Defining Stages for the Purchase Type

You can set up specific information for the stages to be used in a Purchase Type. For example, the sequence the stages are processed in, and the document format to be used.

  1. From the Action menu within Purchase Types, select Purchase Stage.
  2. Specify this information:
    Purchase Transaction Type and Short Heading
    These fields are automatically populated from the current Purchase Type record, and cannot be amended.
    Stage
    The required purchasing stage.
    Sequence
    The purchasing stage which must have been completed before this stage can be allowed. This can be set to either another mandatory stage defined for this Purchase Type, or to No Specified Sequence meaning that it is not a requirement for this stage to follow another particular stage. You can set up parallel stages by defining the same stage twice. However, Order Confirmation must follow Order Entry but it does not have to follow immediately.
    Document Format Code
    The document format to be applied to this stage. For example, the document format that has been set up for a purchase order. A document can be produced for any stage.
    Movement Transaction Type
    The required Movement Type to be applied to this purchasing stage.

    If a Movement Type is specified then an actual inventory movement takes place at this stage. If Movement Type codes are specified for the Purchase Type but there is not one for the entry stage, when the transaction is entered an anticipated movement is created. This anticipated movement is available for allocation if you have Examine Projected Free Inventory set on the Inventory Business Setup. This Movement Type must be a receipt or a transfer, that is, both issue and receipt.

    Only one receipt type movement can be specified for a Purchase Type. Multiple transfer type movements can be specified. When processing a purchase transaction through its stages an inventory receipt must occur before any transfers. Therefore, transfer type movements can only be specified on stages that occur in sequence after a receipt type movement.

    If a Purchase Type has no Movement Type codes against its stages, no inventory updates are performed.

    Note: It is not recommended that inventory is updated at the order entry stage. It is recommended that the movement type is associated with stages after order entry, such as order confirmation, RN Entry/Matching, and so on. By having inventory updates at the order entry stage, various parts of the functionality are not allowed to perform, such as costing, and any data entered cannot be amended.
    Note: You should ensure that the Movement Type selected at the receipt transfer stage uses formulae that are acceptable for this purchase type setup. Otherwise, the formula may not be able to be calculated and zero values are automatically substituted.
    Transaction Ldg Iface Defn Cde
    If required, this field contains the Ledger Interface to be applied to this purchasing stage. If this is set up the transaction is automatically posted to the ledger on confirming the stage.
    You can post to the ledger at any or all stages.
    Inventory Ldg Iface Defn Code
    If inventory is to be updated at the stage, and a movement type is specified, you can supply an Inventory Cost Ledger Interface Definition Code in this field.
    Note: This should not be applied to the Order Entry or Order Confirmation stages. This is because this type of ledger interface requires inventory costing to be in place, and inventory costing is not performed at the Order Entry or Order Confirmation stages.
    Note: Either a Ledger Interface Code (also referred to as a Transactional Ledger Interface Definition) or an Inventory Ledger Interface Definition Code, or both, must be entered against any stage where a Movement Order Code is entered.
    Note: Inventory Ledger Interface Definitions must be used for actual costing users who need to see cost changes 'ripple through' receipts and issues. Inventory Ledger Interface Definitions must also be used for standard costing users if the Inventory Revaluation module is used to revalue current period transactions.
  3. Save your changes.