orders system on Sage 300 Purchase Orders


  1. Activate Purchase Orders, select options, and add background information and optional fields.
    1. Activate the Purchase Orders program for your data.
    2. Use the Options screen to specify how your system will operate. For more information, see “P/O Options Screen ” (page 346).
    3. Use the G/L Integration screen to specify how your Purchase Orders program will integrate with the General Ledger module. For more information, see “P/O G/L Integration Screen” (page 325).
    4. Design coding schemes for your Purchase Orders records.
    5. Add records and print reports for:
      • Account sets (stand-alone program). For more information, see “P/O Account Sets Screen ” (page 316).
      • Additional cost codes. For more information, see “P/O Additional Costs Screen” (page 318).
      • Items (stand-alone program). For more information, see “P/O Items Screen” (page 337).
      • Optional Fields. For more information, see “P/O Optional Fields Screen ” (page 342).
      • Ship-via codes. For more information, see “P/O Ship-Via Codes Screen” (page 359).
      • Templates. For more information, see “P/O Templates Screen ” (page 361).
      • Vendor contract costs. For more information, see “P/O Vendor Contract Costs Screen” (page 364).
      • Vendor details (stand-alone program). For more information, see “P/O Vendor Details Screen ” (page 371).
      • Weight Units of Measure (stand-alone program). For more information, see “P/O Weight Units of Measure Screen ” (page 374).
  2. Design the formats for your printed and e-mailed forms.
    1. 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. For more information, see Customizing and Printing Purchase Orders Forms.
    2. Design and test e-mail messages for purchase orders and purchase returns. For more information, see “P/O E-mail Messages Screen” (page 323).
  3. Add current transactions.
    1. Add outstanding requisitions.
    2. Add outstanding purchase orders.
    3. Add current invoices, receipts, credit notes, debit notes, and returns.
    4. Print reports of the transactions you added (optional).
      • To properly set up your Purchase Orders system, you should enter and post all incomplete requisitions and purchase orders when you are setting up.
      • 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 Inventory Control. For more information, see “P/O Requisition Entry Screen ” (page 653) and “P/O Purchase Order Entry Screen ” (page 519).
      • You can run Day End Processing after posting requisitions and purchase orders to update history and statistics in both Purchase Orders and Inventory Control (if you keep history and statistics in both programs).
      • You can also add some statistical information from your previous system. For more information, see “About Adding Purchase Statistics” (page 72).
  4. Add historical transactions and statistics (optional).
    1. Add purchasing history for previous periods and years.
    2. Add purchasing statistics for previous periods and years
    3. Print the Purchase History and Purchase Statistics reports. For more information, see “P/O Purchase History Report Screen” (page 291) and “P/O Purchase Statistics Report Screen” (page 296).
  5. If you are setting up Purchase Orders as a stand-alone program and you want to allow fractional quantities, select Allow Fractional Quantities on the Processing tab of the P/O Options screen, and add the weight unit of measure.