EnterpriseOne Xe

Procurement
PeopleBook

September 2000
 J.D. Edwards World Source Company
7601 Technology Way
Denver, CO 80237

Portions of this document were reproduced from material prepared by J.D. Edwards.

Copyright J.D. Edwards World Source Company, 2000

All Rights Reserved

SKU XeEAPO

J.D. Edwards is a registered trademark of J.D. Edwards & Company. The names
of all other products and services of J.D. Edwards used herein are trademarks or
registered trademarks of J.D. Edwards World Source Company.

All other product names used are trademarks or registered trademarks of their
respective owners.

The information in this guide is confidential and a proprietary trade secret of

J.D. Edwards World Source Company. It may not be copied, distributed, or
disclosed without prior written permission. This guide is subject to change
without notice and does not represent a commitment on the part of J.D.
Edwards & Company and/or its subsidiaries. The software described in this
guide is furnished under a license agreement and may be used or copied only in
accordance with the terms of the agreement. J.D. Edwards World Source
Company uses automatic software disabling routines to monitor the license
agreement. For more details about these routines, please refer to the technical
product documentation.
Table of Contents

Overviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–1
Industry Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Industry Environment and Concepts for Procurement . . . . . . . . . . . . 1-3
Order Generation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Purchasing Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4
Receipt Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4
Special Order Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5
Approval Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5
Receipt Routing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5
Supplier Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6
Idea to Action: The Competitive Advantage . . . . . . . . . . . . . . . . . . . . . 1-7
Procurement System Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-11
System Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-11
General Accounting and Accounts Payable . . . . . . . . . . . . . . . . . . 1-12
Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-12
Distribution/Logistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-13
Manufacturing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-13
Job Costing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-13
Electronic Data Interchange (EDI) . . . . . . . . . . . . . . . . . . . . . . . . . 1-13
EĆProcurement Powered by Ariba . . . . . . . . . . . . . . . . . . . . . . . . . . 1-15
Features, Terms, and Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-15
Procurement Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-15
Purchasing for Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-15
Purchasing for NonĆInventory . . . . . . . . . . . . . . . . . . . . . . . . . . 1-16
Subcontracting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-16
Procurement Environments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-17
Order Processing Cycle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-18
Optional Procurement Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-22
Menu Overviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-23

Daily
Order Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–1
Entering Order Header Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Entering Supplier Information for an Order . . . . . . . . . . . . . . . . . . . . . 2-4
Entering Origination Information for an Order . . . . . . . . . . . . . . . . . . 2-10
Entering Dates for an Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11
Entering Tax Information for an Order . . . . . . . . . . . . . . . . . . . . . . . . . 2-13
Entering Reference Information for an Order . . . . . . . . . . . . . . . . . . . 2-14
Entering Order Detail Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17
Entering Detail Lines by Item Number . . . . . . . . . . . . . . . . . . . . . . . . . 2-19

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Entering Detail Lines by Account Number . . . . . . . . . . . . . . . . . . . . . . 2-25

Entering Shipment Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-28
Entering Tax Information for a Detail Line . . . . . . . . . . . . . . . . . . . . . . 2-29
Entering Discount Terms for a Detail Line . . . . . . . . . . . . . . . . . . . . . . 2-30
Entering Reporting Codes for a Detail Line . . . . . . . . . . . . . . . . . . . . . 2-32
Entering Substitute or Replacement Items . . . . . . . . . . . . . . . . . . . . . . 2-33
Entering Kit Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-34
Processing Options: Order Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-36
Entering Change Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-56
Copying Change Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-58
Working with Special Order Entry Features . . . . . . . . . . . . . . . . . . . . . . . . 2-59
Duplicating an Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-59
Entering Orders for Multiple Suppliers . . . . . . . . . . . . . . . . . . . . . . . . . 2-60
Choosing a Supplier from whom to Purchase an Item . . . . . . . . . . . . 2-62
Entering Items Using Supplier Catalogs . . . . . . . . . . . . . . . . . . . . . . . . 2-63
Entering Items Using Order Templates . . . . . . . . . . . . . . . . . . . . . . . . . 2-65
Creating Orders from Existing Detail Lines . . . . . . . . . . . . . . . . . . . . . 2-67
Working with Commitments and Encumbrances . . . . . . . . . . . . . . . . . . . . 2-71
Understanding Encumbrances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-72
Verifying Commitment Integrity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-74
Reviewing Commitment Information for Orders . . . . . . . . . . . . . . . . . 2-76
Processing Options for Commitment Inquiry . . . . . . . . . . . . . . . . 2-79
Working with Encumbrance Rollovers . . . . . . . . . . . . . . . . . . . . . . . . . 2-80
Processing Options for Encumbrance Rollover (R4317) . . . . . . . . . . . 2-80
Working with Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-83
Understanding Budget Checking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-83
Search Scenarios for Level of Detail . . . . . . . . . . . . . . . . . . . . . . . . 2-84
Budget Totaling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-85
Calculating Available Budget to Date for the Fiscal Year . . . . . . . 2-86
Reviewing the Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-86
Processing Options for Trial Balance / Ledger Comparison . . . . 2-89
Working with Orders on Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-91
Entering Order Holds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-91
Releasing Order Holds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-92
Processing Options for Held Order Release . . . . . . . . . . . . . . . . . 2-95
Working with Log Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-97
Entering Log Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-97
Running the Log Report/Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-100
Copying Log Information from a Model Log . . . . . . . . . . . . . . . . . . . . 2-101
Printing Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-103
Printing by Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-103
Processing Options: Purchase Order Print . . . . . . . . . . . . . . . . . . . . . . 2-104
Printing Individually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-110
Working with Order Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-113
Reviewing Open Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-113
Reviewing Change Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-117
Reviewing Order Summary Information . . . . . . . . . . . . . . . . . . . . . . . . 2-120
Reviewing Order Detail Information . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-121
Reviewing Financial Status Information . . . . . . . . . . . . . . . . . . . . . . . . 2-121
Printing Purchase Order Information by Supplier or Branch . . . . . . . 2-125

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Printing Order Detail Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-126

Printing Items on Order from a Supplier . . . . . . . . . . . . . . . . . . . . . . . 2-126
Processing Options for Purchase Order by Request Date . . . . . . 2-126
Printing a History of Order Revisions . . . . . . . . . . . . . . . . . . . . . . . . . . 2-127

Receipt Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–1

Informal Receiving Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1
Formal Receiving Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1
Printing Purchase Receivers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
Printing Receivers in Batch Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4
Processing Options for Purchase Receiver Print . . . . . . . . . . . . . . 3-4
Printing Receivers for Individual Orders . . . . . . . . . . . . . . . . . . . . . . . . 3-5
Entering Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7
Entering Receipt Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8
Assigning Items to Multiple Locations and Lots . . . . . . . . . . . . . . . . . . 3-11
Assigning Serial Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-13
Processing Options: Purchase Order Receipts (P4312) . . . . . . . . . . . . 3-15
Reversing a Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-27
Processing Options for Purchase Receipts Inquiry . . . . . . . . . . . . 3-28
Working with Journal Entries for Receipt Transactions . . . . . . . . . . . . . . . 3-29
Reviewing Journal Entries for Receipts . . . . . . . . . . . . . . . . . . . . . . . . . 3-29
Posting Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-31
Printing Receipt Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-33
Printing Open Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-33
Printing the Status of Open Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-33
Processing Options for Open Purchase Order Status . . . . . . . . . . 3-34
Printing Receipt Information by Supplier . . . . . . . . . . . . . . . . . . . . . . . 3-34

Voucher Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–1

Reviewing Open Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3
Processing Options for Purchase Receipts Inquiry . . . . . . . . . . . . 4-5
Entering Landed Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-7
Entering Landed Costs During the Receipt Process . . . . . . . . . . . 4-7
Entering Landed Costs as a StandĆAlone Process . . . . . . . . . . . . . 4-7
Creating Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-11
Choosing Receipt Records to Match to a Voucher . . . . . . . . . . . . . . . . 4-13
Choosing Order Detail Lines to Match to a Voucher . . . . . . . . . . . . . . 4-16
Choosing Order Detail Lines for Freight Charges . . . . . . . . . . . . . . . . 4-20
Recording Cost Changes to an Invoice . . . . . . . . . . . . . . . . . . . . . . . . . 4-21
Managing Invoices Received in an Alternate Currency . . . . . . . . . . . . 4-22
Processing Options: Match Voucher to Open Receipt (P0411) . . . . . 4-23
Processing Options: Voucher Match (P4314) . . . . . . . . . . . . . . . . . . . . 4-33
Working with Retainage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-43
Entering a Voucher with Retainage . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-43
Entering a Voucher to Release Retainage . . . . . . . . . . . . . . . . . . . . . . . 4-44
Creating Multiple Vouchers from Receipt Records . . . . . . . . . . . . . . . . . . . 4-47
Working with Journal Entries for Voucher Transactions . . . . . . . . . . . . . . 4-49
Reviewing and Posting Journal Entries for Voucher Transactions . . . 4-49
Verifying that Voucher Amounts Balance . . . . . . . . . . . . . . . . . . . . . . . 4-53
Processing Options for Voucher Journal Report . . . . . . . . . . . . . . 4-53

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Logging Invoices prior to Receiving Goods . . . . . . . . . . . . . . . . . . . . . . . . 4-55

Logging Invoices to Create Preliminary Vouchers . . . . . . . . . . . . . . . . 4-55
Creating a Permanent Voucher from a Preliminary Voucher . . . . . . . 4-57
Printing Logged Invoice Information . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-59
Printing Voucher Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-61
Printing Voucher Information by Detail Line . . . . . . . . . . . . . . . . . . . . 4-61
Processing Options for Received/Vouchered Status Report . . . . . 4-62
Printing Open Voucher Information by Receipt . . . . . . . . . . . . . . . . . 4-62
Printing Voucher Amounts for Suppliers . . . . . . . . . . . . . . . . . . . . . . . . 4-62
Printing the AIA Application for Payment . . . . . . . . . . . . . . . . . . . . . . 4-63
Printing the Waiver of Lien . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-64

Special Orders Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–1

Working with Requisitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3
Entering Requisitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3
Duplicating a Requisition to Create an Order . . . . . . . . . . . . . . . . . . . 5-4
Choosing Requisition Detail Lines for Orders . . . . . . . . . . . . . . . . . . . 5-5
Processing Options: Generate POs from Requisitions/Blanket Order
Release (P43060) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-8
Working with Blanket Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-13
Entering Blanket Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-13
Creating Purchase Orders from Blanket Orders . . . . . . . . . . . . . . . . . . 5-14
Working with Quote Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-17
Entering Items for Which to Request Quotes . . . . . . . . . . . . . . . . . . . . 5-17
Entering Suppliers to Provide Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . 5-20
Printing Requests for Quote Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-22
Entering Supplier Price Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-22
Processing Options for Quote Response Entry . . . . . . . . . . . . . . . 5-25
Creating Orders from Price Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-26
Processing Options for Quote Order Release . . . . . . . . . . . . . . . . 5-28
Working with Order Revisions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-29
Creating Order Revisions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-29
Reviewing Order Revision Information . . . . . . . . . . . . . . . . . . . . . . . . . 5-32
Processing Options for PO / Change Order Summary . . . . . . . . . 5-34
Printing Order Revision Information . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-34
Processing Options for Change Order History Report . . . . . . . . . 5-35

Approval Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6–1

Working with Approval Routes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3
Creating an Approval Route . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3
Processing Options for Approval Level Revisions . . . . . . . . . . . . . 6-6
Assigning an Approval Route to an Order . . . . . . . . . . . . . . . . . . . . . . 6-6
Transferring Approval Authority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-7
Working with Orders Awaiting Approval . . . . . . . . . . . . . . . . . . . . . . . . . . 6-9
Reviewing Approval Messages for Orders . . . . . . . . . . . . . . . . . . . . . . 6-9
Processing Options for Agent Message Center Ć Approval
Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-11
Reviewing Orders Awaiting Approval . . . . . . . . . . . . . . . . . . . . . . . . . . 6-12
Processing Options for Orders Awaiting Approval . . . . . . . . . . . . 6-16
Approving or Rejecting Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-16

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Receipt Routing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7–1

Creating Receipt Routes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3
Defining Operations in a Receipt Route . . . . . . . . . . . . . . . . . . . . . . . . 7-3
Understanding Journal Entry Creation for Items in a Receipt Route . 7-7
Defining Payment Eligibility for Item Removal . . . . . . . . . . . . . . . . . . 7-12
Activating Receipt Routing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-15
Assigning Receipt Routes to Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-15
Processing Options for Supplier/Item Relationships . . . . . . . . . . . 7-18
Defining Sample Requirements and Item Specifications . . . . . . . . . . . 7-18
Working with Items in a Receipt Route . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-21
Reviewing the Current Operation for Items . . . . . . . . . . . . . . . . . . . . . 7-22
Transferring Items to Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-23
Processing Options: Receipt Routing Movement and Disposition . . . 7-25
Removing Items from a Receipt Route . . . . . . . . . . . . . . . . . . . . . . . . . 7-30
Entering Reversals for Items in a Receipt Route . . . . . . . . . . . . . . . . . 7-33
Reviewing the History of Items in a Receipt Route . . . . . . . . . . . . . . . 7-34

Supplier Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8–1

Setting Up Supplier and Item Information . . . . . . . . . . . . . . . . . . . . . . . . . 8-3
Defining Supplier Purchasing Instructions . . . . . . . . . . . . . . . . . . . . . . 8-3
Creating Supplier and Item Relationships . . . . . . . . . . . . . . . . . . . . . . . 8-10
Processing Options for Supplier/Item Relationships . . . . . . . . . . . 8-12
Setting Up Guidelines for Delivery Performance . . . . . . . . . . . . . . . . . 8-13
Setting Up Guidelines for Acceptable Items . . . . . . . . . . . . . . . . . . . . . 8-14
Defining a Summary of Supplier Performance Information . . . . . . . . 8-16
Defining Supplier Prices and Discount Rules . . . . . . . . . . . . . . . . . . . . . . . 8-23
Entering Supplier Prices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-23
Processing Options for Suppler Catalog Revisions . . . . . . . . . . . . 8-26
Creating Price Discount Rules for Purchasing . . . . . . . . . . . . . . . . . . . 8-26
Attaching Price Discount Rules to Items and Suppliers . . . . . . . . . . . 8-31
Reviewing Supplier Performance Information . . . . . . . . . . . . . . . . . . . . . . 8-35
Reviewing Supplier Delivery Performance . . . . . . . . . . . . . . . . . . . . . . 8-36
Processing Options for Supplier Analysis . . . . . . . . . . . . . . . . . . . . 8-41
Reviewing Supplier Quality Performance . . . . . . . . . . . . . . . . . . . . . . . 8-41
Reviewing Supplier Cost Performance . . . . . . . . . . . . . . . . . . . . . . . . . 8-44
Reviewing a Summary of Supplier Performance Information . . . . . . 8-47
Reviewing the Detailed Status Report by Supplier . . . . . . . . . . . . . . . 8-48
Processing Options for Status Report by Supplier . . . . . . . . . . . . 8-49
Reviewing the Contract Analysis Report . . . . . . . . . . . . . . . . . . . . . . . . 8-49

Rebate Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9–1

Setting Up Rebate Agreements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-3
Entering Basic Rebate Agreement Information . . . . . . . . . . . . . . . . . . 9-4
Defining Conditions for Obtaining a Rebate . . . . . . . . . . . . . . . . . . . . 9-6
Processing Options for Rebate Agreement Maintenance . . . . . . . 9-9
Defining Purchase Limits for Rebate Amounts . . . . . . . . . . . . . . . . . . . 9-9
Working with Rebate Status Information . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-13
Reviewing Summary Information for Rebate Agreements . . . . . . . . . 9-14
Reviewing Purchasing Transactions for a Rebate . . . . . . . . . . . . . . . . 9-14
Changing the Quantity or Amount Applied to a Rebate . . . . . . . . . . . 9-15

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Updating Rebate Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-17

Order Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10–1

Updating Status Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-3
Revising Purchase Dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-5
Processing Options for Purchasing Date Revisions . . . . . . . . . . . . 10-6
Generating Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-7
Processing Options: Reorder Point Purchase Order Generation . . . . 10-11

Commitment Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11–1

Setting Up Commitment Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-3
Setting Up Commitments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-3
Setting Up Commitment Relief . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-4
Working with a Commitment Audit Trail . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-9
Creating a Commitment Audit Trail . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-9
Correcting a Commitment Audit Trail . . . . . . . . . . . . . . . . . . . . . . . . . . 11-10
Posting Committed Costs to Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-13

Supplier Self-Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12–1

Setting Up Supplier SelfĆService . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-3
Addressing Security Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-3
Setting Up Default Branch/Plants by User ID . . . . . . . . . . . . . . . . . . . 12-4
Activating Supplier SelfĆService . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-5
Reviewing Orders on the Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-7
Reviewing Receipts on the Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-9
Responding to Requests for Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-11
Processing Options for Quote Response Entry . . . . . . . . . . . . . . . 12-12

Setup
System Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13–1
Setting Up Order Line Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-5
Setting Up Order Activity Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-13
Setting Up Constants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-17
Defining Branch/Plant Constants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-18
Defining Pricing Constants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-25
Defining Item Availability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-27
Defining System Constants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-28
Defining Application Control Constants . . . . . . . . . . . . . . . . . . . . . . . . 13-29
Setting Up Automatic Accounting Instructions . . . . . . . . . . . . . . . . . . . . . . 13-33
AAI Tables for the Procurement System . . . . . . . . . . . . . . . . . . . . . 13-33
AAI Tables for the Financial System . . . . . . . . . . . . . . . . . . . . . . . . 13-36
Creating Tolerance Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-45
Setting Up Order Hold Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-49
Setting Up Landed Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-53
Setting Up NonĆStock Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-59
Processing Options for Non Stock Item Master . . . . . . . . . . . . . . . 13-63
Setting Up Templates for Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . 13-65
Creating a Purchase Order Template . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-66

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Creating a Template Using Existing Purchase Orders . . . . . . . . . . . . . 13-67

Processing Options for Order Template Revisions . . . . . . . . . . . . 13-69
Revising a Template in Batch Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-69
Processing Options for Supplier History Template Rebuild . . . . . 13-70
Creating a Model Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-71

Advanced & Technical

Advanced and Technical Operations . . . . . . . . . . . . . . . . . . . . . . . . . 14–1
Updating Supplier and Item Analysis Records . . . . . . . . . . . . . . . . . . . . . . 14-3
Processing Options for Supplier/Item Relationships Rebuild . . . 14-3
Converting Supplier Limit Amounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-5
Example: How Converted Limit Amounts Are Rounded . . . . . . . 14-5
Generating New Supplier Prices in a Different Currency . . . . . . . . . . . . . 14-7
Data Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-8
Processing Options for Generate Purchase Price by Currency . . 14-9
Purging Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-11

Interoperability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15–1
Setting Up for Interoperability Transactions . . . . . . . . . . . . . . . . . . . . . . . . 15-3
Reviewing Record Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-4
Setting Up Transaction Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-4
Setting Up Data Export Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-4
Setting Up the Flat File CrossĆReference . . . . . . . . . . . . . . . . . . . . . . . . 15-8
Running the Conversion Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-9
Processing Options for Inbound Flat File Conversion . . . . . . . . . 15-10
Receiving Transactions into OneWorld . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-11
Receiving Inbound Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-12
Reviewing the Receiving Advice Edit/Create . . . . . . . . . . . . . . . . . . . . 15-12
Working with the Receipt Routing Inbound Processor . . . . . . . . . . . . 15-13
Reviewing and Revising Interoperability Transactions . . . . . . . . . . . . . . . 15-15
Reviewing and Revising Inbound Transactions . . . . . . . . . . . . . . . . . . 15-16
Reviewing the Processing Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-22
Sending Transactions from OneWorld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-23
Purging Interoperability Transaction Records . . . . . . . . . . . . . . . . . . . . . . . 15-25

Appendices
Appendix A: Vertex Quantum for Sales and Use Tax . . . . . . . . . . . . A–1
Setting Up the J.D. Edwards/Quantum Interface . . . . . . . . . . . . . . . . . . . . A-9
Activating Quantum . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-10
Testing the Quantum Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-12
Activating Quantum Logging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-14
Setting Up Automatic Accounting Instructions for Quantum . . . . . . . A-15
Setting Up User Defined Codes for Quantum . . . . . . . . . . . . . . . . . . . A-16
Assigning NonĆStock Product Categories to Order Types . . . . . . . . . A-16
Defining Tax Information for Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-19

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Assigning GeoCodes to Address Book Records . . . . . . . . . . . . . . . . . . . . . A-21

Assigning GeoCodes Globally to Address Book Records . . . . . . . . . . A-23
Assigning GeoCodes Manually to Address Book Records . . . . . . . . . A-24
Calculating Taxes for Related Addresses . . . . . . . . . . . . . . . . . . . . . . . . A-29
The GeoCode Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-29
Accounts Payable Ć Use or Exempt Tax . . . . . . . . . . . . . . . . . . A-29
Accounts Payable Ć Sales Tax . . . . . . . . . . . . . . . . . . . . . . . . . . A-30
Accounts Receivable Ć Sales Tax . . . . . . . . . . . . . . . . . . . . . . . . A-31
Sales Order Management Ć Sales Tax . . . . . . . . . . . . . . . . . . . . A-31
Procurement Ć Use Tax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-32
CSMS Ć Service Contract Sales Tax . . . . . . . . . . . . . . . . . . . . . . A-33
CSMS Ć Service Order Sales Tax . . . . . . . . . . . . . . . . . . . . . . . . A-34
CSMS Ć Service Order Use Tax . . . . . . . . . . . . . . . . . . . . . . . . . A-34
CSMS Ć Call Sales Tax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-35
Contract/Service Billing Ć Sales Tax . . . . . . . . . . . . . . . . . . . . . A-35
Working with Quantum Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-37
Overriding GeoCodes on an Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . A-39
Overriding GeoCodes on a Voucher . . . . . . . . . . . . . . . . . . . . . . . . . . . A-40
Overriding GeoCodes on a Sales Order . . . . . . . . . . . . . . . . . . . . . . . . A-41
Overriding GeoCodes on a Purchase Order . . . . . . . . . . . . . . . . . . . . . A-43
Overriding GeoCodes on a Service Contract . . . . . . . . . . . . . . . . . . . . A-44
Overriding GeoCodes on a Service Order . . . . . . . . . . . . . . . . . . . . . . A-45
Overriding GeoCodes on a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-46
Overriding GeoCodes on Contract Billing . . . . . . . . . . . . . . . . . . . . . . A-48
Overriding GeoCodes on Service Billing . . . . . . . . . . . . . . . . . . . . . . . A-52
Processing Quantum Tax Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-57
Printing Tax Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-57
Posting Tax Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-58

Index

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Overviews

The purchasing department is an integral part of processing purchase orders,

credit orders, and returns. Procurement involves order entry through actual
payment of the goods and services that you receive.

This section provides overview information about the procurement industry as

well as information about how the J. D. Edwards Procurement system operates.

This section consists of the following:

- Industry overview

- Procurement system overview

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Procurement

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Industry Overview

Procurement is the process of obtaining products and services from suppliers. It

includes decisions about how much and when to purchase goods and services,
the actual purchasing of goods and services, and the process of receiving the
requested goods or services. The purchasing cycle ensures that the appropriate
quantity and quality of equipment, material, supplies, or services are acquired at
the best price and from the most appropriate source. Procurement involves and
affects more departments than just the purchasing department. An integrated
procurement system provides the purchasing professional with links to
information across all of an organization's functions and departments. Some of
the links include activities and information, including receiving transactions,
order revision data, supplier profiles, accounts payable status, special order
processing, and the tracking of incoming purchases through receipt routing.

The industry overview consists of the following topics:

- Industry environment and concepts for Procurement

- Idea to Action: The Competitive Advantage

Industry Environment and Concepts for Procurement

Ideally, the procurement process in any organization has processes and

procedures that increase internal customer response and reduce nonvalueĆadded
activities. An effective enterprise resource planning system that integrates all
aspects of the organization, provides the buyer with upĆtoĆdate information,
which reduces the administrative time spent finding information. This time can
then be spent developing new sources of supply, building relationships with
current suppliers, and researching new ways to improve the procurement
process.

Order Generation

The procurement process begins when the need arises for items or services. This
need is typically presented to the purchasing department in the form of a
requisition. A requisition is a document that identifies to the buyer what is
needed, when it is needed, and the approximate or actual cost associated with
the item or service requested. The requisition can then be used to generate a
quote for suppliers to bid on or to generate a purchase order. The purchase
order that is created from the requisition is the written contract between the

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Procurement

buyer and the seller for the purchase of items or services at an agreed price and
delivery date.

Purchasing Methods

Most purchasing organizations use the following methods:

 Inventory
 NonĆinventory
 Subcontracting

Purchasing for inventory includes items intended for resale, raw materials, and
manufactured items. These items require full integration between the
Procurement system and the Inventory Management system. This kind of system
integration validates that the item exists in inventory. Information included about
the inventory item might include cost, description, supplier, and units of
measure. An example of an inventory item for a manufacturer of computer
hardware would be printed circuit boards.

Purchasing for nonĆinventory includes goods, materials, and services that are
used internally or are subsequently charged to outside parties. Typically, these
items and services are recorded in general ledger accounts. Examples of
nonĆinventory items include office supplies, maintenance, repair, and operating
supplies (MRO), and building services.

Subcontract purchasing is associated with outside operations performed by

suppliers, or internal projects requiring a number of suppliers to charge their
services to a common job number. One example would be a plating operation
performed by an outside supplier on a steel part that was produced by your
organization.

Receipt Processing

Once a supplier ships items to your warehouse based on the specifications

outlined on a purchase order, the receiving department needs to receive those
items. Items are received and services are performed daily in your organization.
When a shipment is received, you typically route it to several operations that
ensure that the shipment is:

 Unloaded and checked

 Verified for the quantity due against the quantity received
 Entered in the system with the quantity against the corresponding
purchase order

To ensure a high level of customer satisfaction within the organization, the

receiving department should notify the requisitioner or buyer or both that the
goods requested have been received.

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 Industry Overview

Special Order Processing

During the dayĆtoĆday activities within a purchasing department, special needs

exist that require different types of documents. These documents include:

 Blanket purchase orders

 Quote orders
 Change orders

You use blanket orders when your organization repeatedly purchases an item or
service. You create a blanket order based on a specified amount or quantity that
has been projected to be used over a period of time, typically one year. As
required, quantities are released from the blanket order and the system creates a
purchase order. You use a blanket order to reduce the administrative costs
associated with processing purchase orders and also to streamline the
procurement process. An example of a blanket order is 1,200 cases of shop
towels used by the maintenance department throughout the year. The buyer
then releases quantities of approximately 100 cases per month.

You use quote orders when you want to solicit a competitive bid for an item
from a number of suppliers. The Request for Quote (RFQ) includes the quantity,
specifications, delivery date, and response date needed. After suppliers return
the RFQ, the buyer evaluates the information and awards the purchase order to
the supplier that best meets the specifications of cost, delivery, and quality
outlined in the RFQ. Quote orders can be directly generated from requisitions
and, in turn, purchase orders can be generated directly from quote orders.

Change orders enable a buyer to change the original purchase order or contract.
Change orders are important because they provide an audit trail about changes
to the original purchase order or contract.

Approval Processing

Approval processing refers to the steps that a requisition or purchase order goes
through to gain the appropriate authorization to purchase the goods or services
specified. The process of requiring approvals at the requisition level or purchase
order level is becoming more common. Depending on the amount of the
requisition or purchase order, different people in the organization need to
approve the order at different levels.

Receipt Routing

Receipt routing allows you to track the location of purchased items after they
leave the supplier's warehouse. Receipt routing allows you to know where
products: whether they are on the way to the warehouse, in the receiving
process, or in the warehouse. Receipt routing provides improved customer
service levels to the purchasing department's internal customers. Receipt routing
can also be used to record the disposition of items out of the receiving process if

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Procurement

they do not meet the specifications outlined on the purchase order. An example
of the steps that an item might move through in a given receipt route include:

 In transit
 In customs
 In inspection
 Received into stock

Supplier Management

A key step in building a strong supply chain for your organization is developing
ongoing partnerships with your suppliers. Some of the tools available to develop
these relationships include:

 Performance analysis
 Supplier price comparison information
 Certified supplier status
 AgreedĆupon terms
 Item catalog costing

To monitor your suppliers' performance, you should consider the following key
areas:

 Cost
 Delivery
 Quality

You determine cost based on the supplier with the best value and not on the
supplier with the lowest cost. Delivery analysis is based on the number of days
late as well as the number of days early that are agreed upon. Quality analysis
evaluates whether the supplier has met the specifications for the items included
on the purchase order after they have been received.

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 Industry Overview

Idea to Action: The Competitive Advantage

The following list identifies examples of typical procurement process problems ,

the idea to action that will resolve each problem, and the return on investment.

Multiple purchase The purchase order workbench streamlines the

orders from one procurement process and channels it through one central
supplier point. The number of purchase orders created is reduced
as well as the processing time associated with those
orders. The system reduces processing costs and
duplication of effort across all departments, including
purchasing, receiving, and accounts payable.

Received quantities Tolerance rules let you specify the actual quantity or
exceed purchase order percentage you allow to be received that is greater than
quantities the quantity specified on the purchase order. You can set
the tolerance rule by item, item category code, or
company. Tolerance rules reduce the time spent getting
approvals from buyers that allow overĆshipments to be
received.

Manual processes for The system allows RFQs to be submitted to multiple

requesting quotes (RFQ) suppliers for multiple items. Once RFQs are returned,
analyzed, and evaluated, they can be converted to
purchase orders, eliminating the need to reĆenter the
information. The system also allows you to capture and
maintain price breaks for different quantities. Quote
processing enables you to track the pertinent information
for each quote in one place. The quote can then be
evaluated for multiple suppliers, items, and price breaks.
The processing time is reduced, and customer service and
response time are improved.

Inefficient requisition The system provides you with the necessary tools to
processing create a requisition, generate a quote from that requisition,
and then generate a purchase order from the quote. The
number of suppliers from whom you can solicit quotes is
unlimited, the number of items quoted is unlimited, and
the number of purchase orders that you can create is
unlimited. Processing all of these tasks online improves
efficiency, links all of the documents together, and
provides an audit trail of the necessary information to
create purchase order or quote orders.

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Procurement

Different units of By using the transaction unit of measure in conjunction

measure for purchasing with the purchasing unit of measure, the buyer can
than for stock or sale purchase at the correct price negotiated for the purchasing
unit of measure, and the receiving department can receive
the item based on the transaction unit of measure stated
on the purchase order. The system removes the step of
manually calculating the correct quantities. Benefits
include more efficient processing of receipts and more
accurate accounting of received quantities.

Multiple approval Approval routes for purchase orders and requisitions are
routings needed defined by document type. By specifying a different
document type for each department's purchase orders, the
system allows you to set up unique approval routes.
These routes are customized by the amount levels and the
number of people included on each route. Customer
satisfaction improves because purchase orders move
through the system faster.

Manual item restriction Item restrictions allow you to gain control over specific
system items you purchase from specific suppliers. The Item
Restrictions field in the purchasing instructions for each
supplier enables you to include or exclude a list of items
that can be purchased from that supplier. By automating
this process, the system eliminates any chance of you
purchasing items that should not be purchased from that
supplier.

Inconsistent MRO The NonĆStock Item Master form enables you to keep
tracking and record track of nonĆinventory items that are purchased
keeping repeatedly, such as MRO items. Information about each
item can include item number, description, unit of
measure, cost, line type, buyer number, and search text.
This information can be summarized in reports that
provide history about each item that is purchased. The
benefits of using the NonĆStock Item Master form include:
 Documented cost basis
 Logical sequencing of item numbers
 Consistent searches of text words
 Defined units of measure
 Listing of items by responsible buyer

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 Industry Overview

Lack of visibility as Receipt routing shows the visibility needed to track times
items move from from the suppliers' warehouses to the final stocking
receiving to final location in your warehouse. The system allows you to
location assign items to multiple receipt routes. The steps in the
receipt route are user defined and might include
inspection, dock, customs, transit, and stock. The system
also allows you to record the disposition of items that do
not meet specification at any step in the receipt route. For
upĆtoĆdate item information, the system provides the
availability of an item before it reaches its final location.
Because OneWorld is an integrated enterprise resource
planning system, this same information can be viewed by
customer service representatives to determine the
availability of items for sale.

Money committed Commitment tracking shows the committed money on

against a budget or received and pending purchase orders. You use the
project is calculated general ledger to track the committed money against the
only once a month budgeted money. Commitment tracking enables you to be
proactive rather than reactive when purchasing against a
budget or a project. Commitment tracking also gives
management better control over managing the money that
the purchasing department is responsible for tracking.

Nonautomated process Through a processing option in the receipt process, the

for notifying a buyer system sends a notice to the requestor or the buyer upon
that an urgent item was receipt of the items. The notice of receipt completes the
delivered feedback loop of information to the requestor or buyer
and improves the level of customer service with other
departments. This notice also reduces the processing time
from order request to physical receipt.

TimeĆconsuming Through the Supplier Management feature, supplier

supplier analysis analysis can be user defined to monitor cost, quality, and
delivery information. The system allows you to set up
your own analysis calculations and the format in which
you want to view them. Supplier performance based on
cost, quality, and delivery time leads to informed decision
making when evaluating suppliers. The availability of
supplier information across departments demonstrates the
complete integration of information within the system.

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Procurement

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Procurement System Overview

The J.D. Edwards Procurement system accommodates a diverse range of

purchasing activities for:

 Replenishing inventory
 Acquiring materials used to complete projects
 Charging purchased goods and services to specific departments, jobs, or
cost centers

Procurement involves order entry through actual payment for the goods and
services that you receive. You must carefully plan the cycle through which you
intend to process your orders and set up the Procurement system accordingly.
Setup issues include order types, line types, and order activity rules.

You can perform activities that are specific to your procurement operation, such
as special order processing, approval processing, and supplier management. A
variety of features are available to help you process orders quickly and
effectively. Extensive review and reporting capabilities can help you make
decisions about current and future purchasing strategies.

This overview consists of the following topics:

- System integration

- Features, terms, and concepts

- Order processing cycle

- Menu overviews

System Integration

The Procurement system works in conjunction with J.D. Edwards accounting, job
cost, distribution/logistics, and manufacturing systems to cover all aspects of
processing purchase orders. The Procurement system accommodates Electronic
Data Interchange (EDI) so that you can send and receive documents
electronically.

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Procurement

The following graphic illustrates how the Procurement system integrates with
J.D. Edwards accounting systems and other J.D. Edwards distribution/logistics
systems.

Address
Book

Accounts Accounts
Receivable Payable

General
Accounting
AAIs AAIs AAIs
Sales Order
Management Procurement

AAIs

Inventory
Management

General Accounting and Accounts Payable

The Procurement system integrates with the General Accounting and Accounts
Payable systems. With the use of automatic accounting instructions (AAIs) and
userĆinput account numbers, the system relays pertinent transaction information
to your accounting systems.

The Procurement system retrieves supplier payment information, tax information,

and so forth from the Accounts Payable system.

Address Book

The Procurement system coordinates with the Address Book system to retrieve:

 Supplier address information

 ShipĆto address information

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 Procurement System Overview

 Warehouse address information

 User identification information

Distribution/Logistics

Your company might integrate the J.D. Edwards Procurement system with the
J.D. Edwards Inventory Management system. This integration involves the
validation and exchange of information that pertains to inventory items.

Other J.D. Edwards distribution/logistics systems with which the Procurement

system integrates include:

 Advanced Warehouse Management

 Sales Order Management
 EnterpriseĆWide Profitability Solution
 Forecasting
 Distribution Requirements Planning
 Advanced Pricing

Manufacturing

Your Procurement system can interact with several J.D. Edwards manufacturing
systems to help process parts availability, work orders, forecasting and planning,
product costing, and so forth.

Job Costing

Your Procurement system can also interact with the J.D. Edwards Job Cost
system to view subcontract commitments. Using job status inquiry you can view
your job and project commitment details on an accountĆbyĆaccount basis.

Electronic Data Interchange (EDI)

EDI is the computerĆtoĆcomputer exchange of business transactions, such as

purchase orders, invoices, and shipping notices, in a standard format.

The Electronic Commerce system consists of J.D. Edwards System 47, which is
the application interface containing interface files, tables, and programs. System
47 works with a thirdĆparty translation software that translates EDI standard data
into a J.D. Edwards flat file format so that the J.D. Edwards application software
can manage the data.

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Procurement

When you receive documents, your thirdĆparty translation software:

 Retrieves the data via network communications

 Translates the data from EDI standard format to J.D. Edwards application
table format
 Moves the translated data into the J.D. Edwards EDI flat files

The inbound conversion program moves the translated data into the J.D.
Edwards EDI interface tables. The J.D. Edwards Electronic Commerce system
then moves the data into the appropriate application tables. When you send
documents, the system performs the procedures in reverse order.

The EDI documents that J.D. Edwards currently supports for the purchasing
system are listed in the following table. The table includes corresponding codes
for ANSI and EDIFACT, which are EDI standard crossĆindustry terms.

TRANSACTION ANSI EDIFACT Inbound To Outbound

From

Purchase Order 850 ORDERS Sales Procurement

Purchase Order 855 ORDRSP Procurement Sales

Acknowledgement

Invoice 810 INVOIC Accounts Sales

Payable
(A/P),
Procurement

Receiving Advice 861 RECADV Procurement, Procurement

Sales

Purchase Order Change 860 ORDCHG Sales Procurement

Purchase Order 865 ORDRSP Procurement Sales

Response Message

See Also

 About EDI Purchase Order Documents in the Data Interface for Electronic
Data Interchange Guide for information about EDI purchase order
transactions

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 Procurement System Overview

E-Procurement Powered by Ariba

J.D. Edwards EĆProcurement powered by Ariba allows you to manage

expenditures for operating resources and helps you maximize the power of
EĆBusiness. EĆProcurement lets you manage your internal business operations
and take advantage of businessĆtoĆbusiness eĆcommerce for rapid and efficient
transactions with suppliers, reducing the time and costs for purchasing operating
goods and services.

See Also

 J.D. Edwards EĆProcurement powered by Ariba for complete information

and instructions on the EĆProcurement system

Features, Terms, and Concepts

Procurement Methods

Based on your business objectives, the system provides three different methods
by which you can procure goods and services:

 Purchasing for inventory

 Purchasing for nonĆinventory
 Subcontracting

Purchasing for Inventory

Your company might manage an inventory or stockĆbased operation, which

includes:

 Retail items for sale to customers

 Items for internal consumption
 Manufactured items
 Repair and maintenance items

You must use the purchasing for inventory method to purchase goods for a
stockĆbased environment. This method enables full integration between the
Procurement system and the Inventory Management system. You purchase items
based on the item numbers that exist in the Inventory Management system. The
Procurement system:

 Validates that items exist in the Inventory Management system

 Retrieves item information such as item descriptions, units costs, and units
of measure from the Inventory Management system

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Procurement

 Updates item information such as onĆhand balances, and unit costs in the
Inventory Management system

In a stockĆbased environment, item costs are classified as inventory on the

balance sheet until you issue the items out of inventory. If you sell the items,
they become cost of goods sold. If you use the items internally, you determine
the expense account to which to charge the items at the time of issuance.

Purchasing for Non-Inventory

Your company might purchase goods, materials, or services that are used
internally or are subsequently charged to outside parties. Purchases might apply
to:

 Jobs
 Projects
 Internal consumption
 Repair and maintenance
 Parts chargeable on a work order

You use the purchasing for nonĆinventory method to charge purchases against
general ledger account numbers. Each account number can represent a job or
project. This method accommodates nonĆstock, and services and expenditures
based environments.

You can also use the purchasing for nonĆinventory method to purchase items
that exist in the Inventory Management system. The Procurement system
validates item numbers and retrieves item descriptions and costs from the
Inventory Management system, but does not update item balance information.

Tracking commitments or encumbrances is a common practice in nonĆstock and

services and expenditures based environments. A commitment or encumbrance
is the recognition of a future obligation. If you purchase against general ledger
account numbers, you can have the system track commitment or encumbrance
amounts when you enter purchase orders.

Subcontracting

You use the subcontracting method to manage the daily and long term details of
contracts, payments, and commitments that are associated with your jobs. In
addition, you can do any of the following:

 Create and maintain contracts for the subcontractors on your jobs

 Establish payment guidelines and make payments against your contracts
 Track the costs you have paid against a job and the costs you are
committed to in the future

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 Procurement System Overview

 Make inquiries on contract information

 Input change orders for your contract commitments
 Generate status reports for your contracts and commitments

When you create a new contract, you enter subcontractor information, the work
to be done, contract commitments, dates, log items, and so on. For existing
contracts, you can enter commitment change orders and track the completion of
submittals and transmittals.

You can also enter and release progress payments or hold progress payments.
Progress payments are payments that you make to your subcontractors as their
jobs progress.

Procurement Environments

The Procurement system provides four different environments in which you can
perform your purchasing activities:

 Stock based
 NonĆstock based
 Services and expenditures based
 Subcontract based

The stockĆbased environment is designed to accommodate those who purchase

for inventory. The nonĆstock and the services and expenditures based
environments accommodate those who purchase against general ledger account
numbers. The subcontractĆbased environment accommodates those who procure
goods and services through subcontracts.

You choose the environment that is most conducive to your operation. For
example, the stockĆbased environment enables you to perform activities
common to inventory operations, such as supplier management and rebate
processing. The nonĆstock and the services and expenditures based
environments enable you to track commitments and encumbrances. The
subcontractĆbased environment enables you to enter subcontracts and changes
to the subcontract.

Many activities are common to all four environments. However, the menus and
forms for each are set up differently to accommodate processes and procedures
specific to each environment.

The environments you use depend entirely on your organization. Some

organizations may choose to use all environments, while other organizations
may choose to use only one environment.

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Procurement

Order Processing Cycle

The purchase order processing cycle consists of three primary steps:

 Creating an order
 Receiving the goods or services
 Creating a voucher to pay for the goods or services

After you enter an order, you can enter receipt information on the system
(formal receiving process) to receive the goods or services. If you follow
informal receipt processing, you must compare invoice information to the
original purchase order to create a voucher. If you purchase for inventory, you
must use the formal receiving process. If you purchase against general ledger
(G/L) account numbers, you can use either the formal or informal receiving
process.

The method you use to create vouchers depends on your receiving process. If
you use the formal receiving process, you can create vouchers:

 Individually by verifying that invoice information matches receipt

information
 In batch mode using existing receipt records

The following graphics show the tables that are affected as an order flows
through the formal or informal procurement process.

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 Procurement System Overview

Formal Receiving
Process
Enter
purchase Receive PO
order (PO)
Voucher Match
Receipt

Receipts
(F43121) Match
Type 1
Item Balances
Header Detail (F4311) (F41021) A/P G/L Receipts
(F4301) Transaction Transaction (F43121)
Detail Detail Match Type 2
Inventory (F0411) (F0911)
Transaction
(F4111)
POST
G/L
Transaction
Detail (F0911)

Cost Ledger
(F4105)

Account
Balances
POST (F0902)

Account Balances
(F0902)

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 Procurement

Informal Receiving
Process
Enter PO

Voucher Match
Receipt

A/P
Transaction
Header Detail
(F4301) Detail (F4311) (F0411)

Receipts G/L P.O. Detail

(F43121) Transaction Ledger
Match Type 2 Detail Flexible
(F0911) Version
P.O. Detail Ledger (F43199)
Flexible Version
POST
(F43199) (optional)

Account
Account Balances Balances
(F0902) (optional) (F0902)

Each time you enter an order, you must provide details about the items and
services that you want to order. For each item or service, you must enter a line
of detail that describes the item or service, including the quantity and cost.

You must specify a line type for each detail line. The line type indicates how the
system manages information on the detail line. For example, you might have a
line type of S (for stock items) to indicate that the system is to replenish the
quantity of the item in the Inventory Management system and reflect the cost in
the general ledger and the Accounts Payable system.

You must set up order processing cycles to indicate how the system is to process
the detail lines for each order type (purchase orders, requisitions, blanket orders,
and so forth). For example, you can set up the processing cycle for inventory
purchase orders as follows:

 Enter purchase order

 Print purchase order
 Print purchase receiver

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 Procurement System Overview

 Receive goods or services

 Create voucher

You use order activity rules to define the operations the system performs for a
processing cycle and to indicate the progression of the steps.

You must set up order activity rules for every combination of order type and line
type. You use user defined status codes to set up the order activity rules. Each
status code represents a step in the processing cycle, for example printing the
order.

Each detail line of an order contains a pair of status codes. These codes identify
the last status and the next status to which the system advances the line. The last
status code represents the last operation performed on the order. The next status
code represents the next step in the processing cycle.

Enter
PO

Print
PO

Print
Receiver
220
280
Enter
280 Receipts Voucher
380 Match
380
400
400
999
(Complete in
Purchasing
last status code
System)
next status code

For each processing cycle you set up, you must specify the order type and line
type to which it applies. For example, the processing cycle shown above might
only apply to purchase order detail lines to which you assign a line type of S.

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Procurement

Optional Procurement Activities

Optional procurement activities you can perform include:

 Creating multiple orders simultaneously

 Ensuring that orders are approved before processing
 Creating special orders such as requisitions and blanket orders
 Obtaining and comparing price quotes for items and services
 Tracking revisions to orders
 Creating change orders
 Monitoring items from the moment they leave a supplier's warehouse
 Managing relationships between suppliers and items
 Checking budgets
 Processing approvals

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 Procurement System Overview

Menu Overviews

Menu Overview – Stock Based Purchasing

Purchase Order Management G43
Stock Based Purchasing G43A

Daily Operations
S Purchase Order Processing G43A11
S Requisition and Quote G43A12
S Order Generation/Approval/Release G43A13
S Receipt Routing G43A14
S Purchasing Transactions G4722
S Receipts Matching and Posting G43A15
S Supplier Management G43A16

Reports and Inquiries

S Purchasing Reports G43A111
S Purchasing Inquiries G43A112

System Setup
S Purchases Tax Definition G0021
S Purchasing User Defined Codes G43A411

Advanced and Technical Operations

S Data Files Purges G43A311
S Flexible File Definition G43A312

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Procurement

Menu Overview – Non–Stock Based Purchasing

Purchase Order Management G43
Non–Stock Purchasing G43B

Daily Operations
S Non–Stock Purchase Order Processing G43B11
S Requisition and Quote Management G43B12
S Order Generation/Approval/Release G43B13
S Purchasing Transactions G4722
S End of Day Processing G43B14

Reports and Inquiries

S Purchasing Reports G43B111
S Purchasing Inquiries G43B112

System Setup
S Tax Processing – Reporting G0021
S Purchasing User Defined Codes G43A411
S Commitment Setup/Rebuilds G43B411
S Procurement Advanced – Technical Ops G43B31

Advanced and Technical Operations

S Data Files Purges G43A311

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 Procurement System Overview

Menu Overview – Services/Expenditures Purchasing

Purchase Management G43
Services/Expenditures Based Purchasing G43C

Daily Operations
S Services/Expenditures PO Processing G43C11
S Requisition and Quote Management G43B12
S Order Generation/Approval/Release G43B13
S Purchasing Transactions G4722
S End of Day Processing G43B14

Reports and Inquiries

S Purchasing Reports G43C111
S Purchasing Inquiries G43C112

System Setup
S Tax Processing – Reporting G0021
S Purchasing User Defined Codes G43A411
S Encumbrance Setup/Rebuilds G43C411
S Services/Expenditure PO System Setup G43C41

Advanced and Technical Operations

S Data Files Purges G43A311

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Procurement

Menu Overview – Subcontract Based Purchasing

Purchase Order Management G43
Subcontract Based Purchasing G43D

Daily Operations
S Subcontract Processing G43D11
S Requisition and Quote Management G43D12
S Order Generation/Approval/Release G43D13
S Electronic Commerce G4722
S End of Day Processing G43D14

Reports and Inquiries

S Procurement Reports G43D111
S Procurement Inquiries G43D112

System Setup
S Tax Processing – Reporting G0021
S Purchasing User Defined Codes G43A411
S Subcontract Setup/Rebuild G43D411
S Subcontract System Setup G43D41

Advanced and Technical Operations

S Data Files Purges G43A311
S Subcontracts Advanced – Technical Ops G43D31

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Daily
Procurement

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Order Entry

Each time you want to purchase goods or services, you must enter an order. You
enter orders to specify details about the goods or services you are purchasing, to
indicate the supplier from whom you are purchasing, and to specify other
pertinent information.

A order consists of two parts:

 Header information Ć general information that relates to the entire order,

such as the supplier name and order dates
 Detail information Ć lineĆbyĆline details about the items or services you
want to order, such as item numbers, quantities, and costs

You can enter header information and detail information separately. Depending
on your volume of orders and the amount of header information you need to
enter, you use processing options to choose one of the following methods to
enter orders:

 Enter header information first, followed by detail information

 Enter detail information only, allowing the system to apply limited default
values for header information

Several tools are available to help you create orders. These tools allow you to
generate multiple orders at the same time, locate item and supplier information,
and so forth.

You can have the system check orders to verify that costs do not exceed budget
limits. You can place an order on hold if it exceeds budget or for any other
reason. You can review upĆtoĆdate commitment, budget, log, and order hold
information.

After you generate orders, you can make changes to the orders and print the
orders.

Order entry includes the following tasks:

- Entering order header information

- Entering order detail information

- Working with special order entry features

- Working with commitments and encumbrances

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Procurement

- Working with budgets

- Working with orders on hold

- Working with log information

- Printing orders

- Working with order information

The system maintains header and detail information in two separate tables:

 Purchase Order Header table (F4301)

 Purchase Order Detail table (F4311)

Before You Begin

- Verify that item master information and item branch/plant information are
set up for each of your inventory items.

- Verify that branch/plant constants are set up for each of your business
units or branches (required for only inventory management).

- Set up order activity rules and order line types.

- Set up default location and printer information for your terminal or user
profile (optional).

- Set up address book records for all suppliers.

- Set up procurement instructions for each supplier and shipĆto address.

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Entering Order Header Information

To generate an order, you must provide information about the supplier who is
to fill the order, the branch/plant that is requesting the order, and the shipping
address for the order. This information is called order header information.

The header information that you enter determines how the system processes the
order. For example:

 Supplier information determines the address to which the order is sent,

the payment terms for the order, and so forth.
 Origination information determines the business unit accountable for the
order and the address to which the goods and services are to be
delivered.
 Tax information determines how the system calculates taxes for the order.

Header information also includes the date the order is placed, the date the
order is due, and reference information, such as the user entering the order.

Using the processing options for Order Entry, you can display a header form
before the detail form. Depending on how you set the processing options,
certain fields can display on the header form. If you choose to bypass the
header form, you must enter limited header information on the detail form.
Based on the supplier and branch/plant that you enter, the system applies
default values to the fields on the header form.

If you purchase goods or services from international suppliers, you might need
to enter order amounts in different currencies, such as dollars, marks, francs, or
yen. Before you can do this, you must enter the following types of information
on the header form:

 Whether the supplier uses a foreign currency

 The type of currency that the supplier uses (which defaults from the
Supplier Master Information form)
 The base currency for your company
 The exchange rate for the currency (one of the predefined rates from the
MultiĆCurrency Processing system)

You also can enter Advanced Pricing information by entering an adjustment

schedule on the Additional Information form, which you can access from the
Supplier Master Revisions form. Before you enter Advanced Pricing information,
verify that you have activated the pricing constants.

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Procurement

To use approval processing, which requires that orders be approved before

continuing through the procurement cycle, you can set the approval processing
options for Order Entry. If you use approval processing, the name of the
approval route appears on the header form. Verify that the name of the
approval route is correct when you set the processing options, because you
cannot change the name after you enter an order.

To enter a special order, such as a requisition, blanket order, or quote order,

you use a combination of processing options, order activity rules, and line types
in the order entry program.

Entering header information involves the following tasks:

- Entering supplier information for an order

- Entering origination information for an order

- Entering dates for an order

- Entering tax information for an order

- Entering reference information for an order

See Also

 Creating an Approval Route for more information about approval

processing
 Setting Up MultiĆCurrency and Working with Exchange Rates for Detailed
Currencies in the General Accounting Guide for more information about
working with multicurrency
 Entering Requisitions, Entering Blanket Orders, and Working with Quote
Orders for more information about special orders
 Setting Up Constants for more information about how to set up pricing
constants
 Setting Up System Constants in the Advanced Pricing Guide for more
information about how to set up the Advanced Pricing system for
Procurement

Entering Supplier Information for an Order

You might have different arrangements with each of your suppliers in regard to
terms of payment, freight handling, invoice methods, and so forth. When you
enter order header information, you must specify the supplier from whom you
are requesting the order and any specific arrangements to which you and the
supplier have agreed.

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 Entering Order Header Information

You can set up procurement instructions to specify the arrangements that you
have with each of your suppliers. When you enter a supplier on an order, the
system retrieves the instructions for that supplier. You can modify the
instructions to suit a specific order.

To enter a supplier for an order, the supplier must exist in the Address Book
system. If this is not the case, you can enter the supplier in the Address Book
system when you enter order header information. You can also enter master
information for the supplier if the information does not already exist.

You can permanently change a supplier's mailing address or temporarily change

the address to accommodate a specific order. Entering supplier information for
an order includes:

 Entering supplier details

 Entering supplier address information
 Entering a temporary address for a supplier

To enter supplier details

From the Purchase Order Processing menu (G43A11), choose Enter Purchase
Orders.

1. On Work With Order Headers, click Add.

The Order Header form appears if you have set processing options to
display header information before detail information.

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Procurement

2. On Order Header, complete the following fields:

 Business Unit
 Supplier
3. From the Form menu, choose Additional Info.

4. On Order Header Ć Additional Information, complete the following fields

and click OK:
 Print Message
 Freight Handling Code
 Cost Rule
 Send Method
 Evaluated Receipt
 Payment Terms
 Supplier SO
 AIA Document

If you have set up purchasing instructions for a supplier on the A/P Supplier
MasterĆPurchasing form, the system supplies default values for several fields
above based on the supplier you enter for the order. You can access the A/P
Supplier MasterĆPurchasing form through the Supplier Master form exit on the
Order Header form.

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 Entering Order Header Information

Field Explanation
Print Message A user defined code that you assign to each print
message. Examples of text used in messages are
engineering specifications, hours of operation during
holiday periods, and special delivery instructions.
Freight Handling Code A user defined code (system 42/type FR) that identifies
when you take responsibility of the goods so that freight
charges are applied accordingly.
Cost Rule A user defined code (41/P5) that indicates the landed cost
rule for an item. The landed cost rule determines
purchasing costs that exceed the actual price of an item,
such as broker fees or commissions. You set up landed
cost rules on the Landed Cost Revisions form.
Evaluated Receipt A code that indicates if an order is eligible for the
evaluated receipt settlement process. An evaluated receipt
settlement indicates that you have an agreement with the
supplier to create vouchers based on the items that you
receive. You use the Evaluated Receipt Settlement
(R43800) procedure to create vouchers from receipt
records. As a result, the supplier does not send you
invoices and you can bypass the Voucher Match
procedure.
Valid values are:
N Not eligible for evaluated receipt settlement
processing.
Y Eligible for evaluated receipt settlement
processing.
I Receipt transaction is in process.
T Eligible for evaluated receipt settlement
processing. However, a tolerance error occurred
during the receipt process.
R Eligible for evaluated receipt settlement
processing. However, the receipt is currently in
the receipt routing process.
V A voucher has been created for the receipt
transaction using the evaluated receipt
settlement process.

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Procurement

Field Explanation
Payment Terms Code A code that specifies the terms of payment, including the
percentage of discount available if the invoice is paid
within a certain amount of time. A blank code indicates
the most frequently used payment term. You define the
specifications for each type of payment term on the
Payment Terms Revisions form.
This code prints on customer invoices.
The following are examples of valid values:
blank Net 30 days (default)
001 1/10 net 30
002 Net 30 days (override)
003 Prox days 1/10
004 Due at first of month
005 50/50 split payments
006 Due upon receipt
AIA Document A code that specifies whether, during the Accounts
Payable payment processing cycle, the system prints an
AIA (American Institute of Architects) format turnaround
document, a Waiver of Lien document, or both. These
documents print only when a contract payment is printed.
If you choose to print progress payments for contracts on
the standard A/P payment, you will not receive an AIA
document or a Waiver of Lien document. Valid values for
this field are:
Blank or N Ċ Do not print AIA or Waiver of Lien
documents
1 or Y Ċ Print AIA document only
2 or B Ċ Print AIA document and Waiver of Lien
document
3 or W Ċ Print Waiver of Lien document only

To enter supplier address information

Before You Begin

- Set the appropriate option under the Processing tab to allow for access to
the Address Book

1. On Order Header, choose Address Book from the Form menu.

2. On Work With Addresses, click Add to open Address Book Revision.
3. On Address Book Revision, click the Address Book tab and complete the
following fields:
 Alpha Name
 Search Type

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 Entering Order Header Information

4. Click the Mailing tab and complete the following fields:

 Mailing Name
 Address Line 1
 Address Line 2
 Address Line 3
 Address Line 4
 City
 State
 Country
 Postal Code
 Effective Date
5. Click the Additional tab and complete the following fields:
 Payables Y/N/M
6. Click the Related Address tab and complete the following fields:
 Parent Number
 1st Address Number
 2nd Address Number
 3rd Address Number
 4th Address Number
 Factor/Special Payee
7. Click the Cat Code 1Ć10 tab and complete the following field:
 Category Code 01
8. Click the Cat Code 11Ć30 tab and complete the following field and click
OK:
 Category Code 11
9. On Order Header, return the address book number you created to the
following field:
 Supplier
10. To set up the master information for the new supplier, choose Supplier
Master from the Form menu, complete the steps to set up the supplier,
and then click Ok.
11. On Order Header, complete the steps to enter supplier details.

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Procurement

See Also

 Creating and Updating Address Book Records in the Address Book Guide
for complete instructions about the address book.
 Setting Up Supplier and Item Information if you need to set up the
supplier information

To enter a temporary address for a supplier

This type of address change applies only to the order you are entering. You can
also enter a temporary address change for the shipĆto entity.

1. On Order Header choose Additional Addresses from the Form Menu.

2. On Additional Addresses, complete any of the following fields:
 Address Line 1
 Address Line 2
 Address Line 3
 Address Line 4
 State
 Postal Code
 City
 Country
 County
3. Depending on the address number that you want to be temporary,
choose one of the following options and click OK:
 Supplier #
 Ship To #

Entering Origination Information for an Order

You generate an order for a specific branch/plant, business unit, project, or job
within your company. In most instances, goods are shipped to the same
branch/plant that requests the order. However, you might want to ship the
goods to another location.

You must specify the branch/plant, business unit, project, or job for which you
are placing an order. When you enter a branch/plant, the system retrieves the
shipĆto address from Branch/Plant Constants provided that the shipĆto address
exists in the address book. If you want to ship the order to a different shipping
address, you can override the shipĆto address number.

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 Entering Order Header Information

You can enter instructions for the delivery of an order. For example, you can
specify that goods be delivered to a certain dock at the warehouse. You can
have the system retrieve default delivery instructions set up for the shipĆto
address on A/P Supplier MasterĆPurchasing.

To enter origination information for an order

From the Purchase Order Processing menu (G43A11), choose Enter Purchase
Orders.

1. On Work With Order Headers, click Add.

2. On Order Header, complete the following fields:
 Supplier
 Business Unit
 Ship To
3. From the Form menu, choose Additional Info.
4. On Order Header Ć Additional Information, complete the following field
and click OK:
 Delivery Instructions Line 1

Field Explanation
Supplier A number that identifies an entry in the Address Book
system. Use this number to identify employees,
applicants, participants, customers, suppliers, tenants, a
location, and any other address book members.
Ship To The address number of the location to which you want to
ship this order. The address book provides default values
for customer address, including street, city, state, zip
code, and country.
Delivery Instructions Line Text that describes the delivery instructions for this order.
1

Entering Dates for an Order

When you enter an order, you might request that the supplier deliver the order
by a specific date. If the supplier cannot deliver the order by the date you
request, you can specify the date that the supplier promises to deliver the order.
In addition, you can specify the date that you place the order and the date that
the order expires.

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Procurement

When a direct ship sales order is created in Sales Order Management, the
system automatically creates a corresponding direct ship purchase order. If you
change the date that the supplier promises to deliver for the direct ship
purchase order, the system automatically changes the delivery date on the
corresponding sales order.

To enter dates for an order

From the Purchase Order Processing menu (G43A11), choose Enter Purchase
Orders.

1. On Work with Order Headers, click Add.

2. On Order Header, complete the following date fields as appropriate :
 Order Date
 Requested
 Promised Delivery
 Cancel Date

If you do not enter an order date, a scheduled pick date, or a requested date,
the system enters the current system date. If you do not enter a scheduled pick
date, the system enters the requested date.

Field Explanation
The date that an order was entered into the system.
Requested The date that you request an order or item to be
delivered.
Promised Delivery The date that the supplier promised to deliver this order.
The system uses this date in conjunction with the receipt
date to evaluate supplier performance.
Cancel Date The date that the order should be canceled if the goods
have not been sent to the customer or the goods have
not been received from the supplier. This is a memoĆonly
field and does not cause the system to perform any type
of automatic processing.

See Also

 Setting Up Guidelines for Delivery Performance for information about how

the system uses the promised delivery date to determine supplier
performance

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 Entering Order Header Information

Entering Tax Information for an Order

In most business environments, you are required to pay taxes on the items you
purchase. You can have the system calculate taxes for an order based on the tax
information that you enter for the order.

The system provides default values for tax fields based on the master
information that you have set up for the supplier. You can use the Order Entry
processing options to specify that the system retrieve the default value for the
tax rate area from the master information for the shipĆto address.

If you are using the Vertex Quantum Sales and Use Tax system in conjunction
with J.D. Edwards software, the system retrieves default GeoCodes to determine
the tax rate to apply to the order.

Assuming that an order has more than one item, you can change tax
information to accommodate each item or service. Then taxes are applicable for
the item or service only if you have specified that the detail line is taxable.

To enter tax information for an order

From the Purchase Order Processing menu (G43A11), choose Enter Purchase
Orders.

1. On Work With Order Headers, click Add.

2. On Order Header, complete the following fields:
 Tax Expl Code 1
 Tax Rate/Area
 Certificate, Tax Exemption

Field Explanation
Tax Expl Code A user defined code (00/EX) that controls how a tax is
assessed and distributed to the general ledger revenue
and expense accounts.
A single invoice can have both taxable and nonĆtaxable
items. The entire invoice, however, must have one tax
explanation code.
The Tax Explanation Code is used in conjunction with
the Tax Rate Area and Tax Rules by Company to
determine how the tax is calculated. Each transaction pay
item can be defined with a different tax explanation code,
including E, to exempt the pay item from calculating
taxes.

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Procurement

Field Explanation
Tax Rate/Area A code that identifies a tax or geographic area that has
common tax rates and tax distribution. The tax rate/area
must be defined to include the tax authorities (for
example, state, county, city, rapid transit district, or
province), and their rates. To be valid, a code must be set
up in the Tax Rate/Area table (F4008).
Typically, U.S. sales and use taxes require multiple tax
authorities per tax rate/area, whereas valueĆadded tax
(VAT) requires only one simple rate.
The system uses this code to properly calculate the tax
amount.
Certificate A number that identifies a license or certificate that tax
authorities issue to taxĆexempt individuals and
companies.

See Also

 Entering Tax Information for a Detail Line for more information about
specifying that an item or service is taxable
 Working with Vertex Quantum Sales and Use Tax for information about
how to set up the J.D. Edwards/Vertex interface and how to assign
GeoCodes to address book records

Entering Reference Information for an Order

At some point, you might need to include additional information in an order.

For example, you might want to include:

 The individual who placed the order

 The buyer responsible for procuring items and services on the order
 The company responsible for delivering the order
 A confirmation number, document number, or job number for the order
 Miscellaneous notes

You can enter reference information for an order when you enter header
information. The reference information is primarily for informational purposes.

You can attach miscellaneous notes to an order as notes to be printed on the

order.

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 Entering Order Header Information

To enter reference information for an order

From the Purchase Order Processing menu (G43A11), choose Enter Purchase
Orders.

1. On Work With Order Headers, click Add.

2. On Order Header, complete the following fields:
 Carrier
 Buyer

The system enters an address number in the Ordered By field based on

the system user who is entering the order.

3. From the Form menu, choose Additional Info.

4. On Order HeaderĆAdditional Information, complete the following field
and click OK:
 Reference 2
5. On Order Header, choose Attachments from the Form menu.
6. On Media Objects, choose Add Text from the File menu.
7. Enter the appropriate text.
8. Choose Save and Exit from the File menu.

Field Explanation
Carrier The address book number of the carrier, which is
specified by the customer or by your organization. You
might use this carrier because of route requirements or
special handling requirements.
Buyer The address book number that identifies who is
responsible for setting up and maintaining the correct
stocking levels for each inventory item.
Reference A field available to record reference numbers, such as the
supplier's bid document number, quote document, sales
order, work order, or job number.
This field is for informational purposes only.

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Procurement

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Entering Order Detail Information

After you enter header information for an order, such as the supplier to fill the
order and the branch/plant requesting the order, you must enter information
about each item or service that you want to procure on the Order Detail form.
For each item or service, you must enter a line of detail that describes:

 The item or service that you want to procure

 The quantity that you want to procure
 The cost of the item or service

Depending on your business objectives, you can use the following methods to
enter order detail lines:

 By item number
 By general ledger account number

If you run an inventory operation in which you stock items for resale, internal
use, or manufacturing purposes, you must enter detail lines by item number. If
you purchase goods or services for internal use or for use on a certain job or
project, you can enter detail lines by account number, item number, or both.

If the supplier has an Internet home page set up with items that it offers, you
can preview supplier information in the electronic catalog before entering the
order detail information. On the Order Detail form, you can use a form exit to
preview supplier information.

The system provides default values for detail lines based on the header
information on an order. You can add and change the information for each
detail line based on what is relevant to your purchasing process. For example, if
you purchase items for inventory, you must specify the unit of measure for the
item. You can also specify the location where the item is stored upon receipt,
and the weight, volume, lot, and manufacturing information for the item. You
also can attach notes, or narrative text, to each detail line.

You can enter tax information for each detail line to have the system calculate
taxes on the goods or services you are purchasing. If the supplier provides a
discount on the order, you can enter the terms of the discount. By assigning
reporting codes to a detail line, you can group items for reporting purposes.

If the supplier uses a different currency than your company's base currency,
you must enter costs in foreign currency.

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Procurement

You can replace an existing item on a detail line with a substitute or

replacement item. For example, if the supplier is out of the item you entered on
a detail line, you can review a list of alternative items and choose a replacement
item.

For an existing order, you can use the Order Detail form to review summary
information such as items, account numbers, order quantities, prices, extended
volumes and weights, total tax amount, and total dollar amount.

You might need to cancel a detail line if you no longer want to purchase the
items or services that the line contains. When you cancel a line, the system
closes the line and assigns it a last status of 980 (canceled order entry) and a
next status of 999, which indicates that the purchasing process for the line is
complete. If you want the closed line to appear when you are reviewing the
order, you can set the processing options for Order Entry. If you want the
closed line deleted from the system, you must run a purge.

The system provides four grid formats as tabs on the Order Detail form. Each
tab displays the columns in the detail area of the form in a different order. In
this guide, the stock based environment and forms are shown as examples.

To enter detail information, complete the following tasks:

- Enter detail lines by item number

- Enter detail lines by account number

- Enter shipment information

- Enter tax information for a detail line

- Enter discount terms for a detail line

- Enter reporting codes for a detail line

- Enter substitute or replacement items

- Enter kit orders

- Enter change orders

- Copy change orders

Before You Begin

- You must set the Order Entry processing options to have the system enter
a current status code and a next status code for each detail line. These
codes determine the next process that the detail line goes through in the
purchasing process. For more information about status codes, see Setting
Up Order Activity Rules.

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 Entering Order Detail Information

- You must set the Order Entry processing options to indicate the method
by which the system updates detail lines with changes to header
information. If you do not set the processing options to automatically
update the header information, you must do so manually on the Order
Header form by choosing Header to Detail/Define, which allows you to
specify which fields to update, and then Header to Detail/Populate from
the Form menu.

See Also

 Reviewing Open Orders for information about viewing pending orders

Entering Detail Lines by Item Number

If you work in an environment in which you stock items for resale, internal use,
or manufacturing purposes, you enter the item numbers set up in the Inventory
Management system to make purchases. After you enter an item number on a
detail line, the system:

 Validates that the item exists in the Inventory Management system

 Retrieves information for the item from the Inventory Management system

The system retrieves information, such as the cost, description, and unit of
measure for the item and enters it on the detail line. You can override these
values and specify additional information, such as a storage location, a lot
number, an asset identifier, manufacturing details, and landed cost rules.

When a direct ship sales order is created in Sales Order Management, the
system automatically creates a corresponding direct ship purchase order. If you
change the cost values for the direct ship purchase order, the system
automatically changes the cost values on the corresponding sales order.

After you enter all detail lines on the purchase order, the system displays a
warning message if the value of the order either exceeds the maximum order
value or is below the minimum order value that is specified for the supplier in
the purchasing instructions.

You determine how the system processes information on each detail line. For
example, you can direct the system to update the availability of an item in the
Inventory Management system upon receipt. As another example, you can have
the system retrieve the unit cost of the item you are ordering provided you
assign a line type (such as Y, B, or D) to the detail line that tells the
Procurement system to interface with the Inventory Management system. You
must enter a line type for each detail line to indicate how the transaction works
with other J.D. Edwards systems.

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Procurement

Another example of how the detail line information that you enter affects other
systems is general ledger (G/L) information. The G/L class code that you enter
for a detail line determines the inventory account and the received not
vouchered account for which the system creates journal entries. The system
creates these entries when you enter a receipt.

If you work in a nonĆinventory environment, you might frequently purchase

items for use in a specific job or project. Even in an inventory environment, you
might purchase items that you do not account for as part of your inventory,
such as office supplies. In either of these cases, you can enter item numbers to
purchase nonĆstock items provided that you specify a line type of N or B to
indicate that the transaction does not affect the Inventory Management system.

To enter detail lines by item number

From the Purchase Order Processing menu (G43A11), choose Enter Purchase
Orders.

1. On Work With Order Headers, click Add.

If you have set processing options to bypass the header form, Order
Detail appears. Otherwise, you must enter header information on Order
Header before you can proceed to Order Detail.

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 Entering Order Detail Information

2. On Order Detail, enter header information on the Order Detail tab, as

needed.
3. Choose the Line Defaults tab and enter information, as needed.
4. For each item complete a row with the following fields:
 Item Number
 Quantity Ordered
5. For each item complete the following fields, as required:
 Unit Cost
 Extended Cost
 Line Type
 Description
 Tr. UoM
 Pu. UoM
 Last Status
 Next Status
 G/L Offset
6. From the Row menu, choose Tax/Terms.

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Procurement

7. On Order Detail Ć Page I, complete the following fields and click OK:
 Location
 Asset ID
 Print Message
8. On Order Detail, choose Additional Information from the Row menu.

9. On Order Detail Ć Page II, complete the following fields and click OK:
 Report Code 1
 Extended Weight
 Extended Volume
 Freeze Code

Field Explanation
Quantity Ordered A field that identifies either a transacted quantity or the
units.
Extended Cost A value that is equal to the number of units multiplied by
the the unit price.

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 Entering Order Detail Information

Field Explanation
Ln Ty A code that controls how the system processes lines on a
transaction. It controls the systems with which the
transaction interfaces, such as General Ledger, Job Cost,
Accounts Payable, Accounts Receivable, and Inventory
Management. It also specifies the conditions under which
a line prints on reports and is included in calculations.
Codes include the following:
S Stock item
J Job cost
N Nonstock item
F Freight
T Text information
M Miscellaneous charges and credits
W Work order
Description 1 A description can be:
 Brief information about an item
 A remark
 An explanation
Tr UoM A user defined code (00/UM) that indicates the quantity
in which to express an inventory item, for example, CS
(case) or BX (box).
Pu UoM A user defined code (00/UM) that identifies the unit of
measure in which you usually purchase the item.
Last Status A user defined code (40/AT) that specifies the last step in
the processing cycle that this order line successfully
completed.
Next Status A user defined code (40/AT) that indicates the next step
in the order process.

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Procurement

Field Explanation
G/L Offset The table of Automatic Accounting Instruction accounts
that allows you to predefine classes of automatic offset
accounts for Accounts Payable, Accounts Receivable, and
other systems.
G/L offsets might be assigned as follows:
 Blank or 1210- Trade Accounts Receivable
 RETN or 1220 - Retainages Receivable
 EMP or 1230 - Employee Accounts Receivable
 JIB or 1240 - JIB Receivable (See A/R Class Code
- ARC)
 Blank or 4110 - Trade Accounts Payable
 RETN or 4120 - Retainage Payable
 OTHR or 4230 - Other Accounts Payable (See A/P
Class code - APC)
If you leave this field blank during data entry, the system
uses the default value from the Customer Master by Line
of Business table (F03012) or the Supplier Master table
(F0401). The post program uses the G/L Offset class to
create automatic offset entries.
Note: Do not use code 9999. It is reserved for the post
program and indicates that offsets should not be created.
Location The area in the warehouse where you receive inventory.
The format of the location is user defined and you enter
the location format for each branch/plant.
Asset ID A 25Ćcharacter alphanumeric number that you can use as
an alternate asset identification number. You might use
this number to track assets by the manufacturer's serial
number. You are not required to use a serial number to
identify an asset. Every serial number that you enter must
be unique.
Print Message A user defined code that you assign to each print
message. Examples of text used in messages are
engineering specifications, hours of operation during
holiday periods, and special delivery instructions.
Report Code 1 A reporting code that differentiates segments of inventory
in ways meaningful to those personnel responsible for
the buying function in an organization. Depending upon
the nature of the inventory, this code might be used to
establish attributes such as:
 Color
 Country of origin
 Primary content (for example, brass, wood, etc.)
 Seasonality
 Rebate group
J.D. Edwards has predefined reporting code 1 as a
purchasing code for commodity class.

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 Entering Order Detail Information

Field Explanation
Extended Weight The total weight of the items on an order line. This is the
quantity ordered in primary unit of measure multiplied by
the item's unit weight.
Extended Volume The total volume of the items on an order line. This is
determined by multiplying the quantity ordered in
primary unit of measure by the item's unit volume.
Freeze Code A code that indicates if the order is frozen. MPS/MRP
does not plan for frozen orders.
Valid codes are:
Y Yes, freeze the order.
N No, do not freeze the order (default).

See Also

 Setting Up NonĆStock Items for more information about setting up

nonĆstock master information
 Setting Up Landed Costs for more information about the different ways to
assign landed costs and how the system applies landed costs
 Entering Order Header Information for more information about how to
enter supplier information
 Setting Up Order Line Types for more information about line types

Entering Detail Lines by Account Number

If you work in an environment in which you purchase services or goods for

internal use or for use in a certain job or project, you can charge purchases
against general ledger account numbers. You enter a detail line for each account
number against which you are purchasing. This allows the general ledger to
reflect expenses by job or project.

When you enter detail lines by account number, you can have the system
perform commitment and budget tracking. For example, a certain account
number represents your office supply expenses. Each time you purchase goods
against the account number, you can have the system:

 Track the amount and quantity of office supplies that you are committed
to purchase
 Validate that the cost of the supplies does not exceed the budget for
office supplies

You determine how the system processes information on each detail line. For
example, you can require that the system process a line based on both an
account number and an item number. You must enter a line type for each detail
line to indicate how the transaction works with other J.D. Edwards systems.

