Configuration: Location Settings

Use the Location Settings screen to set up purchase order system settings by branch location.

To open the Location Settings screen, navigate to Configuration > General Ledger > Purchase Orders > Location Settings.

Topics in this section are:

Configuring a Location's Purchase Order Settings

  1. From anywhere in IntelliDealer , navigate to Configuration > General Ledger > Purchase Orders > Location Settings.

  2. Fill out the appropriate field on Location Setting screen

  3. Click Search icon next to the Select Location field.

  4. On the Location Selection screen, select a location. The purchase order system is configured based on the selected location. The options on the Location Settings screen are fully customizable, allowing users to set up only the functions they wish to apply to their Purchase Ordersystem.

  5. Enter a Default Customer Number to automatically populate the billing and shipping information fields on purchase orders using the customer's default ship-to and billing addresses and names. Selecting to Interface the P/O system to A/P enables users creating vouchers in A/P to choose outstanding POs from the Purchase Order system for payment.

  6. Select Use PO Distribution to enable automatic distribution of PO amounts to specific General Ledger accounts. These distributions affect the Accounts Payable system when the PO and A/P systems are interfaced.

  7. Enter a value in the Authorization Required for P/O's Over field to require authorization for any purchase order that exceeds the specified limit before it can be placed On Order.

  8. Enter a Percent Variance Between P/O and Invoice. The amount by which the Purchase Order amount can vary from the invoice amount. If this amount is exceeded a message will appear in the A/P system.

  9. Enter a P/O Equipment Prefix. The prefix used when creating an equipment PO. This prefix is attached to the beginning of the PO number making it easier to recognize the PO in the system (e.g. Equipment PO's start with “E”).

  10. Enter a P/O Fixed Asset Prefix. The prefix used when creating a fixed asset PO. This prefix is attached to the beginning of the PO number making it easier to recognize the PO in the system (e.g. Fixed Asset PO's start with “F”).

  11. Enter a P/O Parts Prefix. The prefix used when creating a parts PO. This prefix is attached to the beginning of the PO number making it easier to recognize the PO in the system (e.g. Parts PO's start with “P”).

  12. Enter a P/O Miscellaneous Prefix. The prefix used when creating a miscellaneous PO. This prefix is attached to the beginning of the PO number making it easier to recognize the PO in the system (e.g. Miscellaneous PO's start with “M”).

  13. Enter a Freight G/L Account. The G/L account freight charge applied to the purchase order posts to.

  14. Select an Allow Stock Number When PO is. Allows the user to assign a stock number to a unit on an equipment PO when the status of the PO changes.

  15. Select the Stock Number Mandatory field to require a stock number and automatically assign it based on the option selected in the Allow Stock Number When PO is field. If No is selected, the stock number is not assigned within the PO system.

  16. Select Mandatory Item Cost to require that all items on a purchase order have an associated cost. If any item cost is missing, the purchase order status cannot be changed to On Order.

  17. Enter a Retention Months value. This value determines the number of months the system retains purchase order history. It controls the history for equipment purchase orders, fixed asset purchase orders, and miscellaneous purchase orders. It also governs parts purchase order history for PO receipt data that has been generated (optional, in addition to the parts history/PARTHIST). Data in these files is purged once a PO is complete or cancelled, and only after a full database reorganization following an accounts payable month-end. Note: For parts POs, a minimum of 12 months is always retained.

  18. Select the Update Reference Amount on Stock Number field. If selected, updates the Estimated Cost field on the equipment profile with the Total Receipted Price (Receipted Price + Receipted Options) from an equipment purchase order.

  19. Select the One Receipt Record Per Unit field. If selected, allows a dealership to create separate receipt records for every unit that is receipted on an equipment purchase order.

  20. Once you have selected your Purchase Order criteria, click the Save button to save any changes made.

Screen Description

The search field on the Location Settings screen are:

Field Description
Select Location Click on the Search icon and select the branch location you wish to configure.

Click on the Previous or Next icon to scroll to the next branch location or back to a previous branch location.

