Configuration

OBJECTIVE

The Configuration option is used to configure the various options available in the Purchasing module. They are also used to determine which general ledger accounts maestro* refers to when performing certain operations and for defining the format related to forms for orders, contracts, sub-contracts and change orders. Other selections may be added, such as payment approvals, actions required when items are received and the number of characters in descriptions, etc.

 

PREREQUISITEs

• Chart of Accounts
• Project Management

 

Steps

maestro* > Purchasing > Maintenance > Purchasing > Configuration maestro* > Purchasing > Maintenance > Suppliers > Configuration

 

Enter configurations

1. General section in the menu on the left.

Field	Description
Accounts Payable	General ledger account used for entering suppliers' invoices.
Paying Co.	Company responsible for paying invoices. NOTE: Available in multidimensional mode only.
Transfer to Accounting	Enables the posting of transactions to the general ledger. If this field is not checked, transaction will be generated without being transferred and account balances will not be updated. NOTE: We recommend always checking this box to ensure that the accounting entries are transferred to the various general ledger accounts.
Lien Monitoring	Displays a window containing liens related to the supplier when entering a purchase or invoice, if the box is checked.
Action on Expiry Certificates	Allows maestro* to intervene directly on supplier disbursements when their certificates expire. Available values: Block Impossible to create a supplier disbursement whose certificate has expired. Validate Warning when creating a disbursement for a supplier whose certificate has expired. Maestro* allows you to accept or reject the transaction. NOTE: If a supplier's certificates have expired, a warning is displayed when entering invoices.
Advanced Order Approval	Used to submit orders to the approval process configured in the Approval Process option.
Print P.O.	Default value for the Print Order field in the various order entry fields.
Message on purchase orders	Message printed on purchase orders. NOTE: The MESSAGE variable must appear when configuring the purchase order form.
Maximum Description Length	Maximum length of the DESCRIPTION variable (60 characters maximum). NOTE: This function is useful if the space provided on the form for the description is less than 60 characters.
Block Catalogue Item Description Changes	If this box is checked, descriptions for catalogue items cannot be modified when entering the following types of transactions: Define Resource by Project Requisitions Stock Order from Catalogue Merchandise Receipts (Add Item tab) NOTE: When the configuration is activated, the description is blocked only for catalog items whose cost management mode is "Average cost". If the item is set to another mode, the description is editable. This is intended for non-stock or generic items.
Max. Classification Levels used	Specifies the maximum Classification levels used in searching by catalogue item classification.
Do not validate status of service calls	If not checked, maestro* ensures that the call number on the order or requisition has a status of "Entered", "Active" or "Completed". NOTE: Does not apply to orders with a Reserved status. If checked, indicates that maestro* will allow the creation of orders or requisitions on service calls regardless of the status of the call.
Action when Invoicing a regular order or sub-contractor’s order	Allows automatic intervention by maestro* if quantities or amounts are exceeded, if values are entered in the UP % or Rate Amount field. Available values: To Ignore Maestro* does not perform any verification. Validate Warning on exceeding the quantity or unit price. Maestro* allows you to accept or reject the transaction. Block The transaction cannot be saved if the planned quantity or amount is exceeded.
Maximum variance of unit price in %	Used to set an acceptable excess percentage between the unit price ordered and the unit price invoiced. If the discrepancy exceeds this rate, maestro* reports an excess. This configuration applies to the Purchase Order Invoicing option in the Purchasing module. NOTES: For a subcontractor order or a regular order, if there is a discrepancy, maestro* warns the user based on the Action when Invoicing a RegularOrder or a Sub-contractor Order field. For catalogue orders, maestro* warns the user depending on the configuration of the Action to take when Invoicing a Stock Order field under the Configuration option in the Invoicing adjustment to a stock order from catalogue section under the Receipt of Goods section.
Maximum Amount	Used to set an acceptable excess amount between the amount ordered and the amount invoiced. If the discrepancy exceeds this amount, maestro* reports an excess. This configuration applies to the Purchase Order Invoicing option in the Purchasing module. NOTES: For subcontractor orders or a regular order, if there is a discrepancy and it exceeds the maximum amount, maestro* warns the user based on the Action when Invoicing a Regular Order or a Sub-contractor Order field. For catalogue orders, maestro* warns the user depending on the configuration of the Action to take when Invoicing a Stock Order field under the Configuration option in the Invoicing adjustment to a stock order from catalogue section under the Receipt of Goods section.
Accept Work Orders from all Prefixes	When checked, this box indicates that work orders of any prefix will be accepted in stock orders from catalogue, requisitions, and inventory to project transfers. NOTE: Available in multidimensional mode only. NOTE: This box is NOT checked by default.

1. Order numbering section:

Champ	Description
Assign order numbers by Company	Maintains a separate order number sequence for each defined company. NOTE: Available only in multidimensional mode.
GL Account for Counter Number	Indicates the GL number that will serve as a link with Counter Management to determine subsequent order numbers. If order number assignment by prefix is enabled, this field is mandatory. NOTE: Maestro* will not generate any accounting entries in this account, which will only be used to number orders.
P.O. Counter	Last purchase order number issued. NOTES: If a counter GL account is entered in the Counter GL Account Number field, this field will not be used. The maximum number of characters for purchase orders is 7. The counter is the same for all order types.
Preceded by “0”	Used to precede the order number with a zero.
Mask for P.O.	Numbering format for the order. NOTES: You can define a company prefix format in multidimensional mode. The maximum number of characters available for this format is 9. For example, you can identify Company 1 with code 1, followed by the order number. This format is displayed as follows: 1#######.