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Procurement

If you work in a nonĆinventory environment, you might frequently purchase

items for use in a specific job or project. Even in an inventory environment, you
might purchase items that you do not account for as part of your inventory,
such as office supplies. In either of these cases, you can enter item numbers to
purchase nonĆstock items provided that you specify a line type of N or B to
indicate that the transaction does not affect the Inventory Management system.

If you are making an accountĆbased entry, you must enter an inventory

interface of A or B.

If you are entering a lump sum for a detail line, you must enter an inventory
interface of A or N.

A final example of how the detail line information that you enter affects other
systems is general ledger information. The system tracks purchasing expenses in
the general ledger based on the G/L class code that you enter for a detail line.
The G/L class code determines the received not vouchered account to which
the system applies a credit if you enter a formal receipt.

To enter detail lines by account number

From the Services/Expenditures Purchase Order Processing menu (G43C11),

choose Enter Purchase Orders.

From the Subcontract Processing menu (G43D11), choose Enter Subcontract

Orders.

1. On Work With Order Details, click Add.

If you have set processing options to bypass the header form, Order
Detail appears. Otherwise, you must enter header information on Order
Header before you can proceed to Order Detail.

2. On Order Detail, enter header information, as necessary.

3. Complete the following applicable fields:
 Account Number
 Branch/ Plant
 Subsidiary
 Object Account
4. Complete the following fields, as required, and click OK:
 Quantity Ordered
 Unit Cost
 Extended Cost

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 Entering Order Detail Information

 Line Type
 Description
 Description - Line 2
 G/L Date
 Item Number
 Tr. UoM
 Pu. UoM
 Last Status
 Next Status
 Subledger - G/L
 Subledger Type
 G/L Offset

Field Explanation
Account Number A field that identifies an account in the general ledger.
You can use one of the following formats for account
numbers:
 Standard account number (business
unit.object.subsidiary or flexible format)
 Third G/L number (maximum of 25 digits)
 8Ćdigit short account ID number
 Speed code
The first character of the account indicates the format of
the account number. You define the account format in
the General Accounting Constants program.
Subsidiary A subdivision of an object account. Subsidiary accounts
include more detailed records of the accounting activity
for an object account.
Obj Acct The portion of a general ledger account that refers to the
division of the Cost Code (for example, labor, materials,
and equipment) into subcategories. For example, dividing
labor into regular time, premium time, and burden.
Note: If you are using a flexible chart of accounts and the
object account is set to 6 digits, J.D. Edwards
recommends that you use all 6 digits. For example,
entering 000456 is not the same as entering 456, because
if you enter 456, the system enters three blank spaces to
fill a 6Ćdigit object.

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Procurement

Field Explanation
Subledger A code that identifies a detailed auxiliary account within a
general ledger account. A subledger can be an equipment
item number or an address book number. If you enter a
subledger, you must also specify the subledger type.
Sub Type A user defined code (00/ST) that is used with the
Subledger field to identify the subledger type and how
the system performs subledger editing. On the User
Defined Codes form, the second line of the description
controls how the system performs editing. This is either
hardĆcoded or user defined. For example:
A Alphanumeric field, do not edit
N Numeric field, right justify and zero fill
C Alphanumeric field, right justify and blank fill

See Also

 Entering Detail Lines by Item Number for information about entering item
information for detail lines
 Working with Journal Entries for Receipt Transactions and Setting Up
Automatic Accounting Instructions for additional general ledger
information

Entering Shipment Information

If you use Transportation Management, you can set up processing so that the
system automatically creates shipment for a purchase order based on the order
type and line type combination that you define in the user defined code tables
(49/SD). The shipment is a request to transport goods from the supplier to the
branch/plant. If you do not enter a carrier and mode of transport during order
entry, the system retrieves default carrier and transport information from any of
the following:

 Item Branch/Plant Information

 Customer Master Information
 Inventory Commitment preference

When you review routing options in Transportation Management, you can

review and revise the carrier and mode of transport. If you do not specify a
carrier in either of the master tables or during order entry, the system populates
the carrier and mode of transport based on the Carrier transportation
preference.

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 Entering Order Detail Information

See Also

 Planning Transportation in the Transportation Management Guide

for more information on entering shipment and load information

Entering Tax Information for a Detail Line

You can enter tax information that is specific to a detail line. This tax
information determines whether taxes apply to the items or services on the
detail line, and how the system calculates the taxes.

The system retrieves default tax information for each detail line based on the
tax information that you entered for the order. If tax information for the detail
line differs from that for the rest of the order, you can change the tax
information to accommodate the detail line.

If you are using the Vertex Quantum Sales and Use Tax system in conjunction
with J.D. Edwards software, the system retrieves default GeoCodes to determine
the tax rate to apply to the order.

To enter tax information for a detail line

From the Purchase Order Processing menu (G43A11), choose Enter Purchase
Orders.

1. On Work With Order Headers, click Add.

2. On Order Detail, complete the following fields:
 Branch/ Plant
 Supplier
3. Select a detail line and choose Tax/Terms from the Row menu.
4. On Order Detail Ć Page I, complete the following fields and click OK:
 Taxable
 Expl Code
 Rate/Area

Field Explanation
Taxable A code that indicates whether the item is subject to sales
tax when you purchase it. The system calculates tax on
the item only if the supplier is also taxable.
Expl Code A user defined code (00/EX) that controls how tax is
assessed on the order.

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Procurement

Field Explanation
Rate/Area A code that identifies a tax or geographic area that has
common tax rates and tax distribution. The tax rate/area
must be defined to include the tax authorities (for
example, state, county, city, rapid transit district, or
province), and their rates. To be valid, a code must be set
up in the Tax Rate/Area table (F4008).
Typically, U.S. sales and use taxes require multiple tax
authorities per tax rate/area, whereas valueĆadded tax
(VAT) requires only one simple rate.
The system uses this code to properly calculate the tax
amount.

See Also

 Working with Vertex Quantum Sales and Use Tax for information about
how to set up the J.D. Edwards/Vertex interface and how to assign
GeoCodes to address book records

Entering Discount Terms for a Detail Line

You can enter discount terms on a detail line to have the system calculate a
discount on the items that you purchase. For example, a supplier might offer a
10 percent discount on certain items.

You can enter a specific discount factor for a detail line. The system enters a
cost for the item on the detail line based on the discount factor. For example, to
specify a 10 percent discount for an item, you enter a discount factor of 0.90. If
the unit cost for the item is usually 10.00, the system enters a unit cost of 9.00.

You can also specify a discount for an item based on a price rule. The system
applies a discount to the unit cost of the item based on the discount set up for
the price rule. The system retrieves a default price rule for an item if:

 You have attached a price rule to branch/plant information for the item.
 You have attached the price rule to the supplier from whom you are
purchasing the item (or to the price group for the supplier).

To enter discount terms for a detail line

From the Purchase Order Processing menu (G43A11), choose Enter Purchase
Orders.

1. On Work With Order Headers, click Add.

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 Entering Order Detail Information

2. On Order Detail, complete the following fields:

 Branch/ Plant
 Supplier
3. Select a detail line and choose Tax/Terms from the Row menu.
4. On Order Detail Ć Page I, complete the following fields and click OK:
 Discount Factor
 Item Price Group
 Pricing Cat. Level

Field Explanation
Discount Factor The factor that the system applies to the unit price of an
inventory item to determine the net price. The system
retrieves this value from the inventory pricing rules if you
have assigned a rule to this item. The pricing rule setup
determines if the system multiplies the unit price by this
value or adds to or deducts from the unit price.
Item Price Group A user defined code (40/PI) that identifies an inventory
price group for an item.
Inventory price groups have unique pricing structures that
direct the system to incorporate discounts or markups on
items on sales and purchase orders. The discounts or
markups are based on the quantity, dollar amount, or
weight of the item ordered. After you assign a price
group to an item, the item uses the same pricing structure
that was defined for the inventory price group.
You must assign an inventory price group to the supplier
or customer, as well as to the item, for the system to
interactively calculate discounts and markups on sales
orders and purchase orders.
Pricing Cat. Level A pricing category or price rule can contain a variety of
levels. Within each price rule, each level is defined by its
effective date range and allowed quantity, and whether it
is based on the item's cost, price, or an amount specified
as an override.

See Also

 Creating Price Discount Rules for Purchasing for information about setting
up discounts for price rules and price groups
 Attaching Price Discount Rules to Items and Suppliers for information
about setting up price rules

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Procurement

Entering Reporting Codes for a Detail Line

You might want to group detail lines with similar characteristics so that you can
generate reports based on the group. For example, you can group all detail
lines for electrical items so that you can produce a report that lists open order
information for electrical items. To group detail lines, you assign reporting
codes to each line. The reporting codes are default codes that are associated
with the classification codes for an item on the Item Branch/Plant Information
form.

Five categories of reporting codes are available for purchasing. Each category
represents a specific group of codes. For example, you might have a category
for commodities. Within this category would be different codes, each of which
represents a specific type of commodity, such as aluminum or copper.

To enter reporting codes for a detail line

From the Purchase Order Processing menu (G43A11), choose Enter Purchase
Orders.

1. On Work With Order Headers, click Add.

2. On Order Detail, complete the following fields:
 Branch/ Plant
 Supplier
3. Select a detail line and choose Additional Information from the Row
menu.
4. On Order Detail Ć Page II, complete the following fields:
 Report Code 1
 Report Code 2
 Report Code 3
 Report Code 4

To complete each field, access the corresponding user defined code table
and choose the appropriate code.

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 Entering Order Detail Information

Field Explanation
Report Code 1 A reporting code that differentiates segments of inventory
in ways meaningful to those personnel responsible for
the buying function in an organization. Depending upon
the nature of the inventory, this code might be used to
establish attributes such as:
 Color
 Country of origin
 Primary content (for example, brass, wood, etc.)
 Seasonality
 Rebate group
J.D. Edwards has predefined reporting code 1 as a
purchasing code for commodity class.

See Also

 Entering Item Classification Codes in the Inventory Management Guide for

more information on how to enter Procurement classification codes

Entering Substitute or Replacement Items

You might enter an order for an item, but the supplier does not have the
quantity available to fill the order. You can review a list of substitute items and
choose an item to replace the item on a detail line. If the system notifies you
that the item on a detail line is obsolete, you can review and choose a
replacement for the item.

The substitutes or replacements that the system displays are based on the
crossĆreference types from the Inventory Management system that you specify in
the processing options for the Order Entry program and the Purchase Order
Workbench program.

You can specify whether you want to review substitute or replacement items
after you enter a detail line. You can have the system replace the item number,
the item description, and the cost on a detail line with that of a substitute or
replacement item.

To enter substitute or replacement items

From the Purchase Order Processing menu (G43A11), choose Enter Purchase
Orders.

1. On Work With Order Headers, locate the order for which you want to
enter a substitute or replacement item.
2. Click on the order, then choose Detail Revision from the Row menu.

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Procurement

3. On Order Detail, choose the row that contains the item that you want to
replace.
4. From the Row menu, choose either Substitute Items or Obsolete Items.

5. On Substitute Items, review the following fields for each item:

 Item Number
 Description
 Cost
 Quantity Available
6. Choose the row that contains the appropriate substitute or replacement
item and click OK.
7. Return to Order Detail and review that the system has replaced the
original item information with that of the substitute or replacement item
you chose.

Entering Kit Orders

Kits are comprised of component items that are associated to a parent item. Kits
are useful if your company sells combinations of products. For example, if your
company sells stereo systems, you can set up a kit with a parent name of stereo.
The stereo kit can contain components such as speakers and a compact disc
player, which you typically want to sell together. You can have an item number
for the kit that you enter on a purchase order, but the parent item, stereo, is not
stocked as an inventory item.

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 Entering Order Detail Information

When you enter an item number for a kit, you can review the preselected
components and the quantities that comprise the kit. You can also select any
optional items that you want to include on the purchase order.

If you change quantity information for the kit, you must manually adjust the
corresponding cost information. If you need to cancel component lines, you
must cancel each line individually.

Before You Begin

- Verify that you have set the appropriate processing option in the Purchase
Order Entry program that displays kit component lines.

- Verify that kit items have been set up. See Entering Kit Information in the
Inventory Management Guide.

To enter kit orders

From the Purchase Order Processing menu (G43A11), choose Enter Purchase
Orders.

1. On Work With Order Headers, click Add.

2. On Order Detail, complete the following fields:
 Supplier
 Branch/ Plant
3. In the detail area, enter a kit parent item in the following field:
 Item Number
4. Choose the row that contains the kit parent item.
5. From the Row menu, choose Kits.

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Procurement

6. On Kit Selection, revise the following component information, as

necessary:
 O
 Quantity
 Request Date
7. To review features, doubleĆclick on the row with an F (Feature) in the O
(Option) column.
8. To accept options, choose the row and click Select to display an asterisk
in the following field:
 Sel
9. Click OK.

Order Detail appears. If you would like to review the components or

features that you selected for the kit order, click Cancel and inquire again
on the kit order that you entered.

Processing Options: Order Entry

Defaults Tab

These processing options define the default information that the system uses
during Purchase Order Entry (P4310).

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 Entering Order Detail Information

1. Order Type

Use this processing option to identify the type of document. This user defined
code (00/DT) also indicates the origin of the transaction. J.D. Edwards has
reserved document type codes for vouchers, invoices, receipts, and time sheets,
which create automatic offset entries during the post program. (These entries
are not selfĆbalancing when you originally enter them.) The following prefixes
for document types are defined by J.D. Edwards, and J.D. Edwards recommends
that you do not change them:

P_ Accounts Payable documents

R_ Accounts Receivable documents
T_ Payroll documents
I_ Inventory documents
O_ Purchase Order documents
J_ General Accounting/Joint Interest Billing documents
S_ Sales Order Processing documents

You must enter a value that has been set up in user defined code table 00/DT.

2. Line Type

Use this processing option to specify how the system processes lines on a
transaction. The line type affects the systems with which the transaction
interfaces (General Ledger, Job Cost, Accounts Payable, Accounts Receivable,
and Inventory Management). The line type also specifies the conditions for
including a line on reports and in calculations. Some examples of valid values,
which have been defined on the Line Type Constants Revisions form (P40205),
are:

S Stock item
J Job cost, subcontracts, or purchasing to the General Ledger
B G/L account and item number
N Non-stock item
F Freight
T Text information
M Miscellaneous charges and credits
W Work order

3. Beginning Status

Use this processing option to indicate the beginning status, which is the first
step in the order process. You must use a user defined code (40/AT) that has
been set up on the Order Activity Rules form for the order type and the line
type that you are using.

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Procurement

4. Override Next Status

Use this processing option to indicate the next step in the order process. You
must use a user defined code (40/AT) that has been set up on the Order Activity
Rules form for the order type and the line type that you are using. The override
status is another allowed step in the process.

5. Unit of Measure

Use this processing option to indicate the unit of measure that will default into
the Transaction Unit of Measure field. The unit of measure that you enter
overrides any value that is currently in the Transaction Unit of Measure field.

Note that if you choose an item from a catalog in Purchase Order Entry (P4310),
the unit of measure in the catalog overrides is the default.

6. Line Number Increment

Use this processing option to automatically number the order lines by the
increment that you choose. You should choose to increment by whole numbers,
since other processes, such as kit entry, create decimal increments.

7. Default Tax Rate/Area

Use this processing option to specify where the system locates default tax
rate/area information to use as the default during order entry.

1 The system uses the default tax rate/area from the address book number
for the Ship To. The information that the system uses is located in the tax
information section of the Supplier Master table (F0401).
Blank The system uses the tax rate/area that is associated with the address book
number for the Supplier.

The system retrieves the tax explanation code from the Supplier address book
number record in the Supplier Master table (F0401).

Note that if this is the version that is being called from the Order Release
program, then the tax information comes from the Supplier Master table (F0401)
and not from the original order

8. Transaction Unit of Measure

Use this processing option to specify where the system locates transaction unit
of measure information to use as the default during order entry.

1 The system uses the primary unit of measure from the Item Master table
(F4101) as the default for the transaction unit of measure.
Blank The system uses the purchasing unit of measure from the Item Master
table (F4101). The transaction unit of measure directly relates to the

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 Entering Order Detail Information

number that you have entered in the Quantity field on the Purchase
Order Entry form.

If you choose an item from a catalog in Purchase Order Entry, the unit of
measure in the catalog overrides that value that you enter in this field.

If you have entered a value in the Unit of Measure field, you should not enter a
value in this field.

9. Landed Cost Rule

Use this processing option to specify the landed cost rule for the system to use
on all orders that have been entered using this version.

If you leave this field blank, the system uses the landed cost rule from the Ship
To information that is stored in the Address Book.

10. Header to Detail

Use this processing option to specify whether the system updates information in
the detail lines when you change header information.

1 The system automatically loads header changes to the detail lines.

Blank You must use the Populate form exit on the Order Header form to
manually apply header to detail changes.

Use the Define form exit on the Order Header form to choose which fields on
the Order Detail form you want to update with changes to header information.

After you make changes to the header information, the Order Detail form
appears. Remember to click OK to record the changes that you have made on
the Order Detail form. If you click Cancel, your changes will be lost.

11. Work Order Status

Use this processing option to specify the new work order status when the
purchase order quantity or promise date changes.

This processing option pertains to purchase orders that have been created for
outside operations by processing work orders with the Order Processing
program (R31410). If you change the quantity or promise date after the system
creates a purchase order, the system updates the work order status to the value
that you have entered in this field.

If you leave this field blank, the system does not change the work order status.

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Procurement

12. Account Description

Use this processing option to specify where the system locates the account
description to use as the default in order entry.

1 The system retrieves the account description from the account that
consists of the business unit and the subsidiary. Typically, the account is a
non-posting header account. Note that the object account will not be
used when the system retrieves the account description.
Blank The system retrieves the account description from the account that
consists of the business unit, object, and subsidiary.

13. Line Sequence

Use this processing option to specify how the system assigns line numbers on a
change order.

1 The system starts the sequencing process over for each change order. If
you enter 1, the system retains and increments the line number sequence
within each individual change order, but for the next change order, the
system starts over with the line number sequencing.
Blank The system assigns unique line numbers on a continuous, incremental
basis. When there are multiple change orders, the system assigns line
numbers on a continuous, incremental basis rather than starting over with
line number sequencing for each change order.

Display Tab

These processing options control whether the system displays certain types of
purchase order information, such as closed lines and kits, and whether you can
change the information.

1. Suppress Closed Lines

Use this processing option to specify whether the system suppresses closed
lines.Valid values are '1' and blank.

1 The system suppresses closed or cancelled lines. If you suppress closed

or cancelled lines, any line with a status of 999 will not appear in the
detail area. However, the record for the line still remains in the Purchase
Order Detail table (F4311).
Blank The system does not suppress closed or cancelled lines.

2. Status Code Protection

Use this processing option to specify whether you can change status codes.

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 Entering Order Detail Information

1 Status codes cannot be changed. You can review the codes, but you
cannot change them. Regardless of the status code, the system protects
the last and next status when you have activated status code protection.
Blank Status codes can be changed.

3. Order Type Protection

Use this processing option to specify whether you can change order types.

1 The order type (also known as the document type) cannot be changed.
You can review the order type, but you cannot change it.
Blank You can change the order type.

4. Kit Display

Use this processing option to specify whether the system displays kit
component lines or only the parent line.

1 The system displays kit component lines. You must first create the
purchase order and then inquire upon the purchase order to display the
kit component lines.
Blank The system displays only the parent line. However, both the parent line
and all component lines are written to the Purchase Order Detail table
(F4311).

5. Cost Protection

Use this processing option to specify whether you can change costs.

1 The costs fields appear on the form, but cannot be changed.

2 The system hides cost information. The Cost field does not appear,
although the system still writes the cost information to the Purchase Order
Detail Table (F4311). The system uses cost information from the costs
tables as the default. Examples of the costs tables are the Item Cost table
(F4105) and the Supplier Price/Catalog table (F41061). The cost table that
the system uses for the default information depends on the way that your
system is set up.
Blank The cost fields appear on the form and can be overridden.

6. Detail Line Protection

Use this processing option to specify the next status at which detail lines are
protected from being changed. The entire detail line is protected when the next
status is greater than or equal to this status. If you leave this field blank, the
system does not protect detail lines from being changed.

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Procurement

7. Business Unit

Use this processing option to specify the text that describes the Business Unit
field (alias MCU) on the Order Header form. This processing option affects only
the Order Header form, not the detail area on the Order Detail form.

1 The field appears as Job.

2 The field appears as Project.
3 The field appears as Business Unit.
Blank The field appears as Branch/Plant.

Interfaces Tab

These processing options control whether the system performs the following
actions:

 Validating the business unit

 Displaying warnings for cutoff dates
 Updating quantity information
 Capturing supplier analysis information

1. Business Unit Validation

Use this processing option to specify how the system validates the branch/plant.

1 The system validates the branch/plant against the Inventory Constants

table (F41001). If you are performing stock purchasing, enter 1 for this
processing option. When you enter 1, the system uses the address book
number in the Inventory Constants table (F41001) as the default for the
Ship To address book number.
Blank The system validates the branch/plant against the Business Unit Master
table (F0006). Typically, you use this processing option when you are
performing services expenditure purchasing. When you leave this
processing option blank, the Ship To address book number defaults from
the address book number in the Business Unit Master table (F0006). You
can access the Business Unit Master table through the Revise Single
Business Unit program.

2. PBCO Warning

Use this processing option to specify whether you want to receive a PBCO (Post
Before Cutoff) warning.

1 Do not issue the PBCO warning. Typically, you use this value when you
are performing services or expenditureĆtype purchasing.
Blank The system compares the G/L date on the purchase order to the general
accounting period for the company and business unit that are on the

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 Entering Order Detail Information

purchase order. The PBCO warning ensures that you are not recording
purchases in a prior general accounting period.

3. PACO Warning

Use this processing option to specify whether you want to receive a PACO (Post
After Cutoff) warning.

1 Do not issue the PACO warning.

Blank The system compares the G/L date on the purchase order with the
current period in the General Accounting Constants for the company and
business unit that are on the purchase order. The PACO warning occurs
when you try to create a purchase order with a G/L date that exceeds two
periods beyond the current G/L period.

4. Quantity Update

Use this processing option to specify which quantity fields the system updates.
Before you set this processing option, always check the way that you have
defined availability in the Branch/Plant Constants program.

1 Update the Quantity On Other POs field (alias OT1A) in the Item Branch
or Location tables. Use this value when you are entering requisitions,
quotes, blanket orders, or other order types for which you do not want to
affect your current onĆpurchase order quantity.
Blank The system updates the Quantity on PO field (alias PREQ).

5. Supplier Analysis

Use this processing option to indicate whether you want the system to capture
supplier analysis information.

1 The system records information such as item numbers, dates, and

quantities for every purchase order in the Supplier/Item Relationships
table (F43090).To make supplier analysis most effective, enter 1 for this
processing option and set the processing options for the Purchase Order
Receipts program (P4312) and the Voucher Match program (P4314) to
capture the same information.
Blank The system does not capture supplier analysis information.

Processing Tab

These processing options control whether you have the following capabilities:

 Adding new supplier information

 Reviewing order templates
 Printing purchase orders using the subsystem

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Procurement

 Processing blanket releases

 Displaying header information before detail information
 Performing export processing
 Searching for agreements
 Preventing changes from being made to a base order
 Controlling whether the values for a branch/plant and the G/L account
business unit need to be the same

1. New Supplier Information

Use this processing option to specify whether you can add new supplier
information through the Address Book Revisions program (P0101).

1 Automatically access the Address Book Revisions program (P0101). You

can add a supplier as you need to, rather than having to stop the task that
you are performing to add a supplier. Consider your security restrictions
for your Address Book records. You may not want to provide all users
with the ability to enter supplier address book records.
Blank The system does not access the Address Book Revisions program (P0101).

2. Order Templates

Use this processing option to specify whether you want to review order
templates.

1 Automatically display available order templates. If you set this processing

option to automatically displays available order templates and you access
the Order Header form, the system displays the order templates before
displaying the Order Detail form. If you access the Order Detail form first,
the system displays the order templates when you move your cursor to
the detail area for the first time.
Blank Do not display available order templates.

3. Subsystem Printing

Use this processing option to specify whether you want to automatically print a
purchase order by using the subsystem.

1 Automatically print the purchase order by using the subsystem. Note that
you need to submit the version of the Purchase Order Print program
(R43500) that is designated for subsystem processing.
Blank Do not print a purchase order by using the subsystem.

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 Entering Order Detail Information

4. Blanket Releases

Use this processing option to specify whether you want the system to
automatically process blanket releases.

1 Automatically process blanket releases. If there is more than one blanket

order for the supplier/item combination, the system displays a check
mark in the row header that is located in the detail area and an X" in the
Blanket Exists column. You must use a blanket order row exit to select a
blanket order.
Blank Do not automatically process blanket releases.

5. Header Display

Use this processing option to specify whether the Order Header form appears
before the Order Detail form.

1 Display the Order Header form before the Order Detail form.
Blank Display the Order Detail form.

6. Agreement Search

Use this processing option to indicate how the system searches for agreements.
This processing option applies only if you are using the Procurement system in
conjunction with the Agreement Management system.

1 Assign an agreement if there is only one agreement in the system. If the

system finds multiple agreements, the system displays a check mark in the
row header that is located in the detail area and an X" in the Agreement
Exists column. You must use a row exit to select an agreement.
2 Display all agreements.
3 Search for the agreement that has the earliest expiration date.
Blank Do not search for agreements.

7. Base Order Protection

Use this processing option to specify whether base order information can be
changed. The base order is the original contract or order. The base order detail
lines are identified as change order number 000. Typically, you use this
processing option to prevent changes from being made to the original order.

1 The base order information cannot be changed.

Blank You can change the base order information.

8. Business Unit

Use this processing option to require that the values for the branch/plant and
G/L account business unit are the same.

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Procurement

1 The values for the G/L account business unit and the header business unit
(branch/plant, job, and so on) are the same.
Blank The values for the G/L account business unit and the header business unit
can be different.

Duplication Tab

These processing options determine the values that the system uses when an
order is duplicated. These values override the values that are on the original
order.

1. Order Type

Use this processing option to identify the type of document. This user defined
code (00/DT) also indicates the origin of the transaction. J.D. Edwards has
reserved document type codes for vouchers, invoices, receipts, and time sheets,
which create automatic offset entries during the post program. (These entries
are not selfĆbalancing when you originally enter them.) The following prefixes
for document types are defined by J.D. Edwards, and J.D. Edwards recommends
that you do not change them:

P_ Accounts Payable documents

R_ Accounts Receivable documents
T_ Payroll documents
I_ Inventory documents
O_ Purchase Order documents
J_ General Accounting/Joint Interest Billing documents
S_ Sales Order Processing documents

You must enter a value that has been set up in user defined code table 00/DT.

2. Beginning Status Code

Use this processing option to indicate the beginning status, which is the first
step in the order process. You must use a user defined code (40/AT) that has
been set up on the Order Activity Rules form for the order type and the line
type that you are using.

3. Next Status Code

Use this processing option to indicate the next step in the order process. You
must use a user defined code (40/AT) that has been set up on the Order Activity
Rules form for the order type and the line type that you are using. The override
status is another allowed step in the process.

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 Entering Order Detail Information

4. Copy Selection

Use this processing option to specify the information that the system copies.
You must activate this processing option if you want the system to copy line
attachment text and order attachment text when generating quotes or
requisitions into purchase orders.

1 Copy only line text.

2 Copy line text and order text.
3 Copy only order text.
Blank Copy no information.

Cross-Reference Tab

These processing options control how the system processes crossĆreferences to

substitute and obsolete items.

1. Substitute Items

Use this processing option to specify the default cross-reference code that the
system uses for retrieving substitute items. The value that you enter is used as
the default on the Substitute Item Search and Select form.

If there is more than one substitute item, the system displays a check mark in
the row header that is located in the detail area and an X" in the Substitute
Exists column.

2. Obsolete Items

Use this processing option to specify the cross-reference code for retrieving
item replacements for obsolete items. The value that you enter is used as the
default on the Substitute Item Search and Select form.

If there is more than one replacement item, the system displays a check mark in
the row header that is located in the detail area and an X" in the Replacement
Exists column.

Order Inquiry Tab

These processing options apply only to the Open Order Inquiry program
(P4310).

1. From Status Code

Use this processing option to specify the first code in the range of status codes
for order detail lines.

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Procurement

Note that the system uses this status as the default on the Additional Selection
form.

2. Thru Status Code

Use this processing option to specify the last code in the range of status codes
for order detail lines.

Note that the system uses this status as the default on the Additional Selection
form.

3. Last Status Code

Use this processing option to specify whether the system uses the last status or
next status for the Open Order Inquiry program (P4310).

1 The system uses the last status code as the default for the from and thru
status codes.
Blank The system uses the next status code as the default for the from and thru
status codes.

4. Date

Use this processing option to specify the date that the system checks to ensure
that the date is within the date range.

1 The system checks the Transaction Date.

2 The system checks the Promised Date.
3 The system checks the Original Promise Date.
4 The system checks the Receipt Date.
5 The system checks the Cancel Date.
6 The system checks the G/L Date
Blank The system checks the Requested Date.

Versions Tab

These processing options allow you to enter the version for each application. If
you leave any of the following processing options blank, the system uses the
ZJDE0001 version.

1. Supply/Demand Inquiry (P4021)

Use this processing option to define the version that the system uses when you
are using the Supply/Demand Inquiry program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

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 Entering Order Detail Information

2. Supplier Analysis (P43230)

Use this processing option to define the version that the system uses when you
are using the Supplier Analysis program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

3. Supplier Master (P04011)

Use this processing option to define the version that the system uses when you
are using the Supplier Master program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

4. PO Print on Demand (R43500)

Use this processing option to define the version that the system uses when you
are using the Purchase Order Print On Demand program. The system uses the
version that you choose to print an order when you access the appropriate row
exit on a form.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

5. Item Availability Summary (P41202)

Use this processing option to define the version that the system uses when you
are using the Item Availability program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

6. Approval Review

Use this processing option to define the version that the system uses when you
are using the Approval Review program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

7. Receipt Routing (P43250)

Use this processing option to define the version that the system uses when you
are using the Receipt Routing program.

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Procurement

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

8. Open Receipts (P43214)

Use this processing option to define the version that the system uses when you
are using the Open Receipts program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

9. Revision Audit Summary (P4319)

Use this processing option to define the version that the system uses when you
are using the Revision Audit Summary program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

10. Purchase Ledger (P43041)

Use this processing option to define the version that the system uses when you
are using the Purchase Ledger program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

11. Open Order Inquiry (P4310)

Use this processing option to define the version that the system uses when you
are using the Open Order Inquiry program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

12. Financial Status Inquiry (P44200)

Use this processing option to define the version that the system uses when you
are using the Financial Status Inquiry program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

13. Inbound Transportation

Use this processing option to define the version that the system uses when you
are using the Inbound Transportation applications.

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 Entering Order Detail Information

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

Currency Tab

These processing options allow you to specify information about the tolerance
percentage, currency code for As If amounts, and the As Of date for processing
the exchange rate for As If amounts.

1. Tolerance

Use this processing option to specify a currency tolerance limit percentage, to

ensure that the currency amount does not fluctuate by an amount greater than
the tolerance percentage as compared with the Currency Exchange Rates table
(F0015).

2. As If Currency

Use this processing option to specify the currency code for As If amounts. The
system can display As If amounts in a currency other than the currency that they
are recorded in.

If you leave this processing option blank, the system displays As If amounts in
the currency that they are recorded in.

3. As Of Date

Use this processing option to specify the As Of date that the system uses to
process the current exchange rate for the As If currency.

If you leave this processing option blank, the system uses the thru date.

If the thru date is blank, the system uses the system date.

Approvals Tab

These processing options control how the system applies approval processing
to the purchase order entry process.

1. Route Code

Use this processing option to specify which code the system uses for approval
processing.

The Approval Route Code of your choice.

1 Use the Originator's address as the default value.
2 Use the Originator's user profile as the default value.
3 Use the Branch/Plant route code as the default value.

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Procurement

4 Use the Default Locations route code as the default value.

Blank The system does not perform approval processing.

2. Awaiting Approval Status

Enter the next status for the system to use when the order enters the approval
route.

3. Approved Status

Enter the next status for the system to use when the order is automatically
approved.

Budgeting Tab

These processing options determine whether you can enter budgeting control
information. If you enter a budget hold code, you are activating budget control
processing.

See Setting Up Ledger Type Rules in the General Accounting Guide, for more
information about budget ledger types and ledger type rules.

1. Budget Hold Code

Use this processing option to specify the code that the system uses for budget
holds. The budget hold code activates budget control processing.

If a detail line exceeds the budget for an account, the system places the entire
order on budget hold with the code that you specify for this processing option.

2. Budget Ledger Type

Use this processing option to specify the ledger type that contains your budgets.

If you specify a budget ledger type, the system retrieves only that budget ledger
type. If you leave this processing option blank, the system retrieves all budget
ledger types that were specified in the Ledger Type Master Setup program
(P0025) and are contained in the Ledger Type Master table (F0025).

3. Level of Detail

Use this processing option to specify the value (3 through 9) for the level of
detail that you want to use for budget checking.

If you leave this processing option blank, the system uses a value of 9.

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 Entering Order Detail Information

4. Budgeting Total Method

Use this processing option to specify the method by which the system calculates
your budget.

1 Use the Job Cost budget calculation method: the original budget + period
amounts for the current year + prior year postings.
2 Use the standard financial budget calculation method: the sum of period
amounts for the current year.
3 Use the standard financial spread calculation method: the original budget
+ period amounts for the current year.

5. Period Accumulation Method

Use this processing option to indicate the time period that the system uses
when accumulating the budget.

1 Accumulate the budget through the current period.

Blank Use the total annual budget to accumulate the budget.

6. Tolerance Percentage

Use this processing option to specify the percentage by which the detail line
amount can exceed your budget before the system puts the order on budget
hold.

7. Hold Code Warning

Use this processing option to specify whether the system issues a warning about
detail line amounts that exceed the budget.

1 Issue a warning that a detail line amount will exceed the budget and
place the order on hold.
2 Issue a warning that a detail line amount will exceed the budget and do
not place the order on hold.
Blank Do not issue a warning.

Note that regardless of whether the system issues a warning, the system still
places the order on hold.

8. Budget Accumulation

Use this processing option to specify how the system uses the value that is
specified in the Level of Detail processing option, which also is located on the
Budgeting Tab, to accumulate budget amounts.

1 Accumulate budget amounts from the level of detail for an account that
has been specified in the Purchase Order Entry program (P4310) up to

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Procurement

the level of detail value that is specified in the Level of Detail processing
option.
Blank Accumulate budget amounts from the level of detail value that is specified
in the Level of Detail processing option.

For example, if you set the processing options in the budget accumulation and
level of detail to 5, the budget would accumulate at all levels below 5. If you
leave the budget accumulation blank and the level of detail is set at 5, the
system only displays the budget at the level of detail 5.

9. Exclude Subledger/Type

Use this processing option to specify whether the system excludes the subledger
and subledger type when validating the budget information.

1 Exclude the subledger and subledger type.

Blank Include the subledger and subledger type.

10. Job Cost Account Sequence

Use this processing option to specify the job cost account sequence for
budgeting.

1 Use the job cost account sequence.

Blank Use the standard account sequence.

Interoperability Tab

These processing options control whether the system captures transaction

information prior to changes to a transaction and whether the system performs
export processing.

1. Before Image

Use this processing option to specify whether the system captures a record of a
transaction before the transaction was changed or whether the system captures
records of a transaction before and after a transaction was changed.

1 Capture two records; one record of the transaction before it was changed
and one record after it was changed.
Blank Capture a record of a transaction after the transaction was changed.

2. Transaction Type

Use this processing option to enter a transaction type for the export transaction.

If you leave this field blank, the system does not perform export processing.

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 Entering Order Detail Information

Order Revision Tab

These processing options control how the system processes order revision
information.

1. Revision Tracking

Use this processing option to specify whether the system allows revisions to an
order.

1 Allow revisions to existing orders only.

2 Allow both revisions to an existing order as well as the addition of new
lines to the order.
Blank The system does not perform order revision tracking.

2. Next Status

Use this processing option to specify the next status code at which the system
begins tracking order revision audit information. The system does not record
revisions to detail lines if the lines' statuses precede the status code that you
enter in this processing option.

The system stores revision information in the Purchasing Ledger table (F43199).
You can access this table through the Order Revision Inquiry program (P4319).

3. Text Entry

Use this processing option to specify whether the system allows you to enter
text when you are entering a revision.

1 Allow users to automatically enter text when entering a revision. The

system displays a text entry window when the order is accepted.
Blank Do not allow users to enter text when they are entering a revision.

Self Service Tab

Use this processing option to activate Supplier SelfĆService.

1. Supplier Self-Service

Use this processing option to activate Supplier SelfĆService for use in a

Java/HTML environment. This functionality allows suppliers to view their orders
online.

Valid values are:

Blank Do not activate Supplier SelfĆService.

1 Activate Supplier SelfĆService.

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Procurement

Entering Change Orders

You can change commitment details after you enter them by creating a change
order which updates the commitment information and creates a record of
changes to the order. For example, to increase the committed amount for an
order by 100, you enter a change order for 100.

You can set the Display and Process processing options for Order Entry to
determine whether you can change original commitment information by line
item or if you must enter a change order.

The system maintains a record after you make a change. After you enter change
order information, you can enter descriptive text for each line item of the
contract.

Note that if you are using the Advanced Pricing system for Procurement, change
orders are not priced with adjustment schedules.

To enter change orders

From the Subcontract Processing menu (G43D11), choose Enter Subcontract

Orders.

1. On Work With Order Details, click Find to locate the order for which you
want to add a change order.

2. Choose the order that you want to change.

3. Choose Change Orders and then Add Change Order from the Row menu.

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 Entering Order Detail Information

4. On Order Detail, complete the following fields, as required, and click OK:
 Change Order
 Quantity Ordered
 Tr. UoM
 Unit Cost
 Extended Cost
 Pu. UoM
 Line Type
 Description
 Description - Line 2
 Account Number
 Subledger
 Subledger Type
 Branch/ Plant
 Last Status
 Next Status

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Procurement

Copying Change Orders

You can copy change orders and then modify it to suit your needs. This feature
saves you time when you have similar change orders for many orders.

To copy a change order

From the Subcontract Processing menu (G43D11), choose Enter Subcontract

Orders.

1. On Work With Order Details, locate the order for which you want to copy
a change order.
2. Click on the order and choose Change Orders and then Copy Change
Order from the Row menu.
3. On Order Detail, complete the following fields as required, and click OK:
 Quantity Ordered
 Unit Cost
 Extended Cost

Note that if you want to add a new line to the order, you must first scroll
through all existing detail lines to the first blank line to ensure that the
system assigns the correct number to each detail line.

Field Explanation
Quantity Ordered A field that identifies either a transacted quantity or the
units.
Unit Cost The price charged for the unit of measure in the adjoining
field. Use these fields, for example, if your primary unit of
measure is EA (each), but you typically use a list price per
box.
Extended Cost A value that is equal to the number of units multiplied by
the the unit price.

See Also

 Setting Up Commitments for more information about commitment details

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Working with Special Order Entry Features

You can use several timesaving features to enter order information. For
example, you can duplicate an order to create another order. You can also
create orders for multiple suppliers simultaneously. Other features let you
quickly locate item and supplier information and enter the information on
purchase order detail lines.

Use special order entry features to complete the following tasks:

- Duplicate an order

- Enter orders for multiple suppliers

- Choose a supplier from whom to purchase an item

- Enter items using supplier catalogs

- Enter items using order templates

- Create orders from existing detail lines

Duplicating an Order

To avoid entering the same information for multiple orders, you can duplicate
an order. You can also duplicate an order to create a new type of order from an
existing order, for example, to create an order from a requisition. You cannot
duplicate orders on hold.

You can also duplicate an order to create a certain type of order from the
original order. You set the processing options for Order Entry to specify the
order type code for the duplicate orders. For example, you enter the order type
code for purchase orders (usually OP) if you want the system to create a
purchase order every time you duplicate a requisition. You must also specify the
status codes for detail lines on the duplicate order, and you must indicate
whether the system duplicates notes that are attached to the original order.

To duplicate an order

From the Purchase Order Processing menu (G43A11), choose Enter Purchase
Orders.

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Procurement

Alternately, from the Subcontract Processing menu (G43D11), choose Enter

Subcontract Orders.

1. On Work With Order Headers, click Find to locate the order you want to
duplicate.
2. Select the order from the detail line and click Copy.
3. On Order Detail, change the order dates and other information, as
necessary.

Note that if you want to add a new line to the order, you must first scroll
through all existing detail lines to the first blank line to ensure that the
system assigns the correct number to each detail line.

4. Click OK.

Entering Orders for Multiple Suppliers

You can enter orders for multiple suppliers simultaneously instead of having to
enter a separate order for each supplier. You specify the items you want to
purchase and the supplier from whom you want to purchase each item on the
Purchase Order Workbench form.

If the supplier has an Internet home page set up with items that they offer, you
can preview supplier and item information in the electronic catalog before
entering the order.

You cannot order from a supplier who has a noncertified status. If the supplier
has a partially certified status, the system displays a warning message before
generating the order. If you need to change a supplier's certification status, you
can do so on the Supplier/Item Relationships form.

After you enter the items, you must direct the system to create purchase orders.
The system combines items for each supplier on a separate purchase order, and
the information for each detail line defaults from master information for the
item or procurement instructions for the supplier. You can review the orders
that the system generates using the Purchase Order Entry form.

To enter orders for multiple suppliers

From the Purchase Order Processing menu (G43A11), choose Purchase Order
Workbench.

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 Working with Special Order Entry Features

1. On Purchase Order Workbench, complete the following fields that are

applicable for all items:
 Branch/Plant
 Ship To
 Requested
2. Complete the following fields for each item that you want to order:
 Item Number
 Supplier
 Quantity Ordered

To review or modify information before generating the orders, see

Creating Orders from Existing Detail Lines.

3. Click OK for the system to automatically generate a separate purchase

order for each supplier from whom you are ordering items.

If you do not want the system to automatically generate separate

purchase orders, you must first cancel the orders before exiting Purchase
Order Workbench.

See Also

 Creating Supplier and Item Relationships for more information on how to

change a supplier's certification status
 Processing Options: Order Entry in Entering Order Detail Information.

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Procurement

Choosing a Supplier from whom to Purchase an Item

When you order an item, you must specify the supplier from whom you want
to purchase the item. You can review all suppliers that provide a particular item
and the price that each supplier charges for the item on the Supplier Price
Comparison form. The system displays only those items for which:

 Costs are maintained at the branch/plant level

 Purchase prices are maintained at the supplier level

After you identify the supplier from whom you want to order the item, you can
specify the quantity you want to order and return the information to the
Purchase Order workbench.

To choose a supplier from whom to purchase an item

From the Purchase Order Processing menu (G43A11), choose Purchase Order
Workbench.

1. On Purchase Order Workbench, choose Price Comparison from the Form

menu.

2. On Supplier Price Comparison, to locate all suppliers who provide a

particular item, complete the following field and click Find:
 Item Number

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 Working with Special Order Entry Features

3. To specify the quantity of the item you want to order, complete the
following field:
 Quantity
4. To specify additional information for the order, complete the following
fields:
 Branch/Plant
 Requested
 Purchasing UOM
5. To specify the supplier from whom to order the item, click on the
appropriate row then click Select.
6. On Purchase Order Workbench, review the new order detail line.

When you click OK, the system automatically generates a separate

purchase order for each supplier from whom you are ordering items. To
review or modify information prior to generating the orders, see Creating
Orders from Existing Detail Lines.

See Also

 Assigning a Cost Level to an Item in the Inventory Management Guide for

more information about item cost levels

Entering Items Using Supplier Catalogs

Your suppliers might organize their products into different catalogs due to
seasonal changes in products, different product lines, and so forth. If you
maintain items in catalogs on the system, you can use the catalogs to locate and
choose items to order.

After you locate a catalog, you can choose the items that you want to order.
The system enters each item that you choose on an order detail line, along with
the unit price for the item as specified in the catalog. If the supplier has an
Internet home page set up with items that it offers, you can preview item
information in the electronic catalog. On the CatalogsĆItem Selection form, you
can use a form exit to preview item information.

Note that an item can have different prices, each based on the amount that you
purchase. You can review all item prices for the items in a catalog on the
Catalog Item Selection form. An item that has multiple prices appears several
times, and each listing represents a different purchase quantity and the price
that applies to that quantity.

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Procurement

To enter items using supplier catalogs

From the Purchase Order Processing menu (G43A11), choose Purchase Order
Workbench.

1. On Purchase Order Workbench, complete the following field:

 Branch/Plant
2. From the Form menu, choose Catalogs.

3. On Supplier Catalog Search & Select, complete the following field and
click Find:
 Supplier Number
4. Choose the catalog that contains the items you want to review and click
Select.

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 Working with Special Order Entry Features

5. On Catalogs Ć Item Selection, complete the following field for each item
that you want to order:
 Quantity Ordered
6. Click OK.

Each item that you chose appears on a separate detail line on the
purchase order.

See Also

 Entering Supplier Prices for information about setting up supplier catalogs

Entering Items Using Order Templates

You can use order templates to locate lists of items that you frequently order
and to choose items that you want to order.

Each order template contains a specific group of items. When you enter a
purchase order, you can choose to review a certain template. From the
template, you choose the items you want to order, and the system returns the
items to the purchase order.

The order templates can be specific to a supplier or they can be generic, in

which case you do not usually purchase the items on the template from any
specific supplier. If you access order templates before entering a supplier on the
purchase order, you can review a list of generic templates.

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Procurement

To enter items using order templates

From the Purchase Order Processing menu (G43A11), choose Purchase Order
Workbench.

1. On Purchase Order Workbench, complete the following field:

 Branch/Plant
2. From the Form menu, choose Order Templates.

3. On Work With Available Order Templates, complete the following field

and click Find:
 Supplier

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 Working with Special Order Entry Features

4. Choose the template you want to review and click Select.

5. On Order Templates, complete the following field for each item that you
want to order:
 Quantity Ordered

You can order all items on the template in their usual quantities by
choosing Preload with Usual from the Form menu.

6. Click OK.

Each item in the appropriate quantity appears on a separate detail line on

Order Detail.

See Also

 Setting Up Templates for Purchase Orders

Creating Orders from Existing Detail Lines

You can avoid manually entering purchase orders by having the system create
new purchase orders based on existing detail line information. If the detail lines
you are working with are applicable to several different suppliers, the system
creates a separate purchase order for each supplier.

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Procurement

If there are multiple detail lines for a supplier, it is because each line pertains to
a different branch/plant. The system uses the Next Numbers program to assign a
single purchase order number to each supplier. You can also assign the order
numbers manually.

You can use processing options to specify default values for the orders that the
system creates. These values include the order type and the beginning status
code. You can also indicate special processing for the new orders, such as
approval routes and budget checking.

Creating purchase orders from existing detail lines is the final procedure for
several different Procurement programs, including:

 Purchasing Workbench
 Generate Purchase Orders from Requisitions
 Generate Purchase Orders from Blanket Orders
 Generate Quotes from Requisitions
 Purchase Order Generator

To create orders from existing detail lines

From the Purchase Order Processing menu (G43A11), choose Purchase Order
Workbench.

Alternately, from the Order Gen/Approve/Release menu (G43A13), choose the

appropriate release program or Purchase Order Generator.

1. On Purchase Order Workbench, choose Review Orders from the Form

menu after you have entered a detail line for each item that you want to
purchase.

If you are using an order release program or Purchase Order Generator,

choose Review Orders from the Form menu after you have specified the
quantities or amounts to release or the items to order.

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 Working with Special Order Entry Features

2. On Suppliers Selected for Order, verify that the system has combined all
releases into a separate line for each supplier and branch/plant.
3. To review information about the items to be included on a certain order,
choose the order and choose Details from the Row menu.

4. On Items Selected for Order, review and make changes to information

about the individual items or accounts to be included on the order.

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Procurement

Note that you can cancel an order detail line, an item, or an account by
deleting it. The system automatically updates original order detail lines
with any cancellations or changes that you make to quantity, cost, unit of
measure, or request date.

5. Return to Suppliers Selected for Order.

6. Return to Purchase Order Workbench.
7. Choose Generate Orders from the Form menu.

The system creates a purchase order for each line on Suppliers Selected
for Order. The Generated Purchase Orders form appears so that you can
review the new purchase order numbers.

See Also

 Choosing Requisition Detail Lines for Orders for more information about
release quantities
 Entering Orders for Multiple Suppliers for information about the
Purchasing Workbench program
 Working with Requisitions for information about the Generate Purchase
Orders from Requisitions program
 Working with Blanket Orders for information about the Generate Purchase
Orders from Blanket Orders program
 Working with Quote Orders for information about the Generate Quotes
from Requisitions program
 Generating Purchase Orders for information about the Purchase Order
Generator

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Working with Commitments and Encumbrances

A commitment or encumbrance is the recognition of a future obligation. Each

time you enter an order detail line, you can have the system track the amount
that you are obligated to pay and apply it to a job or project.

For example, you might be working on a pavement resurfacing project. Each

time you enter an order for goods or services to complete the project, you can
have the system create a commitment or encumbrance for the order amount.

In addition, you can roll over a commitment or encumbrance to the next fiscal
year.

For example, local governments and municipalities normally have the authority
to expend funds for one fiscal year. As a result, purchase orders and
subcontracts with open balances are often canceled at the end of the fiscal year.
To prevent these purchase orders and subcontracts from being canceled and
keep the recognition of these open balances, they must be rolled forward to the
new fiscal year.

Working with commitments and encumbrances consists of the following tasks:

- Understanding encumbrances

- Verifying commitment integrity

- Reviewing commitment information for orders

- Working with encumbrance rollovers

Before You Begin

- You must set up the document types for preĆencumbrances and

commitments in UDC table 40/CT. See Setting Up Commitments for more
information and steps to complete this task.

- To relieve commitments, set the Commitment Relief value for the

transaction company or company 0000 in Company Constants - Job Cost
(F0026). See Setting Up Commitment Relief for more information and steps
to complete this task.

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Procurement

Understanding Encumbrances

A commitment is created when a goods or services that are chargeable to a

budgeted or appropriated expense are ordered or contracted. The commitment
is ⋅relieved when the goods or services are received. This creates a liability
either as Received Not Vouchered or an Accounts Payable record.

A functional server program called Update Commitment Ledger (X00COM) is

used to create and relieve commitments and encumbrances. The system uses
the Update Commitment Ledger (X00COM) to create the appropriate entries for
commitments in the Purchasing system.

Understanding encumbrances includes reviewing the following topics:

 Creating an encumbrance or commitment

 Relieving an encumbrance or commitment
 Files used for encumbrances or commitments

Creating an Encumbrance or Commitment

You can creates order detail lines through either of the following methods:

 Purchase Order Entry Ć Detail (P4311)

 Blanket Order Release (P43060)

When you create an order detail line, the system verifies that the document type
exists in the UDC 40/CT verifies that the line type has an inventory interface of
A or B, and automatically creates commitments and encumbrances .

If you create a purchase order from a requisition, you can also track
preĆencumbrances in addition to encumbrances. A preĆencumbrance is the
recognition of a future obligation from which you can commit budget amounts
based on that request. When you generate the purchase order from the
requisition, the system relieves the preĆencumbrance as you release quantities
and closes the requisition. In addition, as you generate purchase orders, the
system creates commitments for the resulting purchase order amounts.

Relieving an Encumbrance or Commitment

Use the Commitment Relief constant in Job Cost Constants to establish the
criteria the system uses to automatically relieve open commitments when you
run the G/L posting program for:

 Vouchers matched in a 2Ćway environment

 Purchase order receipts in a 3Ćway environment

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 Working with Commitments and Encumbrances

Just receiving or vouchering an order does not relieve the commitment. The G/L
Post (P09800) calls the Update Commitment Ledger (X00COM) that actually
relieves the commitment. Committed dollars are relieved from the Purchase
amounts (PA) ledger and are added to the Actual Amount (AA) ledger .

When vouchers or receipts are posted, the system:

 Relieves the commitment

 Creates an audit trail in the Purchasing Ledger file
 Recalculates the amounts in the Account Balance ledgers, if necessary
 Changes the exchange rate of selected purchase orders and restates the
domestic commitment amounts, if necessary

When you inquire on commitments, the receipt G/L date, not the original
purchase order G/L date, is used to relieve the commitment.

Files Used for Commitments and Encumbrances

In addition to the entries that are made to the purchasing tables during order
entry, receipt processing, and voucher match, the system also maintains
commitment information in the following tables:

 P.O. Detail Ledger (F43199)

 Account Balances table (F0902)

P.O. Detail Ledger (F43199)

The system creates multiple entries in the P.O. Detail Ledger (F43199). Based on
change orders, order activity rules, and commitments, the system can maintains
the following multiple ledgers to satisfy your business requirements:

 Purchasing Ledger
 Commitment Audit Trail (PA/PU Ledger)
 Change Order Ledger (CO Ledger)

If you are tracking commitments, a commitment audit trail transaction is created

in the P.O. Detail Ledger (F43199). The committed amounts are maintained in
the purchase amounts (PA) ledger and any committed units are maintained in
the purchase units (PU) ledger. When you review the PA or PU ledger, you will
notice that, unlike the purchasing ledger, the Last and Next status code fields
are blank.

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Procurement

Each commitment transaction represents one of the following situations:

 The entry of an original commitment

 A change to a commitment
 A canceled commitment
 A relieved commitment due to a receipt or payment

Account Balances (F0902)

During order entry, the system creates a commitment entry in the PA and PU
ledgers in the Account Balances table (F0902). Based on the G/L date, the
system creates an entry in the appropriate accounting period and adds the
committed amount to the total budgeted amount.

If the Commitment Relief constant is set to Y, the system posts the receipt
payment to the PA and PU ledgers in the Account Balances table (F0902). Based
on the G/L date of the receipt (threeĆway match) or voucher batches (twoĆway
match), the system relieves the commitment from the appropriate period as well
as the total budgeted amount.

Verifying Commitment Integrity

From the Purchasing Reports menu (G43B112), choose Commitment Integrity

Report.

You can review commitment information using the Encumbrance Inquiry form.
In addition, you can generate a Commitment Integrity Report (R40910) to
compare your open order amounts against your committed amounts and
amount balances and to review any variances.

Use the Commitment Integrity Report to indicate variances among the following
tables:

 Purchase Order Detail table (F4311)

 Commitment Audit Trail (P.O. Detail Ledger F43199)
 Account Balances table(F0902)

Two comparisons are made to identify outĆofĆbalance conditions between files.

The Detail file and the Audit file are compared on a toĆdate basis, which
means that all data in the files is summed regardless of date. The detail
file is not date sensitive and does not contain information such as when
you made changes to the open amount.

The system compares the Audit file and the Balances file on a
throughĆperiodĆend basis. The system uses the date you enter in the first

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 Working with Commitments and Encumbrances

processing option to determine the period end date to use. This

comparison is period sensitive because that is the lowest level of detail
stored in the Balances file.

The columns under "Balance to Date" on the left side of the report are Purchase
Order Detail (F4311), Commitment Audit Trail (F43199 PA), and Variance. The
amounts reported by account number and subledger, respectively, are:

 Open amount in the Detail file

 Total of the Commitment Audit Trail transactions
 Difference between the two columns

The columns under "Balance as of xx/xx/xx" on the right side of the report are
Commitment Audit Trail (F43199), Account Balances (F0902), and Variance. The
amounts reported by account number and subledger are:

 Total of the Commitment Audit Trail transactions

 Account Balances total
 Difference between the two columns

Variances occur between the Purchase Order Detail table and the Commitment
Audit Trail under the following conditions:

 Unposted receipt or voucher batches

To confirm all O and V batches are posted, run the Unposted Batches
Report (R007011).

 Orders on budget hold

The system does not create an encumbrance until an order is released

from budget hold.

If you find an inconsistency in your commitments that cannot be resolved, you

can correct the information in the PA ledger. All entries in the PA and PU
ledgers are based on the Purchase Order Detail table (F4311). You can rebuild
this information from the Purchase Order Detail table (F4311) and correct any
inconsistencies in the Account Balances table (F0902).

See Also

- Working with Commitment Audit Trail for more information about

rebuilding the PA and PU ledger in the P.O. Detail Ledger table (F43199)

- Posting Committed Cost to Jobs for more information about rebuilding the
PA and PU ledger in the Account Balances table (F0902)

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Procurement

Reviewing Commitment Information for Orders

You can monitor individual commitment or encumbrance amounts for a job or

project to verify the types of purchases being made. You can also review the
total commitment or encumbrance amount for a job or project to verify that the
amount does not exceed the budget.

After you receive goods, services, or create vouchers, you can have the system
relieve commitments and encumbrances. The system does this by reducing the
total commitment amount for a job or project by the individual commitment
amount. If you use a formal receiving process, the system performs
commitment relief when you post journal entries for receipts or vouchers to the
general ledger. If you use an informal receiving process, the system relieves
open commitments when you post vouchers to the general ledger.

The system performs commitment and encumbrance tracking only on order

types you specify in user defined code table 40/CT. If an order is on hold, the
system does not create commitments or encumbrances for the order until you
release the hold.

The system only tracks commitments and encumbrances for detail lines that you
charge directly to a general ledger account number. These are detail lines to
which you assign a line type with an Inventory interface of A or B.

Each time you enter a purchase order detail line for which commitment tracking
is applicable, the system records the amount in the purchase amount (PA)
ledger, which contains committed purchase amounts in domestic currency, and
the purchase units (PU) ledger, which contains committed purchase units.

You can review individual commitment transactions for:

 A branch/plant
 An account number
 A supplier
 An order number and type

You can also review the total amount of all commitments, relieved
commitments, and open commitments for each of the above.

Each commitment transaction represents one of the following situations:

 The entry of an original commitment

 A change to a commitment
 A canceled commitment
 A relieved commitment due to a receipt or payment

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 Working with Commitments and Encumbrances

You can review details for each transaction, such as the account number, order
number, line number, and supplier, as well as who generated the transaction
and when.

The system retrieves commitment transaction information from the Purchasing

Ledger table (F43199).

To review commitment information for orders

From the Purchasing Inquiries menu (G43B112), choose Commitment Inquiry.

Alternately, from Purchasing Inquiries menu (G43C112), choose Encumbrances

Inquiry.

Alternately, from Subcontract Inquiries menu (G43D112), choose Commitment

Inquiry.

1. On Work With Commitment Inquiry, complete the following fields and

click Find to narrow the search:
 Order No
 Account
 Subledger
 Branch/Plant
 G/L Date from
 G/L Date

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Procurement

2. Review the following fields:

 Order Number
 Chg No.
 Account Number
 Supplier
 Description
 Amount - Committed
 Amount - Relieved
 Units - Committed
 Units Relieved
 Total Open Amount
 Total Open Units
3. To review details for a certain transaction, choose the transaction and
click Select.

4. On Commitment Inquiry Detail, review details for the commitment

transaction.

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 Working with Commitments and Encumbrances

Field Explanation
Chg No. In the A/R and A/P systems, a code that corresponds to
the pay item. In the Sales Order and Procurement
systems, this code identifies multiple transactions for an
original order.
For purchase orders, the code is always 000.
For sales orders with multiple partial receipts against an
order, the first receiver used to record receipt has a suffix
of 000, the next has a suffix of 001, the next 002, and so
on.
Amount Committed The amount committed to an order line or contract line,
including the tax amount.
Amount Relieved The amount relieved from the amount committed to an
order line or contract line, including the tax amount.
Units Committed The units committed to the order line or contract line.
Units Relieved The number of units that have been relieved from the
number of units committed to an order line or contract
line.
Total Open Units The original quantity for the order detail line, plus or
minus any changes to that quantity, minus all quantities
shipped, received, and vouchered to date.
Total Open Amount The amount of the order, invoice, or voucher that is still
unpaid or open. When you enter a document (for
example, an order, invoice, or voucher), the open amount
is the original amount of that document. If you change
the original amount, the open amount is reduced by the
net change. For example, payments, shipments, or
receipts against a document result in a reduction of the
open balance.

Processing Options for Commitment Inquiry

Default
Order Type ____________
Display
Enter ’1’ for Change Orders else ____________
Commitments
Versions
Order Entry (P4310) ____________

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Procurement

Working with Encumbrance Rollovers

From the Procurement Advanced Technical Ops (G43A31) menu, choose

Encumbrance Rollover.

When you run the encumbrances rollover, the system rolls forward the fiscal
year end encumbrances and commitments. The rollover reduces the manual
effort placed on users who work in environments with a high volume of
transactions. The Encumbrance Rollover program (R4317) provides you the
option to do one of the following:

 Relieve committed lines on a purchase order or subcontract from the

prior year and recommit a new line with the current year's G/L date.
 Relieve committed lines on a purchase order or subcontract from the
prior year and recommit a new line with the current year's G/L date.
These lines are assigned to a new account that is created especially for
this rollover. This account is controlled through distribution AAI 4430.
 Cancel committed lines on a purchase order or subcontract to ensure that
no further payment processing can be made against those lines. For
subcontracts, the purge code must be R. For purchase orders, the system
updates the next status to 999 (closed).

Many industries use the term decommit to relieve commitments. When you
relieve or decommit commitments and encumbrances, the system creates an RO
ledger type record. You should not purge the RO records as they must be used
to create or rebuild commitments.

See Also

 Working with a Commitment Audit Trail for information about creating

the audit train of commitments

Processing Options for Encumbrance Rollover (R4317)

Defaults Tab

Use these processing options to specify the defaults that the system applies
when you run an encumbrance rollover.

1. Rollover Method

Use this processing option to specify how the system processes yearĆend
encumbrance amounts. The method that you use depends on your business
requirements. Valid values are:

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 Working with Commitments and Encumbrances

Blank Rollover is canceled with no further action. No amount is recommitted to

a new G/L date or account.
1 Roll over the yearĆend encumbrance amount to the next year using a new
G/L date.
2 Roll over the yearĆend encumbrance amount to the next year using a new
G/L date and a new account number.

2. G/L Class Code

Use this processing option to specify the G/L class code that the system uses to
retrieve the AAIs. You can enter a G/L class code or leave the field blank to use
the G/L class code from the purchase order detail line. If you are processing
subcontracts with account reclassification, you must enter a G/L class code. If
you are processing both purchase orders and subcontracts, the G/L class code
that you enter will be used for both. This code determines the A/R account
(class) that is offset when you post invoices. The code that you enter in this
field can be alphanumeric or can match the object code of the G/L account
number.

Note: Do not use code 9999. The system reserves this code for the post
program and indicates that offsets will not be created.

3. Ledger Type

Use this processing option to specify the ledger type that the system uses for
the history record in the P.O. Detail Ledger table (F43199). This is a user
defined code (09/LT) that specifies the type of ledger, such as AA (actual
amounts), BA (budget amount), or AU (actual units).

4. New G/L Date

Use this processing option to specify the G/L date for the current year's
encumbrance rollover. This date identifies the financial period to which the
transaction is posted. You set up the date range for each financial period in
general accounting constants.

5. Decommit G/L Date

Use this processing option to specify the G/L date to decommit the
encumbrance. This date identifies the financial period to which the transactions
will be posted. You setĆup the date range for each financial period in the
general accounting constants.

Process Tab

Use this processing option to specify whether the rollover should be processed
in proof or final mode

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Procurement

1. Process

Use this processing option to specify whether the system runs the encumbrance
rollover in proof or final mode. When you run the encumbrance rollover in
proof mode, the system does not update the status or any applicable tables.
When you run the encumbrance rollover in final mode, the system updates the
status and all applicable tables. Whether you run the encumbrance rollover in
proof or final mode, you can print journal entries and errors. Valid values are:

1 Run the encumbrance rollover in final mode

Blank Run the encumbrance rollover in proof mode

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Working with Budgets

If you set up budgets for jobs, projects, departments, and so forth, you might
want to verify that the purchase amounts you incur do not exceed these
budgets. You can compare budget amounts to actual amounts you have spent
and to the amounts that you are committed to spend in the future.

To work with budgets, you must enter purchase order detail lines by account
numbers.

Complete the following tasks:

- Understand budget checking

- Review the budget

Understanding Budget Checking

You use budget checking to identify the detail line amounts that exceed the
budget for a specific job, project, department, and so forth.

Each time you enter or change a purchase order, the system checks the account
number for each detail line and compares it to the available budget for the
account. If the detail line amount exceeds the available budget amount, the
system places the entire order on hold. You can set a budgeting processing
option in the Purchase Order Entry program (P4310) to provide a warning
message that a detail line amount exceeds the available budget amount, but the
system will still place the order on hold. The system allows no further
processing of the order until you remove the budget hold. You must set up
budget hold codes for each business unit.

The system calculates available budget amounts by subtracting actual amounts

(AA ledger) and committed amounts (PA Ledger) from the budget amount that
you specify for an account number. The system uses the following budget
calculation:

Available Budget = Original Budget +/- Changes - Actual amounts spent

- Commitments - Encumbrances

The system uses the following budget calculation for ledgers:

Available Budget = BA or JA Ledger Amounts - AA Ledger Amounts - PA

Ledger Amounts

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Procurement

You use the processing options on the Budgeting tab from Order Entry to
activate budget checking and to specify information such as:

 The budget ledger from which the system retrieves budget amounts
 The hold code the system assigns to detail lines that exceed budget
 The percentage by which a detail line can exceed budget before being
put on hold
 The method by which the system determines budget amounts

Do not use the JA ledger type for budgeting. The system reserves this ledger
type for Job Cost.

Search Scenarios for Level of Detail

When you create an account, you assign each account number a level of detail.
The range for the level of detail is one through nine, with one being the highest
and nine being the lowest.

You enter the level of detail in the processing option for the system to search
for the available budget. This processing option also controls how the system
accumulates the actual and committed and encumbered amounts for the
account.

Budget Amount Accumulation

Two search scenarios exist.

1. If the account number that you enter on the order is the same as the
budget account number, and the level of detail of this account is equal to
the level of detail you enter in the processing option, the system does not
roll up the budget. The system calculates the available budget on the
account.

If the detail line exceeds the available budget then the system applies a
budget hold to the line.

2. If the account number that you enter on the order does not have the
same level of detail that you enter in the processing option, and the level
of detail of the account is lower than the level of detail that you enter in
the processing option, the system retrieves the budget from the account
whose level of detail matches the level of detail that you enter in the
processing option.

Actual and Committed Amount Accumulation

If you set the budget accumulation processing option to accumulate, then

the system accumulates budgets starting from the level that you enter in

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 Working with Budgets

the level of detail processing option and continues to the lowest level of
detail.

To accumulate the actual and committed and encumbered amounts for

the account, the system first searches higher levels of detail in the chart of
accounts. The system locates the first account number that has a level of
detail that is equal to the level of detail that you enter in the processing
option. This account number must be above the level of detail of the
account number on the order.

The system then searches lower levels of detail in the chart of accounts to
locate the first account number with a level of detail equal to the level of
detail you specify in the processing option. This account number must be
below the level of detail of the account number on the order.

The system then totals the actual and committed/encumbered account

balances for the account range it identifies and subtracts the total from
the budget ledger to determine the available budget. The system
compares the available budget amount with the amount you enter on the
order.

If the detail line exceeds the available budget, the system applies a
budget hold to the line.

Budget Totaling

Use this processing option to specify how the system calculates the budget total.

The system uses the following fields in the Account Balances table (F0902) for
budgeting:

 BORG Ć the original or beginning budget

 AN01 through AN12 Ć the net posting fields which contain changes in the
current year
 AYPC Ć the balance forward field contains the sum of the prior year's
changes, which the system rolls into the current year

Use 1 in this processing option for job cost accounting. The system adds the
amounts in the above fields. The total of these fields is the budget amount the
system uses for budget checking.

Note: The original budget cannot be spread when you enter a 1 in the
processing option.

Use 2 in this processing option for Public Sector and NotĆForĆProfit entities. Use
this method when the system spreads an original budget to the net posting
fields. The system calculates the total budget from the net posting fields to use
in budget checking.

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Procurement

Use 3 in this processing option for Profit entities. You enter changes to the
budget in the net posting fields. The system adds the net posting fields and the
original budget to determine the budget amount to use in budget checking. Use
this method when an original budget is not spread to the net posting fields.

Calculating Available Budget to Date for the Fiscal Year

Use this processing option to specify how the system calculates the available
budget.

When you enter a 1 in this processing option, the system reviews the fiscal date
pattern for the company and determines the current general ledger period. The
system then adds the sum of the period budget amounts from period one
through the current period. The system uses this amount as the original budget
for budget checking.

Enter 1 in this processing option only when you enter 2 in the budget totaling
processing option.

See Also

 Releasing Order Holds for more information about removing budget holds
 Working with Annual Budgets in the General Accounting Guide for more
information about setting up budgets
 Working with Orders on Hold for more information about budget hold
codes for business units

Reviewing the Budget

You might want to compare the amounts you have budgeted for goods and
services to the amounts that you have actually spent and to the amounts you
are committed to spend in the future. For each accounts you can review:

 The budget amount

 The actual amount you have spent
 The total amount of commitments through a certain date
 The variance between the budget amount and the amount you have
spent or are committed to spend in the future
 The transactions that have affected a certain account and the journal
entries that relate to a particular transaction

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 Working with Budgets

To review the budget

From the Purchasing Inquiries menu (G43B112), choose Budget Comparison.

Alternately, from the Purchasing Inquiries menu (G43C112), choose Budget

Comparison.

1. On Trial Balance/Ledger Comparison, complete the following field:

 Skip to Account
2. Complete the following fields to indicate the ledgers from which the
system retrieves commitment and budget amounts:
 Ledger Type 1
 Ledger Type 2
3. Complete the following fields to indicate the period for which the ledger
amounts reflect:
 Thru Date 1
 Thru Date 2
4. Complete the following field:
 Level Of Detail
5. Click Find.
6. Review the following fields for each account:
 Ledger Type 1
 Ledger Type 2

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Procurement

 Variance Period Balance

 Ledger 1 Period Balance
 Business Unit
 Account ID
 Posting Edit Code

Field Explanation
Ledger Type 1 A user defined code (09/LT) that specifies the type of
ledger, such as AA (Actual Amounts), BA (Budget
Amount), or AU (Actual Units). You can set up multiple,
concurrent accounting ledgers within the general ledger
to establish an audit trail for all transactions.
Thru Date 1 A date that identifies the financial period to which the
transaction will be posted. The Fiscal Date Patterns table
for general accounting specifies the date range for each
financial period. You can have up to 14 periods.
Generally, period 14 is used for audit adjustments.
Level Of Detail A number that summarizes and classifies accounts in the
general ledger. You can have up to 9 levels of detail.
Level 9 is the most detailed and Level 1 is the least
detailed. Levels 1 and 2 are reserved for company and
business unit totals. When you are using the Job Cost
system, Levels 8 and 9 are reserved for job cost posting
accounts. Example:
3 Assets, Liabilities, Revenues, Expenses
4 Current Assets, Fixed Assets, Current Liabilities,
and so on
5 Cash, Accounts Receivable, Inventories, Salaries,
and so on
6 Petty Cash, Cash in Banks, Trade Accounts
Receivable, and so on
7 Petty Cash - Dallas, Petty Cash - Houston, and
so on
8 More Detail
9 More Detail
Do not skip levels of detail when you assign a level of
detail to an account. Nonsequential levels of detail cause
rollup errors in financial reports that are run at a skipped
level.
Variance Period Balance A number that identifies the actual amount. Enter debits
with no sign or a plus sign. Enter credits with a minus
sign either before or after the amount. You can use
decimals, dollar signs, and commas. The system ignores
nonsignificant symbols.

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 Working with Budgets

Field Explanation
Ledger 1 Period Balance A number that identifies the actual amount. Enter debits
with no sign or a plus sign. Enter credits with a minus
sign either before or after the amount. You can use
decimals, dollar signs, and commas. The system ignores
nonsignificant symbols.

Processing Options for Trial Balance / Ledger Comparison

Ledger Type
1. Enter the default Ledger Types. If
Ledger Type 1 is left blank, “BA”
will be defaulted. If Ledger Type 2
is left blank, “AA” will be
defaulted.
Ledger Type 1 ____________
Ledger Type 2 ____________
2. When exiting to another application,
select the Ledger Type that the
called application should use.
Enter a “1” for Ledger Type 1, or a
“2” for Ledger Type 2. If left
blank, “1” will be defaulted.
Exit With Ledger Type ____________
Balances
1. Enter a “Y” to suppress posting
accounts with zero balances from
being displayed. If left blank, “N”
will be defaulted.
Suppress Zero Balances ____________
2. Enter the Calculation Method to be
used when calculating variances.
“A” – Addition, “S” – Subtraction,
“M” – Multiplication, “D” -
Division. If left blank, “S” will
be defaulted.
Calculation Method ____________
Additional LT
1. Enter Additional Ledger Types to be
used in calculating account balances
for Ledger Types 1 and 2. If left
blank, no Additional Ledger Types
will be used.
Additional Ledger Type 1 ____________
Additional Ledger Type 2 ____________
Subledger

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Procurement

1. Enter the Subledger and Subledger

Type to be used for calculating
account balances. If left blank, a
blank Subledger and blank Subledger
type will be defaulted.
Subledger ____________
Subledger Type ____________
Account LOD
1. Enter the Account Level Of Detail to
be used (3-9). If left blank, “9”
will be defaulted.
Account Level Of Detail ____________
Currency Code
1. Enter the Currency Code to be
used for calculating account
balances. If left blank, all
currencies will be defaulted.
Note: Use this processing option
only if Multi-Currency is being
used.
Currency Code ____________
Date Effective
1. Enter a “Y” to allow the user to
calculate Date Effective Balances,
enter a “N” to use Period End Dates.
If left blank, “N” will be
defaulted.
Date Effective Balances ____________
2. Enter a “Y” to show Thru Periods as
a default display, enter a “N” to
show Thru Dates. If left blank, “N”
will be defaulted.
Default Thru Period Display ____________

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Working with Orders on Hold

You can place an order on hold to prevent it from being processed. You might
place an order on hold for reasons such as the following:

 You have yet to settle prices and terms with the supplier.
 You are not sure if you want to use the supplier.
 The supplier's minimum order amount is not being met.
 The order exceeds the budget.

You cannot print or receive orders on hold. You must release the hold to
continue processing the order. To release an order on hold, you must have the
correct password.

Complete the following tasks:

- Enter order holds

- Release order holds

Entering Order Holds

When you place an order on hold you prevent it from being processed. You
might want to put an order on hold if you have yet to reach price negotiations
with the supplier or if the order exceeds budget.

There are two types of order holds: budget holds and regular holds. Budget
holds are for orders that exceed the budget. Regular holds are for all other
holds.

You can put an order on hold one of three different ways:

 Assign a hold code to the order on the order entry form.

 Assign a hold code to a supplier on purchasing instructions so that each
time you enter an order for the supplier the system assigns the hold code
to the order.
 Specify a budget hold code in the processing options for the Enter Orders
program. If budget checking is activated, the system assigns the hold
code to orders when detail lines exceed budget.

