MAS 500 Accounting Software Purchase Order

Sage MAS 500 Purchase Order
Sage MAS 500 Purchase Order maximizes flexibility by ensuring ordering accuracy and minimizing errors in receipt of goods. This module helps you manage all aspects of your purchasing system effectively. Simplified requisitions can decentralize purchasing processes while purchase order matching helps avoid costly quantity and pricing errors.
Quick Links
Screen Shots	Activities	Inquires	Reports Examples
Setup	Utilities	Integration
Operational Flexibility
Blanket Purchase Orders		Setup and maintain blanket purchase orders for large quantities of goods to be received from one vendor over a period of time. Generate standard purchase orders from the blanket purchase orders, which will reduce the quantities on the blanket until requirements are met. Entering blanket purchase orders saves time when entering repetitive data and to eliminate duplicate work, and take advantage of all available discounts.
Set Up
Buyers	Maintain buyer’s names and email addresses as well as a maximum authorization amount.	Tolerance Codes	Set up and maintain tolerances for purchase order matching. Two types of matching options are available: one defines the tolerance which a voucher quantity or cost can deviate from the quantity or cost specified on the purchase order, the second compares the receipt date to the promise date.
Vendor Items	A vendor item associates an item and its cost information with a vendor. One item can be associated with various vendors by creating a vendor item for each vendor.	Departments	Set up and maintain departments and the corresponding address and contact information. Use this information to set up contacts and ship to addresses on purchase orders and requisitions. You can also select a segment code to override the department segment of a General Ledger account.
Custom Fields	Define and maintain validated custom field values both for the overall order and for each individual line item.	History Retention	Elect to keep purchase orders, receivers, and requisitions for any number of months you specify (up to 999).
Item/Vendor Cross Reference	Use Set Up Item/Vendor Cross Reference to cross-reference your company’s noninventory item ID with a vendor’s item ID. For each item, enter the vendor ID and the vendor’s item ID or part number.
Activites
Enter Requisitions	Enter a vendor and due date on each requisition line and then create purchase orders directly from the requisition.	Generate Purchase Orders From Requisitions	Directly convert requisition lines into one or more new purchase orders by clicking Generate PO in the Enter Requisitions window. In the Select Requisition Lines window, you select the lines to generate a purchase order. You also specify whether the cost should default from the requisition; otherwise, the cost defaults from the current cost of the item.
Enter Purchase Orders	A purchase order is the basic component the system uses to process purchase transactions. Use Enter Purchase Orders to enter detail information for standard purchase orders. You can also generate standard purchase orders from blanket purchase orders or requisitions.	Tagging Orders	PO Tagged Orders allows you to link any open, non-drop ship purchase order line to any number of sales order lines. Tagged order information can be included on the Purchase Order Receiving Ticket under its related purchase order line. This enables you to pick the tagged orders before other orders if desired. Tagging is a manual process, is informational only, and is only available if Purchase Order is integrated with Inventory Management.
Recent Purchases Summary	View the Recent Purchases Summary by right clicking in the Unit Cost field of the Lines tab. The Recent Purchases Summary presents a list of the last thirty purchases for the item.	Attaching additional notes	Edit or add new notes associated with a purchase order during Purchaser Order Entry. This comment prints on the purchase order when selected during transaction entry.
Copying purchase orders	You can create new purchase orders by copying existing ones.	Change orders	When changes are made to open purchase orders, the system prompts you to generate a change order. When you create a change order, the system requires you to enter a reason for the change. The system keeps a record of all the changes made to a purchase order.
Receipt of Invoice	Use the Receipt of Invoice process to record the activity of receiving invoices for items that have been ordered using a purchase order generated in the Purchase Order module.	Processing multiple invoices against a receipt	Apply multiple invoices against a single receipt.
Print Receiving Tickets	Before processing receipts, use Print Receiving Tickets to list the items you received, quantity received, receipt unit of measure, and associated receipt weights and volumes for items you expect to receive based on the original purchase or transfer order.	Receipt of Goods	Use Process Receipt of Goods to record the receipt of items that you ordered using the Purchase Order task or of items transferred from another warehouse.
