Configuration

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The Configuration form can be accessed either through the main screen menu item File, Configuration, or from the printing form.
 

config

 
It is divided into six general areas, as follows:
 
Purchase Order Appearance
 
If you wish to change from the default font, "Arial", click the [...] button and select another. Note that not all fonts print the same way as they display in the viewer!
 
Your company information is shown in the upper left corner of all orders. You may either use text for this, or select a graphic file to use instead. If you use a graphic, make sure it does not exceed roughly 300 wide x 100 tall.
 
If you want the printed name of the person authorized to sign orders to appear above the signature line, enter it in the Buyer's name field.

 

If you wish to include a scanned graphic image of your signature, create it with a scanner and a paint program, then specify it in the Signature Graphic area. Make sure the box is checked as well. The maximum width of the graphic should be a bit less than 1/2 the over-all width of the form, or around 300 pixels.
 
Printer "Fit" Adjustments
 
Purchase Order creates .html documents (web pages, essentially) and displays them in a scaled-back web browser for preview and printing. If your printed output does not look like you want it too, these three adjustments may be helpful. Each is changed by clicking the [+] or [-] buttons, or returned to the default setting with the little "default" button.
 
"Over-all width of form" adjusts just that - over-all width. The default is 640, which works well with most printers set at their default margin widths.
 
"Bottom of form spacing" adjusts the placement of the totals and the signature line on your forms. It is literally the number of blank lines inserted between the top of the form and the bottom. The program counts the number of line items your order contains, subtracts that from this figure, and inserts blank lines. The goal is to make it so most purchase orders fit neatly on a single page. If your orders are spilling onto two printed pages (even though they only have a few line items on them) then decrease this value. If the signature line is always further up than you want it to be, increase the value. Obviously, if you have a great many line items on a single order, it will go to two (or more) no matter what.
 
"Characters in description lines" is related to bottom of form spacing, over-all width, and your font selection. If your line item descriptions are so long that they wrap to more than one line, then one less blank space needs to be inserted to keep the bottom of the form in place. This value is an estimated average number of characters each line item description contains. Think of this as the "fine" adjustment, after you have settled on a font and an over-all width.
 
"Top of form spacing" pushes the entire document down from the top of the paper. This is useful if you wish to print Purchase Orders on pre-printed letterhead stock - adjust the value until the PO does not print over your letterhead. Note that you will need to decrease the bottom of form spacing a corresponding amount.
 
If you have called the configuration form from the Preview / Print form, then the "Rewrite" button will be enabled. Click it, and the order will be re-displayed immediately so that you can check it's appearance, printing characteristics, etc.
 
Other Settings
 
You may specify a fixed prefix for all PO numbers. Possible uses might be to differentiate between regional offices of the same company, or to flag order numbers with your company acronym (making them easier to locate in other systems). If the field is empty, it is not used at all.

 

You may also have one of the three user defined fields act as the PO number prefix. To do this, just click the appropriate field number button (1, 2, or 3).

 

Both types of prefixes may be used at the same time (the fixed one will come first, followed by the user defined field).
 

Print ONLY the prefix as the "PO Number" on orders: If this checked, then the PO number as printed on orders will only contain the prefix, not the actual order number assigned and used by the system. This is only intended to be used by remote users who are emailing orders into the main office.

 
Default tax multipliers - enter a decimal value here and it will be inserted into all new orders automatically.
 
Use "On Hand" column in stock items listing: This optional feature adds another column in the Stock Items list which you may use to keep track of how many of each item you have on-hand. It's entirely manual - right-click on any item to adjust the quantity.
 
Tax shipping charges: This is a "global" change that makes the program add shipping costs and material costs together before calculating tax. By default, this is not done (no tax is figured on freight costs). If shipping charges are taxable for you, check this box and re-start the program. If in a multi-user environment, make sure everyone is set the same!
 
Do not use document number on requisitions: This optional feature simply makes it so the document number is not printed on your requisitions.

 

Do not insert part numbers before descriptions: By default, part numbers are placed before descriptions when stock items are added to orders. Checking this option turns that off.

 

Print line item line numbers on orders: If checked, each line item is given a line number on the order. Makes it easier to discuss  orders over the phone if they have lots of items on them.

 

Print Quantity Received Info on orders: When this is checked, information on the quantity received will be shown in the "Quant" column of orders (if you mark items received).
 

Mention that internal notes exist on orders: If this is checked, and if an order has internal notes, there will be a mention of the fact down at the bottom of the order.

 

Automatically refresh Category, Vendor, and Unit fields: This refers to the drop-down fields used for creating new stock items. By default, these fields are automatically populated with values taken from the stock items as you work. However, if there are many hundreds of stock items listed the process of automatically updating these fields can have a significant negative impact on program speed. By un-checking this option, you may get dramatically quicker program start-up times. Since these fields are only of use during the creation of new stock items, many users will not even notice they are not being filled. When this option is turned "off" a small [!] button will appear just to the left of the Category drop-down; clicking this will populate the fields as before.

 

Print "ASAP" if on-site date is left blank: If checked, orders with blank an otherwise blank on-site date field will show "ASAP" on the printed order. The wording can be changed with the "wording on forms" feature.

 
The three user defined fields can all be renamed, and you can specify whether or not each one is printed on your orders (or is just for "internal use").
 
Program start-up password: If desired, you can enter in a password which the program will require upon start-up. The password is case-sensitive, and can be any combination of alpha-numeric characters. If the password is forgotten, the second set of six characters in your registration key can be used instead (after purchasing the program).
 
Sending E-mail: Check the e-mail method you wish to use - Direct via SMTP server, or System MAPI client.
 
Data Directory: In this section, you can select a Main and an (optional) ShareCon data directory for each configuration. Purchase Order is a multi-user application. Select the same shared folder for all users, and everyone will have access to the same data, saved orders, etc.

 

 

User Level and Approval Setup

 

From the configuration form's menu, select "User level and approval setup":

 

userlevelmenu

 

... to show the User Level and Approval Setup form:

 

userform

 

Click the Change button to modify the settings. Note - for security, once the program has been purchased, these settings can only be changed by entering in the second six characters of the registration key.

 

User Level: By default, all users are set at level 3 (full control). If desired, individual users may be restricted by changing their user level.

 

Individual users can also be locked out of making any changes to the stock items list. Just un-check the "This user is allowed to modify the stock list" option. Restricted users can still add one-off items to orders if they need to do something special.

 

Order Approval Process

 

To "turn on" the approval system, check the box "Require Approvals".

 

Pick one of the 5 items to specify how many approvals are required.

 

Check the box "This user is allowed to approve orders" to make this user one of the people with approval rights.

 

If the user has approval rights, furnish their initials. Do not have duplicate initials in the system!

 

 
"Publishing" configuration for others to adopt

 

If you are setting up for multiple users, you can save a lot of effort by using this feature. Get all the printing, appearance, and other settings the way you want on one machine, then "publish" it to the data directory. On the other machines, just set the main data directory and adopt the published configuration you created on the 1st machine:

 

publishconfig