2. Generate Supplier Numbers section:

Field	Description
Generate Supplier Numbers	When activated, this functionality enables the automatic and sequential generation of supplier numbers; users no longer have to enter them manually.
Counter	Used to indicate the number that will be assigned next. NOTE: In multidimensional mode, it is possible to use prefix-specific counters.
Format	Provide a particular format to the numbers assigned. NOTE: Entering the # symbol in the Format field indicates that the supplier number will be completed and preceded by 0. For instance, if the next number should be “12345”, entering ######## in the Format field will generate the number 00012345. This field can also be used to add a prefix to the generated numbers.

3. Kits with Bill of Materials section:

Field

Description

Activate automatic component selection

When checked, this setting ensures that the component selection window automatically opens when selecting catalogue items that have a “Kit” Status from data entry grids. It also displays the Add master item to component list check box in the Define Bill of Materials. The component selection of catalogue items window is displayed from the following options: Stock Order from Catalogue Enter a Requisition Receipt of Goods Customer Orders Point of Sale Invoicing Enter a Sale Inventory-Project Transfer Inventory-Site Transfer Internal Sales Material Reservation Enter Work Orders Estimating Change Order Management NOTES: An item’s Status can be set in the Catalogue Management option (Item Description tab, Identification section).

2. Formssection in the menu on the left.

In multidimensional mode, the Form Configuration button is used to configure a form template by company prefix.

1. Order section:

Field	Description
Number of copies	Number of copies printed by default when printing.
Purchase order	Form used to print a Purchase Order Management form.
Internal Purchase Order	Form used to print an Internal Purchase Order.

2. Stock Order from Catalogue section:

Field	Description
Purchase order	Form used by default to print a Stock Order from Catalogue.
Quotation Request	Form used by default to print a Stock Order from Catalogue with the status 3-Quotation.

3. Return of Merchandise section:

Field	Description
Purchase order	Form used by default to print a Stock Order from Catalogue whose contract type is Return of Merchandise.
Return Order	Form used by default to print a return of merchandise order with the Receipt of Goods option.

4. Payment Certificate section:

Field	Description
French	Word Form used by default to print a payment certificate for French-speaking suppliers. NOTE: Payment certificates are used to inform suppliers that the invoice has been paid. This document is printed with the Invoicing option by clicking the Payment Certificate icon.
English	Word Form used by default to print a payment certificate for English-speaking suppliers. NOTE: Payment certificates are used to inform suppliers that the invoice has been paid. This document is printed with the Invoicing option by clicking the Payment Certificate icon.
Form	Form used to print a payment certificate for suppliers. NOTE: Payment certificates are used to inform suppliers that the invoice has been paid. This document can be printed using the Invoicing option by clicking the Payment Certificate icon and clicking the drop-down menu to the right. Select the Payment Certificate Form option.

5. Receipt of Goods section:

Field	Description
Receipt Acknowledgement	Form used by default to print an acknowledgement with the Receipt of Goods option.
Label	Label format used by default to print a Receipt of Goods.
Printing Order	Availables values: O-Entry Order In the order the transaction was entered in maestro*. R-Location By location. C-Invent. Code By inventory code.
E-mail Confirmation	Form used to notify a user that the required merchandise has just been received. This function must be enabled in security management. In this case, the requester's e-mail address must be available in Security Management. NOTES: The e-mail confirmation is sent automatically when the receipt of goods is transferred. If no form is selected, the e-mail will only contain basic information, which includes the receipt number, the requisition number and the order number. The form will be inserted into the body of the e-mail sent rather than being attached. It must therefore be in text format and must not contain graphic or layout elements.

6. Project Purchase section:

Field	Description
Project Purchase	Form used by default to print a Project Purchase.

7. Inventory section:

Field	Description
Transfer Slip	Form used by default to print an Inventory-Project Transfer and/or Inventory - Site Transfer.
Printing Order	Available values: O-Entry Order In the order the transaction was entered in maestro*. R-Location By location. C-Invent. Code By inventory code.

8. Requisitions section:

Field	Description
Requisition	Form used by default to print a Requisition.
Incomplete Requisition	Form used by default to print an incomplete Requisition. NOTE: This form is printed on processing a requisition with the Stock Order from Catalogue or Requisition -> Supplier Order option if all of the items in the requisition have not been ordered.
Printing Order	Availables values: O-Entry Order In the order the transaction was entered in maestro*. R-Location By location. C-Invent. Code By inventory code.

9. Subcontractor Contract section:

Field	Description
Original Subcontract	Form used by default to print the original Sub-contractor Contract.
Change Order	Form used by default to print a change order for a Subcontractor Contract.
Number of copies	Number of copies printed by default when printing.

10. Purchase Order Invoices section:

Field	Description
Regular/Subcontract	Form used by default to print the invoice of a regular or subcontract purchase order.
Catalogue	Form used by default to print the invoice of a catalogue purchase order.

11. Disbursements section:

Field	Description
Approvals	Form used by default for the approval of the disbursements and individual disbursements.

3. Purchases section in the menu on the left.

All subsequent accounts are all in General Ledger Configuration, General section.