Vendor performance tracking	Enter information about the quality of the delivery by using the Vendor Performance button during receipt of goods. Use the button on the Header tab to enter information about the whole delivery. For information about a specific item, use the button on the Lines tab.	Return of Goods	Return of Goods functionality enables you to track the return of goods to vendors.
Voucher Based Accounting	Purchase Order assigns a unique number to each purchase order, blanket purchase order, requisition, and batch. After posting receipts, Accounts Payable is used to enter vouchers. Voucher numbers, coupled with the vendor’s invoice numbers, provide an easy-to-follow audit trail while preventing duplicate entries of invoices, receipts, and returns.	Department Override Options	Enhance your ability to track expenses by department or location with the vendor class override and batch override features in Accounts Payable. This feature allows you to override specific General Ledger account segments during data entry with values assigned to department. This set of features: allows for flexible expense allocation, provides the basis for enhanced reporting capabilities, eliminates extra setup tasks while giving you complete account allocation flexibility.
Automated Processes	Purchase Order simplifies batch processing and purchase order entry by automatically calculating sales taxes, discounts, and due dates.	Automatic GL Distribution	Automatically distribute purchase order amounts to the appropriate General Ledger accounts.
Currency Conversion	Automatically convert currencies based on vendor exchange rate schedule.	Batch Processing	Process batches quickly and easily. Process multiple batches simultaneously for receipts of goods, receipts of invoices, and returns of goods.
Audit Trail Options	Printed reports and registers provide a complete audit trail of detail activity before posting. You can retain detail postings for an unlimited number of years, as well as monthly summaries.	Multiyear History Retention	Historical and transactional storage of purchase order and requisition data allow you more insight into year-to-year comparisons, trends, and analysis.
Future Period Posting	Post to an unlimited number of future or fiscal years or reopen a past year, and specify the fiscal year to use for printing Purchase Order reports.	Fiscal Calendar	You can change the fiscal calendar in the General Ledger module and all Purchase Order history reflects the new calendar.
Report Data Exchange	All Purchase Order reports can export data to an external file. Data types supported include ASCII text, delimited, DIF™, Excel, Lotus™ 1-2-3™, HTML, rich text format (.RTF), Seagate Crystal Reports for Sage MAS 500 (.RPT), or Microsoft Word files.	Intercompany Capabilities	By selecting Allow Intercompany in Set Up AP Options, you can enter purchase orders and receipts for target companies throughout Purchase Order. Some reports, such as the Expected Delivery Report, allow you to view purchasing information for a specific target company.
Inventory Capabilities	If you have Inventory Management module, you can define an unlimited number of warehouses. Enter and receive both inventory and noninventory items into a specific warehouse. Calculate lead times on purchase orders, which reflect the time from purchase order creation until the time you receive the material into the specified warehouse.	Multicurrency Capabilities	With Multicurrency Management module, you can enter and process purchase orders in the company’s home currency or any other natural currency in use by the company.
Inquires
Requisitions	Use this window to view a list of requisitions for the current company. The list of requisitions displays according to the criteria you select.	Requisition Line Summary	Use this window to view line items for requisitions. You can view the items associated with a particular requisition, or you can view a particular item associated with many requisitions.
Purchase Order Summary	Use this window to view a list of purchase orders for the current company. The list of purchase orders displays according to the criteria you select.	Purchase Order Line Summary	Use this window to view line items for purchase orders. You can view the items associated with a particular purchase order, or you can view a particular item associated with many purchase orders.
Change Order Summary	Use this window to view a list of change orders that have been applied to purchase orders for the current company. The list of change orders displays according to the criteria you select.	Receipt Summary	Use this window to view a list of posted receipts for the current company. Pending receipts and reverse receipts are not included in this inquiry. The list of posted receipts displays according to the criteria you select.
Receipt Line Summary	Use this window to view line items for posted receipts. Pending receipts and reverse receipts are not included in this inquiry. You can view the items associated with a particular posted receipt, or you can view a particular item associated with many posted receipts.	Return Summary	Use this window to view a list of posted returns for the current company. Pending returns are not included in this inquiry. The list of posted vendor returns displays according to the criteria you select.
Return Line Summary	Use this window to view a list of line items for one or more posted returns. Pending returns are not included in this inquiry. The list of posted return line items displays according to the criteria you select.
