V8 - Purchasing setting descriptions

Purchasing setting options apply to purchase orders (POs), item receipts, and returns to vendors (RTVs). Examples of these settings include those for the default expense account, the ship-to address on purchase orders, emails, and pre-approval for purchase orders.  

A number of automated options include those pertaining to transaction reference numbers, lot and serial numbers, and drop shipments on purchase orders.

Auto lot next sequential. If auto-generating lot numbers sequentially, this setting allows you to specify the next number used.

Auto lot prefix. Specifies the prefix to be used before an auto-generated lot number.

Auto serial/lot number length. Specifies the number of digits to be used for auto-generated serial and lot numbers. SOS permits numbers 8-32 digits in length.

Auto serial/lot numbers. Enables auto-generated serial and lot numbers for serial- or lot-tracked items.

Auto serial/lot random. Automatically and randomly generates serial and lot numbers, according to the format you specify. If you have selected Auto serial/lot numbers but do not choose random numbering, numbers will be generated sequentially by default.

Auto serial next sequential. If auto-generating serial numbers sequentially, this setting allows you to specify the next number used.

Auto serial prefix. Specifies the prefix to be used before an auto-generated serial number.

Automate drop ship POs. Authorizes SOS to execute two additional steps on a drop-ship purchase order: close the purchase order automatically, then create a journal entry in QuickBooks Online to record the payable and cost of goods sold.

Default CC for POs. Automatically copies all purchase orders to the specified email address.

Default expense account. The expense account assigned by the system unless otherwise specified.

Default ship-to location for POs. The default address to which vendors should ship items on purchase orders. The default location is pulled from the Locations list, and the address in the default location’s address is the default shipping address.

Default sync for item receipts. Default option for syncing item receipts to QuickBooks. Can be overridden on any given item receipt. Values are None, Bill, Cash, Check, Credit Card.

Enter customer on line items. On the line item of a purchasing form, allows specifying the customer for whom an item is being ordered.

Hide item name. Hides the item name on purchase orders, sales orders, and packing receipts. This is often useful in drop shipping. This setting can be changed for each individual form.

Include WOs on reorder report. Includes work order calculations on the reorder report. All inputs for assemblies and items listed on a process transaction are considered.

Item receipt number prefix. A value placed automatically before a system-generated item receipt. An optional field.

Next item receipt number. Resets the transaction reference numbering for item receipts.

Next PO number. Resets the transaction reference numbering for purchase order (PO) forms.

Next RTV number. Resets the transaction reference numbering for return-to-vendor (RTV) forms.

PO number prefix. A value placed automatically before a system-generated purchase order. An optional field.  

Purchase order footer. Text shown at the bottom of every purchase order.

Purchase order from. The email from which purchase orders will be sent.

Purchase order message. The body of the email message to be sent with purchase orders. Do not use HTML.

Require approval for POs. Requires a user with permission to approve POs to authorize each purchase order before it can be emailed or downloaded as a PDF. To take full advantage of this feature, enable the Approved column in the Purchase orders list column settings as well. Available on Plus and Pro plans only.

RTV number prefix. A value placed automatically before a system-generated return-to-vendor number. An optional field.

Search any part of vendor name. Searches for vendors using any part of the name, instead of only the beginning of the name.

Show volume on purchase forms. Displays volume of each item, as well as the total volume, on purchasing forms.

Suggest PO quantities. Enables SOS to suggest a reorder quantity when entering an item on a purchase order.

Synchronize POs. Allows purchase orders to synchronize with QuickBooks Online. For existing QBO accounts, enabling this option will retrieve all POs from QuickBooks Online at your next sync. Be sure that this is your intention. Also, any purchase orders created, edited, or deleted in SOS will synchronize with QuickBooks Online.

Update default cost. Revises the default cost of an item automatically when a purchase order or item receipt is issued for that item. The value can be overridden on the purchase order or item receipt transaction form.