The fields on the Location Settings screen are:

Field Description
Default Customer Number

The system defaults the customer's ship-to and billing information (addresses and names) to populate the billing and shipping fields on purchase orders created through the PO system.
Interface P/O System to A/P

Allows you to interface the PO system with the A/P system. If selected, it allows users creating vouchers in A/P, to choose outstanding POs created from the Purchase Order system for payment.
Use P/O Distribution

The Purchase Order system enables automatic distribution of PO amounts to specific General Ledger accounts, which affects the Accounts Payable system when the PO and A/P systems are interfaced.
Authorization Required for P/Os Over

If an unauthorized purchase order exceeds the entered limit, it requires proper authorization before being placed On Order.
Percent Variance Between P/O and Invoice

Specifies the allowable variance between the Purchase Order amount and the invoice amount. If the variance is exceeded, a message appears in the A/P system.

This field applies only if the Interface P/O System to A/P field is selected.
P/O Equipment Prefix

The prefix used when creating an equipment PO. This prefix is attached to the beginning of the PO number making it easier to recognize the PO in the system (e.g . Equipment PO's start with “E”).
P/O Fixed Asset Prefix The prefix used when creating a fixed asset PO. This prefix is attached to the beginning of the PO number making it easier to recognize the PO in the system (e.g . Fixed Asset PO's start with “F”).
P/O Parts Prefix This option is not currently used. The start digits for parts purchase orders can be configured in the legacy CMBR3 table using the Purchase Order 1st Digits setting.
P/O Miscellaneous Prefix The prefix used when creating a miscellaneous PO. This prefix is attached to the beginning of the PO number making it easier to recognize the PO in the system (e.g. Miscellaneous PO's start with “M”).
Freight G/L Account

The G/L account to which the freight charge on the purchase order is posted. If the PO and A/P systems are interfaced, the freight amount allocated to this account is also applied in the A/P system.
Allow Stock Number When PO is

Allows the user to assign a stock number to a unit on an equipment PO when the status of the PO changes.

  • On Order: The stock number is assigned when the PO status changes to On Order.
  • Receipt: The stock number is assigned when the PO is receipted.
  • No: No stock number is assigned within the PO system.
  • Both: The stock number is assigned either when the PO status is changed to On Order or when the PO is receipted.
Stock Number Mandatory

Indicates that a stock number is mandatory and automatically assigns the stock number based on the option selected in the Allow Stock Number When PO is field. If No is selected the stock number will not be assigned within the PO system.
Mandatory Item Cost

Indicates that all items on a purchase order must have an associated cost. If any item cost is missing, the purchase order status cannot be changed to On Order.

Only Miscellaneous and Fixed Asset purchase orders are affected by this field.
Retention Months

The number of months the system retains purchase order history after a data purge occurs during the A/P month-end process.

This setting controls the retention of Parts, Equipment, and Miscellaneous Purchase Orders. However, Parts are hard-coded with a 12-month minimum retention. For example, if the setting is '00', Equipment and Miscellaneous Purchase Orders are not retained after an A/P month-end purge, but Parts purchase orders are still retained for a minimum of 12 months.
Update Reference Amount on Stock Number

If selected, updates the Estimated Cost field on the equipment profile with the Total Receipted Price (Receipted Price + Receipted Options) from an equipment purchase order.
One Receipt Record Per Unit

If selected, allows a dealership to create separate receipt records for every unit that is receipted on an equipment purchase order.
Create JDMINT P/O Receipt Records If selected, JDMINT equipment receipt records be created in the purchase order system.
Active for System

Controls whether the purchase order settings are active for use within the system.

  • Selected: Activates or reactivates the purchase order settings within the system.

  • Not Selected: Indicates that the category code is deactivated within the system.

Select the Click here to copy purchase order setup to another location link to copy a purchase order setup to another branch location.

The buttons complete work on the Location Settings screen:

Button Function
Save Save changes made on the Location Settings screen.
Save & Close Saves changes made on the Location Settings screen and closes the screen, returning to the Configuration Quick Links screen.
Close Closes the Location Settings screen without saving and returns to the Configuration Quick Links screen.

Data Source: PFWTAB

Security: 999 - Configuration

Revision: 2025.10