PO numbers by Ship-To location in your Free Purchase Order Software

Jody is using the free version of SpendMap to manage spending for a chain of bar/restaurants, and was wondering if there is a way to set up a separate sequence of PO numbers for each Ship-To location.

While there is no “direct” link between Ship-To locations and PO Number Sets, you can set up an indirect relationship by way of the user accounts.  That is, in the User Master File, you can 1) set up a default Ship-To for each user, and separately 2) assign each user a default PO Number Set.

If you do both those things for all users at a location, and assuming they don’t change the defaults when entering POs (and/or if you lock out those fields so that they cannot change from the defaults), then all POs for each Ship-To will also be for that PO Number Set…

PO-BY-SHIP-TO

Again, this is not a “hard relationship” (i.e. rule) in the software per se, it is simply one way to configure it.  That said, it seems to work well for most people who ask about this.

You can set up your Ship-To locations in here…
– PURCHASING > Master Files > Cost Centers > Add/Modify/Delete

You can set up your PO Number Sets in here…
– PURCHASING > Setup system > Incrementing document number sets > POs

You can specify the default Ship-To and PO Number Set for each user in the [Settings] Folder of the User Master File, in here…
– PURCHASING > User setup > Add/modify/delete users

And, if you want to, you can lock/restrict access to the PO Number Set field and/or the Ship-To field in the PO Work Area (so that users can’t change from their defaults), using this…
– PURCHASING > User setup > Field restrictions by user access level > Set field restrictions

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