Fields in the Preferences window

Fields in this window

Preferences window - Purchases view

Automatically [Print/E-mail/Fax/Save to Disk] Purchases When They are Recorded (Bills, Orders and Quotes)

Mark this selection if you wish to print, email or fax a purchases transaction immediately after you record it.

If you mark this selection, the dialog box for your computer that corresponds with your print/email/fax choice will appear immediately after you create a purchases transaction (item, service or professional) and click the Record button in the Purchases window.

If you don’t mark this selection

In the Purchases window, click the Print button to print or click the Send To button to email or fax purchase forms you’ve created in the Sales window.

or

Select Print Purchase Forms from the Purchases Command Center to print sales forms you’ve created in the Purchases window.

Warn if Vendor Owes Me Money Before Making a Vendor Payment

Mark this selection if you want an alert message to appear if you have outstanding vendor debits with a vendor and you attempt to apply a payment to that vendor.

If you mark this selection, an alert message will appear when you enter a vendor name in the Vendor field of the Vendor Payments window, and you have vendor debits with that vendor. This message is informational only; you can continue to enter the payment, if you wish.

Apply Vendor Payments Automatically to Oldest Bill First

Mark this selection if you want to automatically apply payments to vendors to the oldest outstanding bill you have with those vendors.

If you mark this selection, the amount you enter in the Amount field of the Vendor Payments window will automatically be entered in the Amount Applied field of the oldest bill you have with the vendor whose name you entered in the Vendor field.

If you don’t mark this selection, you must manually distribute the amount you entered in the Amount field to the bill(s) you want to apply your vendor payment to.

Show Vendor Invoice Number in Vendor Payments

This selection allows you to choose which document numbers you prefer to see in the Vendor Payments window and Settle Returns & Debits window when you’re applying the payments that you make on your outstanding purchases balances.

If you mark this selection, the vendors’ invoice numbers will appear in the Vendor Payments and Settle Returns & Debits windows. If you leave this selection unmarked, the purchase order numbers you assigned to your purchases will appear in the Vendor Payments and Settle Returns & Debits windows.

Make a Contact Log Entry for Every Purchase: Bills, Orders, Quotes

Mark this selection if you want to record a contact in the View Contact Log window each time you record a purchase.

If you mark this selection, a contact will be entered in the Contact Log for each vendor who exists in the Card File and for whom you record a purchase.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.

Warn for Duplicate PO Numbers on Recorded Bills

Mark this selection if you want an alert message to appear each time you attempt to record a purchase whose number is already recorded.

If you mark this selection, an alert message will appear when you attempt to record a purchase assigned a number that’s already been used.

If you don’t mark this selection, you can use the same purchase number multiple times.

Marking this selection will require that AccountEdge scan all the purchases you’ve recorded; as a result, it will take more time to record your purchases. Therefore, be sure you want to use this feature before you mark this selection.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.

Retain Original PO Number on Backorders

Mark this field to assign the same number to an order and bill created in the same transaction.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.

Retain Original PO Number When Quotes Change to Orders or Bills

Mark this field to retain the purchase order number originally assigned to a quote when the quote changes to an order or bill.

Delete Quotes upon Changing to and Recording as an Order or Bill

Mark this field to delete the quote when the quote changes to an order or bill.

Terms button

Click this button to open the Credit Terms window, where you can create a set of default credit terms for all vendors in the AccountEdge system.

When you create a set of default terms using the Credit Terms window here, the terms you select will be automatically applied to every new vendor record you add to the Card File. (The terms of existing vendors will remain the same.)

If you wish, you can change the terms assigned to an individual vendor in the Buying Details view of the Card Information window.

You can also change the terms for a specific purchases transaction.

OK button

Click this button to accept the entries you’ve made in this window.

Fields in the Preferences window - Purchases view

*Automatically [Print/E-mail/Fax/Save to Disk] Purchases When They are Recorded (Bills, Orders and Quotes)*	Mark this selection if you wish to print, email or fax a purchases transaction immediately after you record it. If you mark this selection, the dialog box for your computer that corresponds with your print/email/fax choice will appear immediately after you create a purchases transaction (item, service or professional) and click the Record button in the Purchases window. If you don’t mark this selection In the Purchases window, click the Print button to print or click the Send To button to email or fax purchase forms you’ve created in the Sales window. or Select Print Purchase Forms from the Purchases Command Center to print sales forms you’ve created in the Purchases window.
*Warn if Vendor Owes Me Money Before Making a Vendor Payment*	Mark this selection if you want an alert message to appear if you have outstanding vendor debits with a vendor and you attempt to apply a payment to that vendor. If you mark this selection, an alert message will appear when you enter a vendor name in the Vendor field of the Vendor Payments window, and you have vendor debits with that vendor. This message is informational only; you can continue to enter the payment, if you wish.
*Apply Vendor Payments Automatically to Oldest Bill First*	Mark this selection if you want to automatically apply payments to vendors to the oldest outstanding bill you have with those vendors. If you mark this selection, the amount you enter in the Amount field of the Vendor Payments window will automatically be entered in the Amount Applied field of the oldest bill you have with the vendor whose name you entered in the Vendor field. If you don’t mark this selection, you must manually distribute the amount you entered in the Amount field to the bill(s) you want to apply your vendor payment to.
*Show Vendor Invoice Number in Vendor Payments*	This selection allows you to choose which document numbers you prefer to see in the Vendor Payments window and Settle Returns & Debits window when you’re applying the payments that you make on your outstanding purchases balances. If you mark this selection, the vendors’ invoice numbers will appear in the Vendor Payments and Settle Returns & Debits windows. If you leave this selection unmarked, the purchase order numbers you assigned to your purchases will appear in the Vendor Payments and Settle Returns & Debits windows.
*Make a Contact Log Entry for Every Purchase: Bills, Orders, Quotes*	Mark this selection if you want to record a contact in the View Contact Log window each time you record a purchase. If you mark this selection, a contact will be entered in the Contact Log for each vendor who exists in the Card File and for whom you record a purchase. This is a system-wide preference; the choice you make here will affect everyone who uses this data file.

*Warn for Duplicate PO Numbers on Recorded Bills*	Mark this selection if you want an alert message to appear each time you attempt to record a purchase whose number is already recorded. If you mark this selection, an alert message will appear when you attempt to record a purchase assigned a number that’s already been used. If you don’t mark this selection, you can use the same purchase number multiple times. Marking this selection will require that AccountEdge scan all the purchases you’ve recorded; as a result, it will take more time to record your purchases. Therefore, be sure you want to use this feature before you mark this selection. This is a system-wide preference; the choice you make here will affect everyone who uses this data file.
*Retain Original PO Number on Backorders*	Mark this field to assign the same number to an order and bill created in the same transaction. This is a system-wide preference; the choice you make here will affect everyone who uses this data file.
*Retain Original PO Number When Quotes Change to Orders or Bills*	Mark this field to retain the purchase order number originally assigned to a quote when the quote changes to an order or bill.
*Delete Quotes upon Changing to and Recording as an Order or Bill*	Mark this field to delete the quote when the quote changes to an order or bill.
*Terms button*	Click this button to open the Credit Terms window, where you can create a set of default credit terms for all vendors in the AccountEdge system. When you create a set of default terms using the Credit Terms window here, the terms you select will be automatically applied to every new vendor record you add to the Card File. (The terms of existing vendors will remain the same.) If you wish, you can change the terms assigned to an individual vendor in the Buying Details view of the Card Information window. You can also change the terms for a specific purchases transaction.
*OK button*	Click this button to accept the entries you’ve made in this window.