Learn more

About displaying budget recaps

Setting the original budget

How change orders affect budgets and proposals and subcontracts

About cost codes and divisions

Setting up cost types

Entering settings for the Vendor Invoice Over PO Warning

The Set Over PO Warning command notifies you if an invoice amount exceeds the purchase order limit for the vendor.

When you select the Set Over PO Warning option, Sage 100 Contractor compares the invoice total amount (not including sales tax) against the total purchase order balance. If the invoice total exceeds the purchase order balance and the specified tolerance, the program either displays a warning or does not allow you to post the invoice (depending on the message setting).

The Tolerance Percent is a percentage of the PO subtotal amount less the PO canceled amount.

Notes:

  • The Invoice Over Purchase Order warning in the 4-2 Payable Invoices/Credits window is global and set for all vendors except those that have individual Vendor Invoice Over Purchase Order warnings set in the 4-4 Vendors window. The individual vendor option, if one exists for a vendor, overrides the warning set in the in the 4-2 Payable Invoices/Credits window.

  • Sales tax calculations do not trigger these warnings.

Example: Using the Flat Amount with Warning
Message Type Warning

Tolerance Type

Flat amount

Tolerance Amount

$100

Tolerance Percent

N/A

Tolerance Amount Not To Exceed

N/A

A warning dialog box displays "Warning: The invoiced amount of this record exceeds the remaining balance on the designated purchase order plus the tolerance amount." You can now save the record by clicking [Yes] or cancel out by clicking [No].

  1. Open 4-4 Vendors (Accounts Payable).
  2. Select Options, then select Set Over PO Warning.

  3. In the Message Type dropdown, the choices are mutually exclusive. Select one of the following:

    • No message. No message is generated. All options for tolerance are grayed out.
    • Warning.A warning and/or alert is generated, but you are allowed to save the record.
    • Not allow. A warning and/or alert is generated, but you are not allowed to save the record.

  4. If you select Warning or Not Allow, you must select one of the following choices in the Tolerance Type dropdown:

    • No tolerance
    • Flat amount
    • Percent
    • Percent/not to exceed

  5. Once a Tolerance Type has been selected, enter the amount or percent for the type:

    • Flat amount. Enter the amount in the Tolerance Amount text box.
    • Percent. Enter the percent in the Tolerance Percent text box.
    • Percent/not to exceed. Enter the percent of the purchase order allowed in the Tolerance Percent text box, and the amount of tolerance in the Tolerance Amount Not To Exceed text box.
  6. Click OK.