 

Field	Description
Bank Account	Default bank account for disbursements.
Standard A/P Account	Default general ledger account for standard supplier accounts. NOTE: By default, this account should be the same as that entered in the Accounts Payable - Project field.
Project A/P Account	Default A/P general ledger account associated with projects.
Purchase Discounts	General ledger account associated with the discount posted when entering a Project Purchase or an invoice with the Invoicing option. NOTE: This account is typically used to accumulate volume discounts.
Disb. Discount Account	General ledger account associated with the payment discount posted when issuing a disbursement.
Holdback Account - Purchases	General ledger account to which holdbacks payable are posted.
Supplier Advance	General ledger account to which payments to suppliers without invoices are posted.
Interest Payments Account	General ledger account to which amounts paid that exceed invoiced amounts are posted.
Payment Terms	Payment Terms generated by Payment Terms Management that is applicable by default to all purchases. NOTES: Maestro* displays this payment terms by default if no other payment date is configured in Supplier Management. This field can affect the immediate payment of a Project Purchase with Immediate disbursement. Maestro* determines the due date of invoices entered based on the applicable payment terms.
Due Date Calculation	Determines when the due date should be calculated. Choices are: 0 – Only when the due date is blank. 1 – Always when the invoice date, accounting date, or payment terms are changed; 2 – Confirm when the invoice date, accounting date, or payment terms are changed. NOTE: By default, the configuration is at 1 – Always when the invoice date, accounting date, or payment terms are changed.
Supplier Display Order	Order in which suppliers are displayed. NOTE: The display order is used in accounts payable aging (Purchasing and Procurement module), the list of purchases and control A/P aging (General Ledger module). Available values: Code By code. Name By name.
Cheque Print Order	Prints cheques in display order by supplier code or cheque number. Available values: Supplier Code By supplier code. Number By cheque number.
Invoice Status	Default statuses of an invoice after transactions are transferred. NOTE: Various statuses can be configured with the Payable Invoice Status Codes Table option. Normally, an invoice becomes payable once it has been transferred. You can change this rule by choosing another status for the invoice (for example, the Payment to be Approved status).
Lien Invoice Status	Default status attributed in priority to invoices that are linked to a lien.
Status if invoice meets the approval requirements	Allow the automatic approval of certain invoices, linked to stock orders from catalogue, when they meet precise requirements. Theses invoices will be marked as preapproved when the following conditions are met: For all billed items in the current invoice: The billed unit price must be identical to the ordered unit price (up to the second decimal place). The cumulative billed quantity (including the current invoice) cannot exceed the ordered quantity); There can be no additional items added to a reception of goods, if this receipt of goods is selected and linked to the before-mentioned invoice. There can be no additional fees (invoice extras) to the invoice; The invoice cannot be in Implicit Reception mode; The billed provider must be the one to whom the order was sent. This will apply to: Invoices corresponding to standard type catalogue orders; Invoices corresponding to merchandise return type catalogue orders. This functionality will not apply to: Invoices corresponding to regular type orders; Invoices corresponding to subcontracts. Invoices will be verified upon saving, in order to determine whether they meet the preapproved criterion, or not.
Minimum Purchase	Amount associated with the status of the invoice. Maestro* automatically changes the status of the invoice to the status set in the Invoice Status field if the total amount of the invoice is equal to or higher than this amount.
Miscellaneous Supplier ID	Supplier code used to group all invoices paid to occasional suppliers for which you do not want to create a supplier record. NOTE: When you enter a project purchase, if you select a miscellaneous supplier, a window is displayed in which you can enter or select the name and address of the supplier where the purchase was made. This also leads to the automatic creation of an immediate disbursement to the supplier specified. All invoices to the miscellaneous supplier entered will be grouped and you will be able to inquire about the miscellaneous supplier in the same way as for another supplier. The name and address specified in the project purchase will be visible in the invoice detail screen when you inquire about suppliers.

4. Inventory section in the menu on the left.

Field	Description
Inventory Account	Active general ledger account to which transactions that affect inventory are posted. NOTE: This account will only be used if no Project - Activity - Group is configured in the Inventory section.
Unit price select. for Inv. adj and transfers	Unit price displayed by default in adjustment and inventory transfer transactions. Available values: Average Cost Average cost calculated by maestro*. It is the unit price selection mode for inventory adjustments and transfers that Maestro strongly recommends to use. NOTE: Calculation of the average cost (Without activating accrued costs): Value in stock Quantity in stock – Total quantity received, but not invoiced NOTE: Calculation of the average cost (with accrued cost activated): Value in stock + Total Amount received, but not invoiced Quantity in stock Last Price Last paid price, regardless of the supplier selected. Fixed Cost Price entered in the Fixed Unit Price field in Catalogue Management. Price List Price entered in the Price List field in Catalogue Management. Quotation Price entered in the Quotation Price field in Catalogue Management. Average Cost + Calculated average cost, including the amount on order in the "in stock" value: NOTE: Calculation of the average cost + Value in stock + Amount on order Quantity in stock - Total quantity received, but not invoiced + Quantity on order
Average Cost by Company	Calculates and uses the average cost by company prefix if the box is checked. NOTES: Available in multidimensional mode only. This option allows you to have different average costs in each of the prefixes of a given multidimensional environment. If this box is not checked, the same average cost will be used in all prefixes.
Advanced entry of the material destination	Displays three (3) additional columns (Container, Case and Box) in the Inventory Adjustment, Inventory-Project Transfer and Inventory - Site Transfer options if the box is checked.