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Procurement

See Also

 Defining Supplier Purchasing Instructions for more information about

purchasing instructions

Before You Begin

- Set up hold codes and assign a responsible individual to each hold code.
See Setting Up Order Hold Information.

Releasing Order Holds

To have the system process an order that has been put on hold, you must
release the hold. You can review all holds on a certain order and choose the
holds that you want to release.

For budget holds, you can review the budget before releasing budget hold
orders by accessing Budget Comparison from the Release Held Orders (Budget)
program. Note that you cannot use Release Held Orders (Budget) to release an
order on budget hold if the order is assigned an approval route. In that case,
you must use the Approval Review program to approve and release the order.

To release order holds

From the Order Generation/Approve/Release menu (G43A13), choose Release

Held Orders.

Alternately, from the Order Generation/Approve/Release menu (G43B13),

choose Release Held Orders (Budget).

Alternately, from the Order Generation/Approve/Release menu (G43D13),

choose Release Held Orders.

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 Working with Orders on Hold

1. On Work With Held Orders, complete the following fields and click Find
to review orders on hold:
 Order Number
 Branch/Plant
 Customer/Supplier
 Hold Code
 Person Responsible
2. Choose the order detail line for which you want to release the hold and
click Select.

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Procurement

3. On Password Confirmation, complete the following field and click OK:

 Password

Field Explanation
Hold Code A user defined code (42/HC) that identifies why an order
was placed on hold (for example, credit, budget, or
margin standards were exceeded).
Person Responsible The address book number of the person who is
responsible for reviewing and releasing orders placed on
hold.

See Also

 Working with Budgets for more information about putting orders on

budget hold

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 Working with Orders on Hold

Processing Options for Held Order Release

Defaults
1. Order Type ____________
2. Release Code ____________
Display
1. Enter a ’1’ to display SO’s, ____________
else display PO’s
2. Enter ’Y’ to display previously ____________
released orders
Versions
Enter the version for each program. If
left blank, ZJDE0001 will be used.
1. Sales Order Entry (P4210) ____________
2. Purchase Order Entry (P4310) ____________
3. Print Pick Slip (R42520) ____________
4. Ship and Debit (R45100) ____________
Process
Enter ’1’ for
1. Automatic printing of Pick ____________
Slip.
2. Enter the release status code ____________
of the work order
3. Ship and Debit Processing ____________
Blank = Do not call R45100
1 = Subsystem Mode
2 = Batch Mode
Warehouse
1. Enter the request processing ____________
mode
’ ’ = No pick request. ’1’ = Generate
requests only. ’2’ = Generate
requests and process using the
subsystem.
2. If processing pick requests ____________
using the subsystem, enter the
version.
3. Override next status for sales ____________
order lines for which requests
have been generated.
Prepayment
1. Release Authorization Hold and ____________
Advance Prepayment Status.
2. Release Settlement Hold and ____________
Advance Prepayment Status.

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Procurement

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Working with Log Information

Log information is supplemental to the information contained in an order. It

includes details such as submittals and transmittals. A submittal is information
that you need to receive from a subcontractor or supplier, for example, proof of
insurance. A transmittal is information that you need to send to a subcontractor
or supplier, such as permission to proceed. Logs can also include information
relevant to the order such as meeting dates, notes, and so forth.

You can assign dates to log information so that the system issues an outstanding
submittal warning when you try to make payments before you receive all of the
submittals. For example, if you require a subcontractor or supplier to submit
insurance information to you before you make a payment against the order, you
can specify for outstanding submittal warnings. The system then warns you if
you try to make a payment before you receive the information.

You can enter new log information into a contract, or you can copy log
information into an order from a model log. A model log is a set of standard log
information that you can copy into your contracts and then modify for each
contract.

After you enter log information, you can enter descriptive text for each line item
within the log. You can also delete any of the log information for a contract.

Complete the following tasks:

- Enter log information

- Run the Log Report/Update

- Copy log information from a model log

Entering Log Information

To enter log information

From the Purchase Order Processing menu (G43A11), choose Enter Purchase
Orders.

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Procurement

Alternately, from the Subcontract Based Purchasing menu (G43D), choose

Subcontract Processing. From the Subcontract Processing menu (G43D11),
choose Enter Subcontract Orders.

Depending on the menu selection you choose, one of the following forms
displays:

1. On Work With Order Headers or Work With Order Details, click Find to
locate the order for which you want to enter log information.
2. Click on the order and choose Log Details from the Row menu.

3. On Log Details, complete the following fields and click OK:

 Status Code
 Explanation -Remark-
 Job Number
 Change Request Number
 Date - Issue
 Date - Expired
 Date - Required
 Pay Effect
 Category Code 1
 Category Code 2
 Category Code 3

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 Working with Log Information

 Submittal ID Code
 Supplier

Note: The outstanding log warning is set up in the Pay Effect field. For an
outstanding log warning to occur, the status of the log must be N, the Pay
Effect field must be set to Y, and the required and expired dates must be
earlier than the system date. The system also checks for all log types in the
Outstanding Log Types (43/OL) user defined code table.

Field Explanation
Status Code A code that specifies whether the requirements for the log
line have been satisfied. Valid values are:
Y Yes, the requirements have been satisfied.
N No, the requirements have not been satisfied.
Blank The requirements have not been satisfied, the
log line is not yet in effect, or no status is
required.
Explanation -Remark- A name or remark that describes an element in the J.D.
Edwards systems.
Job Number An alphanumeric field that identifies a separate entity
within a business for which you want to track costs. For
example, a business unit might be a warehouse location,
job, project, work center, branch, or plant.
You can assign a business unit to a voucher, invoice, fixed
asset, employee, and so on, for purposes of responsibility
reporting. For example, the system provides reports of
open accounts payable and accounts receivable by
business units to track equipment by responsible
department.
Security for this field can prevent you from locating
business units for which you have no authority.
Note: The system uses the job number for journal entries
if you do not enter a value in the AAI table.
Change Request The number assigned to the change request for a
particular job.
Issue Date The date that the log entry was issued. For example, for a
submittal requirement for an insurance cerificate, the
effective date for the insurance policy would be entered in
the Issue Date field.

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Procurement

Field Explanation
Expired Date The expiration date of the log entry. For example, in the
case of a submittal requirement for an insurance
certificate,, the termination date for the policy would be
entered in the Expired Date field. The termination date
would then be used by the Submittal Status Update
program to update the status field. If the Expired Date is
earlier than the date that you run the program, the system
sets the status to N for the log entry.
Required Date The date that the log entry needs to be received. For
example, consider a submittal requirement for an
insurance certificate. The date that a copy of the policy or
certified proof of coverage document is to be received
would be entered in the Required Date field.
Pay Effect A code that indicates whether the submittal requirement is
of such importance that regular payments to the
subcontractor can be suspended if the submittal
requirement is not properly satisfied. This code is
normally used in conjunction with submittal log entries.
Valid values are:
Y Issue warning messages if log requirements are
not met.
N Do not issue warning messages.
If Pay Effect is set to Y, various warning messages can
appear during progress payment entry when outstanding
log requirements exist.

Running the Log Report/Update

From the Subcontract Reports menu (G43D111), choose Log Report/Update.

You can run the Log Report/Update to update the value of the Pay Effect field in
the Log Details table (F4303). This report displays the following information:

 Log items and text that relate to a contract

 Submittal and transmittal status information

When you run the report, you can specify whether to update the status of
expired logs to not complete," which creates an outstanding submittal warning.
You can review the information on the report to determine whether to post
payments against contracts that have expired logs.

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 Working with Log Information

Copying Log Information from a Model Log

You can copy log information into a contract from a model log. A model log is a
set of standard log information that you can copy into your orders and then
modify for each order. This feature saves you time when you have log
information that is duplicated across many orders.

Before You Begin

- Create model log information. See Creating a Model Log.

To copy log information from a model log

From the Purchase Order Processing menu (G43A11), choose Order Log
Revisions.

Alternately, from the Subcontract Based Purchasing menu (G43D), choose

Subcontract Processing. From the Subcontract Processing menu (G43D11),
choose Order Log Revisions.

1. On Log Details, choose Model Log from the Form menu.

2. On Work With Model Logs, choose a model log and click Select.

The system copies the log information from the model log with the same
contract type and company.

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Printing Orders

After you enter orders, you can print them which allows you to review the
orders and then send them to the appropriate suppliers. The system prints the
orders in the language that is specified for the supplier in the Supplier Master
table.

You can also print orders to a work file, which enables you to customize the
report. Before you customize a report, you must retrieve the appropriate
address information and attachments or notes.

You cannot print orders on hold.

You can use the following methods to print orders:

- Printing by batch

- Printing individually

Printing by Batch

From the Purchase Order Processing menu (G43A11), choose Print Purchase
Orders.

You can print orders by batch so you can review the orders and then send them
to the appropriate suppliers.

Use the processing options to specify which information prints on orders. You
can have the system print:

 Taxes
 Open item information only
 Supplier item numbers
 Foreign and domestic currencies
 Exchange rates (for foreign currency users)
 Messages

The system can automatically print adjustments on the report if you set the Price
Picklist field to print prices and adjustments when you define the purchasing
instructions.

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See Also

 Defining Supplier Purchasing Instructions for more information on setting

the Price Picklist field

Processing Options: Purchase Order Print

Status Codes Tab

These processing options allow you to specify the range of status codes you
want the system to update purchase orders when you print them, as well as to
specify whether to update the status.

1. Next Status Code From (optional)

Use this processing option to indicate the start of the status code range that you
want the system to update. You must use a user defined code (40/AT) that has
been set up on the Order Activity Rules form for the order type and line type
that you are using.

2. Next Status Code Thru (required)

Use this processing option to indicate the end of the status code range that you
want the system to update. You must use a user defined code (40/AT) that has
been set up on the Order Activity Rules form for the order type and line type
that you are using.

3. Next Status Code Override (optional)

Use this processing option to indicate the next status code that you want the
system to update. The override status is another allowed step in updating status
codes. You must enter a user defined code (40/AT) that has been set up on the
Order Activity Rules form for the order type and line type that you are using.

4. Status Update

Use this processing option to prevent the system from updating the status on an
order. Status codes are user defined codes (40/AT) that you set up on the Order
Activity Rules form for the order type and line type that you are using. Valid
values are:

Blank Update to next status

1 Prevent updating to the next status

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 Printing Orders

Tax Information Tab

This processing option allows you to specify the tax information that the system
includes when printing a purchase order.

1. Print Tax

Use this processing option to specify the tax information that the system
includes when printing a purchase order. Valid values are:

1 Tax information prints by group.

2 Tax information prints by area.
3 Tax information prints by authority.

Report Display Tab

These processing options allow you to select the information that the system
includes in the report, such as quantities and amounts, exchange rates, global
messages, notes, report headings and purchasing agents.

1. Quantity & Amount Display

Use this processing option to specify whether the system prints the original
quantity and amount or the open quantity and amount. Valid values are:

Blank Print original quantity and amount.

1 Print open quantity and amount.

2. Exchange Rate Display

Use this processing option to specify whether the system prints the exchange
rate. Valid values are:

Blank Do not print the exchange rate.

1 Print the exchange rate.

3. Global Message to be printed

Use this processing option to indicate the text messages that you want the
system to print on each order. Examples of text messages are engineering
specifications, hours of operation during holiday periods, and special delivery
instructions.

Text messages are userĆdefined codes that are set up in 40/PM.

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4. Purchase Order Note Display

Use this processing option to specify whether the system prints the purchase
order note. Examples of notes are the name of the individual who placed the
order, the buyer responsible for procuring the items and services on the order,
the company responsible for delivering the order, confirmation numbers and
job numbers. Valid values are:

Blank Do not print the purchase order note.

1 Print the purchase order note.

5. Report Heading Display

Use this processing option to suppress the printing of the report title and
company name when you use preprinted forms. Valid values are:

Blank Print the default report title and company name.

1 Do not print the report title and company name.

6. Purchasing Agent Name Display

Use this processing option to specify whether the system prints the purchasing
agent on the purchase order. Valid values are:

Blank Do not print the purchasing agent name on the purchase order.
1 Print the purchasing agent name on the purchase order.

Item No. Display Tab

These processing options allow you to specify how the system displays item
numbers.

1. Item No. Display

Use this processing option to specify whether the system prints either your item
number only or both your item number and the supplier's item number. Valid
values are:

1 Print only your item number.

2 Print both your item number and the supplier's item number.

2. Enter Cross Reference Type

Use this processing option to specify the type of cross reference that the system
uses when printing a supplier's item number. The system stores the cross
reference information in the Order Processing Cross Reference table (F4013).

Cross reference information are userĆdefined codes that are set up in 41/DT.

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 Printing Orders

Order Revision Tab

These processing options allow you to specify the order revisions that the
system prints, as well as specify which order lines appear.

1. To print Order Revision

Use this processing option to specify whether the system prints a specific order
revision, the entire purchase order, or the latest order revision. To print a
specific order revision, enter the order revision number. Other valid values are:

Blank Print the entire purchase order.

* Print the latest order revision.

2. Lines for a Revision

Use this processing option to specify whether the system prints only revised
order lines or all order lines. Valid values are:

Blank Print only revised lines for a revision.

1 Print all lines on the order for a revision.

Currency Tab

This processing option allows you to specify whether the system prints amounts
in Domestic or Foreign currency.

1. Amount Display

Use this processing option to specify whether the system prints amounts in
domestic or foreign currency. Valid values are:

Blank Print amounts in domestic currency.

1 Print amounts in foreign currency.

EDI Tab

These processing options allow you to specify what EDI information the system
displays.

1. EDI Processing Selection

Use this processing option to specify whether the system prints a purchase
order or uses EDI processing or both. Valid values are:

Blank Print purchase order only.

1 Print purchase order and create output to EDI.
2 Use EDI processing only.

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2. EDI Transaction

Use this processing option to specify whether the system enters the EDI
transaction as a purchase order or a quote order. Valid values are:

1 Enter the EDI transaction as a purchase order.

2 Enter the EDI transaction as a quote order.

3. EDI Document Type

Use this processing option to specify the EDI document type that the system
creates in an EDI transaction.

In a nonĆEDI environment, the document type would be consistent with the

order type (DCTO) assigned at order entry time, an invoice document type, a
voucher document type, and so on.

4. EDI Transaction Set Number

Use this processing option to specify how the system categorizes the type of
EDI transaction.

5. EDI Transaction Format

Use this processing option to specify a specific mapping structure used to

process both inbound and outbound EDI transactions. This option does not
apply to nonĆEDI transactions.

6. Trading Partner ID

Use this processing option to specify the party with whom you are trading
documents in this EDI transaction.

7. Transaction Set Purpose

Use this processing option to specify the purpose of the transaction set.
Transaction set purpose codes are userĆdefined codes that you set up in 47/PU
when you send and receive EDI documents. The system uses the action code
each time the Transaction Set Purpose field appears in a table.

8. EDI Shipping Schedule Message

Use this processing option to specify whether the system creates an EDI
shipping schedule message. Valid values are:

Blank Do not create an EDI shipping schedule message.

1 Create an EDI shipping schedule message.

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 Printing Orders

9. Shipping Schedule Qualifier

Use this processing option to specify a shipping schedule qualifier. Shipping

schedule qualifier codes identify the type of date used when defining a
shipping or delivery time in a schedule or forecast. You can enter a valid
qualifier value or leave the option blank. Valid qualifier values are:

AB Authorized Delivery Based

AS Authorized Shipment Based
BB Production Based
DL Delivery Based
JS Buyer Production Sequence Schedule
KB Kanban Signal
PD Planned Delivery
PS Planned Shipment
SH Shipment Based
ZZ Mutually Defined
Blank The system uses Kanban.

Versions Tab

These processing options allow you to customize your printed purchase orders.

1. Print Option

Use this processing option to direct the system to route the purchase order
information to a workfile and launch a second UBE to read the workfile and
print the purchase order. For example, use this option when you need to
customize the layout of the Purchase Order Print program.

The Print Purchase Orders program (R43500) processes the orders and performs
the necessary logic (such as calculating taxes). Valid values are:

Blank Launch the Purchase Order Print program (R43500).

1 Launch a secondary UBE.

NOTE: If you leave this option blank, the system will not route the purchase
order information to a workfile and will not launch a second UBE.

2. Name of 2nd UBE

This processing option works in conjunction with the Print Option processing
option. Use this processing option to specify the name of the second UBE
program to be launched. If you leave this option blank, the system launches the
default Print Purchase Order Print program (R43501).

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3. Second UBE Version

Use this processing option to define the version that the system uses when you
use the Purchase Order Print program (R43501). Enter a valid version or leave
this option blank. If you leave this option blank, the system uses the ZJDE0001
version.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

NOTE: If you set the Print Option processing option to 1 and leave the Name of
2nd UBE processing option blank, the system uses the default Print Purchase
Orders program (R43501).

Printing Individually

You can print orders individually so you can review them before sending them
to the appropriate suppliers. If you have set the processing options in Order
Entry for the system to store purchase order information for Electronic Data
Interchange (EDI), you can send the orders to your suppliers using the
Electronic Commerce system.

You can have the system print three types of messages on an order:

 Print messages
 Attachments
 Global messages

You create print messages using the Print Messages Revisions form, where you
also specify whether each message prints at the top or bottom of an order, or
before or after each detail line. After you create a print message, you can assign
it to an order or detail line during order entry.

You use processing options in Order Entry to specify whether attachments print.
You can assign an attachment to an order or to detail lines during order entry.

You also use processing options to specify whether global messages print.
Global messages always print at the top of orders.

Printing orders is usually a step in the sequence of processing orders. You set
up these steps in Order Activity Rules. Once you print an order, you can have
the system move the order to the next step in the process, or you can leave the
order where it is so that you can print it again. You use processing options in
Order Entry to specify whether the system updates status codes for orders after
they print.

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 Printing Orders

You might want to print orders twice, once to review the orders and again to
update status codes. You can access the following two versions of the print
program through the processing options for Order Entry:

 Print Purchase Orders

 Reprint Purchase Orders

You might want to use one version to review orders and the other to update
status codes for orders.

If you print an order that is on hold, the system prints a blank page.

To print individually

From the Purchase Order Processing menu (G43A11), choose Enter Purchase
Orders.

Depending on the menu selection you choose, either Work with Order Headers
or Work with Order Details appears.

1. On Work With Order Headers or Work With Order Details, locate the
order you want to print.
2. Select the order and choose Detail Revision from the Row menu.
3. On Order Detail, select the detail line and choose Print Order from the
Form menu.

Alternately, on Work With Order Headers, select the detail line and
choose Print Order from the Row menu.

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Working with Order Information

You can review open order information and print a variety of reports that
contain information about orders. To work with order information, complete
the following tasks:

- Review open orders

- Review change orders

- Review order summary information

- Review order detail information

- Review financial status information

- Print purchase order information by supplier or branch

- Print order detail information

- Print items on order from a supplier

- Print a history of order revisions

Reviewing Open Orders

Before you enter an order, you might want to determine if an item is currently
on order. You can review open orders, which are orders that contain items and
services you have yet to receive. You can specify the order number, supplier,
item, account number, and so on for the open detail lines you want to review.

You also can review open quantities for purchase orders, requisitions, blanket
orders, and so forth by choosing the type of order for which you want to
review detail lines.

You can review additional information for each open detail line that appears,
including the quantity ordered, the quantity open, the quantity received, and
the quantity for which vouchers have been created. You can also access address
numbers, dates, and tax information.

Regardless of whether you enter an order in a domestic or foreign currency,

you can review the order as if it were entered in another currency. For
example, you can review amounts in French francs as if they were entered in

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the euro. Likewise, you can review amounts in Japanese yen as if they were
entered in U.S. dollars, and so on.

To review open orders in a domestic, foreign, and as if" currency, complete the
following tasks:

 Review open orders in a domestic or foreign currency

 Review open orders in an as if" currency

To review open orders in a domestic or foreign currency

From the Purchasing Inquiries menu (G43A112), choose Open Orders.

Alternately, from the Subcontract Based Purchasing menu (G43D), choose

Subcontract Inquiries. From the Subcontract Inquiries menu (G43D112), choose
Open Orders.

1. On Work With Order Details, complete the following fields as required to

locate open detail lines:
 Order Number
 Branch/Plant
 Related Order
 Original Order
 Item Number
 Account Number

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 Working with Order Information

2. To narrow the search, choose Added Selections from the Form menu.

3. On Additional Selection Criteria, complete the following fields:

 Status Range
 Thru
 Date Range
 Thru
4. Click one of the following options to determine whether the status range
is based on the last or next status code for each detail line:
 Next
 Last
5. Click one of the following options to determine which order date the
date range is based on:
 Requested
 Transaction
 Promised Delivery
 Original Promised
 Receipt
 Cancel
 G/L Date
6. Click OK to return to Work With Order Details, then click Find.

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The open detail lines that meet your search criteria appear.

7. To review additional information for an open detail line, choose the detail
line and then choose Order Detail from the Row menu.

8. On Purchase Order Detail Inquiry, review additional fields.

9. To review address numbers, dates, or tax information for the open order,
choose the appropriate option from the Form menu.

Field Explanation
Related Order A number that identifies a secondary purchase order,
sales order, or work order associated with the original
order. This is for information only.
Original Order A number that identifies the original document. For
example, if you have a blanket order or requisition for
which you created a purchase order, the blanket order or
requisition order is the original document.

To review open orders in an as if" currency

From the Purchasing Inquiries menu (G43A112), choose Open Orders.

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 Working with Order Information

To review amounts in an as if" currency, you must enter a currency code and
effective date in the processing options. This processing option activates the As
If Currency field on the Work With Order Details form and retrieves the
corresponding exchange rate that is needed to calculate the as if" currency
amount.

The as if" currency amounts that you review are not written to a table but are,
instead, stored in temporary memory which has no impact on disk space.

On Work With Order Details, follow the steps for reviewing open orders.

Reviewing Change Orders

After you enter a change order, you might need to review all of the changes.
You can specify criteria such as the order number, supplier, item, and account
number for the change order you want to review.

You can review additional information for each change order that appears,
including the quantity ordered, the quantity open, the quantity received, and
the quantity for which vouchers have been created. You can also access address
numbers, dates, and tax information.

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To review change orders

From the Subcontract Inquiries menu (G43D112), choose Open Orders.

1. On Work With Order Details, complete the following fields as required to

locate open orders:
 Order Number
 Project
 Business Unit
 Related Order
 Original Order
 Item Number
 Account Number
2. Locate the order for which you want to review information.
3. Click on the order and, from the Row menu, choose Change Orders, then
View All Change Orders.
4. On Order Detail, review the information and click cancel to return to
Work With Order Details.

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 Working with Order Information

5. On Work With Order Details, choose Added Selections from the Form
menu.

6. On Additional Selection Criteria, complete the following fields and click

OK:
 Status Range
 Thru
 Date Range
 Thru
7. Click one of the following options to determine whether the status range
is based on the last or next status code for each detail line:
 Next
 Last
8. Click one of the following options to determine which order date the
date range is based on:
 Requested
 Transaction
 Promised Delivery
 Original Promised
 Receipt
 Cancel
 G/L Date

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9. Click OK to return to Work With Order Details, and click Find.

The open detail lines that meet your search criteria appear.

10. To review additional information for an open detail line, choose the detail
line, and then choose Order Detail from the Row menu.
11. On Purchase Order Detail Inquiry, review additional fields.
12. To review address numbers, dates, or tax information for the open order,
choose the appropriate option from the Form menu.

Reviewing Order Summary Information

You can review summary information for an order, including items, account
numbers, order quantities, prices, and extended volumes and weights. You can
also review the total tax and dollar amount for the entire order.

To review order summary information

From the Subcontract Inquiries menu (G43D112), choose Open Orders.

1. On Work With Order Details, locate the order for which you want to
review information.
2. Click on the order and choose Order Summary from the Row menu.

3. On Order Entry Ć Summary Order Information, review the order summary

information.

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 Working with Order Information

Reviewing Order Detail Information

You can review a detailed summary of information about an order or change

order. For example, you can review information about vouchers, retainage, or
changes made to an order.

To review order detail information

From the Subcontract Inquiries menu (G43D112), choose Open Orders.

1. On Work With Order Detail, locate the order for which you want to
review information.
2. Click on the order and choose Order Recap from the Row menu.

3. On Order Recap, review the order information.

Reviewing Financial Status Information

You can review upĆtoĆtheĆminute details of the financial status information for
any order. You can also review the financial details of any progress payment
voucher that relates to an order.

Financial status information includes:

 Order details
 Amount units billed

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 Amount paid
 Amount retained
 Amount units open

If you have multicurrency turned on, you can review financial information in
foreign or domestic currency using the Foreign field on the Work with Financial
Status Inquiry form. The system automatically converts the amounts based on
the exchange rate that you specify.

To review financial status information

From the Subcontract Inquiries menu (G43D112), choose Financial Status

Inquiry.

1. On Work With Order Details, to locate an order, complete the following

fields and click Find:
 Order Number
 Order Type
 Order Co
 Subledger
 Subledger Type
2. Click on the order and choose Financial Status from the Row menu.

3. On Work With Financial Status Inquiry, review the financial status

information for the order.

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 Working with Order Information

4. To access voucher information, choose Supplier Ledger from the Form

menu.

5. On Supplier Ledger Inquiry, enter the Supplier Number and click Find.
6. Review the following fields:
 Document Number
 Doc Type
 Document Company
 Invoice Date
 G/L Date
 Due Date
 Gross Amount

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Field Explanation
Document Number A number that identifies the original document, such as a
voucher, invoice, unapplied cash, journal entry, and so
on. On entry forms, you can assign the original document
number or let the system assign it through Next Numbers.
Matching document (DOCM) numbers identify related
documents in the Accounts Receivable and Accounts
Payable systems. Some examples are:
 Automated/Manual Payment
Original document Ć Voucher
Matching document Ć Payment
 A/R Original Invoice
Original document Ć Invoice
 Receipt Application
Original document Ć Invoice
Matching document Ć Receipt
 Credit Memo/Adjustment
Original document Ć Invoice
Matching document Ć Credit Memo
 Unapplied Receipt
Original document Ć Receipt
Doc Co A number that, with the document number, document
type and G/L date, uniquely identifies an original
document, such as invoice, voucher, or journal entry.
If you use the Next Numbers by Company/Fiscal Year
feature, the Automatic Next Numbers program (X0010)
uses the document company to retrieve the correct next
number for that company.
If two or more original documents have the same
document number and document type, you can use the
document company to locate the desired document.
Doc Type A user defined code (00/DT) that identifies the origin and
purpose of the transaction.
J.D. Edwards reserves several prefixes for document
types, such as vouchers, invoices, receipts, and
timesheets.
The reserved document type prefixes for codes are:
P Accounts payable documents
R Accounts receivable documents
T Time and Pay documents
I Inventory documents
O Ordering document types
The system creates offsetting entries as appropriate for
these document types when you post batches.
Invoice Date The date of the invoice. This can be either the date of the
supplier's invoice to you or the date of your invoice to a
customer.

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 Working with Order Information

Field Explanation
G/L Date A date that identifies the financial period to which the
transaction will be posted. The Fiscal Date Patterns table
for general accounting specifies the date range for each
financial period. You can have up to 14 periods.
Generally, period 14 is used for audit adjustments.
Due Date The date the net payment is due (accounts receivable). In
accounts payable, this date is either the discount date or
the net due date, depending on what you entered or how
you set up your payment terms.
If you leave this field blank during invoice entry or
voucher entry, the system returns an error.
Gross Amount The gross amount of an invoice or voucher pay item,
including tax. The total amount for a voucher or invoice
is the accumulation of the open pay items. The
accounting distributions must balance to the gross
amount less recoverable VAT.

See Also

 Setting Up MultiĆCurrency in the General Accounting Guide for more

information on how to turn on multicurrency
 Reviewing Supplier Ledger Information in the Accounts Payable Guide for
information about viewing voucher amounts as if they were entered in a
currency other than the domestic or foreign currency

Printing Purchase Order Information by Supplier or Branch

From the Purchasing Reports menu (G43A111), choose PO Summary.

You might want to review information about purchase orders for a specific
supplier or branch/plant. The Summary by Supplier report prints purchase
order information by supplier, then by business unit. You can review individual
amounts for each purchase order, including the amount received and the
amount open. You can also review the total amount for all purchase orders.

If a purchase order contains detail lines for multiple branch/plants, the same
order might appear several times based on the branch/plant.

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Printing Order Detail Information

From the Subcontract Reports menu (G43D111), choose Print Subcontracts.

You can review detail information about logs and commitment distribution for
any contract on the Subcontract Detail report. You can also review all of the
multicurrency information that is associated with a contract if you have
multicurrency turned on. You can print information about all jobs, a specific
job, or an individual contract.

The Subcontract Detail report uses information from the Subcontract

Management Heading table (F4301), Subcontract Management Detail table,
Contract Log Detail table (F4303), and Contract Log Text table (F4304).

Printing Items on Order from a Supplier

From the Purchasing Reports menu (G43A111), choose Print PO by Requested

Date.

You might want to review information about the items that are currently on
order from a supplier. When you generate the PO by Requested Date report,
you can review the open quantity or dollar amount for each item and the date
through which each item will remain open based on the request date.

You use processing options to specify the aging columns in which open
quantities or dollar amounts appear. Processing options significantly affect the
data presentation for this report. A separate report page prints for each supplier
that you specify.

Processing Options for Purchase Order by Request Date

Periods
Period 1: Open thru day # ____________
Period 2: End of Period 1 thru ____________
day
Period 3: End of Period 2 thru ____________
day
Period 4: End of Period 3 thru ____________
day
Print
Enter ’1’ for descending order ____________
Enter ’1’ for Period 4 to include ____________
POs greater than range

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 Working with Order Information

Printing a History of Order Revisions

From the Purchasing Reports menu (G43A111), choose Purchases Journal.

Alternately, from the Subcontract Based Purchasing menu (G43D), choose

Subcontract Reports. From the Subcontract Reports menu (G43D111), choose
Purchase Journal.

You can review a history of changes to order detail lines when you print the
Journal report. This report lists original detail line information and changes that
have been made to the quantity or extended amount on each detail line.

For each order that prints, you can review:

 The sum of the original detail line amounts

 The sum of the detail line changes
 The sum of the current detail line amounts

Information for this report comes from the Purchasing Ledger table (F43199).
This report is applicable only if you set up order activity rules to create ledger
records.

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Receipt Processing

You can use either an informal or formal receiving process to acquire the goods
and services you requested on a purchase order.

You must use the formal receiving process if you purchase items to inventory.
You can use the informal or formal receiving process if you purchase items or
services to the general ledger.

Informal Receiving Process

An informal receiving process is one in which you enter receipt information at

the same time that you create a voucher. If you create a voucher for 50 pens,
the system determines that you received 50 pens.

When you use an informal receiving process, the system creates a single record
in the Purchase Order Receiver table (F43121) when you create a voucher. The
system also creates a liability for the purchase at that time.

Formal Receiving Process

A formal receiving process is one in which you enter details of a receipt before
you create vouchers. You create vouchers based on the receipt information. For
example, if you enter a receipt for 50 pens, you must create a voucher for 50
pens.

To accurately account for the receipt of goods, your formal receiving process is
likely to include:

 Taking physical receipt of items

 Identifying details of the receipt
 Recording details of the receipt

You can use purchase receivers in your formal receipt process to manually
record the receipt of goods upon delivery. You can then enter that information
into the system.

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Procurement

Receiver
Item A 10 x .25 = $2.50

Item B 15 x .10 = $1.50

Item C 20 x .25 = $5.00

Enter Receipts

You can eliminate the use of purchase receivers if you use terminals to enter
receipt information upon delivery or if you use copies of original purchase
orders as receiving forms.

When you use a formal receiving process, the system creates a receipt record in
the Purchase Order Receiver table (F43121) when you enter a receipt. The
system also creates a liability for the purchase at that time. When you create a
voucher, the system creates another record in the Purchase Order Receiver
table.

The formal receiving process includes the following tasks:

- Printing purchase receivers

- Entering receipts

- Working with journal entries for receipt transactions

- Printing receipt information

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Printing Purchase Receivers

A purchase receiver is a document you use to manually record the receipt of

goods upon delivery. A purchase receiver provides you with:

 Original purchase order information

 Quantities you have yet to receive
 A column for recording receipt quantities or amounts

You might need a purchase receiver to:

 Review purchase order information for incoming goods

 Confirm information about the items that you receive
 Record receipt information to enter on the system

You determine the information that prints on purchase receivers. Processing

options let you specify whether to print:

 Price information
 Order quantities
 CrossĆreference numbers
 Foreign currency amounts

You can set up order activity rules to print purchase receivers as a step in the
purchase order process. After you print a purchase receiver, you can have the
system advance the order to the next step in the purchasing process. You can
also have the system leave the order at its current status. To advance an order,
the system updates the status codes for detail lines, provided that you have set
the processing options for Purchase Receiver Print to allow the system to
update the status codes.

You can print purchase receivers using two different methods:

- Print receivers in batch mode

- Print receivers for individual orders

See Also

 Setting Up Order Activity Rules for more information on how to designate

printing purchase receivers as a step in the purchase order process

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Procurement

 R43510, Purchase Receiver Print in the Reports Guide for a report sample

Printing Receivers in Batch Mode

From the Purchase Order Processing menu (G43A11), choose Print Purchase
Receivers.

You can use purchase receivers to manually record receipt information for
goods upon delivery. You can print purchase receivers in batch mode based on
the criteria you specify using the Print Purchase Receivers procedure.

Processing Options for Purchase Receiver Print

Edits
1. Enter a ’1’ to prevent updating ____________
the Next Status Code.
2. Enter an override Next Status ____________
Code.
Print
1. Enter a ’1’ to inhibit printing ____________
of Cost Information.
2. Enter a ’1’ to inhibit printing ____________
of Quantity Information.
3. Enter a ’1’ to print the ____________
Supplier Item Number.
4. Enter the type of Cross ____________
Reference Number.
5. Enter a ’1’ to print associated ____________
text.
6. Enter a ’1’ to print routing ____________
operation codes.FUTURE
Currency
1. Enter a ’1’ to print amounts in ____________
Foreign Currency.

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 Printing Purchase Receivers

Printing Receivers for Individual Orders

From the Purchasing Reports menu (G43A111), choose Print Purchase Receiver.

When you print purchase receivers in batch mode, you might have to print a
second purchase receiver for some orders. For example, you might receive a
partial order, in which case you must print a second receiver to record the
remaining balance of the order. You can enter specific purchase orders for
which to print purchase receivers using the Print Purchase Receiver program.

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Entering Receipts

After you receive the goods on a purchase order, you must record the details of
the receipt. The system uses receipt information to:

 Update item quantities and costs in the Inventory Management system

 Update general ledger accounts

When you receive goods, you must verify that the details of the receipt
correspond to the information on the purchase order. You must verify item
numbers, quantities, units of measure, costs, and so forth. If the receipt details
differ from those on the purchase order, you must adjust the purchase order
detail lines to reflect the receipt. For example, if landed costs, such as delivery
charges or import taxes, apply to the item's purchase price, you enter these
costs for the order during the receipt process.

When a direct ship order is created in Sales Order Management, the system
automatically creates a corresponding purchase order. For a direct ship order,
you must enter a receipt to update the corresponding sales order with the new
status information. However, if you enter a partial receipt, the system splits the
corresponding order detail lines on the direct ship sales order and updates only
the order detail line that was received.

If you work in an inventory environment, you can specify the warehouse

location in which to store items upon receipt. If a certain location is full, you
can assign items to multiple locations. If you group items by lot, you can assign
items to a single lot or to multiple lots. If necessary, you can specify serial
numbers for these items.

Each time you receive an order, the system:

 Creates a receipt record in the Purchase Order Receiver table (F43121)

 Updates item quantities and costs in the Item Location table (F41021)
 Adds a new record to the Item Ledger table (F4111)
 Updates the appropriate accounts in the Account Ledger table (F0911)

Each time you cancel or reverse a receipt, the system updates the same tables
that were updated when you entered the original receipt.

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Procurement

To enter receipts, complete one or more of the following tasks:

- Enter receipt information

- Assign items to multiple locations and lots

- Assign serial numbers

- Reverse a receipt

Entering Receipt Information

You must enter receipt information to verify the receipt of goods or services on
a purchase order. You must verify the quantity, cost, and so forth for each order
you receive.

If you are entering a receipt that has many purchase order detail lines, you
might want to enter the information using the network. If you are entering a
receipt for a kit, you can enter receipt information for the components only.
You cannot enter a receipt for the parent item.

To enter a receipt, you must first locate the open purchase order detail lines
that correspond to the receipt. An open detail line contains items that have not
yet been received. The system retrieves all open detail lines for the item
number, purchase order number, or account number you specify. You can set
the processing options for Purchase Order Receipts to display cost information
and to determine whether you can change costs for the order detail lines.

You can review amounts in both foreign and domestic currencies using the
Foreign field on the Purchase Order Receipts form. If you change costs for an
order line, ensure that you do so in the appropriate currency mode.

You can use processing options for Purchase Order Receipts to specify how to
use the exchange rate. You can:

 Use the exchange rate that applies on the G/L date

 Prevent changes to the exchange rate

When you receive orders in a foreign currency, the system creates journal
entries for two different ledgers:

 The AA ledger for base currency amounts

 The CA ledger for foreign currency amounts

If the detail lines on a purchase order differ from the details of the actual
receipt, you must adjust the purchase order detail lines to reflect the receipt. For
example, if the order quantity on a detail line is 20 but you receive a quantity of

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 Entering Receipts

10, you must change the quantity on the detail line to 10. You specify whether
to close the remaining balance on the line or to keep it open.

If you receive an order in different units of measure, you must perform a partial
receipt for each unit of measure. For example, you might receive a portion of
an order in crates and the remaining portion in boxes. You must perform a
partial receipt for the crates and another receipt for the remaining boxes.

Before You Begin

- In the processing options for the Purchase Order Entry program, ensure
that the processing option in the Defaults section for line sequencing is
set to 0. If this processing option is set to 1, you will have difficulty
receiving change orders.

To enter receipt information

From the Purchase Order Processing menu (G43A11), choose Enter Receipts by
PO.

1. On Work With Purchase Orders to Receive, complete the following fields,

as necessary, to locate open purchase order details lines that correspond
to a receipt and click Find:
 Order Number
 Branch/Plant
 Item Number

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Procurement

 Account Number

Only those detail lines with a next status code equal to that which you
specified in processing options appear.

2. Choose a detail line for which to enter a receipt and click Select.

If you enter receipts by order number, all detail lines that are on the same
order as the detail line you selected appear. If you enter receipts by item,
all detail lines that contain the item that is on the detail line you selected
appear.

3. On Purchase Order Receipts, complete the following fields:

 G/L Date
 Receipt Date
4. Compare the receipt details to the detail line information and adjust the
following fields, as necessary:
 Units - Open To Receive
 Trans UOM
 Amount - Unit Cost Received
 Amount - Open To Receive
5. Adjust remaining information for each detail line, as necessary.
6. Type 1 in the following field for each detail line you want to receive and
click OK:
 Rec Opt

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 Entering Receipts

The option you enter determines whether the system leaves the balance
of the line open (option 1), closes the balance (option 7), or cancels the
line entirely (option 9).

See Also

 Entering Item Unit of Measure Information in the Inventory Management

Guide for information about how to set up the different units of measure
in which you receive items

Assigning Items to Multiple Locations and Lots

If you work in an inventory environment, you must assign items to a storage

location at the time of receipt. The system assigns an item to its primary location
unless you specify otherwise. If a receipt quantity exceeds the limit for a
location, you can assign the items to multiple locations. For example, if you
receive 100 pens, you can assign 50 to one location and 50 to another location.

You can assign a lot number to each order you receive. You can also assign
multiple lots to an order. For example, if you receive a large quantity of
batteries, you can assign them all to one lot or you can assign them to different
lots based on their expiration dates.

To assign items to multiple locations and lots

From the Purchase Order Processing menu (G43A11), choose Enter Receipts by
PO.

1. On Work With Purchase Orders to Receive, choose the detail line for
which to enter a receipt and click Select.
2. On Purchase Order Receipts, choose the detail line that contains the
shipment of items and choose Multiple Locations from the Row menu.

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3. On Select Multiple Locations, complete the following fields for each

location and lot to which you want to assign the items and click OK:
 Quantity
 Location
 Lot / Serial
 Branch/Plant
 Expiration Date
 Lot Status Cd

Field Explanation
Location The area in the warehouse where you receive inventory.
The format of the location is user defined and you enter
the location format for each branch/plant.
Lot / Serial A number that identifies a lot or a serial number. A lot is
a group of items with similar characteristics.

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 Entering Receipts

Field Explanation
Expiration Date The date on which a lot of items expires.
The system automatically enters this date if you have
specified the shelf life days for the item on Item Master
Information or Item Branch/Plant Information. The
system calculates the expiration date by adding the
number of shelf life days to the date that you receive the
item.
You can commit inventory based on the lot expiration
date for items. You choose how the system commits
inventory for an item on Item Master Information or Item
Branch/Plant Information.
Lot Status Cd A user defined code (41/L) that indicates the status of the
lot. If you leave this field blank, it indicates that the lot is
approved. All other codes indicate that the lot is on hold.
You can assign a different status code to each location in
which a lot resides on Item/Location Information or
Location Lot Status Change.

See Also

 Working with Item Locations in the Inventory Management Guide

 Entering Lot Information for Items in the Inventory Management Guide

Assigning Serial Numbers

From the Stock Based Purchasing menu (G43A), choose Purchase Order
Processing. From the Purchase Order Processing menu (G43A11), choose Enter
Receipts by PO.

To monitor individual items, you can assign each item a serial number. You
must assign unique serial numbers to items for which you have specified
advanced serial number processing in item master information. For example, if
you receive televisions, you must assign a unique serial number to each
television that you receive.

To assign serial numbers

1. On Work With Purchase Orders to Receive, choose the detail line for
which to enter a receipt and click Select.
2. On Purchase Order Receipts, choose the detail line that contains the
shipment of items and choose Multiple Locations from the Row menu.

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3. On Select Multiple Locations, complete the following fields for each serial
number to which you want to assign the item and click OK:
 Quantity
 Location
 Lot / Serial
 Branch/Plant
 Expiration Date
 Lot Status Cd
 Memo Lot 1
 Memo Lot 2
 Supplier Lot

The quantities you enter cannot exceed the total quantity on the detail line. The
system replaces the single detail line on Enter Receipts with a detail line for
each quantity that you specified in Select Multiple Locations.

Field Explanation
Location The area in the warehouse where you receive inventory.
The format of the location is user defined and you enter
the location format for each branch/plant.
Lot / Serial A number that identifies a lot or a serial number. A lot is
a group of items with similar characteristics.
Lot Description A brief description of a specific lot.
Expiration Date The date on which a lot of items expires.
The system automatically enters this date if you have
specified the shelf life days for the item on Item Master
Information or Item Branch/Plant Information. The
system calculates the expiration date by adding the
number of shelf life days to the date that you receive the
item.
You can commit inventory based on the lot expiration
date for items. You choose how the system commits
inventory for an item on Item Master Information or Item
Branch/Plant Information.
Lot Status Cd A user defined code (41/L) that indicates the status of the
lot. If you leave this field blank, it indicates that the lot is
approved. All other codes indicate that the lot is on hold.
You can assign a different status code to each location in
which a lot resides on Item/Location Information or
Location Lot Status Change.
Supplier Lot Number The supplier's lot number for the item.

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 Entering Receipts

Field Explanation
Memo Lot 1 A higher classification or grouping of serial number or lot
processed items, maintained within the Lot Master
(F4108).
Memo Lot 2 A higher classification or grouping of serial number or lot
processed items, maintained within the Lot Master
(F4108).

Processing Options: Purchase Order Receipts (P4312)

Defaults Tab

These processing options define the default information that the system uses
during Purchase Order Receipts (P4312).

1. Inquiry Order Type

Use this processing option to identify the type of document. This user defined
code (00/DT) also indicates the origin of the transaction. J.D. Edwards has
reserved document type codes for vouchers, invoices, receipts, and time sheets,
which create automatic offset entries during the post program. (These entries
are not selfĆbalancing when you originally enter them.) The following prefixes
for document types are defined by J.D. Edwards, and J.D. Edwards recommends
that you do not change them:

P Accounts Payable documents

R Accounts Receivable documents
T Payroll documents
I Inventory documents
O Purchase Order documents
J General Accounting/Joint Interest Billing documents
S Sales Order Processing documents

You must enter a value that has been set up in user defined code table 00/DT.

2. Receipt Document Type

Use this processing option to identify the type of document. This user defined
code (00/DT) also indicates the origin of the transaction. J.D. Edwards has
reserved document type codes for vouchers, invoices, receipts, and time sheets,
which create automatic offset entries during the post program. (These entries
are not selfĆbalancing when you originally enter them.) The following prefixes
for document types are defined by J.D. Edwards, and J.D. Edwards recommends
that you do not change them:

P Accounts Payable documents

R Accounts Receivable documents

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T Payroll documents
I Inventory documents
O Purchase Order documents
J General Accounting/Joint Interest Billing documents
S Sales Order Processing documents

You must enter a value that has been set up in user defined code table 00/DT.

Status Defaults Tab

These processing options control which status codes the system uses for
receipts.

1. Acceptable Incoming Status Code 1

Use this processing option to specify a next status. Orders are eligible for
receipt when they have the next status that you specify for this processing
option.

Before you complete this processing option, review the order activity rules that
you have set up.

2. Acceptable Incoming Status Code 2

Use this processing option to specify a next status. Orders are eligible for
receipt when they have the next status that you specify for this processing
option.

Before you complete this processing option, review the order activity rules that
you have set up.

3. Acceptable Incoming Status Code 3

Use this processing option to specify a next status. Orders are eligible for
receipt when they have the next status that you specify for this processing
option.

Before you complete this processing option, review the order activity rules that
you have set up.

4. Outgoing Status for Partial Receipts

Use this processing option to specify the next status that the order moves to
after a partial receipt.

Before you complete this processing option, review the order activity rules that
you have set up.

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 Entering Receipts

5. Outgoing Status for Closing

Use this processing option to specify the next status that the order moves to
after the system closes or fully receives the detail line.

J.D. Edwards recommends that you use status code 999 for closed or fully
received detail lines.

6. Outgoing Status for Canceling

Use this processing option to specify the next status that the order moves to
after the system cancels a detail line.

J.D. Edwards recommends that you use status code 999 for cancelled detail
lines.

Display Tab

These processing options control whether the following types of information

appear in the Purchase Order Receipts program (P4312) and whether they can
be changed:

 Sales order backorder information

 Lot information
 Cost protection
 Kit information
 Receiving mode

1. Sales Order Backorders

Use this processing option to specify how you want to release backordered
sales orders.

1 Automatically display the Sales Order Backorder Release form.

Blank Do not release sales orders.

2. Lot Information

Use this processing option to specify whether you want the system to display
lot information, such as the Lot field and the Expiration Date field. Valid values
are:

Blank Do not display lot information.

1 Display the lot information fields.
2 Display and protect the lot information fields.

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3. Cost Protection

Use this processing option to specify whether you can change costs.

1 The costs fields appear on the form, but cannot be changed.

2 The system hides cost information. The Cost field does not appear.
Blank The Cost field appears on the form and can be overridden.

4. Kits

Use this processing option to specify whether the system displays kit
component lines or only the parent line.

1 The system displays kit parents (FUTURE).

2 The system displays kit components.

For the B73.3 version of the software, you can only receive kits at the
component level.

5. Receiving Mode

Use this processing option to specify the mode that the system uses to receive
detail lines. Valid values are:

1 Receive by purchase order

2 Receive by item
3 Receive by G/L account
4 Receive by shipment number

When you select only one detail line on the Work With Receipts menu, the
system displays all the detail lines on the Receipt Revisions menu that meet the
criteria of the mode that you have entered.

For example, if you enter 1 for the receiving mode and select one detail line on
the Work With Receipts form, the system displays all lines for the purchase
order. If you enter 2 for the receiving mode and select one detail line on the
Work With Receipts form, the system displays all lines for the selected item. If
you enter 3 for the receiving mode and select one detail line on the Work With
Receipts form, the system displays all lines for the G/L account. If you enter 4
for the receiving mode and select one detail line on the Work With Receipts
form, the system displays all lines for the shipment number.

Process Tab

These processing options control whether you are able to perform procedures
such as:

 Updating supplier information

 Specifying a lot number to use as a default value

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 Entering Receipts

 Automatically selecting all detail lines for receipt

 Entering serial number information
 Entering quantity information manually or automatically
 Reviewing or updating landed cost information
 Printing a receipt traveler document
 Recording supplier analysis information
 Sending a message to a receipt originator automatically
 Specifying a sales order status for direct ship receipt

1. Supplier Update Mode

Use this processing option to update the supplier number in the Item/Branch
table (F4102).

1 Update the supplier number in the Item/Branch table (F4102) if the value
for the supplier number is zero.
2 Update the supplier number in the Item/Branch table (F4102) regardless
of the value for the supplier number.
Blank Do not update supplier number.

2. Lot Default

Use this processing option to specify whether the system uses default lot and
location information in the Purchase Order Receipts program (P4312).

1 The system uses the location and lot number from the primary item
balance location in the Item Location table (F41021).
Blank Do not use default lot and location information.

3. Option Default

Use this processing option to specify whether you want the system to
automatically select all detail lines for receipt, which prevents you from having
to manually select each detail line.

1 Automatically select all detail lines for receipt.

Blank Do not automatically select all detail lines for receipt.

4. Serial Numbers

Use this processing option to specify whether you want the system to allow you
to enter serial number information. Note that before you enter serial number
information, you should verify that you have entered Y (yes) in the Serial
Number Required Y/N field on the Item Branch Revisions form (F4102).

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1 You can enter serial number information in the Serial Number table
(F4220).
Blank You cannot enter serial number information in the Serial Number table
(F4220).

5. Quantity Entry

Use this processing option to indicate whether you want manual or automatic
entry of quantity information.

1 Enter the quantity manually.

Blank The system uses the open quantity as the default value for this field.

6. Landed Costs

Use this processing option to indicate whether you want to manually apply
landed costs or whether the system automatically applies landed costs. Note that
you can manually apply landed costs after a receipt on the Receipts Inquiry
form, which you access through the Standalone Landed Cost program (P43214).

1 Display the Landed Cost Selection form, where you can review or update
the information.
2 Automatically apply the landed cost rule without displaying the Landed
Cost Selection form.
Blank Do not apply any landed costs.

If you are applying landed costs to an item that is in the Receipt Routing
process, you must specify a value of 2 for this processing option.

7. Receipt Traveler Document

Use this processing option to specify whether you want the system to print a
receipt traveler document after each receipt.

1 Automatically print a receipt traveler document after each receipt. The

system uses the version that you specified in the Versions tab.
Blank Do not print a receipt traveler document after each receipt.

8. Supplier Analysis

Use this processing option to indicate whether you want the system to capture
supplier analysis information.

1 The system records information such as item numbers, dates, and

quantities for every purchase order in the Supplier/Item Relationships
table (F43090). To make supplier analysis most effective, enter 1 for this
processing option and set the processing options for the Purchase Order
Entry program (P4310) and the Voucher Match program (P4314) to
capture the same information.

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 Entering Receipts

Blank The system does not capture supplier analysis information.

9. Text Deletion

FUTURE.

10. Direct Ship Status

Use this processing option to specify the sales order status for direct ship
receipt. The status that you enter in this field determines the next status of the
sales order.

Before you complete this processing option, review your order activity rules.

11. Receipt Routing

Use this processing option to activate receipt routing.

1 Activate receipt routing.

Blank Do not activate receipt routing.

12. Journal Entries

Use this processing option to summarize journal entries. If you are tracking
commitments using the PA or PU ledgers, you cannot use this processing
option.

1 Summarize journal entries.

Blank Do not summarize journal entries.

Tolerance Tab

These processing options control the way that the system performs tolerance
checking for detail lines.

1. Quantity and Amount

Use this processing option to indicate whether the system checks to determine
if a detail line's quantity and amount exceed the tolerance percentage. To check
your tolerance, you can access the Tolerance Setup program (P4322).

1 Display a warning when the detail line exceeds the tolerance.

2 Display an error message when the detail line exceeds the tolerance.
Blank Do not check quantities and amounts to determine whether they exceed
tolerance.

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2. Date

Use this processing option to determine whether the system checks to

determine if a detail line's date is outside of the tolerance date range. To check
your tolerance date range, you can access the Supplier/Item Information
program (P43090).

1 Display a warning when the receipt date in the detail line is outside of
the tolerance date range.
2 Display an error message when the receipt date in the detail line is
outside of the tolerance date range.
Blank Do not check receipt dates for detail lines to determine whether they
exceed tolerance.

Warehouse Tab

These processing options control how the Purchase Order Receipts (P4312)
interfaces with the Warehouse Management system.

1. Putaway Mode

Use this processing option to specify how the system processes putaway
requests.

1 Create a putaway request only. You must create location suggestions and
confirm location suggestions separately.
2 Create a putaway request and process the request using the subsystem.
3 Receive goods directly into the reserved locations, and do not create
requests or suggestions.
Blank Do not create a putaway request. If you do not create putaway using the
Purchase Order Receipts program (P4312), the items that you receive will
remain in the receiving location. Then you can create putaway requests
manually or create them by reversing the receipt of the purchase order,
setting this processing option to create putaway requests by reversing the
purchase order receipt, and receiving the purchase order again.

2. Putaway Requests (P46171)

Use this processing option when you are processing putaway requests using the
subsystem and need to specify the version of Location Selection that you want
to use.

If you leave this processing option blank, the system uses XJDE0001.

3. Online Reservations (P46130)

Use this processing option to specify the version of Online Reservations that the
system uses.

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 Entering Receipts

If you leave this processing option blank, the system uses XJDE0001.

4. Warehouse Cross-Docking

Use this processing option to specify whether the system performs warehouse
crossĆdocking on the purchase order receipts. This option only applies if the
Sales Order Backorder Release form is displayed.

1 Perform warehouse crossĆdocking.

Blank Do not perform warehouse crossĆdocking.

Currency Tab

These processing options control which date the system uses as the effective
date and also whether the exchange rate can be changed.

1. Effective Date

Use this processing option to indicate which date the system uses as the
effective date.

1 Use the G/L date as the effective date.

Blank Use today's date as the effective date.

2. Protect Rate

Use this processing option to specify whether you can change the exchange
rate.

1 You cannot change the exchange rate.

Blank You can change the exchange rate.

Versions Tab

These processing options allow you to enter the version for each application. If
you leave any of the following processing options blank, the system uses the
ZJDE0001 version.

1. Open Order Inquiry (P4310)

Use this processing option to define the version that the system uses when you
are using the Open Order Inquiry program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

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2. Sales Order Backorder Release (P42117)

Use this processing option to define the version that the system uses when you
are using the Sales Order Backorder Release program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

3. Receipt Traveler (P43512)

Use this processing option to define the version that the system uses when you
are using the Receipt Traveler Release program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

4. Receipt Routing (P43250)

Use this processing option to define the version that the system uses when you
are using the Receipt Routing program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

5. Putaway Requests (P46171)

Use this processing option when you are processing putaway requests using the
subsystem and need to specify the version of Location Selection that you want
to use.

If you leave this processing option blank, the system uses XJDE0001.

6. Purchase Order Entry (P4310)

Use this processing option to define the version that the system uses when you
are using the Purchase Order Entry program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

7. G/L Journal Entries (P0900049)

Use this processing option to define the version that the system uses when you
are using the G/L Journal Entries program. You can only review versions for this
program in the interactive versions list.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

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 Entering Receipts

8. Landed Cost Selection (P43291)

Use this processing option to define the version that the system uses when you
are using the Landed Cost Selection program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

9. Test Results Revisions (P3711)

Use this processing option to define the version that the system uses when you
are using the Test Results Revision program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

Flexible Accounting Tab

This processing option controls whether you are working with flexible
accounting.

1. Flexible Accounting

Use this processing option to specify whether flexible accounting is activated.

Activate flexible accounting if you are using the Cost Management System, or if
you are working with flexible sales accounting.

1 Activate flexible accounting.

Blank Do not activate flexible accounting.

Bulk Tab

These processing options control how the system processes bulk transaction
information.

1. Quantities

Use this processing option to specify how the system records bulk transaction
quantities.

1 Record the difference between ambient and standard quantities received

as a temperature gain or temperature loss.
2 Update the unit cost as the extended cost divided by the standard
quantity.
Blank Quantities are purchased and received in standard mode.

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2. Transaction Volumes

Use this processing option to specify whether the system records bulk
transaction volumes in standard or ambient mode.

1 Record transaction volumes in standard mode.

Blank Record transaction volumes in ambient mode.

Interoperability Tab

This processing option controls whether the system performs outbound

interoperability processing.

1. Transaction Type

Use this processing option to specify a transaction type for the interoperability
transaction.

If you leave this processing option blank, the system will not perform outbound
interoperability processing.

Workflow Tab

These processing options control how the system performs the notification
process.

1. Receipt Notification

Use this processing option to specify the recipient of the e-mail that the system
automatically sends when goods are received.

1 Send e-mail to the buyer.

2 Send e-mail to the person who originated the transaction.
3 Send e-mail to both the buyer and the person who originated the
transaction.

2. Planner Notification

Use this processing option to specify the recipient of the eĆmail that the system
automatically sends when an item is received that is related to a work order .

1 Send eĆmail to the planner.

Blank Do not send eĆmail.

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 Entering Receipts

Reversing a Receipt

You can reverse a receipt as long as you have not yet created a voucher for the
receipt. You might need to do this if you recorded a receipt by mistake or you
recorded the wrong receipt.

If you are reversing a receipt for an item that goes through a receipt routing
process, you must move it back to the first operation in the route before you
can reverse the receipt. You must also reverse all dispositions.

When you reverse a receipt, the system accounts for the order as if it were
never received. It reverses all accounting and inventory transactions.

To reverse a receipt

On the Receipts Matching and Posting menu (G43A15), choose Open Receipts
by Supplier.

1. On Work With Purchase Receipts, complete one or more of the following

fields to locate the receipt to reverse and click Find:
 Branch/Plant
 Order Number
 Supplier
 Item Number
 Account

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2. Choose the receipt and choose Reverse Receipt from the Row menu.
3. Choose Close to exit the Work With Purchase Receipts form.
4. On Reversal Verification, click OK.

See Also

 Working with Items in a Receipt Route for information about receipt

routing movement and disposition

Processing Options for Purchase Receipts Inquiry

Defaults
1.- Order Type ____________
2.- Currency Code ____________
Versions
1.- PO Inquiry (P4310) ____________
2.- A/P Ledger Inquiry (P0411) ____________
3.- Receipt Reversal (P4312) ____________
4.- Receipt Routing Movement ____________
(P43250)
5.- Landed Cost Selection ____________
(P43291)
Process
1.- Enter ’1’ to allow reversals, ____________
’2’ to apply landed cost:
Landed Cost
1.- Enter a ’1’ to summarize ____________
journal entries. If left blank,
journal entries are written in
detail.
Self-Service
1.- Enter a ’1’ to activate ____________
Supplier Self-Service. If left
blank, no activation.

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Working with Journal Entries for Receipt Transactions

The system creates journal entries each time you enter or reverse a receipt. You
can review the journal entries for accuracy and then post them to the general
ledger (G/L).

Complete the following tasks:

- Review journal entries for receipts

- Post receipts

Reviewing Journal Entries for Receipts

From the Purchase Order Processing menu (G43A11), choose Receipts Matching
and Posting. On the Receipts Matching and Posting menu (G43A15), choose
Review G/L Receipts Journal.

When you enter a formal receipt, the system creates journal entries that:

 Debit an inventory account

 Credit a received not vouchered account

The system retrieves account numbers for which to create journal entries from
automatic accounting instructions (AAIs). A separate AAI table exists for
inventory accounts and received not vouchered accounts. The system retrieves
an account number from each table based on the company, business unit, and
G/L category code that applies to a receipt.

For example, you enter a receipt for 100.00 worth of inventory items. The items
have a G/L category code of IN20 and were purchased for business unit A in
company 100. When you enter a receipt, the system retrieves the inventory
account number and the received not vouchered account number for company
100, business unit A, and the IN20 G/L category code to create the following
journal entries:

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Received Not
Inventory Vouchered

100 100

If you enter purchase order detail lines by account number, the system charges
each receipt against the account number on the detail line. The system retrieves
a received not vouchered account number from AAIs.

If tax is applicable to a receipt, the system also creates tax accrual entries. If you
apply landed costs at the time of receipt, the system creates entries for accrued
landed costs.

You might use a standard cost method to determine the inventory cost for an
item. The standard cost for an item remains consistent unless you manually
change it. If a variance exists between the standard cost and the price at which
you purchase an item, the system creates journal entries to account for the
variance. You specify variance accounts in automatic accounting instructions.

For example, if you enter a formal receipt for 80.00 worth of inventory items
and the standard cost for the items is 100.00, the system creates the following
journal entries:

Standard Cost Variance

Inventory Received Not Purchase Price

Vouchered Variance

100 80 20

You use processing options to specify whether the system creates separate
journal entries for each detail line or summarizes the entries for all lines.

When you reverse a receipt, the system automatically reverses the

corresponding journal entries.

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 Working with Journal Entries for Receipt Transactions

See Also

 Setting Up Automatic Accounting Instructions

 Reviewing and Posting Journal Entries for Voucher Transactions
 Working with Basic Journal Entries in the General Accounting Guide

Posting Receipts

From the Receipts Matching and Posting menu (G43A15), choose G/L Receipt
Post.

After you review journal entries, you can post them to the general ledger using
the G/L Receipt Post procedure.

The posting process does the following:

1. Selects qualified batches of unposted transactions from the Account

Ledger table (F0911).
2. Edits and verifies each transaction.
3. Posts accepted transactions to the Account Balances table (F0902).
4. Marks each transaction and batch header as posted in the Account Ledger
table (F0911) and the Batch Control table (F0011).

See Also

 Posting Journal Entries in the General Accounting Guide

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Printing Receipt Information

You can print receipt information that is specific to purchase orders, suppliers,
business units, and so forth. To print receipt information, complete the
following tasks:

- Print open orders

- Print the status of open orders

- Print receipt information by supplier

Printing Open Orders

From the Purchasing Reports menu (G43A111), choose Print Open Purchase
Orders.

You can print a list of all suppliers from whom you have a specific item on
order. You can review the order quantity and the quantity and amount left to
receive from each supplier. You can also use the Open POs by Item report to
review open order information for specific items or account numbers, or to
review the dates you expect to receive items.

Printing the Status of Open Orders

From the Purchasing Reports menu (G43A111), choose Open Purchase Order
Status.

You can print the Open Purchase Order Status report to review purchase orders
containing items that are overdue. For each purchase order you specify, you
can review the following detail line information:

 Original order quantity

 Received quantity
 Quantity open to receive
 Days overdue

Information for this report prints in the following order:

 User ID

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Procurement

 Supplier
 Order number
 Line number

A total open dollar amount is provided for:

 Each purchase order

 Each supplier
 Each user
 The entire report

See Also

 R43525, Open Purchase Order Status in the Reports Guide for a report
sample

Processing Options for Open Purchase Order Status

Print
1. Enter the “As Of” Date for the ____________
report. This date will determine
the days overdue and will be used
for thru-date processing.

Printing Receipt Information by Supplier

From the Purchasing Reports menu (G43A111), choose Inventory Receipts

Register.

You can print the Inventory Receipts Register report to review all items you
have received from a supplier. This report contains the following information
for each detail line that pertains to a supplier:

 Item number or account number

 Date the order was received
 Received quantity and amount

In an inventory environment, you can use this report as a receipt traveler

document, which you can attach to items so that personnel in the warehouse
can reference receipt information. In this case, only the detail line that pertains
to a specific receipt appears on the report.

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Voucher Processing

Before you can pay a supplier for the goods and services you purchase, you
must create a voucher that:

 Indicates that the terms of a transaction are met

 Specifies the amount to pay to the supplier
 Notifies the Accounts Payable system to cut a check

You can create a voucher based on an invoice. This method is called the
threeĆway voucher match. You use this method to verify that invoice
information corresponds to your receipt records. For example, if a supplier bills
you for 100.00 worth of goods, you must verify that you received 100.00 worth
of goods.

If you do not record receipt information, you can use the twoĆway voucher
match. You use this method to verify that invoice information corresponds to
purchase order detail lines and then you create vouchers.

You can also create vouchers:

 In batch mode using only receipt information. You use this method when
you have an agreement with your suppliers that your receipt records are
sufficient for creating vouchers and that invoices are unnecessary. For
example, if receipt records indicate that you received 100.00 worth of
goods, the system creates a voucher for 100.00 worth of goods.
 For withholding a portion of the gross payment as retainage. Retainage is
a percentage of a committed amount that is held until a specified date
after the order is complete. For example, if you create a voucher for
100.00 with retainage of 10 percent, the actual payment will be 90.00,
with 10.00 held as retainage. You release retainage by entering a payment
voucher for the amount that you want to release.
 To make progress payments on an order.
 For units if you are paying against a unit based order. In a unit based
order, you specify payments based on the number of units completed.
You should enter either the number of units for which you are paying or
the gross payment. The system then calculates the other value based on
the price per unit.

You might want to review the receipt records for which you must create
vouchers. After you locate this information, you can enter landed costs (costs in
excess of an item's purchase price) for the items you have received.

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Procurement

If you receive an invoice before you take receipt of the goods and services, you
can create a preliminary voucher to account for the billing amount. After you
receive the goods or services on the invoice, you can redistribute the amounts
to the appropriate general ledger accounts.

Voucher processing includes the following tasks:

- Reviewing open receipts

- Entering landed costs

- Creating vouchers

- Working with retainage

- Creating multiple vouchers from receipt records

- Working with journal entries for voucher transactions

- Logging invoices prior to receiving goods

- Printing voucher information

Before You Begin

- Set up A/P payment processing. For more information, see Entering

Supplier Records, Creating Payment Groups, Writing Payments, and
Setting Up a Print Sequence for Payments in the Accounts Payable Guide.

See Also

 Receipt Processing for more information about recording receipt

information

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Reviewing Open Receipts

You can review open receipts, which are receipts for which you have not yet
created vouchers. You might do this to determine the receipts for which you
must create vouchers. You can review the amount and quantity open for each
receipt.

If you need to check an order to see whether any vouchers have already been
created, you can use the Vouchered option on the Work with Purchase Receipts
form to search for order detail lines for which a voucher has been created. The
system displays the order detail lines with the quantity and amount that are
entered on the voucher.

To review open receipts

From the Receipts Matching and Posting menu (G43A15), choose Open Receipts
by Supplier.

1. On Work With Purchase Receipts, complete one or more of the following

fields to locate open receipts and click Find:
 Branch/Plant
 Order Numbers

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Procurement

 Supplier
 Item Number
 Account
2. Review the following fields for each receipt:
 Quantity Not Vouchered
 Amount Not Vouchered
3. To review detailed information for a receipt, select the row and choose
the option from the Row menu that corresponds to the information that
you want to review.

Field Explanation
Quantity Not Vouchered The original quantity for the order detail line, plus or
minus any changes to that quantity, minus all quantities
shipped, received, and vouchered to date.
Amount Not Vouchered The amount of the order, invoice, or voucher that is still
unpaid or open. When you enter a document (for
example, an order, invoice, or voucher), the open amount
is the original amount of that document. If you change
the original amount, the open amount is reduced by the
net change. For example, payments, shipments, or
receipts against a document result in a reduction of the
open balance.

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 Reviewing Open Receipts

Processing Options for Purchase Receipts Inquiry

Defaults
1.- Order Type ____________
2.- Currency Code ____________
Versions
1.- PO Inquiry (P4310) ____________
2.- A/P Ledger Inquiry (P0411) ____________
3.- Receipt Reversal (P4312) ____________
4.- Receipt Routing Movement ____________
(P43250)
5.- Landed Cost Selection ____________
(P43291)
Process
1.- Enter ’1’ to allow reversals, ____________
’2’ to apply landed cost:
Landed Cost
1.- Enter a ’1’ to summarize ____________
journal entries. If left blank,
journal entries are written in
detail.
Self-Service
1.- Enter a ’1’ to activate ____________
Supplier Self-Service. If left
blank, no activation.

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Entering Landed Costs

When you purchase items, it is not uncommon to pay extra costs for harbor
fees, broker fees, and so on. These costs are called landed costs." You can
enter landed costs for items during the receipt process or as a standĆalone
process.

Entering Landed Costs During the Receipt Process

You can enter landed costs when you enter receipt information. You might
choose this process if landed cost information is available to you when you
receive items.

To enter landed costs during the receipt process, you must set the Landed Cost
processing option in Purchase Order Receipts (P4312) to apply landed costs.
After you enter a receipt, the system displays the landed costs that apply to the
items so that you can review or change the costs.

You also can set the Landed Cost processing option in Purchase Order Receipts
(P4312) to automatically apply the landed cost rule without displaying the
Landed Cost Selection form.

Entering Landed Costs as a Stand-Alone Process

You might choose to enter landed costs as a standĆalone process if landed cost
information is not available to you upon receipt of an item. You can access
StandĆAlone Landed Cost from the Receipts Matching and Posting menu.

StandĆAlone Landed Cost and Open Receipt by Supplier are identical forms. You
set processing options to use StandĆAlone Landed Cost to apply landed costs to
open receipts.

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Procurement

Landed costs are only applicable to items for which you record receipt
information. When you enter landed costs for items, the system only allows you
to work with the landed costs that have been set up and assigned to the item.
For each item you receive, you can review, change, and enter the landed costs
assigned to the item.

After you enter landed costs for items, the system might create a separate
landed cost detail line for which you must create a voucher. Whether you must
create this additional voucher depends on how you set up each landed cost.
You can review landed cost detail lines on the Voucher Match form.

When you enter landed costs, you also can run the Copy Manufacturing Cost
Components program (R41891), which copies simulated or frozen cost
information from the Cost Component table (F30026) to the Item Cost
Components table (F41291).

Before You Begin

- Define landed costs and landed costs rules on Landed Cost Revisions.

- Assign landed cost rules to items, purchase orders, or detail lines, as

necessary.

- Verify that processing options are set appropriately for the program in
which you enter landed costs.

To enter landed costs

From the Receipts Matching and Posting menu (G43A15), choose StandĆAlone
Landed Cost.

1. On Work With Purchase Receipts, locate the receipt record for which to
enter landed costs.

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 Entering Landed Costs

2. Click on the receipt record and choose Apply Landed Cost from the Row
menu.

3. On Landed Cost Selection, to change landed cost amounts, complete the

following fields:
 Amount - Unit Cost
 Extended Amount
4. Click OK to accept the costs.

See Also

 Setting Up Landed Costs for more information about defining calculations

for landed costs
 Creating Vouchers for more information about the Voucher Match form

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Procurement

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Creating Vouchers

You must create a voucher before you can pay a supplier for purchases. You
usually create a voucher for the billing amount on an invoice. ThreeĆway
voucher match and twoĆway voucher match are the two methods of creating a
voucher.

Three-Way Voucher Match

Using the threeĆway voucher match method, you verify that a billing amount is
correct by matching it to your receipt records. For example, if a supplier bills
you for 10.00 worth of items, you can check your receipt records to see that
you received 10.00 worth of items.

Order
Open Receipts
Invoice
Acme Supply
Company

Item 1 10 x .50 = 5.00 Item 1 10 x .50 = 5.00

Item 2 20 x .25 = 5.00 Item 2 20 x .25 = 5.00

Due 10.00 10.00 10.00

Two-Way Voucher Match

Using the twoĆway voucher match method, you create a voucher from the order
detail line. For example, you can make progress payments on a contract or an
order.

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Procurement

Purchase Orders
Invoice
Acme Supply
Company

Item 1 10 x .50 = 5.00

Item 2 20 x .25 = 5.00

Due 10.00 10.00

You can create a voucher for units if you are paying against a unit based order.
In a unit based order, you specify progress payments based on the number of
units completed. You should enter either the number of units for which you are
paying or the gross payment. The system then calculates the remaining value
based on the price per unit.

For example, if you enter a voucher for 1000 square feet of drywall at a cost of
0.25 per square foot, the system calculates your gross payment as 250.00.
Conversely, if you enter a voucher for 250.00 with a unit price of 0.25, the
system calculates the number of units as 1000.

If you have multicurrency turned on, the system calculates the total values
based on the currency that you select. For example, if you enter a voucher for
1000 units at 0.25 per unit, the system calculates the total payment in the
currency you specify.

If you are entering a voucher for a kit, you can enter voucher information at the
component level only.

You might need to reverse a voucher. For example, you might have to return
the items for which you created the voucher.

You also might need to make a correction to an invoice adjustment that reflects
a price change to an item or an error on a previous invoice. To make the
change, you must create a new voucher that reflects the adjustment to the
previous voucher.

To create vouchers, complete one of the following tasks:

- Choose receipt records to match to a voucher

- Choose order detail lines to match to a voucher

- Choose order detail lines for freight charges

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 Creating Vouchers

- Recording cost changes to an invoice

- Managing invoices received in an alternate currency

Before You Begin

- Review all processing options for Standard Voucher Entry and Voucher
Match and set the voucher match version.

See Also

 See Entering Standard Vouchers in the Accounts Payable Guide for more
information on Standard Voucher Entry and the associated processing
options

Choosing Receipt Records to Match to a Voucher

For the three way voucher match (formal receipt process), you create a voucher
from an invoice. You must locate the receipt records that correspond to the
invoice and match them to the invoice. For example, if a supplier has sent you
an invoice for 100.00, you must locate and match the receipt records for the
100.00 worth of items that correspond to the invoice. Note that you can choose
multiple receipt records to match on a single voucher.

The total amount of the receipt records you match to an invoice must equal the
amount on the invoice. For example, if two receipt records correspond to an
invoice and each receipt record is for 200.00, the invoice amount must equal
400.00 to perform a match.

If an invoice reflects a partial order, you can change the quantity or amount of a
receipt record to match the invoice. The system leaves the remaining balance of
the receipt record open. For example, if a receipt record reflects 100 items but
the invoice amount reflects 50 items, you can change the receipt record quantity
to 50. You can create a voucher for the remaining 50 items at a later time.

If you match receipt records to invoices to create vouchers, you cannot cancel a
receipt record. Instead, you must reverse the voucher in Match Voucher to
Open Receipt and then reverse the receipt in Open Receipts by Supplier.

The system creates a voucher interactively when you match receipt records to
an invoice.

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Procurement

To choose receipt records to match to a voucher

From the Receipts Matching and Posting menu (G43A15), choose Match
Voucher to Open Receipt.

Alternately, from the Subcontract Processing menu (G43D11) choose Progress

Payments.

If you use Supplier Ledger Inquiry, you must set processing options to perform
voucher match processing.

1. On Supplier Ledger Inquiry, click Add.

2. On Voucher Match, complete the following fields to enter record

information:
 Branch/ Plant
 Supplier
 Invoice Num.
 Invoice Date
 G/L Date
 Co.

You can have the system enter the gross amount and tax for you based
on the detail lines or receipt records you choose if you match to the
invoice.

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 Creating Vouchers

3. Choose Receipts to Match from the Form menu.

4. On Select Receipts to Match, complete the following optional fields and

click Find:
 Expense Account
 Item Number
5. Choose the receipt records that correspond to the invoice and click OK.

The system returns the lines you selected to the Voucher Match form.

