Set up the Purchase Order Module

Set up or edit the settings for the Lentune Purchase Order module.

Introduction

Enable the Purchase Order Module

Purchase Order Messages

Select your Settings


Introduction

To start using the Purchase Order module, you need to set some fields on the Purchase Order Manager.

We need to turn the module on, write the messages that will print on the Purchase Orders and set some fields according to what coding you want to show on the Purchase Orders.

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Enable the Purchase Order Module

  • Go to Administration > Settings.
  • On the General tab > Purchase Order Module section:
  • Active: Check the Active flag to enable the module.
  • Remain in this screen for the next steps.

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Purchase Order messages

Now you can set up the text for the messages that will appear on your printed and emailed Purchase Orders and Purchase Order Statements.

You can use some basic html code to enter line breaks and other formatting that you might like. There's an example of a message with html code below.

 

In the same screen as above:

  • Purchase order custom message: Enter the message you would like to print on your Purchase Orders.
  • Purchase order email message: Enter the message for your emailed Purchase Orders. It could be the same as the first message.
  • Purchase order statement email message: Enter the message for your Purchase Order Statements, if you will use these.
  • Click Save.
  • Remain in the screen for the next step.

Example text with html

Here's an example of how you might write the text for a Purchase Order message, using line breaks.

Please find attached our Purchase Order from Your Company Name.

<br>

Please quote the name of the person who raised the Purchase Order on your packing slip.

<br>

Ensure that you send all invoices to invoices@yourcompany.com.

Please send all invoices as a PDF document attachment, with one invoice per PDF.

<br>

Please direct any queries to the sender.

<br>

Kind regards,

Your Company Limited

 

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Select your Settings

Now you can select your required settings to determine which fields are mandatory for Users to complete when they are entering a Purchase Orders, and which optional fields to display on Purchase Orders.

App fields

The first five settings define the fields that will be visible when a User is completing a Purchase Order in the Lentune mobile app. Depending on your business needs, you can check the fields that Users will be able to enter on a Purchase Order.

Checking a field in the group means that the fields will display and can be used, but does not force the User to use them.

Entry and Display fields

The next selections determine which fields must be completed on a Purchase Order, and which fields are shown on the printed or emailed Purchase Order.

  • Description is required for Purchase Order: Check this field to force the User to enter a description for their Purchase Orders. We highly recommend to turn on this setting.
  • Show project on Purchase Order PDF: Check this field to display the name of the Project on the Purchase Order that is sent to your supplier.
  • Project is required for Purchase Order:  Check this field to enforce entering the Project Code for the Purchase Order. We recommend this if you are using Projects in your coding structure.
  • Cost code is required for Purchase Order line: Check this field to enforce entering a Cost Code for every line of a Purchase Order.
  • Code code is required for Purchase Order header: Check this field to enforce entering a Cost Code on the header of a Purchase Order.
  • Fetch Purchase Order data from email title: Leave unchecked as this field is not relevant for most customers. It relates to a Purchase Order inbox being set up as an email source.
  • Include branch code in Purchase Order code: Check this field if you want to add the Branch Code as a prefix to your Purchase Order numbers. This can be useful if you hae multiple Branches.
  • Unique Purchase Order line is required: This field is necessary only if you are using simPRO. Please contact us for advice on integrating with simPRO.
  • Hide Purchase Order price: Check this field if you wish to hide any pricing you add to a Purchase Order from the supplier who is receiving the Purchase Order.
  • Include accept & reject buttons in Purchase Order email: Check this field to include Accept and Reject buttons on your emailed Purchase Order. This allows the suppliers to click the button to Accept or Reject the Purchase Order. We recommend to have this turned off to begin with.
  • Show branch and company on Purchase Order report: Check this field to display the name of the Branch and Company on your Purchase Order. This can be useful if you are running multiple Branches or Companies in Lentune.
  • Department is required for Purchase Order:  Leave unchecked. This field is not applicable to current customers.
  • Use projects in PDF: Check this field to show the Project on the PDF of the Purchase Order. Please check this field.
  • Purchase Order line deleting is disallowed: Check this field to prevent Users from deleting a Purchase Order line.
  • Purchase Order approval not required: Check this field if you do not want to run a Purchase Order approval workflow.
  • Click Save and Close.

Now you are ready to start entering Purchase Orders.

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Was this helpful? If you require further assistance, or would like to contact us about this article, please email us at support@lentune.com.

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Last updated: 25 July 2022