1. Inventory section:

This section defines the projects, activities and groups that will be used to post transactions involving inventory to. These fields can also be used to obtain a GL account number to replace the inventory account on the first screen.

The projects, activities and groups specified in this section cannot be identified as an expense (entered in the breakdown grid) in the following options:

• Purchase Order Management
• Stock Order from Catalogue
• Subcontract Management
• Receipt of Goods (Add Item tab)
• Purchase Order Invoicing (Extras on invoicing tab)
• Project Purchase
• Inventory to Project Transfer

Maestro* will not let you save transactions that contain these projects, activities or groups in the breakdown grid to ensure that discrepancies between the inventory and backups of the general ledger are not created.

In multidimensional mode, the Multidimensional values button allows user to configure the projects, activities, and groups by company prefix. It is accessible by clicking in a field in the Inventory section.

 

Field	Description
Regular Project	Specific project for inventory. NOTE: This project is optional, but is used to monitor inventory from Project Management.
Undefined Project	Specific project for catalogue items that are displayed in the Cost Management Mode field as undefined.
Non-Stock	Specific project for catalogue items that are displayed in the Cost Management Mode field as non-inventory.
Activity	Activity related specifically to inventory.
Group	Group of materials.

2. Selling price calculated by increasing the cost price section:

This configuration is used to specify the base used to calculate the selling price by increasing the cost.

The configurations below are identical to those in Configuration in the Invoicing module, Project Receivables section. Both modules are affected when you change one of these configurations.

 

Field	Description
UP selection to determine the selling price	Allows you to calculate a unit price which will be used to determine the selling price, calculated by applying an additional charge to a unit price. NOTE: This configuration is only applicable if the Define Customer Pricing option is used and if the Cost Rates are entered in this screen. The calculated selling price will also depend on the value chosen in the Selling Price Calculation Method configuration. Available values: C-Average cost The current average cost of the item. NOTE: If the Multidimensional option is installed and the Average Cost by Company configuration is activated, the average cost calculated will be based on the current prefix. P-Last Price Price entered in the Last Cost field in Catalogue Management. S-Quotation Price entered in the Quotation Price field in Catalogue Management.
Selling Price Calculation Method	Applies when you wish to calculate the selling price by applying an additional charge to a cost price. This additional charge is defined in Define Customer Pricing. NOTES: The starting price on which the additional charge is calculated is determined in the UP selection to determine the selling price menu. The additional cost rate or profit percentage is entered in Define Customer Pricing, in the Cost Rates column. Available values: M-Mark up Applies the indicated rate to the cost price NOTE: For example, a $100 part can be marked up 10% for a selling price of $110. The formula used is $100 * 10% + $100. P-Profit % Considers that the rates specified should be the rate of profit included in the selling price. NOTE: For example, an item at $100 sold with a 10% profit will have a selling price of $111,11. The formula used is: $100 /90% (90% from 100% – 10 % profit).

3. Validation section:

Field	Description
Site Validation	Make sure that the site code entered when entering a transaction is Active in Define Sites if the box is checked. If not, a message saying the site is invalid appears.
Site	Site used by default when entering a transaction. NOTE: In multidimensional mode, you can specify a site by company.
Unit Validation	Let’s you automatically validate quantities according to specified criteria. Available values: Do Not Validate No confirmation of quantities by maestro* when a transaction is saved. Depending on available stocks Confirms the quantities based on quantities in stock. Depending on available qty by site Confirms the quantities based on quantities available by site. Depending on available qty by site/location Confirms the quantities based on quantities available by site and location.
Confirmation of Units	Uses the value from the Unit field when confirming quantities in stock, if the box is checked. NOTE: For example: A quantity of (1) represents 200 square feet, 200 being the base unit, whereas while another quantity of (1) may represent 100 square feet. By including unit confirmation in quantity confirmation, you cannot take out 2 quantities of 200 square feet. They must be taken separately. If units are not confirmed, it is possible.
Characteristics Validation	If the box is checked, uses the Characteristic field when confirming quantities in stock, for all catalogue items. For example, instead of managing 4 very similar items (i.e. blue, red, black, and green construction hats), they can be managed as a single item (i.e. construction hats), with a specific characteristic (i.e. the colour).
Quantity confirmation method	Indicates the action to be taken if the quantity requested exceeds the quantity available. Available values: Block Blocks the transaction. The transaction cannot be saved. NOTE: This block only applies to regular users. A warning is displayed to administrators. Warning Displays a warning message on saving the transaction. You can still save the transaction.
Default reason for reservations	Displays this message when reserving inventory.

4. Physical Inventory Adjustment section:

Field	Description
Project	Project used to account for discrepancies between the inventory in maestro* and what was entered in Physical Inventory.
Activity	Inventory adjustment activity.
Group	Group of materials.

5. Profit for an Internal Sale or Inter-company Sale section:

Field	Description
Cost Project	Project to which costs for items included in internal sales transactions are posted.
Cost Activity	Activity to post internal sales costs.
Cost Group	Group to which costs for internal sales are posted.
Revenues of Internal Sales	Project to which revenue from internal or inter-company sales is posted.
Activity	Internal revenue activity.
Group	Internal revenue group.
Profit Rate	Default internal profit rate. NOTE: This rate is applied to all inter-company sales.
Return Rate	Rate of return from one department to another. NOTE: For example, this rate may be a handling fee.

