Settings for Purchase per Company and Division

This document explains how you define general settings for the entire purchase area, including system calendar settings, number series settings, general purchase settings, and internal address settings.

Outcome

Settings are defined in:

Before you start

No prerequisites are needed.

Follow these steps

Create System Calendar

A system calendar must be created for the company (blank division).Normally at least two calendar years from the current date should have been defined.

  1. Start 'System Calendar. Open' (CRS900).

  2. Select 'Settings' (F13) on the B panel.

  3. On the P panel, select 'Generate calendar' (F13). This displays 'System Calendar. Create Days' (CRS905/A).

  4. Enter a range in the fields 'From Year' and 'To year'.

  5. Enter values in the following fields on the E panel: 'General capacity,' 'Production day,' 'Goods receiving day,' 'Delivery day.'

  6. Select 'Start generation' (F13). The generation takes place online and not in a batch job.

Define System Calendar day

  1. Start 'System Calendar. Open' (CRS900/B).

  2. Select a date in the display file, and then on the File menu, click Open.

  3. Enter values in the following fields on the E panel: 'General capacity,' 'Production day,' 'Goods receiving day,' 'Delivery day.'

  4. Click Next to finish

Create Number Series

  1. Start 'Number Series. Open' (CRS165). Number series must be maintained from division blank

  2. Enter a number series type and a number series.

  3. Open the E panel and fill in the fields.

Settings - Purchase

  1. Start 'Settings – Purchase' (CRS780). These settings are maintained from division blank, but they can be overridden per division.

  2. Fill in the fields on the E, F and G panels.

Create Internal Address

  1. Start 'Internal Addresses. Open' (CRS235).

  2. On the B panel, the following combinations are valid:

    Addr type

    Addr key 1

    Addr key 2

    Addr key 3

    Final destination or goods receiving address

    Blank

    Warehouse

    Stock zone

    Ship via or FOB address

    Supplier number

    Delivery terms

    Warehouse

    Invoicing address

    Blank

    Free-format invoice address

    Blank

    Optional address

    Optional address information, free

    Blank

    Blank

    Internal address

    Internal address key.

    Blank

    Blank

  3. Fill in the fields on the B and E panels.

Parameters to set

'System Calendar. Open' (CRS900)

Program ID/Panel

Field

The field indicates...

(CRS900/E)

(CRS905/E)

General capacity

… the portion of a workday that can be load planned. This portion is entered as a percentage for each day.

Example : A company normally works 8 hours on Mondays. If on a certain Monday it only works 4 hours, 50% should be entered as the general capacity percentage in (CRS900) for that Monday. If the employees in a certain work center only work 2 hours this particular Monday, 50% should be entered as the actual capacity percentage for the current combination and for Monday.

(CRS900/E)

(CRS905/E)

Production day

… if the date selected is flagged as a production day in the system calendar. You cannot create capacity for a work center on days that are not flagged as production days.

(CRS900/E)

(CRS905/E)

Goods receiving day

… whether goods can be entered as received in M3 on a specific weekday. Example: If goods receiving can take place on a Monday, enter 1 in the Monday field. If goods receiving cannot take place on a Saturday, enter 0 in the Saturday field.

(CRS900/E)

(CRS905/E)

Delivery day

… whether deliveries can be entered in M3 on a specific weekday.

(CRS905/E)

From year To year

… the year from which and to which the calendar should be created.

'Number Series. Open' (CRS165)

Program ID/Panel

Field

The field indicates...

(CRS165/B)

Number series type

…the purpose of each number series. If a number series listed below is marked with an asterisk (*), it is optional. In this case, more than one number series may be used for each number series type. For purchase the following series are:

20 *

=

Purchase orders

21 *

=

Goods receipt

22 *

=

Receiving/warranty claim

23 1

=

PO requisitions

24 1

=

Purchase quotations, RFQ

25 *

=

Purchase agreements

36 1

=

Planned purchase order

78 A

=

Self-billing agreement

79 *

=

Self-billing invoices

95 P

=

Milestone chains

'Settings- Purchase' (CRS780)

Program ID/Panel

Field

The field indicates...

(CRS780/B)

Division

…a division. This is an ID for a legal unit within a company group. These settings can be for a blank division, which indicates the entire company, or for a specific division.