6. On Voucher Match, complete the following field:

 OP
7. Complete the following optional fields for receipt records to reflect the
invoice, as necessary:
 Amount To Voucher
 Quantity To Voucher
 Retained Amount
 Percentage Retained
 Tax Y/N
 Tax Area
 Tax Expl
 Amount - Sales Tax Tax Authority 1
 Discount Amt.

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Procurement

If you are working with receipt records, you cannot increase the receipt
quantity to reflect an invoice. You must first receive the additional
quantity using the Enter Receipts program. If you increase the amount for
a receipt record, the system creates journal entries to account for the
variance.

8. Click OK.
9. To review the resulting voucher, return to Supplier Ledger Inquiry,
choose the voucher, and click Select.

Choosing Order Detail Lines to Match to a Voucher

For the twoĆway voucher match (informal receipt process), you do not record
receipt information. You must match order detail lines to invoices to create
vouchers. For example, if a supplier sends you an invoice for 100.00, you must
locate and match the order detail lines that contain the corresponding 100.00
worth of items. Note that you can choose multiple order detail lines to match
on a single voucher.

When you add landed costs to receipt records prior to the voucher match
process, the system might create separate detail lines for the landed costs
depending on how you have set up the costs. To create a voucher for the
landed costs, locate and match the landed cost line to the appropriate invoice.

You might receive an invoice for goods or services that were never entered on a
purchase order. You can set processing options for the Voucher Match program
to allow you to enter new purchase order detail lines to match an invoice. The
processing options allow you to indicate whether the system adds new lines to
an existing purchase order (you specify the order number, order company,
order type, and order change number) or creates a new purchase order. The
processing options also allow you to indicate the line type and status codes for
new detail lines.

You must purchase against account numbers to enter new detail lines during the
voucher match process. You cannot add stockĆbased order detail lines during
the voucher match process.

When you try to create a voucher against an order that has a payment hold, any
of the following might occur:

 You receive a soft warning, which indicates an outstanding log warning.

You can enter and process payments as usual.
 Your new payments automatically have a pay status of H," which
indicates that the contract hold code automatically holds payments against
an order. You must manually change each voucher to an approved pay
status`.

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 Creating Vouchers

 The system does not allow you to enter a payment voucher, which
indicates that the vendor hold code for the supplier is set to not allow
any payments.
 You cannot enter payment vouchers until the hold is removed.

You can also enter a specific tax amount for each receipt record on the Voucher
Match form. If you enter a tax amount, you must also enter the tax rate/area
and an explanation for the tax.

To account for variances in the exchange rate, you can set up automatic
accounting instructions. If you enter a new exchange rate during the voucher
match process, the system creates journal entries to account for the variance
between costs incurred at the old exchange rate and costs incurred at the new
exchange rate.

If you match receipt records to invoices to create vouchers, you cannot cancel a
receipt record. Instead, you must reverse the voucher in Match Voucher to
Open Receipt and then reverse the receipt in Open Receipts by Supplier.

If you match receipt records to invoices to create vouchers, you cannot cancel a
receipt record. Instead, you must reverse the quantity in the Enter Receipts
program.

To choose order detail lines to match to a voucher

From the Receipts Matching and Posting menu (G43A15), choose Match
Voucher to Open Receipt.

Alternately, from the Subcontract Processing menu (G43D11) choose Progress

Payments.

1. On Supplier Ledger Inquiry, click Add.

If you use Supplier Ledger Inquiry, you must set processing options to
perform voucher match processing.

2. On Voucher Match, to enter record information, complete the following

fields:
 Branch/ Plant
 Supplier
 Invoice Num.
 Invoice Date
 G/L Date
 Co.

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Procurement

You can have the system enter the gross amount and tax for you based
on the detail lines you choose if you match to the invoice.

3. Choose Orders to Match from the Form menu.

4. On Select Orders To Match, complete the following optional fields and

click Find:
 Item Number
 Expense Account
5. Choose the order detail lines and click OK.

The system returns the lines that you selected to the Voucher Match form.

6. On Voucher Match, complete the following field:

 OP

The option that you enter determines whether the system leaves the
balance of the line open (option 1), closes the balance (option 7), or
cancels the line entirely (option 9).

7. Complete the following optional fields for order detail lines to reflect the
invoice, as necessary:
 Amount To Voucher
 Quantity To Voucher
 Percentage Retained
 Tax Y/N

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 Creating Vouchers

 Tax Area
 Tax Expl
 Tax
 Discount Amt.
8. Click OK.
9. To review the resulting voucher, return to Supplier Ledger Inquiry,
choose the voucher, then click Select.

Field Explanation
Amount - Retained The total amount held back (referred to as holdback in
some countries) on the contract amount. The amount
retained cannot be less than zero or greater than the
amount to voucher.
Percent - Retainage The rate of retainage (referred to as holdback in some
countries) that applies to the contract. This rate is a
percentage of each payment. It is expressed as a decimal
fraction. For example, a retainage rate of 10% is
expressed as 10. The retainage rate cannot be greater
than 99.9% (.999) or less than zero.
Tax Of the total taxes calculated for this document (invoice,
voucher, etc.), the dollar value of the tax liability
attributable to the first of five possible taxing authorities
who may comprise the tax area.
. . . . . . . . . . . . . FormĆspecific information . . . . . . . . . . . . . .
The sum of the taxes for all of the order detail lines that
you have selected for voucher match.

See Also

 Setting Up Landed Costs for information about how to add landed costs to
a receipt record
 Setting Up Automatic Accounting Instructions for information about how
to set up AAIs that account for variances in the exchange rate
 Setting Up MultiĆCurrency in the General Accounting Guide for
information about how to enter the exchange rate

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Procurement

Choosing Order Detail Lines for Freight Charges

You might need to manually match freight charges to a voucher. Freight charges
are calculated by the Advanced Transportation Management system.

To choose order detail lines for freight charges

From the Receipts Matching and Posting menu (G43A15), choose Match
Voucher to Open Receipt.

1. On Supplier Ledger Inquiry, click Add.

If you use Supplier Ledger Inquiry, you must set processing options to
perform voucher match processing.

2. On Voucher Match, to enter record information, complete the following

fields:
 Supplier
 Branch/ Plant
 Invoice Num.
 Invoice Date
 G/L Date
 Co.
3. Choose Freight to Match from the Form menu.

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 Creating Vouchers

4. On Work with Freight Audit History, complete the following optional

fields and click Find:
 Depot - Trip
 Load Number
 Shipment Number
5. Choose the row that contains the order detail line that you want to match
to a voucher and click Select.

Recording Cost Changes to an Invoice

You might receive an invoice adjustment that reflects a price change to an item
or an error to a previous invoice. Typically, you make prices changes for
products such as gasoline or for other commodity items. For example, you
receive an invoice for 100 items that cost 10.00 each and later receive another
invoice that adjusts the cost of the items to 9.00 each. You can create a new
voucher that reflects an adjustment to the previous voucher.

To record cost changes to an invoice

From the Purchase Order Processing menu (G43A11), choose Receipts Matching
and Posting. From the Receipts Matching and Posting menu (G43A15), choose
Match Voucher to Open Receipt.

1. On Supplier Ledger Inquiry, click Add.

2. On Voucher Match, complete the following fields and click OK:
 Supplier
 Branch/ Plant
 Invoice Num.
 Invoice Date
 G/L Date
 Co.
3. From the Form menu, choose Recost Vouchers.

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Procurement

4. On Recost Vouchers, complete the following fields and click OK:

 Order Number
 Item Number
 Unit Price

The system creates a new voucher that reflects the difference in cost
between the original voucher and the new cost.

Managing Invoices Received in an Alternate Currency

If you enter an order in a domestic or foreign currency and your supplier

submits an invoice in an alternate currency, you cannot automatically match the
domestic or foreign order to the invoice. Instead, you must manually convert
the alternate currency invoice amount to the domestic or foreign currency and
then enter the voucher with that (domestic or foreign currency) amount.

For example, if a French company enters an order in German marks (foreign

currency) and the supplier submits an invoice in the euro, you must manually
convert the euro invoice amount to DEM or FRF and then enter the voucher
with that amount. Likewise, if a Canadian company enters an order in Japanese
yen (JPY) and the supplier submits an invoice in U.S. dollars, you must
manually convert the U.S. dollar invoice amount to JPY or CAD and then enter
the voucher with that amount.

For future transactions, consider changing the currency code on the supplier
master record so that orders, vouchers, and payments for the supplier are
processed using the alternate currency.

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 Creating Vouchers

Processing Options: Match Voucher to Open Receipt (P0411)

Display Tab

These processing options specify how the system groups and shows Supplier
Ledger Inquiry data.

1. Recurring Vouchers

Use this processing option to specify recurring vouchers as the default voucher
type.

Valid values are:

Blank The system shows all vouchers (no default criteria).

1 The system shows only recurring vouchers.

When you enter 1, the program places a check mark in the Recurring Vouchers
option on the Supplier Ledger Inquiry form.

2. Summarized Vouchers

Use this processing option so that vouchers appear with multiple pay items in a
summarized, single pay item format.

Valid values are:

Blank The system shows all vouchers (no default criteria).

1 The system shows only summarized vouchers.

When you enter 1, the program places a check mark in the Summarize option
on the Supplier Ledger Inquiry form.

Currency Tab

These processing options allow you to show amounts in a currency other than
the currency in which the amounts are stored on the system. These processing
options allow you to view amounts in a different currency as a hypothetical
scenario only; the amounts that appear in the different currency are not saved
to the system when you exit the Standard Voucher Entry program.

1. As If Currency

Use this processing option to show amounts in a currency other than the
currency in which the amounts are stored on the system. The system translates
and shows domestic amounts in this As If currency. For example, an amount in
USD can appear as if it is in FRF.

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Procurement

Valid values are:

Blank The As If currency grid column does not appear.

Or, enter the preferred code for As If currency.

NOTE: This processing option allows you to view amounts in a different

currency as a hypothetical scenario only. The amounts that appear in the
different currency are not saved to the system when you exit the Standard
Voucher Entry program.

2. As Of Date

Use this processing option to specify an As Of date if you enter a currency code
for the As If Currency processing option. This option processes the exchange
rate as of a date you specify.

Valid values are:

Blank The system uses the Thru date.

Or, enter the As Of date.

NOTE: A valid exchange rate must exist in the exchange rate table between the
two currencies based on the As Of date.

Manual Payments Tab

These processing options control the manual creation of payments.

1. Manual Payment Creation

Use this processing option to specify whether to generate manual payments

instead of automatic payments. This option applies only to manual payments
without voucher match and is not available in multiĆcompany and
multiĆvoucher modes.

Valid values are:

Blank No payment information appears.

1 Generate manual payments (without voucher match).

Note: If you enter 1, click Add on Supplier Ledger Inquiry. Then complete the
Enter Voucher Ć Payment Information form, and click OK. Complete the
Payment Information form for manual payment processing.

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 Creating Vouchers

2. Duplicate Payments

Use this processing option to specify the type of message that appears when
you attempt to generate or edit a duplicate payment number. Use this option
only if you enter 1 for Manual Payment Creation. The message indicates that
you have used that payment number previously.

Valid values are:

Blank Error
1 Warning

3. Automatic Payment Number Assignment

Use this processing option to direct the program to automatically assign

payment numbers to manual payments based on the bank account's next
number.

Valid values are:

Blank You manually assign payment numbers (default).

1 The system assigns payment numbers based on the bank account's next
number.

Purchasing Tab

These processing options define how the program processes vouchers that
contain purchase order information.

1. Voucher Delete

Use this processing option to determine the type of message that appears when
you attempt to delete vouchers that contain purchase order information. For
example, indicate what the system does when you attempt to delete a voucher
that contains a purchase order from the Supplier Ledger Inquiry form.

Valid values are:

Blank Do not permit editing (default)

1 Warning
2 Error

If a conflict exists between this processing option and the Voucher Message
processing option for Voucher Entry MBF, the value set here overrides the value
set in Voucher Message processing options.

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Procurement

Voucher Match Tab

These processing options allow you to process matched vouchers from the
procurement system rather than standard vouchers.

1. Match Processing

Use this processing option to change the default voucher type from standard
vouchers to matched vouchers. If you choose to run the voucher match
program, you can choose either the threeĆway voucher match or the twoĆway
voucher match.

Valid values are:

Blank Run Standard Voucher Entry (P0411)

1 Run Voucher Match (P4314) in the Procurement system

Alternatively, on the NonĆStock PO Processing menu (G43B11), choose one of

the following:

 Receive & Voucher POs

 Match Voucher to Open Receipt

The Voucher Match Program (P4314) does not access the MBF processing
options (P0400047). Therefore, the MBF processing option settings do not affect
Voucher Match processing.

You might want to reverse a voucher. For example, you reverse a voucher
when you return the items for which you created the voucher. If the voucher
has been posted, the system reverses the corresponding journal entries. If the
voucher has not been posted, the system deletes the entries.

NOTE: Do not delete a voucher in the Accounts Payable system if you created
the voucher in the Procurement system. The voucher should be deleted in the
Procurement system.

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 Creating Vouchers

2. Voucher Match Version

Use this processing option to accept the default voucher match version, or enter
a specific version number for the Voucher Match program (P4314) in the
Procurement system. You must complete this processing option if you enter 1 in
the Match Processing processing option.

Valid values are:

Blank Use version number ZJDE0001.

Or, enter a specific version number.

Multi-Company Tab

These processing options allow you to process vouchers for multiple companies
rather than standard vouchers.

1. Multiple Company Single Supplier

Use this processing option to specify whether to process vouchers that

represent expenses for multiple internal companies. These multiĆcompany
vouchers expenses are distributed to different G/L and offset bank accounts, but
to the same supplier.

Valid values are:

Blank Enter a standard voucher.

1 Enter a multiĆcompany single supplier voucher.

Note: The manual payment function is not available for this type of voucher
processing.

Alternatively, access this processing option by choosing MultiĆCompany Single

Supplier from the Other Voucher Entry Methods menu (G04111).

Multi-Vouchers Tab

These processing options allow you to enter multiple vouchers rather than
standard vouchers.

1. Multiple Vouchers

Use this processing option to allow you to quickly enter multiple vouchers for
one or more suppliers. Unlike the standard voucher entry method, which is a
twoĆstep process, the multiple voucher entry methods are a singleĆstep process.

Valid values are:

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Procurement

Blank Enter a standard voucher.

1 Enter multiple vouchers with a single supplier.
2 Enter multiple vouchers with multiple suppliers.

Note: You can use the multipleĆvoucher entry methods to add vouchers only.
To change, delete, or void them, you must use the standard voucher entry
method. Also, the manual payment function is not available for this type of
voucher processing. For additional information, as well as other limitations to
multiple voucher entry, consult the documentation or online help for Entering
Multiple Vouchers.

Alternatively, access this processing option by choosing either Multi Voucher Ć

Single Supplier or Multi Voucher Ć Multi Supplier from the Other Voucher Entry
Methods menu (G04111).

Logging Tab

These processing options allow you to enter logged vouchers rather than
standard vouchers.

1. Voucher Logging

Use this processing option to specify whether to enter a voucher before you
assign it a G/L account. At a later time, you can redistribute the voucher to the
correct G/L accounts.

You can specify a default G/L account for preliminary distribution, as well as a
suspense trade account for logged vouchers. To do this, use AAI PP
(Preliminary Distribution for Voucher Logging) and PQ (Suspense A/P Trade
Account for Voucher Logging). To use AAI PQ, select the Use Suspense Account
option in the Company Names and Numbers program (P0010). From the
Organization & Account menu (G09411), choose Company Names and
Numbers.

Valid values are:

Blank Enter a standard voucher (default).

1 Enter a logged voucher.

When you enter 1 in this processing option, the program adds a selected
Logged option to the Supplier Ledger Inquiry form, and the program ignores
the selections you make for Prepayments.

Alternatively, from the Other Voucher Entry Methods menu (G04111), choose
Voucher Logging Entry.

NOTE: This processing option functions in conjunction with the Voucher

Logging processing option on the Logging tab of Voucher Entry MBF
(P0400047). You must enter 1 in both Voucher Logging processing options in

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 Creating Vouchers

order for the system to process logged vouchers. If the Voucher Logging
processing options for A/P Standard Voucher Entry and Voucher Entry MBF are
set for logged vouchers, the system ignores the processing options on the
Prepayments tab of A/P Standard Voucher Entry (P0411).

2. G/L Date

Use this processing option to specify whether to use the system date as the
default G/L date for a logged voucher.

Valid values are:

Blank Enter date manually during the data entry process.

1 Use the system date as the default G/L date.

NOTE: If you enter 1 in this processing option, you cannot override the date,
since you have designated the system date.

Prepayments Tab

These processing options specify how the program processes prepayments. Use
prepayments to pay for goods or services before you receive an invoice.

1. G/L Offset Account

Use this processing option to set up automatic accounting instructions (AAI item
PCxxxx) to predefine classes of automatic offset accounts for accounts.

For example, you can assign G/L offsets as follows:

 Blank or 4110 Ć Trade Accounts Payable

 RETN or 4120 Ć Retainage Payable
 OTHR or 4230 Ć Other Accounts Payable (see A/P class code Ć APC)
 PREP or 4111 Ć Prepayment A/P Trade Account

Enter the code for the G/L offset account that the system uses to create
prepayment pay items. You must enter a value to allow automatic creation of
prepayment pay items. If you leave this field blank (default), the system uses
the Standard Voucher Entry program.

NOTE: If WorldSoftware and OneWorld software coexist, do not use code 9999.
In WorldSoftware this code is reserved for the post program and indicates that
offset accounts should not be created.

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Procurement

2. G/L Distribution Account

Use this processing option to specify the G/L distribution account that the
system uses for creating prepayment pay items.

You can use one of the following formats for account numbers:

 Structured account (business unit.object.subsidiary)

 25Ćdigit unstructured number
 8Ćdigit short account ID number
 Speed code

The first character of the account indicates the format of the account number.
You define the account format in the General Accounting Constants program
(P000909).

NOTE: Use this processing option only if you enter a valid value in the G/L
Offset Account processing option.

3. Pay Status Code

Use this processing option to enter the default pay status code for prepayments.
The pay status code is a user defined code (00/PS) that indicates the current
payment status of a voucher.

Valid codes are:

P The voucher is paid in full.

A The voucher is approved for payment, but not yet paid. This applies to
vouchers and automatic cash applications.
H The voucher is on hold pending approval.
R Retainage.
% Withholding applies to the voucher.
? Other codes. All other codes indicate reasons that payment is being
withheld.

NOTES:

 The Accounts Payable system does not print payments for any codes
other than the codes provided in this valid codes list.
 Use this processing option only if you enter a valid value in the G/L
Offset Account processing option.
 If WorldSoftware and OneWorld software coexists, and you leave this
processing option blank, the prepayment status of H for negative
prepayment pay items is the default value.

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 Creating Vouchers

4. Number of Days

Use this processing option to enter the number of days to add to the due date
of the negative prepayment pay items. This processing option is valid only if
WorldSoftware and OneWorld software coexists.

5. Tax Area

Use this processing option to direct the program to show the Prepayment Tax
form for prepayments. You use the Prepayment Tax form to assign tax codes to
negative pay items that are different from the tax codes for the corresponding
positive pay items. This is necessary, for example, when tax laws treat positive
pay items and negative pay items differently. Otherwise, the system
automatically generates a negative pay item for each positive pay item,
assigning each negative pay item the same tax area code and tax explanation
code as its corresponding positive pay item.

If you specify a tax area code and tax explanation code on the Prepayment Tax
form, the new codes appear on all negative pay items, overriding the original
tax area codes and tax explanation codes on the positive pay items. For
example, if there are several positive pay items, each of which specify a
different tax area code and tax explanation code, but you specify a particular
tax area code and tax explanation code on the Prepayment Tax form, the
system assigns the tax area code and tax explanation code you specify on the
Prepayment Tax form to all negative pay items.

Valid values are:

Blank Do not show the Prepayment Tax form.

1 Show the Prepayment Tax form.

NOTE: Use this processing option only if you enter a valid value in the G/L
Offset Account processing option.

6. Tax Values

Prepayment Tax Area Code

Use this processing option to enter a default code that identifies a tax or
geographic area that has common tax rates and tax distribution. The system
uses this code to properly calculate the tax amount. The tax rate/area must be
defined to include the tax authorities (for example, state, county, city, rapid
transit district, or province), and their rates. To be valid, a code must be set up
in the Tax Rate/Area table (F4008).

Typically, U.S. sales and use taxes require multiple tax authorities per tax
rate/area, whereas VAT requires only one tax.

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Procurement

NOTE: Use this processing option only if you enter 1 in the Tax Area processing
option.

Prepayment Tax Explanation Code

Use this processing option to set up a default tax explanation code for
transactions with a certain supplier. This tax explanation code is a user defined
code (00/EX) that controls how a tax is assessed and distributed to the general
ledger revenue and expense accounts.

NOTE: Use this processing option only if you enter 1 in the Tax Area processing
option.

MBF Version Tab

This processing option overrides the default Master Business Function version.

1. Master Business Function Version

Use this processing option to specify a version number to override Standard

Voucher Entry processing (version ZJDE0001 for application P0400047).

NOTE: Only persons responsible for systemĆwide setup should change this
version number.

Process Tab

This processing option restricts changes to vouchers when you use Supplier
Ledger Inquiry.

1. Voucher Entry Mode

Use this processing option to specify whether the system allows changes to
vouchers after you select them from the Supplier Ledger Inquiry form. If you
leave this field blank, the system allows you to make changes to existing
vouchers that you select from the Supplier Ledger Inquiry form. If you enter 1
in this field, the system restricts you to inquiries of existing vouchers that you
select from the Supplier Ledger Inquiry form.

Valid values are:

Blank Allow changes to the selected voucher.

1 Do not allow changes to the selected voucher.

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 Creating Vouchers

Processing Options: Voucher Match (P4314)

Defaults Tab

These processing options define the default information that the system uses
during Voucher Match (P4314).

1. Inquiry Order Type

Use this processing option to identify the type of document. This user defined
code (00/DT) also indicates the origin of the transaction. J.D. Edwards has
reserved document type codes for vouchers, invoices, receipts, and time sheets,
which create automatic offset entries during the post program. (These entries
are not selfĆbalancing when you originally enter them.) The following prefixes
for document types are defined by J.D. Edwards, and J.D. Edwards recommends
that you do not change them:

P_ Accounts Payable documents

R_ Accounts Receivable documents
T_ Payroll documents
I_ Inventory documents
O_ Purchase Order documents
J_ General Accounting/Joint Interest Billing documents
S_ Sales Order Processing documents

You must enter a value that has been set up in user defined code table 00/DT.

2. Voucher Document Type

Use this processing option to identify the type of document. This user defined
code (00/DT) also indicates the origin of the transaction. J.D. Edwards has
reserved document type codes for vouchers, invoices, receipts, and time sheets,
which create automatic offset entries during the post program. (These entries
are not selfĆbalancing when you originally enter them.) The following prefixes
for document types are defined by J.D. Edwards, and J.D. Edwards recommends
that you do not change them:

P_ Accounts Payable documents

R_ Accounts Receivable documents
T_ Payroll documents
I_ Inventory documents
O_ Purchase Order documents
J_ General Accounting/Joint Interest Billing documents
S_ Sales Order Processing documents

You must enter a value that has been set up in user defined code table 00/DT.

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Procurement

Display Tab

These processing options control whether the system displays certain types of
voucher match information, such as the approver number and reporting code.

1. Approver Number

Use this processing option to specify whether to display the approver number
code.

1 Display the approver number code.

Blank Do not display the approver number code.

2. Reporting Code

Use this processing option to specify whether the column for Reporting Code
007 appears in the detail area on Voucher Match.

1 Display the column for Reporting Code 007.

Blank Do not display the column for Reporting Code 007.

3. Account Number

Use this processing option to specify how the system displays the account
number.

1 The account number is displayed in three individual fields (Business Unit,

Object Account, and Subsidiary).
Blank The account number is displayed as one field.

4. Business Unit

Use this processing option to specify the text that describes the Business Unit
field (alias MCU). This processing option affects only the header area on
Voucher Match, not the detail area.

1 The field appears as Job.

2 The field appears as Project.
3 The field appears as Business Unit.
Blank The field appears as Branch/Plant.

Process Tab

These processing options control the values that the system uses for the
following information and processes:

 From and Thru status codes

 Outgoing next status code

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 Creating Vouchers

 Entry of the quantity/amount

 Tolerance checking
 Storage of supplier analysis information
 Quantity of vouchers allowed per order

1. From Status Code

Use this processing option to specify the Last Status code in the range of status
codes for order detail lines.

2. Thru Status Code

Use this processing option to specify the Next Status code in the range of status
codes for order detail lines.

3. Outgoing Receipt Next Status Code

Use this processing option to specify a code that represents the next status that
the order will move to after a partial payment.

When a partial payment exists, the system updates the status in the Purchase
Order Detail table for a two-way match and updates the status in the Receiver
table (F43121) for a three-way match so that the statuses in those two tables
match the status that you enter for this processing option.

4. Cancel Status Code

Use this processing option to specify the next status that the order moves to
after the system cancels a voucher.

When a voucher is cancelled, the system updates the status in the Purchase
Order Detail table for a two-way match and updates the status in the Purchase
Order Receiver table (F43121) for a three-way match to ensure that the statuses
match the status that you enter for this processing option.

5. Quantity/Amount

Use this processing option to indicate whether you want to manually enter the
quantity information or whether the system automatically enters quantity
information.

1 Manually enter the quantity/amount to a voucher.

Blank Automatically load the quantity/amount.

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Procurement

6. Tolerance

Use this processing option to indicate whether the system checks to determine
if a detail line's quantity and amount exceed the tolerance percentage. To check
your tolerance, you can access the Tolerance Setup program (P4322).

You can enter a valid pay status or any of the following values:

1 Display a warning when the detail line exceeds the tolerance.

2 Display an error message when the detail line exceeds the tolerance.
Blank Do not check quantities and amounts to determine whether they exceed
tolerance.

7. Supplier Analysis

Use this processing option to indicate whether you want the system to capture
supplier analysis information.

1 The system records information such as item numbers, dates, and

quantities for every purchase order in the Supplier/Item Relationships
table (F43090). To make supplier analysis most effective, enter 1 for this
processing option and set the processing options for the Purchase Order
Entry program (P4310) and the Purchase Order Receipts program (P4312)
to capture the same information.
Blank The system does not capture supplier analysis information.

8. Orders Per Voucher

Use this processing option to indicate whether the system allows multiple
orders per voucher.

1 Allow only one order per voucher.

Blank Allow multiple orders per voucher.

9. Branch/Plant Retrieval

Use this processing option to specify which business unit the system uses to
generate the G/L bank account and the A/P trade account. Note that the system
uses the business unit that you specify for the voucher.

1 Retrieve the business unit from the purchase order header record.
2 Retrieve the business unit from the address book.
Blank Retrieve the business unit for each detail line.

10. Direct Ship Integrity Cost

Use this processing option to allow cost updates to the sales order when the
order is a direct ship order.

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 Creating Vouchers

1 Update cost.
Blank Do not update cost.

Summarization Tab

These processing options control whether the system summarizes accounts

payable (A/P) and general ledger (G/L) information.

1. A/P

Use this processing option to specify whether to summarize A/P entries.

1 Summarize A/P entries.

Blank Do not summarize A/P entries.

2. G/L

Use this processing option to specify whether to summarize G/L entries. If you
are using commitments, leave this option blank and do not summarize G/L
entries. Valid values are:

Blank Do not summarize G/L entries.

1 Summarize G/L entries.

New Order Lines Tab

These processing options control how new order detail lines are added to a
purchase order when you are creating a voucher.

1. Order Line Entry

Use this processing option to indicate whether you want the system to
automatically create purchase order detail lines for lines that you add to a
voucher.

1 Do not create corresponding purchase order detail lines when new lines
are added to a voucher.
2 Create corresponding purchase order detail lines when new lines are
added to a voucher.
Blank You cannot add lines to a voucher.

2. Line Type

Use this processing option to specify how the system processes lines on a
transaction. The line type affects the systems with which the transaction
interfaces (General Ledger, Job Cost, Accounts Payable, Accounts Receivable,
and Inventory Management). The line type also specifies the conditions for
including a line on reports and in calculations. Some examples of valid values,

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Procurement

which have been defined on the Line Type Constants Revisions form (P40205),
are:

J Job cost, subcontracts, or purchasing to the General Ledger

B G/L account and item number
N Non-stock item
F Freight
T Text information
M Miscellaneous charges and credits

This processing option applies only if you enter a value of 2 in the Order Line
Entry processing option, which also is on the New Order Lines tab.

You can only use a line type that has an inventory interface of A, which
validates the account number.

3. Last Status Code

Use this processing option to indicate the beginning status, which is the first
step in the order process. You must use a user defined code (40/AT) that has
been set up on the Order Activity Rules form for the order type and the line
type that you are using.

4. Next Status Code

Use this processing option to indicate the next step in the order process. You
must use a user defined code (40/AT) that has been set up on the Order Activity
Rules form for the order type and the line type that you are using. The override
status is another allowed step in the process.

Retainage Tab

These processing options control whether the system uses the retainage
percentage or the retainage amount as a default value in the Voucher Match
program (P4314), and also whether the system applies taxes to the retained or
vouchered amount.

1. Retainage Default

Use this processing option to specify whether to automatically load the

retainage percentage or amount from the order header.

1 Automatically load the retainage percentage or amount from the order

header.
Blank Do not load the retainage percentage or amount from the order header.

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 Creating Vouchers

2. Retainage Taxes

Use this processing option to specify whether to apply taxes to the retained
amount that you are releasing only or to the vouchered amount.

1 Apply taxes to the retained amount that you are releasing. For example, if
your voucher total is 100.00 and you are retaining 10.00, the system
applies taxes to 90.00. When you release the retained amount, the system
will apply taxes to 10.00.
Blank Apply taxes to the vouchered amount, including the retained portion. For
example, if your voucher total is 100.00 and you are retaining 10.00, the
system still applies taxes to 100.00.

Logs Tab

These processing options control whether the system displays a warning

message when outstanding logs exist and also indicate which pay status code
the system should use for a voucher when outstanding logs exist.

1. Logs Warning Message

Use this processing option to indicate whether the system displays an

outstanding log detail warning message and when it displays the message.

1 Display the outstanding log detail warning message when the system
verifies the status, pay effective date, and pay expiration date.
2 Display the outstanding log detail warning message when the system
verifies the status, pay effective date, required date, and pay expiration
date.
Blank Do not display the outstanding log detail warning message.

2. Logs Pay Status Code

Use this processing option to specify the pay status code that the system uses as
a default value for the voucher when an outstanding log exists.

Typically, you use a pay status code that indicates that the pay item is on hold.

Currency Tab

These processing options control which date the system uses as the effective
date and also whether the exchange rate can be changed.

1. Effective Date

Use this processing option to indicate which date the system uses as the
effective date.

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Procurement

1 Use the G/L date as the effective date.

2 Use the invoice date as the effective date.
Blank Use today's date as the effective date.

2. Protect Rate

Use this processing option to specify whether you can change the exchange
rate.

1 You cannot change the exchange rate.

Blank You can change the exchange rate.

Flexible Accounting Tab

This processing option controls whether you are working with flexible
accounting.

1. Flexible Accounting

Use this processing option to specify whether flexible accounting is activated.

Activate flexible accounting if you are using the Cost Management System, or if
you are working with flexible sales accounting.

1 Activate flexible accounting.

Blank Do not activate flexible accounting.

Versions Tab

These processing options allow you to enter the version for each application. If
you leave any of the following processing options blank, the system uses the
ZJDE0001 version.

1. Order Entry (P4310)

Use this processing option to define the version that the system uses when you
are using the Order Entry program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

2. A/P Version (P0400047)

Use this processing option to define the version that the system uses when you
are using the Accounts Payable program. You can only review versions for this
program in the interactive versions list.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

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 Creating Vouchers

3. G/L Version (P0900049)

Use this processing option to define the version that the system uses when you
are using the General Ledger program. You can only review versions for this
program in the interactive versions list.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

4. Open Receipts Inquiry (P43214)

Use this processing option to define the version that the system uses when you
are using the Open Receipts Inquiry program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

5. Stand-alone Landed Cost (P43214)

Use this processing option to define the version that the system uses when you
are using the Stand-alone Landed Cost program.

When you choose a version, review the version's processing options to ensure
that the version meets your needs.

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Working with Retainage

You can create a voucher withholding a portion of the gross payment as

retainage. Retainage is the percentage of a committed amount that is held until
a specified date. For example, you pay the retained amount after the
completion of the contract, service, or receipt of all items on an order. If you
create a voucher for 100 with retainage of 10 percent, the actual payment will
be 90, with 10 held as retainage. You release retainage by entering a payment
voucher for the amount that you want to release.

Note that you cannot release retainage and create a voucher at the same time.

Complete the following tasks:

- Enter a voucher with retainage

- Enter a voucher to release retainage

Before You Begin

- Set processing options to apply taxes to retainage.

See Also

 Creating Vouchers for information about releasing retainage

Entering a Voucher with Retainage

You can create a voucher with retainage that is applied to the entire voucher, or
you can apply retainage by line item of the voucher.

Use the tax with retainage processing option to defer tax on retainage. If you
set the processing option for tax with retainage to on and you use a tax type of
C or V, the system calculates amounts differently. It subtracts retainage from the
original taxable amount and recalculates new amounts.

To enter a voucher with retainage

From the Receipts Matching and Posting menu (G43A15), choose Match
Voucher to Open Receipt.

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Procurement

Alternately, from the Subcontract Processing menu (G43D11), choose Progress

Payments.

1. On Supplier Ledger Inquiry, click Add.

2. On Voucher Match, complete the following fields to enter record
information:
 Supplier
 Branch/ Plant
 Invoice Num.
 Gross Amount
 Invoice Date
 G/L Date

You can have the system enter the gross amount and tax for you based
on the detail lines you choose.

3. Choose Orders Selected from the Form menu.

4. On Select Orders to Match, complete one of the following optional fields
and click Find:
 Item Number
 Account Number
5. Choose the order detail lines and click OK.

The system returns the lines that you selected to the Voucher Match form.

6. On Voucher Match, change the following field for order detail lines, as
necessary:
 Amount Retained
7. Click OK.
8. To review the resulting voucher, return to Supplier Ledger Inquiry,
choose the voucher, and click Select.

Entering a Voucher to Release Retainage

Retainage is an amount of the order that is held until a specified date. You
release retainage by entering a payment voucher for the amount that you want
to release. Retainage is also called a holdback.

A partial release of retainage indicates that there is still an unpaid amount of

retainage. A final release of retainage indicates that there is no retainage left to
be paid. You can release retainage for individual vouchers or for groups of
vouchers.

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 Working with Retainage

To enter a voucher to release retainage

From the Receipts Matching and Posting menu (G43A15), choose Match
Voucher to Open Receipts.

Alternately, from the Subcontract Processing menu (G43D11), choose Progress

Payments.

1. On Supplier Ledger Inquiry, click Add.

You might use the Work With Vouchers (Match) form as a starting point
instead of Supplier Ledger Inquiry. If you use Supplier Ledger Inquiry,
you must set processing options to perform voucher match processing.

2. On Voucher Match, complete the following fields to enter record

information and click OK:
 Supplier
 Branch/Plant
 Invoice Num.
 Invoice Date
 G/L Date

You can have the system enter the gross amount and tax for you based
on the detail lines or receipt records you choose if you match to the
invoice.

3. Choose Orders to Match from the Form menu.

4. On Orders to Match, complete the following fields and click Find:
 Item Number
 Account Number
5. To summarize retained amounts, click the Summary checkbox.

The system summarizes the retained amounts by item, account number,

currency code, cost rule, transaction unit of measure, purchasing unit of
measure, and lump sum.

6. Choose the receipt records that correspond to the invoice and click OK.

The system returns the lines you selected to the Voucher Match form.

7. On Voucher Match, change the following field for receipt records to

reflect the invoice, as necessary:
 Percentage Retained

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Procurement

If you are working with receipt records, you cannot increase the receipt
quantity to reflect an invoice. You must first receive the additional
quantity using the Enter Receipts program. If you increase the amount for
a receipt record, the system creates journal entries to account for the
variance.

8. Click OK.
9. To review the resulting voucher, return to Supplier Ledger Inquiry,
choose the voucher, and then click Select.

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Creating Multiple Vouchers from Receipt Records

From the Receipts Matching and Posting menu (G43A15), choose Evaluated
Receipt Settlement.

You might have an agreement with certain suppliers that your receipt records
are sufficient for creating vouchers. When such an agreement exists, the
supplier does not need to send you an invoice, and you can avoid manually
matching receipt records to invoices to create vouchers.

You can run the Evaluated Receipt Settlement procedure to create vouchers
from receipt records. You indicate the receipts for which the system:

 Edits for errors

 Calculates taxes and discounts
 Creates vouchers
 Generates journal entries

You can run Evaluated Receipt Settlement (R43800) to review the receipts for
which the system will create vouchers. You can also identify the receipts with
errors so that you can correct them. After you have corrected any errors, you
can run the program in final mode to create vouchers.

The system does not create vouchers for receipt items in a routing process until
they are moved to an onĆhand status. When the receipt items go through the
routing process, the system assigns the receipt record an evaluated receipt value
of R (in routing) in the Purchase Order Receiver table. When the items become
onĆhand, the system changes the value to Y (yes), so that you can create a
voucher.

The system creates vouchers for landed costs if:

 The receipt record for which you are entering landed costs is eligible for
the Evaluated Receipt Settlement program (Evaluated Receipt field in the
Purchase Order Receiver table is set to yes).
 You can create vouchers for the landed cost supplier using the Evaluated
Receipt Settlement program (Evaluated Receipt field on Procurement
Instructions is set to yes).

After the system creates the vouchers, you work with them as you would with
any standard voucher.

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Procurement

Caution: To create vouchers for a supplier in batch mode, you must set the
Evaluated Receipt field in Procurement Instructions to Y (Yes) before you create
purchase orders for the supplier. This is the default for each purchase order that
you enter for the supplier. You can override this default for individual detail
lines. If you set the Evaluated Receipt field in Procurement Instructions to N
(No), you cannot override the value on purchase orders.

The system gets receipt information from the Purchase Order Receiver table
(F43121) to generate vouchers in batch mode. You must use a formal receipt
process to create vouchers in batch mode.

When you run Evaluated Receipt Settlement, the system generates two reports.
If you run the program in proof mode, the first report contains all receipts for
which the system will create vouchers. If you run the program in final mode,
the report contains the voucher number, voucher amount, and so forth, for each
receipt.

The second report lists all receipts for which vouchers cannot be created due to
errors.

See Also

 Working with Standard Vouchers in the Accounts Payable Guide

 Working with Items in a Receipt Route for information about receipt
routing

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Working with Journal Entries for Voucher Transactions

The system generates journal entries when you create a voucher so that the
appropriate purchasing expenses and liabilities reflect in the general ledger.
After the system generates journal entries, you can review the entries and post
them to the general ledger.

To ensure the integrity of your data, you can verify that voucher amounts
balance between the accounts payable ledger and the general ledger.

To work with journal entries for voucher transactions, complete the following
tasks:

- Review and post journal entries for voucher transactions

- Verify that voucher amounts balance

Reviewing and Posting Journal Entries for Voucher Transactions

From the Receipts Matching and Posting menu (G43A15), choose Voucher
Journal Review or G/L Voucher Post.

When you create a voucher for items that you formally receive, the system
creates a journal entry that debits a received not vouchered account. When you
create a voucher for items that you do not formally receive, the system creates a
journal entry that debits an expense account.

The system creates accounts payable offsetting entries when you post the
voucher journal entries to the general ledger.

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Procurement

For example, if you create a voucher for 100.00 worth of items that you
formally received, the system creates the following journal entries:

Formal Receipts

Received Accounts
Not Vouchered Payable

100 100

If you create a voucher for 100.00 worth of items that you did not formally
receive, the system creates the following journal entries:

Informal Receipts

Accounts
Expense Payable

100 100

If a variance exists between the cost of goods or services on a purchase order

or receipt record and the cost on the voucher, the system creates journal entries
for the variance. You must specify variance accounts in Automatic Accounting
Instructions.

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 Working with Journal Entries for Voucher Transactions

For example, if you enter a voucher for 80.00 worth of inventory items and the
cost of the items at the time of receipt was 100.00, the system creates the
following journal entries:

Formal Receipts Variance

Received Accounts
Not Vouchered Payable Variance

100 80 20

If you enter a voucher for 80.00 worth of nonĆstock items or services and the
cost of the items on the purchase order was 100.00, the system creates the
following journal entries:

Formal Receipts Variance

Accounts
Expense Payable Variance

100 80 20

If you charge purchases against general ledger account numbers (expense

accounts), the line type you assign to a detail line determines whether the
system charges a variance to the expense account or a variance account.

You can review the journal entries that the system creates for a voucher on
Voucher Journal Review. You can review the amount of each entry and the
account to which each amount is debited or credited.

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Procurement

What You Should Know About

Variance accounts for If you purchase items to inventory, you might sell some
weighted average costs of the items before you create a voucher. If you maintain
a weighted average inventory cost for the items, you must
set up two variance accounts in AAIs, one for the items
sold and the other for the items remaining.

For example:
 You buy 10 items at 10.00 for a total of 100.00
 You sell two of the items
 You create a voucher for 90.00 (the supplier bills
you for 9.00 each)
A variance exists of 10.00. If you do not set up two
variance accounts, the system applies the entire 10.00
variance to the 8 items that remain in stock. This causes
the weighted average cost of the items to be inaccurate.

When you set up two variance accounts, the system

applies an 8.00 variance to the items that remain in stock
and a 2.00 variance to the items sold. This allows the
system to calculate the correct weighted average cost for
the items that remain in stock.

You must set up AAI table 4332 to have the system create
a separate variance for items no longer in stock.

See Also

 Receipt Processing for more information about the informal and formal
receipt processes
 Setting Up Automatic Accounting Instructions

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 Working with Journal Entries for Voucher Transactions

Verifying that Voucher Amounts Balance

From the Receipts Matching and Posting menu (G43A15), choose Print Voucher
Journal.

You can review journal entries for voucher transactions and verify that they
balance in the general ledger and the accounts payable ledger by printing the
Accounts Payable Voucher Journal report.

For each voucher transaction that prints, you can compare the gross amount in
the Accounts Payable Ledger table (F0411) to the corresponding general ledger
distribution entries in the Account Ledger table (F0911). The system does not
include records with a foreign currency ledger type (CA) in the G/L comparison
total.

See Also

 Printing Voucher Journals in the Accounts Payable Guide

Processing Options for Voucher Journal Report

Print Options
Select the Account Number to print:
Blank = Number entered during input;
’1’ = Account Number; ’2’ = Short
Account ID; ’3’ = Unstructured
Account.
____________
Tax Processing
Enter a ’1’ to use the Tax Workfile
(F0018) to print the VAT Receivable
amounts (for posted amounts). If
left blank, only the tax amounts
from the A/P Ledger file (F0411)
will be printed.
____________

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Procurement

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Logging Invoices prior to Receiving Goods

You can log invoice information prior to receiving the goods or services on an
invoice so that the billing amount reflects in the general ledger. When you log
invoice information, the system creates a preliminary voucher from which you
can create a permanent voucher when you receive the goods or services.

Complete the following tasks:

- Log invoices to create preliminary vouchers

- Create a permanent voucher from a preliminary voucher

- Print logged invoice information

After you create a preliminary voucher, the system generates journal entries that
distribute the voucher amount to a general ledger suspense account. After you
create the permanent voucher, the system generates journal entries that
redistribute the voucher amount to the actual general ledger accounts.

Logging Invoices to Create Preliminary Vouchers

You might want to record invoice information promptly, prior to receiving the
goods or services on the invoice. You can log invoice information to create a
preliminary voucher, from which the system creates journal entries to account
for the billing amount.

After you enter invoice information, you must specify the suspense account for
which the system is to debit the voucher amount.

To log invoices to create preliminary vouchers

From the Other Voucher Entry Methods menu (G04111), choose Voucher
Logging Entry.

1. On Supplier Ledger Inquiry, click Add.

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Procurement

2. On Enter Voucher Ć Payment Information, complete the following fields

and click OK:
 Company
 Supplier Number
 Supplier Invoice Number
 Invoice Date
 G/L Date
 Gross Amount
 Remark
 Tax Ex
 Tax Rate/Area

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 Logging Invoices prior to Receiving Goods

3. On Journal Entry Prompt, complete the following field and click OK:
 Account Number

See Also

 Working with Logged Vouchers in the Accounts Payable Guide

Creating a Permanent Voucher from a Preliminary Voucher

You can create a permanent voucher from a preliminary voucher after you
receive the goods and services on the corresponding invoice. Because the
preliminary voucher already contains much of the necessary information,
creating the permanent voucher is a simple process.

To create a permanent voucher, you must locate the preliminary voucher and
choose the receipt records that match the invoice. After you do this, the system
creates the permanent voucher.

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Procurement

To create a permanent voucher from a preliminary voucher

From the Other Voucher Entry Methods menu (G04111), choose Voucher
Journal Entry Redistribution.

1. On Work With Voucher JE Redistribution complete either of the following

fields to locate the preliminary voucher from which to create a permanent
voucher and click Find:
 Invoice Number
 Company
2. Click on the row and choose Redistribute PO from the Row menu.
3. On Voucher Match, choose the receipt records that correspond to the
invoice for the preliminary voucher and click OK to create the permanent
voucher.

See Also

 Choosing Receipt Records to Match to an Invoice

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 Logging Invoices prior to Receiving Goods

Printing Logged Invoice Information

From the Purchasing Reports menu (G43A111), choose Logged Voucher Detail.

If you log invoices on the system before taking receipt of the goods or services,
you can print the Logged Voucher Detail report to review preliminary voucher
information. You can use this report to identify the preliminary vouchers that
are ready for distribution. You can also review invoice and purchase order
information, including:

 Invoice number
 Invoice date
 Gross amount
 Purchase order number
 Received date (if applicable)
 Amount open to voucher
 Voucher number

If you do not enter purchase order information when you log a voucher, the
system does not print purchase order information on the report.

You can use processing options to determine whether the report prints only
logged vouchers for which receipt records have been entered.

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Procurement

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Printing Voucher Information

You can print reports containing voucher information that is specific to

purchase orders, receipts, and suppliers. To print voucher information,
complete the following tasks:

- Print voucher information by detail line

- Print open voucher information by receipt

- Print voucher amounts for suppliers

- Print the AIA Application for Payment

- Print the Waiver of Lien

Printing Voucher Information by Detail Line

From the Purchasing Reports menu (G43A111), choose Vouchered/Received

Status.

You can review voucher information by purchase order detail line. For example,
if you entered a purchase order containing a detail line for 100 widgets, you can
produce a report that identifies:

 The quantity and amount received to date

 The received quantity and amount for which a voucher has been created
 The received quantity and amount for which a voucher has not been
created

You can specify the branch/plant, supplier, and purchase order number for the
detail lines that print. You might use this report to determine the total amount
open to voucher for a supplier or branch/plant.

When you run the Received/Vouchered Status report, the system organizes
detail lines by branch/plant or business unit, depending on whether you use an
inventory or nonĆinventory environment.

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Procurement

Processing Options for Received/Vouchered Status Report

Display
Enter a ’1’ to print General Ledger cost
center information. If left blank,
Branch/Plant information will
print.
1. Select G/L Cost Center or ____________
Branch/Plant
Enter a ’1’ to print in Foreign
Currency. If left blank, Domestic
Currency will print
2. Select Foreign or Domestic ____________
Currency

Printing Open Voucher Information by Receipt

From the Purchasing Reports menu (G43A111), choose Voucher Reconciliation.

You can review open voucher information for individual receipt records. For
example, if you received 100 widgets on June 30, you can identify:

 The remaining quantity for which you must create a voucher

 The remaining amount for which you must create a voucher
 The tax on the remaining amount

You can use the Received Not Vouchered Reconciliation report to reconcile
receipts to the General Ledger Account Balances table (F0902).

Each time you record a formal receipt, the system creates a journal entry that
credits a Received Not Vouchered account. You can review this account number
for each receipt. You usually sequence the report information by that account
number.

This report contains information from the Purchase Order Receiver table
(F43121).

Printing Voucher Amounts for Suppliers

From the Purchasing Reports menu (G43A111), choose Supplier Analysis.

You can print the Supplier Analysis report to review all suppliers for whom you
have created vouchers during the past year and the total voucher amount for
each supplier. You can also print this report to compare the total voucher
amount yearĆtoĆdate to the total voucher amount for the previous year.

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 Printing Voucher Information

Suppliers appear in descending order of the total voucher amount. This report
does not include those suppliers with a yearĆtoĆdate voucher balance of zero.

See Also

 R04602, Supplier Analysis in the Reports Guide for a report sample

Printing the AIA Application for Payment

From the Subcontract Reports menu (G43D111), choose AIA Application for
Payment.

You can run the AIA Application for Payment Report either from the
Subcontract Reports menu (G43D111) or during the A/P check run. This report
is similar to the American Institute of Architects (AIA) Document G702, titled
Application and Certificate for Payment. The report lists base contract and
change order commitment amounts in addition to previous amounts that were
billed and retained. Your subcontractors can use this report as a turnaround
document. You send an updated report to a subcontractor as an individual item
or with a pay request. The contractor then completes it, has it notarized, and
returns it to you.

You normally send an update of the AIA Application for Payment report with
each of your payments. The subcontractor then uses it for the next application.
The subcontractor sends back the completed form as the invoice for payment.
Completing this document does not necessarily mean that all work on the
contract is complete. In most cases, it indicates only that the work that was
scheduled between the last payment and the next scheduled payment is
complete.

The system uses information from the Subcontract Management Detail table and
the general ledger transactions.

See Also

 R44440, AIA Application for Payment in the Reports Guide for a report
sample

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Procurement

Printing the Waiver of Lien

You can print the Waiver of Lien when you are running the A/P check run.

The Waiver of Lien is a form that you print and send to a subcontractor with the
AIA Application for Payment. The Waiver of Lien states that the subcontractor
has been paid and that there are no outstanding liens associated with the work
on the contract. The subcontractor signs the waiver, enters the date, and returns
it to you.

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Special Orders Processing

A special order requires different handling than a regular order. In many

instances, a special order is a prerequisite to an actual order. Examples of
special orders include:

 Requisitions Ć preliminary requests for items and services

 Blanket Orders Ć large orders for which you want to receive periodic
disbursements
 Quote Orders Ć requests for supplier price quotes
 Order Revisions Ć orders for which the system tracks modifications to
orders

You enter most special orders in the same way that you enter orders. You
distinguish a special order by its order type. For example, when you work with
a requisition, you usually enter an order type of OR (requisition orders). When
you work with a blanket order, you usually enter an order type of OB (blanket
order), and so forth.

Based on the line types, activity rules, and status codes that you set up for
special orders, each special order type follows a different process cycle in the
Procurement system.

Special orders processing includes the following tasks:

- Working with requisitions

- Working with blanket orders

- Working with quote orders

- Working with order revisions

See Also

 Setting Up Order Activity Rules for information about setting up activity

rules and status codes for special orders

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Procurement

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Working with Requisitions

You use requisitions to obtain approval for the items and services that you want
to procure. After a requisition is approved, you create an order from the
requisition using one of the following methods:

 Duplicate a requisition
 Choose requisition detail lines to include on an order

You duplicate a requisition to create an order when you must create recurring
orders from the same requisition. For example, if you have a requisition for
office supplies that you order every month, you can duplicate the same
requisition to create each recurring order.

You choose individual requisition detail lines to create orders when you want to
close the detail lines so that the lines cannot be used again. For example, if you
have a requisition for office supplies that you only want to order once, you
must choose the requisition detail lines so that they cannot be used again.

To work with requisitions, complete the following tasks:

- Enter requisitions

- Duplicate a requisition to create an order

- Choose requisition detail lines for orders

You distinguish a requisition from other types of orders by the order type code,
which is usually OR (requisition order).

Entering Requisitions

From the Requisition & Quote Management menu (G43A12), choose Enter
Requisitions.

Alternately, from the Requisition & Quote Management menu (G43D12), choose
Enter Requisitions.

Your company might require you to submit a requisition for the items and
services that you want to procure. You usually enter a requisition to obtain
approval for goods and services prior to creating an order.

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Procurement

You enter a requisition in the same way that you enter an order. For example,
to order office supplies, you enter a detail line for each office supply that you
want to order.

When you enter a requisition, you can enter your address book number as the
shipĆto address so that the requisition can be traced back to you.

If you have a purchasing department that manages requisitions, you can enter a
purchasing agent on a requisition in place of the supplier. This reference allows
the purchasing agent to easily locate requisitions to create orders.

You use the same procedures to print requisitions as you do to print orders,
although you must specify the order type for requisitions.

See Also

 Entering Order Header Information for information about entering header

information for a requisition
 Entering Order Detail Information for information about entering detail
lines for a requisition
 Assigning an Approval Route to an Order for information about activating
approval processing for requisitions
 Reviewing Open Orders for information about reviewing pending
requisitions
 Printing Orders for information about how to print requisitions

Duplicating a Requisition to Create an Order

From the Requisition & Quote Management menu (G43A12), choose Enter
Requisitions.

Alternately, from the Requisition & Quote Management menu (G43D12), choose
Enter Requisitions.

You must duplicate a requisition if you plan to create recurring orders from the
same requisition. For example, each time you need to order paper, you can
create an order by duplicating the existing requisition.

When you duplicate a requisition to create an order, the system does not close
the requisition. You duplicate a requisition the same way that you duplicate an
order.

See Also

 Duplicating an Order

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 Working with Requisitions

Choosing Requisition Detail Lines for Orders

You can choose requisition detail lines for which to create orders.

You can create an order for an item quantity or an amount that is less than the
quantity or amount on a requisition detail line. If you specify a lesser quantity
or amount, the system releases that quantity or amount from the detail line and
you choose whether or not the balance remains open. The system closes a
requisition detail line after the entire quantity is released for an order.

To specify whether unit costs display for each detail line and whether the costs
can be changed, you can set the processing options for the Generate Purchase
Orders from Requisitions program.

You can also set the processing options to specify whether the system performs
a tolerance check before creating an order for a requisition.

You can create an order for a requisition by choosing all detail lines on the
requisition. You can also:

 Combine detail lines from multiple requisitions to create a single order

 Choose detail lines from a single requisition to create multiple orders

You can combine detail lines from multiple requisitions to create a single order.
You use this method to combine items and services for the same supplier. For
example, if you receive two separate requisitions for staplers, you can combine
the requisition detail lines to create a single order.

The following graphic illustrates this process:

Requisition Requisition

Purchase Order
AA Suppliers
1 Stapler 1 Stapler

2 Staplers

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Procurement

You can also separate detail lines on a requisition to create multiple orders. You
do this when the items or services on a requisition are provided by different
suppliers. For example, if you receive a requisition that contains an order for a
stapler and an order for a chair, you can generate an order for the stapler and
another for the chair.

The following graphic illustrates this process:

Requisition

Purchase Order Purchase Order

AA Suppliers ZZ Suppliers
1 Stapler

1 Chair

1 Stapler 1 Chair

Before You Begin

- Set the processing option for versions, Purchase Order Entry (P4310), to
create a purchase order.

- Create tolerance rules in Tolerance Rules (P4322) to have the system

perform tolerance checking. See Creating Tolerance Rules.

To choose requisition detail lines for orders

From the Requisition & Quote Management menu (G43A12), choose Generate
POs from Reqs.

Alternately, from the Requisition & Quote Management menu (G43D12), choose
Generate Orders from Reqs.

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 Working with Requisitions

1. On Work With Order Release, complete one or more of the following

fields to locate requisition detail lines and click Find:
 Business Unit
 Supplier
 Order Number
 2nd Item Number
 Account Number

Only those detail lines with status codes that you specified in processing
options appear.

Detail lines with cancel dates prior to the current date do not appear.

2. Choose a detail line for which you want to create an order and click
Select.

3. On Order Release, change any of the following fields:

 Release Qty
 Account Number
 Supplier
 Buyer
 Ship To
 Unit Cost
 Lot/SN

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Procurement

 Location
 Subledger
4. Choose one of the following options:
 Release
 Close
 Cancel
5. Click OK.

The system displays the next detail line.

6. Repeat steps 2 through 5 for each detail line for which you want to create
an order.

You are now ready to create orders for the releases you have chosen. For
information, see Creating Orders from Existing Detail Lines.

Field Explanation
Release Qty The original quantity for the order detail line, plus or
minus any changes to that quantity, minus all quantities
shipped, received, and vouchered to date.
Release Amt The amount of the order, invoice, or voucher that is still
unpaid or open. When you enter a document (for
example, an order, invoice, or voucher), the open amount
is the original amount of that document. If you change
the original amount, the open amount is reduced by the
net change. For example, payments, shipments, or
receipts against a document result in a reduction of the
open balance.

Processing Options: Generate POs from Requisitions/Blanket Order

Release (P43060)

Defaults Tab

These processing options define the default information that the system uses
during Generate Purchase Orders from Requisitions/Blanket Order Release
(P43060).

1. Default Order Type

Use this processing option to specify the type of document you want to create.
This code also indicates the original document type of the transaction.
Document types are user defined codes that you set up in the User Defined

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 Working with Requisitions

Code form 00/DT. J.D. Edwards has reserved specific document type codes for
vouchers, invoices, receipts, and time sheets for which the system creates
automatic offset entries during the post program. (These entries are not
selfĆbalancing when you originally enter them.) The following document types
are defined by J.D. Edwards and should not be changed.

P Accounts Payable documents

R Accounts Receivable documents
T Payroll documents
I Inventory documents
O Purchase Order documents
J General Accounting and Joint Interest Billing documents
S Sales Order documents

Enter a value or choose one from the User Defined Code form.

Display Tab

These processing options control whether the system displays certain types of
information, such status codes and what fields the system protects, hides or
displays.

1. Incoming Status Code 1

Use this processing option to specify one of the three acceptable statuses at
which the order must be to appear in the grid. You must enter a userĆdefined
code (40/AT) that has been set up on the Order Activity Rules form for the
order type and the line type in use.

2. Incoming Status Code 2

Use this processing option to specify one of the three acceptable statuses at
which the order must be to appear in the grid. You must enter a userĆdefined
code (40/AT) that has been set up on the Order Activity Rules form for the
order type and the line type in use.

3. Incoming Status Code 3

Use this processing option to specify one of the three acceptable statuses at
which the order must be to appear in the grid. You must enter a userĆdefined
code (40/AT) that has been set up on the Order Activity Rules form for the
order type and the line type in use.

4. Price Field Display

Use this processing option to specify whether the system displays, protects, or
hides the Unit Cost field. Valid values are:

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Procurement

Blank Display the Unit Cost field. You can edit the value in the field.
1 Protect the Unit Cost field. You cannot edit the value in the field.
2 Do not display the Unit Cost field.

5. Account Amount Display

Use this processing option to specify whether the system protects the Account
Number field. Valid values are:

Blank Do not protect the Account Number field.

1 Protect the Account Number field.

6. Release Amount Display

Use this processing option to specify whether the system displays the Release
Amount field. Valid values are:

Blank Do not display the Release Amount field.

1 Display the Release Amount field.

Process Tab

These processing options allow you to specify information such as if the system
checks the tolerance percentage of orders and how the system consolidates
lines when releasing multiple orders and lines.

1. Tolerance Checking

Use this processing option to specify whether the system checks to determine if
a detail line's quantity and amount exceed the tolerance percentage or amount.
To check the tolerance value, you can access the Tolerance Setup program
(P4322). Valid values are:

Blank Do not perform tolerance checking.

1 Perform tolerance checking and display a warning message if the amount
is above the tolerance level.
2 Perform tolerance checking and do not allow release of the purchase
order if the amount is above the tolerance level.

2. Item Consolidation

Use this processing option to specify whether the system consolidates lines
when releasing multiple orders and lines. Valid values are:

Blank Do not consolidate Items.

1 Consolidate lines by supplier, item, account, branch/plant, unit of
measure, and requested date.

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 Working with Requisitions

2 Consolidate lines by supplier, item, account, branch/plant, unit of

measure, requested date, and unit cost.

For example, when you use a processing option value of 1 or 2, and you
release two lines with the same supplier, item, branch/plant, unit of measure,
and requested date, each for a quantity of 10, then the system creates one line
with a quantity of 20 on the new order.

Versions Tab

These processing options allow you to enter the version for each application. If
you leave any of the following processing options blank, the system uses the
ZJDE0001 version.

1. Purchase Order Entry (P4310)

Use this processing option to specify the version that the system uses when you
access the Purchase Order Entry program.

When you specify a version, review its processing options ensure that it meets
your needs.

2. Purchase Ledger Inquiry (P4304)

Use this processing option to specify the version that the system uses when you
access the Purchasing Ledger Inquiry program.

When you specify a version, review its processing options ensure that it meets
your needs.

3. Open Order Inquiry (P430301)

Use this processing option to specify the version that the system uses when you
access the Open Order Inquiry program.

When you specify a version, review its processing options ensure that it meets
your needs.

4. Supplier Master Inquiry (P0401)

Use this processing option to specify the version that the system uses when you
access the Supplier Master Inquiry program.

When you specify a version, review its processing options ensure that it meets
your needs.

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Procurement

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Working with Blanket Orders

You can enter a blanket order when you have an agreement with a supplier to
purchase a certain quantity or amount of goods over a period of time. You must
enter the entire quantity or amount on the blanket order. Each time you are
ready to receive a portion of the goods, you create a purchase order.

For each blanket order on the system, you can view the original quantity on the
order, the quantity or amount released to date, and the quantity or amount left
to release.

To work with blanket orders, complete the following tasks:

- Enter blanket orders

- Create purchase orders from blanket orders

The system distinguishes a blanket order from other types of orders by the
order type code, which is usually OB (blanket order).

Entering Blanket Orders

From the Purchase Order Processing menu (G43A11), choose Blanket Orders.

You might issue an order for goods or services from which the supplier releases
portions over a period of time. When you have this type of agreement with a
supplier, you can enter a blanket order.

When you enter a blanket order, you must specify the entire quantity or amount
of the item or service that you want to order. For example, if you have an
agreement with a supplier to purchase 100 widgets a month over the next 12
months, you must enter a blanket order for 1200 widgets.

You enter and print a blanket order in the same way that you enter and print a
purchase order. To enter a blanket order, you must enter a single detail line for
the entire blanket order quantity or amount. To print a blanket order, you must
specify the order type.

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Procurement

See Also

 Entering Order Header Information for information about entering header

information for a blanket order
 Entering Order Detail Information for information about entering detail
lines for a blanket order
 Reviewing Open Orders for information about reviewing pending blanket
orders and the quantity or amount left to receive on a blanket order
 Printing Orders for information about how to print a blanket order

Creating Purchase Orders from Blanket Orders

When you are ready to receive a portion of the goods or services on a blanket
order, you must release the quantity or amount for which you want to create a
purchase order. For example, if you have a blanket order for 1200 widgets and
you want to receive 100, you must locate the blanket order detail line and
release 100 widgets.

To create purchase orders from blanket orders

From the Order Gen/Approve/Release menu (G43A13), choose Generate POs

from Blanket.

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 Working with Blanket Orders

1. On Work With Order Release, complete one or more of the following

fields or click Find to locate requisition detail lines:
 Branch Plant
 Supplier
 Order Number
 Item Number
 Account Number

Only those detail lines with status codes that you specified in processing
options appear.

Detail lines with cancel dates prior to the current date do not appear.

2. Choose one or more detail lines for which you want to create a purchase
order and click Select.

3. On Order Release, review the following fields:

 Qty To Date
 Original Qty
 Amt To Date
 Original Amt
4. Complete the following fields:
 Release Qty
 Release Amt

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Procurement

You determine whether the Release Amount field appears using

processing options.

5. Choose one of the following options:

 Release
 Close
 Cancel
6. Click OK.

The system displays the next detail line.

7. Repeat steps 2 through 5 for each detail line for which you want to create
a purchase order.

You are now ready to create purchase orders for the releases you have
chosen. For information, see Creating Orders from Existing Detail Lines.

Field Explanation
Qty To Date The original quantity of the order line, plus or minus any
changes to that quantity, less all quantities shipped,
received and/or vouchered to date. This number can also
be the actual quantity received.
Original Qty The quantity of units affected by this transaction.
Amt To Date The value of the goods received to date against the
original order line.
Original Amt The number of units multiplied by the unit cost.

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Working with Quote Orders

Before you procure an item or service, you might want to gather and compare
price quotes from different suppliers. You can work with quote orders to:

 Obtain price quotes for items or services

 Identify the supplier offering the best price or delivery date for an item or
service
 Create a purchase order

To work with quote orders, complete the following tasks:

- Enter items for which to request quotes

- Enter suppliers to provide quotes

- Print requests for quote order

- Enter supplier price quotes

- Create orders from price quotes

You distinguish a quote order from other types of orders by the order type
code, which is usually OQ (quote order).

Entering Items for Which to Request Quotes

You must enter the items for which you want to receive price quotes on a quote
order. For each item, you must enter a detail line just as you would on an order.

You can request a price quote for a single quantity or for multiple quantities of
an item. You can enter multiple quantities for items for which you expect to
receive a price break for purchasing larger quantities.

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Procurement

You also might want to obtain price quotes after you get approval for the items
and services on a requisition. You can create quote orders using detail lines
from requisitions. The procedure for this is identical to that for creating orders
from requisitions. On the Order Detail form, you can use the Original Orders
function to review:

 A list of all requisitions from which the line was created

 Who requested the items
 The quantities requested

The system maintains the requisition information to create the detail lines on
quote orders in the Multiple Requisitions table (F4332).

Entering items for price quotes involves:

 Requesting price quotes for a single quantity

 Requesting price quotes for multiple quantities

The system maintains quantity price break information by quote order and line
number in the Quantity Breaks Ledger table (F4331).

To request price quotes for a single quantity

From the Requisition & Quote Management menu (G43A12), choose Enter
Quote Orders.

Alternately, from the Subcontract Processing menu (G43D11), choose Reqs &
Quote Management. On the Requisition & Quote Management menu (G43D12),
choose Enter Quote Orders.

1. On Work With Order Detail, click Add.

2. On Order Detail, complete the following fields for each item for which
you want a price quote and click OK:
 Branch/Plant
 Supplier
 Item Number
 Quantity Ordered

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 Working with Quote Orders

To request price quotes for multiple quantities

From Requisition & Quote Management menu (G43A12), choose Enter Quote
Orders.

Alternately, from the Requisition & Quote Management menu (G43D12), choose
Enter Quote Orders.

1. On Work With Order Detail, click Add.

2. On Order Detail, complete the following fields for each item for which
you want a price quote:
 Branch/Plant
 Supplier
 Item Number
3. Choose the detail line and choose Quote Price Breaks from the Row
menu.

4. On Quote Price Breaks, complete the following field for each item
quantity for which you expect to receive a price break and click OK.
 Quantity

See Also

 Entering Order Header Information for information about entering header

information for a quote order

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Procurement

 Entering Order Detail Information for information about entering detail

lines for a quote order
 Reviewing Open Orders for information about reviewing open (pending)
quote orders
 Choosing Requisition Detail Lines for Orders for information about detail
lines and multiple requisitions

Entering Suppliers to Provide Quotes

After you enter items on a quote order, you must enter the suppliers from
whom you want to obtain price quotes. You can specify the suppliers who are
to provide price quotes for all items or individual items on the quote order.

Quote Order

Item 1

Item 2
Price Quote Price Quote
Request Item 3 Request
AAA Corp. Acme Corp.

Item 1 $ Item 3 $

Item 2 $

Item 3 $

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 Working with Quote Orders

To enter suppliers to provide quotes

From the Requisition & Quote Management menu (G43A12), choose Enter
Quote Orders.

Alternately, from the Subcontract Processing menu (G43D11), choose Reqs &
Quote Management. On the Requisition & Quote Management menu (G43D12),
choose Enter Quote Orders.

1. On Work With Order Detail, click Add.

2. On Order Detail, do one of the following:
 To enter suppliers for all items on the order, choose Quote
Suppliers from the Form menu
 To enter suppliers for a certain item on the order, choose a detail
line and choose Quote Suppliers from the Row menu

3. On Quote Supplier Entry, complete the following field:

 Required By
4. Complete the following field for each supplier from whom you want to
receive a price quote and click OK:
 Supplier

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Procurement

Printing Requests for Quote Order

From the Requisition & Quote Management menu (G43A12), choose Print
Quote Orders.

Alternately, from the Subcontract Processing menu (G43D11), choose Reqs &
Quote Management. On the Requisition & Quote Management menu (G43D12),
choose Print Quote Orders.

For each supplier from whom you are requesting price quotes, you can
generate a form on which to record price quote information. Each form applies
to a specific quote order. The supplier's name and address appear on the form,
as well as the items for which you are requesting price quotes.

You can have the supplier fill out the form, or you can gather the information
and fill out the form yourself. You can record a price quote for each item as
well as the dates through which each price quote is effective. You can then use
the form to enter price quote information in the system.

You run the Print Quote Request procedure to select the quote orders for which
to print request forms. After you enter price quote information in the system,
you can print these forms to review existing price quotes for a supplier.

See Also

 R43530, Request for Quote in the Reports Guide for a report sample

Entering Supplier Price Quotes

After a supplier provides you with price quotes for items or services, you must
enter the price quotes in the system. After you enter price quotes from all
suppliers, you can compare the price quotes to identify the supplier with the
best price.

You must enter supplier price quotes based on a specific quote order. If you
requested that the supplier provide price quotes for different quantities of an
item, you can enter a price quote for each quantity.

The system maintains individual price quote information for suppliers in the
Supplier Selection table (F4330).

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 Working with Quote Orders

To enter supplier price quotes

From the Requisition & Quote Management menu (G43A12), choose Enter
Quote Response.

1. On Work With Suppliers complete the following fields and click Find to
locate the quote order and supplier for which to enter price quotes:
 Order Number
 Supplier

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Procurement

2. Choose the detail line that contains the order number and supplier and
click Select.

3. On Quote Response Entry, complete the following fields:

 Response Date
 Promised Delivery
 Expire Date

You can enter a promised date and an expiration date for all price quotes
or you can enter dates for individual price quotes. All dates default to the
detail lines.

4. Complete the following field for each item or service:

 Unit Price

If you have requested price quotes for multiple quantities of the item, the
system highlights the Unit Price field.

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 Working with Quote Orders

5. To enter price quotes for multiple item quantities, choose the detail line
and choose Price Breaks from the Row menu.

6. On Quote Price Breaks, complete the following fields for each quantity
and click OK:
 Price
 Promised Delivery
 Expire Date
7. On Quote Response Entry, click OK.

Processing Options for Quote Response Entry

Default
Order Type ____________
Self-Service
Supplier Self-Service ____________
Blank = No
1 = Yes

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Procurement

Creating Orders from Price Quotes

After you input supplier price quotes for an item or service, you can compare
price quotes to identify the supplier with the best price and choose a price
quote for which to create an order.

After you select a price quote for which to create an order, you can:

 Close the quote order detail line (if fully released), so that you can no
longer create orders from the line.
 Leave the quote order detail line open, so you can create recurring orders
from the line.

You use processing options to specify which of the above methods you want to
use. Closed detail lines do not appear on Release Quote Orders.

The following graphic illustrates using price quotes to create a purchase order.

Purchase Order
Acme Supply

Price
Widgets Quote

Acme Supply .49

Widgets 100 x .49
AAA Supply .52

You can compare price quotes for an item by locating the quote order detail
line that contains the item. You can review the item description for the detail
line and all suppliers who have provided price quotes for the item.

To create orders from price quotes

From the Requisition & Quote Management menu (G43A12), choose Generate
POs from Quotes.

Alternately, from the Requisition & Quote Management menu (G43D12), choose
Generate Orders from Quotes.

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 Working with Quote Orders

1. On Quote Order Release, complete one or more of the following fields to

locate quote order detail lines and click Find:
 Branch/ Plant
 Order Number
 Item Number
 Account
 Supplier
 Buyer

The Supplier field pertains to the purchasing agent that is assigned to the
quote order not to the suppliers responding with price quotes.

2. To compare supplier price quotes for each detail line, review the
following field:
 Responded Price/ Amount

If the supplier has provided price quotes for multiple quantities of an

item, the system highlights the price quote.

If a supplier did not return a price quote by the date you required, you
cannot use the price quote. The system does not display a release line for
late quotes. To activate the line, you must change the response date for
the supplier using the Quote Supplier Entry program.

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Procurement

3. To review price breaks for an item, choose the appropriate row and
choose Price Breaks from the Row menu.
4. On Quote Price Breaks, review the supplier's price quote for each
quantity of the item and exit to Quote Order Release.
5. On Quote Order Release, choose the price quote for which to create an
order by entering a quantity in the following field for the appropriate
supplier:
 Release Quantity

If the supplier has provided price quotes for multiple item quantities, the
release quantity you specify indicates the price quote that the system is to
use for the order.

You are now ready to generate orders for the price quotes you have
chosen. The system warns you if you attempt to exit from the form
before you generate the orders or cancel your choices. For information
about the order generation process, see Creating Orders from Existing
Detail Lines.

Processing Options for Quote Order Release

Defaults
Order Type ____________
Display
1. Next Acceptable Status Code 1 ____________
2. Next Acceptable Status Code 2 ____________
3. Next Acceptable Status Code 3 ____________
Process
Enter a ’1’ to reduce the open ____________
quantity in the Quote Order by the
released amount. If left blank,
the quantity open for the quote
will remain unchanged, allowing
you to continuously release the
full quote quantity/ amount.
Versions
1. Purchase Order Entry ____________
(P4310)
2. Purchasing Ledger Inquiry ____________
(P43041)
3. Open Order Inquiry ____________
(P430301)
4. Supplier Master Inquiry ____________
(P0401)
5. Supplier Analysis ____________
(P43230)

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Working with Order Revisions

You can track changes to orders to review information about changes that have
occurred. For example, if you entered an order for 5 gallons of paint and then
decided to change the order to 10 gallons of paint, you could review the
changed information that created the new order for paint.

When you work with order revisions, you can review information such as:

 The number of times an order was revised

 The number of times each detail line on an order has been revised
 The order revision to which each detail line change corresponds
 The information that was revised on a detail line, such as the item
number, the costs, and so forth
 The reason for the revisions

To work with order revisions, complete the following tasks:

- Create order revisions

- Review order revision information

- Print order revision information

Creating Order Revisions

You can have the system create an order revision each time you enter or modify
an order. For example, if you enter an order for 5 gallons of blue paint, the
system creates order revision 000. If you modify the order to 7 gallons of blue
paint, the system creates order revision 001. You can locate order revision 000
to review the information on the original order. You can locate order revision
001 to review information on the current order, including the fields modified.

The following graphic illustrates this example:

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Procurement

Original Order – 000 Revision Order – 001

Change

Order 1 Order 1

Blue Paint 5 x $5.00 Blue Paint 7 x $5.00

When you review an order, the last order revision that was created appears. The
number of revisions to each detail line also appears.

You use processing options to activate revision tracking. You can specify
whether the system allows:

 Revisions to existing orders only

 The addition of new orders and revisions to existing orders
 No order revision processing

You can specify the status code at which revision tracking begins. You can also
choose to enter notes each time you create an order revision.

The system creates order revisions only when you revise detail lines. It does not
create order revisions when you revise header information.

