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Navigation: Purchasing (Main Module) > Settings > User Defined Terminology and Settings User Defined Field Settings |
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PURCHASING > Settings > User defined terminology and settings > User defined field settings
These settings affect the formatting and use of various fields throughout SpendMap.
Field Settings Screen
Field |
Description |
System Date Format |
•Enter a date format to be used when entering dates throughout the system. •Separately, you can specify the date format for your Purchase Order forms (i.e. that go to suppliers) in PO Printing Settings. |
Use a smaller font for fields not large enough to display all the data? |
•Due to space limitations on some screens and the fact that some characters take up more space than others (e.g. “iii” vs. “www”), some fields may not be large enough (on the screen) to display all characters entered. •If you check this box, the system will select a smaller font when needed so that all text can fit in the field, otherwise the text in some fields may scroll as you type if you enter a lot of text. |
Decimal places for unit prices (2 to 6) |
•Enter the number of decimal places to use for unit prices throughout the system (e.g. prices in Item Master File, prices on POs and other documents, etc.). •For most organizations, two decimal places are sufficient (i.e. to the penny) but in some industries, unit prices can be fractions of pennies. |
Decimal places for quantities (0 or 2) |
•Select to display quantities with 0 or 2 decimal places throughout the system. •Your choice will depend on whether or not you buy or stock fractions of items (e.g. 123.45 EACH). |
Number format |
•Select either North American or European formatting for numeric fields (including currency fields) throughout the system (e.g. 123,456.78 vs. 123.456,78). •If you have users in different regions of the world, you can override this setting on a user-by-user basis using the applicable setting in the User Master File. |
Lookup mode for Request-by |
•Select your choice of Lookup mode (field validation) when entering or selecting codes from the Request-By Master File throughout the system. ·FUZZY – allow any codes, even if not in the master file. ·STANDARD – only allow codes in the master file. |
Lookup mode for CAT A |
•Select your choice of Lookup mode (field validation) when entering or selecting Category A codes from the Item Category Master File throughout the system. ·FUZZY – allow any codes, even if not in the master file ·STANDARD – only allow codes in the master file. |
Lookup mode for CAT B |
•Select your choice of Lookup mode (field validation) when entering or selecting Category B codes from the Item Category Master File throughout the system. ·FUZZY – allow any codes, even if not in the master file ·STANDARD – only allow codes in the master file. |
Document notes data entry mode |
•This setting will affect if and how users can update internal notes on POs and other documents after the documents are processed, where updating of notes is permitted (e.g. during requisition approval, when viewing PO status, etc.). •While all options allow adding of new notes, the “strict” options will restrict the modification of existing notes. •If using one of the “strict” options, the system will “stamp” each entry with the user’s ID, date and time, to keep track of the “conversation”. •Also see the related setting in the [PERMISSIONS] Tab of the User Master File. |
•Check the applicable boxes to force entry of G/L account, cost center, project and/or Job codes for ALL transactions throughout the system. •Alternatively, you can make the fields mandatory on selected screens with the Field Access Restrictions utility. •Alternatively, you can make the fields mandatory on certain documents (e.g. PO, Req, and RFQ). For example, see Settings > PO Settings > PO Printing Settings > Text-Based Field Positions and Settings (similar options are available for Reqs and RFQs) |
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Change the order of user-defined data entry fields on all screens? AND Specify the order of the fields |
•These settings are used to change the order/sequence of the user-definable account code fields on data entry screens through the Desktop Application and Web App, for when users prefer to enter information in a particular order. •To change the sequence of the fields, check this box and enter the position/sequence of each field, below. |