(CRS780/E)

02 Flag as completed permitted at put away

…whether it is possible to flag an order as completed at any of the different reporting steps during put away. The use of a completion flag permits quality inspection and put-away with a lower quantity than the received quantity without the system having to wait for any remaining quantity.

The valid alternatives are:

0 = No, it is not possible to flag an order as completed at any of the reporting steps.

1 = Yes, it is possible to flag an order as completed at any of the reporting steps.

Example: 10,000 screws have been received, but after being weighed, there are actually only 9,997 screws. In this case the completion flag can be set manually so that the three screws do not remain for put-away at a later date.

You can configure the system to eliminate small differences automatically with an automatic completion flag by selecting parameter 04='Deletion limit – put-away deviation'.

This parameter can also be combined with parameter 10='Deviation limit – accepted receipts',which controls which deviating quantities are accepted by the system.

(CRS780/E)

03 Default exchange rate type

…the exchange rate type proposed for a supplier, if this has not already been entered in 'Supplier. Define Purchase & Financial' (CRS624). The exchange rate type is used when maintaining exchange rates. The exchange rate type is also connected to customers, suppliers, price lists, year-end procedures, and budget procedures.

The valid alternatives are:

01 = Variable rate

02-99 = Can be used optionally.

Exchange rate types are defined in 'Exchange Rate Type. Open' (CRS056).

(CRS780/E)

04 Deletion limit – put-away deviation

…the limit for when a balance ID with a remaining quantity is automatically deleted at put-away. The limit is expressed as a percentage and is calculated on the received quantity.

A remaining quantity is created when a quantity is reported with a lower number at put-away than what was reported at goods receipt. A remaining quantity measured within the deviation limit is automatically deleted.

Example: The deletion limit equals 0.06%. At goods receipt, a quantity of 10,000 pieces is reported according to the delivery note. However, at put-away, an actual quantity of 9,995 pieces is reported. The insignificant remaining quantity of 5 pieces is now automatically deleted since it falls within the deletion limit.

If an insignificant remaining quantity falls outside of the deletion limit, or if the value in this field is 0, the order line must be manually flagged as completed in (PPS320) to be deleted.

This parameter can be combined with parameter 10='Deviation limit – accepted receipts', which controls which deviating quantities are accepted.

This parameter can also be combined with parameter 02='Flag as completed permitted at goods receiving', which permits manual control of the completion flag.

(CRS780/E)

05 Default location – rejected quantity

…the stock location proposed for a rejected quantity when reporting quality inspection (QI) in 'Purchase Order. Inspect Goods' (PPS310).

(CRS780/E)

06 Default order type – claims

…the requisition order type proposed for the issue of rejected material when managing claims.

The requisition order type can be changed when a claim is reported in 'Claim. Open' (PPS390).

Requisition order types are defined in 'Req/Distr Order Type. Open' (CRS200).

(CRS780/E)

07 Default order type – subcontracting

…the requisition order type used in order to issue material when managing subcontracted orders.

Requisition order types are defined in (CRS200).

(CRS780/E)

10 Deviation limit – accepted receipts

…the limit for when receipts deviating in quantity are still accepted. The limit is expressed as a percentage and is calculated on the ordered/confirmed quantity.

All received quantities up to the upper limit of deviation are accepted by the system. If the limit is exceeded, a warning is generated. To stop an order that exceeds the limit and make it impossible to receive the order, parameter 510 in (PPS095) must be selected.

The limit of deviation also indicates what is flagged as completed. All receipts from the lower limit and up are automatically flagged as completed. This means that no remaining quantity exists even though the received quantity may be lower than the ordered/ confirmed quantity.

Example: If the ordered quantity is 100 pieces and the deviation limit is 2%, all receipts up to 102 pieces will be accepted. Receipts in excess of 2% generate a warning or a stop. All receipts from 98 pieces and upwards for the order line are also automatically flagged as completed.

You can configure the system to eliminate small differences automatically with an automatic completion flag by selecting parameter 04='Deletion limit – put-away deviation'.

This parameter can also be combined with parameter 02='Flag as completed permitted at goods receiving', which permits manual control of the completion flag.

