The Records tab is not used, but is reserved for future use.

This menu allows you to select the type of entry that will be offered each time you enter a Purchase Order detail line.

The types are Stock Entry, Price Entry, or Text Entry. The system default is Stock.

Copy Stock Descriptions to POP Detail - If this option is selected, whenever a stock item is selected for a Purchase Order detail line, the Description held on the selected Stock record will be copied into the Detail field on the order.

When entering Purchase Orders, the system will calculate and print a Required by Date based on the number of days entered here. You can store a lead time in days for Normal Orders and one for Urgent Orders. So if your order date is 6 JUL 06 and the normal delivery time is 5 days, the required by date will be calculated as 11 JUL 06.The status of the order can be changed to Urgent using the Status is menu above the delivery address, in this example the required by date will be recalculated as 7 JUL 06.

Lead times for individual suppliers can be entered on the Terms window of the Supplier record. If the supplier's record contains a Lead time, this will be used to calculate the required by day in place of the delivery times set here.

Override default Price Line - If this is ticked: when a Supplier has a Price Line set in their Terms and that price line provides a zero price when a stock item is included in a Purchase Order, then the price in Price Line 1 for that Stock item will be used instead. If this is not ticked and the settings for Supplier and Stock Price Line are as described, the zero price will be permitted for the order line. This enables you to buy a "free of charge" stock item.

This option defines how currency POP Invoices and Credit Notes are to be revalued when they are received from the supplier. The drop-down offers three choices:

No Recalculation on conversion to invoice - there is no option to automatically revalue, but the individual Net and VAT values can still be edited on the Batch Detail window.

Recalculate home values from foreign currency - when Update Invoice is ticked on the Process Batch options window, a Revalue Invoice Values checkbox is shown. When ticked, a currency rate entry field with a lookup button is shown: the home values of the invoice are recalculated using this rate. The Batch Detail window does not show any rate or revalue options, but the individual Net and VAT values can still be edited although it is only worth changing the Currency values since the Home value will be recalculated when the invoice is created.

Revalue in Batch Detail - this option shows a currency rate entry field and a popup list of revalue options on the Batch Detail window. Either the Home or Currency values can be recalculated.

Tick the relevant checkbox to make that field compulsory for Purchase Orders and POP Credit Notes.

Dimensions Only - This feature is not available in Dimensions Lite

Budget Authorisation - To use Purchase Control, you must first select the Budget Authorisation option: ticking the Budget Authorisation option enables you to select the method of authorisation that is to be applied.

Authorise All Orders - Tick Budget Authorisation to enable this option. If you tick Authorise All Orders then all Purchase Orders will have to be authorised; ticking also disables the other two methods. If you do not select to Authorise All Orders, you have the choice of using User Budget Control or Nominal Budget Control or both.

Allow printing of Orders Awaiting Authorisation - This option is available for all methods of purchase control and enables a Purchase Order document to be printed before the Order is Authorised. The text 'Awaiting Authorisation' will be printed on the Order.

User Budget Control - If you select to apply Purchase Control using Budget Authorisation, and have not opted to Authorise All Orders, ticking User Budget Control displays two additional options so you can select the method for implementing this control. User Budgets can be set up from the User Budgets window, opened from the toolbar of the User Records window.

Check Period Budget - menu provides the alternative of Check Year Budget

Warning Only - menu enables you to choose whether to just display a warning message and allow the order to proceed, or Force to Batch which will place the order in the batch after displaying the message.

Nominal Budget Control - If you select to apply Purchase Control using Budget Authorisation, and have not opted to Authorise All Orders, ticking Nominal Budgets displays two additional menus so you can select the method for implementing this control: Check Period Budget and Warning Only. The description for these options is details above. Additional settings for Nominal Budget Control are found on the User Budgets window when this option is selected.

You can use both User Budgets and Nominal Budgets to control purchasing.

The selections that you make on this window will change what is available when setting up the User Budgets from the User Records window.

Caution! Important information about changing your settings:
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The Budget Authorisation method should not be changed while there are Purchase Orders in the batch. Doing so could result in your being unable to authorise these orders and thus leave them stuck in the batch. For example, changing from applying User Budget Control to using only Nominal Budget Control.
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We recommend that you wait until there are no batched Purchase Orders, or clear them from the batch, before changing these system settings.
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To safeguard you, the authorisation status will be cleared from all batched Purchase Orders if the Budget Authorisation method is changed on the Purchase Orders Options - Transactions tab.
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Also, if you have selected to use Budget Authorisation and User Budgets have been set on the User Budgets window, unticking the Budget Authorisation option will clear all the User Budgets as de-selection of the option implies that they are no longer required.