Setting up Purchase Order vendor information

In Lawson, vendors receive payments from the Accounts Payable application and receive purchase orders from the Purchase Order application. Therefore, most vendor information is set up in the Accounts Payable application before you set up the Purchase Order application.

However, you can define purchase information specific to each vendor, such as specifying how purchase orders are sent to the vendor, when you set up the Purchase Order application. This procedure shows you how to set up vendor information as it relates to purchase orders.

Before you can set up purchase order vendor information, you must set up vendor groups and vendors in the Accounts Payable application. See the Accounts Payable User Guide for more information.

To set up purchase order vendor information

  1. Access PO Vendor (PO10.1).

    – or –

    Click the PO Vendor button on Vendor (AP10.1). The Global Location Number (GLN) displays if it is assigned.

  2. Select the vendor group and vendor.
  3. Optional. To set up a relationship between Lawson vendor numbers and non-Lawson vendor numbers, click the Cross Reference Vendor button. The application transfers you to Cross Reference Vendor Setup (AP15.1). For information, see the Accounts Payable User Guide.
    Note: The parameters you enter on PO Vendor default onto purchase orders for the selected vendor, overriding company defaults.
  4. Define contact information and issue methods on the Main tab. The available issue methods are fax, EDI, do not print, paper, and e-mail.

    In the Print Location ID on PO Line field, you decide whether the Health Industry Number (HIN) or the Global Location Number (GLN) for the location are to print on the purchase order line.

    In addition, you can indicate how to create purchase orders for this PO vendor:

    • One requisition to one purchase order

    • One sales order to one purchase order

    • Both

    In the Location Control field, you determine how requisition lines can be combined, based on the requesting location. The values are:

    • Combine requisition lines to PO line

    • Combine requisitions to PO line by location

    • Cannot mix requesting location on purchase order

    • Cannot combine requisitions

  5. Define vendor shipping information on the Shipping tab.

    In the Order Days section, decide whether you want to process vendors with a specific order day (or vendors with no order days assigned).

  6. Define vendor purchase limits and tolerances for a vendor on the Limits, Tolerance tab. Use the following guidelines to enter field values:
    Open Purchase Limit

    Type the maximum amount allowed for open purchase orders for this vendor. If the vendor exceeds this limit, you cannot release the purchase order.

    Note: Purchase orders created by the buyer exceeding the limit can be approved using Authorization, Release (PO22.1).
    Maximum Order Amount

    Type the total amount you are allowed to order from this vendor. If this amount is exceeded, you cannot release the purchase order.

    Note: Purchase orders created by the buyer exceeding the amount can be approved using Authorization, Release (PO22.1).
    Minimum Weight Per PO

    Indicate if there is a minimum weight limit for each purchase order created. If the amount is less than the minimum, you cannot release the purchase order.

    Note: Purchase orders created by the buyer exceeding the limit can be approved using Authorization, Release (PO22.1).
    Minimum Order Amount

    Type the minimum goods amount a purchase order for this vendor must exceed in order to be accepted. If this value is not met, orders cannot be released using Purchase Order Entry (PO20), Purchase Order Worksheet (PO23), and Purchase Order Interface Lawson Applications (PO100).

    Undership Cancel

    Type the allowed undershipment percentage for automatic backorder cancellation.

    Zero

    Select Yes to set the tolerance at the vendor level to zero for undershipments. To use this field, you must have left the Undership Cancel field blank.

    Overship

    Type the allowed overshipment percentage allowed by the vendor level policy on a receiving.

    Zero

    Select Yes to set the tolerance at the vendor level to zero for overshipments. To use this field, you must have left the Overship field blank.

    Cancel All BOs

    Select whether you want backordered item quantities to be cancelled automatically.

    Update PO Cost

    Select Yes so that when Transmitted PO Acknowledgement (PO122) or Receipt Interface (MA531) is run, the PO unit cost is to be updated with the vendor's cost.

    From Vendor Agreements

    Select Yes so that when Transmitted PO Acknowledgement (PO122) or Receipt Interface (MA531) is run and the cost source was from a vendor agreement, the PO unit cost is to be updated with the vendor's cost.

    From Last PO or Last Cost

    Select Yes so that when Transmitted PO Acknowledgement (PO122) or Receipt Interface (MA531) is run and the cost source was from the last purchase order or last cost, the PO unit cost is to be updated with the vendor's cost.

  7. Define return processing for this purchase order vendor on the Returns tab. Use the following guidelines to enter field values:
    RMA Required

    Select whether the vendor requires Return Merchandise Authorization (RMA) numbers when returns are made to them. The RMA number is then required on any returns made to that vendor.

    Return Document Required

    Select whether the vendor requires their return documents to be shipped with the return goods.

  8. Define punchout line information on the Punchout/Interface tab. Use the following guidelines to enter field values:
    Allow Change to Punchout Line

    Select Yes allow a change to be made to a punchout line.

    GTIN in Use

    Select whether this vendor uses the GTIN numbering system for its items. 1=Yes.

    Update Item master from GTIN:

    Select whether GTIN information coming from a vendor (as in PO536) will update the item master. If this field is set to Yes (1), the GTIN data from the vendor will update the item master.

  9. Add user-defined information for the purchase order vendor on the User Fields tab.
  10. In the Procedure Information Outputs tab, define the settings that control the patient procedure information output for Print and EDI issue methods. You can select whether to mask procedure information on some fields with leading asterisks (for example *****1234).
  11. To define purchase order parameters (such as contact, issue methods, shipping, and purchase limits and tolerances) for alternate distribution centers for a vendor, click the Purchase From button.

    - or -

    Click the Purchase From button to transfer to Vendor Purchase From Location (PO10.2). On this form, you can define purchasing information for a specific vendor group, vendor, and vendor's purchase from location.

Related reports and inquiries

To Run
Print a list complete list of vendors for your company PO Vendor Master Listing (PO210)
List vendor groups Vendor Group, Company Listing (AP200)
List vendor information Vendor Listing (AP210)