PO Department Codes window

PurchaseOrderCS > Purchase Order > Options menu > PO Department Codes window

Purchasing Department Codes let you track purchasing and receiving-related costs by department. These codes also direct transaction posting to different general ledger accounts. They are attached to Buyer Codes. One pre-defined code is included in Denali and can be modified to meet your needs.

Department

Enter a code of up to six alpha-numeric characters. This is a required field.

Description

Enter a description up to 50 characters that you can use to identify this code later in Lookups.

General Ledger Posting Accounts

If Purchase Order is integrated to General Ledger, you must enter a valid general ledger account in each field to save this code. If you are not integrated, you can create and save the code without entering any general ledger account information.

Paid Out Account

Type a general ledger account or use the Lookup to select an account you want to set as your Paid Out Account for this code. This account is debited for the amount of a paid out transaction.

(Fund product only) This field does not display the fund segment. The fund is determined by the expense account associated with the detail lines on the purchase order.

Received Account

Type a general ledger account or use the Lookup to select an account you want to set as your Received Account for this code. This account is credited when items are received and not invoiced. After the items are invoiced, this account is debited and any difference between the amounts is posted to the GL Variance Account saved to the Inventory Code associated with the stock item.

(Fund product only) This field does not display the fund segment. The fund is determined by the expense account associated with the detail lines on the purchase order.

Freight Expense Account

Type a general ledger account or use the Lookup to select an account you want to set as your Freight Expense Account for this code. This account is used to post debit freight expenses if the Freight Type in the purchase order is set to Added.

The Cost Center field only appears if you have a Cost Center license. Enter the default Freight Expense Account Cost Center for this Department Code. This Cost Center will appear in the Invoice section of the Receive Items window when you select this Department Code. You will be able to edit it.

Sales Tax Expense Account

Type a general ledger account or use the Lookup to select an account you want to set as your Sales Tax Expense Account for this code. This account is debited if the purchase order taxes are not landed.

The Cost Center field only appears if you have a Cost Center license. Enter the default Sales Tax Expense Account Cost Center for this Department Code.

Purchase Discount Account

Type a general ledger account or use the Lookup to select an account you want to set as your Purchase Discount Account for this code. This account is credited with the discount amount if it is not landed. If the purchase order is not paid out, the liability account attached to the AP Code for the selected vendor is credited with the invoice amount (total purchase order amount - discount amount).

Encumbrance Account (Fund product only)

This field only appears if the Enable encumbering check box is selected in Module Preferences. Enter the account you would like to debit when you post purchase orders. This field does not display the fund segment. The fund is determined by the expense account associated with the detail lines on the purchase order.

Reserved Account (Fund product only)

This field only appears if the Enable encumbering check box is selected in Module Preferences. Enter the account you want to credit when you post. This field does not display the fund segment. The fund is determined by the expense account associated with the detail lines on the purchase order.