This feature (Department / Head Office Set-up) is an AnyPO III feature.

To reach the Department Set-up page, select FILE and BASIC PROGRAM SET UP from the Menu Bar. Click on the "Department Set-up " tab on top of the page:

Background

The program can be set-up so that a head purchasing office receives requisitions (or purchase orders) from one or more departments.  The final processing of the requisitions or PO's generally occurs at the head office level, though you could make exceptions for PO's below a certain value.

Only the departments see their requisitions.  In other words, one department can't see the requisitions of other departments.  If needed, each department can set-up their own network.  For example, you could have AnyPO set up on the department manager's computer, the assistant manager and a couple of clerical workers.

When the requisition has been approved at the department level, it sent onto the head purchasing office.  Each day when the purchasing agent opens up AnyPO, the program will pop-up a message indicating how many new requisitions have been received by the office.  The requisitions can be then moved into the main purchase order database, and requisitions processed and turned into PO's.

If needed, the head office computers can also be networked.   In other words, you could have AnyPO set up on the purchasing agent's computer along with any assistants and clerical workers.  Different levels of access can be assigned to members of the office.

Important Note: complete step-by-step procedures to configure the program for a Department - Head Office set-up are found at this link: here.  Concise descriptions of how set up a department or head office are include below, but the most specific instructions and the best source of information is found on the link above.

Second Note:  Department and head office set-ups should be done on the computer which holds shared AnyPO files (the common data directory).  Once this is done, you'll be able to pick up these values (without re-entering the information) when other computers are networked to the common data directory computer.  See the instructions in the link above.

Yes, this is a department set-up

If you want to use this system as described above, place a checkmark here if this is a departmental computer.  If, on the other hand, this is a head office computer, then leave this blank.

Name of Department (12 character limit)

If you checked "Yes, this is a department set-up" above, then you must enter the department's name.  You have 12 characters of space to work with.

Head Purchasing Office Common Data Directory

Click on the browse button and find the AnyPO directory on the server or computer which is used by the head purchasing office.  This allows you to move requisitions to the head purchasing office for final approval.

Unlock PO's: The program assumes that departments create requisitions only.  If, instead, PO's will be created, check this.

Since requests for new supplies and equipment are coming from the department level, AnyPO assumes that you will be creating requisitions.  In other words, AnyPO will automatically place a checkmark beside 'Requisition' on the Main PO Screen.  If, however, you do not want 'Requisitions' checked, and will be creating PO's instead, place a checkmark here.

This is a head purchasing office computer (rather than a departmental one).

If you have departmental set-up (described above) in which departments will be forwarding requisitions to the main purchasing office - AND this is a head office computer (rather than a departmental computer) - then place a checkmark here.  Note that if you place a checkmark here, leave all of the other fields, above, empty.

Limit departments to requisitions only

If you place a checkmark here, AnyPO will not allow departments to create PO's.  (In other words, any departmental computer would not be able to change the "Requisition" checkbox on the Main Purchase Order screen.)  The "Requisition" field is locked and unavailable to all users, including departmental administrators.  This setting takes precedence over the 'Unlock PO's' feature (see above).  Even if a department attempts to activate the 'Unlock PO's' feature, the program will turn it off, preventing them from having the ability to create PO's.