Purchasing Defaults Table

Menu Path: From Purchasing, select Reference Tables, select Reference Tables, and then select Purchasing Defaults.

The Purchasing Defaults table defines a specific list of approval groups and shipping codes available when a user looks up, enters, or changes requisitions and purchase orders.

In addition, you can assign the approval group and shipping code that will default for the individual user. These groups and codes will be available in the following Purchasing System options: Requisitions, Next Year's Requisitions, Purchase Orders, and Next Year Purchase Orders.

The Purchasing Defaults page's Action Bar includes the following item:

• Copy - Displays the Copy Purchasing Defaults page, which allows you to copy *Approval*s, Ship Codes, or both from one user to another. As indicated by the asterisks, the title *Approval" is defined in the Fund Accounting Profile.

Once one user is set up in this table, you must create records for all users who will be entering and changing requisitions and purchase orders. Users who have not been added to the table cannot access requisitions and purchase orders.

Assign and Unassign Purchasing Defaults

In Steps 3-4, the term drag and drop mean you position the pointer on the record, press and hold the left mouse button, move the pointer to the desired column, and then release the mouse button to drop the record.

You can drag and drop a range of records as follows: click the first record in the range, press the <Shift> key, click the last record in the range, press and hold the left mouse button, move the pointer to the desired column, and then release the button to drop the records.

1. Select Purchasing > Reference Tables > Reference Tables > Purchasing Defaults to display the Purchasing Defaults page.
2. In the Search Criteria section, enter the User ID for the user who is being assigned Approval*s and Ship Codes, and then click *Find. You can also use Lookup to select the user in the User Select window.
   • The Approval*s and Ship Codes sections include columns of assigned records and records. The default for a section's assigned record is indicated by a *Checkmark.
3. To assign an approval group or shipping code to the user, drag a record from the respective section's unassigned column and drop it in the assigned column.
4. To unassign an approval group or shipping code, drag the record from the assigned column and drop it on the unassigned column.
5. To designate an assigned approval group or shipping code as the user's default, select the record, and then click Set Default. You can only designate one approval group and one shipping code as the defaults for a user.
6. When you finish assigning and unassigning defaults for a user, click Save.

Copy Purchasing Defaults

1. Select Purchasing > Reference Tables > Reference Tables > Purchasing Defaults to display the Purchasing Defaults page.
2. Click Copy on the Action Bar to display the Copy Purchasing Defaults window.
3. In the window's From field, select the user whose defaults you want to copy. Use the Lookup button to select a user.
4. In the To field, select the user whom you want to assign the defaults to. Use the Lookup button to select a user.
5. Select the following checkboxes to indicate the type of records you want to copy: Copy Approvals and Copy Ship Codes. By default, both boxes are selected.
6. Click OK. If needed, you then can assign and unassign records as outlined in the procedure above.

Generate the User Purchasing Defaults Report

1. Select Purchasing > Reference Tables > Reference Tables > Purchasing Defaults to display the Purchasing Defaults page.
2. In the Selection Criteria section's User ID field, select a user, and then click OK to display the user's defaults.
3. Click Print
4. In the Print window, specify how to generate the report, and then click OK. The report's default file name is purcDefaults.rpt.

Fields

Search Criteria Section

*Approval*s Section

Lists the approval groups that are already assigned to the user, if any. As indicated by the asterisks, Approval is user defined in the Fund Accounting Profile.

Ship Codes Section

Lists the shipping codes that are already assigned to the user, if any.