(CRS780/E)

11 QI result – auto claim

…which QI results reported in (PPS310) automatically create a claim in 'Claim. Open' (PPS390).

The valid alternatives are:

1 = No transfer

2 = QI results 3 and 4 create claims

3 = QI results 2, 3 and 4 create claims.

The QI result codes are 1=Fully approved, 2=Approved with remarks, 3=Partly rejected, 4=Rejected.

(CRS780/E)

12 Restart PO number series when end value is reached

... whether the purchase order number series (that is; purchase order type 20) should be restarted when the final number has been reached.

Note: This setting only can be done in division blank, since type 20 number series are always valid for all divisions in a company.

(CRS780/E)

13 Fixed post-text on PO document

…the text ID for the text printed at the bottom of purchase orders and purchase inquiries.

The text may inform the supplier about a future address change, closure for vacation, etc. The text is not copied to the purchase order or inquiry.

Texts are defined in 'General Text. Open' (CRS950).

(CRS780/E)

14 Placement of supplier address

…whether the supplier address should be printed to the left or to the right on external documents. External documents are purchase orders, purchase inquiries, agreements and payment reminders.

The valid alternatives are:

0 = Supplier address on the left

1 = Supplier address on the right.

(CRS780/E)

15 Page break on stock zone – put-away doc

…whether a page break should be made for each new stock zone on the put-away document.

The valid alternatives are:

0 = No, no page break for each new stock zone on the put-away document

1 = Yes, page break for each new stock zone on the put-away document.

CRS780/F

16 Print supplier on put-away document

…whether the supplier name should be printed on the put-away document in (CRS676). The supplier name is then printed for each line where the supplier is different than for the previous line.

The valid alternatives are:

0 = No, the supplier name is not printed on the put-away document.

1 = Yes, the supplier name is printed on the put-away document.

CRS780/F

17 Default order priority on PO lines

…the neutral order priority that is proposed on the purchase order lines when a purchase order is created. The value can be overwritten per order.

Number 1 has the highest priority.

Priorities are defined in 'PO Priority. Open' (PPS230).

CRS780/F

18 Default PO type – subcontracted operations

…the purchase order type that is proposed when a planned purchase order for subcontracted operations is created and when no purchase order type has been entered for the operation in 'Supplier. Connect Item' (PPS040). This is valid for manufacturing orders.

Purchase order types for subcontracted operations are defined in 'PO Type. Open' (PPS095).

CRS780/F

19 Print external instructions on goods receipt document

…whether the external instructions for an item should be printed on the detailed goods receipt document in (PPS307). The text to be printed must be defined in 'External Instruction. Open' (MMS135) and then connected to the item in 'Item. Open' (MMS001).

The valid alternatives are:

0 = No, the external instructions should not be printed on the goods receipt document.

1 = Yes, the external instructions should be printed on the goods receipt document.

CRS780/F

20 Several lines per claim

…whether it should be permitted to have more than one order line on each automatically created claim transferred from (PPS310).

By allowing only one line the claim process is simplified, such as when a request for a replacement delivery is made on the claim header and not on the claim lines.

To have several lines automatically created on one claim, the lines must have the following values in common: facility, warehouse, purchase order number, claim status 10=Preliminary, delivery note number and receiving date. Claims are processed in (PPS390).

The valid alternatives are:

0 = No, a claim can only have one line.

1 = Yes, a claim can have several lines.

CRS780/F

21 General costing model – subcontracting

…the general costing model used for subcontracted orders. For example, you have added elements for setup price and extra transportation charges to this costing model.

It is possible to connect different costing elements to a costing model. Each element may be connected to an optional number of costing models or IDs.

Costing models are defined in 'Purchase Costing Model. Open' (PPS285).

CRS780/F

24 Prefix – non-item numbered PO lines

…the item number prefix used for items where the number or name will not be printed on the purchase order. Only the description of the item will be printed.

You only need to use one of the positions of the prefix, since a blank position is disregarded. For example, if 'X' is entered, no item names beginning with 'X' will be printed.

The prefix is useful for non-stocked items, which are only ordered occasionally.

CRS780/F

25 Permitted quantity difference – EDI order confirmation

…the limit for permitted difference, expressed as a percentage, between the requested quantity and the confirmed quantity for an order confirmed via EDI or the API PPS001MI.