6. Inventory-Project Transfer section:

Field	Description
One source site per transaction	Uses only one source site per inventory to project transfer transaction if checked. NOTE: We strongly recommended enabling this option if you use Process Management.
User in Charge	Specify the user responsible for inventory to project transfers.

7. Inventory - Site Transfer section:

Field	Description
One source site per transaction	Uses only one source site per inventory to site transfer transaction if checked. NOTE: We strongly recommended enabling this option if you use Process Management.
One destination site per transaction	Uses one destination site per transaction if checked.

5. Stock Order from Catalogue section in the menu on the left.

Field	Description
Invoicing Fees	Available values: Project Project to which amounts exceeding the stock order from catalogue are posted. NOTE: These fees are in addition to the amount invoiced per order. For example, this project can accumulate customs fees. Activity Cost activity. Group Invoicing group.
Building the description	Description displayed when printing orders. NOTES: When printing, maestro* displays the French Desc. field from Catalogue Management by default. You can configure another description by specifying the desired variables in the field. For example, NOPIECE, DESCRIPTION, CARAC, NOPROJET, DESCPROJET or ACTIV. The description will be available on the following forms: equipment requisitions, stock order from catalogue and receiving slips.
Conversion Description	Factor displayed when printing orders. NOTE: When printing, maestro* displays the Factor field from Catalogue Management by default. If a quantity is converted in inventory, you can choose to print another variable. For example, SUPP_QTY, SUPP_UOM, SUPP_UP,INV_QTY, INV_UOM,INV_PU, SUPP_FACTOR, INV_FACTOR,SUPP_RATIO or INV_RATIO. For example, if you purchase an item that is sold 10 per box, the order could be displayed as follows: Qty Unité Description Unit Price Extension 2 Box Filters $15.00 $30.00 20 units at $1.50 In this case, the second line would be configured this way in the configuration screen: INV_QTY INV_UOM to INV_PU. Maestro* adds the values defined in this screen after the description.
Supplier Code Action	Displays the code for the part specific to the supplier on the order by default. NOTE: The part number piece must be associated with the supplier in Catalogue Management. Available values: None Displays no part numbers on the form if no code is associated with the supplier in Catalogue Management. Catalogue Displays the catalogue item code if no code is associated with the supplier in Catalogue Management.
Inventory Identification Text	Let’s you identify an inventory order (no project number) at the time of printing. The text is displayed in the project code variable. NOTE: The term Inventory is usually used.
User responsible for suppl. order	Default user responsible for all orders created automatically by maestro*. NOTE: This feature applies to all stock orders from catalogue created automatically from a customer order, work order or procurement planning, for example.
Unit price selection for orders	Unit price displayed by default on purchase orders. In ALL cases, maestro* first checks if there is a specific price in Supplier Discounts Tableoption for the supplier and the product entered on the order. If one exists, this is the price that will be used, regardless of the choice made in this configuration. If maestro* does not find a price in Supplier Discounts Table, this configuration will be used to determine the method by which the price will be established. NOTE: if a discount is found in Supplier Discounts Table, the discount will still be applied to the unit price found, regardless of how the price was determined. Available values: F-Supplier Last unit price for the selected supplier. Maestro* first checks if there is a specific price in the Supplier Discounts Table for the supplier and product entered on the order and, if one exists, uses this price, regardless of the choice made in this configuration. Maestro* searches for the supplier in the Purchases and Sales section of the Catalogue Management option and applies the unit price linked to the supplier, if one exists. If no price is found for the supplier, maestro* uses the last price paid, identified in the same section of Catalogue Management. D-Last Last price paid, regardless of which supplier is selected. NOTE: Maestro* first checks if there is a specific price in the Supplier Discounts Table for the supplier and product entered on the order and, if one exists, uses this price, regardless of the choice made in this configuration. NOTE: In multidimensional mode, the last price paid is saved by company prefix and is visible in the Catalogue Inquiry option. P-Lowest Lowest prices among those indicated in Catalogue Management. Maestro* chooses the lowest price among the four prices by supplier and the last price paid, entered in Catalogue Management, regardless of the supplier specified on the order. NOTE: Maestro* first checks if there is a specific price in the Supplier Discounts Table for the supplier and product entered on the order and, if one exists, uses this price, regardless of the choice made in this configuration. L-List price Price specified in the Std Purch.Price field in Catalogue Management. NOTE: Maestro* first checks if there is a specific price in the Supplier Discounts Table for the supplier and product entered on the order and, if one exists, uses this price, regardless of the choice made in this configuration. U-Supplier Pricing Price from Define Supplier Pricing. NOTE: If no price is found, maestro* displays zero as the price. NOTE: Maestro* first checks if there is a specific price in the Supplier Discounts Table for the supplier and product entered on the order and, if one exists, uses this price, regardless of the choice made in this configuration.
Action for “ Last Price Paid”	Available values: Always Always affects the last price paid for a catalogue item. Only if no project discount Only affects the last price paid if there is no project discount. NOTE: This last option allows you to omit updating the last price paid if you use discounts that only apply to certain projects.

6. Return of Merchandise section in the menu on the left.

Field	Description
Format for order numbers	Mask to identify merchandise return transactions among orders in the Stock Order from Catalogue option. NOTE: In multidimensional mode, you can define a format by company prefix.

