V9 - Purchasing setting descriptions

The Purchasing settings in SOS Inventory are divided into four types: general purchasing settings, as well as settings for purchase orders, item receipts, and returns to vendors.

General purchasing settings

Go to Tools & settings > Configuration > Purchasing > General to establish your General purchasing settings.

Default expense account. The default account for expense items. It can be overridden at the item level. 

Enter customer on line items. If you are purchasing an item for a specific customer rather than for general inventory, check this box to allow the customer to be specified on the line item of a purchasing form.

Include work orders on reorder report. If this box is checked, work order calculations will be included on the Reorder report.

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 purchasing forms. Check this box to display the volume of each item, as well as the total volume of all items, on purchasing forms.

Show weight on purchasing forms. Check this box to display the weight of each item, as well as the total weight of all items, on purchasing forms.

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

Purchase order setting descriptions

Go to Tools & settings > Configuration > Purchasing > Purchase orders to establish your Purchase order settings.

Automate drop ship purchase orders. Authorizes SOS to close a drop-ship purchase order automatically and create a journal entry in QuickBooks Online to record the payable and cost of goods sold.

Default cc for purchase orders. If an email address is entered, the recipient will be copied on all emailed purchase orders.

Default ship-to location for purchase orders. Specifies the default address to which purchase orders will be shipped. It is pulled from the Locations list. The shipping address is from the default location.

Purchase order numbering. Allows you to enter a prefix that will be automatically attached before all system-generated purchase order reference numbers. You can also set or reset the number used on the next purchase order. Both fields are optional. You can always enter the transaction number manually when creating or editing a transaction.

Purchase order footer. Text to be displayed at the bottom of every purchase order.

Purchase orders Reply-to. The email address where you will receive replies to your purchase order emails.

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

Require approval for purchase orders. Requires a company administrator or user with the Approve permissions to approve POs before they can be emailed or downloaded as PDFs. To take full advantage of this feature, enable the Approved column in the Purchase Order list column settings as well. Available on Plus and Pro plans only.

Suggest purchase order quantities. Enables SOS to suggest a reorder quantity automatically when an item is entered on a purchase order.

Sync purchase orders. Allows purchase orders to synchronize with QuickBooks Online. For existing QuickBooks 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.

Item receipt setting descriptions

Go to Tools & settings > Configuration > Purchasing > Item receipts to establish your Item receipt settings.

Default payment method for synced item receipts. Specifies the default payment method used when receiving items and syncing item receipts to QuickBooks Online. Options are None, Bill, Cash, Check, Credit Card. The method selected can be overridden on any individual item receipt. If None is selected, item receipts will not sync to QuickBooks.

Item receipt numbering. Allows you to enter a prefix that will be automatically attached before all system-generated item receipt reference numbers. You can also set or reset the number used on the next item receipt. Both fields are optional. You can always enter the transaction number manually when creating or editing a transaction.

Returns to vendor (RTV) setting descriptions

Go to Tools & settings > Configuration > Purchasing > Returns to vendor to establish your RTV transaction numbering.

Returns to vendor numbering. Allows you to enter a prefix that will be automatically attached before all system-generated return-to-vendor transaction reference numbers. You can also set or reset the next number used on a return-to-vendor transaction. Both fields are optional. You can always enter the transaction number manually when creating or editing a transaction.