Issue/Symptom/Question

How do I force the purchase order number to be unique within a balance sheet OU Id? Currently we have the same purchase number assigned to multiple OUs in PENTA and we want/need to move to a numbering scheme where the purchase order number is unique within balance sheet OU Id.

Applies To

Purchasing > Purchase Orders - Grid Option

System Management> Security> Define Users

Resolution/Fix/Answer

1. Auto-numbering POs uniquely in the system is controlled by the OU associated with the PO master record.
   1. There is no system configuration or system option that controls this feature. 
2. You can number purchase orders uniquely by balance sheet level (rather than at the income statement level) using the following:
   1. Change your 'OU Default Method' preference in the Purchase Orders-Grid Option window to ‘Job/WO’s Balance Sheet OU’:
      1. Open the Purchase Orders-Grid Option window.
      2. Select the File drop down menu
         1. Select User Preferences
            1. Select Window Preferences
               1. Navigate to the Default Rules tab and to the OU Default Method block. 
                  
               2. Even with the window preference change, there’s still nothing that prevents the end user from overriding the PO OU to be something other than the balance sheet OU Id.
   2. Users must be authorized to enter PO transactions against the balance sheet OU Id. 
      1. System administrators can adjust user OU security within the Define Users window:
         1. Open the Define Users window.
         2. Query back the user in question.
         3. On the Setup/Groups tab, navigate to the Group Authorization block.
         4. Confirm that the user is authorized for a group that includes the Purchase Orders-Grid Option window.
            1. This security group must be authorized for the balance sheet OU Id. 
   3. Within the Purchase Orders-Grid-Option window, users can either have PENTA default the balance sheet OU Id or manually assign the balance sheet OU as the PO master OU value.
      1. Costs are still posted to the individual income-statement level OU based on the job/work order/equipment/OU assigned.
      2. The PO master OU is strictly utilized for reporting, auto-numbering, and security authorization validation.