7. Requisitions section in the menu on the left.

Field	Description
Requisition Counter	Last requisition number issued. NOTE: The maximum number of characters for the requisition number is 7.
Preceded by “0”	Used to precede the requisition number with a zero.
Advanced Requisition Approval	Used to submit requisitions to the approval process configured in the Approval Process option.
Category for documents attached to receipts	Category associated with the merchandise receipt document. NOTE: This feature requires that the Send an e-mail message and save the document warning is defined for the requester of the requisition in Security Management (Access Restriction tab). The document is saved in Document Management with the category specified in this field.
Unit Price selection for requisitions	Unit price displayed by default on requisitions. Available values: –No price No price is displayed. C-Average Cost Average cost calculated by maestro*. NOTE: Calculation of the average cost Value in stock + Total amount received, but not invoiced Quantity in stock - Total quantity received, but not invoiced D-Last Price Last paid price, regardless of the supplier selected. F-Fixed Cost Costs enter in the Fixed Cost field in Catalogue Management. P-Price List Price entered in the Price List field in Catalogue Management. S-Quotation Price entered in the Quotation Price field in Catalogue Management. 2-Average Cost + Calculated average cost, including the amount on order in the "in stock" value: NOTE: Calculation of the average cost + Value in stock + Amount on order Quantity in stock - Total quantity received, but not invoiced + Quantity on order U-Esc./supplier Price from Define Supplier Pricing. NOTE: This configuration applies to catalogue orders, requisitions, project resources and CBN/MRP1 Management.
Do not process requisitions “Project” & “Project-Reservation” in the “Procurement Management”	If checked, maestro* excludes “Project” and “Project-Reservation” type requisitions in Procurement Management (MRP1). By default, maestro* displays the value in settings on newly created requisitions. NOTE: For additional information on processing Project-Reservation type requisitions, refer to the Creating a purchase requisition from an existing requisition document.
Check the quantities available in stock with the prefix	Identifies the company that manages the inventory and that will be used to determine the quantities available when entering requisitions and customer orders. This field is available in multidimensional mode only. NOTES: If no prefix is selected in the field, the quantities will be calculated according to the company at which the requisition or customer order is processed. If a company prefix is entered, the quantities will be calculated according to this prefix, regardless of the company at which the requisition transaction or customer order is processed. It is also possible to enter a company mask to group inventory for multiple prefixes. For example: 11XX to group companies whose prefix is 1100, 1105 and 1110.

8. Receipt of Goods section in the menu on the left.

Field	Description
Allow only one non transferred transaction for each order placed	Allows you enter only one non transferred merchandise receipt transaction at a time. To enter a second one, you must transfer the first.
Accounting Date blank by default	If checked, indicates that maestro* should not propose a default value in the Date field when entering a Receipt of Goods. The user should manually enter the date for each of the goods receipt.
The “Actual Delivery Date” field is mandatory for a Receipt of Goods	If checked, allows user to make the entry of the date of the actual delivery mandatory, in Receipt of Goods.

1. Label Configuration section:

Field	Description
Printing Type	Allows you to print labels by clicking the Print icon in the Receipt of Goods option. Available values: 1-Each item to be received One label for each item to be received. 2-Total Quantity Label showing the total amount. NOTE: This feature can be used for a case containing several boxes. 3-Each item received One label per item received.
Destination	Available values: 1-Viewer Displays the information in the maestro* Viewer. 2-File Used to print the contents of a file. NOTE: This feature requires equipment and configurations adapted to the requirements of your business. For more details, please contact one of our trainers.
Number of labels per page	Let’s you specify the number of labels per page when printing.

2. Automatic generation of serial numbers section:

Field	Description
Generate serial numbers using these counters	Allows user to automatically generate the serial numbers of the parts received, by using a sequence counter. This feature is useful for businesses that want every material or equipment rentals to have a distinct serial number.
Counter material	Next serial number that will be assigned to the items which are not Equipment rentals.
Counter Renatal Equipment	Next serial number that will be assigned to the items that are Equipment rentals.
Format	Format of serial numbers to generate.

3. Accrued Charges section:

The two checkboxes for managing accrued charges must be checked. The Accrual Allocation section refers to purchase orders that are linked directly to a project. The Stock Allocation section refers to purchase orders that are linked to inventory, not projects.

 

This feature provides better monitoring of the average cost of items in Catalogue Management. It is also used to post the value of merchandise received when entering receipt transactions, preventing you from having to manually calculate the value of goods received, but not invoiced at the end of each month.

 

In multidimensional mode, the Multidimensional values button allows user to configure the projects, activities, and groups by company prefix. It is accessible by clicking in a field in the Inventory section.

 

Field	Description
Accrual Accounting	Available values: None Does not post accrued charges. Orders and Merchandise Returns Post accrued charges on orders and merchandise returns. NOTES: Maestro* generates accrued charges when merchandise receipts are transferred and reverses them when invoices are transferred. Ideally, each invoice payable should be linked to a merchandise receipt. Orders only Posts accrued charges on orders only.
Accrual Allocation	Identifies projects, activities and groups used to post accrued charges for material ordered directly for a project, without going through inventory. Available values: Project Project to which accrued charges are posted. Activity Accrued charges activity. Group Material group.
Each invoice must be linked to a receipt of goods	Used to force merchandise receipts for each invoice and ensures that inventory quantities and prices are updated.
Stock Allocation	Identifies projects, activities and groups used to post accrued charges for materials ordered for inventory. Available values: Project Project to which accrued inventory charges are posted. Activity Accrued charges activity. Group Material group.
Billing multiple exchange rate	Allows the user to treat multiple exchange rate variations. NOTE: To select this checkbox, the dropdown menu of the Action to take when Invoicing a Stock Order option must display No Variance. If not, a Warning message appears when trying to select the checkbox.
Exchange rate variation	Select the projects, activities and groups in which the exchange rate variations will be saved.