The system maintains order revision information in the following tables:

Purchase Order Header The system maintains the number of times an order is
(F4301) revised.

Purchase Order Detail The system maintains current information for order detail
(F4311) lines, including the number of times each line was
revised.

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 Working with Order Revisions

Purchasing Ledger The system stores original order information as well as

(F43199) information about each order revision. You do not have
to activate the Purchasing Ledger in order activity rules
for revision tracking to occur. Order revision records have
a ledger type of CO (change order).

To create order revisions

From the Purchase Order Processing menu (G43A11), choose Enter Purchase
Orders.

Alternately, from the Subcontract Processing menu (G43D11), choose Enter

Subcontract Orders.

1. On Work With Order Header, locate a specific order.

2. Choose the order and choose Detail Revision from the Row menu.
3. On Order Detail, change one of the following fields on a detail line and
click OK:
 Item Number
 Account Number
 Quantity Ordered
 Unit Cost
 Extended Cost

Any change that you make changes both the order revision line number
and the header number.

4. On Work With Order Headers, choose the order again and choose Detail
Revision from the Row menu.
5. On Order Detail, review the following field for the order:
 Order Revision Number
6. Review the following fields for the detail line that you changed:
 Order Revision
 Line Revision Number

The order revision value for the order indicates the number of times the
order has changed. The order revision value for each detail line indicates
the order revision number for the order that applied the last time that you
changed the detail line.

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Procurement

Reviewing Order Revision Information

You can review information about the changes made to a certain order. For
example, if an order was changed five times, you can review information about
each change, including:

 The detail lines that were changed

 The information that changed on each detail line
 The person who made the changes
 The date that the changes took place

To review order revision information

From the Purchasing Inquiries menu (G43A112), choose Order Revisions

Inquiry.

Alternately, from the Procurement Inquiries menu (G43D112), choose Order

Revisions Inquiry.

1. On Work With Order Revisions Summary, complete the following field to

locate the order for which you want to review revisions:
 Order Number

You choose whether to locate all order revisions or only the last order
revision that applies to the order.

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 Working with Order Revisions

2. Choose an order revision and click Select.

3. On Order Revisions Detail, do one of the following:

To review only the last detail line revised on the order, choose the
following option:

 Last Revision

To review all detail lines on the order, choose the following option:

 All Revisions

For each detail line that appears, you can review information about the
line based on the last revision that occurred.

4. To review all revisions that apply to a certain detail line, choose the detail
line and click Select.

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Procurement

5. On Order Revision History, review information for the detail line based
on the revision.

Processing Options for PO / Change Order Summary

Defaults
Order Type ____________
Versions
Purchase Order Entry (P4310) ____________
Change Order Print (P43535) ____________
Purchase Order Print (P43500) ____________

Printing Order Revision Information

From the Purchasing Reports menu (G43A111), choose Print Order Revisions
History.

Alternately, from the Procurement Reports menu (G43D111), choose Print Order
Revisions History.

You can print the Order Revisions History report to review information about
order revisions. The report lists the following information:

 The number of revisions to each detail line

 The latest detail line revisions
 A history of all detail line revisions

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 Working with Order Revisions

See Also

 R43535, Order Revisions Summary History in the Reports Guide for a

report sample

Processing Options for Change Order History Report

Display
Enter a specific revision number, ’*’
for last revision, or blank for
all.
1. Specify revision number ____________
Enter ’1’ to print all lines that make
up a revision or blank for only
those lines that changed at the
specific number.
2. Specify lines to print ____________
Enter ’1’ to print all history records
for each purchase order lines
printed.
3. Print line history ____________

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Approval Processing

Your company might require you to obtain approval for the items or services
that you purchase. After you enter a purchase order, subcontract order,
requisition, blanket order, or so on, you can require that the proper authorities
approve the order before the system processes it. This approval eliminates the
unauthorized purchase of items.

The orders you enter might require approval from different persons, based on
the department in which you work or the amount of purchases that you want to
make. You must set up approval routes to specify the persons responsible for
approving orders. You can then assign those routes to orders.

If you originate orders, you can check the current status of an order. The status
indicates the person from whom the order is awaiting approval and the persons
who have already approved the order. You will receive a message when an
order is fully approved or rejected.

If you are responsible for approving orders, you can review all orders awaiting
your approval and select orders to approve or reject. You can provide
explanations for approving or rejecting an order.

When you set up your purchasing cycle, you must determine which order types
(purchase orders, subcontract orders, requisitions, and so forth) require
approval. For each order type, you must set up order activity rules to include
the approval process.

The system maintains historical information about order approvals in the Held
Order table (F4209).

To process approvals, complete the following tasks:

- Work with approval routes

- Work with orders awaiting approval

See Also

 Setting Up Order Activity Rules for information about setting up approval

processing for specific order types

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Working with Approval Routes

Your company might require you to obtain approval for the items and services
that you want to purchase. You can create approval routes and assign them to
orders to ensure that purchases are authorized by the appropriate personnel.

The persons who must approve orders might differ based on the department in
which you work, the items you are purchasing, and so forth. You can create
multiple approval routes, each of which consists of a different group of persons.
Each route must be specific to a particular type of order, such as purchase
orders, subcontract orders, requisitions, and so forth. If a person assigned to
multiple approval routes leaves the company or goes on vacation, you can
transfer approval authority to another person.

After you create an approval route, you can assign it to an order. The system
does not allow further processing of the order until it is fully approved.

To work with approval routes, complete the following tasks:

- Create an approval route

- Assign an approval route to an order

- Transfer approval authority

Before You Begin

- Include approval processing in the order activity rules for applicable order
types.

- Assign the approval route to the branch/plant.

Creating an Approval Route

You must set up approval routes to specify the persons who are responsible for
approving an order. After you assign an approval route to an order, the system
does not process the order until the persons on the route approve the order
which ensures that all purchases are authorized by the appropriate personnel.

The persons responsible for approving each order might differ based on the
department in which you work, the items that you want to purchase, and so on.

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Procurement

You can create multiple approval routes, each of which contains a different
group of persons.

Depending on the cost of the items or services that you want to purchase, you
might need to obtain approval for an order from several persons. For each
person that you enter on an approval route, you must specify the amount that an
order must exceed to require that person's approval. You must enter persons in
ascending order by amount. For example:

Approval Route A
Approval Amt Responsible Person
100 Dwight Akin
1,000 Ray Allen
5,000 Dominique Abbot

Using approval route A, if the order total is:

 Less than 100.00, the system automatically approves it

 100.00 or more, Dwight Akin must approve it
 1,000.00 or more, Dwight Akin and Ray Allen must approve it
 5,000.00 or more, all three persons must approve it

If you change the approval amount for a person, pending approvals are not
affected.

You can bypass persons on an approval route. For example, using the same
example, Dominique Abbot can approve any order prior to Dwight Akin or Ray
Allen and bypass them in the approval process.

You might want to assign the same approval amount to multiple persons so that
if one is not available to approve an order, another is available who can. Only
the first person on the approval route will receive a message that an order is
awaiting approval, although any of the persons can approve the order. The same
person cannot appear more than once in a table.

You might want to assign a budget approver to an approval route to release

orders on hold due to exceeding the budget. The budget approver must approve
the order and release the hold before other persons on the approval route can
approve the order. If an order is not on budget hold, it skips the budget
approver and goes to the first person on the route.

You must assign a unique name to each approval route that you enter. You must
also specify the type of order to which the route applies (for example, purchase
orders, subcontract orders, requisitions, blanket orders, and so on).

The system uses electronic mail messages to notify each applicable person an an
approval route that an order is awaiting approval. Persons are notified in the
order that their name appears on the route.

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 Working with Approval Routes

If you delete or add a person on an approval route, the system redirects pending
approvals to the appropriate person but does not resend electronic mail
messages.

Before You Begin

- Verify that each person you enter on an approval route has both a user ID
and an address book number.

- Determine the approvers and their approval authority for each route.

To create an approval route

From the Order Gen/Approve/Release menu (G43A13), choose Approval Level

Revisions.

Alternately, from the Order Gen/Approve/Release menu (G43D13), choose

Approval Level Revisions.

1. On Work With Approval Level Revisions, click Add.

2. On Approval Level Revisions, complete the following fields:

 Approval Route Code
 Order Type
 Route Description

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Procurement

3. Complete the following field, if necessary:

 Budget Approver
4. Complete the following fields for each person whom you want to add to
the route and click OK:
 From Amount
 Person Responsible

Field Explanation
Approval Route Code A code that determines to whom an order is routed for
approval.
Route Description A user defined name or remark.
Budget Approver The address book number of the supplier from whom you
are purchasing items or services.
From Amount A number that indicates the lowest amount for which this
person is responsible for approving orders. The message
Budget" indicates that this approver is the budget
approver.
Person The address book number of the person who is
responsible for reviewing and releasing orders placed on
hold.

See Also

 Working with Budgets and Working with Orders on Hold for information
about budget holds

Processing Options for Approval Level Revisions

Defaults
1. Order Type ____________

Assigning an Approval Route to an Order

From the Purchase Order Processing menu (G43A11), choose Enter Purchase
Orders.

Alternately, from the Order Processing menu (G43D11), choose Enter Orders.

After you create an approval route, you can assign it to an order to ensure that
the order obtains approval from the appropriate persons. The system allows no
further processing of the order until it is fully approved.

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 Working with Approval Routes

You must assign an approval route to an order before you enter the order. You
use processing options to enter a specific approval route or to specify the
location from which the system retrieves an approval route. You can specify the
following locations:

 From the user profile for the person entering the order
 From the address book record for the person entering the order
 From branch/plant constants
 From default locations and printers

If you specify the user profile or address book location, the system uses the
identification number or the address book number of the user for the approval
route. In this case, you must create a separate route for each user. You might
want to use this method if each user requires a unique approval route.

If most of the orders that are generated in a branch/plant require approval from
the same persons, you might retrieve an approval route from branch/plant
constants. You can also assign a primary approval route to each user as you
enter default location and printer information.

Approval routes are applicable at the order level, not at the detail level. For
example, all items and services on an order must be approved before the system
processes the order. After you enter an order, you cannot change its assigned
approval route.

Transferring Approval Authority

You must create approval routes to specify the persons responsible for
approving an order. You might include a specific person on several approval
routes if the person is responsible for approving all orders that exceed a specific
amount.

You can transfer approval authority from one person to another. You might do
this if a person leaves the company or takes an extended vacation. When you
transfer approval authority, the system permanently changes all approval routes
on which the person currently exists.

You cannot transfer authority from one person on a route to another person
already on the route. However, when you transfer authority from one person on
a route to a person who has just been added to the route, the system redirects
pending approvals to the new individual, but does not resend electronic mail
messages.

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Procurement

To transfer approval authority

From the Order Gen/Approve/Release menu (G43A13), choose Approval

Delegation.

Alternately, from the Order Gen/Approve/Release menu (G43D13), choose

Approval Delegation.

1. On Work With Approval Delegation, complete the following field and click
Find:
 Approver
2. Review all approval routes to which the person from whom you are
transferring authority (approver) is currently assigned.
3. Choose a certain route or all routes on which you want to delegate
authority and click Select.
4. On Approval Delegation, complete the following field to specify the
person to whom you want to delegate authority and click OK:
 Delegate To

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Working with Orders Awaiting Approval

You can locate all orders that await your approval and select orders to review
for approval or rejection. You must approve an order to authorize the purchase
of items and services. You can reject an order if you disapprove of the
purchases.

When you approve an order, the system either updates the order to an
approved status or sends the order to the next person on the approval route. If
you reject an order, the system returns a rejection message to the originator of
the order and allows no further processing of the order.

If you originate orders, you can review the status of all of your orders
(approved, rejected, pending). If an order has been rejected, you can amend
the order to resubmit it for approval. If an order is pending, you can identify
the next person responsible for approving the order and verify that the person
is available to approve the order.

The system notifies you by electronic mail when a specific order requires your
approval. The system also notifies you if an order that you originated has been
approved or rejected.

To work with orders awaiting approval, complete the following tasks:

- Review approval messages for orders

- Review orders awaiting approval

- Approve or reject orders

Reviewing Approval Messages for Orders

From the Order Gen/Approve/Release menu (G43A13), choose Review

Approval Notification.

Alternately, from the Order Gen/Approve/Release menu (G43D13), choose

Review Approval Notification.

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After you enter an order with an assigned approval route, the system notifies
those persons responsible for approving the order. The system notifies the first
person on the approval route by electronic mail that the order requires
approval. If the person approves the order, the system either:

 Sends a message to the next person responsible for approving the order
 Updates the order to an approved status (if no other approvals are
necessary) and sends an approval message to the order originator

If a person rejects the order, the system returns a rejection message to the
originator. If the originator amends the order, the system restarts the approval
process.

After a person approves or rejects an order, the system automatically deletes the
electronic mail message about the order, provided that you have entered it
through the electronic workbench.

The following is an example of the approval route process for a purchase order.

Approval Route Process

Step 1 Step 2 Step 3

E–Mail

Doe, Mary Approve

Jones, Joe
Approve
Approval Route A Purchase
Order Smith, Bob
Purchase
Mary Doe $100+ TOTAL $800 Order
Approve Approved
Joe Jones $300+
OR
Bob Smith $700+ Reject
Amend

Purchase
Order
Rejected

You can use electronic mail messaging (eĆmail) for the approval process even if
you do not use the J.D. Edwards Electronic Mail system on a companyĆwide
basis. You can access your messages from the eĆmail form that is set up
specifically for approval processing or from any eĆmail form on which you have
a mailbox. If you use the approval processing eĆmail form, processing options
allow you to determine which mailboxes appear on the form.

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 Working with Orders Awaiting Approval

Processing Options for Agent Message Center - Approval Notification

Queue Mgmt
1. Search Type ____________
A specific Search Type
Blank = None
2. Category Code – Address Book ____________
01
A specific Category Code
Blank = None
3. Category Code – Address Book ____________
02
A specific Category Code
Blank = None
4. Category Code – Address Book ____________
03
A specific Category Code
Blank = None
5. Category Code – Address Book ____________
04
A specific Category Code
Blank = None
WorkCenter
6. Mail Box ____________
A specific Mail Box
Blank = 01
7. Address Number ____________
A specific Address Number
Blank = Signed on user
8. Message Print ____________
A specific version
Blank = ZJDE0001
Process
1. User Name ____________
1 = Signed on user
Blank = Disabled
2. Message Type 1 – 2 ____________
1 = Enabled
Blank = Disabled
3. Mail Box Designation ____________
1 = Enabled
Blank = Disabled
4. E-Mail Category Code 1 ____________
1 = Enabled
Blank = Disabled
5. E-Mail Category Code 2 ____________

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1 = Enabled
Blank = Disabled
6. E-mail Type Prompt ____________
1 = Enabled
Blank = Disabled
Call Mgmt.
1. Call Management ____________
1 = Enabled
Blank = Disabled
2. Call Entry Application Version ____________
A specific version
Blank = ZJDE0001
3. Status – Assignee to Queue ____________
4. Status – Queue to Assignee ____________

Reviewing Orders Awaiting Approval

You can locate all orders that await your approval and select individual orders
to review for approval or rejection. You can also locate all orders that you
originated to review the status of each, such as approved, rejected, or pending.

You locate orders based on your address book number. You can also locate
orders based on the age of the order to identify orders that require immediate
attention. If you originate orders, you can specify that only approved or rejected
orders appear.

You can access an order's status summary to identify who is responsible for
approving the order and to review a history of the actions that have occurred to
that order. You can identify those persons who have:

 Approved the order

 Not yet approved the order
 Rejected the order
 Been bypassed in the approval process by a person with a higher level of
authority

To review a status summary for an order on budget hold, you must specify the
budget hold code in the processing options for the Orders Awaiting Approval
program.

To review orders awaiting approval

From the Order Gen/Approve/Release menu (G43A13), choose Orders Awaiting

Approval.

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 Working with Orders Awaiting Approval

Alternately, from the Order Gen/Approve/Release menu (G43D13), choose

Orders Awaiting Approval.

1. On Work With Orders Awaiting Approval, complete the following fields,

as necessary:
 Approver
 Branch/Plant
 Order Type
2. To display orders based on age, complete the following fields in the Limit
Selection box:
 Orders older than days
 Waiting more than days
3. Under Order Selection, choose an option based on whether you are an
order approver or an order originator:

If you are an Approver Ć choose the following option and click Find:

 Queued for Approval

4. If you are an originator, under Order Originator, choose one of the
following options to determine the type of order that displays and click
Find:
 Waiting Approval
 Approved
 Rejected

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5. To remove approved or rejected order information that you do not want

to review, choose the applicable order and choose Remove Message from
the Row menu.
6. To view the current status of a certain order, choose the order and choose
Status Summary from the Row menu.

7. On Work With Approval Status Summary, review the persons on the

approval route and their corresponding status.

Field Explanation
Orders older than days A number that indicates the age of an order and limits the
quantity of orders that the system displays.
The age of an order is the difference (in days) between
the order date and today's date. The system displays only
orders that are as old as or older than the number of days
you enter.
For example, assume today is May 15, 1998. The
following orders exist:
May 15 - Order # 104
May 14 - Order # 103
May 13 - Order # 102
If you leave this field blank, the system displays all
orders. If you enter 1 in this field, the system displays
only orders 103 and 102.

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 Working with Orders Awaiting Approval

Field Explanation
Waiting more than days A number that indicates the quantity of days that an order
has been awaiting approval and limits the quantity of
orders that the system displays.
If you enter a number in this field, the system displays
only those orders that have been awaiting approval for at
least the number of days that you specify.
Approval action occurs when one of the following events
takes place:
 An order is entered (originated)
 The order is approved
 The order is rejected
 The order is amended
Queued for Approval The approval action determines whether an order is:
 Queued for approval - Display orders that require
approval.
This selection is used by an approver inquiring
on orders that require approval.
 Waiting approval - Display orders not yet
approved.
This selection is used for the originator of the
order inquiring on its status.
 Approved - Display orders that have been
approved.
This selection is used by the originator of the
order its status.
 Rejected - Display orders that have been rejected.
This selection is used by the originator of the
order inquiring on its status.

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Procurement

Processing Options for Orders Awaiting Approval

Process
1. Awaiting Approval Status ____________
2. Approved Status ____________
3. Rejected Status ____________
4. Budget Hold Code ____________
Defaults
1. Order Type ____________
2. Enter ’1’ to protect address ____________
number from input
Versions
Enter the version for each program. If
left blank, ZJDE0001 will be used.
1. Order Entry ____________
(P4310)
2. Budget Comparison ____________
(P09210)
3. Release Held Orders ____________
(P43070)
4. Open Order Inquiry ____________
(P4310)

Approving or Rejecting Orders

You must approve an order to authorize the purchase of items and services.
After you approve all detail lines on an order, the system processes the order.
You can reject detail lines on an order if you do not want the system to process
the order. You can also provide explanations for rejecting detail lines.

If you enter the final approval for an order or if you reject an order, the system
sends a message to the originator of the order. The originator can choose to
amend a rejected order, in which case the system resubmits the order to you for
approval. You can identify an amended detail line by the carat (>) that appears
next to the line.

You can use several methods to provide explanations for rejections. You can:

 Define up to eight different categories that represent a specific rejection

explanation
 Enter a brief remark for the entire order
 Enter a brief remark for each detail line
 Enter unlimited text for the order
 Enter unlimited text for a detail line

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 Working with Orders Awaiting Approval

If you are a budget approver, you must approve and release orders that are on
budget hold using the Approval Review program before the system can further
process the orders.

Before You Begin

- Create definitions and column headings for the applicable user defined
codes on Approval/Rejections Reasons.

To approve or reject orders

From the Order Gen/Approve/Release menu (G43A13), choose Approval

Review.

Alternately, from the Order Gen/Approve/Release menu (G43D13), choose

Approval Review.

1. On Work With Orders Awaiting Approval, locate the orders awaiting your
approval.
2. Choose the order that you want to review and choose Approval Review
from the Row menu.

3. On Purchase Order Requisition Approval, review the detail lines on the

order and do one of the following:
 To approve an order, choose Approve from the Form menu.
 To reject a detail line on the order, choose the line and choose
Reject from the Row menu.

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Procurement

4. To specify reasons for rejecting an order, choose Rejection Reasons from

the Form menu.

5. On Approval/Rejection Reasons, type X in the appropriate user defined

categories for each detail line and enter explanations as necessary.

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Receipt Routing

You might want to track items from the moment that they leave a supplier's
warehouse until they arrive in stock. Depending on your operation, several
stops might exist between the two points, such as your dock, the staging area,
inspection, and so forth.

You use receipt routing to track and move items through a series of operations
that make up a receipt route.

Receipt Route A

Operation 1: In Transit Operation 2: At Dock

Operation 3: Inspection Operation 4: Stock

You must define the operations that make up each receipt route. You must also
determine the logistical and accounting updates that the system performs as you
process items through a receipt route. After you create a receipt route, you can
assign it to an item based on the supplier who provides the item.

Each time you enter a receipt for items, the system enters the items in the first
operation of the receipt route. You must enter the items in subsequent
operations of the receipt route. During each operation, you can:

 Remove items from the route due to returns, rejects, and so forth
 Have the system automatically generate replacement orders for items that
you return

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Procurement

To perform receipt routing, complete the following tasks:

- Create receipt routes

- Activate receipt routing

- Work with items in a receipt route

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Creating Receipt Routes

You can monitor items from the moment that they leave a supplier's warehouse.
You create receipt routes to determine the series of operations through which
you process items until the items become part of your inventory.

You must define the operations that make up each receipt route. You must also
determine the updates that occur as you transfer items to each operation. For
example, you specify the operation at which items become onĆhand inventory.
When you enter items at the onĆhand operation, the system creates journal
entries to reflect the items in inventory, and you can create a voucher to pay for
the items.

You can direct the system to create journal entries each time you transfer items
to and from an operation in a receipt route. You do this so that the value of the
items at each operation appears in the general ledger. For example, you might
want the general ledger to reflect the value of items currently at the dock.

When you create a receipt route, you must indicate whether to pay for items
that you remove (disposition) from the route based on the reason that you
remove them. For example, you might want to pay for items that you rework
but not for pay items that you return.

To create a receipt route, complete the following tasks:

- Define operations in a receipt route

- Understand journal entry creation for items in a receipt route

- Define payment eligibility for item removal

Defining Operations in a Receipt Route

A receipt route is a series of operations through which you process items upon
receipt. These operations might include:

 Transit
 Dock
 Staging area
 Inspection
 Stock

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Procurement

To create a receipt route, you must define the series of operations that make up
the route. For example, you can create a receipt route that is made up of two
operationsĊstaging area and stockĊand another receipt route that is made up
of three operationsĊstaging area, inspection, and stock.

You determine the updates that the system performs as you process items
through a receipt route by specifying at which operation:

 Items are available to promise.

 Items are received for supplier performance purposes.
 Items are at an onĆhand status.

Each update field on Receipt Routing Definition represents a field in the Item
Location table (F41021). The system maintains balances of inventory items in
this table. You can have the system update the availability of an item at any
operation in a receipt route. For example, you might want the ability to promise
items to customers (enter sales orders) when the items arrive at the dock
instead of waiting until the items are in stock.

You access the Item Availability Definition form from the Branch/Plant
Constants form to indicate which fields the system uses to calculate item
availability. For example, you can specify that the system add the balance in the
Update Transit Quantity field to the current onĆhand balance to calculate
availability.

You must specify at which operation the system records the receipt date for
items. For example, you can specify that the system record the receipt date
when items arrive at the dock. The system compares the receipt date to the date
that the supplier promised to deliver the items to determine supplier
performance.

The last operation in a receipt route is the operation at which items are eligible
for payment. You must direct the system to update items to an onĆhand status at
the last operation in a receipt route. When you transfer items to the last
operation, the system creates journal entries to reflect a liability for the items
and you can create a voucher to pay for the items. The system also updates the
following:

 Item costs
 Landed costs
 Cost variances
 Item transaction histories (Cardex)

Before You Begin

- Set up receipt route codes in user defined code table 43/RC. See
Customizing User Defined Codes in the OneWorld Foundation Guide for
more information about setting up user defined codes.

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 Creating Receipt Routes

- Set up operation codes in user defined code table 43/OC. See

Customizing User Defined Codes in the OneWorld Foundation Guide for
more information about setting up user defined codes.

To define operations in a receipt route

From the Receipt Routing menu (G43A14), choose Receipt Routing Definition.

1. On Work With Receipts Routing Codes, click Add to access Receipt

Routing Definition.

2. On Receipt Routing Definition, complete the following fields:

 Route Code
 Branch/Plant
3. Complete the following fields for each operation in the receipt route and
click OK:
 Seq
 Oper Code
 Update Transit
 Sequence Number - Operations
 Code - Operation
 Update Transit Quantity
 Update Insp

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Procurement

 Update Op 1
 Update Op 2
 Update O/H
 Receipt Acknowledgement (Y/N)

The system automatically updates the Pay (Payment Eligible) field for the
same operation at which you update the onĆhand balance. This must be
the last operation in the route.

You can enter a sequence number if the order in which you want the
operations to occur differs from the order in which you enter the
operations.

Field Explanation
Seq The sequence in which the system performs the
operations or steps of the route.
Oper Code A user defined code (43/OC) that represents an operation
or step within the receipt route.
Update Transit A value that indicates whether to update the Quantity in
Transit field in the Item Location table (F41021) as soon
as a quantity moves into this operation.
NOTE: You can enter Y only once in this column for a
route code.
Update Insp A value that indicates whether to update the Quantity in
Inspection field in the Item Location table (F41021) as
soon as a quantity moves into this operation.
NOTE: You can enter Y only once in this column for each
route.
Update Op 1 A value that indicates whether to update the Quantity in
Operation 1 field in the Item Location table (F41021) as
soon as a quantity moves into this operation.
NOTE: You can enter Y in this column only once for each
route code.
Update Op 2 A value that indicates whether to update the Quantity in
Operation 2 field in the Item Location table (F41021) as
soon as a quantity moves into this operation.
NOTE: You can enter Y in this field only once for each
route.
Update O/H A value that indicates whether to update the Quantity on
Hand field in the Item Location table (F41021) as soon as
a quantity moves into this operation.
NOTE: You can enter Y in the last operation only.

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 Creating Receipt Routes

Field Explanation
Rec A code that determines at which operation the system
records the receipt date for items in the receipt route.
Based on the receipt date, the system calculates supplier
performance information such as leadtime days for an
item and on time deliveries.
NOTE: You can enter Y in this column only once for each
route.

See Also

 Locating Detailed Quantity Information in the Inventory Management

Guide for more information about item availability
 Reviewing Supplier Delivery Performance for information about how the
system uses receipt dates to determine supplier performance

Understanding Journal Entry Creation for Items in a Receipt Route

From the Receipt Routing menu (G43A14), choose Receipt Routing Definition.

You determine when the system creates journal entries for items in a receipt
route so that the value of the item is reflected in the general ledger (G/L). The
system automatically creates journal entries when you enter items at the
operation at which they are eligible for payment and at the last operation in the
route.

You can direct the system to create journal entries each time you transfer items
to and from a certain operation in a receipt route so that the G/L reflects the
value of items at each operation. For example, you might want the general
ledger to reflect the value of all items that are at the dock.

You must enter a G/L category for each operation at which the system creates
journal entries (unless the system creates entries at the last operation only). The
G/L category directs the system to retrieve an account number from the Routing
Operation AAI table for which to:

 Debit the value of items that you transfer to the operation

 Credit the value of items that you transfer from the operation

You can have the system create journal entries at an operation that precedes the
payment eligible operation. For example, you might want the general ledger to
reflect the value of items at the dock even though you do not pay for the items
until they are in stock. To account for items that are not yet payment eligible,
the system:

 Debits a routing operation account (to reflect items at the operation)

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Procurement

 Credits a prior to receipts/completions liability account (to reflect a

preliminary liability for the items)

When you enter items at the payment eligible operation, the system credits a
received not vouchered account to reflect the liability. The system debits:

 An inventory account (if the payment eligible operation is also the last
operation in the route and there are no prior journal entries)
 A prior to receipts/completions liability account (if this account was
credited prior to the payment eligible operation)
 A routing operation account (if the payment eligible operation is the first
operation at which the system creates journal entries)

When you enter items at the last operation in a receipt route, the system debits
an inventory account to reflect the value of the items in stock. The system
credits:

 A received not voucher account (if the last operation is also the payment
eligible operation and there are no prior journal entries)
 A routing operation account (if items were previously debited to another
operation)

After you create a voucher for items in a receipt route, you cannot transfer the
items back to an operation that precedes the payment eligible operation. For
example, a receipt route has a dock, inspection, and stock operation. Inspection
is the operation at which items are payment eligible. After you create a voucher,
you cannot transfer the items back to the dock unless you reverse the voucher.

The following examples show four different ways to set up a receipt route and
the accounts that the system debits and credits as you transfer items to and from
each operation in the receipt route.

Example 1

Receipt Route I is set up so that the system only creates journal entries at the
last operation in the receipt route (stock), at which time the items become
eligible for payment.

RECEIPT ROUTE I
Operation G/L Category Payment Eligible
In-Transit
Receipt at Dock
Inspection
Stock (on-hand) Yes

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 Creating Receipt Routes

The following example shows the accounts that the system debits and credits as
you process 100.00 worth of items through each operation in Receipt Route I.

Oper Accounts
Prior to Routing Routing Routing Received
Recpt/Comp Operation Operation Operation Not
Liability In-Transit Dock Inspection Inventory Vouchered
In-Transit
Dock
Inspect
Stock 100 100

Example 2

Receipt Route II is set up so that the system creates journal entries each time
you transfer items to an operation in the receipt route. Items are eligible for
payment when they reach the last operation in the route (stock).

RECEIPT ROUTE II
Operation G/L Category Payment Eligible
In-Transit IN10
Receipt at Dock IN20
Inspection IN30
Stock (on-hand) IN40 Yes

The following example shows the accounts that the system debits and credits as
you process 100.00 worth of items through each operation in Receipt Route II.

Oper Accounts
Prior to Routing Routing Routing Received
Recpt/Comp Operation Operation Operation Not
Liability In-Transit Dock Inspection Inventory Vouchered
In-Transit 100 100
Dock 100 100
Inspect 100 100
Stock 100 100 100 100

Amounts in bold reflect entries that occur for payment eligibility.

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Procurement

Example 3

Receipt Route III is set up so that the system creates journal entries at selected
operations in the receipt route. Items are eligible for payment when they enter
the first operation in the route (inĆtransit).

RECEIPT ROUTE III

Operation G/L Category Payment Eligible
In-Transit IN10 Yes
Receipt at Dock
Inspection IN30
Stock (on-hand) IN40

The following example shows the accounts that the system debits and credits as
you process 100.00 worth of items through each operation in Receipt Route III.

Oper Accounts
Prior to Routing Routing Routing Received
Recpt/Comp Operation Operation Operation Not
Liability In-Transit Dock Inspection Inventory Vouchered
In-Transit 100 100
Dock
Inspect 100 100
Stock 100 100

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 Creating Receipt Routes

Example 4

Receipt Route IV is set up so that the system creates journal entries at all
operations in the receipt route. Items are eligible for payment when they enter
the second operation in the route (Receipt at Dock).

RECEIPT ROUTE IV
Operation G/L Category Payment Eligible
In-Transit IN10
Receipt at Dock IN20 Yes
Inspection IN30
Stock (on-hand) IN40

The following example shows the accounts that the system debits and credits as
you process 100.00 worth of items through all operations in Receipt Route IV
and then transfer the items back to the first operation (inĆtransit).

Oper Accounts
Prior to Routing Routing Routing Received
Recpt/Comp Operation Operation Operation Not
Liability In-Transit Dock Inspection Inventory Vouchered
In-Transit 100 100
Dock 100 100 100 100
Inspect 100 100
Stock 100 100
Transit 100 100 100 100

Amounts in bold represent the debits and credits that result from the reversal.
You cannot perform the reversal above if you created a voucher for the items at
or after the dock (payment eligible) operation.

The following example shows the accounts that the system debits and credits as
you process 100.00 worth of items through all operations in Receipt Route IV
and then transfer the items back to the third operation (inspection).

Oper Accounts
Prior to Routing Routing Routing Received
Recpt/Comp Operation Operation Operation Not
Liability In-Transit Dock Inspection Inventory Vouchered
In-Transit 100 100
Dock 100 100 100 100
Inspect 100 100
Stock 100 100
Inspect 100 100

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Procurement

What You Should Know About

Journal entries for After you enter items in the operation at which they are
vouchers eligible for payment, you can create a voucher to pay for
the items. The system creates an offsetting entry for the
received not vouchered account when you create a
voucher. When you post that entry to the general ledger,
the system credits the accounts payable trade account.

See Also

 Setting Up Automatic Accounting Instructions for more information about

setting up accounts for receipt routing transactions
 Work With Journal Entries for Voucher Transactions for more information
about journal entries that the system creates for vouchers

Defining Payment Eligibility for Item Removal

As you process items through a receipt route, you might need to return, rework,
scrap, reject, or adjust items. When you create a receipt route, you must indicate
whether you want to pay for items that you remove (disposition) from the route
based on the reason that you remove them. For example, you might want to
pay for items that you rework, but not pay for items that you return.

You must specify the removal categories (returns, reworks, scrap, rejects, or
adjustments) for which items are payable. For example, if you specify that the
scrap category is payable, the system determines that you must pay for items
that you classify as scrap.

If items that you remove from a receipt route are payable, the system creates
journal entries to reflect a liability for the items. The system credits a received
not vouchered account and debits a disposition account based on the general
ledger category you specify for the removal category.

To define payment eligibility for item removal

From the Receipt Routing menu (G43A14), choose Receipt Routing Definition.

1. On Work With Receipts Routing Codes, locate the receipt route for which
you want to define payment eligibility.
2. Choose an operation in the route and click Select.
3. On Receipt Routing Definition, choose Disposition Setup from the Form
menu.

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 Creating Receipt Routes

4. On Routing Disposition Setup, complete the following fields for each item
removal category and click OK:
 Pay
 G/L Cat

See Also

 Setting Up Automatic Accounting Instructions for more information about

setting up accounts for general ledger categories

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Procurement

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Activating Receipt Routing

You must activate receipt routing to process items through receipt routes.
Receipt routing enables you to monitor the status of the items that you receive
and determine when the items will be available to distribute. To activate receipt
routing, you must:

 Assign receipt routes to items

 Initiate receipt routing

You can assign a standard receipt route and an alternate receipt route to each
item. An alternate route is one that you send an item through intermittently. For
example, you can assign an alternate route to an item so that every fifth
shipment you receive is inspected.

You can specify the quantity or percentage of items that must be received to
enter an item in its alternate route. You can also define sampling requirements
and item specifications for inspection purposes.

You use processing options for the Enter Receipts program to initiate the receipt
routing process. After you initiate receipt routing, the system enters an item into
its assigned receipt route when you enter a receipt.

To set up receipt routing, complete the following tasks:

- Assign receipt routes to items

- Define sample requirements and item specifications

Assigning Receipt Routes to Items

You must assign a receipt route to an item to determine the operations through
which the system processes the item upon receipt, such as transit, staging,
inspection, stock, and so forth.

You can assign both a standard receipt route and an alternate receipt route to
an item. Upon receipt, the system enters an item in its standard receipt route
unless you have also specified an alternate receipt route. An alternate receipt
route is one that the system sends the item through intermittently.

You must assign an alternate receipt route to an item to have the system process
the item through a different series of operations based on a number of days or

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Procurement

a number of receipts. For example, you can assign an alternate route to an item
to have every fifth shipment of the item go through an inspection operation.
You must assign receipt routes to an item based on the supplier who provides
the item.

Before You Begin

- Create receipt routes. See Creating Receipt Routes.

To assign receipts routes to items

From the Receipt Routing menu (G43A14), choose Routing/Analysis Revisions.

1. On Work With Supplier/Item Relationships, complete the following fields

to locate items for a certain supplier and click Find:
 Branch/Plant
 Supplier

You can also locate all suppliers for a certain item by searching on the
item.

If the item for which you want to enter receipt routing information does
not appear, an item and supplier relationship does not exist. You must
create a relationship to assign a receipt route.

2. Choose an item and click Select.

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 Activating Receipt Routing

3. On Supplier/Item Relationships, complete the following fields for each

item:
 Route - Normal Route Code
 Alt Route Code
 Frequency Days
 Frequency Number

Field Explanation
Normal Route Code A user defined code (43/RC) that identifies a receipt
route. Each receipt route consists of a series of operations
through which the system directs items upon receipt.
Alt Route Code A user defined code (43/RC) that identifies an alternate
receipt route. Each receipt route consists of a series of
operations through which the system directs items upon
receipt.
An item can have a normal receipt route and an alternate
receipt route. The system directs an item through the
alternate receipt route intermittently based on the number
of days or number of receipts that you specify.
Frequency Days A number that determines how often the system directs
an item to the alternate receipt route, based on days. For
example, you enter 3 in this field. If 01/01/98 was the last
date for the alternate receipt route, the system directs the
next receipt performed on or after 01/04/98 to the
alternate receipt route.

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Procurement

Field Explanation
Frequency Number A number that determines how often the system directs
an item to the alternate receipt route, based on receipts.
For example, if you enter 5 in this field, the system directs
every fifth receipt of the item to the alternate receipt
route.

See Also

 Creating Supplier and Item Relationships

Processing Options for Supplier/Item Relationships

Process
Cross Ref. Type for Supplier Item ____________
(Default VN)
Enter a ’1’ to automatically display the
applications listed below when
adding a new item.
Standard Item Master ____________
Non-Stock Item Master ____________
Supplier Prices ____________
Enter a ’1’ for Work Order ____________
Completion Mode
Versions
Enter the version for each program that
is called. If left blank, ZJDE0001
will be used.
Item Master Maintenance (P4101) ____________

Defining Sample Requirements and Item Specifications

You might assign an alternate receipt route to an item to have the item
inspected intermittently. After you assign an alternate route to an item, you can
specify the quantity of the item that must be received before the system
processes the item through its alternate route. You can also specify sample
requirements for inspection purposes, including:

 The quantity or percentage of receipt items to use for inspection

 The quantity or percentage of the sample size that must pass inspection
before the receipt is considered acceptable

After you enter sample requirements for an item, you can add specifications or
any other text that applies to the item. Sample requirements and item
specifications are for informational purposes only. You can review this
information when you move or remove items in a receipt route.

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 Activating Receipt Routing

Before You Begin

- Assign an alternate route to the item for which you want to define sample
requirements and specifications.

To define sample requirements and item specifications

From the Receipt Routing menu (G43A14), choose Inspection/Sample Size

Table.

1. On Work With Sample Size Tables, click Add.

2. On Inspection/Sample Size Table, complete the following fields to

determine the alternate route to which the sample requirements apply:
 Branch/Plant
 Item Number
 Supplier
3. Complete the following fields:
 From Quantity
 Sample Quantity
 Sample Percentage
 Acceptance Quantity
 Acceptance Percentage
4. Choose Test Specifications from the Form menu.

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Procurement

5. Enter test specifications as necessary.

Field Explanation
From Quantity The quantity of items that you must receive for the
system to process the items through the alternate receipt
route.
Sample Quantity The quantity of items to inspect when the system
processes a group of items through the alternate receipt
route.
Sample Percentage The percentage of items to inspect based on the quantity
of items that the system processes through the alternate
receipt route.
Acceptance Quantity The quantity of items that must pass inspection for the
entire group to be acceptable.
Acceptance Percentage The percentage of items that must pass inspection for the
entire group to be acceptable.

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Working with Items in a Receipt Route

You can monitor items from the moment that they leave a supplier's warehouse.
For example, you can process shipments of items through transit, your dock,
the staging area, and inspection before updating the status of the items to
onĆhand.

To work with items in a receipt route, complete the following tasks:

- Review the current operation for items

- Transfer items to operations

- Remove items from a receipt route

- Enter reversals for items in a receipt route

- Review the history of items in a receipt route

The receipt route for an item determines the series of operations through which
you process an item after you take receipt. For example, if a receipt route
includes four operations, such as transit, dock, inspection, and stock, the system
enters the item in the transit operation when you enter a receipt. You must
transfer the item to each subsequent operation in the route.

You can remove (disposition) items from a receipt route. For example, you
might reject an item that does not pass inspection. In this case, the system
removes the quantity that you reject from the receipt route. If you return an
item, you can generate an order to replace the items.

You can review information about the transfer and removal of items in a receipt
route. For example, you can determine the amount of time that a shipment of
items was at the dock before it was transferred to stock. You can also review
the quantity of items in a shipment that did not pass inspection.

See Also

 Creating Receipt Routes

 Activating Receipt Routing

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Procurement

Reviewing the Current Operation for Items

You can review the current operation for items in a receipt route. For example,
if you recently received a shipment of items and the receipt route for the items
includes a dock and inspection operation, you can review the quantity of the
item at the dock and the quantity of the item being inspected.

To review the current operation for items

From the Receipt Routing menu (G43A14), choose Status Inquiry.

1. On Work With Routing Statuses complete the following fields, as

necessary, to locate the items you want to review and click Find:
 Order Number
 Branch/Plant
 Item Number
 Operation Code
 Container I.D
2. To determine the current status of items, review the following fields:

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 Working with Items in a Receipt Route

 Oper Code
 Qty At Op

Field Explanation
Qty At Op The number of units currently at this operation.

Transferring Items to Operations

The receipt route you assign to an item determines the series of operations
through which you process the item upon its receipt (for example, transit,
staging, and stock). The system enters an item into the first operation of the
route upon receipt. You must transfer the item to subsequent operations in the
route.

You can set processing options to determine the operations to which you can
transfer items in a receipt route. For example, if the order of operations is
staging, inspection, and stock, you can transfer items to:

 The next operation only (for example, staging to inspection and

inspection to stock)
 Any subsequent operation (for example, staging to stock)
 Any operation (for example, stock to staging)

When you transfer items to the last operation in a receipt route, the system
updates the items to a received (onĆhand) status.

To transfer items to operations

From the Receipt Routing menu (G43A14), choose Movement & Disposition.

1. On Work With Routing Statuses, locate the items you want to review.
2. Choose the line containing the item that you want to transfer and click
Select.

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3. On Receipt Routing Movement, to move items to an operation other than

the next operation in the route, complete the following field:
 Move Oper
4. Enter the quantity you want to move in the following field:
 Move Quantity
5. To assign serial numbers that will allow you to monitor the items, choose
the line and choose Multiple Locations from the Row menu.

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 Working with Items in a Receipt Route

6. On Select Multiple Locations, complete the following field for each

quantity to which you want to assign a serial number and click OK:
 Lot / Serial
7. On Receipt Routing Movement, choose Select Quantity to Move from the
Row menu and click OK.

Field Explanation
Move Quantity The number of units that you want to move or the
number of units that have already been either moved or
dispositioned.

Processing Options: Receipt Routing Movement and Disposition

Defaults Tab

These processing options define the default information that the system uses
during Receipt Routing Movement and Disposition (P43250).

1. Inquiry Order Type

Use this processing option to identify the type of document. This user defined
code (00/DT) also indicates the origin of the transaction. J.D. Edwards has
reserved document type codes for vouchers, invoices, receipts, and time sheets,
which create automatic offset entries during the post program. (These entries
are not selfĆbalancing when you originally enter them.) The following prefixes
for document types are defined by J.D. Edwards, and J.D. Edwards recommends
that you do not change them:

P_ Accounts Payable documents

R_ Accounts Receivable documents
T_ Payroll documents
I_ Inventory documents
O_ Purchase Order documents
J_ General Accounting/Joint Interest Billing documents
S_ Sales Order Processing documents You must enter a value that has been
set up in user defined code table 00/DT.

If you enter a document type, the system displays only the orders with the
document type that you specify. If you leave this field blank, the system
displays all orders.

You can create different versions that correspond to the different document
types that you use.

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2. Operation Code (Optional)

Use this processing option to identify the From operation code. The system
displays only the orders that contain the From operation code that you specify.
This user defined code (43/OC) represents an operation or step within the
receipt route.

Display Tab

These processing options control whether the system displays information such
as operations that move quantity to inventory.

1. Quantity to Inventory

Use this processing option to specify whether you want the program to display
operations that move quantity to inventory. Valid values are:

1 Display operations that move quantity to inventory.

Blank Do not display operations that move quantity to inventory.

The system retrieves information about the operations that move quantity to
inventory from the Receipt Routing Definition table (P43091). Review the
operations that move quantity to inventory on the Receipt Routing Definition
form. Operations that move quantity to inventory are designated by a check in
the Stock column.

Process Tab

These processing options control which values the system uses for operations in
the receipt route.

1. To Operation Control

Use this processing option to control which operation in the receipt route is
used as the To operation. Valid values are:

1 Allow only the next operation in the receipt route to be selected.

2 Allow the current operation or any next operation in the receipt route to
be selected.
3 Allow any operation in the receipt route to be selected.
Blank The system uses a value of 1.

Completing this processing option limits the operations that a user can select.
For example, if you enter 1, the user can select only the next operation. If you
enter 2, the user can select the current operation or skip to any next operation.
If you enter 3, the user can select any of the previous operations in the receipt
route.

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 Working with Items in a Receipt Route

2. Last Status Code

Use this processing option to specify a last status code for replacement
processing. If you are adding a an order line for a replacement item on the
purchase order, you can enter a last status code for the new order line. Before
you complete this processing option, review the order activity rules that you
have set up, and also be sure that you have activated replacement processing.

To make sure that replacement processing is activated, review the Receipt

Routing and Disposition form and make sure that the Replacement option is
selected. If the Replacement option is not selected, the system will not create a
purchase order for the replacement item.

3. Next Status Code

Use this processing option to specify a next status code for replacement
processing. If you are adding a an order line for a replacement item on the
purchase order, you can enter a next status code for the new order line. Before
you complete this processing option, review the order activity rules that you
have set up, and also be sure that you have activated replacement processing.

To make sure that replacement processing is activated, review the Receipt

Routing and Disposition form and make sure that the Replacement option is
selected. If the Replacement option is not selected, the system will not create a
purchase order for the replacement item.

4. Line Type

Use this processing option to specify how the system processes lines on a
transaction. The line type affects the systems with which the transaction
interfaces (General Ledger, Job Cost, Accounts Payable, Accounts Receivable,
and Inventory Management). The line type also specifies the conditions for
including a line on reports and in calculations. Some examples of valid values,
which have been defined on the Line Type Constants Revisions form, are:

S- Stock item
J- Job cost, subcontracts, or purchasing to the General Ledger
B- G/L account and item number
N- NonĆstock item
F- Freight
T- Text information
M- Miscellaneous charges and credits
W- Work order

The system uses the line type that you specify for the new order line that
represents the replacement item. You cannot use this processing option unless
replacement processing is activated.

To make sure that replacement processing is activated, review the Receipt

Routing and Disposition form and make sure that the Replacement option is

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Procurement

selected. If the Replacement option is not selected, the system does not create a
purchase order for the replacement item.

Versions Tab

These processing options allow you to enter the version for each application. If
you leave any of the following processing options blank, the system uses the
ZJDE0001 version.

1. Receipts by Purchase Order Version

Use this processing option to define the version that the system uses when you
access the Receipts by Purchase Order program. You use the Receipts by
Purchase Order program when you are moving items to an operation that is set
up to move quantities into inventory.

Review the version's processing options to ensure that the version meets your
needs.

2. Work Order Completions Version

Use this processing option to define the version that the system uses when you
access the Work Order Completions program.

Review the version's processing options to ensure that the version meets your
needs.

3. Open Receipts Version

Use this processing option to define the version that the system uses when you
choose the row exit to the Open Receipts program (P4310).

Review the version's processing options to ensure that the version meets your
needs.

4. Open Orders Version

Use this processing option to define the version that the system uses when you
choose the row exit to the Open Orders program (P4310).

Review the version's processing options to ensure that the version meets your
needs.

5. Purchase Orders Version

Use this processing option to define the version that the system uses when you
choose the row exit to the Purchase Orders program (P4310).

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 Working with Items in a Receipt Route

Review the version's processing options to ensure that the version meets your
needs.

6. Test Results Revisions Version

Use this processing option to define the version that the system uses when you
choose the row exit for the Test Results Revisions program. Before you define
the version, be sure that you have already set up the Inspection/Sample Size
table.

Review the version's processing options to ensure that the version meets your
needs.

Workflow Tab

These processing options control information such as whether the system sends
an eĆmail when the disposition of an item has occurred or for Work Order
Completions and to whom the eĆmail is sent.

1. E-mail (Disposition)

Use this processing option to specify the recipient of the eĆmail that the system
automatically sends when each disposition of an item has occurred. Valid values
are:

1 Send eĆmail to the buyer.

2 Send eĆmail to the supplier.
3 Send eĆmail to both the buyer and supplier.
Blank Do not send eĆmail.

The system retrieves the buyer information from the Item Branch table (F4102)
and retrieves the supplier information from the purchase order.

2. E-mail (Work Order Completions)

Use this processing option to specify the recipient of the e-mail that the system
sends for Work Order Completions. Valid values are:

1 Send eĆmail to the planner's work center.

Blank Do not send eĆmail.

The system retrieves the planner information from the Item Branch table
(F4102).

Interoperability Tab

This processing option controls information such as the transaction type for an
interoperability transaction.

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Procurement

1. Interop Transaction Type

Use this processing option to specify a transaction type for the interoperability
transaction. For example, J.D. Edwards has defined the transaction type JDERR
to represent the receipt routing transaction.

If you leave this processing option blank, the system does not perform
outbound interoperability processing.

Removing Items from a Receipt Route

You might need to remove (disposition) items from a receipt route. For
example, you can return items to the supplier or reject items that do not pass
inspection. You must use one of the following categories to indicate the
quantity of items that you want to remove from the receipt route:

 Returns
 Reworks
 Scrap
 Rejects
 Adjustments

You can enter text about the removal of items for any of the categories.

Before you remove items from a receipt route, you might want to review the
sample requirements that are set up for a receipt route. You can also choose to
review item specifications that are set up for a receipt route.

After you remove items from a receipt route, the system subtracts the quantities
you enter from the quantity at the current operation. If you need to reverse the
removal, you must use the Ledger Inquiry program. For example, if you
removed items by classifying them as scrap and then later decide to use the
items, you can reverse the removal transaction. The system adds the removed
quantity back to the receipt route and creates the appropriate journal entries, if
necessary.

The system creates journal entries for the items that you remove if you have
specified that the removal category is payable. For example, if you specified
that the scrap category is payable, the system creates journal entries for items
that you remove due to scrap.

If you decide to return an item, the system automatically credits the original
purchase order. You can generate a new purchase order line to replace the
returned items. The system adds the line to the original purchase order.

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 Working with Items in a Receipt Route

To remove items from a receipt route

From the Receipt Routing menu (G43A14), choose Movement & Disposition.

1. On Work With Routing Statuses, choose the detail line from which to
remove items.
2. Choose Disposition from the Row menu.

3. On Routing Disposition, complete the following fields to remove items:

 Qty Returned
 Qty Reworked
 Qty Scrapped
 Qty Rejected
 Qty Adjusted
 Reason
 Replacement

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Procurement

4. If you entered a return quantity, click on the Replacement box to create a

new purchase order detail line for the returned items, and click OK.

5. On Replacement Information, change information for the new purchase

order detail line, as necessary, and click OK.

Field Explanation
Qty Returned The number of units that you are returning to the
supplier during receipt routing. You can return goods for
credit or for replacement.
Qty Reworked The number of units that will be reworked during receipt
routing.
Qty Scrapped The number of units that you scrapped during receipt
routing.
Qty Rejected The number of units that you rejected during receipt
routing.
Qty Adjusted The number of units that you are removing from the
receipt route for adjustment.
Reason A user defined code (42/RC) that explains the purpose for
a transaction. For example, you can indicate the reason
that you are returning items.

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 Working with Items in a Receipt Route

Field Explanation
Replacement A code that indicates whether you want to replace the
items that you are returning. Valid values are:
Y Replace the items. The system credits the
purchase order for the items you are returning
and creates a new detail line for the
replacement items. The Replacement
Information window appears after you
disposition the items so that you can enter
information for the new order detail line.
Blank Do not replace the items. The system credits the
purchase order for the items you are returning.

See Also

 Defining Payment Eligibility for Item Removal

 Reviewing the History of Items in a Receipt Route for more information
about reversing removals
 Defining Sample Requirements and Item Specifications

Entering Reversals for Items in a Receipt Route

You might inadvertently enter a receipt for an item. You can reverse the receipt
for an item that the system processes through a receipt route.

When you move an item to the last operation in its receipt route, the system
updates the item to an onĆhand status. If you inadvertently move the item to the
last operation, you can reverse the onĆhand status by moving the item back to a
previous operation in the receipt route.

You must set processing options for the Movement and Disposition program to
allow item movement to any operation in order to perform reversals. You must
also set processing options for items that have completed their route to appear.

If you did not intend for an item to enter receipt routing, you must reverse the
initial receipt using the Open Receipts program, which removes the item from
the receipt route. The item must be at the first operation in the receipt route.

If you removed items from the receipt route due to returns, rejects, and so
forth, you must reverse the item removals before you can reverse the receipt.

See Also

 Reversing a Receipt for information about reversing the initial receipt

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Procurement

Reviewing the History of Items in a Receipt Route

You can review information about the transfer of items from one operation to
another in a receipt route. For example, you can review when a group of items
was moved from inspection to stock, as well as who moved the items and on
what date. You can also determine how long the items were at a certain
operation.

You can also review information about the removal of items from a receipt
route. For example, you can review the quantity of items in a shipment that did
not pass inspection and the quantity of items that were returned to the supplier.

You can specify whether you want to review transfer or removal transactions.
You can indicate the operations for which you want to review transfers. For
example, you can review only those transfers for which items at the dock were
moved to staging.

To review the history of items in a receipt route

From the Receipt Routing menu (G43A14), choose Ledger Inquiry.

1. On Work With Receipt Routing Ledger, complete the following fields, as

necessary, to locate the transactions you want to review and click Find:
 Branch/Plant
 Order Number
 Line

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 Working with Items in a Receipt Route

 Item Number
 Supplier
 G/L Date
2. Review the following fields for each transaction:
 Code - From Operation
 Code - To Operation
 Code - Reversal
 Move Code
 Container I.D.

Field Explanation
From Oper A user defined code (43/OC) that identifies the routing
operation or step from which items were moved.
To Oper A user defined code (43/OC) that identifies the routing
operation or step to which items were moved.
Rev A code that indicates whether the transaction is eligible
for reversal or has already been reversed.
Valid values are:
Blank Transaction is eligible to be reversed.
N Transaction is not eligible to be reversed.
Y Transaction has been reversed.
R Transaction is a reversal audit record.
Move Code A user defined code (43/MC) that indicates the movement
of the quantity. You can move quantity from one
operation to another, or you can disposition quantity out
of the routing process.
Container I.D. A code on the container or that you assign to the
container in which the items on this purchase order or
order line were shipped to you. You can assign container
information to an order during receipts entry.

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Procurement

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Supplier Management

You can manage the relationships that you have with suppliers and the items
that they provide. You enter initial information about each item that you
purchase from a supplier and the system monitors delivery, quality, and cost
performance on behalf of the supplier. You can compare performance
information to determine the best suppliers from whom to make purchases.

Complete the following tasks:

- Set up supplier and item information

- Define supplier prices and discount rules

- Review supplier performance information

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Procurement

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Setting Up Supplier and Item Information

The system processes an order based on the items that you purchase and the
supplier from whom you make the purchases. For example, you can define
purchasing instructions for a supplier so that each time you enter an order, the
system retrieves default values for that supplier.

You can specify the items that you purchase from a supplier to create supplier
and item relationships. For each item, you can enter information such as
whether the supplier is certified to sell the item. If a supplier is not certified to
sell an item, the system does not let you enter the item on a purchase order for
the supplier.

You can review information about the quality of a supplier's services, including
delivery performance and the condition of items upon receipt. To ensure that
this information is accurate, you must set up guidelines so that the system can
recognize onĆtime deliveries and items in acceptable condition.

You can review a summary of performance information to compare suppliers'

costs and services for a certain item. Before you can review this information, you
must define performance factors which might include the number of returned
items, lastĆin costs, average leadtimes, and so on.

Complete the following tasks:

- Define supplier purchasing instructions

- Create supplier and item relationships

- Set up guidelines for delivery performance

- Set up guidelines for acceptable items

- Define a summary of supplier performance information

Defining Supplier Purchasing Instructions

The system processes an order based on the items that you purchase and the
supplier from whom you make the purchases. You can define purchasing
instructions for a supplier so that each time you enter an order for the supplier,
the system retrieves default values such as a landed cost rule, a price rule, a
print message, and so on.

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Procurement

You can use purchasing instructions to specify item restrictions for a supplier.
Item restrictions determine which items you can or cannot purchase from a
supplier. If you restrict the purchase of certain items, you cannot enter the items
on a purchase order for the supplier.

You can define purchasing instructions for a shipĆto address as well as a

supplier. The system retrieves the carrier for a purchase order, as well as delivery
instructions, based on purchasing instructions that are set up for the shipĆto
address.

You also can enter Advanced Pricing information by entering an adjustment

schedule when you are defining purchasing instructions. Before you enter
Advanced Pricing information, verify that you have activated the pricing
constants.

You can activate the Advanced Pricing system for a supplier when you are
defining purchasing instructions.

You also can specify limitations for a supplier, such as minimum and maximum
order amounts for a supplier. You can also specify whether you can create
vouchers based on receipt information.

You also can specify whether the system prints only prices on a purchase order
or both prices and adjustments.

Changes you make to purchasing instructions do not affect orders that you
already created.

To define supplier purchasing instructions

From the Supplier Management menu (G43A16), choose Purchasing Instructions.

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 Setting Up Supplier and Item Information

1. On Work With Supplier Master, complete the following fields to locate a

certain supplier and click Find:
 Alpha Name
 Search Type
2. Choose the supplier and click Select.

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Procurement

3. On Supplier Master Revision, choose the Purchasing 1 tab and complete

the following fields:
 Carrier Number
 Supplier Price Group
 Landed Cost Rule
 Freight Handling Code
 Hold Orders Code
 Order Template
 Print Message
 Adjustment Schedule

4. On Supplier Master Revision, choose the Purchasing 2 tab and complete

the following fields:
 Invoice Copies
 Item Restrictions
 Max Order Value
 Min Order Value
 Volume Display U/M
 Weight Display U/M
 Delivery Instructions Line 1
 Price Pick List

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 Setting Up Supplier and Item Information

 Evaluated Receipt
 Rebate Level
 Rebate Active
5. To enter additional information about item restrictions for a supplier,
choose Item Restrictions from the Form menu.

6. On Item Restriction Revisions, complete the following field for each item
that you want to include or exclude for the supplier, and click OK:
 Item Number

Field Explanation
Carrier Number The address book number of the carrier who is to deliver
the order. You might select a carrier based on a route
requirement or special handling requirement.
Supplier Price Group A user defined code (40/PC) that identifies a group of
suppliers that provides the same types of discounts on
items.
Landed Cost Rule A user defined code (41/P5) that indicates the landed cost
rule for an item. The landed cost rule determines
purchasing costs that exceed the actual price of an item,
such as broker fees or commissions. You set up landed
cost rules on the Landed Cost Revisions form.
Freight Handling Code A user defined code (system 42/type FR) that identifies
when you take responsibility of the goods so that freight
charges are applied accordingly.

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Procurement

Field Explanation
Hold Orders Code A user defined code (42/HC) that identifies why an order
is on hold.
Order Template A list of items that you frequently order. The items are
often grouped based on the product type, such as fuels,
lubricants, and packaged goods.
Print Message A user defined code that you assign to each print
message. Examples of text used in messages are
engineering specifications, hours of operation during
holiday periods, and special delivery instructions.
Adjustment Schedule A user defined code (40/AS) that identifies a price and
adjustment schedule. A price and adjustment schedule
contains one or more adjustment types for which a
customer or an item might be eligible. The system applies
the adjustments in the sequence that you specify in the
schedule. You link customers to a price and adjustment
schedule through the customer billing instructions. When
you enter a sales order, the system copies the schedule
attached to the sold to address into the order header. You
can override this schedule at the detail line level.
For Agreement Management, this is the Agreement Penalty
Schedule. The information in the Agreement Penalty
Schedule provides the system with the criteria for an
agreement to have penalty conditions.
Invoice Copies The number of purchase order copies required by the
supplier. When you print a purchase order for the
supplier, the system prints the number of copies that you
specified in this field. The system always prints at least
one purchase order.
Item Restrictions A code that designates whether restrictions exist for the
purchase of items from this supplier.
Valid values are:
Blank No restrictions.
I Items on the list can be purchased from the
supplier.
E Every item may be purchased from the supplier
EXCEPT for the items on the list.
Max Order Value The maximum amount for which you can place an order
with this supplier. If you try to enter an order for more
than this amount, the system displays an error message.
This field is maintained as an integer without decimals.
Min Order Value The minimum amount for which you can place an order
with this supplier. If you try to enter an order for less than
this amount, the system displays an error message.
This field is maintained as an integer without decimals.

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 Setting Up Supplier and Item Information

Field Explanation
Volume Display U/M A user defined code (00/UM) that identifies the unit of
measure in which the system displays the volume of an
order, for example, liters or gallons.
Weight Display U/M A user defined code (00/UM) that identifies the unit of
measure, for example, ounces, pounds, or tons.
Delivery Instructions Line Text that describes the delivery instructions for this order.
1
Price Pick List (Y/N) A code that indicates whether price information will
appear on the customer's pick list, purchase order, or sales
order.
In WorldSoftware, valid values are:
Y Yes, which is the default
N No.
In OneWorld software, a checkmark indicates that price
information will appear on the customer's pick list, or the
purchase order.
Evaluated Receipt A code that indicates if an order is eligible for the
evaluated receipt settlement process. An evaluated receipt
settlement indicates that you have an agreement with the
supplier to create vouchers based on the items that you
receive. You use the Evaluated Receipt Settlement
(R43800) procedure to create vouchers from receipt
records. As a result, the supplier does not send you
invoices and you can bypass the Voucher Match
procedure.
Valid values are:
N Not eligible for evaluated receipt settlement
processing.
Y Eligible for evaluated receipt settlement
processing.
I Receipt transaction is in process.
T Eligible for evaluated receipt settlement
processing. However, a tolerance error occurred
during the receipt process.
R Eligible for evaluated receipt settlement
processing. However, the receipt is currently in
the receipt routing process.
V A voucher has been created for the receipt
transaction using the evaluated receipt
settlement process.
Rebate Level This field indicates whether the system processes rebate
information for the supplier or for the parent of the
supplier.
Rebate Active A code that indicates whether rebates are active.

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Procurement

See Also

 Entering Supplier Information for an Order

 Entering Landed Costs
 Creating Price Discount Rules for Purchasing
 Entering Items Using Order Templates
 Printing Orders
 Setting Up System Constants in A/P in the Advanced Pricing Guide for
more information about how to activate the Advanced Pricing system in
the Procurement system
 Converting Supplier Limit Amounts for information about converting
minimum and maximum order amounts to a different currency
 Setting Up EDI Information for a Supplier in the Data Interface for
Electronic Data Interchange Guide if you exchange data with your
suppliers via EDI transactions

Creating Supplier and Item Relationships

You can create relationships between a supplier and the items that you purchase
from the supplier. For example, if you purchase widgets from AAA Supply
Company, you can create a relationship between the AAA Supply Company and
the widget item. You can define information for the relationship, such as:

 The status of the relationship (whether you can purchase the item from
the supplier)
 The receipt route for the relationship (the route for the item when you
purchase it from the supplier)
 The price of the item (when you purchase it from the supplier)

You can manually create supplier and item relationships or you can have the
system create them for you when you purchase items from a supplier.

You also can have the system create a supplier and item relationship when you:

 Enter a purchase order

 Enter a receipt
 Create a voucher

You must set processing options for the appropriate program to capture supplier
analysis information.

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 Setting Up Supplier and Item Information

You also can create relationships for items for which master information does
not yet exist. You can set a processing option for the Supplier/Item Relationships
program to specify whether you want the system to prompt you to enter
standard item master information or nonĆstock item master information.

The system stores information for item and supplier relationships in the
Supplier/Item Relationships table (F43090). You must run the Supplier Analysis
Regeneration program (P43900) to initially update the fields in this table.

To create supplier and item relationships

From the Supplier Management menu (G43A16), choose Supplier/Item

Information.

1. On Work With Supplier/Item Relationships, click Add.

2. On Supplier/Item Relationships, complete the following fields:

 Branch/Plant
 Supplier
3. Complete the following optional fields and click OK:
 Item Number
 Status - Certification
 Date - Effective
 Date - Expiration

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Procurement

If you are working with nonĆstock items, the Branch/Plant field is not
applicable.

Field Explanation
Certification Status A code that indicates whether the supplier is certified to
sell this item. The code that you enter determines how the
system manages orders that you enter for the supplier and
item.
Valid values are:
Please see UDC 43/CR
Special handling codes are:
1 The system prohibits you from purchasing this
item from the supplier.
2 The system displays a warning message if you
enter an order for the item from the supplier.
Blank You can place orders for the item from the
supplier.

See Also

 Assigning Receipt Routes to Items

 Entering Supplier Prices
 Updating Supplier and Item Analysis Records for information about
updating fields in the Supplier/Item Relationships table (F43090)

Processing Options for Supplier/Item Relationships

Process
Cross Ref. Type for Supplier Item ____________
(Default VN)
Enter a ’1’ to automatically display the
applications listed below when
adding a new item.
Standard Item Master ____________
Non-Stock Item Master ____________
Supplier Prices ____________
Enter a ’1’ for Work Order ____________
Completion Mode
Versions
Enter the version for each program that
is called. If left blank, ZJDE0001
will be used.
Item Master Maintenance (P4101) ____________

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 Setting Up Supplier and Item Information

Setting Up Guidelines for Delivery Performance

You can determine if a supplier has a history of delivering a specific item on

time by reviewing delivery performance information. To ensure that this
information is accurate, you must define how you want the system to calculate
onĆtime deliveries.

An order is on time if you receive it the same day that the supplier promised to
deliver it. You can allow a certain number of days before or after the promised
date that the order can still be on time. For example, you can allow two late
days and two early days. If the promised date for an order is 3/15, the order is
not late unless you receive it after 3/17, and it is not early unless you receive it
before 3/13.

You can also specify the percentage of an order that must be delivered for the
system to determine the receipt date. For example, you can specify that you
must receive 90 percent of an order for the system to use the receipt date to
determine whether the delivery is on time, early, or late.

To set up guidelines for delivery performance

From the Supplier Management menu (G43A16), choose Supplier/Item

Information.

1. On Work With Supplier/Item Relationships, complete the following fields

to locate a certain item and supplier, and click Find:
 Branch/Plant
 Supplier
 2nd Item Number
2. Choose the item and supplier and click Select.
3. On Supplier/Item Relationships, complete the following fields:
 Percentage - Leadtime Quantity
 Days - Allowed Early
 Days - Allowed Late

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Procurement

Field Explanation
Leadtime Quantity % The percentage of an order that you must receive for the
system to calculate leadtime. Leadtime is the number of
days between the date that you enter an order detail line
and the date that you receive the order.
For items in a receipt route, the system determines the
receipt date based on the date at which the items arrive at
the operation flagged for receipt acknowledgement.
Days Allowed Early The number of days prior to the promised date for which
delivery of the item is acceptable. For example, you enter
2 to indicate that the supplier can deliver the item a
maximum of 2 days early to qualify for an onĆtime
delivery.
Days Allowed Late The number of days after the promised date for which
delivery of the item is acceptable. For example, you enter
2 to indicate that the supplier can deliver the item a
maximum of 2 days later than the promised date to qualify
for an onĆtime delivery.

See Also

 Reviewing Supplier Delivery Performance

Setting Up Guidelines for Acceptable Items

You can determine if a supplier has a history of delivering a specific item in

good condition by reviewing quality performance information. To ensure that
this information is accurate, you must indicate how you want the system to
identify acceptable and unacceptable items.

Quality performance information includes the percentages of an item that were

acceptable and unacceptable in a fiscal period. The system calculates each
percentage based on how you categorize items that you remove from a receipt
route, including:

 Returns
 Reworks
 Scrap
 Rejects
 Adjustments

You must specify which categories reflect acceptable and unacceptable items.
For example, if you specify that the scrap category is unacceptable, each time
you remove an item from a receipt route as scrap, the system classifies the item
as unacceptable.

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 Setting Up Supplier and Item Information

To set up guidelines for acceptable items

From the Supplier Management menu (G43A16), choose Quality Analysis.

1. On Quality Analysis, choose Quality Definition from the Form menu.

2. On Quality Classification, complete the following field for each category:

 A/N

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Procurement

Field Explanation
A/N A user defined name or remark.

See Also

 Reviewing Supplier Quality Performance

 Removing Items from a Receipt Route

Defining a Summary of Supplier Performance Information

You can review a summary of performance information to compare suppliers'

costs and services for a certain item. Before you can review this information, you
must define the performance factors that you want to compare, such as:

 The average unit cost for an item

 The last cost you paid for an item
 The percentage of onĆtime deliveries
 The average number of days that it takes to deliver the item (leadtime)

You must set up a column for each performance factor that you want to review.
You must specify the title of the column, values and calculations. You can also
specify the decimal placement and number format, and you can assign help text.

You can create formats to review multiple performance factors (columns). You
can assign up to four columns to a format. You can also create paths so that you
can scroll through multiple formats. After you set up columns, formats, and
paths, you can assign them to the Supplier Analysis Summary form.

To define a summary of supplier performance information

From the Supplier Management menu (G43A16), choose Define Inquiry

Columns.

1. On Work With Inquiry Columns, click Add.

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 Setting Up Supplier and Item Information

2. On Define Inquiry Columns, complete the following fields to name and

describe a column:
 Column Name
 Description
 Column Heading 1
 Column Heading 2
3. To indicate how the system should calculate figures for the column,
complete the following field:
 Formula
4. To specify details about the column, complete the following fields:
 Decimal Positions
 Edit Code
 Multiplier
 Glossary Item
 Sequence
5. When you have completed all the information, click OK and return to the
Supplier Management menu.
6. Choose Inquiry Formats Window.

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Procurement

7. On Work With Inquiry Formats, click Add.

8. On Define Inquiry Formats, complete the following fields and click OK:
 Format Name
 Description
 Column 1
 Column 2

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 Setting Up Supplier and Item Information

 Column 3
 Column 4
9. Return to the Supplier Management menu.
10. Choose Inquiry Paths.

11. On Work With Inquiry Paths, click Add.

12. On Define Inquiry Paths, complete the following fields and click OK:
 Path Name

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Procurement

 Description
 Format Name - Inquiry
 Display Seq

Field Explanation
Column Name An alphanumeric code that identifies a column. A column
represents a performance factor, such as the average unit
cost for an item and the last cost that you paid for an item.
For example, you can review performance factors to
compare suppliers' costs and services for a certain item.
Description A user defined name or remark.
Column Heading 1 The first line in the heading that describes the column.
The system automatically centers this line for the column.
Column Heading 2 The second line in the heading that describes the column.
The system automatically centers this line for the column.
Formula A calculation that the system uses to determine an amount
or quantity for this column. You can use a single
predefined value or multiple predefined values in
conjunction with mathematical operators to enter a
formula. Valid mathematical operators are:
+ Add
- Subtract
* Multiply
/ Divide
() Left and right parentheses for nesting
For example, you can enter the following formula to have
the system calculate onĆtime percentages:
20/(20+21+22)
The formula above equals onĆtime percentages because:
 20 is the value for onĆtime amounts
 21 is the value for early amounts
 22 is the value for late amounts
Decimal Positions The number of characters that appear to the right of the
decimal point. For example, if you enter 2, the amount or
quantity in this column would have two characters to the
right of the decimal point, such as 7.00.
Edit Code This code (98/EC) determines the format of numeric data.
By entering different codes, you can change the
appearance of the values that appear or print.

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 Setting Up Supplier and Item Information

Field Explanation
Multiplier The factor by which the amounts or unit quantities in a
column are multiplied. The result of the calculation in the
Formula field is multiplied by this factor before it is
displayed on the Job Status Inquiry screen.
For example, if you want to scale down extremely large
numbers to thousands, type .001 in this field. If you want
percentages to be displayed as whole numbers, type 100.
Glossary Item The item in the Data Dictionary table (F9201) that
describes the information that a column represents.
Typically, a column contains information about a
supplier's performance to allow you to compare suppliers'
costs and services for a certain item.
The related glossary description is displayed when you
access field help for the column.
Sequence This field is used to determine if you wish to display
information in ascending or descending order.
Format Name An alphanumeric code that identifies a format, which is a
sequence of up to four columns for reviewing supplier
performance information.
Path Name An alphanumeric code that identifies a path, which is a
sequence of formats for reviewing supplier performance
information.
Display Seq A number that the system uses to sequence information.

See Also

 Reviewing a Summary of Supplier Performance Information for

information about reviewing the supplier performance factors that you
define

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Procurement

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Defining Supplier Prices and Discount Rules

The price that you pay for an item might differ depending on the supplier from
whom you purchase the item and whether a discount applies to the item. You
can maintain supplier prices for items and provide discount information so that
the system retrieves the correct unit cost for an item when you enter a purchase
order.

The price for an item might vary depending on the supplier from whom you
purchase it. For example, one supplier might charge 1.00 for an item while
another supplier might charge 1.25 for the same item. You can enter the price
that each supplier charges for an item.

You might receive a discount for an item based on the quantity that you
purchase. For example, you might receive a 20 percent discount if you purchase
100 or more items. You can have the system apply a discount to the price of an
item by creating price rules and attaching them to the items and suppliers to
which they pertain.

Complete the following tasks:

- Enter supplier prices

- Create price discount rules for purchasing

- Attach price discount rules to items and suppliers

Entering Supplier Prices

You can enter prices for an item based on the supplier from whom you purchase
the item. For example, a clock from AAA Supply Company might cost 5.00. If
you purchase the same clock from Acme Supply Company, it might cost 7.00.
When you enter a purchase order, the system can retrieve a unit cost for an item
based on the price that you entered for the supplier.

You must enter supplier prices by catalog. A catalog is a group of items along
with the price for each item. Each catalog is unique to a supplier. You can enter
all of the items that you purchase from a supplier in one catalog or you can
create multiple catalogs to classify a supplier's items by seasonal changes,
different product lines, and so on.

If you enter item prices for a supplier without specifying the name of a catalog,
the system automatically creates a default catalog for the supplier. You might

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Procurement

want to use default catalogs if you plan to maintain only one catalog for each
supplier.

A supplier might charge a different price for the same item depending on the
time of year that you purchase the item. For example, the same calendar might
cost 10.00 in January and 5.00 in October. You can enter the same item at a
different price in multiple catalogs, with different effective dates for each price.

When you enter an item on a purchase order, the system searches the supplier's
catalogs to retrieve a unit cost. It searches the default catalog first (if it exists),
and then all other catalogs in alphabetical order. After the system locates an
item, it verifies the effective dates. If the current date falls within the effective
dates, the system enters the unit cost on the purchase order.

The system retrieves the unit cost for a purchase order detail line based on either
the transaction unit of measure (UOM) or the purchasing UOM for the line. You
use system constants to specify which UOM the system uses for price retrieval.