If the limit is exceeded, a mailbox message of type 210 is sent to the person responsible for the transaction.

The message is sent only if this message type is activated in 'Settings – Application Messages' (CRS424).

CRS780/F

26 Permitted delivery time difference – EDI order confirmation

…the limit for the permitted difference in calendar days between the requested delivery date and the confirmed delivery date for an order confirmed via EDI or the API PPS001MI.

If the limit is exceeded, a mailbox message of type 211 is sent to the person responsible for the transaction.

The message is sent only if this message type is activated in (CRS424).

CRS780/F

27 Permitted price difference – EDI order confirmation

…the limit for permitted price difference, expressed in local currency, between the requested price and the confirmed price for an order confirmed via EDI or the API PPS001MI.

If the limit is exceeded, a mailbox message of type 212 is sent to the person responsible for the transaction.

The message is sent only if this message type is activated in (CRS424).

CRS780/F

30 Fixed post-text – purchase inquiry reply

…the text ID for the text printed at the bottom of the purchase inquiry reply document in 'Purchase Inquiry. Print Reply Document' (PPS610).

The text must be defined as external or internal/ external and the language code must be the same as the supplier's.

Texts are defined in 'General Text. Open' (CRS950).

CRS780/G

31 Fixed post-text – quotation reply

…the text ID for the text printed at the bottom of the quotation reply document in 'Request for Quotation. Print Reply Doc' (PPS612), which is reached from 'Request for Quotation. Open' (PPS130).

The text must be defined as external or internal/ external and the language code must be the same as the supplier's.

Texts are defined in 'General Text. Open' (CRS950).

CRS780/G

32 Planning policy – subcontracting

…the planning policy used for subcontracted orders. The controlling parameters to be considered in (MMS037) are '022 Default status – planned orders when AM=A1' and '025 Default status – planned orders when AM=A2'.

In the planning policy, you define the rules for how planned orders are generated and how action and warning messages are to be applied, among other things.

Planning policies are defined in 'Planning Policy. Open' (MMS037).

CRS780/G

33 Lead time days per week

…the lead time used for all purchased items for planning purposes, such as calculating the action date for a planned order.

The valid alternatives are:

5 = 5 days a week, calculated on the number of production days in the company calendar.

7 = 7 days a week, calculated on all days in the calendar week.

The lead time can only be changed for purchased items (acquisition code=2). For manufactured items (acquisition code=1) and distributed items (acquisition code=3) the lead time is always expressed in production days.

CRS780/G

34 Location template – repair order

…the location ID template used to create a temporary location for the issue of repair order items.

When a repair order is created, the parameters from the location ID template are copied to an automatically created location ID, where the repair order items are symbolically placed. The created location gets the supplier number as the location ID.

The location ID template is defined in 'Stock Location. Open' (MMS010).

CRS780/G

35 Default PO type – repair order from maintenance

…the purchase order type used for repair orders from maintenance, if no order type has been entered in 'Supplier. Connect Item' (PPS040) or 'Service. Define per Product' (MOS300).

Purchase order types are defined in 'PO Type. Open' (PPS095).

CRS780/G

36 General purchase costing model

…the costing model generally used for all purchased items if no other model exists. The costing model should normally be entered per item/facility in 'Item. Connect Facility' (MMS003).

Costing models are defined in 'Purchase Costing Model. Open' (PPS285).

CRS780/G

37 Default priority order – price calculation

…the priority for retrieving the purchase price when a purchase price is calculated in 'Purchase Costing. Calculate Selection' (PPS296). The result of this calculation is found in M3 Product Costing.

The search starts from the left. The alternative selected in the field farthest to the left has the highest priority. The alternative selected in the next field has the second highest priority, and so on.

The valid alternatives are:

1 = Purchase price in agreement

2 = Purchase price in the item/supplier file

3 = Purchase price in the item file

4 = Average cost

5 = Price on latest invoice in the purchasing statistics

6 = The lowest price of alternatives 4 and 5. If one of the values is 0, the other value is selected.

Note: Alternative 5 retrieves the latest net invoice price for each facility. The price is converted into local currency using the current exchange rate.

The default values entered here in (CRS780) can be overridden per calculation in (PPS296).