4. Invoicing adjustments to a stock orders from catalogue section:

In multidimensional mode, the Multidimensional values button allows user to configure the projects, activities, and groups by company prefix. It is accessible by clicking in a field in the Invoicing adjustments to a stock orders from catalogue section.

 

Field	Description
Action to take when Receiving	If there are discrepancies between the receipt and the original order, you can perform the following activities: To Ignore Maestro* does not perform any verifications. Validate Warning on exceeding the quantity or unit price. Maestro* allows you to accept or reject the transaction. Block The transaction cannot be saved if the quantity or amount is exceeded.
Action to take when Invoicing a Stock Order	Available values: Block The transaction cannot be saved if the quantity or amount is exceeded. To Ignore Maestro* does not perform any verifications. Validate Warning on exceeding the quantity or unit price. Maestro* allows you to accept or reject the transaction. No Discrepancy Used to balance the invoice between the amount of the order and the invoice. The average cost will not be affected because the price used will be the cost on the order and the difference will be charged to the project, activity and group specified below. NOTE: Only affects orders for inventory.
Project	Project to which the discrepancy will be posted if the status of the catalogue order invoicing is No Discrepancy.
Activity	Activity where the invoicing difference will be posted.
Group	Group to which the discrepancy will be posted.
Description	Description used when adjusting the catalogue order invoice if the mode is No Discrepancy. NOTE: Click on the button located to the right of the field to record a description according to the language.

5. Notify when receiving orders section:

This section allows the user to configure the people who must receive an email warning following receipt of goods.

The email is sent to recipients if an email address has been previously identified in the Security Management.

Do not confuse this functionality with the one to send a warning to the requisition applicant when the receipt of goods is carried out and which is configurable in the Security Management, under the Access Restriction tab.

 

Field	Description
	Allows user to identify the people who should receive a warning by email at the receipt of goods for an order. Available values: Requestor of the Order If checked, sends an email to the user identified in the catalog order under the Applicant field (available in the Delivery tab). Project Manager If checked, sends an email to the project manager identified in the project specified in the order. Site Supervisor If checked, sends an email to the site supervisor identified in the project specified in the order. Other Intervener Related to Project If checked, sends an email to the site supervisor identified in the project specified in the order.
Advise if the email address is not indicated for these interveners	If checked, maestro* displays a warning message during the transfer of the receipt of goods, if an email address has not been specified to the user in the Security Management.
Send the email only if the order is fully received	If checked, maestro*sends the warning by email only when the order is fully received.

9. Procurement Management section in the menu on the left.

Field	Description
Economic activity rate (per month)	Used to enter, by month, the percentage of monthly consumption in relation to the busiest month of the year. This monthly rate is used to calculate the quantity to be ordered for inventory if a minimum threshold is defined in Catalogue Management. NOTE: For example, if a rate of 50% is entered in January, and the minimum threshold for a part is 100, maestro* will suggest ordering 50.
Create orders by delivery date	Tells maestro* that it must create multiple purchase orders if the delivery date is different, if the box is checked. NOTE: If the box is not checked, maestro* will create one purchase order with multiple delivery dates.
Create orders by item type	Tells maestro* that must create multiple purchase orders based on the item type, if the box is checked. NOTE: If the box is not checked, maestro* will create one purchase order with the different item types.
Use the planning date as the delivery date	Tells maestro* that the delivery date must be the planned date, if the box is checked. NOTE: If the box is not checked, the user must enter the delivery date manually.
Specific Orders	This configuration applies only to orders generated by the Procurement Management (MRP 1) option. NOTE: This field is only available in multidimensional mode. When in purchase order management, the requisitions are processed and an order will be created by supplier. This order can group together several projects, if there are multiple requisitions with the same supplier. Available values: Do not use the project to generate the orders Generates a different order by project in the purchase order management based on the project defined in the requisition. An order will be generated for each project defined in a requisition. Always generate separate orders by project Generates separate orders for the denounced projects and brings together the other projects on the same order for the same supplier. Generate separated orders for completed projects only Maestro* checks if there is a denunciation related to projects identified in the requisitions. If this is the case, maestro* creates a separate order for the denounced project. Otherwise, the project will be included in a multi-projects order for the same supplier.
Creating specific orders in the requisition company	If the box is checked, indicates to maestro* that the order must be created in the requisition company rather than in the current company. By default, maestro* creates the specific orders in the current company no matter the provenance of requisitions. If checked, maestro* creates a specific order in the same company as the one identified in the requisition. NOTE: Available with the multidimensional mode only.
Production Project	Project to which production costs are posted. NOTE: This project is used when the Manufacturing Management option is used.
Cost of production activity	Production activity.
Finished Product Group	Group for the finished product.
Default reason for reservations	Description of the reason used on reservation requisitions from Procurement Management.