The price for an item might vary depending on the quantity that you purchase.
For example, if you purchase one clock, the price might be 5.00. If you purchase
100 clocks, the price for each clock might be 4.00. When you enter an item in a
catalog, you can specify price breaks based on the quantity that you purchase.

Before You Begin

- Verify that all items for which you enter supplier prices have a purchase
price level of 1 or 2 in master information. These price levels direct the
system to retrieve unit costs for purchase orders based on suppliers.

- Set processing options to indicate whether you can add new items to
catalogs and create records in the Item Master table (F4101).

- Enter catalog names in user defined code table 40/CN. See Customizing
User Defined Codes in the OneWorld Foundation Guide for more
information about setting up user defined codes.

To enter supplier prices

From the Price Management menu (G43A17), choose Supplier Catalog

Maintenance.

1. On Work With Supplier Catalogs, click Add.

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 Defining Supplier Prices and Discount Rules

2. On Supplier Catalog Revisions, complete the following fields to specify the

catalog for which you are adding items:
 Supplier
 Catalog
3. Complete the following fields for each item and click OK:
 Item Number
 Unit Price
 UOM
 Quantity Break
 Effective From
 Effective Thru
 Business Unit

If you do not enter effective dates, the system enters the current date
through the last day of the century.

Field Explanation
Catalog A group of items that a certain supplier provides and the
price for each item.
Quantity Break The quantity of units affected by this transaction.

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Procurement

See Also

 Entering Items Using Supplier Catalogs

 Generating New Supplier Prices in a Different Currency

Processing Options for Suppler Catalog Revisions

Defaults
Enter a ’1’ to allow the creation of an
Item Master Record but issue a
warning. Enter a ’2’ to allow the
creation of an Item with no error or
warning. If Left blank, an Item
Master record will be prohibited
from being created.
Item Master Creation Processing ____________
ITEM MASTER DEFAULT VALUES:
Stocking Type ____________
(Default = ’N’)
Line Type ____________
(Default = ’B’)
G/L Class Code ____________
(REQUIRED)

Creating Price Discount Rules for Purchasing

You might receive a discount on an item based on the quantity that you
purchase. For example, if the price for an item is 5.00, you might receive a 20
percent discount if you purchase 100 items and a 30 percent discount if you
purchase 200 items. You can have the system apply a discount to the unit cost of
an item when you enter a purchase order.

You must create inventory price rules to provide discount information. For each
price rule, you must specify:

 The quantity you must purchase

 The discount you will receive (percentage, dollar amount, or flat rate)
based on each purchase quantity
 Effective dates for each discount

A price rule can apply to a single item or multiple items. For example, you can
set up a price rule that applies to a specific office supply or a group of office
supplies. After you create a price rule, you must attach it to the items to which it
applies and the supplier from whom you purchase the items.

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 Defining Supplier Prices and Discount Rules

You can create multiple levels for a price rule, each of which represents a certain
purchase quantity. For example, you might set up the following levels:

 Level one Ć 20 percent discount for the purchase of up to 100 items

 Level two Ć 30 percent discount for the purchase of 101 to 200 items
 Level three Ć flat rate for the purchase of 201 items to 1,000 items

If you enter a purchase order for a supplier and item to which you have
attached the rule above, the system applies a discount to the unit cost of the
item based on the quantity that you purchase. For example, if the cost of the
item is normally 10.00 and you purchase 150 items, the system calculates a unit
cost of 7.00.

A supplier might provide you a discount on a specific item up to a maximum

purchase limit. For example, you might have an agreement to purchase up to
200 hammers at a special price of 4.00 each. After you purchase 200 hammers,
the price returns to normal. You can create a contract price rule to cover this
type of discount.

You create a contract price rule the same way that you create a standard price
rule, except that you must:

 Specify that the rule is a contract price

 Name the rule after the short item number to which the rule applies
 Indicate the number of items you can purchase at the contract price

You do not need to attach the contract price rule to the item. The system
retrieves the contract price based on the short item number when you enter a
purchase order.

If you create a contract price rule for an item, the price you specify will override
all other price rules that are applicable to the item.

The system tracks the quantity that has been purchased against the contract price
rule to date.

Before You Begin

- Set up names of price rules on user defined code table 40/PI. See Creating
User Defined Codes in the OneWorld Foundation Guide for more
information about setting up user defined codes.

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Procurement

To create price discount rules for purchasing

From the Price Management menu (G43A17), choose Inventory Pricing Rules.

1. On Work With Pricing Rules, click Add.

2. On Inventory Pricing Rules, complete the following field:

 Pricing Rule
3. For this discount to apply to Procurement, you must enter P in the
following field:
 Price Method
4. Complete the following fields:
 Pricing Category Level
 Up To Quantity
 Basis - For Cost or Price
 Factor Value
 Factor Value - Type
 Override Price
 Effective Date
 Expiration Date
 Description

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 Defining Supplier Prices and Discount Rules

You must enter a value in the Level field for each discount applicable to
the rule.

Field Explanation
Pricing Rule A user defined code (40/PI) that determines the
calculations that the system uses to apply a discount to an
order. After you define a price rule, you must assign it to
the supplier and item (or order detail line) to which it
applies. When you enter an order, the system applies the
discount to the unit cost of the item.
To set up a price rule for a contract, the name of the price
rule must be the short number for the item under contract.
Price Method A user defined code (42/CT) that indicates the basis for
the price rule. Valid values are:
P Purchase order discounts
O Order repricing
R Line repricing (basket repricing)
You must enter a P in this field if the price rule applies to
the Procurement system.
Level An alphanumeric code that determines the sequence in
which the system displays the rules within the pricing
group. You define levels when you set up the pricing
groups.
Up To Quantity The volume or quantity to which the pricing logic on this
line applies. If the quantity shown on the first level of a
rule is 5, then the pricing logic on the line applies only to
purchases of five or fewer items. If the quantity shown for
the next level is 10, then the pricing logic applies to
purchases of 6 through 10 items. 99,999,999 indicates all
quantities.

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Procurement

Field Explanation
Basis A costing method on which the system bases the net price
of the order.
For pricing and repricing, valid values are:
1 LastĆIn Cost
5 Future Cost
P Unit Price
2 Average Cost
6 Lot Cost
3 Memo Cost 1
7 Standard Cost
4 Current Cost
The system uses the method that you enter here to
determine the order's net price.
In sales order repricing, the system bases all reprice
calculations on either the unit cost or price in the sales
detail. Specify P if you want the system to use unit price
in the sales order as the basis for reprice calculations.
Otherwise, specify a value between 1 to 8 to use the unit
cost in the sales detail as the base on value for all reprice
calculations.
Factor Value The discount that the system uses when it calculates the
price of an item attached to this inventory pricing rule.
Discounts can be expressed as multipliers, additional
amounts, or deductible amounts. For example, a 10%
discount would be expressed as .90. You can use the
same factor for markups over cost. For example, a 10%
markup would be expressed as 1.10.
Type A code that indicates whether the factor value is a
multiplier (%) or an additional/deductible cash amount ($)
when applied to an order's price.
Override Price Any price you enter here overrides all other rules or
prices.
Effective Date The date on which a level within a pricing method takes
effect. There can be multiple records within a pricing
method that have the same level identifier, discount
percentage, and so forth, with the only difference being
the effective date. This may occur due to special
promotion periods.
Expiration Date The date a particular pricing level within a pricing method
expires. Within a pricing method there might be multiple
records that have the same level identifier, discount
percentage and so forth, but have different expiration
dates. This might occur due to special promotion periods.

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 Defining Supplier Prices and Discount Rules

Attaching Price Discount Rules to Items and Suppliers

You can create an inventory price rule to apply a discount to the unit cost of an
item. After you create a price rule, you must attach it to the items to which it
applies and the suppliers from whom you purchase the items. The system
discounts an item's unit cost when you enter a purchase order.

After you create an inventory price rule, you can attach it to branch/plant
information for an item or you can attach it to a purchase order detail line. If a
price rule is standard for an item, you probably want to attach the rule to
branch/plant information. If the price rule varies for an item, you can enter a
different price rule each time you enter a purchase order.

If you attach a price rule to an item, you must also attach the price rule to the
supplier from whom you purchase the item. Before you attach a price rule to a
supplier, you can review any price levels that currently apply to a supplier on
Work with Pricing Rules. For example, you might have attached a price rule in
the item branch/plant information that you entered.

Before you attach a new price rule to a supplier, you might want to remove the
existing price rule by choosing Remove Level from the Row menu.

You can use one of two methods to attach price rules to a supplier:

 Attach price rules to a certain supplier

 Attach price rules to a supplier price group and then attach the price
group to a supplier

If the same price rules apply to multiple suppliers, you can save time by
attaching price rules to a price group and then attaching the price group to the
suppliers. If price rules vary among suppliers, you might want to attach
individual price rules to each supplier.

Before You Begin

- Set up names of price groups on user defined code table 40/PC. See
Customizing User Defined Codes in the OneWorld Foundation Guide for
more information about setting up user defined codes.

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Procurement

To attach price discount rules to items and suppliers

From the Price Management menu (G43A17), choose Supplier Pricing Rules.

1. On Work With Pricing Rules, choose Customer Rules from the Form menu.

2. On Customer Pricing Rules, to locate certain price rules, complete the

following fields, as needed, and click Find:
 Inventory Pricing Rule
 Price Method
3. To indicate the suppliers to whom you want to attach the rule, complete
one of the following fields:
 Customer Price Group
 OR Customer Number
4. Choose the rule you want to attach and choose Apply Level from the Row
menu.

If a price rule has multiple levels, you must choose the highest level of the
rule to make all lower levels apply. To choose a specific level, you must
specify Applied Levels Only, in which case only the level you select
applies.

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 Defining Supplier Prices and Discount Rules

Field Explanation
Customer Price Group A user defined code (40/PC) that identifies a group of
suppliers that provides the same types of discounts on
items.

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Procurement

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Reviewing Supplier Performance Information

You can review performance information to determine which suppliers are most
likely to provide you with the best costs and services for an item. Performance
information includes the quality of service provided by a supplier for a certain
item and the costs charged by the supplier.

You can review supplier performance information that is specific to:

 Delivery of an item
 Acceptability of an item
 Cost of an item

You can also review a summary of performance information for all suppliers
who provide a specific item. For example, you can compare the average unit
cost and leadtime (average number of days to deliver an item) for all suppliers
who provide you with Item A.

Complete the following tasks:

- Review supplier delivery performance

- Review supplier quality performance

- Review supplier cost performance

- Review a summary of supplier performance information

- Review the Detailed Status Report by Supplier

- Review the Contract Analysis Report

To store performance information, you must set processing options for the
Enter Purchase Orders program, Enter Receipts program, and Match Voucher to
Open Receipts program to capture supplier analysis information.

The system retrieves supplier performance information from the Supplier/Item

Relationships table (F43090) and the Purchase Order Receiver table (F43121).

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Procurement

Reviewing Supplier Delivery Performance

Before you order an item from a supplier, you can determine if the supplier has
made timely deliveries in the past. You can review the percentage of items that
a supplier has delivered on time, early, and late in each fiscal period (usually a
month) to determine if the supplier is likely to make timely deliveries in the
future.

You can review the quantity, amount, or number of receipts for an item that
was on time, early, or late. For example, if you acquired 100 bicycles in June
from AAA Bicycle Company, you can identify that 10 were delivered early, 80
were on time, and 10 were late. If you choose to review amounts, you can
identify that 1,000.00 was early, 8,000.00 was on time, and so on.

You can also review delivery information for each receipt in a fiscal period. For
example, you might have entered 5 receipts of 20 bicycles to acquire 100
bicycles in June. You can review the promised and delivery dates, and the
quantity that was on time, early, or late for each of the 5 receipts.

To review supplier delivery performance

From the Supplier Management menu (G43A16), choose Delivery Analysis.

1. On Delivery Analysis, complete the following fields and click Find:

 Supplier
 Item Number
2. Review the following fields:

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 Reviewing Supplier Performance Information

 Month/Year
 Quantity On-time
 Quantity Early
 Quantity Late
 Amount - On-time
 Amount Early
 Amount Late
 Receipts On-time
 Receipts Early
 Receipts Late
 Percent On-time
 Percent Early
 Percent Late
3. To review a fiscal period, complete the following fields:
 Date From
 Date Thru
4. Choose a detail line and then choose Delivery Details from the Row
menu.

5. On Delivery Analysis Details, to review delivery information only, choose

Delivery Details from the View menu.
6. Review the following fields for each receipt entered in the fiscal period:

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Procurement

 Promised Delivery
 Receipt
 Quantity Received
 Delivery
7. Choose a receipt and choose Receipt Details from the Row menu.

8. On Receipt Detail Information, review additional details for the receipt.

Field Explanation
Quantity On-time Number of items that you received on time from this
supplier during the fiscal period. To determine if a receipt
is on time, the system compares the receipt date to the
promised date. If there is a difference between the two,
the system uses the number of days allowed early or late
to determine if the receipt is on time. You set up the
number of days that is an acceptable time window for
delivery performance (days allowed early or late) on the
Supplier/Item Relationship form.
For example, suppose you have an order set up as
follows:
Promised Date - 12/05/98
Receipt Date - 12/07/98
Days Allowed Late - 3 days
The order is late if received three days after 12/05/98, or
after 12/08/98. Since you received this order on 12/07/98,
the order is on time.

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 Reviewing Supplier Performance Information

Field Explanation
Quantity Early Number of items that you received early from this
supplier during this fiscal period. The system considers a
receipt early if you received the items outside the days
allowed early range and before the promised date. You
set up the number of days that you consider to be an
acceptable time window for delivery performance (days
allowed early or late) on the Supplier/Item Relationships
form.
For example, suppose you have an order set up as
follows:
Promised Date - 12/05/98
Receipt Date - 12/01/98
Days Allowed Early - 3 days
The order is early if received three days before 12/05/98,
or before 12/02/98. Since you received this order on
12/01/98, it is early.
Quantity Late Number of items that you received late from this supplier
during the fiscal period. Any receipt made outside the
days allowed late range and after the promised date is
late. You set up the number of days that you consider to
be an acceptable time window for delivery performance
(days allowed early or late) on the Supplier/Item
Relationships form.
For example, suppose you have an order set up as
follows:
Promised Date - 12/05/98
Receipt Date - 12/12/98
Days Allowed Late - 3 days
The order is late if received after 12/08/98. In this
example, the order is late.
Amount On-time Total value of the items that you received on time from
this supplier during the fiscal period. To determine if a
receipt is on time, the system compares the receipt date
to the promised date. If there is a difference between the
two, the system uses the number of days allowed early or
late to determine if the receipt is on time. You set up the
number of days you consider to be an acceptable time
window for delivery performance (days allowed early or
late) on the Supplier/Item Relationship form.
For example, suppose you have an order set up as
follows:
Promised Date - 12/05/98
Receipt Date - 12/07/98
Days Allowed Late - 3 days
The order is late if received three days after 12/05/98, or
after 12/08/98. Since you received this order on 12/07/98,
the order is on time.

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Procurement

Field Explanation
Amount Early Total value of the items that you received early from this
supplier during this fiscal period. The system considers a
receipt early if you received the items outside the days
allowed early range and before the promised date. You
set up the number of days that you consider to be an
acceptable time window for delivery performance (days
allowed or late) on the Supplier/Item Relationships form.
For example, suppose you have an order set up as
follows:
Promised Date - 12/05/98
Receipt Date - 12/01/98
Days Allowed Early - 3 days
The order is early if received three days before 12/05/98,
or before 12/02/98. Since you received this order on
12/01/98, it is early.
Amount Late Total value of the items that you received late from this
supplier during the fiscal period. Any receipt made
outside the days allowed late range and after the
promised date is late. You set up the number of days that
you consider to be an acceptable time window for
delivery performance (days allowed early or late) on the
Supplier/Item Relationships form.
For example, suppose you have an order set up as
follows:
Promised Date - 12/05/98
Receipt Date - 12/12/98
Days Allowed Late - 3 days
The order is late if received after 12/08/98. In this
example, the order is late.
Receipts On-time The number of receipts that were delivered on the date
that was promised by the supplier.
Percent On-time The percentage of the total number of items ordered that
were delivered on the date promised by the supplier.
Percent Early The percentage of the total items on the order that were
delivered before the date promised by the supplier.
Percent Late The percentage of the total items on the order that were
delivered after the date promised by the supplier.

See Also

 Setting Up Guidelines for Delivery Performance to understand how the

system calculates on time, early, and late deliveries

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 Reviewing Supplier Performance Information

Processing Options for Supplier Analysis

Display
1. Enter a ’1’ to display ____________
suppliers associated with an item.
If left blank, all items
associated with a supplier will be
displayed.
2. Enter a ’1’ to display Quality ____________
Information; ’2’ for Delivery
Information; or a ’3’ for Cost
Information. If left blank, ’1’
will be used.
3. Enter the specific costing ____________
method (01 – 08) to be displayed
as the Inventory Cost.
4. Enter the cost that should be ____________
compared against the paid cost for
variance information. 1 =
Inventory Cost; 2 = Ordered Cost;
3 = Receipt Cost. If left blank,
’2’ will be used.
5. Enter the default inquiry ____________
FORMAT to be displayed OR
6. Enter the default inquiry PATH ____________
you wish to be on.

Reviewing Supplier Quality Performance

Before you order an item from a supplier, you might determine if the supplier
has a history of delivering the item in good condition. You can review the
percentage of acceptable items from a supplier in each fiscal period (usually a
month) to determine if the supplier is likely to provide acceptable items in the
future.

You can review the quantity of an item that was acceptable in each fiscal
period, as well as the percentage. For example, you can review that you
acquired 100 bicycles in June from AAA Bicycle Company, of which 95 were
acceptable and 5 were unacceptable.

You can also review the acceptable quantity for each receipt that you entered in
a fiscal period. For example, you might have entered 5 receipts of 20 bicycles to
acquire 100 bicycles in June. You can review acceptable and unacceptable
quantities for each of the 5 receipts.

The system can only track item acceptability for those items that are processed
through a receipt route.

To review supplier quality performance

From the Supplier Management menu (G43A16), choose Quality Analysis.

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Procurement

1. On Quality Analysis, complete the following fields and click Find:

 Supplier
 Item Number

2. On Quality Analyses, review the following fields:

 Month/Year
 Quantity Dispositioned
 Quantity Accepted
 Quantity Non-Accepted
 Percent Accepted
 Percent Non-Accepted
3. To review a fiscal period, complete the following fields:
 Date From
 Date Thru

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 Reviewing Supplier Performance Information

4. Choose a detail line and then choose Quality Details from the Row menu.

5. On Quality Analysis Details, to review quality information only, choose

Quality Details from the View menu.
6. Review the following fields for each receipt entered in the fiscal period:
 Quantity Dispositioned
 Units - Accepted
 Units - Non-Accepted
7. Choose a receipt and then choose Receipt Details from the Row menu.
8. On Receipt Detail Information, review additional details for the receipt.

Field Explanation
Quantity Dispositioned Original quantity of the order line, plus or minus any
changes to that quantity, less all quantities shipped,
received and/or vouchered to date. This field may also
represent the actual quantity received.
Quantity Accepted Number of items that you accepted out of the total
received.
Quantity Non-Accepted Number of items that you did not accept of the total
received.
Percent Accepted Percentage of the total that you accepted when you
received the goods.
Percent Non-Accepted Percentage of the total that you rejected while inspecting
the goods received.

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Procurement

See Also

 Setting Up Guidelines for Acceptable Items to understand how the system

calculates acceptable item quantities and percentages.

Reviewing Supplier Cost Performance

You might want to review the average unit cost you paid to a supplier for an
item in each fiscal period (usually a month). You can compare this cost to the
average cost for the item on purchase orders and the average cost at the time of
receipt to determine if the price remains consistent.

You can have the system calculate a percentage variance between the cost you
paid for an item and another cost, such as the receipt cost. For example, if the
supplier specified an average cost of 0.50 when you entered a receipt for an
item but then billed you an average cost of 1.00, the system displays a 100
percent variance. In this case, you would probably determine why the variance
exists. You use processing options to specify the cost to compare to the paid
cost.

You can also review the inventory cost for an item. You specify the cost method
that the system uses to determine the inventory cost, such as lastĆin, firstĆout
(LIFO). Using this cost method, the inventory cost reflects the cost of the last
item you received.

You can review costs for each receipt you entered in the fiscal period. For
example, if an item had an average receipt cost of 10.00, you can review the
cost for the item each time you entered a receipt, which might have been 9.00
at one receipt and 11.00 at another receipt.

To review supplier cost performance

From the Supplier Management menu (G43A16), choose Cost Analysis.

1. On Cost Analysis, complete the following fields and click Find:

 Supplier
 Item Number

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 Reviewing Supplier Performance Information

2. On Cost Analysis, review the following fields:

 Month/Year
 Inventory Unit Cost
 Ordered Unit Cost
 Received - Unit Cost
 Paid Unit Cost
 Percent - Cost Variance
3. To review a fiscal period, complete the following fields:
 Date From
 Date Thru

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Procurement

4. Choose a detail line and then choose Cost Details from the Row menu.

5. On Cost Analysis Details, to review cost information only, choose Cost

Details from the View menu.
6. Review the costs for each receipt in the fiscal period.
7. Choose a receipt and then choose Receipt Details from the Row menu.
8. On Receipt Detail Information, review additional details for the receipt.

Field Explanation
Inventory Unit Cost The amount per unit, derived by dividing the total cost by
the unit quantity.
Ordered Unit Cost The unit cost of one item, as purchased from the supplier,
excluding freight, taxes, discounts, and other factors.
Received Unit Cost The unit cost of the item at the time of receipt.
Paid Unit Cost The unit cost entered while generating a Purchase Order.
The cost is updated in the Purchase Order work file.
Received Unit Cost The unit cost of the item at the time of receipt.
Percent Cost Variance This field represents the percentage variance between the
cost paid, and either the inventory cost, ordered cost, or
the received cost.

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 Reviewing Supplier Performance Information

Reviewing a Summary of Supplier Performance Information

You can compare a variety of performance information for all suppliers who
provide a certain item to determine the best supplier from whom to purchase
the item. For example, for each supplier that provides you with the same item,
you can compare:

 The average unit cost for the item

 The last cost that was paid for the item
 The percentage of onĆtime deliveries
 The average number of days that it takes to deliver the item (leadtime)

You choose the information that displays.

Before You Begin

- Define the performance factors (columns) you can review on the

Summary form (for example, average unit cost, last cost paid, and so on).

- Define formats that contain the columns you want to review and assign a
format to the Summary form using processing options.

- Define paths (multiple formats) and assign a path to the Summary form
using processing options.

To review a summary of supplier performance information

From the Supplier Management menu (G43A16), choose Summary.

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Procurement

1. On Work With Supplier Analysis Summary, complete the following field

and click Find:
 Supplier
2. Review performance factors for each supplier who provides the item.

See Also

 Defining a Summary of Supplier Performance Information for information

about setting up the columns, formats, and paths that display on the
Summary form

Reviewing the Detailed Status Report by Supplier

From the Subcontract Reports menu (G43D111), choose Status Report by

Supplier.

You can review detailed contract status information based on the subcontractor
and the job on the Detailed Status Report by Supplier. This report displays the
amounts that have been vouchered, paid, retained, and due for a contract.

You also can review the commitment distribution information for your contracts
based on the job. This report uses information from the Subcontract
Management Detail table. It includes:

 Order identifying information

 Budget amounts for selected accounts
 Change order information

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 Reviewing Supplier Performance Information

 Amount billed
 Retainage Information
 Amount released but not paid
 Amount due on the selected as of" date

You can print this report at any time to review the current status of selected
contracts.

Processing Options for Status Report by Supplier

Report Display
1. Enter the As of Date on which ____________
to base the report. Leave blank
(default) to use the Financial
Reporting Date of Company ’00000’.
If no Financial reporting date has
been set up, then today’s system
date will be used.
2. Enter ’1’ to print the ____________
associated job budget for contract
cost codes.
3. Enter ’1’ to suppress the ____________
printing of a Budget total line.
4. Enter a ’1’ to print subledger ____________
and subledger type. Leave blank
for no subledger and type.
5. Enter a Budget Ledger Type. ____________
6. Enter a ’1’ to print AP Detail ____________
information. Leave blank to print
Summary.

Reviewing the Contract Analysis Report

From the Subcontract Reports menu (G43D111), choose Contract Analysis.

You can review a summary of contract commitment information for selected

suppliers and jobs on the Contract Analysis report. This report uses information
from the Order Detail table and the Account Balances table.

You can review the following order information:

 Budget amount
 Contract amount
 Invoice amount
 Amount paid
 Amount retained
 Remaining balance
 Extended amount

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Procurement

 Percent invoiced
 Percent retained

See Also

 R434201, Contract Analysis in the Reports Guide for a report sample

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Rebate Processing

Some of your suppliers might offer you cash rebates if you purchase a certain
quantity or amount of their items and services. You can set up the Procurement
system to track rebates.

To track rebates, you must enter information about each rebate agreement.
When you enter, change, or cancel an order, the system applies the appropriate
purchases toward the rebate agreement.

You can view the current status of each rebate agreement, including:

 The purchases necessary to obtain the rebate

 The purchases you have made that apply to the rebate
 The amount of each rebate

With this information, you can identify rebates that your business is likely to
obtain. You can also identify rebates that are unobtainable, which might change
your price negotiations in the future.

You can have the message center alert you when you are within a range of
meeting the purchase requirements for a rebate.

To process rebates, complete the following tasks:

- Set up rebate agreements

- Work with rebate status information

- Update rebate information

See Also

 Working with Ship and Debit Claims in the Advanced Pricing Guide if you
are a distributor in the electronics industry and participate in rebate or
ship and debit programs with your suppliers

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Procurement

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Setting Up Rebate Agreements

For the system to track rebates, you must provide information about the
agreements you have with your suppliers. This information includes:

 Basic information about each agreement, such as the supplier providing

the rebate and the effective dates of the rebate
 The items you must purchase or the account numbers you must purchase
against to obtain the rebate
 The quantity or amount you must purchase for the rebate
 The amount of the rebate or the percentage of purchases that determines
the rebate amount

If several of your suppliers have the same parent company, you might want to
track rebate information at the parent level instead of at the supplier level. You
can set up procurement instructions for each supplier to specify the level at
which to track rebate information.

When you enter orders, the system applies purchase quantities and amounts
toward rebates. You must specify the order types from which the system applies
purchases to rebates. For example, you can have the system apply quantities and
amounts from purchase orders, blanket orders or both.

Caution: Ensure that you specify the correct order types from which the system
applies purchases to rebates. For example, if you use blanket orders to purchase
items, you must specify the blanket order type. If blanket orders are
prerequisites to purchase orders, you specify only the purchase order type.
Otherwise, the system applies the same quantity and amount from both the
blanket order and the purchase order.

To set up rebate processing, complete the following tasks:

- Enter basic rebate agreement information

- Define conditions for obtaining a rebate

- Define purchase limits for rebate amounts

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Procurement

Before You Begin

- Set up the order types from which the system applies purchases to rebates
on user defined code table (43/RB). See Customizing User Defined Codes
in the OneWorld Foundation Guide for more information about setting up
user defined codes.

Entering Basic Rebate Agreement Information

When a supplier offers you a rebate for purchasing certain goods and services,
you set up a rebate agreement. You can have an unlimited number of rebate
agreements for each supplier. For each agreement, you specify basic information
such as:

 The agreement number

 The supplier offering the rebate
 The effective dates of the agreement
 The status of the agreement, whether active or pending
 The person to whom the system directs messages when a rebate is due

You can also specify whether the rebate is based on purchase quantities or
amounts and whether the rebate is an amount or a percentage of the purchase
amount.

If you specify that a rebate agreement is based on purchase quantities, you must
enter a unit of measure for the rebate agreement.

You can have the system assign a number to each of your rebate agreements or
you can enter your own number. If you have the system assign a number, it
increases the last rebate agreement number for the supplier by one. If it is the
first rebate agreement for the supplier, the system assigns the number one.

You can also specify a currency for a rebate agreement, and you must enter the
thresholds, or purchase limits, for the agreement in that currency. When you
enter purchase orders for rebate items in another currency, the system converts
the purchase order currency to the rebate currency.

You can enter a memo about a rebate agreement. When a memo exists, the
system displays a paper clip next to the rebate agreement in the detail area on
the Work With Purchase Agreements form.

If the terms of the agreement are not yet final, you can set up a pending rebate
agreement for a supplier. You can also specify that all rebate agreements for a
certain supplier are pending. If you use procurement instructions to specify that
all rebate agreements for a supplier are pending (inactive), the system changes
the status to active when you enter a new active rebate agreement for the
supplier.

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 Setting Up Rebate Agreements

The system stores rebate agreement information in the Purchase Rebate Master
table (F4340).

To enter basic rebate agreement information

From the Price Management menu (G43A17), choose Purchase Rebate

Agreement.

1. On Work With Purchase Agreements, click Add.

2. On Purchase Rebate Agreement Revisions, complete the following fields

and click OK:
 Supplier
 Agreement Description
 Effective From
 Expired Thru
 Rebate Status
 Threshold Type
 Rebate Type
 Unit of Measure
 Administrator

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Procurement

Field Explanation
Supplier The address book number of the supplier from whom you
are purchasing items or services.
Agreement Description A user defined name or remark.
Effective From The date when a transaction, text message, contract,
obligation, preference, or policy rule becomes effective.
Expired Thru The date on which a transaction, text message, agreement,
obligation, or preference has expired or been completed.
Rebate Status A user defined code that defines the status of the rebate
agreement. The status can be pending or active. The value
1 (active) is hard coded to indicate that the rebate
information will be updated.
Threshold Type A code that indicates that the threshold is in either
number of units or amount. Depending on the type that
you indicate, the threshold field is titled either Threshold
Units or Threshold Amount.
Rebate Type A code (43/RT) that indicates whether the rebate is a
percentage of the quantity purchased or a fixed currency
amount.
Unit of Measure A user defined code (00/UM) that indicates the quantity in
which to express an inventory item, for example, CS
(case) or BX (box).
Administrator The address book number of a manager or planner.
Note: A processing option for some forms allows you to
enter a default value for this field based on values for
category codes 1 (Phase), 2, and 3. You set up the default
values on the Default Managers and Supervisors form.
After you set up the default values and the processing
option, the default information displays automatically on
any work orders that you create if the category code
criterion is met. You can either accept or override the
default value.

Defining Conditions for Obtaining a Rebate

After you enter basic information about a rebate agreement, you must specify
inclusion rules that indicate what you must purchase to obtain the rebate. The
system applies purchases toward a rebate agreement based on one of the
following:

 Item number
 Account number against which you are purchasing
 Items to which you assigned a particular category code value

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 Setting Up Rebate Agreements

You can enter item numbers or account numbers when there are specific items
or services that you must purchase to obtain the rebate. You can enter stock or
nonĆstock items for a rebate agreement.

You can enter a category code value to specify a group of items from which you
can make purchases. The system applies purchases to the rebate agreement each
time you purchase an item that is assigned the category code value.

The system applies purchase order transactions to a rebate agreement by

comparing the items or services purchased to the inclusion rules set up for each
rebate agreement. The system begins searching on the agreement with the
lowest sequence number.

For the system to apply purchases to a rebate agreement:

 The agreement must have an active status.

 The purchase transaction date must fall within the effective dates specified
for the agreement.
 The supplier rebate code on Procurement Instructions must be set to
active.

A single purchasing transaction cannot apply to more than one purchasing

agreement.

Each time you enter an order detail line, you must specify a line type. The
Inventory interface for the line type, which you specify in Order Line Types,
determines the order in which the system searches through inclusion rules for a
rebate agreement to find a match:

 A represents the Account Number and Category Code

 B represents the Account Number and Item Number
 D represents the Item Number and Category Code
 N represents the Category Code
 Y represents the Item Number and Category Code

The system stores information about the items, account numbers, and
purchasing code values that are applicable to a rebate agreement in the Purchase
Rebates Inclusion Rules table (F4342).

Before You Begin

- Specify the purchasing category (P1-P5) you will use to enter category
code values for rebates. You specify this value in System Constants. If you
do not specify a purchasing category, the system uses purchasing category
code 1 (P1) as the default.

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Procurement

To define conditions for obtaining a rebate

From the Price Management menu (G43A17), choose Rebate Inclusion Rules.

1. On Work With Purchase Agreements, complete the following field and

click Find:
 Supplier
2. Choose the row that contains the supplier from whom you purchase the
items for which you obtain a rebate.
3. From the Row menu, choose Inclusion Rules.

4. On Inclusion Rules Maintenance, complete the following fields and click

OK:
 Item Number
 Branch/Plant
 Object Account
 Sub

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 Setting Up Rebate Agreements

Field Explanation
Obj Acct The portion of a general ledger account that refers to the
division of the Cost Code (for example, labor, materials,
and equipment) into subcategories. For example, dividing
labor into regular time, premium time, and burden.
Note: If you are using a flexible chart of accounts and the
object account is set to 6 digits, J.D. Edwards recommends
that you use all 6 digits. For example, entering 000456 is
not the same as entering 456, because if you enter 456,
the system enters three blank spaces to fill a 6Ćdigit object.
Sub A subdivision of an object account. Subsidiary accounts
include more detailed records of the accounting activity
for an object account.

See Also

 Setting Up Constants for information about specifying the purchase rebate

category code
 Entering Item Classification Codes in the Inventory Management Guide for
information about assigning category code values to items

Processing Options for Rebate Agreement Maintenance

Display
1. Enter a ’1’ to enable entry of ____________
quantity and amount in the Rebate
Adjustment window. If left blank,
the window will be display only.

Defining Purchase Limits for Rebate Amounts

After you define the conditions for obtaining a rebate, you must enter the
quantity of items or the financial amount that you must purchase before you can
receive a rebate. For example, you enter either 500 widgets or 500.00 worth of
widgets. Each quantity or financial amount is referred to as a threshold. When
you enter multiple thresholds, you must enter threshold quantities or amounts in
ascending order.

Next, you enter information about the type of rebate that you are to receive. The
rebate type indicates whether the rebate is a specific predetermined financial
amount or a percentage of the total purchase amount. For example, if you
purchase 100 widgets, the supplier gives you a 50.00 rebate. However, if you
purchase 500 widgets, the supplier gives you a 15 percent rebate on the total
purchase amount of the widgets.

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Procurement

You must enter the entire financial amount or percentage you are to receive for
each threshold, regardless of other thresholds for which you might have already
received a rebate. For example, you should receive 100.00 for purchasing 100
widgets, and 500.00 for purchasing 500 widgets. When you purchase 500
widgets, you are entitled to a total rebate of 500.00, regardless of the 100.00 you
might already have received.

If you are entitled to a rebate regardless of the quantity or amount that you
purchase, you can enter a threshold quantity of zero.

Caution: You must base threshold quantities on the unit of measure you specify
for the purchase rebate agreement. When you enter purchase orders for rebate
items, the system converts the purchasing unit of measure to the rebate unit of
measure, if necessary.

The system stores information about the thresholds and rebates that are
applicable to a rebate agreement in the Purchase Rebate Threshold table
(F4341).

To define purchase limits for rebate amounts

From the Price Management menu (G43A17), choose Purchase Rebate

Agreement.

1. On Work With Purchase Agreements, complete the following field and

click Find:
 Supplier
2. Choose the row that contains the supplier from whom you purchase the
items for which you obtain a rebate.
3. Choose Thresholds from the Row menu.

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 Setting Up Rebate Agreements

4. On Threshold Maintenance, complete one of the following fields,

depending on the threshold type that you specified in the rebate
agreement:
 Threshold Quantity
 Threshold Amount
5. Complete one of the following fields, depending on the rebate type that
you specified in the rebate agreement:
 Rebate Percentage
 Amount - Rebate

Field Explanation
Threshold Quantity The total quantity of an item to be reworked or scrapped,
as the result of a disposition on an ECO.
Threshold Amount The amount, expressed in either monetary value or
quantity, that must be reached to qualify for a rebate.
Multiple threshold values can exist for a single rebate
agreement.
Rebate Percentage The percentage of actual purchases that the supplier pays
when the associated rebate threshold is reached.
You must express a percentage as a whole number, for
example, enter 10 to express 10 percent.
NOTE: The supplier will pay a rebate amount if the rebate
type specifies a fixed amount.

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Field Explanation
Rebate Amount The rebate amount that the supplier pays when the
associated threshold has been reached.
NOTE: The supplier will pay a rebate percent if the rebate
type specifies percent.

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Working with Rebate Status Information

Before you purchase from a supplier, you might want to determine if the
purchases apply to a rebate. You can review summary information for each
rebate agreement you have with a particular supplier, including:

 The threshold that you must reach to obtain the rebate

 The total purchases you have made toward the agreement to date
 The amount of the rebate you receive if you reach the next threshold
 The last threshold you reached if multiple thresholds exist for the
agreement
 The rebate amounts you have received to date

You can also select an agreement that allows you to view individual purchasing
transactions.

If you find that the total purchase quantity or purchase amount that the system
has accumulated and applied towards a rebate agreement is incorrect, you can
change the quantity or amount.

The system retrieves purchases to date and rebate amounts received for an
agreement from the Purchase Rebate Master table (F4340). It retrieves transaction
details for rebate agreements from the Purchase Rebate History Details table
(F4343).

To work with rebate information, you can:

- Review summary information for rebate agreements

- Review purchasing transactions for a rebate

- Change the quantity or amount applied to a rebate

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Procurement

Reviewing Summary Information for Rebate Agreements

You might want to determine if you are eligible to receive a rebate or if you are
close to obtaining a specific rebate. For each agreement, you can review:

 The purchases required for the rebate

 The quantity or amount of purchases you have made to date
 The rebate amount you can receive

You can also view agreement information such as effective dates, the last rebate
threshold reached, the rebate amount you have received to date, and so on.

To review summary information for rebate agreements

From the Price Management menu (G43A17), choose Rebate History Summary
Inquiry.

1. On Work With Rebate History Inquiry, complete the following fields and
click Find:
 Supplier Number
 Rebate Status
2. Choose the row that contains the customer whose rebate agreement you
want to review and click Select.
3. On Rebate History Details, review the following field:
 Total Purchased To Date

Reviewing Purchasing Transactions for a Rebate

You might want to review information about the individual purchasing

transactions that the system has applied toward a rebate. You can display order
detail line transactions that pertain to an agreement and the purchase orders on
which the transactions were entered.

To review purchasing transactions for a rebate

From the Price Management menu (G43A17), choose Rebate History Detail
Inquiry.

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 Working with Rebate Status Information

1. On Work With Rebate History Inquiry, complete the following fields and
click Find:
 Supplier Number
 Rebate Status
2. Choose the row that contains the customer whose rebate agreement you
want to review and click Select.
3. On Rebate History Details, review the following fields for each purchasing
transaction:
 Or Ty
 Order Number
 Line Number
 Quantity Ordered
 Extended Price
 Foreign Extended Price

Changing the Quantity or Amount Applied to a Rebate

The purchase quantity or amount that the system has accumulated and applied
toward a rebate agreement might be incorrect. For example, you might have
returned some of the rebate items that you purchased. You can override the
current calculations by entering a new purchase quantity or amount.

When you change a quantity or amount, you can also add a memo that explains
why you are making the adjustment.

To change the quantity or amount applied to a rebate

From the Price Management menu (G43A17), choose Purchase Rebate

Agreement.

1. On Work With Purchase Agreements, complete the following field and

click Find:
 Supplier
2. Choose the row that contains the supplier from whom you purchase the
items for which you obtain a rebate.
3. From the Row menu, choose Rebate Adjustments.
4. On Rebates Adjustment Revision, complete the following fields:
 Amount Purchased
 Quantity Purchased

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Field Explanation
Amount Purchased The amount purchased to date. The system updates this
accumulator if you have set the threshold type to indicate
that the rebate agreement is based on a purchase amount.
Quantity Purchased The quantity (total number of units) purchased to date.
This accumulator will only be updated if the threshold
type of the rebate agreement is set to quantity.

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Updating Rebate Information

From the Receipts Matching and Posting menu (G43A15), choose Rebate Batch
Update.

You must run the Rebate Batch Update program to:

 Have the system determine whether you are due a rebate

 Send an electronic mail message to the rebate administrator

The system tracks the quantity and amount of purchases you have made that
apply to a rebate agreement. You must run the Rebate Batch Update program to
have the system compare this quantity or amount to that which is required to
obtain the rebate.

You can have the system send a message to the rebate administrator when you
meet the purchasing requirements for a rebate agreement or when you are
within a certain range of meeting the requirements. For example, if you must
purchase 100 items to obtain a rebate, you might want the rebate administrator
to receive a message when you have purchased 90 items.

You must run the Rebate Batch Update program to have the system send a
message. You use processing options to specify whether the system sends a
message and to define a range. For example, if you want the system to send a
message when you have purchased 90 of the 100 items required to obtain a
rebate, you enter a range of 10 percent.

The following information appears in the message to the rebate administrator:

 Supplier number
 Agreement sequence number
 Threshold amount
 Actual purchases
 Effective through date

You can specify a rebate administrator for each rebate agreement.

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Procurement

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Order Updates

You can revise a purchase order after you have entered it into the system if a
change has occurred since you entered the order. For example, if you need to
fill a purchase order quickly, you can manually update the status code so that it
bypasses some of the normal purchasing procedures. If you want to delay an
order, or if the supplier cannot get the items to you by the promised date, you
can revise the requested or promised dates. Also, you can review your
inventory and create a purchase order for items that you want to reorder.

Complete the following tasks:

- Update status codes

- Revise purchase dates

- Generate purchase orders

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Procurement

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Updating Status Codes

The system processes detail lines through the purchase order processing cycle
based on the last and next status codes assigned to each line. After a detail line
completes a step in the processing cycle, the system updates the status codes.

You can manually update the next status code for detail lines to bypass a
particular step, if needed.

You cannot update detail lines to a closed status. To update detail lines to a
closed status, you must use the Purchase Order Entry program.

To update status codes

From the Order Gen/Approve/Release menu (G43A13), choose Status Code

Update.

1. On Work With PO Speed Status Update, complete one or more of the

following fields to locate detail lines to update and then click Find:
 Branch/Plant
 Order Number

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Procurement

 Last Status
 Next Status
2. Complete the following field:
 Next Status - Update To
3. Choose the detail lines that you want to update and click Select.

Field Explanation
Next Status - Update To User defined code (40/AT) that specifies what the next
standard step is in the processing cycle for this order type.
You set up the steps for the processing cycle on the Order
Activity Rules form.

See Also

 Setting Up Order Activity Rules for more information about status codes

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Revising Purchase Dates

The requested date or promised date for an order might change after you have
entered the order in the system. You can follow manual procedures and
simultaneously revise these dates for multiple orders.

After you change a requested or promised date, the system records the new date
in the Purchase Order Detail table (F4311). If you have already taken receipt of
items, the dates in the Purchase Order Receiver table (F43121) are not affected.

To revise purchase dates

From the Order Gen/Approve/Release menu (G43A13), choose Purchasing Date

Revisions.

1. On Purchasing Date Revisions, complete one or more of the following

fields to locate the order lines that you want to change and click Find:
 Branch/Plant
 Item Number
 Order Number
2. Complete the following fields for each order line, as necessary:

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Procurement

 Requested Date
 Promised Delivery

Processing Options for Purchasing Date Revisions

Defaults
Override Next Status Code for Lines that
have Promised Date changed
Status Code – Next ____________
Self-Service
Enable Workflow on Promised Date ____________
changed.
Blank = No e-mail.
1 = E-mail buyer or originator for
approval.

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Generating Purchase Orders

You can have the system generate purchase orders for stock and nonĆstock
items. You can have the system suggest the items and quantities to order. The
system bases ordering suggestions on current demand (sales backorders) or
historical demand (sales history). You can review the suggestions to determine if
you want to generate the purchase order for the item and quantity. You can also
change the suggestions before generating the order.

The system will not allow you to generate purchase orders if certain
combinations of data exist. Some invalid combinations of data include:

 A supplier and a nonĆstock item

 A buyer and a nonĆstock item
 An item that uses only a second purchasing code
 A supplier and buyer

The system displays an error message if the data combination is invalid.

Calculations for Order Quantities

The system bases calculations for the Suggested Order Quantity (SOQ) on the
Order Policy Code field. If the Order Policy Code is:

 Blank, 0, or 3, the system uses the following calculation:

SOQ = Economic Order Quantity + Reorder Point - Quantity Available

 1, the system uses the following calculation:

SOQ = Reorder Point - Quantity Available

 2, the system uses the amount in the Value Order Policy field on
Manufacturing Data

If the SOQ is:

 Greater than the Maximum Reorder Quantity field on Item Branch

Quantities, the system uses the Maximum Reorder Quantity amount
 Less than the Minimum Reorder Quantity field on Item Branch Quantities,
the system uses the Minimum Reorder Quantity amount

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Procurement

Before You Begin

- On Branch/Plant Constants, verify the following fields are set up: Number
of Days in Year, Purchase Order Issue Cost, and Inventory Carrying Cost
(%). For more information, see Setting Up Constants.

- On Supplier/Item Relationships, verify the Average Leadtime field is set up

for each item/supplier combination. For more information, see Setting Up
Supplier and Item Information.

- On Item Branch Revisions, verify the Supplier is set up. For more
information, see Entering Branch/Plant Information in the Inventory
Management Guide.

- On Cost Revisions, verify the average cost is set up in the Cost Method
field in the detail area. For more information, see Assigning a Cost Method
to an Item in the Inventory Management Guide.

- On Item Branch/Plant Quantities, verify the information. For more

information, see Entering Item Reorder Quantities in the Inventory
Management Guide.

- On Plant Manufacturing Data, verify the Order Policy Code is set up. For
more information, see Entering Item Manufacturing Information in the
Inventory Management Guide.

To generate purchase orders

From the Order Gen/Approve/Release menu (G43A13), choose Purchase Order

Generator.

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 Generating Purchase Orders

1. On Work With Stocked Item Reorder Point, complete one or more of the
following fields to locate the items for which you want to generate
purchase orders:
 Supplier
 Buyer Number
 Category Codes
2. To narrow the search, complete the following fields:
 Branch/Plant
 Stocking Type
 Order Date
3. To further narrow the search, choose the following option and click Find:
 Reorder Point
4. Choose the item for which you want to generate a purchase order and
choose Details from the Row menu.

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Procurement

5. On Select Item for Purchase, complete the following fields, as necessary,

and click OK:
 Suggested Order Quantity
 Supplier
 Unit Cost
 Date Requested
 Trans UOM

The system returns you to Work With Stocked Item Reorder Point. Note
that the row header for the item you just selected is now marked with a
check.

6. Repeat steps 2 through 5 for each detail line for which you want to create
a purchase order.
7. From the Form menu, choose Generate Orders.
8. On Generated Purchase Orders, click Close.

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 Generating Purchase Orders

Field Explanation
Suggested Order Quantity A value that is calculated by the P.O. Generator, Buyer's
Inquiry, and Buying Guide Report with the following
variables:
AVAL Available inventory, as calculated from onĆhand
quantity less committed quantity plus quantity
on PO including quantity in receipt routing.
ROP Reorder point, taken from ROP entered in the
branch inventory record of the primary storage
location, if not blank; or the ROP as calculated
(see the definition of ROPC for more
information). The system calculates Reorder
Point as follows:
ROP = (((Annual Sales x Lead Time Days) /
Number of Days in Year) + Safety Stock)
If Safety Stock is not stated on the Quantities
form, then the system will use the following
formula:
ROP = ((Annual Sales x Lead Time Days) /
Number of Days in Year) + square root of
((Annual Sales x Lead Time Days) / Number of
Days in Year)
EOQ Economic order quantity (or reĆorder quantity
ROQ), taken from the ROQ entered in the
branch inventory record of the primary storage
location, if not blank; or the calculated EOQ (see
the definition of EOQ for more information).
The system calculates Economic Order Quantity
as follows:
EOQ = Square root of ((2 x Purchase Order
Issue Cost x Annual Sales) / (Inventory Carrying
Cost x Average Cost)
Calculation is either:
1Ć If AVAL > ROP, then SOQ = Zero
2Ć If AVAL = ROP, then SOQ = EOQ
3Ć If AVAL < ROP, then SOQ = EOQ + (ROP -
AVAL)

Processing Options: Reorder Point Purchase Order Generation

Display Tab

These processing options control whether the system displays certain types of
information, such as category codes, stocking type, and costs, and whether you
can change the cost information.

1. Category Code 1

Use this processing option to enter a user defined code (41/P1) indicating the
commodity class for which you want to review information. An asterisk (*)

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Procurement

indicates all codes. The system retrieves category code information from the Item
Branch table (F4102).

This code (41/P1) represents an item property type or classification, such as

commodity type or planning family. The system uses this code to sort and
process similar items.

This field is one of six classification categories available primarily for purchasing
purposes.

2. Category Code 2

Use this processing option to enter a user defined code (41/P1) indicating the
commodity class for which you want to review information. An asterisk (*)
indicates all codes. The system retrieves category code information from the Item
Branch table (F4102).

This code (41/P1) represents an item property type or classification, such as

commodity type or planning family. The system uses this code to sort and
process similar items.

This field is one of six classification categories available primarily for purchasing
purposes.

3. Cost Protection

Use this processing option to specify whether you can change costs. Valid values
are:

1 Display Costs fields and do not allow changes to the values.

2 Do not display the Cost fields.
Blank Display Cost fields and allow changes.

The system retrieves cost information from either the Cost table (F4105) or, if
you are working with supplier/item relationships, the Supplier Item Relationship
table (F41061). The system also determines the table from which to retrieve cost
information by checking the value in the Purchase Price Level field in the Item
Master table (F4101). If the Purchase Price Level field contains a value of 1 or 2,
the system retrieves cost information from the Supplier Item Relationship table
(F40161) and then from the Cost table (F4105). If the Purchase Price Level field
contains a value of 3, the system retrieves cost information from only the Cost
table (F4105).

4. Stocking Type

Use this processing option to specify which stocking type you want the system
to display. The system retrieves information about stocking types from the Item
Branch table (F4102).

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 Generating Purchase Orders

This user defined code (41/I) indicates how you stock an item (for example, as
finished goods or as raw materials). The following stocking types are hardĆcoded
and you should not change them:

0 Phantom
B Bulk floor stock
C Configured item
E Emergency/Corrective Maintenance
F Feature
K Kit or parent item
N Nonstock item

The first character of Description 2 indicates whether the item is purchased (P)
or manufactured (M).

Process Tab

These processing options allow you to specify information such as the unit of
measure, line types for stock and nonĆstock items, the blanket order type, and
how the system calculates the requested date.

1. Unit of Measure

Use this processing option to indicate the unit of measure that the system uses
as the default for the Transaction Unit of Measure field. This unit of measure is
associated with the quantity that is being purchased. Valid values are:

1 Use the Primary Unit of Measure from the Item Master table (F4101).
Blank Use the Purchasing Unit of Measure.

To review the values for the Primary Unit of Measure and the Purchasing Unit of
Measure, click the Weights and Measures tab on the Item Master Information
form.

2. Line Type (Stocked)

Use this processing option to specify how the system processes lines on a
transaction. The line type affects the systems with which the transaction
interfaces (General Ledger, Job Cost, Accounts Payable, Accounts Receivable,
and Inventory Management). The line type also specifies the conditions for
including a line on reports and in calculations. Some examples of valid values,
which have been defined on the Line Type Constants Revisions form, are:

S Stock item
J Job cost, subcontracts, or purchasing to the General Ledger
B G/L account and item number
N NonĆstock item
F Freight
T Text information

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Procurement

M Miscellaneous charges and credits

W Work order

If you specify a line type for this processing option, the system uses the line type
for purchase orders that the system creates for all items that are processed using
this version.

Do not specify a line type for both this processing option and the next
processing option (Line Type for Non-Stock) on the Process tab. If you do
specify a line type for stock items and non-stock items, the system only uses the
line type that you specify for this processing option (stock).

3. Line Type (Non-Stocked)

Use this processing option to specify how the system processes lines on a
transaction. The line type affects the systems with which the transaction
interfaces (General Ledger, Job Cost, Accounts Payable, Accounts Receivable,
and Inventory Management). The line type also specifies the conditions for
including a line on reports and in calculations. Some examples of valid values,
which have been defined on the Line Type Constants Revisions form, are:

S Stock item
J Job cost, subcontracts, or purchasing to the General Ledger
B G/L account and item number
N NonĆstock item
F Freight
T Text information
M Miscellaneous charges and credits
W Work order

If you specify a line type for this processing option, the system uses the line type
for purchase orders that the system creates for all items that are processed using
this version.

Do not specify a line type for both this processing option and the previous
processing option (Line Type for Stock) on the Process tab. If you do specify a
line type for both stock items and non-stock items, the system only uses the line
type that you specify for stock items.

4. Blanket Order Type for Release

Use this processing option to specify the Order Type associated with blanket
purchase order processing. If you leave this processing option blank, the system
does not perform automatic blanket order release processing.

5. Requested Date

Use this processing option to specify how the system calculates the requested
date. Valid values are:

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 Generating Purchase Orders

1 Add lead time to the order date to produce the requested date. If the
requested date is blank, the system uses today's date.
Blank Do not add lead time to the order date.

The system retrieves lead time information from the Supplier/Item Relationship
form (F43090) in the Inventory Management system.

Cross-Reference Tab

These processing options control how the system processes crossĆreferences to

substitute and obsolete items.

1. Substitute Items

Use this processing option to specify the default crossĆreference code that the
system uses to retrieve substitute items. The value that you enter is used as the
default on the Substitute Item Search and Select form. The code that you enter
must be a valid value in the user defined code table for cross-reference codes
(41/DT).

To retrieve the substitute item, the system retrieves an item's cross-reference

code from the Item Cross-Reference table (F4104).

If there is more than one substitute item, the system displays a check mark in
the row header that is located in the detail area and in the Substitute Exists
column.

2. Obsolete Items

Use this processing option to specify the crossĆreference code that the system
uses to retrieve item replacements for obsolete items. The value that you enter is
used as the default on the Substitute Item Search and Select form.

The system activates the replacement process if the following conditions are met:

 The item being replaced has a stocking type of O (obsolete) in the Item
Master
 You have specified a cross-reference code for this processing option

Sales Select Tab

These processing options control how the system displays and processes
information for open orders.

1. Maximum Status Code

Use this processing option to specify the status that open sales order lines
should not exceed when you review open orders.

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Procurement

If you specify a status for this processing option, the system displays only the
orders whose status is equal to or less than the status that you enter when you
use the row exit for open orders.

2. Line Type

Use this processing option to specify how the system processes lines on a
transaction. The line type affects the systems with which the transaction
interfaces (General Ledger, Job Cost, Accounts Payable, Accounts Receivable,
and Inventory Management). The line type also specifies the conditions for
including a line on reports and in calculations. Some examples of valid values,
which have been defined on the Line Type Constants Revisions form, are:

S Stock item
J Job cost, subcontracts, or purchasing to the General Ledger
B G/L account and item number
N NonĆstock item
F Freight
T Text information
M Miscellaneous charges and credits

If you complete this processing option, the system displays only the orders with
a line type that is equal to the line type that you enter when you use the row
exit for open orders.

3. Backorders

Use this processing option to specify whether you want the system to display
backorders. Valid values are:

1 Display backorders. The system displays backorders when you use the
row exit for open orders.
Blank Do not display backorders.

Versions Tab

These processing options allow you to enter the version for each application. If
you leave any of the following processing options blank, the system uses the
ZJDE0001 version.

1. Purchase Order Entry Version

Use this processing option to define the version that the system uses when you
access the Purchase Order Entry program (P4310).

Review the version's processing options to ensure that the version meets your
needs.

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 Generating Purchase Orders

2. Blanket Order Release Version

Use this processing option to define the version that the system uses when you
access the Blanket Order Release program (P43060).

Review the version's processing options to ensure that the version meets your
needs.

3. Open Sales Order Version

Use this processing option to define the version that the system uses when you
access the Open Sales Order program (P4210).

Review the version's processing options to ensure that the version meets your
needs.

4. Supplier Analysis Version

Use this processing option to define the version that the system uses when you
access the Supplier Analysis program (P43230).

Review the version's processing options to ensure that the version meets your
needs.

5. Supplier Master Version

Use this processing option to define the version that the system uses when you
access the Supplier Master program (P0401I).

Review the version's processing options to ensure that the version meets your
needs.

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Procurement

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Commitment Setup

A commitment is the recognition of a future obligation. Each time you enter an

order detail line, you can have the system track the amount that you are
obligated to pay and apply it to a job or project.

You can monitor individual commitments for a job or project to verify the types
of purchases being made. You can review the total commitment amount for a
job or project to verify that it does not exceed the budget.

When you receive goods or create vouchers for purchases, you can have the
system relieve commitments. To do this, the system subtracts the individual
commitment amount from the total commitment amount for the job or project.

You can also have the system:

 Create an audit trail in the Purchasing Ledger table (F43199)

 Recalculate amounts in the account balance ledgers

Complete the following tasks:

- Set up commitment tracking

- Work with a commitment audit trail

- Post committed costs to jobs

See Also

 Working with Commitments and Encumbrances

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Procurement

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Setting Up Commitment Tracking

You can monitor commitments for a certain job or project by setting up

commitment tracking. Each time you enter an order detail line, the system
recognizes the amount as a commitment and applies it to a job or project.

When you receive goods or create a voucher for purchases, the system relieves
commitment amounts by subtracting them from the total commitment amount for
the job or project.

Complete the following tasks:

- Set up commitments

- Set up commitment relief

Setting Up Commitments

You can set up commitment tracking to monitor purchasing obligations for a

specific job or project. Each time you enter an order detail line, the system
recognizes the amount on the line as a commitment. You can review individual
commitments and the total amount of outstanding commitments for a specific
job or project.

Commitment tracking applies only to purchases for nonĆstock items and services.
You must charge each order detail line to a general ledger account number. The
number represents the job or project for which you are tracking commitments.

You must specify the order types for which the system is to track commitments
in user defined code table 40/CT. For example, if you want the system to track
commitments on orders and requisitions, you must specify these order types. See
Customizing User Defined Codes in the OneWorld Foundation Guide for more
information about setting up user defined codes.

For a detail line to be eligible for commitment tracking, it must have a line type
with an Inventory Interface code of A or B. These codes indicate that the line is
charged directly to a general ledger account number.

Each time you enter a purchase order detail line for which commitment tracking
is applicable, the system records the amount in the purchase amount (PA) ledger
and the purchase unit (PU) ledger.

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Procurement

The PA ledger contains committed purchase amounts. The PU ledger contains

committed purchase units.

To set up commitments

From the Procurement Setup/Rebuilds menu (G43B411), choose Commitment

Document Types.

Alternately, from the Encumbrance Setup/Rebuilds menu (G43C411), choose

Encumbrance Document Types.

Alternately, from the Subcontract Setup/Rebuilds menu (G43D411), choose

Commitment Document Types.

On Work with User Defined Codes, enter the document types for which the
system is to track commitments and encumbrances.

See Also

 Reviewing Commitment Information for Orders

 Setting Up Order Line Types for more information about the Inventory
Interface code for line types

Setting Up Commitment Relief

When you receive or create vouchers for purchases, you can have the system
relieve the corresponding commitment amount. To relieve a commitment, the

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 Setting Up Commitment Tracking

system subtracts the individual commitment amount from the total commitment
amount for the job or project.

You set up commitment relief to determine whether the system relieves

commitments automatically. When you specify automatic commitment relief and
you are using a formal receiving process, the system relieves commitments when
you post either receipts or vouchers to the general ledger. If you use an informal
receiving process, the system relieves open commitments when you post
vouchers to the general ledger.

Caution: When completing commitment relief, the Job Cost Projections field
must be set to No" if you are in a nonĆjob cost environment. Note that the
default value in the Job Cost Projections field is Yes."

To set up commitment relief

From the Procurement Setup/Rebuilds menu (G43B411), choose Commitment

Relief.

Alternately, from the Encumbrance Setup/Rebuilds menu (G43C411), choose

Encumbrance Relief.

Alternately, from the Subcontract Setup/Rebuilds menu (G43D411), choose

Commitment Relief.

1. On Work With Job Cost Constants, click Add.

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Procurement

2. On Job Cost Constants, complete the following fields:

 Company
 Commitment Display
3. Complete the following option and click OK:
 Commitment Relief

Field Explanation
Commitment Display A code that specifies whether committed amounts and
(Future) unit quantities (ledger types PA and PU, respectively) are
shown as total commitments or total contracts when you
process information from the Account Balances table
(F0902). This code also controls whether the committed
amounts are rolled forward into the future years of a job's
budget. The total amount is stored in the Account
Balances table in the Original/Beginning Budget (BORG)
field, and affects any form that shows commitments. Valid
values are:
Blank Show as total commitments, and roll BORG
forward
1 Show as total contracts, and roll BORG forward
2 Show as total commitments, and do not roll
BORG forward
3 Show as total contracts, and do not roll BORG
forward
The commitment feature tracks the following values:
 Total contracts (the sum of all contracts and
purchase orders)
 Open commitments (total contracts minus the
payments against specific lines of the
commitment)
 Total commitments (the open commitments plus
actual payments)
You can set or change this constant without changing the
logic for accumulating and storing these balances. The
committed amount is defined in user defined codes
(40/CT).

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 Setting Up Commitment Tracking

Field Explanation
Commitment Relief A code that specifies whether the system automatically
relieves open commitments when you post accounts
payable vouchers to the general ledger. These vouchers
are related to nonĆinventory purchase orders and contract
progress payments.
Valid values are:
Y Automatically relieve open commitments.
N Do not automatically relieve open commitments.
. . . . . . . . . . . . . FormĆspecific information . . . . . . . . . . . . . .
Consider setting this constant to Y to relieve commitments
automatically when you post progress payment vouchers.

See Also

 Reviewing Commitment Information for Orders

 Working with Journal Entries for Receipt Transactions
 Working with Journal Entries for Voucher Transactions
 About Receipt Processing for information about the formal and informal
receiving processes

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Procurement

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Working with a Commitment Audit Trail

A commitment audit trail is a history of commitment balances. For example, you

might want to create a commitment audit trail to track amounts on purchase
orders and changes to those purchase orders.

If you locate data inconsistencies among any of the following tables, you can
correct the commitment audit trail.

 Purchase Order Detail table (F4311)

 P. O. Detail Ledger table (F43199)
 Account Balances table (F0902)

Complete the following tasks:

- Creating a commitment audit trail

- Correcting a commitment audit trail

Before You Begin

- You must purge the commitment information that currently exists in the
PO Detail Ledger. Verify that you are only deleting information from the
PA ledger.

See Purging Data for more information about removing data from the PO
Detail Ledger table (F43199).

Creating a Commitment Audit Trail

From the Commitment Setup/Rebuilds menu (G43B411), choose Create

Commitment Audit Trail.

Alternately, from the Encumbrance Setup/Rebuilds menu (G43C411), choose

Create Encumbrance Audit Trail.

If your business needs change after you install the J.D. Edwards Procurement
system, you might find it necessary to create a commitment audit trail for your
orders. You can run the Create Commitment Audit Trail program to create a
history of commitment balances.

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Procurement

When you run the Create Commitment Audit Trail program (R00993), the system
creates an audit trail record of commitments against an order with an account
number. When you create an audit trail, the system reads the Purchase Order
Detail table and writes the audit trail data, one line at a time, to the P. O. Detail
Ledger table. Purchase orders that have audit trails have a purchase amount (PA)
ledger type in the P. O. Detail Ledger table.

The system only processes detail lines that have a document type that is
specified in the user defined code table for commitment document types
(40/CT). Additionally, the system does not create a commitment audit trail for
records in which an audit trail already exists. Therefore, to recreate a
commitment, you must first purge existing records.

Correcting a Commitment Audit Trail

From the Commitment Setup/Rebuilds menu (G43B411), choose Create

Commitment Audit Trail.

Alternately, from the Encumbrance Setup/Rebuilds menu (G43C411), choose

Create Encumbrance Audit Trail.

If you locate data inconsistencies between any of the following tables, you can
correct the commitment audit trail.

 Purchase Order Detail table

 P. O. Detail Ledger table
 Account Balances table

To correct the commitment audit trail you must purge the current commitment
audit trail to prevent duplicating the commitment amounts in the new
commitment audit trail. Purge only records in the P. O. Detail Ledger table with a
ledger type of PA and the next status and last status are blank. Choose the
following data dictionary alias:

 Ledger Type (LT)

 Next Status (NXTR)
 Last Status (LTTR)

Caution: Use caution when selecting records to purge. The P. O. Detail Ledger
table contains records for the purchasing ledger (blank ledger type), change
order ledger (CO ledger type), rollovers (RO ledger type), and commitment
records (PA/PU ledger type). If you purge purchasing ledger, change order, and
rollover ledger records, you cannot recover the records.

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 Working with a Commitment Audit Trail

Note: You can use selection criteria to narrow the scope of information the
system purges and uses to create the new audit trail. For example, you can use
account numbers, contract numbers, or order numbers. The selection criteria you
use to purge the audit trail must be the same criteria you use to create the new
audit trail. Failing to do so can cause unpredictable results.

After you purge the P. O. Detail Ledger table, you must create a new
commitment audit trail. The system creates the new commitment audit trail from
records in the Purchase Order Detail table (F4311) for both open and closed
orders. Open orders have records in the audit trail for the original commitment
amount and any amounts that have been partially relieved. All partially relieved
records for each order are summarized into one relief record. Closed orders have
two records posted in the commitment audit trail: one record for the original
commitment amount and another for the commitment relief.

After you create the new commitment audit trail, run Post Committed Costs to
Job to repost the PA ledger records in the Account Balances table. The system
adds the new information in the audit trail and posts these amounts to the
Account Balances table.

Before You Begin

- Verify that the data inconsistencies are in the P. O. Detail Ledger table and
not in the Account Balances table. If the data inconsistencies are in only
the Account Balances table, you can correct the inconsistencies by running
Post Committed Costs to Job to repost the Account Balances table.

- Back up the Purchase Order Detail table, the P. O. Detail Ledger table, and
the Account Balances table.

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Procurement

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Posting Committed Costs to Jobs

From the Commitment Setup/Rebuilds menu (G43B411), choose Post Committed

Costs to Jobs.

Alternately, from the Encumbrance Setup/Rebuilds menu (G43C411), choose

Post Encumbered Costs to Accounts.

Alternately, from the Commitment Setup/Rebuilds menu (G43D411), choose Post

Committed Costs to Job.

Run the Post Committed Costs to Jobs program to track your job costs. When
you run this program, the system recalculates the amounts in the Account
Balances table (F0902) for the purchase amount (PA) and purchase unit (PU)
ledgers. The system also recalculates monthly amounts in the Account Balances
table based on information in the Purchasing Ledger table (F43199).

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Procurement

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Supplier Self-Service

Internet Commerce, the exchange of goods and services on the Internet,

specifically the Web, is becoming an essential medium for conducting business
with other businesses or with suppliers. Internet technology is inexpensive,
increasingly secure, platform independent, and built on standards which make
communicating with suppliers and partners a simple task. Businesses can use the
Internet for timeĆcritical transactions such as purchasing, invoicing, electronic
funds transfer, cargo tracking, and sales force automation.

In any efficient organization, relationships with suppliers are critical. For any
organization to maintain predictable delivery of goods or services, it has to know
definitively what it will be able to deliver and when. Clear, concise, and accurate
information is key to an efficient relationship.

By allowing suppliers the ability to view certain information in your system, you
make it possible for them to get realĆtime information on orders, receipts, and
payment information and to respond to requests for quotes.

Note: The following graphic illustrates the architecture for webĆbased

transactions. The Enterprise Server, Application Server, and Web Server can be
on separate machines or they may reside on the same machine.

Enterprise Server
Application Server Internet
Web Server

Suppliers

Client/Server

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Procurement

Using Supplier Self Service involves activating some or all of the Supplier Self
Service processing options on the Supplier Self Service menu (G43S11). After
you have activated the processing options, your supplier can perform any or all
of the following tasks:

- Setting up Supplier SelfĆService

- Reviewing orders on the Web

- Responding to requests for quotes

Before You Begin

- Suppliers must be set up in Address Book and Supplier Master before

using your Web site.

- Verify that you have set up supplier and item information. For more
information about creating supplier and item relationships see, Setting Up
Supplier and Item Information.

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Setting Up Supplier Self-Service

Before your suppliers can access order information on the Web, you must create
ways in which they can access item information, review account information,
and inquire on existing orders. During standard order entry, your personnel can
access master tables, such as Address Book, Supplier Master, and Item Master,
and can edit information according to your supplier's needs. Suppliers are not
able to add or modify address book or supplier master information.

Setting up Supplier SelfĆService includes the following tasks:

- Addressing security issues

- Setting up default branch/plants by user ID

- Activating Supplier SelfĆService

Before You Begin

- Verify that you have set up Address Book and Supplier Master Records for
your suppliers.

Addressing Security Issues

After you set up address book and supplier records, you must set up a user
profile that limits your supplier's access to the OneWorld system. Your suppliers
will not be able to log in without a profile.

In the User Profile, you can indicate your supplier's user ID, password, and
preferences, such as language and localization information. With the user profile,
you must specify the Supplier SelfĆService menu (G43S11) so that your suppliers
can access only the programs that have been modified for WebĆbased
transactions.

When you enter Supplier SelfĆService on the Web, you can move freely
throughout the menu applications. The system stores product selections and
supplier information in a memory cache. In this way, your users move among
applications, and the system maintains the current contents of the supplier's
order in the cache file.

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Procurement

See Also

 About Supplier Information in the Accounts Payable Guide

 User Profiles in the System Administration Guide for more information
about security and user profiles

Setting Up Default Branch/Plants by User ID

By setting up default location information, you assign a branch/plant to your

supplier every time they log on to your Web site.

When your suppliers inquire on orders, receipts, quotes, and inventory, the
system retrieves the information based on the branch/plant from the default
branch/plant that you must assign to the user ID.

To set up default branch/plants by user ID

From the Purchasing System Setup menu (G43A41), choose Default Locations
and Printers.

1. On Work With Default Locations and Printers, click Add.

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 Setting Up Supplier Self-Service

2. On Default Location & Approval, complete the following fields and click
OK:
 Terminal/User ID
 Branch/Plant
 Approval Route Code

Field Explanation
Terminal/User ID The workstation ID number.
Approval Route Code A code that determines to whom an order is routed for
approval.

Activating Supplier Self-Service

When you create a Java or HTML Web environment with the OneWorld
application, you must activate the Supplier SelfĆService processing options for
the following programs:

 Name, Address, and Telephone Changes (P01012)

 Purchase Agreements Inquiry (P4310)
 Purchase Orders Inquiry (P4310)
 Purchase Receipts Inquiry (P43214)
 Respond to Request for Quote (P4334)
 Current Inventory Level Inquiry (P41201)
 Outbound Carrier Schedule (P4915)
 Supplier Schedule Inquiry (P34301)
 Payment Information Inquiry (P0411)
 Outbound Carrier Load (P4960)
 Promised Date Changed Ć Workflow (P43100)

When you activate the processing options for Supplier SelfĆService functionality,
the system displays only those fields that are useful to your suppliers and hides
those fields that are not useful or are confidential.

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Procurement

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Reviewing Orders on the Web

Orders convey much of the information needed by suppliers to fulfill your

organization's orders. However, after the order is shipped it is often difficult for
suppliers to get any more information from customers regarding not only that
particular order, but also what the next order might be and when it might be
needed.

To review orders or agreements in a standard environment, your suppliers are

usually assisted by personnel in your organization who are familiar with the
system as well as the process requirements. When you create a supplier
selfĆservice environment on the web, you allow your suppliers access to specific
information pertaining to orders you have placed with them.

From the Supplier SelfĆService menu (G43S11), activate the SelfĆService

processing option.

Your suppliers use their item number or can enter the order number to review
information for an order such as original quantity, units relieved, amount
relieved, and original amount, purchase agreements, and promised date.

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Procurement

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Reviewing Receipts on the Web

Your suppliers use their item number or can enter the order number to review
order information, such as original quantity, units relieved, amount relieved, and
original amount.

Before You Begin

- You must set the processing options for Purchase Receipts Inquiry (P4310)
in order for your suppliers to review receipt information.

To review receipts on the Web

From the Supplier SelfĆService menu (G43S11), choose Purchase Receipts

Inquiry.

1. On Purchase Receipts Inquiry, complete one of the following fields and

click Find.
 Document Number
 Order Number
 Branch/ Plant

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Procurement

 Line Number
 Item Number
 Expense Account

Field Explanation
Account Third G/L number (maximum of 25 digits)Standard
account number (business unit.object.subsidiary or flexible
format)A field that identifies an account in the general
ledger. You can use one of the following formats for
account numbers:
 8Ćdigit short account ID number
 Speed code
The first character of the account indicates the format of
the account number. You define the account format in the
General Accounting Constants program.

See Also

 Entering Receipts for the processing options for Purchase Receipts Inquiry

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Responding to Requests for Quotes

SelfĆservice functionality allows suppliers to input directly into the procurement

system, which can be very beneficial in areas such as responding to a request for
quote. Authorized suppliers can access the designated Web site and enter their
response directly into the system which reduces transcription errors and possible
confusion that can occur in other methods of communication from the supplier.

Your suppliers use their item number or can enter the order number to review
information for an order, such as original quantity, units relieved, amount
relieved, and original amount.

Before You Begin

- You must set the processing options for Respond to Request for Quote
(P4334) in order for your suppliers to review quote information.

To respond to requests for quotes

From the Supplier SelfĆService menu (G43S11), choose Respond to Request for
Quote.

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Procurement

1. On Work With Purchase Receipts, complete any of the fields and click
Find.
2. Choose the record that you want and click Select.

Processing Options for Quote Response Entry

Default
Order Type ____________
Self-Service
Supplier Self-Service ____________
Blank = No
1 = Yes

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Setup
Procurement

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System Setup

Before you use the Procurement system, you must define set up information.
This information directs the system to accommodate your specific business
needs. For example, you must define the purchasing cycle through which the
system processes each order type that you use (requisitions, blanket orders,
purchase orders).

Complete the following tasks:

- Set up order line types

- Set up order activity rules

- Set up constants

- Set up automatic accounting instructions

- Create tolerance rules

- Set up order hold information

- Set up landed costs

- Set up nonĆstock items

- Set up templates for purchase orders

- Create a model log

You set up the following information for the Procurement system:

Order line types You must define codes that determine how the system
processes a detail line on an order.

Order activity rules You must establish the sequence of steps in the
purchasing cycle through which the system processes
each order.

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Procurement

Constants You must define constants for the following types of

default information:
 Branch/plant constants control daily transactions
within a branch/plant.
 Item availability constants define how the system
calculates the quantity of items available at a
branch/plant.
 System constants provide default information that
applies throughout the system.
 Batch control constants determine whether an
application requires management approval and batch
control.

Automatic accounting You must set up AAIs to determine the general ledger
instructions (AAIs) accounts for which the system creates journal entries for
purchasing transactions.

Tolerance rules You can create tolerance rules to specify the number or
percentage by which the quantity, unit cost, and
extended amount can change on a detail line.

Order hold information You can set up information that the system uses to place
orders on hold.

Landed costs You can set up landed costs to specify costs that exceed
the purchase price of an item, such as delivery charges,
broker fees, and so forth.

NonĆstock items You can set up information for items that you do not
account for as part of your inventory.

Purchase order You can set up templates for use during purchase order
templates entry. Templates contain items that you frequently order
from a supplier.

