--- title: How to Configure Your Purchase Order Export Settings in Aclarian description: Learn how to use the new Purchase Order Export Configuration settings in Aclarian to control PO numbering, shipping addresses, vendor portal links, custom fields, and layout without submitting a support ticket. --- [Skip to content](https://support.aclarian.com/aclarian-client-support-knowledge-base/how-to-configure-your-purchase-order-export-settings-in-aclarian#main-content) English - United States Show submenu for translations [Client Support Portal](https://support.aclarian.com/aclarian-tickets?hsLang=en-us) [![BRANDING ELEMENTS LIBRARY (11)](https://support.aclarian.com/hs-fs/hubfs/BRANDING%20ELEMENTS%20LIBRARY%20(11).png?width=500&height=141&name=BRANDING%20ELEMENTS%20LIBRARY%20(11).png)](https://Aclarian.com) Open main navigation Close main navigation - English - United States Show submenu for translations - [Client Support Portal](https://support.aclarian.com/aclarian-tickets) How can we help you? - There are no suggestions because the search field is empty. 1. [Aclarian Client Support Knowledge Base](https://support.aclarian.com/aclarian-client-support-knowledge-base?hsLang=en-us) 2. [Purchasing](https://support.aclarian.com/aclarian-client-support-knowledge-base/purchasing?hsLang=en-us) 3. [Data Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/purchasing?hsLang=en-us#data-management) October 23, 2026 # How to Configure Your Purchase Order Export Settings in Aclarian ## Learn how to update your purchase order numbering, shipping address, layout, and branding using the new self-service configuration options ### What Is New Your team now has full control over your purchase order design directly in your settings. These updates are live and do not require a support ticket to configure. New options include: - **Flexible PO numbering:** Administrators can enter a starting number for fiscal year sequences - **Simplified shipping addresses:** Choose a single static address or a selectable location list - **Custom vendor portal links:** Change the link location, text message, and font size - **More custom fields:** Add up to five custom details such as contract numbers - **Brand styling controls:** Select custom fonts, text sizing, and colored box borders - **Flexible section placement:** Move informational sections to the bottom of the document --- ### Important: Your Current Setup Will Not Change If your team has not touched the new configuration settings, your purchase order design will remain exactly as it is. Nothing changes until an admin actively saves the configuration page. --- ### How to Access the Configuration Page Navigate to: **Purchasing \> Purchase Order Management \> Actions \> Configure PO Export** ![](https://support.aclarian.com/hs-fs/hubfs/1-Oct-09-2026-02-08-39-9698-PM.png?upscale=true&width=1120&upscale=true&name=1-Oct-09-2026-02-08-39-9698-PM.png) --- ### Step 1: Configure PO Numbering Select your numbering format and enter your starting number if needed. There are three options: - **Static Start Number:** PO numbers increment from a fixed starting point. Enter a Starting Number to set where the sequence begins. - **Fiscal Year Prefix:** Numbers reset each fiscal year and include a two-digit fiscal year prefix. For example, 250001 then 250002. - **Fiscal Year + Month Prefix:** Numbers reset each month and include both fiscal year and month. For example, 252001 then 252002. ### ![](https://support.aclarian.com/hs-fs/hubfs/image-png-Oct-23-2026-01-49-05-3921-PM.png?width=670&height=252&name=image-png-Oct-23-2026-01-49-05-3921-PM.png) A few things to know: - The starting number must belong to the active fiscal year. Numbers entered for the wrong fiscal year or month will be ignored and the system falls back to 001. - Each prefix type keeps its own starting number independently. - If a Next PO Number Override is entered, it takes priority over the starting number. - The Next Generated PO Number updates live as you type so you can confirm before saving. --- ### Step 2: Configure Section Visibility and Shipping Address Use the toggles to turn sections on or off. The PO layout adjusts automatically. **Shipping Address** Both Bill To and Ship To offer two options: - **Static:** One fixed address prints on every PO. When Ship To is set to Static, the Ship To field is also hidden automatically on the Purchase Requisition form. - **Configurable:** Uses the address selected on each Purchase Requisition. **Vendor Portal Link** When the Vendor Portal Link toggle is on, you can control how it appears: - **Position:** Top above line items, or Bottom after the Grand Total - **Alignment:** Left, Center, or Right - **Text Size:** Between 8 and 14 point. The default is 11. - **Label Text:** Customize the wording up to 150 characters. If left blank, it defaults to Vendor Portal. ![](https://support.aclarian.com/hs-fs/hubfs/image-png-Oct-23-2026-01-49-49-0664-PM.png?width=670&height=780&name=image-png-Oct-23-2026-01-49-49-0664-PM.png) --- ### Step 3: Customize Layout and Appearance Choose fonts, borders, colors, and drag sections to new positions. - **Accent Color:** Select a preset color or enter a hex code. Applied to section headers, table headers, and the Purchase Order title. - **Section Borders in Accent Color:** Toggle on to outline each section box in the accent color instead of grey. - **Font:** Choose from Default, Helvetica, Times, or Courier. - **Font Size:** Between 8 and 14 point. The default is 