Purchase Order

To restrict the entry period or date on Purchase transactions for the operator group you can use the following fields to define specific ranges of periods and dates. Transactions can then only be entered within these ranges. These are referred to as the Open Ranges.

Leave these fields blank if you do not wish to set these restrictions.

Note: The fields override those that are preset in the Purchase Business Setup (PBS).
  1. Specify this information:
    Purchasing Open Date From
    The first date in the range.
    Purchasing Open Date To
    The last date in the range.
    Purchasing Open Period From
    The first period in the range.
    Purchasing Open Period To
    The last period 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 Relative Open Period From field is set to -3 and the Relative Open Period To 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.

    Purchasing Rel Open Date From
    Used to calculate the first date in the range.
    Purchasing Rel Open Date To
    Used to calculate the last date in the range.
    Purchasing Rel Open Period From
    Used to calculate the first period in the range.
    Purchasing Rel Open Period To
    Used to calculate the last period in the range.
    Maximum Purchase Order Value
    Enter the maximum purchase order value that can be ordered from a supplier by members of this operator 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.

    Purch Inv Match Tol Qty Pcnt
    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.
    Purch Inv Match Tol Value Pcnt
    The percentage tolerance to be applied to the value when matching order to invoices. For example, a purchase order with a value of 100 GBP with a match tolerance value percentage of 10 can be matched to a single invoice or combination of invoices that total between 90 GBP and 110 GBP. This also applies when matching multiple orders to a single invoice.
    Purch Inv Match Tol Value
    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 Expnsd Amts
    • 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 Suspnd Amts
    • 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.

  2. Save your changes.