Model Logs You can set up model logs for use during log creation.
Model logs contain items that you frequently use in a log.

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 You set up the following information in other systems, including Inventory
Management and General Accounting:

Messages You can predefine messages to attach to orders.

Default location and You can define default information for a certain user or
printers workstation terminal, including a branch/plant, an
approval route, and a printer output queue.

Next numbers You can use the next numbers facility to automatically
assign the next available number to document types and
address book numbers.

Tax processing You must set up tax processing information for your
system.

See the Tax Reference Guide for more information.

User defined codes You can set up user defined codes to customize each
system in your environment.

Item crossĆreferences You can define item crossĆreference numbers to link your
internal item numbers to alternate items numbers, such as
those maintained by your suppliers.

See Also

 Setting Up Messages in the Inventory Management Guide

 Setting Up Default Location Information in the Inventory Management
Guide
 Setting Up Next Numbers in the General Accounting Guide
 Setting Up Item CrossĆReferences in the Inventory Management Guide

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Procurement

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Setting Up Order Line Types

Each purchase order you enter must contain details about the items or services
you want to order. For each item or service, you must enter a line of detail
information that describes the order, including the quantity and cost of the item
or service. The system processes the detail line based on a line type.

The line type you enter for a detail line determines how the transaction affects
other systems, such as:

 General Accounting
 Inventory Management
 Accounts Payable

For example, you might create a line type for stock items. When you set up the
line type, you specify that it affects item availability in the Inventory
Management system. You also specify that it affects the General Accounting and
Accounts Payable systems. When you assign the line type to a purchase order
detail line, the system:

 Increases the quantity of the item in the Inventory Management system

(upon receipt)
 Creates ledger entries in the General Accounting system
 Creates ledger entries in the Accounts Payable system

The line type for a detail line also determines the cycle through which the
system processes the line (based on order activity rules). Other information you
can specify for a line type includes whether the detail line is subject to taxes,
whether the system applies freight charges to the detail line, and so on.

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Procurement

To set up order line types

From the Purchasing System Setup menu (G43A41), choose Order Line Types.

1. On Work With Line Types, click Add.

2. On Line Type Constants Revisions, complete the following fields:

 Line Type
 G/L Interface
 A/R Interface
 A/P Interface
 CSMS Interface
 Text Line
 Reverse Sign
 Apply Freight
 Apply Retainage
 Generate Workorder
 Include in Cash Discount Calculation
 Include Sales/COGS for Gross Profit
 Voucher Match Variance Account
 Edit Item Master for Non-Stock Item

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 Setting Up Order Line Types

 Protect Price on Sales Order

 Generate Purchase Order
 Inv. Interface
 G/L Offset
 Include in Tax 1
 Sales Journal Col

Field Explanation
Line Type A code that controls how the system processes lines on a
transaction. It controls the systems with which the
transaction interfaces, such as General Ledger, Job Cost,
Accounts Payable, Accounts Receivable, and Inventory
Management. It also specifies the conditions under which
a line prints on reports and is included in calculations.
Codes include the following:
S Stock item
J Job cost
N Nonstock item
F Freight
T Text information
M Miscellaneous charges and credits
W Work order
G/L Interface A code that indicates whether the system reflects the
monetary amount or unit value of any activity containing
this order line type in the general ledger.
For World, valid values are:
Y The system reflects the monetary amount or unit
value in the general ledger.
N The system does not reflect the monetary
amount or unit value in the general ledger.
For OneWorld, a checkmark indicates that the system
reflects the monetary amount or unit value of any activity
containing this order line type in the general ledger.

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Procurement

Field Explanation
A/R Interface A code that indicates whether the system will reflect the
monetary amount or unit value of any activity containing
this order line type in Accounts Receivable.
In World software, valid values are:
Y The system reflects the monetary amount or unit
value in the Accounts Receivable system.
N The system does not reflect the monetary
amount or unit value in the Accounts Receivable
system.
For OneWorld, a checkmark indicates that the system
reflects the monetary amount or unit value of any activity
containing this order line type in the Accounts Receivable
system.
A/P Interface A code that indicates whether the system reflects the
dollar or unit value of any activity containing this order
line type in Accounts Payable. In World software, valid
values are:
Y Reflect the dollar or unit value of any activity
containing this order type in Accounts Payable.
N Do not reflect the dollar or unit value of any
activity containing this order type in Accounts
Payable.
In OneWorld, a checkmark indicates that the system
reflects the dollar or unit value of any activity containing
this order type in Accounts Payable.
CSMS Interface A code that indicates whether this order line appears on
the second document in a series of four documents that
relate to this order. For example, it might be necessary to
include receiving information in a purchase order that
provides instructions about the desired disposition of
goods. Although this information is vital to the proper
handling of the order, it should not appear on the
purchase order that is delivered to the supplier.
Text Line A code that indicates whether the information with this
order line type contains only text information.
In World software, valid values are:
Y This line contains only text information.
N This line contains more than text information.
In OneWorld, a checkmark indicates that the information
with this order line type contains only text information.

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 Setting Up Order Line Types

Field Explanation
Reverse Sign A code that indicates whether the system reverses the sign
of the quantity in the line. This code is used to allow easy
entry of credit memos.
In World software, valid values are:
Y Reverse the sign of the quantity.
N Do not reverse the sign of the quantity. This is
the default.
In OneWorld, a checkmark indicates that the system
reverses the sign of the quantity in the line.
Apply Freight A code indicating whether the system performs freight
calculations during processing.
In World software, valid values are:
Y Perform calculations. This is the default.
N Do not perform calculations.
For OneWorld, a checkmark indicates that the system
should perform freight calculations during processing.
Apply Retainage A code that indicates whether the system includes the
item's values in the calculation of an accounts payable
retainage. Use this field only if the interface between the
Procurement system and Accounts Payable system is
active.
In World software, valid values are:
Y Include the item's values in the accounts payable
retainage calculation.
N Do not include the item's values in the accounts
payable retainage calculation. This is the default.
In OneWorld, a checkmark indicates that the system
includes the item's values in the accounts payable
retainage calculation.
Generate Workorder A code indicating whether the system automatically
generates an internal work order for this order detail line.
In World software, valid values are:
Y Generate an internal work order.
N Do not generate an internal work order.
In OneWorld, a checkmark indicates that the system
generates an internal work order for this order detail line.

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Procurement

Field Explanation
Include in Cash Discount A code indicating whether the system includes the
extended monetary amount of the transaction in the cash
discount or payment terms discount calculation.
In World software, valid values are:
Y Include the extended monetary amount of the
transaction in the discount calculation.
N Do not include the extended monetary amount
of the transaction in the discount calculation.
This is the default.
In OneWorld, a checkmark indicates that the system
includes the extended monetary amount of the transaction
in the cash discount calculation.
Include Sales/COGS for A code that indicates that the system includes sales and
Gross Profit cost of goods sold in gross profit calculations.
In World software, valid values are:
Y Include the sales and costs of goods sold in
gross profit calculations.
N Do not include the sales and costs of goods sold
in gross profit calculations.
In OneWorld, a checkmark indicates that the system
includes the sales and costs of goods sold in gross profit
calculations.
Voucher Match Variance A code that indicates the account to which the system
Account books a variance. In World software, valid values are:
Y A variance that is generated during voucher
match should be booked to the variance
account.
N Book any variance back to the expense account
for the order detail line.
In OneWorld, a checkmark indicates that a variance that is
generated during voucher match should be booked to the
variance account.
NOTE: This field is used in conjunction with an inventory
interface of A or B in the Procurement system only.
Edit Item Master for A OneWorld code that indicates whether the system
Non-Stock Item validates the sales order line's item against the Item Master
table. Use this flag in conjunction with the nonstock
inventory interface only.
Valid values are:
0 The system will not validate the line item against
the Item Master table.
1 The system will validate the line item against the
Item Master table and will display an error if the
item is invalid.

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 Setting Up Order Line Types

Field Explanation
Protect Price on Sales In World software, a code that indicates whether this order
Order line appears on the first document in a series of four
documents that relate to this order. For example, it might
be necessary to include receiving information in a
purchase order that provides instructions about the
desired disposition of goods. Although this information is
vital to the proper handling of the order, it should not
appear on the purchase order that is delivered to the
supplier.
In OneWorld, a checkmark indicates that this order line
appears on the first document in a series of four
documents that relate to this order.
Generate Purchase Order A code that indicates whether the system should include
in the total value of the order any monetary value
associated with the order line. If you enter N (No), you
can print information, such as original estimate amounts,
on the order next to the actual amount billed without
adding the estimate amounts to the total order. This code
controls whether the system includes the monetary value
in the first of four documents in the processing cycle.
Inv. Interface A code that identifies the type of interface to the Inventory
Management system. Valid values are:
Y The dollar or unit value of any activity
containing this line type will be reflected in
inventory. The system also edits the item that
you enter to ensure that it is a valid item. Y is
the default.
A The system recognizes the number that you
enter as a G/L account number. The system uses
this code in purchasing only.
B The system performs edits when using format 4
in purchase order entry. The system retrieves
price data from the inventory tables, but does
not update the quantity on the purchase order.
This code is valid only when you have set the
G/L Interface field to Y (yes). Budget checking is
fully functional when you use this interface
code.
D The item in this line is an inventory item that
will not affect availability or quantities.
N The item is not an inventory item.
To verify whether the item exists in the Item Master file,
use Inventory Interface N in conjunction with the flag, Edit
the Item Master for NonĆStock Items.

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Procurement

Field Explanation
G/L Offset A user defined code (41/9) that identifies the G/L offset
that system uses when it searches for the account to which
it posts the transaction. If you do not want to specify a
class code, you can enter **** (four asterisks) in this field.
You can use automatic accounting instructions (AAIs) to
predefine classes of automatic offset accounts for the
Inventory, Procurement, and Sales Order Management
systems. You might assign G/L class codes as follows:
IN20 Direct Ship Orders
IN60 Transfer Orders
IN80 Stock Sales
The system can generate accounting entries based upon a
single transaction. For example, a single sale of a stock
item can trigger the generation of accounting entries
similar to the following:
Sales-Stock (Debit) xxxxx.xx
A/R Stock Sales (Credit) xxxxx.xx
Posting Category: IN80
Stock Inventory (Debit) xxxxx.xx
Stock COGS (Credit) xxxxx.xx
The system uses the class code and the document type to
find the AAI.
Include in Tax 1 A code that indicates whether the monetary value of this
order line is subject to applicable taxes and which taxes to
apply. Valid values are:
Y The line is subject to applicable taxes.
N The line is not subject to applicable taxes.
3-8 Yes, the line is subject to applicable taxes at the
rate indicated by the group number (3Ć8). The
system uses group numbers for VAT (value
added tax).
Sales Journal Col The Sales Journal report has four columns. The value in
this field controls which of the four columns receives the
sales value, if any, of this line. Valid values are:
1 Column 1 receives the sales value (if any).
2 Column 2 receives the sales value (if any).
3 Column 3 receives the sales value (if any).
4 Column 4 receives the sales value (if any).

See Also

 Setting Up Order Activity Rules for information about how the system
processes order detail lines

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Setting Up Order Activity Rules

For each item or service that you enter on a purchase order, you must enter a
line of detail information that describes the order, including the quantity and
cost of the item or service. You must set up order activity rules to establish the
sequence of steps through which you process each detail line, for example:

 Enter order
 Approve order
 Print order
 Receive order

You can set up multiple sets of activity rules. You must assign each set of rules
to a certain order type (purchase order, requisition, and so on) and line type.
For example, you can specify that a set of activity rules apply only to purchase
order detail lines that have a line type of S (for stock items).

To save time, you can copy an existing order activity rule by accessing a current
combination of an order type and a line type and making the necessary
changes.

You must assign status codes to each step in activity rules. Status codes identify
the current status of a detail line and the next status to which to advance the
line. You must define status codes in ascending numerical order. For example,
you can set up status codes for purchase order stock line types as follows:

Last Next

220 230 (Enter Order)

230 280 (Approval Process)

280 400 (Print Purchase Order)

400 999 (Receive Order)

You can change the progression of steps by indicating alternate next status
codes. For example, using the activity rules above, you can bypass the Print
Purchase Order step for orders that you send electronically. To do this, you
must assign an alternate next status code (400) to the Approval Process step.
You can then assign the alternate code to detail lines in the approval process.

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Procurement

You can specify that the system writes a record to the Purchasing Ledger table
when a detail line enters a certain step in the activity rules.

You cannot delete an order activity rule if there are records in the system whose
status match any of the statuses that are assigned to the order activity rule.

Before You Begin

- Verify that you have set up status codes in user defined code table 40/AT.
See Customizing User Defined Codes in the OneWorld Foundation Guide
for more information about setting up user defined codes.

- Verify that you have set up order types in user defined code table 00/DT.
See Customizing User Defined Codes in the OneWorld Foundation Guide
for more information about setting up user defined codes.

- Verify that you have set up order line types.

To set up order activity rules

From the Purchasing System Setup menu (G43A41), choose Order Activity
Rules.

1. On Work With Order Activity Rules, click Add.

2. On Order Activity Rules Ć Revisions, complete the following fields and

click OK:
 Order Type

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 Setting Up Order Activity Rules

 Line Type
 Order Type Next Number
 Last Status
 Next Status
 Other 1
 Other 2
 Other 3
 Other 4
 Other 5
 Ledger Y/N

Field Explanation
Order Type A user defined code (00/DT) that identifies the type of
document. This code also indicates the origin of the
transaction. J.D. Edwards has reserved document type
codes for vouchers, invoices, receipts, and time sheets,
which create automatic offset entries during the post
program. (These entries are not selfĆbalancing when you
originally enter them.)
The following document types are defined by J.D.
Edwards and should not be changed:
P Accounts Payable documents
R Accounts Receivable documents
T Payroll documents
I Inventory documents
O Purchase Order Processing documents
J General Accounting/Joint Interest Billing
documents
S Sales Order Processing documents
OS Subcontract
OP Purchase Order
R2 Contract Billing

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Procurement

Field Explanation
Line Type A code that controls how the system processes lines on a
transaction. It controls the systems with which the
transaction interfaces, such as General Ledger, Job Cost,
Accounts Payable, Accounts Receivable, and Inventory
Management. It also specifies the conditions under which
a line prints on reports and is included in calculations.
Codes include the following:
S Stock item
J Job cost
N Nonstock item
F Freight
T Text information
M Miscellaneous charges and credits
W Work order
Order Type Next Number A code that tells the system which next number series to
use when creating order numbers for this order type.
There are ten available Next Number series.
This field addresses the following:
 Purchase requisitions that carry order numbers
different from bid requests and purchase orders
 Blanket sales orders numbered in a different
number range from standard sales orders
Last Status A user defined code (40/AT) that indicates the status of
the line.
Next Status A user defined code (40/AT) that indicates the next step
in the order process.
Other 1 This is an optional field indicating a status that can be
performed as the next step in the order process. Although
this is not the preferred or expected next step, this field is
an allowed override. The system does not allow you to
initiate an order line step or status not defined as either
the expected next status or an allowed status. Other
allowed status codes let you bypass processing steps.
These codes are often referred to in processing options as
override next status codes."
Ledger Y/N A code that tells the system to write a record to the
history table (F42199 for Sales Order Management and
F43199 for Purchase Order Management). Valid codes are:
Y Write a record for selected fields to the history
table
N Do not write a record to the history table

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Setting Up Constants

A constant is information that you associate with either the entire system or a
specific branch/plant. The system uses constants as default information in many
J.D. Edwards systems.

After you determine the information that you want to use throughout your
system, you can enter the appropriate values or change any predefined values.

To set up constants, complete the following tasks:

- Define branch/plant constants

- Define pricing constants

- Define item availability

- Define system constants

- Define application control constants

Before You Begin

- Create an address book record for each branch/plant.

- Set up a branch/plant named ALL.

- Set up each branch/plant as a business unit.

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Procurement

Defining Branch/Plant Constants

Branch/plant constants allow you to customize the processing of daily

transactions for each branch/plant in your distribution and manufacturing
systems.

To define branch/plant constants

From the Purchasing System Setup menu (G43A41), choose Branch/Plant

Constants.

1. On Work With Branch/Plant Constants, enter a branch and click Find.

2. Choose the row that contains the branch/plant for which you want to
define constants and click Select.

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 Setting Up Constants

3. On Branch/Plant Constants, complete the following fields:

 Address Number
 Short Item Number Identifier
 Second Item Number Identifer
 Third Item Number Identifer
 Symbol Customer/Supplier
 Symbol to Identify Segmented Item
 Segment Separator Character
 Commitment Method
 Specific Commitment (Days)
 Number of Days in Year
 Supplier Cross Ref. Code
 Purchasing Costing Method
 Sales/Inventory Costing Method
 Current Inventory Period
 Purchase Order Issue Cost
 Inventory Carrying Cost (%)
 General Ledger Explanation
 Approval Route Code

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Procurement

4. To finish defining branch/plant constants, complete the following fields

and click OK:
 Backorders Allowed (Y/N)
 Interface G/L (Y/N)
 Write Units to Journal Entries
 Location Control (Y/N)
 Warehouse Control (Y/N)
 Quality Control (Y/N)
 Use Product Cost Detail (Y/N)
 Foreign Depot
 Inventory Lot Creation (Y/N)
 Location Segment Control (Y/N)

Field Explanation
Address Number The address book number of the supplier from whom you
are purchasing items or services.
Short Item Number A symbol that identifies the 8Ćcharacter short item number
Identifier when you do not want to use it as the primary number.
A blank in this field indicates that you want to use this
item number as the primary number. That is, you use it
most often to enter or review information. If this is not the
primary number, you must enter a special symbol to
identify it. Use a symbol that is not significant for any
other purposes of entry such as /, *, or &. Do not use a
period or a comma as a symbol. When you enter this item
number on any other form, you must include this symbol
as the first character.
NOTE: Only one of the fields for item number symbols
(SYM1, SYM2, SYM3, or SYM6) can be blank to identify it
as the primary number. All others must include a unique
symbol.

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 Setting Up Constants

Field Explanation
Second Item Number A symbol that identifies the 25Ćcharacter second item
Identifer number when you do not want to use it as the primary
number.
A blank in this field indicates that you want to use this
item number as the primary number. That is, you use it
most often to enter or review information. If this is not the
primary number, you must enter a special symbol to
identify it. Use a symbol that is not significant for any
other purposes of entry such as /, *, or &. Do not use a
period or a comma as a symbol. When you enter this item
number on any other form, you must include this symbol
as the first character.
NOTE: Only one of the fields for item number symbols
(SYM1, SYM2, SYM3, or SYM6) can be blank to identify it
as the primary number. All others must include a unique
symbol.
Third Item Number A symbol that identifies the 25Ćcharacter third item
Identifer number when you do not want to use it as the primary
number.
A blank in this field indicates that you want to use this
item number as the primary number. That is, you use it
most often to enter or review information. If this is not the
primary number, you must enter a special symbol to
identify it. Use a symbol that is not significant for any
other purposes of entry such as /, *, or &. Do not use a
period or a comma as a symbol. When you enter this item
number on any other form, you must include this symbol
as the first character.
Note: Only one of the fields for item number symbols
(SYM1, SYM2, SYM3, or SYM6) can be blank to identify it
as the primary number. All others must include a unique
symbol.
Symbol Customer/Supplier A character that identifies the customer's or supplier's
number in your system. When you enter a number
preceded by this character, the system recognizes the
number as the customer's or supplier's number. The
system then use the crossĆreference table to match the
number to your item number. You must complete this
field if you want the system to perform crossĆreferencing.

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Procurement

Field Explanation
Commitment Method A code that indicates the method that the system uses to
commit lot items from inventory. Valid codes are:
1 The normal commitment method for inventory.
The system commits inventory from the primary
location and then from secondary locations. The
system commits inventory from the locations
with the most inventory before committing
inventory from locations with the least. The
system commits backorders to the primary
location.
2 The inventory commitment method by lot
number. The system commits inventory by lot
number, starting with the lowest lot number and
committing orders to available lots.
3 The inventory commitment method by lot
expiration date. The system commits inventory
from the locations with the earliest expiration
date first. The system considers only locations
with expiration dates greater than or equal to the
sales order or parts list requested date.
Specific Commitment A number that the system uses to determine when to
(Days) commit inventory to an order in sales order processing.
This value in days is added to current date and compared
with the promised ship date for the order line. If the
promised date is greater than the calculated date, then the
order line will be future committed in the Item Location
record (F41021). Enter 999 to eliminate future commits.
Number of Days in Year The number of days in a year that your company is open
for business. This field is required. You must specify a
number from 252 to 365. The Procurement system uses
this number to calculate the Economic Order Quantity
(EOQ).
Supplier Cross Ref. Code A user defined code (41/DT) that identifies the type of
crossĆreference set up for this supplier. Examples of
crossĆreference types include:
1. Substitutes
2. Replacements
3. Bar Codes
4. Customer Numbers
5. Supplier Numbers
Purchasing Costing Method A user defined code (40/CM) that indicates the cost
method that the system uses to determine the cost of the
item for purchase orders. Cost methods 01Ć19 are reserved
for J.D. Edwards use.
Sales/Inventory Costing A user defined code (40/CM) that indicates the cost
Method method that the system uses to calculate the cost of goods
sold for the item. Cost methods 01Ć19 are reserved for J.D.
Edwards use.

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 Setting Up Constants

Field Explanation
Current Inventory Period A number (from 1 to 14) that identifies the current
accounting period . The system uses this number to
generate error messages, such as PBCO (posted before cut
off) and PACO (posted after cut off).
Purchase Order Issue Cost The amount that the Procurement system uses to calculate
the Economic Order Quantity (EOQ). This cost should be
the estimate of the cost of materials, labor, and overhead
that you incur when you issue a single purchase order.
The default value is .00.
The following example shows how EOQ is determined
using the Purchase Order Issue Cost method:
S Purchase Order Issue Cost = 15.0
I Inventory Carrying Cost = .09 (9%)
Y Annual Sales in Units = 3,000
C Unit cost of Item = 10.0
EOQ = the square root of ((2S/I) x (Y/C))
The square root of [(2)(15) divided by 0.09] x 3,000
divided by 10.0 = 316.23
Inventory Carrying Cost The percentage of inventory investment that the
(%) Procurement system uses to calculate Economic Order
Quantity (EOQ). The default is .00. Enter the percentage
as a decimal value.
The following example shows how EOQ is determined
using the Inventory Carrying Cost Percentage:
S Purchase Order Issue Cost = 15.0
I Inventory Carrying Cost = .09 (9%)
Y Annual Sales in Units = 3,000
C Unit Cost of Item = 10.0
EOQ = Square root of ((2S/I) x (Y/C)) = the square root of
(2(15) divided by .09)) * (3000 divided by 10) = 316.23
NOTE: Access field help for the Economic Order Quantity
field for more information about the EOQ formula.
General Ledger A code that the Inventory Management system uses to
Explanation select the default description that appears on the second
line of a journal entry in the general ledger.
Valid values are:
1 Item master description (the default).
2 Primary item number.
Approval Route Code A code that determines to whom an order is routed for
approval.

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Procurement

Field Explanation
Backorders Allowed (Y/N) A code that indicates whether you allow backorders for
this item. You can allow backorders by item (through Item
Master or Item Branch/Plant), by customer (through
Billing Instructions), or by branch/plant (through
Branch/Plant Constants).
For WorldSoftware, valid values are:
Y Yes, allow backorders for this item.
N No, do not allow backorders for this item,
regardless of the backorders code assigned to
the customer.
For OneWorld, a checkmark indicates that backorders are
allowed.
Interface G/L (Y/N) A code that indicates whether inventory transactions that
are processed through this branch/plant create general
ledger entries.
In WorldSoftware, valid values are:
Y Yes, the system creates general ledger entries for
inventory transactions for this branch/plant.
N No, the system does not create general ledger
entries for inventory transactions for this
branch/plant.
In OneWorld, a checkmark indicates that the system
creates general ledger entries for inventory transactions for
this branch/plant.
Quality Control (Y/N) A code that indicates whether to turn on the Quality
Management system (system 37) for the branch/plant.
For WorldSoftware, valid values are:
Y Yes, turn on Quality Management for this
branch/plant.
N No, do not turn on Quality Management for this
branch/plant.
For OneWorld, a checkmark indicates that Quality
Management is turned on for the branch/plant.
Use Product Cost Detail A code that specifies whether distribution programs use
(Y/N) total cost or detailed product costs.

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 Setting Up Constants

Field Explanation
Foreign Depot A code indicates whether another company owns the
branch/plant. The Bulk and Packed Load Confirmation
programs use this code to determine if the depot from
which product is being loaded is a foreign depot. If it is a
foreign depot, you must enter a valid borrow agreement
during load confirmation.
For WorldSoftware, valid values are:
Y Yes, another company owns the branch/plant.
N No, the branch/plant is not a foreign depot.
For OneWorld, a checkmark indicates that another
company owns the branch/plant.
Inventory Lot Creation A code that indicates whether the inventory transaction
(Y/N) programs can create new lot or serial numbers in the
system.
If you leave this option blank, the system will not allow
the inventory transaction programs to create new lot
numbers in the system.
If you check this option, the system allows the inventory
transaction programs to create new lot numbers in the
system.

Defining Pricing Constants

You can define pricing constants to enable you to enter Advanced Pricing
information in Procurement and Sales Order Management.

To define pricing constants

On Work With Branch/Plant Constants, enter a branch and click Find.

1. From the Form menu, choose Price Constants.

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Procurement

2. On Pricing Constants, complete the following fields:

 Advanced Sales Pricing (Y/N)
 Advanced Procurement Pricing (Y/N)
 Require Price Approval (Y/N)

Field Explanation
Advanced Sales Pricing Indicates how the system determines the price of items
(Y/N) within your system. If your system includes the advanced
pricing module, you may use this feature.
Y The system will use advanced pricing.
N The system will NOT use advanced pricing.
Advanced Procurement Use this field to specify whether to apply advanced
Pricing (Y/N) pricing to the purchase price. Valid values are:
Y Apply advanced pricing to the purchase price.
N Apply standard price adjustments to the
purchase price.
Require Price Approval A value that specifies whether the user wants all price
(Y/N) changes provided through price approval workflow.
Y Apply price approval workflow.
N Do not apply price approval workflow.

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 Setting Up Constants

Defining Item Availability

You must define how you want the system to calculate item availability for each
branch/plant. This calculation affects how the system calculates onĆhand items.

To define item availability

From the Purchasing System Setup menu (G43A41), choose Branch/Plant

Constants.

1. On Work With Branch/Plant Constants, enter a branch/plant and click

Find.
2. Choose the row that contains the branch/plant for which you want to
define item availability.
3. From the Row menu, choose Availability.

Item Availability Definition appears.

4. Under the Subtract and Add headings, choose from the options and then
click OK.

See Also

 Reviewing Supplier Performance Information for more information about

quantities

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Procurement

Defining System Constants

Set up system constants to determine how the system performs certain functions.
For example, assume that you have several branch/plants and you use different
units of measure for the items in each branch/plant. You can set a system
constant to automatically convert units of measure by branch.

To define system constants

From the Purchasing System Setup menu (G43A41), choose Branch/Plant

Constants.

1. On Work With Branch/Plant Constants, choose System Constants from the

Form menu.

2. On System Constants, choose from the following options and click OK:
 Unit of Measure Conversion by Branch
 Update Average Cost On-Line
 Purchase Price Retrieval UOM

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 Setting Up Constants

Field Explanation
Unit of Measure A code that indicates how the system uses the
Conversion by Branch branch/plant within the Item Specific Unit of Measure
Conversion tables. Valid values are:
Y The system displays the itemĆspecific conversion
table when you add an item to a specific
branch/plant.
N The system displays the itemĆspecific conversion
table for all branch/plants from the Item Master
table.
Update Average Cost A code that indicates when the system calculates the new
On-Line average cost for an item. Valid values are:
Y The system calculates a new average cost
immediately after any transaction occurs that
affects the average cost of an item.
N All processes that affect average cost create
transactions to the Average Cost Work table
(F41051). The system calculates a new average
cost when you run the Average Cost Update
program.
Purchase Price Retrieval A code that represents the unit of measure that the system
UOM retrieves for the purchase base price (F41061) during
purchase order processing.
If you specify the unit of measure for transaction or
pricing and the system does not find a record in that unit
of measure, the system repeats the process using the
primary unit of measure of the item.

Defining Application Control Constants

Defining application control constants prevents the system from applying

changes that unauthorized personnel make to the general ledger. Also, you can
define a constant that requires you to enter batch control information before the
system runs a batch processing job. You might enter batch control information to
compare the anticipated size of the job to the end result.

You must define management approval and batch control separately for each
distribution and manufacturing system that you use.

To define application control constants

From the Purchasing System Setup menu (G43A41), choose Branch/Plant

Constants.

1. On Work With Branch/Plant Constants, choose Application Constants from

the Form menu.

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Procurement

2. On Application Constants, complete the following fields, if available, and

then click OK:
 Mgmt Apprv
 Batch Ctrl

Field Explanation
Mgmt Apprv A code that indicates whether you want to require
approval of batches before they can be posted to the
general ledger. Valid values are:
Y Yes, assign a status of Pending to each batch that
you create within the listed systems.
N No, assign a status of Approved to each batch.

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 Setting Up Constants

Field Explanation
Batch Ctrl A code that indicates whether to require entry of batch
control information. For each batch, the system displays a
batch control form on which you must enter information
about the number of documents and the total amount of
the transactions that you expect in the batch. The system
uses these totals to edit and display differences from the
actual transactions you entered. This field applies only to
the Inventory Management and the Purchase Order
Management systems. In Inventory Management, Y
indicates that the system displays a batch control form
before you issue, adjust, or transfer inventory. In Purchase
Order Management, Y indicates that the system displays a
batch control form before you enter receipts. Valid values
are:
Y Yes, require entry of batch control information.
N No, do not require entry of batch control
information.

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Procurement

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Setting Up Automatic Accounting Instructions

You set up automatic accounting instructions (AAIs) to determine the accounts to

which the system distributes general ledger entries.

In the Procurement system, the system creates journal entries when you receive
an inventory item. You set up AAIs to indicate the accounts for which the system
creates the journal entries. You also can enter memo text for each AAI.

In the Subcontract Management system, automatic accounting instructions define

the links among the Subcontract Management, Job Cost, and General Accounting
systems.

See Also

 Working with AAIs in the General Accounting Guide

AAI Tables for the Procurement System

The Procurement system uses multiple AAI tables, each of which applies to a
certain type of transaction. In each table, you specify a general ledger (G/L)
account for each unique combination of company, document type, and G/L
class.

For example, you can set up an AAI table for inventory receipt transactions.
Each time you enter a receipt for an inventory item, the system determines the
general ledger account to which to debit the receipt based on the company,
document type, and G/L class for the receipt.

The system stores AAIs in the Automatic Accounting Instructions Master table
(F4095).

The types of AAI tables in the Procurement system include:

 AAIs for receipts and voucher match

 AAIs for variances
 AAIs for tax liabilities
 AAIs for receipt routing
 AAIs for landed costs
 AAIs for zero balance adjustments

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Procurement

AAIs for Receipts and Voucher Match

These AAI tables determine which accounts are debited and credited when you
enter purchase order receipts or create vouchers.

4310 Journal entry debit to an inventory evaluation account that

the Purchasing Receipts program creates.

4315 Journal entry debit to a nonĆstock inventory account that

the Purchasing Receipts program creates when you are
not using an account number on the purchase order.

4320 Journal entry credit or debit to a received not vouchered

account that the Purchasing Receipts program and
Voucher Match program creates

AAIs for Variances

These AAI tables determine which accounts are debited and credited when there
is a variance in the cost of an item.

4330 Journal entry credit or debit to a receipt cost/actual cost

paid variance account that is created from the Voucher
Match program.

4332 Journal entry credit or debit to an actual cost paid

variance/cost of sales account that is created from the
Voucher Match program.

4335 Journal entry credit or debit to a standard cost/actual cost

variance account that is created from the Purchasing
Receipts program.

4337 Journal entry debit to a manufacturing material burden

account that is created from the Purchasing Receipts
program. (Used in conjunction with standard costs.)

4340 Journal entry credit or debit to record an exchange rate

variance that is created from the Voucher Match program.
Variance occurs if the purchasing rate is different between
the time of receipt and the time of voucher creation.

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 Setting Up Automatic Accounting Instructions

AAIs for Tax Liabilities

These AAI tables determine which accounts are debited and credited when you
work with tax liabilities.

4350 Journal entry debit for accrued purchasing taxes that is

created from the Purchasing Receipts and Voucher Match
programs.

4355 Journal entry credit to a tax received but not vouchered

temporary liability account that is created from the
Purchasing Receipts program.

AAIs for Receipt Routing

This AAI table determines which accounts are debited and credited when you
process items through a receipt route.

4375 Journal entry debit to an inventory disposition account

that is created during the receipt routing process.
Typically, this is a result of goods being damaged.
However, payment is still required.

AAIs for Landed Costs

These AAI tables determine which accounts are debited and credited when you
work with landed costs.

4385 Journal entry debit for landed costs/expense adjustments

that is created during the Purchasing Receipts, StandĆAlone
Landed Costs, or Voucher Match programs.

4390 Journal entry credit for landed costs/expense adjustments

that is created during the Purchasing Receipts, StandĆAlone
Landed Costs, or Voucher Match programs.

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Procurement

AAIs for Zero Balance Adjustments

These AAI tables determine which accounts are debited and credited when you
work with zero balance adjustments.

4400 Journal entry to credit an inventory evaluation account

that is created from the Purchasing Receipts program
when receipt results in onĆhand quantity ending at zero,
with a remaining general ledger cost. Typically, this is the
result of a transaction reversal at a different cost than the
original transaction.

4405 Journal entry to debit an inventory evaluation account that

is created from the Purchasing Receipts program. This
debit occurs when receipt results in onĆhand quantity
ending at zero, with a remaining general ledger cost.
Typically, this is the result of a transaction reversal at a
different cost than the original transaction.

AAI Tables for the Financial System

Six categories of AAIs relate to Subcontract Management. Each of these

categories has a unique prefix that defines the way it is used in the system.

 Retainage payables (PCRETN)

Use this AAI to determine which retention payable account to use when
you create contracts that include retainage.

 Deferred VAT tax payables (PCVATP)

Use this AAI to determine the account for deferred VAT payables. This AAI
applies only when the VAT tax processing option is on and you use a tax
type of C or V.

 Deferred VAT tax recoverables (PTVATD)

Use this AAI to determine the account for deferred VAT recoverables. This
AAI applies only when the VAT tax processing option is on and you use a
tax type of C or V.

 Default cost types (objects) (CD)

Use this AAI to specify the default cost type (object) for purchase order
detail lines that are left blank.

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 Setting Up Automatic Accounting Instructions

 Specific contract cost types (CT)

Use this AAI to determine the cost types (objects) that are allowed for
your contracts.

 Range of contract cost types (CR)

Use this AAI to determine a range of valid cost types for your contracts.

AAIs for Retainage Payables (PCRETN)

Use this AAI to determine which retention payable account to use when you are
creating contracts that include retainage.

If you do not specify a company, the system uses the default company number
(00000). You should set the default company account as the account most
commonly used by companies on your system. Then you only need to set up
distinct PCRETN AAIs for companies with different accounts.

Retainage records that are created by the Progress Payments form require the
object account associated with the PCRETN AAI to hold retained balances. You
must define the PCRETN AAI before Progress Payments can create retainage
vouchers.

AAIs for VAT Payables (PCVATP)

Use this AAI to determine the account for deferred VAT payables. If you do not
set up this AAI, the G/L post ignores the deferred VAT when both of the
following are true:

 The processing option for VAT with retainage is on.

 You use a tax type of C or V.

If you do not specify a company, the system uses the default company number
(00000). You should set the default company account as the account most
commonly used by companies on your system. Then you only need to set up
distinct PCVATP AAIs for companies with different accounts.

When you release retainage, this AAI reverses debits and credits with the
PTVATD AAI.

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Procurement

AAIs for VAT Recoverables (PTVATD)

Use this AAI to determine the account for deferred VAT recoverables. If you do
not set up this AAI, the G/L post ignores the deferred VAT when both of the
following are true:

 The processing option for VAT tax with retainage is on.

 You use a tax type of C or V.

You must follow these guidelines on the Automatic Accounting Instructions form
when you set up your PTVATD AAIs:

 You must specify a business unit and an object account.

 You can specify a company.

If you do not specify a company, the system uses the default company number
(00000). You should set the default company account as the account most
commonly used by companies on your system. Then you only need to set up
distinct PTVATD AAIs for companies with different accounts.

When you release retainage, this AAI reverses debits and credits with the
PCVATP AAI.

AAIs for Default Cost Types (CD)

Use this AAI to determine the default cost types (objects) for your contracts.

You must follow these guidelines when you set up CD AAIs:

 The first two characters must be CD.

 The second two characters indicate the contract type, such as OS and OP.
You must create a separate CD AAI for each contract type. You must also
define the contract types in the user defined code table (00/DT) for
document types. See Customizing User Defined Codes in the OneWorld
Foundation Guide for more information about setting up user defined
codes.
 Do not assign company, business unit, or subsidiary to the CD AAIs.

If you define a CD AAI for a contract type, the system automatically supplies the
cost type associated with the CD AAI.

AAIs for Specific Contract Cost Types (CT)

Use this AAI to determine the allowable cost types (objects)for your contracts.

You must follow these guidelines when you set up CT AAIs:

 The first two characters must be CT.

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 Setting Up Automatic Accounting Instructions

 The second two characters indicate the contract type, such as OS and OP.
You must create a separate CT AAI for each contract type. You must also
define the contract types in the user defined code table (00/DT) for
document types. See Customizing User Defined Codes in the OneWorld
Foundation Guide for more information about setting up user defined
codes.
 The last two characters must be a numeric value from 01 to 99. This value
uniquely identifies each valid cost type within the contract type.
 Do not assign company, business unit, or subsidiary to the CT AAIs.

If you define more than one CT AAI for a contract type, the system does not
supply a cost type. You must enter a cost type for each commitment. The system
compares the cost type that you enter against the CT AAIs for the contract type
to ensure that the cost type is valid.

AAIs for a Range of Contract Cost Types (CR)

Use this AAI to determine a range of valid cost types for your contracts.

You must follow these guidelines when you set up CR AAIs:

 The first two characters must be CR.

 The second two characters indicate the contract type, such as OS and OP.
You must also define the contract types in the user defined code table
(00/DT) for document types. See Customizing User Defined Codes in the
OneWorld Foundation Guide for more information about setting up user
defined codes.

If you use base agreements, you must set up a range of CR AAIs for your
base agreement contract types. For example, if your base agreement
contract type is defined as BC, you must set up a CRBCxx range of AAIs.

 The last two characters must be a numeric value from 01 to 99. These
values must always occur in sequential pairs that represent ranges. For
example, CROP01 is associated with CROP02, CROS97 is associated with
CROS98, and so on.
 Do not assign company, business unit, or subsidiary to the CR AAIs.

When you enter a cost type for your contracts, the system first compares it to the
CT AAIs and then compares it to the CR AAIs to ensure that the cost type is
valid.

To set up automatic accounting instructions

From the Purchasing System Setup menu (G43A41), choose Automatic

Accounting Instructions.

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Procurement

Alternatively, from the Subcontract System Setup menu (G43D41), choose

Automatic Accounting Instructions.

1. On Work With AAIs, choose the row that contains the AAI table that you
want to set up.
2. From the Row menu, choose Details.

3. On Account Revisions, scroll down to the bottom of the form, complete

the following fields, and click OK:
 Company

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 Setting Up Automatic Accounting Instructions

 Document Type
 Category - G/L
 Branch Plant
 Object Account
 Subsidiary

Field Explanation
Co A code that identifies a specific organization, fund, entity,
and so on. The company code must already exist in the
Company Constants table (F0010) and must identify a
reporting entity that has a complete balance sheet. At this
level, you can have intercompany transactions.
Note: You can use Company 00000 for default values,
such as dates and automatic accounting instructions. You
cannot use Company 00000 for transaction entries.
Do Ty A user defined code (00/DT) that identifies the origin and
purpose of the transaction.
J.D. Edwards reserves several prefixes for document types,
such as vouchers, invoices, receipts, and timesheets.
The reserved document type prefixes for codes are:
P Accounts payable documents
R Accounts receivable documents
T Time and Pay documents
I Inventory documents
O Ordering document types
The system creates offsetting entries as appropriate for
these document types when you post batches.

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Procurement

Field Explanation
G/L Cat A user defined code (41/9) that identifies the G/L offset
that system uses when it searches for the account to which
it posts the transaction. If you do not want to specify a
class code, you can enter **** (four asterisks) in this field.
You can use automatic accounting instructions (AAIs) to
predefine classes of automatic offset accounts for the
Inventory, Procurement, and Sales Order Management
systems. You might assign G/L class codes as follows:
IN20 Direct Ship Orders
IN60 Transfer Orders
IN80 Stock Sales
The system can generate accounting entries based upon a
single transaction. For example, a single sale of a stock
item can trigger the generation of accounting entries
similar to the following:
Sales-Stock (Debit) xxxxx.xx
A/R Stock Sales (Credit) xxxxx.xx
Posting Category: IN80
Stock Inventory (Debit) xxxxx.xx
Stock COGS (Credit) xxxxx.xx
The system uses the class code and the document type to
find the AAI.
Branch Plant An alphanumeric field that identifies a separate entity
within a business for which you want to track costs. For
example, a business unit might be a warehouse location,
job, project, work center, branch, or plant.
You can assign a business unit to a voucher, invoice, fixed
asset, employee, and so on, for purposes of responsibility
reporting. For example, the system provides reports of
open accounts payable and accounts receivable by
business units to track equipment by responsible
department.
Security for this field can prevent you from locating
business units for which you have no authority.
Note: The system uses the job number for journal entries
if you do not enter a value in the AAI table.
. . . . . . . . . . . . . FormĆspecific information . . . . . . . . . . . . . .
If you leave this field blank, the system uses the business
unit that you entered on the work order, in the Charge to
Cost Center field.

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 Setting Up Automatic Accounting Instructions

Field Explanation
Obj Acct The portion of a general ledger account that refers to the
division of the Cost Code (for example, labor, materials,
and equipment) into subcategories. For example, dividing
labor into regular time, premium time, and burden.
Note: If you are using a flexible chart of accounts and the
object account is set to 6 digits, J.D. Edwards recommends
that you use all 6 digits. For example, entering 000456 is
not the same as entering 456, because if you enter 456,
the system enters three blank spaces to fill a 6Ćdigit object.
Sub A subdivision of an object account. Subsidiary accounts
include more detailed records of the accounting activity
for an object account.
. . . . . . . . . . . . . FormĆspecific information . . . . . . . . . . . . . .
If you leave this field blank, the system uses the value you
entered on the work order in the Cost Code field.

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Creating Tolerance Rules

You create tolerance rules to determine how much a detail line can change
before it exceeds tolerance. For example, you enter a receipt for which the
quantity exceeds more than 10 percent of the quantity entered on the purchase
order. You can have the system prevent the transaction for exceeding tolerance.

You create tolerance rules to specify the number or percentage by which the
following values can change:

 Quantity
 Unit cost
 Extended amount

You can set tolerance rules for three types of transactions:

 Receiving
 Creating vouchers
 Creating purchase orders through requisition consolidation and blanket
release

If a detail line exceeds tolerance, the system either displays an error message or
prevents you from entering the transaction, depending on how you set the
processing options. During voucher match, you can also specify that the system
assign a pay status code to lines exceeding tolerance.

If you do not specify a percentage or amount for the quantity, unit cost, and
extended amount categories, the system will not perform tolerance checking for
the category that you leave blank. The system performs tolerance checking only
for transactions that exceed the tolerance rule range.

You can prevent the system from allowing any tolerance by specifying a zero
tolerance. When you choose the option to enter a zero tolerance for a
percentage or amount, you cannot receive, voucher, or release over the amount
on the original purchase order line.

To create tolerance rules

From the Purchasing System Setup menu (G43A41), choose Tolerance Rules.

1. On Work With Purchasing Tolerance Rules, click Add.

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2. On Purchasing Tolerance Rules Revisions, specify the type of process for

which you are creating a tolerance rule by completing the following field:
 Function(Program)
3. Specify what the tolerance rule is applicable to by completing one of the
following fields:
 Item Numbered
 Commodity Class
 Company
4. Specify the tolerance percentage or tolerance amount that is acceptable by
completing the following fields, as needed, and click OK:
 Item Number
 Tolerance Percentage
 Tolerance Units
 Tolerance Percentage
 Tolerance Amount
 Tolerance Percentage
 Tolerance Amount

Field Explanation
Function(Program) A user defined code (system 43/type FT) identifying the
function for which the tolerance rule is defined.

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 Creating Tolerance Rules

Field Explanation
Commodity Class A code (table 41/P1) that represents an item property type
or classification, such as commodity type, planning family,
or so forth. The system uses this code to sort and process
like items.
This field is one of six classification categories available
primarily for purchasing purposes.
Tolerance Percentage Percentage above which the system accepts a purchase
order line without issuing a warning message. The
percentage is based on the line quantity and is used
during the receiving process. If you leave this field blank,
the system does not perform tolerance checking.
Enter this percentage in whole numbers. For example,
enter 10% as 10.
Tolerance Units Number of units above which the system accepts a
purchase order line without issuing a warning message.
The unit is based on the line quantity and is used during
the receiving process. If you leave this field blank, the
system does not perform tolerance checking.
Tolerance Percentage Tolerance percentage above which the system accepts a
purchase order line without issuing a warning message.
The percentage is based on the line price and is used
during the receiving process. If you leave this field blank,
the system does not perform tolerance checking.
Enter the percentage as a whole number. For example,
enter 10% as 10.
Tolerance Amount Tolerance amount above which the system accepts a
purchase order line without issuing a warning message.
The amount is based on the line price and is used during
the receiving process. If you leave this field blank, the
system does not perform tolerance checking.
Tolerance Percentage Tolerance percentage above which the system accepts a
purchase order line for the commodity without issuing a
warning message. The percentage is based on the line
price and is used during the matching process. If you
leave this field blank, the system does not perform
tolerance checking.
Enter the percentage as a whole number. For example,
enter 10% as 10.
Tolerance Amount Tolerance amount above which the system accepts a
purchase order line for the commodity can be accepted
without issuing a warning message. The amount is based
on the line price and is used during the matching process.
If you leave this field blank, the system does not perform
tolerance checking.

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Setting Up Order Hold Information

You can put an order on hold to prevent it from being processed. When you
assign a hold code to an order, the system does not allow you to process the
order until you release the hold.

You must set up the individual hold codes that you intend to assign to orders.
Each hold code can identify a certain type of hold. For example, you might set
up a hold code to identify orders that exceed budget. You might set up another
hold code to identify orders that exceed the maximum order amount.

There are also predefined systemĆassigned hold codes. The system will
automatically assign budget holds to orders if you set processing options for the
Purchase Order Entry program accordingly. The system will also assign a hold
code to an order if you have entered a hold code for the supplier.

You can specify the person who is responsible for reviewing and releasing a
certain type of order hold. You must specify a password for each hold code.
Only those individuals who know the password can release an order to which
the hold code is assigned.

Before You Begin

- Verify that you have set up hold codes in user defined code table 42/HC.
See Customizing User Defined Codes in the OneWorld Foundation Guide
for more information about setting up user defined codes.

To set up order hold information

From the Purchasing System Setup menu (G43A41), choose Order Hold
Information.

Alternately, from the Subcontract System Setup menu (G43D41), choose Order
Hold Information.

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1. On Work With Order Hold Constants, click Add.

2. On Order Hold Information, complete the following fields for each hold
code:
 Hold Code
 Branch/Plant
 Person Responsible
 Password

Field Explanation
Hold Code A user defined code (42/HC) that identifies why an order
was placed on hold (for example, credit, budget, or
margin standards were exceeded).
Person Responsible The address book number of the person who is
responsible for reviewing and releasing orders placed on
hold.
Password A series of characters that you must enter before the
system updates a table. In the Distribution systems, the
password secures commissions setup and the release of
held orders. Only users with access to the password can
release an order. The system does not display the
password on the form. You should not enter blanks
anywhere in the password.

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 Setting Up Order Hold Information

See Also

 Entering Order Holds

 Releasing Order Holds

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Setting Up Landed Costs

Landed costs are costs that exceed the purchase price of an item. They are
generally associated with the expected delivery charges of an order, but might
also be for broker fees, commissions, and so on.

You can assign landed costs to a specific item and branch/plant or to a cost rule
(a group of landed costs to which you assign a name). After you create a cost
rule, you can assign it to an inventory item, a supplier, a purchase order, or a
detail line. By assigning landed costs, you can track the actual cost of purchasing
an item.

When you assign landed costs to an item or cost rule, you define the calculation
for each landed cost on a per item basis. You can add landed costs for an item
based on:

 A percentage of the unit price

 A dollar amount
 A specific rate multiplied by the weight or volume of the item

For each landed cost, you can specify:

 The effective dates

 The supplier to which the cost is paid
 The general ledger class code to which you apply the cost

The general ledger class code determines the general ledger accounts for which
the system creates journal entries for landed costs. You use AAI tables 4385 and
4390 to specify landed cost accounts.

You can also specify:

 Whether to match the cost using the Voucher Entry program

 Whether to include the cost in item cost updates

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Procurement

The system searches for landed costs that apply to a detail line in the following
order:

1. Landed costs that are assigned to the item/branch on Landed Cost

Revisions
2. A cost rule assigned to the detail line
3. A cost rule assigned to the purchase order
4. A cost rule assigned to the item and branch/plant on Branch Plant
Information
5. A cost rule assigned to the item on Item Master Information

You determine at which point the system adds landed costs to a detail line. For
example, you can add landed costs during the receipt process, the voucher
match process, or as a standĆalone process.

Before You Begin

- Set up the landed cost rules in user defined code table 41/P5. See
Customizing User Defined Codes in the OneWorld Foundation Guide for
more information about setting up user defined codes.

- Set up the landed cost level in user defined code table 40/CA. See
Customizing User Defined Codes in the OneWorld Foundation Guide for
more information about setting up user defined codes.

To set up landed costs

From the Purchasing System Setup menu (G43A41), choose Landed Cost
Revisions.

1. On Work With Landed Cost, click Add.

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 Setting Up Landed Costs

2. On Landed Cost Revisions, complete the following field to specify a rule

for the landed costs:
 Landed Cost Rule
3. To specify an item to which the landed costs apply, complete the
following fields:
 Item Number
 Branch/Plant
4. To specify calculations for each landed cost, complete the following fields:
 Cost Level
 Percent of Cost
 Plus Amount
 Weight Rate
 Volume Rate
5. To specify more details for each landed cost, complete the following fields
and click OK:
 G/L Cat
 Based on Level
 Supplier
 Effective From
 Effective Thru

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Procurement

 Include in Cost (Y/N)

 Voucher Y/N

Field Explanation
Landed Cost Rule A user defined code (41/P5) that indicates the landed cost
rule for an item. The landed cost rule determines
purchasing costs that exceed the actual price of an item,
such as broker fees or commissions. You set up landed
cost rules on the Landed Cost Revisions form.
Cost Level User defined code (table 40/CA) designating an addĆon
cost. This code also specifies the sequence of the cost
addĆons for a particular item or group of items.
Percent of Cost Percentage of the item's primary purchasing cost that the
system add as a landed cost component to the base cost
of the item as indicated on a purchase order.
Plus Amount An amount to be added to the indicated cost to equal the
total cost amount.
Weight Rate The system multiplies the rate you add to this field by the
unit weight you specify for an inventory item to calculate
a landed cost component.
Volume Rate The system multiplies the rate you add to this field by the
unit volume you specify for an inventory item to calculate
a landed cost component.
Based on Level User defined code (table 40/CA) designating the basis of
cost for an item. If you use this code, you can roll costs
based on a previous level total.
Include in Cost (Y/N) Indicate whether you want the landed cost to be added to
the item's unit cost. Valid values are:
Y Add the landed cost to the unit cost
N Do not add the landed cost to the unit cost

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 Setting Up Landed Costs

Field Explanation
Voucher Y/N Code indicating whether the landed cost is to be displayed
during Voucher Match or not. The possible values are as
follows:
Y A receipt record (F43121) is created, and the
landed cost may be vouchered in the Voucher
Match program. The Landed Cost Code (LAND)
field in the receipt record will contain a value of
2.
N A receipt record (F43121) is created, but the
landed cost is not allowed to be vouchered in
the Voucher Match program. The Landed Cost
Code (LAND) field in the receipt record will
contain a value of 3. The receipt record is
necessary if the receipt is reversed.
NOTE: Journal entries are still created when the value is
N. As a result, you may want the Landed Cost AAI's
(4385/4390) pointed to the same G/L account, in order to
cancel out the entries.

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Setting Up Non-Stock Items

You can define information for items that you do not account for as part of your
inventory. You add and maintain nonĆstock item information only at the item
level, not at the branch/plant level. The NonĆstock Item Master Information form
is similar to the Item Master Information form. However, it contains only those
fields that pertain to nonĆstock items.

Operating Resources are the nonĆstock goods and services and other internal
business processes a company manages that are necessary for the dayĆtoĆday
operations of an enterprise. Examples of operating resources include:

Goods  Maintenance, repair, and operating supplies

 Capital equipment
 Vehicle fleet
 Computer equipment and software
 Office equipment and supplies
 Magazines and books
 Marketing and promotional materials
 Real estate

Services  Maintenance
 Advertising
 Capital services
 Contracts
 Printing
 Recruiting and outplacement

You can access additional forms that allow you to define and maintain further
information about a nonĆstock item, including:

 Default units of measure

 Multiple language descriptions
 Text messages

For each nonĆstock item that you set up, the system creates a record in the Item
Master table (F4101).

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To set up nonĆstock items

From the NonĆStock Purchasing System Setup menu (G43B41), choose

NonĆStock Item Master.

1. On Work With NonĆStock Items, click Add.

2. On NonĆStock Item Revisions, complete the following fields:

 Product Number
 Catalog Number
 Description
 Description 2
 G/L Class
 Unit of Measure
 Line Type

For nonĆstock items, the stocking type is always N (nonĆstock).

3. Complete the following fields and click OK:

 Buyer Number
 Preferred Carrier
 Commodity Class
 Commodity Sub Class

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 Setting Up Non-Stock Items

 Master Planning Family

 Landed Cost Rule

Field Explanation
Product Number A number that identifies the item. The system provides
three separate item numbers plus an extensive
crossĆreference capability to alternate item numbers. These
item numbers are:
1. Item Number (short) - An 8Ćdigit,
computerĆassigned item number.
2. 2nd Item Number - The 25Ćdigit, free-form, user
defined, alphanumeric item number.
3. 3rd Item Number - Another 25Ćdigit, free-form,
user defined, alphanumeric item number.
In addition to these three basic item numbers, the system
provides an extensive crossĆreference search capability.
Numerous crossĆreferences to alternate part numbers can
be user defined (for example, substitute item numbers,
replacements, bar codes, customer numbers, or supplier
numbers).
Catalog Number The system provides three separate item numbers plus an
extensive cross reference capability to alternate item
numbers. These item numbers are as follows:
1. Item Number (short) - An 8Ćdigit,
computerĆassigned item number.
2. 2nd Item Number - The 25Ćdigit, freeĆform, user
defined alphanumeric item number.
3. 3rd Item Number - Another 25Ćdigit, freeĆform,
user defined alphanumeric item number. In
addition to these three basic item numbers, an
extensive crossĆreference search capability has
been provided (see XRT). Numerous
crossĆreferences to alternate part numbers can
be user defined, such as substitute item
numbers, replacements, bar codes, customer
numbers, or supplier numbers.
Description A brief description of an item, a brief description of a
remark, or a brief description of an explanation.
Description 2 A second, 30Ćcharacter description, remark, or
explanation.
Unit of Measure A user defined code (00/UM) that identifies the unit of
measure that the system uses to express the quantity of an
item, for example, EA (each) or KG (kilogram).

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Field Explanation
Line Type A code that controls how the system processes lines on a
transaction. It controls the systems with which the
transaction interfaces, such as General Ledger, Job Cost,
Accounts Payable, Accounts Receivable, and Inventory
Management. It also specifies the conditions under which
a line prints on reports and is included in calculations.
Codes include the following:
S Stock item
J Job cost
N Nonstock item
F Freight
T Text information
M Miscellaneous charges and credits
W Work order
Buyer Number The address book number of the person responsible for
setting up and maintaining the correct stocking levels for
the item.
Preferred Carrier The address book number for the preferred carrier of the
item. The supplier or your organization might prefer a
certain carrier because of route or special handling
requirements.
Commodity Class A code (table 41/P1) that represents an item property type
or classification, such as commodity type, planning family,
or so forth. The system uses this code to sort and process
like items.
This field is one of six classification categories available
primarily for purchasing purposes.
Commodity Sub Class A code (table 41/P2) that represents an item property type
or classification, such as commodity type, planning family,
or so forth. The system uses this code to sort and process
like items.
This field is one of six classification categories available
primarily for purchasing purposes.
Master Planning Family A user defined code (41/P4) that represents an item
property type or classification, such as commodity type or
planning family. The system uses this code to sort and
process like items.
This field is one of six classification categories available
primarily for purchasing purposes.
Landed Cost Rule A user defined code (41/P5) that indicates the landed cost
rule for an item. The landed cost rule determines
purchasing costs that exceed the actual price of an item,
such as broker fees or commissions. You set up landed
cost rules on the Landed Cost Revisions form.

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 Setting Up Non-Stock Items

See Also

 Entering Item Master Information in the Inventory Management Guide

Processing Options for Non Stock Item Master

Defaults
1. Primary UOM (Default = EA) ____________
2. Weight UOM (Default = LB) ____________
Process
Enter a ’1’ to transfer changes made to
the 2nd (LITM) and the 3rd (AITM)
item numbers to the Item Branch
(F4102) item record OR (FUTURE)
enter a ’2’ to transfer changes to
records in the selected files (see
UDC 40/IC).
1. Transfer Changes to F4102 ____________
Versions
Enter the version to be used for each
program. If left blank, ZJDE0001
will be used.
1. Item Master ____________

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Setting Up Templates for Purchase Orders

You can set up templates to streamline the order entry process. Templates
contain items that you frequently order and the quantity in which you usually
order them. You can access templates during purchase order entry to select
items to order.

Each template contains a specific group of items. You can create standard
templates for general use, or you can specify the supplier to whom a template
applies.

When you set up an order template, you enter the items and item quantities to
include on the template. You can have the system enter items on a template
based on existing purchase orders that you choose. You can also create or revise
a template in batch mode using information from existing purchase orders.

Setting up order templates consists of the following tasks:

- Creating a purchase order template

- Creating a template using existing purchase orders

- Revising a template in batch mode

Before You Begin

- Set up names of order templates in user defined code table 40/OT. See
User Defined Codes in the OneWorld Foundation Guide for more
information about setting up user defined codes.

See Also

 Entering Items Using Order Templates

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Creating a Purchase Order Template

An order template is a group of items that you order frequently. You use order
templates during purchase order entry to select items to order.

You can create templates that are specific to a certain supplier. This kind of
template is useful when you frequently order the same items from a supplier.
You can also create standard templates that are not specific to a supplier.
Instead, they contain items that are ordered frequently from different suppliers.

Before You Begin

- Set the processing option for Supplier Template Revisions (P4015) so that
the system can retrieve historical purchase order information to the
purchase order template.

To create a purchase order template

From the Purchasing Advanced and Technical Operations menu (G43A31),

choose Supplier Template Revisions.

1. On Work With Available Order Templates, click Add.

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 Setting Up Templates for Purchase Orders

2. On Order Template Revisions, complete the following field, as needed.

 Supplier

Leave the field blank if the order template you are creating is not specific
to a supplier.

3. To specify the name of the template, complete the following field:

 Order Template
4. Choose the items to include on the template by completing the following
fields:
 Item Number
 Usual Quantity
 UM
 Seq No.
 Effective From
 Effective Thru

Field Explanation
Order Template A list of items that you frequently order. The items are
often grouped based on the product type, such as fuels,
lubricants, and packaged goods.
Usual Quantity The quantity that is usually ordered.

Creating a Template Using Existing Purchase Orders

You can quickly create a supplier template or update an existing template based
on items and item quantities on existing purchase orders. Based on the purchase
orders you choose, the system adds items and item quantities to a template.

To create a template using existing purchase orders

From the Purchasing Advanced and Technical Operations menu (G43A31),

choose Supplier Template Revisions.

1. On Work With Available Order Templates, click Add.

2. On Order Template Revisions, complete the following fields:
 Supplier
 Order Template

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Procurement

3. Choose Order History from the Form menu.

4. On Work With Purchase Order History, enter the appropriate search

criteria and click Find to locate the order from which to update the
template.
5. To review the items and item quantities on the order, choose the order
and choose Details from the Row menu.

6. On Work With Order Details, click Close to return to Work With Purchase
Order History.

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 Setting Up Templates for Purchase Orders

7. On Work With Purchase Order History, choose the order and click Select.

The system copies the items and quantities on the order to the template
you are adding.

Processing Options for Order Template Revisions

Display
Order templates can be entered in the
following formats: 1=Sold To
2=Ship To 3=Suppliers 4=User
1. Enter the desired format ____________
The following are valid values for
the Customer Self-Service Mode:
Blank = Standard Processing
1 = Customer Self-Service mode for
Java/HTML
2 = Customer Self-Service mode for
Windows
2. Customer Self-Service Mode ____________
Versions
Enter the version for each application.
If left blank, ZJDE0001 will be
used.
1. Customer Service Inquiry ____________
(P4210)
2. Open Purchase Orders ____________
(P4310)

Revising a Template in Batch Mode

From the Purchasing Advanced and Technical Operations menu (G43A31),

choose Supplier Template Rebuild.

You can use Supplier Template Rebuild to create a new order template in batch
mode. The system adds items to the new template based on existing orders. You
use processing options to define the criteria the system uses to build a new
template.

Supplier Template Rebuild creates templates by compiling and applying the

supplier item history from the Purchase Order Detail table (F4311).

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Processing Options for Supplier History Template Rebuild

Default
1.- Enter the Order Template to be ____________
created
Enter Effective Dates
2.- Effective From Date ____________
3.- Effective Thru Date ____________
Process
1.- Enter a ’1’ for Supplier ’2’ ____________
Buyer ’3’ Ship-To ’4’
Transaction Originator
2.- Enter ’1’ to Calc Ave Qty for ____________
Usual Qty
3.- Enter ’1’ for Dream Write Data ____________
Seq or ’2’ Most Frequently
Ordered
4.- Enter Max No of lines in ____________
Template
5.- Enter Min times an item must ____________
be ordered to be included on
the template.
6.- Enter ’1’ to include Supp/Item ____________
Relationship

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Creating a Model Log

A model log is a set of standard submittal and transmittal information or other

information that you can copy into an order. A submittal is information that you
need to receive from a subcontractor or supplier, such as proof of insurance, and
so on. A transmittal is information that you need to send to a subcontractor, such
as permission to proceed, and so on. You create a model log if you have many
orders that use the same standard log information.

Before You Begin

- Verify that you have set up model logs in user defined code table 43/ML.
See Customizing User Defined Codes in the OneWorld Foundation Guide
for more information about setting up user defined codes.

To create a model log

From the Purchasing System Setup menu (G43A41), choose Order Model Log
Revisions.

Alternately, from the Subcontract System Setup menu (G43D41), choose Order
Model Log Revisions.

1. On Work With Model Logs, click Add.

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Procurement

2. On Model Logs, complete the following fields and click OK:

 Model Log
 Log Type
 Status Type
 Explanation -Remark-
 Issue Date
 Expired Date
 PE
 Cat Cde1
 Cat Cde2
 Cat Cde3
 ID Code
 Address Number

Field Explanation
Model Log A ten digit user defined code (43/ML) that represents one
model and distinguishes the model from other models.
The model logs are accessible under this name.
Log Type A user defined code (00/LG) that specifies the type of
information in a log entry. The log type is used to group
similar types of entries.

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 Creating a Model Log

Field Explanation
Status Type A code that specifies whether the requirements for the log
line have been satisfied. Valid values are:
Y Yes, the requirements have been satisfied.
N No, the requirements have not been satisfied.
Blank The requirements have not been satisfied, the
log line is not yet in effect, or no status is
required.
Explanation -Remark- A name or remark that describes an element in the J.D.
Edwards systems.
Issue Date The date that the log entry was issued. For example, for a
submittal requirement for an insurance cerificate, the
effective date for the insurance policy would be entered in
the Issue Date field.
Expired Date The expiration date of the log entry. For example, in the
case of a submittal requirement for an insurance
certificate,, the termination date for the policy would be
entered in the Expired Date field. The termination date
would then be used by the Submittal Status Update
program to update the status field. If the Expired Date is
earlier than the date that you run the program, the system
sets the status to N for the log entry.
PE A code that indicates whether the submittal requirement is
of such importance that regular payments to the
subcontractor can be suspended if the submittal
requirement is not properly satisfied. This code is
normally used in conjunction with submittal log entries.
Valid values are:
Y Issue warning messages if log requirements are
not met.
N Do not issue warning messages.
If Pay Effect is set to Y, various warning messages can
appear during progress payment entry when outstanding
log requirements exist.
Cat Cde1 A user defined category code associated with log
information.
Cat Cde2 A user defined category code associated with log
information.
Cat Cde3 A user defined category code associated with log
information.
ID Code An identification code associated with the log entry. The
field may be used for abbreviated report identification.
Address Number The address book number of the supplier from whom you
are purchasing items or services.

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Procurement

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Advanced & Technical
Procurement

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Advanced and Technical Operations

Advanced and technical operations for the Procurement system include the
following tasks:

- Updating supplier and item analysis records

- Converting supplier limit amounts

- Generating new supplier prices in a different currency

- Purging data

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Procurement

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Updating Supplier and Item Analysis Records

From the Procurement Advanced and Technical Operations menu (G43A31),

choose Supplier Analysis Regeneration.

After you install a new release of the J.D. Edwards Procurement system, you
must run the Supplier Analysis Regeneration program to update supplier and
item analysis records. The procedure updates new fields in the Supplier/Item
Relationships table (F43090) based on the receipt data in the Purchase Order
Receiver table (F43121).

When you use the Supplier Analysis Regeneration procedure to update the
supplier and item analysis records, you can assign a route code for new
supplier/item relationships.

After you run the Supplier Analysis Regeneration program, you can have the
system maintain supplier analysis information interactively when you enter
purchase orders, receipts, and vouchers.

Caution: You should only run the Supplier Analysis Regeneration program
when installing a new release of J.D. Edwards. If data becomes corrupted at a
later date and you need to update your records, contact the J.D. Edwards Help
Desk for assistance.

Processing Options for Supplier/Item Relationships Rebuild

This processing options default option

allows entry of the route code to be
assigned when a new supplier/itm
records are added. If left blank,
the route code will not be
assigned.
Route – Normal Route Code ____________

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Procurement

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Converting Supplier Limit Amounts

From the System Administration Tools menu (GH9011), choose Batch Versions.
On Batch Versions, enter R890401E in the Batch Application field to access Euro
Address Book Conversion Ć F0401.

To convert limit amounts for multiple suppliers from one currency to another,
you can run the Euro Address Book Conversion Ć F0401 program. This
conversion program was originally designed for Economic and Monetary Union
(EMU) companies to use during the euro transition period, however, it can be
used by companies outside of the EMU as well. For example, companies can use
the conversion program to convert the currency code and address book amounts
for multiple suppliers from French francs to the euro, as well as from U.S. dollars
to Canadian dollars.

The Euro Address Book Conversion Ć F0401 program converts supplier currency
codes and address book amounts. In the Procurement system, the address book
amounts are the supplier limit amounts for minimum and maximum order
values. This document describes how the conversion program converts and
rounds limit amounts for minimum and maximum order values. For additional
information about the Euro Address Book Conversion program, see Converting
Supplier Currency Codes and Amounts in the Accounts Payable Guide.

When you enter minimum and maximum order values for a supplier, you
typically enter them as rounded numbers, which are stored without decimals in
the Supplier Master table (F0401). When you convert minimum and maximum
order values to a different currency, you must specify a rounding factor amount
in the processing options. For example, to round converted minimum and
maximum order amounts to the nearest 50, you specify a rounding factor of 50.
To round converted amounts to the nearest 100, you specify a rounding factor of
100, and so on.

Example: How Converted Limit Amounts Are Rounded

The Euro Address Book Conversion Ć F0401 program rounds converted limit
amounts when converting from Canadian dollars (CAD) to U.S. dollars (USD).
For this example, the exchange rate is 1 CAD = .67092 USD and the rounding
factor in the processing option is 50.

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Procurement

The conversion program rounds converted limit amounts up or down, as

described in the following examples:

Round Up

The conversion program converts 12,000 CAD to 17,886 USD. It rounds 17,886
up to 17,900 based on the following calculation:

Converted Amount / Rounding Factor = Q with a remainder of R. If R is

greater than or equal to oneĆhalf of the rounding factor, then subtract R
from the rounding factor and add that amount to the converted amount.

In this example, 17,886 USD / 50 = 357 with a remainder of 36, which is greater
than oneĆhalf of 50 (25). Subtract 36 from 50 (50 - 36 = 14) and add 14 to 17,886
to get a rounded value of 17,900.

Round Down

The conversion program converts 8,000 CAD to 11,924 USD. It rounds 11,924
USD down, based on the following calculation:

Converted Amount / Rounding Factor = Q with a remainder of R. If R is

less than oneĆhalf of the rounding factor, then subtract R from the
converted amount.

In this example, 11,924 USD / 50 = 238 with a remainder 24, which is less than
oneĆhalf of 50 (25). Subtract 24 from 11,924 to get a rounded value of 11,900.

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Generating New Supplier Prices in a Different Currency

From the Procurement Advanced and Technical Operations menu (G43A31),

choose Generate Purchase Price by Currency.

You can generate new supplier prices in a different currency and amount for
multiple records at one time. The Generate Purchase Price by Currency program
creates new prices based on existing records. To create a new price for an
individual record, you can manually update the existing record on the Supplier
Catalog Maintenance form. You do not have to run this program.

The Generate Purchase Price by Currency program does the following:

 Copies the original currency supplier price

 Calculates a new price based on the currency code and exchange rate you
specify
 Creates a new supplier price with the new currency amount

When you generate new supplier prices in a different currency, you control the
currency and exchange rate in which to create new prices by specifying the
following in the processing options:

 Date when you want the new prices to go into effect

 Currency of the existing prices
 Currency in which you want to create new prices
 Exchange rate to use to calculate the new prices
 Method (divide or multiply) to use for the exchange rate calculation

The Generate Purchase Price by Currency program creates only one new price
for each unit of measure. It does not create one price for each currency. If a
price already exists for a certain currency, the generation program does not
create another price in that currency because both records would have the same
key. The exception to this rule is when currency codes associated with a
supplier, item, or branch/plant have different effective through dates. Depending
on the dates, the generation program might create more than one new price.

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Procurement

You can run the Generate Purchase Price by Currency program in the following
modes:

 Proof. Run the program in proof mode and review the audit report to
ensure that the records generated by the program are the records in which
you want new prices. If the audit report is not accurate, change the
processing option and data selection values accordingly and rerun the
program in proof mode.
 Final. When you are satisfied with the audit report, run the program in
final mode. Review the newly created prices on the audit report and the
Supplier Catalog Maintenance form. Notice that the new record is
sequenced alphabetically along with the existing records on the form and
that amounts are rounded according to the decimal places set up in the
data dictionary. If necessary, adjust new prices manually on the Supplier
Catalog Maintenance. For example, if the program creates a new price for
50,000 JPY as 675.1155 CAD, you might adjust the new amount to 675
CAD.

Data Selection

Typically, companies will generate new supplier prices for all suppliers within a
specific branch/plant. If your company has multiple branch/plants with different
currencies, you can run the generation program multiple times. You can also
generate new supplier prices by item number or any other value in the data
selection.

If your company has items that are at purchase price level 1 and you want to
make sure you generate new prices for those items, designate *blanks for
branch/plant in the data selection if you are not using *all for branch/plant.

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 Generating New Supplier Prices in a Different Currency

Processing Options for Generate Purchase Price by Currency

PROCESS
1. Enter ’1’ to run this program ____________
in final mode. If left blank, the
program will run in proof mode.
Final mode will update the file
and generate an audit report.
Proof mode will generate the audit
report only.
2. Enter the date used to ____________
determine which purchase price
records will be generated. If the
expiration date of a purchase
price is greater than or equal to
the date entered, a new purchase
price record will be generated.
Leave blank (default) to use the
system date.
CURRENCY
1. Enter the Currency Code to ____________
convert TO (Required).
2. Enter the Currency Code to ____________
convert FROM (Required).
3. Enter the Exchange Rate to use ____________
(Required).
4. Enter ’1’ to multiply the ____________
current purchase price by the
exchange rate entered. Leave
blank (default) to divide the
current purchase price by the
exchange rate entered.

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Procurement

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Purging Data

From the Data File Purges menu (G43A311), choose an option.

When data becomes obsolete or you need more disk space, you can use purge
programs to remove data from files.

OneWorld provides purges for removing data from files where the selection
criteria needs to be specific. Purges are programs that have predefined criteria
that the system checks before removing any data so that you avoid removing
associated data that is located in other files.

Caution: You must know the proper procedures and consequences of purging
data to avoid serious damage to your system and data. Purging data is typically
performed by a system administrator or operations personnel. It is important that
only those employees who understand the purging process and its results are
allowed access to this procedure.

You can run the following purge programs in Procurement:

 PO Detail (F4311)
 PO Receiver Detail (F43121)
 PO Ledger (F43199)
 PO Headers (F4301)
 PO Text Lines (F4311)

Considerations

 When you run the PO Headers purge, the system purges records only if
there are no active detail lines. Therefore, before you run the PO Headers
purge, you should run the PO Detail purge.
 Unlike the other purge programs, the PO Text Lines purge does not delete
data. The program moves text lines to a status of 999 for an order that is
closed.

To run the PO Text Lines purge, you submit a batch job using the Work
with Versions form. You run the PO Text Lines purge the same way that
you run reports or any other type of batch job in OneWorld.

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Procurement

Before You Begin

- J.D. Edwards recommends that you create your own purge environment,
which allows you to save purged records and prevents the records from
being overwritten when you upgrade the software.

- Back up the files that will be affected.

- Determine the data that you want to purge.

- Verify that no users are working with the data that you want to purge.

To purge data

Use the following procedure to run any of the purge programs in Procurement
(with the exception of the PO Text Lines purge).

1. Choose the appropriate purge program from the Data File Purges menu
(G43A311).
2. Choose a version and click Select.
3. On Table Conversion Prompting, choose the Properties option.
4. On the Properties window, choose the Select Environments tab.
5. Choose the From and To environments, which allow you to select the
environment to purge data from and the environment in which to store
purged data.
6. Choose the Data Selection tab and specify the information to purge.

The system automatically displays processing options for the purge

program.

7. Complete the processing options according to the following guidelines:

 For the first processing option, enter 1 to save purged records. You
cannot save purged records unless you have created your own
purge environment.

If you leave this processing option blank, the system deletes all
purged records.

 For the second processing option, enter a new name for the
environment that stores purged records. By renaming the
environment before you run a purge program, you can store the
records from each purge separately. Otherwise, the system
overwrites the data each time that you run the purge program.

