Purchase Orders - Turn Off Automatic Numbering

KarenP1

Hello, Due to the nature of our workforce we still use hand written purchase order books, in addition to this where we have service contracts with suppliers we do not use purchase orders. I notice that in adding a supplier invoice the system wants to allocate an automatically generated PO number. Is there a way to turn this off, as I would prefer to just manually enter our PO number (where needed), and when not required just leave the field blank.

Thanks

Karen

 

Emily_B

Hello @KarenP1 

 

AccountRight works on an autonumber sequence for the Purchase Order number field. It will take the last recorded number and add one to give you the next auto-generated number. For example, 0000010, 0000011, 0000012, etc. If you are changing the sequence (which you can do by overwriting the auto-generated number in that field), do note that the autonumbering sequence on the next Purchase Order will take over from the number you manually input. For example, it had autogenerated 0000010 - 0000012, you then manually input 0000025, the next automatically generated number would be 0000026. 

 

Generally we don't recommend changing the auto-generated numbers, as each one should be unique for for recording and auditing purchases, and it can be all too easy to enter a duplicate number without realizing it. However, some businesses may have their own system and may need to do this. While there is not a way to turn this feature off completely, you can simply overwrite the auto-generated number as indicated above. Please see our Help Article: Enter a bill, quote, or order for further details and instructions.

 

Lastly, if you are changing to your own numbers, you may want to ensure you have the following setting turned on under Setup >> Preferences >> Purchases >> "Warn for duplicate purchase order and supplier invoice numbers on recorded purchases." This will prompt AccountRight to give a warning message if you are inputing a number for the PO that has already been used in the past.