PO Document IDs

PO Document IDs

HelpID: 502622014, 502622011

PO Document IDs allow creation of an unlimited number of PO Document IDs, each one with a unique, system maintained document numbering sequence. This feature gives Purchase Order Processing the same type of document numbering found in Sales Order Processing, where you can have many different types of Sales Order Numbers.

Use this feature to create PO Numbering sequences that are used for special projects, to help identify purchase orders for specific types of inventory, or to easily identify purchase order by buyer or location.

PO Document IDs work with:

  • PO Entry
  • PO Generator
  • SOP PO Preview (POs generated from Sales Transaction Entry)
  • Manufacturing MRP Planned Orders (POs generated from MRP)
  • Manufacturing MOP-POP Link (Outsourcing Purchase Orders)
  • Purchase Request Resolutions (MRP Planned POs)

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: PO Document IDs*

This feature requires additional setup. Double-click on “MODULE: PO Document IDs*” to open then PO Document ID Setup window (see below).

After completing setup, click DONE on the GP PowerPack Setup window to enable this feature. Other users must restart their Dynamics GP client to enable this feature.

PO Document ID Setup

On the GP PowerPack Setup window, double-click on “MODULE: PO Document IDs*” to open the PO Document ID Setup window.

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In the PO Document ID Setup window, enter a Purchase Order ID (PO ID), and a Next PO Number for the PO ID. The Next PO Number should contain Letters and Numbers, in the format PRJ000001. Be sure to allow enough space in the numeric portion to handle the number of purchase orders you will create.

The PO ID is similar to a Sales Document ID, such as STDORD, in that it is a label used in the Next PO Number Lookup window to help identify the numbering sequence to use.

The blue arrow (expansion button) next to PO ID opens the PO ID – Sites window.

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One or more sites can be assigned to a PO ID. If a site is assigned to ANY of the PO IDs it will change how PO Doc IDs behaves so that it REQUIRES selection of a PO ID, and it will now allow using a Site on a Purchase Order if it is not assigned to the PO ID. Using Sites with PO IDs causes the following changes:

  • Purchase Order Entry: you will be required to pick a PO ID and will only be allowed to use sites assigned to the PO ID
  • PO Generator: you will be required to pick a PO ID and the Suggested Purchase Orders Preview window will only show suggestions for the Site(s) assigned to the PO ID.
  • Purchase Order Preview: The SOP-POP window will require selecting a PO ID and then remove from the window any items where site is not compatible with the PO ID. If the Sales Transaction has lines for multiple sites that require different PO IDs you will need to create a PO for one site, then return to the Sales Transaction and open the Purchase Order Preview window again to select a second PO ID.
  • Purchase Request Resolution: You will be required to pick a PO ID and all lines not compatible with the selected PO ID will be removed from the window. To generate purchase orders for a different Site (PO ID) you will need to close Purchase Request Resolution and open it again.
  • MRP Planned Orders: This is the window that opens when you double-click on an MRP suggested PO. For this window PO Doc IDs will attempt to select the correct PO ID automatically based on the Location Code displayed on the window. It will pick the first PO ID that has the assigned Location Code.
  • Manufacturing Order/Purchase Order Link: You will be required to select a PO ID and any Suggested POs that have a site incompatible with the PO ID will be removed from the Suggested POs scrolling window. If you need to create POs for multiple sites using different PO IDs you will need to generate POs using one PO ID, then close the window and open it again to generate POs using a second PO ID.

IMPORTANT: The default “Dynamics GP” PO Number cannot have sites assigned to it so it can be used in any location described above with any location code.

Using PO Document IDs

For the windows that are activated for PO Document IDs (see above for “PO Document IDs Work With”), the title bar of the window will display the currently selected PO Document ID.

The default PO Number maintained by Dynamics GP will be indicated by “Dynamics GP”, meaning the “normal” PO Number is being used.

For example, the PO Entry window title bar will display:

Purchase Order Entry *** PO Doc ID: Dynamics GP ***

If you have a PO Document ID called PRT for Prototypes, the title bar would show:

Purchase Order Entry *** PO Doc ID: PRT ***

All POs will be generated using the currently selected PO Document ID.

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The Set PO Document ID window is used to change the current Document ID selection. It is accessed from all window locations via Extras >> Additional >> Set PO Doc ID.