Edit Purchase Order Defaults

Owned by Rick Eggleston (Unlicensed)
Last updated: Oct 09, 2023
2 min read

As of version 4.0: Purchase Order Defaults are now defined at the Inventory Area (Hospital Unit) level. Previous to version 4.0, they were defined for the Hospital only.

Purchase Order Defaults affect the population of some of the fields when New Purchase Orders are created.

  • Purchase Order Default affect the following fields on each New Purchase Order:

    • ‘Charge Account’

    • 'Delivery Contact'

    • 'Direct Inquires To'

    • 'Shipping Department', 'Building', and 'Room'

    • 'Unit' (Inventory Area)

In order for these fields to be populated automatically on New Purchase Orders:

The following options are required:

And, one of the following must apply:

  • The User is assigned to the Inventory Area (Hospital Unit), and has the 'Inventory' elevated privilege; OR,

  • The User is a member of a Security Role that is assigned to the Inventory Area (Hospital Unit), and has the 'Inventory' elevated privilege.

  • Refer to:

To Edit the Purchase Order Defaults:

  1. Configure the User’s ‘Default Unit’.

    1. Refer to Configure Purchase Order Defaults for User .

  2. Configure the ‘Inventory’ Elevated Privilege.

    1. Refer to Configure Inventory Elevated Privilege .

  3. Configure the ‘Purchase Order Defaults’ for the Inventory Area (Hospital Unit):

    1. Navigate to the 'Hospital Setup' screen → 'Unit Setup' tab.

      1. Select the Hospital Unit that was entered as the User's 'Default Unit'.

    2. Navigate to the 'Inventory' subtab → 'PO Defaults' subtab.

      'Hospital Setup' screen - 'Unit Setup' tab - 'Inventory' tab - 'PO Defaults' subtab
      'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory' tab → 'PO Defaults' subtab

      1. Select the User who will be the contacted for 'Inquiries', and who will receive 'Deliveries'.

        1. The 'Delivery To' will be displayed on the 'Purchase Order' report.

      2. Enter the internal 'Charge Account Number' to be used for inventory purchases for the Inventory Area (Hospital Unit).

      3. Select the 'Purchase Order Number' method.

The Purchase Order Number Methods are:

  1. Manually Assigned: The 'Internal #' (University Purchase Order Number) will be manually entered by the User.  If an electronic procurement system is configured, the 'Requisition No' will be automatically populated by the electronic procurement interface when the Purchase Order is accepted.

  2. Auto Assign University PO Number: The 'Internal #' (University Purchase Order Number) will be system-generated when the Purchase Order is saved.  This is the Purchase Order ID of the new Purchase Order record.  If an electronic procurement system is configured, the 'Requisition No' will be automatically populated by the electronic procurement interface when the Purchase Order is accepted.

  3. Auto Assign Requisition Number: The 'Internal #' (University Purchase Order Number) will be disabled. The 'Requisition No' will be system-generated when the Purchase Order is saved.  This is the Purchase Order ID of the new Purchase Order record.