10. - **Logo:** Upload your organization’s logo in PNG, JPG, or SVG format. Displays at the top of the PO. - **Important Message:** Add an optional message such as a mission statement or vendor instructions. - **Approval Authority:** Choose Individual or By Department and upload a signature image. ![](https://support.aclarian.com/hs-fs/hubfs/image-png-Oct-23-2026-01-50-47-2078-PM.png?width=670&height=491&name=image-png-Oct-23-2026-01-50-47-2078-PM.png) You can also drag informational sections into different positions. Sections can be placed in the top left, top right, bottom left, or bottom right. Bottom sections print after the Grand Total in two columns. --- ### Step 4: Attach Documents Upload documents to be appended as additional pages after the main PO content. PDF format is preferred. Common uses include Terms and Conditions or other standard attachments. ![](https://support.aclarian.com/hs-fs/hubfs/image-png-Oct-23-2026-01-51-06-7387-PM.png?width=670&height=163&name=image-png-Oct-23-2026-01-51-06-7387-PM.png) --- ### Step 5: Add Custom Fields Add up to five custom fields that display in the Details section of your PO alongside the Fiscal Year. - **Label:** Up to 15 characters. For example, Tax Exemption. - **Value:** Up to 30 characters. For example, 85-8012646322C-5. - Click **+ ADD FIELD** to add more fields up to a maximum of five. ![](https://support.aclarian.com/hs-fs/hubfs/image-png-Oct-23-2026-01-51-34-6379-PM.png?width=670&height=119&name=image-png-Oct-23-2026-01-51-34-6379-PM.png) Note: Every value must have a corresponding label. The system will block saving if a value is entered without a label. --- ### Save and Preview When you are done making changes, click **Save Configuration.** Then click **Preview Export** to review your layout before it goes live. Always preview before activating to confirm everything looks correct. --- ### Activating and Deactivating Your Configuration Your configuration is not live until you activate it. Until then, your existing purchase order format will continue to print exactly as before. **To activate your configuration:** 1. Click **Save Configuration** to save your settings 2. Click the green **Activate** button at the bottom right ![](https://support.aclarian.com/hs-fs/hubfs/image-png-Oct-23-2026-01-57-56-2536-PM.png?width=670&height=184&name=image-png-Oct-23-2026-01-57-56-2536-PM.png) 3. A confirmation popup will appear: “Activate Configuration? This will use this configuration for all PO exports.” 4. Click **Yes, Activate!** to confirm ![](https://support.aclarian.com/hs-fs/hubfs/image-png-Oct-23-2026-01-58-16-6083-PM.png?width=382&height=244&name=image-png-Oct-23-2026-01-58-16-6083-PM.png) Once activated, you will see a green success banner confirming “Configuration activated successfully.” The Activate button will change to an orange **Deactivate** button. **![](https://support.aclarian.com/hs-fs/hubfs/Screenshot%202026-10-23%20085425-png.png?width=670&height=342&name=Screenshot%202026-10-23%20085425-png.png)** --- **To deactivate your configuration:** 1. Click the orange **Deactivate** button at the bottom right ![](https://support.aclarian.com/hs-fs/hubfs/image-png-Oct-23-2026-02-01-15-7787-PM.png?width=630&height=175&name=image-png-Oct-23-2026-02-01-15-7787-PM.png) 2. A confirmation popup will appear: “Deactivate Configuration? PO exports will revert to the previous template.” 3. Click **Yes, Deactivate!** to confirm ![](https://support.aclarian.com/hs-fs/hubfs/Screenshot%202026-10-23%20085336-png-1.png?width=339&height=244&name=Screenshot%202026-10-23%20085336-png-1.png) Once deactivated, you will see a green success banner confirming “Configuration deactivated successfully.” Your PO exports will revert to the previous template. The Deactivate button will change back to the green **Activate** button. ![](https://support.aclarian.com/hs-fs/hubfs/Screenshot%202026-10-23%20085351-png.png?width=1626&height=834&name=Screenshot%202026-10-23%20085351-png.png) --- ### Keep These Important Details in Mind - **Existing formats remain unchanged:** Your current purchase order design will not change until you edit it. - **Requisition form cleanup:** Static shipping hides the Ship To field on purchase requisitions automatically. - **Fiscal year logic:** Starting numbers must belong to the active fiscal year. - **Vendor portal placement:** Default portal links appear at the top above line items. - **Custom fields:** Every value must have a label or the system will block saving. --- ### Tips for Best Results - **Test with preview:** Always preview your layout before approving live purchase orders. - **Label every field:** Each custom value must have a corresponding label to save properly. --- ### Quick Reference: Things to Keep in Mind | Item | What to Know | | --- | --- | | Existing PO format | Nothing changes until an admin saves the configuration page | | Static shipping | Hides the Ship To field on Purchase Requisitions automatically | | Starting number | Must belong to the active fiscal year or it will be ignored | | Custom fields | Every value must have a label or the system will block saving | | Vendor portal link default | Appears at the top above line items if no position is set | | Font and font size | Apply across the entire PO without breaking the layout | ### Need Help If you have questions about configuring your Purchase Order Export settings, contact the Aclarian Client Support team for assistance. - 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