Managing Formatting Rules
Formatting rules are set up to validate customer order numbers, and so prevent incorrect entries and rejection of invoices due to these mistakes. They are also used to validate supplier rebate agreement reference numbers, to prevent rejection of supplier rebate claims.
Introduction
The purpose of a formatting rule is to define the conditions that must apply when entering a customer order number or supplier rebate agreement reference number. This avoids the entry of incorrect information.
Define formatting rule
The formatting rule, provided by a customer and/or supplier, is defined and maintained in 'Formatting Rules. Define' (CMS085).
The formatting rule is entered in the 'Formatting rule' field in (CMS085/E) via the use of the characters 'a-alpha', 'n-numeric', 'x-alpha or numeric', and special characters as separators. Also, specific alpha (A-Z) or numeric values (0-9) can be defined for given positions within the formatting rule.
The alpha values allowed within the formatting rule can be limited to certain letters by entering these in the 'Alpha allowed' field in (CMS085/E). If no letters are entered, then all letters can replace the alpha value in the formatting rule.
The characters within the formatting rule are defined as follows:
| Characters | Purpose |
|---|---|
| a (lowercase) | Any alpha character is allowed. |
| n (lowercase) | Any numeric character is allowed. |
| x (lowercase) | Any alphanumeric character is allowed. |
| A through Z (uppercase) | Only that specific character is allowed. |
| 1 through 9 | Only that specific digit is allowed. |
| Special characters, such as '.' ',' '-' '_' ':' | Can be used as separators. |
Example of a formatting rule
In this example, the 'Alpha allowed' and 'Numeric allowed' fields are left blank, hence all alpha and numeric values are allowed in the formatting rule characters "a, n, x".
Formatting rule = APYaa-nn.x1 where:
- Characters 1-3 must be 'APY'
- Characters 4-5 can be any alpha characters
- Character 6 must be '-'
- Characters 7-8 can be any numeric character
- Character 9 must be '.'
- Character 10 can be any alphanumeric character
- Character 11 must be 1.
Conclusion:
- APYBG-23.A1 is valid
- APYHK-56.21 is valid
- APXHK-56.01 is invalid, because the X should be a Y
- APYMZ-5F.X1 is invalid, because the F should be a numeric character.
Define field formatting rules
The field formatting rule is connected to the applied field in combination with the specific customer or supplier identity in 'Field Formatting Rules. Open' (CMS086).
The fields supported for formatting rules are included in the field group CMFOR-'Formatting rule selection table'.
The field &CUOR is generic and while connected to the OACUOR, the formatting rule is only applied within the customer order process. For BACUOR, the formatting rule is only applied within rental. Several formatting rules can be applied for the same customer or supplier, where any can apply.
The fields available for the formatting rule are defined as follows:
| Field | Description | Key field type | Comment |
|---|---|---|---|
| &CUOR | Customer's order number | 01 - Customer | The formatting rule is enabled for all the customer's order numbers. |
| &RASR | Agreement reference number | 02 - Supplier | The formatting rule is enabled for the agreement reference number of all types of supplier rebate on sales entities: promotion, one-time, and rebate on sales agreements. |
| BHCUOR | Customer's order number | 01 - Customer | The formatting rules are only enabled for customer order numbers in 'Rental Agreement. Open' (STS100). |
| OACUOR | Customer's order number | 01 - Customer | The formatting rules are only enabled for customer order numbers in 'Customer Order. Open' (OIS). |
| PCRASR | Agreement reference number | 02 - Supplier | The formatting rule is only enabled for the agreement reference number in 'Supplier Rebate on Sales. Open Agreement' (OIS860/E). |
Managing formatting rules
If an incorrect formatting rule is entered in the order process, the stop message stating 'Formatting rule x is invalid' is displayed. The valid formatting rules are not displayed to the end user, since this may enable the user to guess instead of requesting assistance. The valid formatting rules for a certain customer or supplier can easily be accessed via the new related options in 'Customer Master. Open' (CRS610) or 'Supplier. Open' (CRS624). Access can be authority based using the related options.