Screen Shots
	Set Up – Receiving		Set Up – Other
	Set Up Buyers		Set Up Tolerance Codes – Order Total
	Set Up Tolerance Codes – Ext Line Amount		Set Up Tolerance Codes – Unit Cost
	Set Up Tolerance Codes – Receiving		Set Up Tolerance Codes – Delivery
	Maintain Vendor Items – Main		Maintain Vendor Items – Cost Breaks
	Set Up Departments		Set Up Custom Fields
	Enter Requisitions		Enter Purchase Orders - Header
	Enter Purchase Orders – Line Defaults		Enter Purchase Orders – Lines
	Enter Purchase Orders – Totals		Remit To Address
	Purchase From Address		View Change Orders
	Process Receipt of Goods		Enter Receipt of Goods – Header
	Enter Receipt of Goods – Lines		Match Receipt to Purchase Order
	Vendor Performance – Line Item		Lot/Serial/Bin Entry
	Enter Receipt of Invoice – Header		Enter Receipt of Invoice – Detail
	Enter Receipt of Invoice – Totals		Enter Return of Goods – Header
	Enter Return of Goods – Lines
Useful Utilities
Purge PO Data		Use Purge PO Data to purge records outside the normal period-end processing task.
Integration With Other Sage MAS 500 Modules
You can use Purchase Order with General Ledger only or integrated with additional modules.
Accounts Payable	You must have the Accounts Payable module to operate Purchase Order. Select to integrate Purchase Order with Accounts Payable in Set Up PO Options. You need Accounts Payable in order to perform the following Purchase Order tasks: match invoices to purchase orders, validate vendor information and check vendor credit limits during purchase order entry, pay your vendors for the items that you purchased, and create debit memos through Accounts Payable during returns processing.	Inventory Management	If you have the Inventory Management module, use Set Up PO Options to integrate Purchase Order with Inventory Management. You can use this integration to perform the following tasks: inventory Management accepts pending and posted receipt of goods transactions as well as return transactions from Purchase Order, purchase Order passes lead time and historical information to Inventory Management, and Purchase Order accesses item cost information from Inventory Management during purchase order entry.
General Ledger	General Ledger is required to run Purchase Order. When you integrate General Ledger with Purchase Order, the chart of account information that you enter in General Ledger becomes available. The system uses those account numbers to define accounts that Purchase Order uses.	Cash Management	If you have the Cash Management module, you can include open purchase orders in the Daily Cash Flow Projections Report and the Periodic Cash Flow Projections Report.
Manufacturing	If the Manufacturing module is integrated with Sage MAS 500, you can have purchase orders automatically assigned to specific work orders at receiving using the Auto Issue feature.	Multicurrency Management	If you have the Multicurrency Management module, use Set Up MC Options to integrate with the Purchase Order module. Setup controls a user’s right to modify the amount of a purchases order. Otherwise, the exchange rate is fixed at the rate specified in the schedule assigned to the transaction. The system also supports currency cross-rate derivation.
Reports
Purchase Order Status Use this report to view purchase order status information for a company. Open Purchase Order Items Use this report to display purchase orders that have outstanding items. You can display purchase orders with a status of Open or Unissued. Orders with a closed or canceled status do not display. You can select to include purchase orders on hold in the report. Purchases Clearing Use this window to simplify month end reconciliation of the Purchases Clearing account balance. Vendor Performance Report Use the Vendor Performance Report to evaluate vendor customer service. The report shows metrics that gauge the accuracy and completeness of filled purchase orders, variances between your purchase orders and vendor invoices, time to complete orders, quality of received items, and other service statistics. Standard Cost Analysis Use this report to compare the purchase price for each item on the purchase order against the standard cost of the item. This report is a useful management tool for reviewing the items that you purchase above or below standard costs. Include only those items with variances greater than a certain amount or percent. Tagged Orders Report Use the Tagged Orders report to display tagged sales and purchase orders. Tagged orders are non-drop ship orders that are linked together allowing you to designate received items to fill specific sales orders. This is a manual function and informational only.
Purchase Order Status	Open Purchaser Order Items	Purchases Clearing	Vendor Performance Report
Standard Cost Analysis	Tagged Orders Report