Miscellaneous Permissions Setup - Purchase Order

Open Period From

The first period in the range.

Open Period To

The last period in the range.

Open Date From

The first date in the range.

Open Date To

The last date in the range.

Instead of defining these specific dates or periods which then have to be maintained, you can ask the system to calculate the Open Ranges relative to the current date or period. To do this enter a positive or negative number in the following fields. For example, if the Open Period From - Relative field is set to -3 and the Open Period To - Relative field is set to +3, the Open Range is calculated as starting three periods before the current period and three periods after the current period.

Open Period From - Relative

Used to calculate the first period in the range.

Open Period To - Relative

Used to calculate the last period in the range.

Open Date From - Relative

Used to calculate the first date in the range.

Open Date To - Relative

Used to calculate the last date in the range.

Over Commitment

Select Override to invoke over commitment checking as purchase orders are entered. Using over commitment checking, an order line value must be within the remaining budget for the account, taking any existing commitments into account, or within the tolerance percentage or amount of this. Check this box if you want members of this user group to be able to override the over commitment checking, that has been set in Purchase Business Setup (PBS).

If the over commitment checking override is selected, you must complete the following fields to specify the tolerances to be applied:

Over Commitment - Value Tolerance

The permitted value tolerance applied by the system when carrying out over commitment checking. The order line value can be over budget by this value and still be accepted..

Over Commitment - Percentage Tolerance

The permitted percentage tolerance applied by the system when carrying out over commitment checking. The order line value can be over budget by this percentage and still be accepted.

Over Expenditure

Using over expenditure checking, an invoice line in purchase order entry, or a journal line in ledger entry, must be within the remaining budget for the account. Over expenditure checking is set up in Purchase Business Setup (PBS) for Order Fulfilment and Ledger Setup for Financials.

You can override these limits for this user group by selecting the Override check box. If this override is selected, you must complete the following fields to specify the tolerances to be applied:

Over Expenditure - Value Tolerance

The permitted value tolerance applied by the system when carrying out over expenditure checking. The invoice line value can be over budget by this amount and still be accepted. This applies only to the selected user group.

Over Expenditure - Percentage Tolerance

The permitted percentage tolerance applied by the system when carrying out over expenditure checking. The invoice line value can be over budget by this percentage and still be accepted. This applies only to the selected user group.

Note: If both the amount and percent tolerance is set, the lower amount is used for the check.

Over Soft Commitment

A requisition line value must be within the remaining budget for the account, or within the tolerance percentage or amount of this when using Override Over Soft Commitment. Select Override if you want members of this operator group to be able to override the over soft commitment checking tolerance percentage or amount that has been set in Requisition Types (RTS).

If override over soft commitment is selected, you must complete the following fields to specify the tolerances to be applied:

Over Soft Commitment - Value Tolerance

The permitted value tolerance applied by the system when carrying out over soft commitment checking. The requisition line value can be over budget by this value and still be accepted.

Over Soft Commitment - Percentage Tolerance

The permitted percentage tolerance applied by the system when carrying out over soft commitment checking. The requisition line value can be over budget by this percentage and still be accepted.

Purchase Invoice Matching - Quantity Percentage Tolerance

The percentage tolerance to be applied to the quantity of items when matching orders to invoices. For example, a purchase order of 100 with a match tolerance quantity percentage of 10, can be matched to a single invoice or combination of invoices that total between 90 and 110. This also applies when matching multiple orders to a single invoice.

Purchase Invoice Matching - Value Percentage Tolerance

The percentage tolerance to be applied to the quantity of items when matching orders to invoices. For example, a purchase order of 100 with a match tolerance quantity percentage of 10, can be matched to a single invoice or combination of invoices that total between 90 and 110. This also applies when matching multiple orders to a single invoice.

Purchase Invoice Matching - Value Tolerance

The tolerance figure to be applied to the value when matching orders to invoices. This is the maximum value by which an invoice can differ from an order. This tolerance value overrides the tolerance quantity percentage and the tolerance value percentage.

Landed Costs

A landed cost, such as a transportation cost of freight or insurance, can be either apportioned over goods lines, expensed as a direct cost to the organization, or suspended until the user decides whether to apportion or expense it.

However, you may not want users to be able to expense or suspend amounts. You can use the following fields to determine what happens when a user in this operating group tries to exit landed costs processing within purchase order entry, purchase invoice entry, or movement order entry, and the expensed or suspended amount is greater than zero:

Landed Costs - Allow Expense Amounts

• Not Set: if this option is selected, the same settings on the Charge Rule Setup are used.
• Allow: allows the user to expense the amount.
• Warn: a warning message is displayed but the user can continue to expense the amount.
• Warn and Block: a warning message is displayed and the user cannot expense the amount.

Landed Costs - Allow Suspended Amounts

• Not Set: if this option is selected, the same settings on the Charge Rule Setup are used.
• Allow: allows the user to suspend the amount.
• Warn: a warning message is displayed but the user can continue to suspend the amount.
• Warn and Block: a warning message is displayed and the user cannot suspend the amount.

Purchase Order - Maximum Value

Enter the maximum purchase order value that can be ordered from a supplier by members of this user group.

The following fields are used with Purchase Invoice Matching. They enable you to define tolerances used in the Purchase Invoice Matching function. That is, figures entered in these fields are applied, both plus or minus, to the amount of the transaction line or multiple lines selected. The value label that the Tolerance Value Percentage and Tolerance Value are applied to is defined in the Match Value field in the Purchase Type. The Tolerance Quantity Percentage is applied to the value label defined as the quantity.

Options for these fields are:

• Blank - no tolerance is applied.
• 0 - zero tolerance is applied. That is, exact matches only are allowed.
• A figure other than 0. That is, the figure to be used by the tolerance. For example, 10.