CRS780/G

38 Goods receipt allowed in 'PO. Display Lines' (PPS220)

…whether goods receipt can be done in 'Purchase Order. Display Lines' (PPS220).

The valid alternatives are:

0 = No, goods receipt is done in (PPS300) according to the regular goods receiving routine.

1 = Yes, goods receipt can be done in (PPS220).

CRS780/G

40 Accounting dimension for cost center

…the dimension type used for a cost center.

For example, when creating a requisition order in (PPS180), you have to enter the cost center against which a purchase should be charged.

The valid alternatives are:

0 = No cost center check

2 = Accounting dimension 2

3 = Accounting dimension 3

4 = Accounting dimension 4

5= Accounting dimension 5

6 = Accounting dimension 6

7 = Accounting dimension 7

CRS780/G

41 Default PO type – direct purchase from maintenance

…the order type used for a direct purchase of items via a maintenance order in 'Work Order. Open' (MOS100) if no order type has been defined for the repair ID in 'Supplier. Connect Item' (PPS040).

Purchase order types are defined in 'PO Type. Open' (PPS095).

CRS780/G

42 Default work center – purchase repair order

…the subcontracting work center to be used when creating a purchase repair order connected to a work order. An operation will also automatically be created on the work order.

CRS780/G

43 Check supplier capability before approval

…whether to check that an assortment is connected to a supplier when the supplier is defined in 'Supplier. Open' (CRS620).

When you raise the supplier status to 20=Approved in (CRS620), a check is made against the capability file in (PPS012).

The valid alternatives are:

0 = No, a capability check is not done.

1 = Yes, a capability check is done.

CRS780/G

44 Create planned requisition order – subcontracting

…whether to create a planned requisition order when a planned purchase order for subcontracted items without a manufacturing order is created.

The valid alternatives are:

0 = No, a planned requisition order is not created.

1 = Yes, a planned requisition order is created.

Note: It is recommended that the value in this field is 1.

CRS780/G

45 Default media profile

…the media profile used on a purchase order or claim after it has been printed or sent the first time. The media profile entered here replaces the original media profile.

You define and control the media profile in 'Standard Document. Connect Media Control Object' (CRS945). The media profile is then maintained in 'Media Profile. Open' (CRS033).

CRS780/H

50 Default Trade-in Supplier

In the trade-in scenario, the customer who wants to trade-in their equipment needs to also be a supplier (ie the supplier on the purchase order that will be created by the dealer to buy the trade-in equipment from the customer). The purchase settings therefore need to contain a template supplier number. This template supplier will be used to take the customer information and create the supplier from it. The trade-in supplier has a special supplier type (supplier type 9).

CRS780/H

51 Default PO type Trade-in purchase

The default PO type used for a trade-in purchase via a customer order. This can be overruled in (OIS145) 'Customer Order. Acquire Sales Item'.

CRS780/H

52 General Costing Model Trade-in

The costing model used for trade-in transactions.

CRS780/H

53 Batch origin trade-in

The purchase batch origin used when creating a trade-in purchase order from the customer order.

CRS780/H 58 Allow same agreement number

… whether it is possible to use the same agreement number for different suppliers in 'Purchase Agreement. Open' (PPS100).

The valid alternatives are:

0 = No, creation of the same agreement number is not allowed.

1 = Yes, creation of the same agreement number is allowed.

You can only enter or update the setting for a blank division. The setting is valid for all the divisions that are connected to the company.

'Internal Addresses. Open' (CRS235)

Program ID/Panel

Field

The field indicates...

(CRS235/B)

Internal address type

..the address type that is used internally for the current address.

The valid alternatives are:

1 = Final destination or goods receiving address

2 = Ship-via or FOB address

3 = Invoicing address

4 = Optional address

5 = Internal address.

(CRS235/B)

Address key 1

..the primary search criteria that M3 uses to find the correct address. The information entered here depends on the address type that was entered in the Internal address type field.

(CRS235/B)

Address key 2

…the secondary search criteria when searching for the correct address on a purchase order.

(CRS235/B)

Address key 3

…the kind of information that can be entered as an address key.

(CRS235/E)

Address 1,2,3,4

…an address line.

(CRS235/E)

Ship-via address

…the address the transport goes through before it arrives at the final address.

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