10. Payments section in the menu on the left:

1. Payments section:

Field	Description
Creation No.	Last number issued for the last direct payment. NOTES: The number is incremented when a direct payment file is created. The number can also be incremented when a bank deposit file is created if the Use Direct Payment Creation Number field is checked in the bank deposit preparation screen. In multidimensional mode, this button configures a creation number by company prefix.
Supplier for the transfer of direct payments	Supplier code used to create the individual disbursement on transferring the direct payment file. NOTE: This individual disbursement is used to automatically transfer the amount of direct payments issued from the internal bank account to the current bank account. If the supplier is omitted, the disbursement is not created.
File location	Location in which direct payment files are saved. WARNING! If no location is entered, maestro* saves the direct payment files in the user’s Documents directory by default. This directory can be accessed with Windows Explorer, and can be found, for example, in the Libraries or My Documents section.
Confirmation Form	Customized form for the payment confirmation.

2. Positive Payments section:

This section is to be completed, if your financial institution offers the disbursements validation services, in order to eliminate the attempts of fraud when cashing the checks. Currently, the HSBC bank Standard 300 bytes offers this service.

Field	Description
File location	Location where the files are saved that are generated from the Prepare Positive Payment file option.

11. Payment Declaration section in the menu on the left:

Field	Description
Saving Directory of XML File	Location in which the files generated by the XML File Payment Decl. option are saved.
CRA Account Number	Account number provided by the CRA for the transmission of the XML File Payment Decl. report.
Minimum amount for Form 1099-MISC	Minimum amount from which a payment declaration must be produced for a supplier located in the United States. This configuration is used when printing the form 1099 available under the option Dec. of payment - Form 1099 - MISC.

1. Contact section: This section is used to enter information about the person to be contacted for the payment declaration. It is possible, in multidimensional mode, to select values that come from another company by clicking on the icon to the right of the active field.
2. Transmitter section: This section is used for entering information about the sender required to send the Payment Declaration report in XML format.

12. Subcontract section in the menu on the left:

Field	Description
Breakdown projects must be subprojects of the master project	If checked, maestro* prevents the saving of a subcontract when the project identified in the breakdown or in the Change Orders tab is not a subproject of the one identified in the header. Otherwise, maestro* displays a warning message.

1. Subcontracts related to service call section:

Field	Description
Accrued Cost Activity	Allows user to enter an activity code to use for recording the accrued costs of the subcontracts related to service calls. NOTE: This activity is optional, but if specified, will be proposed by default for outsourcing contracts related to service calls. It must be linked to a GL account of charges accrued.
Generic product code for call return	Allows user to select the product code which will be indicated in the transactions from the subcontracts which are added to call returns. NOTE: This code is necessary to enable the selection of transactions linked to subcontracts in the return call.

13. ElekNet Interface section in the menu on the left:

Field	Description
Eleknet Pricing Address	URL address to use to retrieve item prices: https://services.eleknet.com/services/XmlOrder/xPA.aspx
ElekNet Order Address	URL address to use to send material orders: https://services.eleknet.com/services/XmlOrder/send.aspx
ElekNet Supplier Code	Only orders linked to the selected supplier can be sent to ElekNet upon the order transfer in maestro*. Corresponds to the ElekNet code entered in the Supplier Management option. Matches the code for ElekNet in the Supplier Management option.
ElekNet Distribution Centre Code	Indicates the default ElekNet distribution centre when searching for available stock quantity if no specific order address or ElekNet distribution centre is designated in an order. It generally is the main distribution centre.
Order Transfer Mode	Available values: Automatic Selecting this value automatically sends ElekNet orders electronically once the order has been transferred in maestro*. Manual Selecting this value indicates that users will have to manually send ElekNet orders.
Pricing Update Mode When Ordering	ElekNet items unit price and quantity availabilities update mode, when entering orders linked to specific projects and for which the supplier correponds to ElekNet. Available values:  Automatic This mode generates a request to ElekNet’s web service as soon as a catalogue item and its ordered quantity are entered in an order to obtain the applicable unit price to that situation as well as the available quantity according to the specified distribution centre. Manual By selecting this mode, users will have to manually refresh the prices and available quantities.
User Code and Password	User name and password required to connect to the ElekNet service. NOTE: Those fields can contain up to 50 alphanumeric characters.
Billing Account Number	Default invoice account number. We can specify an account number per project when ElekNet offers special items prices for specific projects (Project Management, Project Desc tab, ElekNet subtab). NOTE: This field can contain up to 30 alphanumeric characters.
Deliver Account Number (Ship-to)	Default shipping account number. We can specify a shipping account number per project (Project Management, Project Desc tab, ElekNet subtab). NOTE: This field can contain up to 30 alphanumeric characters.

14. Click Save.

 

See also

• Approval Process
• Inventory-Project Transfer
• Purchase Order Management
• Internal Purchase Order
• Invoicing
• Stock Order from Catalogue
• Requisition
• Subcontract Management
• Supplier Management
• Project Purchase
• Table of A/P Invoice Codes
• Catalogue Management
• Define Sites
• Inventory Adjustment
• Inventory - Site Transfer
• Physical Inventory Count
• Preparing the Direct Payment File
• Payment Decl. in XML Format
• Process Management
• Define Tax Code Usage
• Bank Deposit File
• Payment Terms Management
• How to Troubleshooting - Catalogue Management and Inventory Imbalances
• How to Creating a purchase requisition from an existing requisition
• How to Display the supplier's discount price as the unit price
• How to Calculating an average cost including landing cost
• How to Avoid entering more than one untransferred receipt of goods
• How to Resetting the inventory
• How to Configuring Direct Supplier Payment
• How to Prepare W2, W3 and 1099-MISC reports

 

Last modification: November 12, 2024