Purchasing Setups Introduction -

This section describes the basic Purchasing Setups that are directly-related to the module (as opposed to, for instance, the associated Inventory or Accounting setups that are prerequisites -- and presumed to already have been done).

Note that these Purchasing examples are presented in a Food/Beverage context.  They are similar for Retail etc.

• Inventory System (not on the above Menu; done with Inventory Setups)

• Buyer & Receiver Staff Setup (not on the above Menu; done within Staff Maintenance)

• P/O Type Setup

• Currency Setup

• P/O Control

• P/O Batch Re-Order Control

• P/O Freight Message Setup

• P/O Import/Export Path Defaults

• Purveyor (Vendor) Terms Setup

• Purveyor (Vendor) Type Setup

• Purveyor (Vendor) Maintenance

Notes of Significance:

• 'Vendor' is the Merchandise-General vernacular for 'Vendor'.

• 'Purveyor' is the Food/Beverage vernacular for 'Vendor'.

• 'Vendor' and 'Purveyor' are used interchangeably.

If the distinction between Manufacturer-Vendor-Factor is not critical for the discussion, the phrase 'Vendor' is used most often.

Abacus 21 distinguishes between Manufacturer, Vendor, and Factor

• Manufacturer is the entity that 'makes' the Item

• Vendor (or Purveyor) is who 'sold' you the Item

• Factor is who you 'pay' for the Item

For some transactions the Manufacturer, Vendor, and Factor are one-in-the-same -- for example:  Ashworth makes Shirts, Ashworth sells them directly to you, and you have to pay Ashworth's A/P-Invoice for the Merchandise.

Buyer & Receiver Staff Setup -

Staff personnel you are authorized to 'create' Purchase Orders are called 'Buyers'.  Staff personnel you are authorized to 'receive' against Purchase Orders are call 'Receivers'.

This individual must be pre-established in as "Staff" and must be assigned the Privilege to be a 'Buyer' and/or a 'Receiver'.

The setups for this are under Staff Maintenance (referencing Staff Types) under Staff Setup:

Under Staff Type Setup, within the P/O (Purchasing) Application, there is Staff-Type defined:

• Buyer

Under the P/OREC (Purchase Order Receiving) Application, there is one Staff Type set up:

• Receiving

Under Staff Maintenance, set up anyone who is to be allowed to be a 'Buyer' or 'Receiver' as follows:

Buyer Setup -

Under the Staff Person's "Application Assignments" tab, for the P/O (Purchasing) Application-Module, create a Staff-ID Password:

Receiver Setup -

Under the Staff Person's "Application Assignments" tab, for the P/OREC (P/O-Receiving) Application-Module, create a Staff-ID Password: