Solution Properties
Solution ID:
200427112319337
Last Modified Date:
Mon Jun 16 13:31:04 UTC 2025
Taxonomy Path:
Case category//How do I...//setting up
Author:
[email protected]
Settings - Purchase order defaults
Description

From the Purchase orders module, you can create a purchase order, place stock on-order, record part and full deliveries and print the purchase orders.

Before creating you first purchase orders, you can save time in the long run by setting up some defaults that will apply to all new orders automatically. 

Although there are invoice defaults within the Invoice and Order Defaults area, this article only deals with order defaults.

 NOTE: The Purchase Orders module is only available in Sage 50 Accounts Professional. If you're interested in upgrading your software, leave your details and we'll be in touch. 

Cause
Resolution
Set up the order defaults
  1. On the menu bar, click Settings then click Invoice & Order Defaults.
  2. Make any required changes. For details of each tab, see the sections below.
  3. Click OK.

Once you set up order defaults, the system applies them to all new orders you create.

▼Options tab

When you open the order entry window, the system leaves the order number field blank. It automatically assigns a number when you save the purchase order

Invoice and Order Numbering

If required, change the starting number of your orders and GDNs:

Purchase orders start from Enter the starting number of your orders.
Goods received start from
 Enter the starting number of your Goods Received Notes or GRN.
Options
When an Invoice or Order is saved
 To either create a new invoice/credit note/order at the point of saving the document, or edit the existing document. From the drop-down list, choose the required option.
GDN and GRN Options

From the drop-down lists, choose one of the following GDN options:

Generate for all received
 Sage Accounts generates a GRN automatically for each delivery or despatch.
Prompt at each received
 Sage Accounts prompts you to generate a GRN each time you record a delivery or despatch.
don't generate Sage Accounts updates the purchase order and stock levels, but doesn’t produce a GRN. If you choose don't generate, the GRN option doesn’t appear on the Purchase Order Processing toolbar.

Special Items

Change the default tax codes used for the special stock codes, S1, S2 and S3.

 

▼Update ledgers tab
Suppliers
Update transaction Ref with Choose the option you want to update the transaction reference with:
  • Order number
  • Order reference
  • Supplier order number
The system sets the default option Order number.
Update transaction Ex Ref Choose the option you want to update the transaction reference with:
  • Order number
  • Order reference
  • Supplier order number
  • Nothing
The system sets the default option to Nothing.

 

▼Intrastat tab

Use the Intrastat tab to complete your Supplementary Declarations by identifying EU transactions. You can then transfer these figures onto the official Supplementary Declaration forms. For further information, refer to - A guide to Intrastat - UK only.

▼Quick print tab
Purchase Orders To set up your default purchase order layout to use with the Quick Print feature:
  • Click Browse then locate the required layout then click OK.
▼Email tab
Purchase Orders To set up your default purchase order layout to use with the Email feature:
  • Click Browse and locate the required layout then click OK.

 

 

 

[BCB:19:UK - Sales message :ECB]
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