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 want to automatically print, send via email, send via fax or save to disk every purchase transaction as soon as you record it. (Choosing what to do with the purchase) (This preference does not apply to purchases with a Miscellaneous layout; you do not print, email, fax or save those purchases to disk.)

If you select this option, you must also specify which one of the four actions you want as your default. When you record a purchase, the dialog box that corresponds to your print/email/fax/save to disk choice will appear immediately. You can cancel the dialog if you don't want to complete the action for a particular purchase. (Choosing what to do with the purchase and To automatically print/email/fax transactions when recording)

Which form is used?

When you select this option for purchase forms, the form that's used to automatically print, send via email, send via fax or save to disk is the form that's selected in the Printed Form field of the Buying Details view of the Vendor Information window.

If you don't mark this selection, you must either:


-- or --


Warn if Vendor Owes Me Money Before Making a Vendor Payment

Mark this selection if you want to be alerted when you attempt to apply a payment to a vendor that has outstanding debits with your company. An alert message will appear when you enter the name of such a vendor in the Vendor field of the Pay Bills window. This message is informational only; you can continue to enter the payment if you wish.

If you don't mark this selection, you will not receive this alert. [To pay a vendor (Pay Bills window)]

Apply Vendor Payments Automatically to Oldest Bill First

Mark this selection if you want to automatically apply vendor payments to the oldest outstanding bill you have with those vendors. The amount you enter in the Amount field of the Pay Bills window will be entered automatically in the Amount Applied field of the oldest bill you have with the vendor whose name you entered in the Vendor field. You can redistribute the payment if you wish.

If you don't mark this selection, you must manually distribute the amount you entered in the Amount field to the bill(s) to which you want to apply your payment. [To pay a vendor (Pay Bills window)]

Show Vendor Invoice Number in Pay Bills

This selection allows you to choose which document numbers you prefer to see in the Pay Bills window and Settle Returns & Debits window 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 Pay Bills and Settle Returns & Debits windows. If you leave this selection unmarked, the purchase order numbers you assigned to your purchases will appear in the Pay Bills and Settle Returns & Debits windows.

Make a Contact Log Entry for Every Purchase [System-wide]

Mark this preference if you want to create a contact log entry every time you record a purchase from a vendor in your Card File. (Creating business contacts and To automatically create business contacts)

This is a systemwide preference; the choice you make here will affect everyone who uses this company file.

Note: Contact log entries aren't purged during the Start a New Fiscal Year process; you must remove them manually. (Removing business contacts)

Warn for Duplicate Purchase Order, Vendor Invoice or Purchase Order and Vendor Invoice Numbers on Recorded Purchases [System-wide]

If you mark this selection, you will be alerted when you attempt to record a sale for which a Purchase Order or vendor invoice number was already recorded. After the alert you can cancel the transaction and change the number, or continue with the duplicate number.

If you select this option, you must also specify whether you want the message to appear for only Purchase Orders, for only vendor invoices Purchase Orders, or for both Purchase Orders and vendor invoices.

If you don't mark this selection, you will not be alerted and the duplicate number will be used.

Marking this selection will require AccountEdge to 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.

If you import purchases, the criteria you set here will be used during the import process when you choose to add or reject duplicate records. Select Warn for Duplicate Purchase Order Numbers if you want imported purchases to be checked for duplicate purchase order numbers only. Select Warn for Duplicate Vendor Invoice Numbers if you want imported purchases to be checked for duplicate vendor invoice numbers only. Select Warn for Duplicate PO and Vendor Invoice Numbers if you want imported purchases to be checked for either duplicate PO numbers or vendor invoice numbers. (If you leave this preference unmarked, imported purchases will be checked for either duplicate PO numbers or vendor invoice numbers.)

This is a systemwide preference; the choice you make here will affect everyone who uses this company file.

Retain Original PO Number on Backorders [System-wide]

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

In an item purchase, you enter backordered items in the Backorder column if your vendor cannot provide the entire quantity of an item you ordered. Then when you record the purchase, a separate order is created automatically for the backordered items

Mark this field to assign the original purchase order number to the order for the backordered items. (To enter line items for an item purchase)

This is a systemwide preference; the choice you make here will affect everyone who uses this company file.

Retain Original PO Number When Quotes Change to Orders or Bills [System-wide]

Mark this field to retain the original purchase order number assigned to a quote when you change the quote to an order or bill. [To convert a quote to an order or bill (Purchases window) and To convert a quote to an order or bill (Purchases Register)]

Delete Quotes upon Changing to and Recording as an Order or Bill [System-wide]

Mark this field to delete quotes when you change quotes to orders or bills. [To convert a quote to an order or bill (Purchases window) and To convert a quote to an order or bill (Purchases Register)]

This is a systemwide preference; the choice you make here will affect everyone who uses this company file.

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. Setting up credit terms for all new customers and vendors)

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.