Before completing this processing option, ensure that you have

specified that you want the system to save purged records.

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 Purging Data

After completing this processing option, you must complete the

third processing option, which allows you to enter the data source
name.

 For the third processing option, enter the name of the data source
for the purged records.

Before completing this processing option, ensure that you have

specified that you want the system to save purged records and that
you have entered a new environment name.

8. To run the purge program, click OK. To exit without running the purge
program, click Cancel.

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Procurement

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Interoperability

To fulfill the information requirements of an enterprise, companies sometimes

use products from different software and hardware providers.

Interoperability among products is key to successfully implementing an

enterprise solution. Full interoperability among systems results in a flow of data
among the different products that is transparent to the user. OneWorld provides
interoperability functions to facilitate the exchange of data with systems that are
external to OneWorld.

Inbound Transactions

In an inbound transaction, you accept data from another system into OneWorld.
Interoperability for inbound transactions consists of the following tasks:

1. The external system sends data to the OneWorld interface tables, which
hold the data before it is copied to the application tables. The external
system is responsible for conforming to the format and other requirements
for the interface tables. If the external system cannot write the information
in the required format, it can write the data to a flat file, and you can use
the OneWorld Inbound Flat File Conversion program to convert the data
to the required format.
2. You run a transaction process (a batch program) that validates the data,
updates valid data from the interface tables to the OneWorld application
tables, and sends action messages to the Employee Work Center about
invalid data.
3. You use an inquiry function to interactively review and revise the incorrect
data, and then run the transaction process again. You repeat this step as
often as needed to correct errors.

Outbound Transactions

In an outbound transaction, you send data from OneWorld to an external

system. Interoperability for outbound transactions requires that you set a
processing option specifying the transaction type. Using the master business
function for the type of transaction, the system creates a copy of the transaction
and places it in the interface table where external systems can access it.

Interoperability consists of the following tasks:

- Setting up for interoperability transactions

- Receiving transactions into OneWorld

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Procurement

- Reviewing and revising interoperability transactions

- Sending transactions from OneWorld

- Purging interoperability transaction records

See Also

 EDI Document Processing in the Data Interface for Electronic Data

Interchange for more information about electronic commerce
 Interoperability Technologies in the Interoperability Guide for a
comparison of interoperability functionality

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Setting Up for Interoperability Transactions

External systems can use a variety of methods to send data to the interoperability
interface tables. One method is to write the data to a flat file. If you use this
method, the system converts the flat file to the interface table. For the system to
convert data from the flat file to the interface table, you must identify the
transaction, which includes the following information:

 Transaction type, which is a unique description to identify the transaction

 Whether this transaction is inbound or outbound
 Record type, the data that is imported or exported
 The application, the source or destination of the transaction

You can set a processing option to start the transaction process automatically
when the conversion completes successfully. The transaction process copies the
data from the interface tables to the application tables, from which OneWorld
applications can access the data.

Converting flat files consists of the following tasks:

- Reviewing record types

- Setting up transaction types

- Setting up data export controls

- Setting up the flat file crossĆreference

- Running the conversion program

Before You Begin

- Ensure that the flat file is a commaĆdelimited ASCII text (flat) file to which
the workstation has read and write access.

- Ensure that the data conforms to the required format. See Converting Data
from Flat Files into EDI Interface Tables in the Data Interface for Electronic
Data Interchange Guide for requirements.

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Procurement

Reviewing Record Types

When you set up flat file crossĆreference information, you must specify the
record types. Record types indicate the sort of information that is being
exchanged between OneWorld and external systems such as addresses, header
or detail transactions, text, or additional information.

You can review hardĆcoded record types in the user defined code table (00/RD).
The system uses these codes to identify the forms with which the system stores
information for inbound and outbound documents

Setting Up Transaction Types

You can add codes to the user defined code table (00/TT) to identify the
transactions that the system uses in the flat file crossĆreference. After you set up
the transaction type, you use the transaction type to identify whether the
information exchange is inbound or outbound and to identify the corresponding
applications and versions. You must set up transaction types before defining data
export controls and flat file crossĆreference information.

For every transaction type, you must set up data export controls. If you cannot
transfer or receive information with an external system, then you use the
transaction type when you set up flat file crossĆreference information.

See Also

See Customizing User Defined Codes in the OneWorld Foundation Guide for
more information about setting up user defined codes.

Setting Up Data Export Controls

You define the export information for outbound transactions only. To set up data
export controls properly, you must indicate the transaction, document type,
batch application or function, and version from which the external system
retrieves information from the interface tables.

You can define export controls based on either of the following:

Function name and You can specify a vendorĆspecific function name and
library library to identify the external custom program that
accesses the OneWorld interface tables.

UBE or batch processor You can specify a vendorĆspecific outbound batch

processor that accesses the OneWorld interface tables.

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 Setting Up for Interoperability Transactions

See Also

 Detailed Tasks for Custom Programming in the Interoperability Guide for

information about vendorĆspecific applications and functions

To set up data export controls

From the Purchasing Interoperability menu (G43A313), choose Data Export

Controls.

1. On Work With Data Export Controls, click Add.

2. On Data Export Control Revisions, enter the appropriate transaction, such

as receipts, in the following field:
 Transaction
3. Enter the appropriate order type in the following field:
 Order Type
4. Enter a UBE name and function name in the following fields:
 UBE Name
 Function Name

You can define data export control for either a vendorĆspecific batch
process or function. If you enter information in fields for vendorĆspecific
batch processors or functions, the system uses the batch process.

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Procurement

5. If you identified a vendorĆspecific batch process, enter a version in the

following field:
 Version History
6. If you identified a vendorĆspecific function, enter a function library in the
following field:
 Function Library
7. Enter 1 or 0 in the following fields:
 Execute For Add
 Execute For Update
 Execute For Delete
 Export Mode - External Database
 Launch Immediately
 Execute For Inquiry
 Export Mode - Flat File
 Export Mode - External API
8. Click OK.

Field Explanation
Transaction A code that identifies a transaction by type.
Order Type A user defined code (00/DT) that identifies the type of
document. This code also indicates the origin of the
transaction. J.D. Edwards has reserved document type
codes for vouchers, invoices, receipts, and time sheets,
which create automatic offset entries during the post
program. (These entries are not selfĆbalancing when you
originally enter them.)
The following document types are defined by J.D.
Edwards and should not be changed:
P Accounts Payable documents
R Accounts Receivable documents
T Payroll documents
I Inventory documents
O Purchase Order Processing documents
J General Accounting/Joint Interest Billing
documents
S Sales Order Processing documents
OS Subcontract
OP Purchase Order
R2 Contract Billing

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 Setting Up for Interoperability Transactions

Field Explanation
UBE Name The OneWorld architecture is objectĆbased. This means
that discrete software objects are the building blocks for
all applications, and that developers can reuse the objects
in multiple applications. Each object is tracked by the
Object Librarian. Examples of OneWorld objects include:
 Batch Applications (such as reports)
 Interactive Applications
 Business Views
 Business Functions
 Business Functions Data Structures
 Event Rules
 Media Object Data Structures
Function Name The name of the function.
Version A userĆdefined set of specifications that control how
applications and reports run. You use versions to group
and save a set of userĆdefined processing option values
and data selection and sequencing options. Interactive
versions are associated with applications (usually as a
menu selection). Batch versions are associated with batch
jobs or reports. To run a batch process, you must choose
a version.
Function Library The library for the function. This includes the path for the
directory where the library exists.
Execute For Add A code that determines whether the system uses the batch
application to process an added transaction record.
Valid values are:
1 Use batch application to process an added
transaction record
0 Do not use batch application to process an
added transaction record
Execute For Upd A code that determines whether the system uses the batch
application to process an updated transaction record.
Valid codes are:
1 Use batch application to process an updated
transaction record
0 Do not use batch application to process an
updated transaction record
Execute For Del A code that determines whether the system uses the batch
application to process a deleted transaction record.
Valid codes are:
1 Use batch application to process a deleted
transaction record
0 Do not use batch application to process a
deleted transaction record
Launch Immediately This field controls the immediate execution of a batch job.
If the field is set to a 1, the job will execute immediately.

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Procurement

Field Explanation
Flat File Exp Mode A code that determines whether the system exports the
transaction record to a flat file.
Valid codes are:
1 Export transaction record to a flat file
0 Do not export transaction record to a flat file
Ext API Exp Mode A code that determines whether the system exports the
transaction record to an external API.
Valid codes are:
1 Export transaction record to an external API
0 Do not export transaction record to an external
API

Setting Up the Flat File Cross-Reference

When you exchange data between OneWorld and an external system, you use
flat file crossĆreference information for the following conditions:

 For inbound transactions, if the external system cannot write data to the
interface tables in the required format for OneWorld, the external system
can write the data to a specific flat file for each transaction and record
type.
 For outbound transactions, if OneWorld cannot write data to the interface
tables in the format required by the external system, OneWorld can write
the data to a specific flat file for each transaction and record type.

See Also

 Converting Data from Flat Files into EDI Interface Tables in the Data
Interface for Electronic Data Interchange Guide for information about this
process, which works the same for interoperability functions

To set up the flat file crossĆreferences

From the Purchasing Interoperability menu (G43A313), choose Flat File

CrossĆReference.

1. On Work With Flat File CrossĆReference, click Add.

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 Setting Up for Interoperability Transactions

2. On Flat File CrossĆReference, enter the transaction, such as receipts, in the

following field:
 Transaction
3. Enter 2 in the following field:
 Direction Indicator
4. Enter 1 in the following field:
 Type Record
5. Enter the file name in the following field and click OK:
 File Name

The file name refers to the application table from which the system
exchanges information, as defined by the record type.

Running the Conversion Program

From the Purchasing Interoperability menu (G43A313), choose Inbound Flat File
Conversion.

The Inbound Flat File Conversion program converts the flat file to the interface
table. If you set the appropriate processing option, the system starts the related
transaction process following successful conversion.

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Procurement

See Also

 Importing from Flat Files in the Interoperability Guide for setup

requirements for flat file conversion

Processing Options for Inbound Flat File Conversion

Transaction
1. Enter the transaction to ____________
process.
Separators
1. Enter the field delimiter. ____________
2. Enter the text qualifier. ____________
Process
1. Enter the inbound processor to ____________
run after successful completion of
the conversion.
2. Enter the version for the ____________
inbound processor. If left blank,
XJDE0001 will be used.

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Reviewing and Revising Interoperability Transactions

Running a transaction process, such as Inbound Receipt Routing, often identifies

one or more inbound transactions that contain invalid transactions. For example,
if you are in receipt routing and you try to move inventory to a step that was not
defined in the receipt route, the Inbound Receipt Routing process identifies the
invalid transaction and sends an error message to the Employee Work Center.
The error message indicates the transaction number for the transaction in error.

You can inquire on the following transactions to review and revise inbound
transactions:

 Inbound Receiving Advice Inquiry

 Inbound Receipt Routing Inquiry
 Inbound Purchase Order Inquiry

Use the inquiry menu selections to add, change, or delete transactions

containing errors. Then run the appropriate transaction process again. Continue
to make corrections and rerun the transaction process until the program runs
without errors.

As needed, complete the following tasks:

- Reviewing and revising inbound transactions

- Reviewing the processing log

See Also

 About EDI Document Inquiry and Revision in the Data Interface for
Electronic Data Interchange Guide for more information
 Use the Revisions Application in the Interoperability Guide for more
information about reviewing and revising interoperability transactions

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Procurement

Reviewing and Revising Inbound Transactions

To review and revise inbound transactions, complete the following tasks:

 Reviewing and revising receiving advice transactions

 Reviewing and revising receipt routing transactions
 Reviewing and revising purchase order transactions

To review and revise receiving advice transactions

From the Purchasing Interoperability menu (G43A313), choose Inbound

Receiving Advice Inquiry.

1. On Work with Inbound EDI Receiving Advice, complete any of the fields
to limit the search to specific transactions and click Find:
2. Choose the transaction and click Select.

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 Reviewing and Revising Interoperability Transactions

3. On Inbound EDI Receiving Advice Revisions, revise any of the fields as

needed and click OK.
4. If applicable, choose Detail Revisions from the Row menu to review or
change additional detail information and click OK when finished.

After you correct the errors identified by the Inbound Receiving Advice Inquiry
process, run the transaction process again. If other errors are identified, correct
them and run the transaction process again.

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Procurement

To review and revise receipt routing transactions

From the Purchasing Interoperability menu (G43A313), choose Inbound Receipt

Routing Inquiry.

1. On Work With Unedited Transactions, complete the following fields to

limit the search to specific transactions:
 User ID
 Batch Number
 Transaction Number
2. Click Find.
3. Choose the transaction to review and revise, and click Select.

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 Reviewing and Revising Interoperability Transactions

4. On Unedited Transaction Revisions, review and revise as needed, and

click OK.
5. If applicable, choose Detail Revisions from the Row menu to review or
change additional detail information, and click OK when finished.

After you correct the errors identified by the Inbound Receipt Routing Inquiry
process, run the transaction process again. If other errors are identified, correct
them and run the transaction process again.

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Procurement

To review and revise purchase order transactions

From the Purchasing Interoperability menu (G43A313), choose Inbound

Purchase Order Inquiry.

1. On Work with PO Unedited Transactions, complete the following fields to

limit the search to specific transactions:
 User ID
 Batch Number
 Transaction Number
2. Click Find.
3. Choose the transaction to review and revise, and click Select.

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 Reviewing and Revising Interoperability Transactions

4. On Unedited Transaction Revisions, review and revise as needed, and

click OK.
5. If applicable, choose Detail Revisions from the Row menu to review or
change additional detail information, and click OK when finished.

After you correct the errors identified by the Inbound Purchase Order Inquiry
process, run the transaction process again. If other errors are identified, correct
them and run the transaction process again.

Field Explanation
User ID The source of the transaction. This can be a user ID, a
workstation, the address of an external system, a node on
a network, and so on. This field helps identify both the
transaction and its point of origin.
Batch Number The number that the transmitter assigns to the batch.
During batch processing, the system assigns a new batch
number to the J.D. Edwards transactions for each control
(user) batch number it finds.
Transaction Number The number that an Electronic Data Interchange (EDI)
transmitter assigns to a transaction. In a nonĆEDI
environment, you can assign any number that is
meaningful to you to identify a transaction within a batch.
It can be the same as a J.D. Edwards document number.

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Procurement

Reviewing the Processing Log

From the Purchasing Interoperability menu (G43A313), choose Processing Log.

You can use the processing log to review whether the system has processed
inbound and outbound transactions. With the processing log, you can review
whether a vendorĆspecific transaction has processed successfully. The processing
log contains key information from the Data Export Control table about the
interoperability transaction, such as the transaction type, order type, and
sequence number, batch process or function and corresponding version. The
system creates a record for every transaction that is processed in the outbound
process.

The information in the processing log is for review only and cannot be changed
in either the processing log or OneWorld applications.

See Also

 Subscribing to Outbound Transactions in the Interoperability Guide for

more information about the data export control table and the processing
log

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Sending Transactions from OneWorld

From the Purchasing Interoperability menu (G43A313), choose Outbound Order

Processor.

You might send transactions you create or change in the Procurement system to
an external system. For example, you might need to send information about
changes on a purchase order to an external system.

The default outbound transaction is a copy of a data transaction after you

created or changed it (an after image). With interoperability, you can also send a
copy of each transaction as it was before you changed it (a before image).
Creating and sending before images requires additional processing time. To
control the type of image, you set a processing option in the application
programs that create transactions.

You can send transactions from OneWorld to an external system using any of the
following interoperability methods:

Batch extraction When you run an extraction process, the application

processor retrieves data from the J.D. Edwards application tables for
the transaction and copies the data to the interface tables.
The system then generates an audit report that lists the
processed documents.

Batch and subsystem All outbound master business functions used to create
process interoperability transactions have processing options that
control the interoperability transaction. For batch and
subsystem processing, you set up the processing options
in the appropriate business function version for
interoperability and then specify that application and
version in the data export controls.

The system places a copy of the transaction in the interface table for that type of
transaction. For example, for an outbound purchase order the system places a
copy of the transaction in the Order Header table (F4301Z1) and the Order
Detail table (F4311A1). The data is then available for an external system to use.

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Procurement

Before You Begin

- Define the data export controls for the type of outbound transaction. The
system uses data export controls to determine the batch programs or
business processes that third parties supply for use in processing
transactions.

See Also

 Detailed Tasks for OneWorld Operations in the Interoperability Guide for

more information about interoperability methods
 OneWorld Interoperability Models in the Interoperability Guide for more
information about implementing asynchronous, synchronous, and batch
transactions in OneWorld

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Purging Interoperability Transaction Records

From the Purchasing Interoperability menu (G43A313), choose Inbound

Purchase Order Purge or Order Outbound Purge.

When data becomes obsolete or you need more disk space, you can use purge
programs to remove data from interoperability files.

The Procurement system contains a purge option for both inbound and
outbound transactions. Use the following purges to remove data from the
corresponding interoperability tables:

 Inbound Receiving Advice

 Inbound Purchase Order
 Outbound Order

See Also

 Purge Batch Process and Named Event Rules in the Interoperability Guide
for more information about purging interoperability information

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Procurement

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Appendices
Procurement

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Appendix A: Vertex Quantum for Sales and Use Tax

If your company wants to apply sales taxes automatically, you can use the
Vertex Quantum for Sales and Use Tax system (Quantum) with the following J.D.
Edwards systems:

 General Accounting
 Accounts Receivable
 Accounts Payable
 Sales Order Management
 Procurement
 Customer Service Management System (CSMS)
 Contract Billing
 Service Billing

Caution: If you are using the J.D. Edwards Payroll system, you are required to
use the Quantum for Payroll Tax System. See Setting Up Tax Information in the
Payroll Guide.

Quantum software integrates with the J.D. Edwards OneWorld tax calculation
software, which means that you can perform tax calculations using either the
Quantum software, the J. D. Edwards tax calculation software, or both. However,
if you want to perform a taxĆonly calculation, you must use the J.D. Edwards
software.

Working with Quantum consists of:

- Setting up the J.D. Edwards/Quantum interface

- Assigning GeoCodes to address book records

- Working with Quantum taxes

- Processing Quantum tax information

When tax laws change, the Quantum software accesses the new requirements
for each taxing authority so that you can apply the taxes correctly. Quantum
software:

 Reduces the setup required for multiple tax rate areas

 Reduces processing time and rate maintenance

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Quantum for Sales and Use Tax

 Creates tax compliant records

 Allows exceptions and overrides to the default tax rates

Quantum calculates tax based on the standard rates and rules for the U.S., its
territories and possessions, and Canada. To perform all other foreign tax
calculations, you have two options:

 Use the J.D. Edwards tax calculation software

 Use the Quantum system, but maintain tax rates for foreign locations using
the Quantum Tax Decision Maker

Before You Begin

- Verify that you have access to the following Vertex documentation for
Quantum for Sales and Use Tax for additional information:

 Quantum for Sales and Use Tax Reference Manual

 Quantum for Sales and Use Tax GeoCoder Master List
 Quantum for Sales and Use Tax National Tax Rate Directory
 Quantum for Sales and Use Tax Tax Decision Maker Taxability
Guide
 Quantum for Sales and Use Tax User's Guide
 Quantum for Sales and Use Tax Training Guide for Tax
Professionals
 Quantum for Sales and Use Tax Returns User's Guide

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J.D. Edwards Components

The interface between J.D. Edwards systems and Quantum software transfers
selected J.D. Edwards parameters to Quantum and then returns tax information
to J.D. Edwards systems.

The standard J.D. Edwards tax calculation software components can be used
with Quantum in the following ways:

Tax authorities You use tax authorities within J.D. Edwards software to
define the government agencies that assess and collect
taxes. You define tax authorities in the J.D. Edwards tax
processing system only for international tax authorities
because those for the U.S. and Canada are stored by
Quantum.

Tax rates and tax areas For U.S. and Canadian taxes, you specify a GeoCode for
each tax rate and tax area to allow Quantum to identify
the correct taxing jurisdictions.

Automatic Accounting For U.S. and Canadian taxes, you use the AAI code PT _ _
Instructions (AAIs) _ _ for the company.

For nonĆUnited States and nonĆCanadian taxes, you assign

an AAI to each taxing authority within each tax rate/area.

Tax rules by company You can define tax rules for the Accounts Receivable,
Accounts Payable, Sales Order Management, Procurement,
CSMS, General Accounting, Contract Billing, and Service
Billing systems. When you enter transactions for these
systems, taxes are calculated according to these rules. The
system uses these tax rules to:
 Calculate discounts on a gross amount that already
includes tax.
 Calculate tax on a gross amount that includes the
discount amount.
 Control when the system displays a warning message
(or rejects a transaction altogether) when someone
enters a tax that differs from the systemĆcalculated tax.
This does not apply to E, S, and U tax types.
This feature applies to taxes for all countries.

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Quantum for Sales and Use Tax

Tax explanation codes Tax explanation codes control how a tax is assessed and
how it is distributed to the general ledger revenue and
expense accounts. J.D. Edwards software provides a
number of tax explanation codes. Tax codes E, S, and U
are predefined for Quantum software. Because the tax
explanation code is a user defined code (00/EX), you can
set up additional codes to meet specific business needs;
however, the Quantum interface recognizes only tax codes
E, S, and U.

In Quantum software, you can use the tax explanation

code to make a customer or a specific transaction tax
exempt. For example, a customer with a tax explanation
code of E is exempt. Any purchase or sales order;
accounts receivable invoice; CSMS, contract or service
billing invoice; and CSMS contract line item can be coded
with E to make that specific transaction exempt. Currently,
CSMS service order routings are taxable and cannot be
overridden.

Other available codes are U (use) for use in the

Procurement, Accounts Payable, and CSMS systems, and S
(sales) for use in Sales Order Management, Accounts
Receivable, CSMS, Contract Billing, and Service Billing
systems.

Quantum Components

The Quantum for Sales and Use Tax system includes the following components:

Rate and GeoCode Data The data modules store tax rates and other pertinent
Modules jurisdictional tax data for all U.S. and Canadian tax
authorities, which include over 66,000 locations. All states
and counties are on file, as well as all cities with
populations over 250. If a city has a population less than
250 and levies a tax, that city is also included in the data
modules.

Vertex researches and maintains the data contained in the

file by remaining in constant contact with all jurisdictions
that levy a tax. Every month, Vertex updates its internal
databases and issues new data module files to its
subscribers.

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 Tax Decision Maker You can customize the Quantum system for your special
needs. You use the Tax Decision Maker Engine in
conjunction with the Tax Decision Maker (TDM) to
automate (separately or in combination) product,
customers, or jurisdictional tax exceptions. TDM lets you
set up and maintain tax exceptions and also override
customer and product exemptions. You can access TDM
from Quantum menus.

Tax Decision Maker The Tax Decision Maker Engine interfaces with J.D.
Engine Edwards Sales Order Management, Procurement, Accounts
Receivable, Accounts Payable, CSMS, Contract Billing and
Service Billing systems.

When a J.D. Edwards program calls the Tax Decision

Maker Engine, the Tax Decision Maker Engine determines
the following:
 Whether the transaction is interstate or intrastate
 The transaction's taxing jurisdiction
 The appropriate tax rate
 The maximum tax base
 Excess amounts, if applicable
 Tax exceptions, if applicable
The Tax Decision Maker Engine then:
 Retrieves the appropriate tax rate
 Calculates tax amounts
 Returns the amount to the calling program
The module can also store tax history for an audit trail and
for management reports and returns preparation (as an
independent function outside the scope of J.D. Edwards
generated reports). Because the Data Module isolates the
state, county, city, and district rates, Quantum can
calculate the four levels individually.

Quantum Tax Register From the Quantum Register file, the Tax Decision Maker
file Engine produces detail and summary sales tax register
reports sequenced by state, county, and city for any billing
period. You generate these reports from Quantum menus.

Returns Module If you purchase the Returns Module in addition to the

Quantum for Sales and Use Tax system, the Returns
Module completes the sales tax cycle by automating state
and local returns preparation. After calculating the amount
to be paid to the appropriate tax authorities, the system
automatically generates signatureĆready sales and use tax
forms and check requests.

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Quantum for Sales and Use Tax

Interface Considerations

Before you set up the J.D. Edwards/Quantum Sales Tax Interface to reflect your
environment, carefully consider the specific conditions and requirements of the
company, the product, the customer or supplier, and international tax
obligations.

Company and You should understand any special dispensations that the
Divisional company has arranged with state or local jurisdictions for
Considerations collecting sales and use taxes at a reduced rate. Then,
consider whether tax returns are filed for just one
company or for multiple companies.

Product Considerations You should understand the business and how products fit
into appropriate tax categories. For example, rebuilt
machinery might be taxed differently than spare parts for
the same machinery. Decide how the company intends to
set up the taxing policies for J.D. Edwards and Quantum
software.

Customer and Supplier You must properly identify the tax category to which
Considerations customers and suppliers belong. For example, a customer
might be a provider of goods or services, a reseller, a
charitable organization, or other tax group. Decide how
you will set up customers and suppliers into both the J.D.
Edwards and Quantum software modules.

International Tax Be aware of international tax obligations. Know whether

Considerations to use the J.D. Edwards Tax Calculation software or
Quantum to manage and process nonĆU.S. and
nonĆCanadian tax transactions.

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 Coexistence Although you can work with OneWorld and
Considerations WorldSoftware in a coexistent environment, the Vertex
Sales and Use Tax Compliance product for WorldSoftware
and Quantum for Sales and Use Tax for OneWorld do not
coexist with each other. Quantum, however, has utilities
that allow you to copy and merge information from the
Compliance product to Quantum.

If you are coexistent, you can:

 Manage and maintain the TDM in the legacy
Compliance system. Then, you can copy the
Compliance TDM to the Quantum TDM using
Quantum utilities.
 Merge the register tables created in both the
Compliance and Quantum products into the Quantum
product with Quantum utilities.
Note: The Compliance product has no utilities to copy the
Quantum TDM or merge the Quantum register tables into
the legacy system.

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Quantum for Sales and Use Tax

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Setting Up the J.D. Edwards/Quantum Interface

If your company wants to apply sales taxes automatically, you can use Quantum
software along with the J.D. Edwards system. Quantum software can coexist
with the J.D. Edwards tax calculator software, which means that you can
perform tax calculations using either system or both of them. However, if you
want to perform a taxĆonly calculation, you must use the J.D. Edwards software.

Setting up Quantum consists of:

- Activating Quantum

- Testing the Quantum Connection

- Activating Quantum Logging

- Setting up automatic accounting instructions for Quantum

- Setting up user defined codes for Quantum

- Assigning nonĆstock product categories to order types

- Defining tax information for items

Before You Begin

- Review order line types. See Setting Up Order Line Types in the Sales
Order Management and Procurement Guides.

- Review order activity rules. See Setting Up Order Activity Rules in the Sales
Order Management and Procurement Guides.

- Verify that each customer address book record has a corresponding

record in customer master information, and that all suppliers have a
record in supplier master information.

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Quantum for Sales and Use Tax

What You Should Know About

Tax only calculations For tax only calculations, use tax types ST (sales tax) and
UT (use tax) along with the J.D. Edwards tax rate/area
code. You cannot use these tax types with a Quantum
GeoCode.

For records with ST and UT tax types, records are not to

be written to the Quantum Tax Register file, even if
Quantum is active.

Returns Module If you plan to use the Quantum Sales Tax Returns
Module, you should install it after performing all other
setup steps.

Activating Quantum

You must activate the Quantum interface prior to using the Quantum system
with J.D. Edwards OneWorld software.

Note: Constants settings load during software initialization. Therefore, in order

for the constants settings to take effect, you must exit and restart OneWorld.

Before You Begin

- You must set up database connections to establish communication to the

Quantum databases, both Quantum for Sales and Use Tax and Quantum
for Payroll.

See Setting Up Database Connections in the OneWorld Installation Guide

for more information.

To activate Quantum

From the Vertex Quantum Sales and Use Tax menu (G731), choose Constants.

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 Setting Up the J.D. Edwards/Quantum Interface

1. On Work with Quantum Constants Revision, complete the following

fields:
 Quantum Active
 U.S. Country Code
 Canada Country Code
2. Complete the following fields for sales tax category codes:
 Division Code
 Customer Class Code
 Product Category/ID
3. Complete the following fields for use tax category codes and click OK:
 Division Code
 Customer Class Code
 Product Category/ID

Field Explanation
Quantum Active This value determines whether the system uses Quantum
Sales and Use Tax for tax calculations.
Y Use Quantum system to calculate taxes.
N Do not use Quantum system to calculate taxes.
Instead, use JDE tax calculations.

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Quantum for Sales and Use Tax

Field Explanation
U.S. Country Code The code that indicates the United States in the Quantum
Sales and Use Tax system. This code must match the
value in the Country field on the Mailing tab on the
Address Book Revision form. For U.S. domestic
customers, this field is typically blank.
Canada Country Code The code that indicates Canada in the Vertex Sales and
Use Tax System. This value must be CA, and must match
the value in the Country field on the Mailing tab on the
Address Book Revisions form.
Division Code The Address Book Category Code that the Quantum Tax
Interface uses for Division/Store Code for Sales Tax. The
Address Book Category Code is passed to Quantum and
matched to the Division/Store Code in the Quantum Tax
Decision Maker module.
Customer Class Code The Address Book Category Code that the Quantum Tax
Interface uses for Customer Class Code for Sales Tax. The
Customer Class Code is passed to Quantum and matched
to the Customer Class Code in the Quantum Tax Decision
Maker module.
Product Category/ID The Item Branch/Plant Category Code that the Quantum
Tax Interface uses for Product Category/ID for Sales Tax.
The Item Branch/Plant Category Code is passed to
Quantum and matched to the Product Category/ID field
in the Quantum Tax Decision Maker module.
Division Code The Address Book Category Code that the Quantum Tax
Interface uses for Division/Store Code for Use Tax. The
Address Book Category Code is passed to Quantum and
matched to the Division/Store Code in the Quantum Tax
Decision Maker module.
Customer Class Code The Address Book Category Code that the Quantum Tax
Interface uses for Customer Class Code for Use Tax. The
Customer Class Code is passed to Quantum and matched
to the Customer Class Code in the Quantum Tax Decision
Maker module.
Product Category/ID The Item Branch/Plant Category Code that the Quantum
Tax Interface uses for Product Category/ID for Use Tax.
The Item Branch/Plant Category Code is passed to
Quantum and matched to the Product Category/ID field
in the Quantum Tax Decision Maker module.

Testing the Quantum Connection

After you activate Quantum and set the country codes, J.D. Edwards
recommends that you conduct a test to determine whether you have
successfully connected to the Quantum system.

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 Setting Up the J.D. Edwards/Quantum Interface

Before You Begin

- You must exit and restart OneWorld in order for the constants settings to
take effect.

To test the Quantum connection

1. Enter P73GEO in the fast path.

2. On Retrieve GeoCode, complete the following fields as follows:

 Type CO in the State field
 Type Denver in the City field
3. Click Find.
 If you are properly connected to the Quantum system, 060310140
appears in the GeoCode column.
 If nothing appears in the GeoCode column, a setup or
configuration error might have occurred. Check the following:
 The Quantum Active field must be set to Y, and the Canada
Country Code set to CA, on Work With Quantum Constants
Revision.
 The constants values are initialized by exiting and restarting
OneWorld.
 The Data Source, Server, User ID, and Password must be set up
properly in the Database Connections table. See Setting Up
Database Connections in the OneWorld Installation Guide.

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Quantum for Sales and Use Tax

 All of the required business functions must be mapped to the

server where the Quantum software is located. See OCM
Mapping in the OneWorld Installation Guide.

Activating Quantum Logging

You might want to review the values you send to the Quantum interface, and
then review the values generated by Quantum after processing. The Quantum
Logging feature provides you with the ability to review these Before and After
values.

The Quantum Logging feature creates a twoĆpage text file with the Before
values you send on the first page, and the After values Quantum generates on
the second page.

Caution: Use this feature with caution, because two pages of data are printed
for every transaction going though the Tax Calculator for all users. Keeping this
feature turned on after initial testing and setup negatively impacts system
performance.

To activate Quantum logging

From the Vertex Quantum Sales and Use Tax menu (G731), choose Constants.

1. On Work With Quantum Constants Revision, choose Quantum Log from

the Form menu.

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 Setting Up the J.D. Edwards/Quantum Interface

2. On Quantum Debug Log, complete the following fields and click OK:
 Debug Log
 Path

Field Explanation
Debug Log An option that determines whether to enable the
Quantum debug log. If you choose On, the Vertex Link
Parm Area will be printed before and after calling the
Vertex Tax Calculator Program. Use this feature with
caution, because two pages of data are printed for every
transaction going though the Tax Calculator for all users.
Path The path and file name where the Quantum debug log
will reside, such as C:\Debug\QuantumDebug.txt.

See Also

 Quantum for Sales and Use Tax Ć Reference Manual for more information
about Quantum Logging

Setting Up Automatic Accounting Instructions for Quantum

You must create AAIs for each unique combination of company, transaction,
document type, and G/L class (G/L offset account) that you want to use. Each
AAI is associated with a specific G/L account that consists of a business unit, an
object, and optionally, a subsidiary.

If you are required to collect taxes on customer invoices, you must distribute
the tax amounts to the correct G/L accounts. When you set up AAIs for a
specific type of tax, such as VAT or use tax, you designate the accounts to debit
and credit for an invoice tax amount. The AAIs, PT_ _ _ _ (for payables) and
RT_ _ _ _ (for receivables), are used only for taxes. The system is hard coded to
look at the tax AAIs for the company. The system uses the state code prefix of
the GeoCode as a subsidiary to search the Account Master (F0901) for the
appropriate G/L account. If none is found, the system uses the business unit
and object account in the company.

When you set up AAIs to use Quantum, you can set up G/L accounts by state.
You must add the state code value as the subsidiary of the base account. During
the post process, the system verifies the state code against the GeoCodes to
search for the proper account.

Hierarchy for Quantum AAI Values

OneWorld identifies the proper G/L account according the following hierarchy:

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1. The system retrieves the Business Unit and Object that the PT_ _ _ _ or
RT_ _ _ _. AAIs indicate based on the company on the invoice or
voucher.
2. The system retrieves the value in the State portion of the GeoCode.
3. The system attaches the State value to the Business Unit and Object as the
Subsidiary.
4. The system searches the Account Master for that Business Unit, Object,
and Subsidiary combination. If found, the system uses this account
combination as the G/L account.
5. If still not found, the system searches the Account Master using just the
Business Unit and Object. If found, the system uses this account
combination as the G/L account.
6. If still not found, it searches the Account Master using the Business Unit
and Object for Company 00000 for that particular PT_ _ _ _ or RT_ _ _ _
AAI. If found, the system uses this account combination as the G/L
account.

See Also

 Understanding AAIs for General Accounting in the General Accounting

Guide

Setting Up User Defined Codes for Quantum

The Quantum interface uses a user defined code (UDC) table (73/ST) that
contains all of the address book Search Types that have GeoCodes assigned to
them or that can have their GeoCodes revised. GeoCodes can be assigned only
if the Search Type on the address book record is found in the GeoCode
Assignment Search Type UDC table.

Typically, people who use Quantum set up the following Search Types:

 C Ć Customer
 V Ć Supplier
 E Ć Employee
 F Ć Facilities

Assigning Non-Stock Product Categories to Order Types

Quantum processes the taxing of both stock and nonĆstock items. Stock items
are typically products that need to have records in the J.D. Edwards Inventory
Master tables (F4101 and F4102). NonĆstock items are not required to have
records in these master tables, but still can exist on an order and have taxes

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 Setting Up the J.D. Edwards/Quantum Interface

assigned to them. For both stock and nonĆstock items, Quantum looks for a
value for the Product Category/ID and Transaction Type to be used in the TDM.

You can specify a Quantum product category or a Quantum transaction type for
each order type and line type combination. The Quantum product category is
used for product exceptions in TDM. The Quantum transaction type indicates to
Quantum the type of transaction that is being processed (for example, sales,
purchase, rental, or service) so Quantum can apply the appropriate tax type.

For stock items, the Product Category/ID is typically derived from the Category
Code on the Item Branch/Plant record. The Transaction Type is usually derived
from the System Code of the order. For Accounts Payable and Procurement, the
Transaction Type is PURCH, and for Accounts Receivable and Sales Order
Management, the Transaction Type is SALE.

For nonĆstock order lines (such as freight or lease charges), use the NonĆStock
Product Categories program (P7307) to specify the Product Category/ID and
Transaction Type.

To assign nonĆstock product categories to order types

From Vertex Quantum Sales and Use Tax menu (G731), choose NonĆStock
Product Categories.

1. On Work with NonĆStock Product Categories, click Add.

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2. On NonĆStock Product Categories Revision, complete the following fields

and click OK:
 Order Type
 Line Type
 Vertex Product Category
 Vertex Transaction Type

Hierarchy for Product Category/ID and Transaction Type Values

OneWorld derives the specific values to be passed to the Quantum Product

Category/ID and Transaction Type in TDM according to the following hierarchy:

1. The system scans the value in the Item Balance Category field of the
Quantum Constants.
 If the field is blank, the system goes to step 2.
 If the field is not blank, the system goes to step 3.
2. If the value in the Item Balance Category field of the Quantum Constants
is blank:
 The system goes to the Quantum NonĆStock Product Categories
table (F7307) and uses the Document Type and Line Type of the
order.
 If a record exists in the F7307 table for that Document Type
and Line Type combination, the system uses the Product
Category/ID and Transaction Type corresponding to that
record.

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 Setting Up the J.D. Edwards/Quantum Interface

 If no record exists in the F7307 table for that Document Type

and Line Type combination, the system uses a blank for the
Product Category/ID, and the Transaction Type is determined
by the System Code of the order.
3. If the value in the Item Balance Category field of the Quantum Constants
is not blank, the system goes to the corresponding Category Code in the
Item Branch/Plant record for that item on the order. Then:
 If an Item Branch/Plant record does not exist, or if the respective
Category Code on the Item Branch/Plant record is blank, the
system goes to step 2 to determine both the Product Category/ID
and the Transaction Type.
 If the Item Branch/Plant record does exist, and if the respective
Category Code on the Item Branch/Plant record is not blank:
 The system uses the Category Code value for the Product
Category/ID.
 The system uses step 2 to determine the Transaction Type.

Defining Tax Information for Items

To apply tax to the sales or purchase of an item, you perform two tasks to
specify that the item is taxable:

 Activate the tax fields for the item on Item Branch/Plant Information to
yes.
 Assign the item to a tax category.

In Quantum, the tax category corresponds to product categories that you define
in Tax Decision Maker (TDM) for any special tax exceptions or overrides. For
example, when you sell a stock item, the J.D. Edwards Sales Order Management
system passes the tax category code to the Quantum system.

Before Quantum calculates the tax, it compares the tax category code to TDM
product categories. If it finds a match (for example, the TDM setting for the
category) taxable, exempt, or otherwise, it dictates how Quantum specifies a
tax. If it does not find a match, Quantum taxes the item at the standard rate for
that jurisdiction.

Taxes are calculated for items only if the customer is also taxable. If the value in
the taxable field is No, the system writes the transaction to the Quantum Tax
Register as exempt.

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To define tax information for items

From the Inventory Master/Transactions menu (G4111), choose Item

Branch/Plant.

1. On Work With Item Branch, locate the item whose tax information you
want to define.
2. Complete the following fields:
 Sales Taxable
 Purchasing Taxable
3. Access Item Branch Class Codes.
4. On Item Branch Class Codes, complete fields as follows:
 For sales tax, complete the field that corresponds to the value that
you specified in the Item Balance Category field under Sales Tax
Category Code on the Quantum Tax System Constants form.
 For use tax, complete the field that corresponds to the value you
specified in the Item Balance Category field under Use Tax
Category Code on the Quantum Tax System Constants form.

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Assigning GeoCodes to Address Book Records

After you activate the Vertex Quantum for Sales and Use Tax system, you must
assign GeoCodes to existing address book records. That is, you must set up
GeoCodes for every customer, supplier, Ship To, Ship From, warehouse, or
branch/plant in the address book. The Tax Decision Maker Engine uses
GeoCodes to calculate sales and use taxes for each customer and specific
location.

A GeoCode is a nineĆdigit code that represents a taxing jurisdiction. All

GeoCodes are defined and maintained by Vertex. Each GeoCode has the
following format:

XXYYYZZZZ

where

XX = State

YYY = County

ZZZZ = City

You can assign GeoCodes to address book records manually or by using a batch
program. You should start with the batch program to complete as many address
book records as possible. Then, after reviewing the resulting report, you can
use the manual process to change GeoCodes, if necessary. You can also use the
manual process to assign a GeoCode to a new address book record.

Complete the following tasks:

- Assigning GeoCodes globally to address book records

- Assigning GeoCodes manually to address book records

- Calculating taxes for related addresses

If you use Quantum for Sales and Use Tax, the Tax Rate/Area field in the J.D.
Edwards master and transaction tables are used to store the assigned GeoCode.
However, a client can choose to use the Quantum tax system as well as the J.D.
Edwards tax system.

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To distinguish GeoCodes from J.D. Edwards tax area codes, each GeoCode is
prefixed with V, M, or O within J.D. Edwards systems:

V (Vertex GeoCode) A V prefix to the nineĆdigit GeoCode identifies the code

as a literal Vertex GeoCode.

M (MultiĆCounty The system assigns M as the prefix to the GeoCode when

Situation) you run the batch assignment program and it finds postal
codes that cross two or more county boundaries. When
this occurs, you must review the records and manually
assign the appropriate GeoCode based on the county.

O (Outside City Limits) If an address that is specified in the address book record
is not physically located within the city limits and
therefore is not subject to city tax, you must manually
change the first character of the GeoCode from V to O.
This indicates to Quantum not to calculate the city tax for
that GeoCode.

Note: Vertex has not defined GeoCodes for nonĆU.S. or nonĆCanadian

jurisdictions and does not maintain tax rates for these jurisdictions. However,
you can create GeoCodes, beginning each GeoCode with 77 (in the state field),
which lets you create records in TDM for each nonĆU.S. or nonĆCanadian
jurisdiction.

Additionally, you can set up the Quantum Override table to maintain tax rates
for each nonĆU.S. or nonĆCanadian taxing authority.

Before You Begin

- Verify that you have set up the address book search types in the user
defined code table (73/ST) for GeoCode assignments. When you update
GeoCodes, the system determines which address book records to update
with GeoCodes based on the search type.

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 Assigning GeoCodes to Address Book Records

Assigning GeoCodes Globally to Address Book Records

You can use the following batch processes to update GeoCode information in
multiple address book records:

 Update Address Book GeoCodes (R730101)

 Effective Address Update (R01840)

Update Address Book GeoCodes

From the Vertex GeoCode Tax Processing menu (G731), choose Update Address
Book GeoCodes.

Use the Update Address Book GeoCodes (R730101) program to add GeoCodes
to existing address book records. The system stores the GeoCode in the Tax
Rate/Area field of either the Customer Master Information (F03012) table or the
Supplier Master Information (F0401) table.

When you perform a batch address book record update, the system populates
the Tax Rate/Area field with the appropriate GeoCode. The system does not
enter a value in the field if:

 An address book record crosses multiple tax jurisdictions.

 Not enough information is available on the address to find a GeoCode.
 The country code on the address does not match the codes set up in the
Constants for the United States and Canada.
 The state code on the address is incorrect.

The system produces reports that specify the number of GeoCodes that were
not updated. The GeoCodes are categorized by the type of issue that prevented
them from being updated. Additionally, the system sends messages to the Work
Center that identify unmatched records. Messages in the Work Center are sent to
the person that is processing the batch report, based on the User ID. For
example, when an address book record can have more than one GeoCode
assigned to it, the system does not match the address book record with a
GeoCode. Use these reports and messages to identify any address book records
that were not updated with GeoCodes. You will need to manually update those
records.

Effective Address Update

From the A/B Advanced Technical Operations menu (G0131), choose Effective
Address Update.

When you run the Effective Address Update, the system verifies effective dates
of addresses and updates corresponding supplier and customer records
accordingly. The system stores the GeoCode in the Tax Rate/Area field of either

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Quantum for Sales and Use Tax

the Customer Master by Line of Business (F03012) or the Supplier Master

(F0401) table.

When you perform a batch update based on effective dates, the system
populates the Tax Rate/Area field with the appropriate GeoCode. The Effective
Address Update does not update the Supplier Master and Customer Master
records if the:

 Tax Explanation Code is missing the correct code of S, U, or E

 Tax Rate/Area field contains a value that is not a GeoCode or is blank
 Geocode cannot be assigned because of incomplete information or an
address book record crossing multiple tax jurisdictions

The system produces reports that show both unmatched records and records
that you might want to match. Additionally, the system sends messages to the
Work Center that identify unmatched records. Messages in the Work Center are
sent to the person that is processing the batch report, based on the User ID. For
example, when an address book record can have more than one GeoCode
assigned to it, the system does not match the address book record with a
GeoCode. Use these reports to identify any address book records that were not
updated with GeoCodes. You will need to manually update those records.

Assigning GeoCodes Manually to Address Book Records

The system assigns a GeoCode to the Business Unit Master, Supplier Master, and
Customer Master records based on the following fields in the mailing address
for the corresponding address book record:

 City
 State
 Postal Code
 County

You might have to manually change or assign GeoCodes for the following
reasons:

 Records were not updated when you ran the Update Address Book
GeoCodes and Effective Address Update processes due to data errors.
 A multiĆcounty situation exists for an address book record.
 The address falls outside city limits.
 You have added a new address book record for a customer or supplier.
 An existing Address Book Record was changed.

When an address book record can have more than one GeoCode assigned to it,
you use the Search and Select form to choose a GeoCode. The Quantum

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 Assigning GeoCodes to Address Book Records

GeoCode Select form lists all possible GeoCodes that correspond to county
names and postal code ranges.

When you change an address, the system updates any existing GeoCodes. If the
address change results in a different GeoCode, the system also updates the Tax
Rate/Area field on the Customer Master Information (F03012) and Supplier
Master Information (F0401) tables. If any of the following conditions exist, the
Tax Rate/Area field is not updated:

 The proper Tax Explanation code is not assigned (S, U, or E).

 Errors occurred.
 The mailing address resides in multiple tax jurisdictions.
 The current value in the Tax Rate/Area field is blank or is an existing
GeoCode.

Depending on the type of address book record, perform one of the following
tasks to assign GeoCodes to business units, suppliers, and customers:

 Manually assigning GeoCodes to business units

 Manually assigning GeoCodes to suppliers
 Manually assigning GeoCodes to customers

Note: When you access the Search and Select Window from the visual assist for
the Tax Rate/Area field on any form, the system verifies whether Quantum is
active in the Quantum Constants. If so, the system first displays GeoCodes from
which you can review and select appropriately. To review J.D. Edwards tax
rates/areas, click Cancel on the GeoCode inquiry form. The system then
displays J.D. Edwards tax rates.

To manually assign GeoCodes to business units

From the Organization and Account Setup menu (G09411), choose Revise Single
Business Unit.

1. On Work with Business Units, locate the business unit and click Select.
2. On Revise Business Unit, click the More Detail tab.

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Quantum for Sales and Use Tax

3. Complete the following field and click OK:

 Tax Rate/Area

If you try to access GeoCode information using the Visual Assist in the Tax
Rate/Area field, you must ensure that the business unit is assigned to an address
book number.

Because there is no tax explanation code, if you are working with CSMS, the
business unit tax explanation code is always a sales tax (S).

To manually assign GeoCodes to suppliers

From the Daily Processing menu (G01), choose Address Book Revisions.

1. On Work with Addresses, locate the address book record whose GeoCode
you want to change or add.
2. Choose A/P from the Row menu.

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 Assigning GeoCodes to Address Book Records

3. On Supplier Master Revision, click the Tax Information tab and complete
the following fields:
 Tax Expl (Explanation) Code 2
 Tax Rate/Area

To manually assign GeoCodes to a customer

From the Daily Processing menu (G01), choose Address Book Revisions.

1. On Work with Addresses, locate the address book record whose GeoCode
you want to change or add.
2. Choose A/R from the Row menu.

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3. On Customer Master Revision, click the Tax Information tab and complete
the following fields:
 Tax Expl (Explanation) Code
 Tax Rate/Area

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 Assigning GeoCodes to Address Book Records

Calculating Taxes for Related Addresses

In order for Quantum to calculate taxes for various jurisdictions, laws and
regulations, the GeoCodes might be based on one of the following three
parameters:

Ship To The Ship To location is generally the customer's location

in a sales or purchase transaction. For example, your cost
center, office, or plant location for the customer might be
the Ship To. The system calculates Consumer's Use Tax if
you are the customer for the purchase.

Ship From The Ship From location is generally the seller's plant or
warehouse that is delivering the product or service. It is
crucial to a sales tax calculation, because different rules
might apply for intrastate (Ship To and Ship From are in
the same state) or interstate (Ship To and Ship From are
in different states) transactions.

Order Acceptance The Order Acceptance location is the place where the
seller accepts, acknowledges, or receives the actual order.
This is crucial for determining the correct tax on an
interstate or intrastate transaction.

The GeoCode Hierarchy

When you enter an address book number to represent a customer (Sold To,
Ship To), supplier or branch/plant (Ship From), the system uses different rules
for each system.

Accounts Payable - Use or Exempt Tax

OneWorld uses the following hierarchy for accruing Use Tax:

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Quantum for Sales and Use Tax

Ship To  GeoCode assigned to the Business Unit on the

voucher. If no GeoCode is assigned to the Business
Unit, then:
 GeoCode assigned to the Supplier Master record for
the Address Number of the Business Unit on the
voucher. If no Address Number is assigned to the
Business Unit, or if no GeoCode is assigned to the
Supplier Master record, then:
 GeoCode assigned to the Supplier Master record for
the Address Number of the Company of the Business
Unit on the voucher.
 If no Address number is assigned to the Company, or
if no GeoCode is assigned to the Supplier Master
record, the system returns an error.

Ship From  GeoCode assigned to the Supplier Master record of

the Supplier entered on the voucher.
 If no GeoCode is assigned to the Supplier Master
record, the system returns an error.

Order Acceptance Same as Ship To hierarchy.

Accounts Payable - Sales Tax

OneWorld uses the following hierarchy for verifying Sales Tax:

Ship To  GeoCode assigned to the Business Unit on the

voucher. If no GeoCode is assigned to the Business
Unit, then:
 GeoCode assigned to the Supplier Master record for
the Address Number of the Business Unit on the
voucher. If no Address Number is assigned to the
Business Unit, or if no GeoCode is assigned to the
Supplier Master record, then:
 GeoCode assigned to the Supplier Master record for
the Address Number of the Company of the Business
Unit on the voucher.
 If no Address number is assigned to the Company, or
if no GeoCode is assigned to the Supplier Master
record, the system returns an error.

Ship From  GeoCode assigned to the Supplier Master record of

the Supplier entered on the voucher.
 If no GeoCode is assigned to the Supplier Master
record, the system returns an error.

Order Acceptance Same as Ship From hierarchy.

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Accounts Receivable - Sales Tax

OneWorld uses the following hierarchy for accruing Sales Tax:

Ship To  GeoCode assigned to the Customer Master record of

the Address Number on the invoice for the Company
entered on the invoice. If no GeoCode is assigned to
the Customer Master record for that Company, then:
 GeoCode assigned to the Customer Master record for
the Company 00000 of the Address Number on the
invoice.
 If no GeoCode is assigned to the Customer Master
record for Company 00000, the system returns an
error.

Ship From  GeoCode assigned to the Business Unit on the

Invoice. If no GeoCode is assigned to the Business
Unit, then:
 GeoCode assigned to the Customer Master record for
the Company entered on the invoice for the Address
Number of the Business Unit on the invoice. If no
GeoCode is assigned to this Customer Master record,
the hierarchy goes to the next step (step 3). if no
Address Number is assigned to the Business Unit, the
hierarchy goes to step 4:
 GeoCode assigned to the Customer Master record for
Company 00000 for the Address Number of the
Business Unit on the invoice. If no GeoCode is
assigned to this Customer Master record, then:
 GeoCode assigned to the Customer Master record for
the Company of the Business Unit on the invoice for
the Address Number assigned to the Company of the
Business Unit on the invoice.
 If no Address Number is assigned to the Company, or
if no GeoCode is assigned to the Customer Master
record, the system returns an error.

Order Acceptance Same as Ship From hierarchy.

Sales Order Management - Sales Tax

OneWorld uses the following hierarchy for accruing Sales Tax:

Ship To  GeoCode assigned to the Customer Master record for

the Address Number on the Order Detail Line.
 If no GeoCode is assigned to the Customer Master
record, the system returns an error.

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Ship From  GeoCode assigned to the Branch/Plant on the Order

Detail Line. If no GeoCode is assigned to the
Business Unit, then:
 GeoCode assigned to the Customer Master record for
the Address Number of the Branch/Plant on the
Order Detail Line. If no Address Number is assigned
to Branch/Plant, or if no GeoCode is assigned to the
Customer Master record, then:
 GeoCode assigned to the Customer Master record for
the Address Number of the Company of the
Branch/Plant on the Order Detail Line.
 If no Address Number is assigned to the Company, or
if no GeoCode is assigned to the Customer Master
record, the system returns an error.

Order Acceptance  GeoCode assigned to the Branch/Plant on the Order

Header. If no GeoCode is assigned to the Business
Unit, then:
 GeoCode assigned to the Customer Master record for
the Address Number of the Branch/Plant on the
Order Header. If no Address Number is assigned to
Branch/Plant, or if no GeoCode is assigned to the
Customer Master record, then:
 GeoCode assigned to the Customer Master record for
the Address Number of the Company of the
Branch/Plant on the Order Header.
 If no Address Number is assigned to the Company, or
if no GeoCode is assigned to the Customer Master
record, the system returns an error.

Procurement - Use Tax

OneWorld uses the following hierarchy for accruing Use Tax:

Ship To  GeoCode assigned to the Branch/Plant on the Order

Detail Line. If no GeoCode is assigned to the
Business Unit, then:
 GeoCode assigned to the Supplier Master record for
the Address Number of the Branch/Plant on the
Order Detail Line. If no Address Number is assigned
to Branch/Plant, or if no GeoCode is assigned to the
Supplier Master record, then:
 GeoCode assigned to the Supplier Master record for
the Address Number of the Company of the
Branch/Plant on the Order Detail Line.
 If no Address Number is assigned to the Company, or
if no GeoCode is assigned to the Supplier Master
record, the system returns an error.

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Ship From  GeoCode assigned to the Supplier Master record for

the Address Number on the Order Header.
 If no GeoCode is assigned to the Supplier Master
record, the system returns an error.

Order Acceptance  GeoCode assigned to the Branch/Plant on the Order

Header. If no GeoCode is assigned to the Business
Unit, then:
 GeoCode assigned to the Supplier Master record for
the Address Number of the Branch/Plant on the
Order Header. If no Address Number is assigned to
Branch/Plant, or if no GeoCode is assigned to the
Supplier Master record, then:
 GeoCode assigned to the Supplier Master record for
the Address Number of the Company of the
Branch/Plant on the Order Header.
 If no Address Number is assigned to the Company, or
if no GeoCode is assigned to the Supplier Master
record, the system returns an error.

CSMS - Service Contract Sales Tax

OneWorld uses the following hierarchy for accruing Service Contract Sales Tax:

Ship To  GeoCode assigned to the Customer Master record of

the Site Address Number on the Contract Detail Line.
 If no GeoCode is assigned to the Customer Master
record, the system returns an error.

Ship From  GeoCode assigned to the Business Unit on the

Contract Detail Line. If no GeoCode is assigned to the
Business Unit, then:
 GeoCode assigned to the Supplier Master record for
the Address Number of the Business Unit on the
Contract Detail Line.
 If no Address Number is assigned to Business Unit, or
if no GeoCode is assigned to the Supplier Master
record, the system returns an error.

Order Acceptance  GeoCode assigned to the Business Unit on the

Contract Header. If no GeoCode is assigned to the
Responsible Business Unit, then:
 GeoCode assigned to the Supplier Master record for
the Address Number of the Business Unit on the
Contract Header.
 If no Address Number is assigned to Business Unit, or
if no GeoCode is assigned to the Supplier Master
record, the system returns an error.

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CSMS - Service Order Sales Tax

OneWorld uses the following hierarchy for accruing Service Order Sales Tax:

Ship To  GeoCode assigned to the Customer Master record of

the Site Address Number on the Service Order.
 If no GeoCode is assigned to the Customer Master
record, the system returns an error.

Ship From  GeoCode assigned to the Responsible Business Unit

on the Service Order. If no GeoCode is assigned to
the Responsible Business Unit, then:
 GeoCode assigned to the Supplier Master record for
the Address Number of the Responsible Business Unit
on the Service Order.
 If no Address Number is assigned to Responsible
Business Unit, or if no GeoCode is assigned to the
Supplier Master record, the system returns an error.

Order Acceptance Same as Ship From hierarchy.

CSMS - Service Order Use Tax

OneWorld uses the following hierarchy for accruing Service Order Use Tax:

Ship To  GeoCode assigned to the Responsible Business Unit

on the Service Order. If no GeoCode is assigned to
the Responsible Business Unit, then:
 GeoCode assigned to the Supplier Master record for
the Address Number of the Responsible Business Unit
on the Service Order.
 If no Address Number is assigned to Responsible
Business Unit, or if no GeoCode is assigned to the
Supplier Master record, the system returns an error.

Ship From  GeoCode assigned to the Supplier Master record of

the Site Address Number on the Service Order.
 If no GeoCode is assigned to the Supplier Master
record, the system returns an error.

Order Acceptance Same as Ship To hierarchy.

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 Assigning GeoCodes to Address Book Records

CSMS - Call Sales Tax

OneWorld uses the following hierarchy for accruing Call Sales Tax:

Ship To  GeoCode assigned to the Customer Master record of

the Site Address Number on the Call.
 If no GeoCode is assigned to the Customer Master
record, the system returns an error.

Ship From  GeoCode assigned to the Responsible Business Unit

on the Call. If no GeoCode is assigned to the
Responsible Business Unit, then:
 GeoCode assigned to the Supplier Master record for
the Address Number of the Responsible Business Unit
on the Call.
 If no Address Number is assigned to Responsible
Business Unit, or if no GeoCode is assigned to the
Supplier Master record, the system returns an error.

Order Acceptance Same as Ship From hierarchy.

Contract/Service Billing - Sales Tax

OneWorld uses the following hierarchy for accruing Sales Tax:

Ship To  GeoCode assigned to the Customer Master record of

the Address Number on the Workfile Transaction.

Ship From  GeoCode assigned to the Business Unit of the

Workfile Transaction. If no GeoCode is assigned to
the Business Unit, then:
 GeoCode assigned to the Customer Master record for
the Address Number of the Business Unit on the
Workfile Transaction. If no GeoCode is assigned to
this Customer Master record or no Address Number is
assigned to the Business Unit then:
 GeoCode assigned to the Customer Master record for
the Address Number assigned to the Company of the
Business Unit on the invoice.
 If no GeoCode is assigned to the Business Unit or
Customer Master, the system returns an error.

Order Acceptance Same as Ship From hierarchy.

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Working with Quantum Taxes

After you assign GeoCodes to address book records, you might need to
override a GeoCode on an invoice, voucher, sales order, purchase order, service
order, contract, or call.

Complete the following tasks:

- Overriding GeoCodes on an invoice

- Overriding GeoCodes on a voucher

- Overriding GeoCodes on a sales order

- Overriding GeoCodes on a purchase order

- Overriding GeoCodes on a service contract

- Overriding GeoCodes on a service order

- Overriding GeoCodes on a call

- Overriding GeoCodes on contract billing

- Overriding GeoCodes on service billing

When you enter a sales or purchase order, invoice, service order quote,
voucher, or call, you can inquire on the order and review product information
as well as calculated taxes. The system retrieves the tax information from the
Tax Rate/Area field in the J.D. Edwards master and transaction tables, which are
used to store the assigned GeoCode or J.D. Edwards tax code.

The Tax Decision Maker interfaces with the following programs in the J.D.
Edwards systems:

Accounts Payable  Supplier Master

 MultiĆCompany Voucher Entry (P041016)
 MultiĆVoucher Entry (P041017)
 Standard Voucher Entry (P0411)
 Speed Voucher Entry (P0411SV)

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Procurement  Purchase Order Entry (P4310)

 Purchase Order Workbench (P43101)
 Voucher Match (P4314)
 Order Revision History (43205)
 Release Open Quotes (P43360)

Accounts Receivable  Customer Master (P03013)

 Standard Invoice Entry (P03B11)
 Speed Invoice Entry (P03B11SI)
 Speed Status Change (P03B114)

Sales Order  Sales Order Entry (P4210)

Management  Online Invoice Inquiry (P42230)

Customer Service  Contract Revisions (P1721)

Management System  Service Order Entry (P17714)
(CSMS)  Service Order Quote (R17711)
 Online Service Order Quote (P17717)
 Call Entry (P17501)

Contract Billing  Contract Billing Line Details (P5202)

 Work Order Entry (P48201)
 Job Cost Master Revisions (P510006)
 Revise Single Business Unit (P0006)

Service Billing  Tax Derivation Table (P48127)

 Work Order Entry (P48201)
 Job Cost Master Revisions (P510006)
 Revise Single Business Unit (P0006)

When a J.D. Edwards program calls the Tax Decision Maker, the Tax Decision
Maker Engine determines the following information:

 Whether the transaction is interstate or intrastate

 The transaction's taxing jurisdiction
 The appropriate tax rate
 The maximum tax base
 Excess amounts, if applicable

The Tax Decision Maker then:

 Retrieves the appropriate tax rate

 Calculates tax amounts
 Returns the amount to the calling program

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 Working with Quantum Taxes

Note: In CSMS, the system does not calculate taxes until you run Service
Contract Workfile Generation (R1732) or Service Order Workfile Generation
(R1775) in final mode. However, the system does calculate taxes when you
create a service order quote or enter a call.

See Also

 Reviewing and Approving Vouchers in the Accounts Payable Guide for

more information about reviewing voucher information
 Working with Invoices in the Accounts Receivable Guide for more
information about invoice information
 Managing Service Contracts, Working with Service Orders, and Working
With Calls in the Customer Service Management System Guide
 Reviewing Sales Order Information in the Sales Order Management Guide
for more information about reviewing sales orders
 Working with Purchase Order Information in the Procurement Guide for
more information about reviewing purchase orders

Overriding GeoCodes on an Invoice

After you assign GeoCodes to your customers, the system uses the GeoCode to
supply default tax information when you enter an invoice. If you want to
override the tax information supplied by the system, you can do so when you
enter the invoice.

The system makes accounting entries for sales taxes when you post the invoice
based on the AAI item RT _ _ _ _ , which points to the sales tax account.

Note: You can also override tax information during Speed Invoice Entry and
MultiĆInvoice Entry.

To override a GeoCode on an invoice

From Customer and Invoice Entry (G03B11), choose Standard Invoice Entry.

1. On Work with Customer Ledger Inquiry, click Add.

2. On Standard Invoice Entry, follow the steps to enter an invoice with
taxes.

See Entering an Invoice with Taxes (P03105) in the Accounts Receivable

Guide.

3. Complete the following fields to override tax information:

 Tax Amount (optional)

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Quantum for Sales and Use Tax

 Tax Area
 Tax Expl (Explanation) Code (optional)

Field Explanation
Tax Expl Code 1 A user defined code (00/EX) that controls how a tax is
assessed and distributed to the general ledger revenue
and expense accounts.
A single invoice can have both taxable and nonĆtaxable
items. The entire invoice, however, must have one tax
explanation code.
The Tax Explanation Code is used in conjunction with
the Tax Rate Area and Tax Rules by Company to
determine how the tax is calculated. Each transaction pay
item can be defined with a different tax explanation code,
including E, to exempt the pay item from calculating
taxes.
Amount - Taxable The amount on which taxes are assessed.

Overriding GeoCodes on a Voucher

After you assign GeoCodes to your suppliers, the system uses the GeoCode to
supply default tax information when you enter a voucher. If you want to
override the tax information supplied by the system, you can do so when you
enter the voucher.

The system makes accounting entries for use taxes when you post the voucher.
AAI item PT_ _ _ _ (no G/L offset) points to the use tax account.

Note: You can also override tax information during MultiĆCompany Voucher
entry, MultiĆVoucher Entry, and Speed Voucher Entry.

To override a GeoCode on a voucher

From Supplier and Voucher Entry (G0411), choose Standard Voucher Entry.

1. On Supplier Ledger Inquiry, click Add.

2. On Enter Voucher Ć Payment Information, follow the steps to enter basic
information for a standard voucher.

See Entering Standard Vouchers in the Accounts Payable Guide.

3. Complete the following fields to override tax information:

 Tax Ex (Explanation) Code (optional)

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 Working with Quantum Taxes

 Tax Rate/Area
 Tax Amount (optional)
 Taxable Amount

Field Explanation
Tax Explanation 2 A user defined code (00/EX) that controls how a tax is
assessed and distributed to the general ledger revenue
and expense accounts. You assign this code to a
customer or supplier to set up a default code for their
transactions.
Do not confuse this with the taxable, nonĆtaxable code. A
single invoice can have both taxable and nonĆtaxable
items. The entire invoice, however, must have one tax
explanation code.
Amount - Taxable The amount on which taxes are assessed.

Overriding GeoCodes on a Sales Order

When you enter a sales order, you can inquire on the order and review product
information as well as calculated taxes. The system retrieves the tax information
for the order from the Tax Rate/Area field in the J.D. Edwards master and
transaction tables that are used to store the assigned GeoCode or J.D. Edwards
tax code.

You can enter tax information that is specific to a detail line. This information
determines whether taxes apply to the items or services on the detail line and
how the system calculates the taxes.

To override GeoCodes on a sales order

From the Sales Order Processing menu (G4211), choose Sales Orders Detail.

1. On Customer Service Inquiry, click Add.

2. On Sales Order Detail Detail Revisions, complete the steps to enter an
order.

To enter sales orders, see Working with Detail Information in the Sales
Order Management Guide.

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Quantum for Sales and Use Tax

3. On Sales Order Detail Revisions, chose the order detail line and choose
SOE - Additional from the Row menu.

4. Click the Additional Info 2 tab and complete the following fields to
override tax information:
 Tax Expl Code
 Tax Rate/Area

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 Working with Quantum Taxes

Overriding GeoCodes on a Purchase Order

When you enter a purchase order, you can inquire on the order and review
product information as well as calculated taxes. The system retrieves the tax
information for the order from the Tax Rate/Area field in the J.D. Edwards
master and transaction tables that are used to store the assigned GeoCode or
J.D. Edwards tax code.

You can enter tax information that is specific to a detail line. This information
determines whether taxes apply to the items or services on the detail line and
how the system calculates the taxes.

Note: You can review and change tax information on the Purchase Order
Workbench and Voucher Match.

To override GeoCodes on a purchase order

From the Purchase Order Processing (G43A11), choose Enter Purchase Orders.

1. On Work With Order Headers, click Add.

2. On Order Headers, complete the steps to enter an order and click OK.

See Entering Purchase Order Detail Information in the Procurement

Guide.

3. On Order Detail, select the Order Detail tab and choose Tax/Terms from
the Row menu.

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Quantum for Sales and Use Tax

4. On Order Detail - Page 1, complete the following fields to override tax

information:
 Expl (Explanation) Code
 Tax Rate/Area

Overriding GeoCodes on a Service Contract

When you enter a service contract, you are accessing the starting point of the
contract programs. When you enter service contracts, you can review and
override detail information about the contract such as customer entitlements,
service packages, item numbers, and billing information, as necessary.

You can override tax information on a contract when you create a contract
using direct entry.

Note: In CSMS, the system does not calculate taxes until you run Service
Contract Workfile Generation (R1732) in final mode.

To override GeoCodes on a service contract

From the Daily Service Contract Processing menu (G1714), choose Service
Contract Detail.

1. On Work with Contracts, click Add.

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 Working with Quantum Taxes

2. On Contract Revisions, complete the steps to enter a service contract,

See Entering Service Contracts in the Customer Service Management

System Guide.

3. Then, complete the following fields to override tax information:

 Tax Explanation Code
 Tax Rate/Area

Overriding GeoCodes on a Service Order

You can override tax information when you enter or modify a service order.
You must enter a service order under the following circumstances:

 You need to bill for the parts required to fix a piece of equipment.
 You need to send a technician to the site to repair the problem.
 You use a service provider to resolve the problem and you need to create
a voucher for payment.

You can retrieve numerous default values from a parent service order. For
example, you can use values from a parent service order to retrieve the
following information:

 Service type
 Start date
 Planned completion date

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Quantum for Sales and Use Tax

Note: In CSMS, the system calculates taxes when you create a service order
quote. The system does not calculate final taxes until you run CSMS Service
Order Workfile Generation (R1775) in final mode.

To override a GeoCode on a service order

From the Daily Service Order Processing menu (G1712), choose Service Order
Entry.

1. On Work with Service Orders, click Add.

2. On Service Work Order Revisions, complete the steps to enter a service

work order and click the Accounting tab.

To enter a service order, see Working with Service Order Entry in the
Customer Service Management System Guide.

3. Complete the following fields to override tax information:

 Tax Explanation Code
 Tax Rate/Area

Overriding GeoCodes on a Call

When you receive a call from a customer, you enter, store and track a
customer's question or problem. Depending on the issue, you might need to
override tax information.

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 Working with Quantum Taxes

You can override this tax information at the time you directly enter the call.

Note: To calculate taxes on a call, you must turn on the Customer Call MBF
Processing Options (P1700140).

To override a GeoCode on a call

From the Daily Call Processing Menu (G1713), choose Call Entry.

1. On Work with Calls, click Add.

2. On Customer Call Entry, complete the steps to enter a call.

See Entering Calls in the Customer Service Management System Guide.

3. Choose Billing Information from the Form menu.

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Quantum for Sales and Use Tax

4. On Billing Information, click the Pricing Info tab.

5. Complete the following fields to override tax information:
 Tax Expl (Explanation) Code
 Tax Rate/Area

Overriding GeoCodes on Contract Billing

When you bill your customers, you might need to override or set up tax
information to meet specific tax requirements associated with the work you
perform for your customer. The Contract Billing system provides you with a
hierarchy for entering tax information, depending on the contract. The system
allows you to override information in the Customer Master and apply taxes at a
line, work order, or business unit level.

To override tax information, the system uses the following tables, in the order
listed, to search for and calculate tax information:

 Contract Billing Line Detail (F5202)

 Work Order Master File (F4801)
 Business Unit Master (F0006)

Depending on how you need to record taxable information for billing purposes,
perform one of the following tasks to override GeoCodes for contract billing:

 Overriding a GeoCode using a contract billing line

 Overriding a GeoCode using a work order

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 Working with Quantum Taxes

 Overriding a GeoCode using a business unit

To override a GeoCode using a contract billing line

From the Daily Processing menu (G5210), choose Contract Billing Line Details.

1. On Contract Billing Line Details, click Add.

2. On Contract Billing Line Detail Revisions, click the General tab and
complete the following fields to override tax information:
 Tx Ex (Explanation) Code
 Tax Rate

To override a GeoCode using a work order

From the Work Order Processing menu (G4811), choose Work Order Entry.

1. On Work With Work Orders, click Add.

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Quantum for Sales and Use Tax

2. On Enter Work Orders, click the General tab, and complete the following
fields to override tax information:
 Tax Expl (Explanation) Code
 Tax Rate/Area

To override a GeoCode using a job

From the Job Budget Setup menu (G5111), choose Job Cost Master Revisions.

1. On Work with Job Master, click Add.

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 Working with Quantum Taxes

2. On Job Master Revisions, complete the following fields:

 Level of Detail
 Type Business Unit
 Project
 Company
 Job Site Address
 Contract Type
 Description
3. Choose Job Dates/Others from the Form menu.

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Quantum for Sales and Use Tax

4. On Job Dates & Other Information, complete the following fields to

override tax information:
 Tax Expl (Explanation) Code
 Tax Rate/Area

Overriding GeoCodes on Service Billing

When you bill your customers, you might need to override or set up tax
information to meet specific tax requirements associated with the service you
perform for your customer. The Service Billing system provides you with a
hierarchy for entering tax information, depending on the service. The system
allows you to override information in the Customer Master and apply taxes
using the Tax Derivation Information table (F48127) a work order, or a business
unit.

To override tax information, the system uses the following tables, in the order
listed, to search for and calculate tax information:

 Tax Derivation Information (F48127)

 Work Order Master File (F4801)
 Business Unit Master (F0006)

Depending on how you need to record taxable information for billing purposes,
perform one of the following tasks to override GeoCodes for Service Billing:

 Overriding a GeoCode using the Tax Derivation Information table

(F48127)

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 Working with Quantum Taxes

 Overriding a GeoCode using a work order

 Overriding a GeoCode using a business unit

To override a GeoCode using a tax derivation

From the Table Information menu (G48S41), choose Tax Derivation Table.

1. On Work with Tax Derivation Table, click Add.

2. On Tax Derivation Revisions, complete the following fields to override

tax information:
 Tax Rate/Area
 Tax Expl (Explanation) Code

To override a GeoCode using a work order

From the Work Order Processing menu (G4811), choose Work Order Entry.

1. On Work With Work Orders, click Add.

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Quantum for Sales and Use Tax

2. On Enter Work Orders, click the General tab, and complete the following
fields to override tax information:
 Tax Expl (Explanation) Code
 Tax Rate/Area

To override a GeoCode using a job

From the Job Budget Setup menu (G5111), choose Job Cost Master Revisions.

1. On Work with Job Master, click Add.

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 Working with Quantum Taxes

2. On Job Master Revisions, complete the following fields to override tax

information:
 Level of Detail
 Type Business Unit
 Project
 Company
 Job Site Address
 Contract Type
 Description
3. Choose Job Dates/Others from the Form menu.

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Quantum for Sales and Use Tax

4. On Job Dates & Other Information, complete the following fields to

override tax information:
 Tax Expl (Explanation) Code
 Tax Rate/Area

A–56 OneWorld Xe (9/00)

Processing Quantum Tax Information

During transaction processing, you can choose to print tax information when
you print documents for your customers. When you post accounts payable and
accounts receivable information to the general ledger, the system posts
Quantum tax information to the Quantum Tax Register and J.D. Edwards tax
information to the J.D. Edwards tax table (F00018). You can specify the G/L
accounts to which the system posts the taxes.

Complete the following tasks:

- Printing tax information

- Posting tax information

Printing Tax Information

You can print calculated taxes when you print a contract, sales order, purchase
order, invoice, or voucher in the following J.D. Edwards programs:

Accounts Payable  Print Voucher Journal (R04305)

Procurement  Print Purchase Orders (R43500)

 Print Order Detail (R4401P)

Accounts Receivable  Invoice Print (R03B505)

Sales Order  Print Invoice (R42565)

Management  Open Orders by Item Report (R42632)
 Open Orders by Customer Report (R42620)
 Held Orders Report (R42640)

CSMS  Service Order Quote (R17711)

 Invoice Print (R48504)

Contract/Service Billing  Invoice Print (R48504)

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Posting Tax Information

In the standard J.D. Edwards tax processing system, the system calculates any
taxes that have not been previously calculated and posts financial record
information to the J.D. Edwards tax table (F0018).

In the Quantum for Sales and Use Tax system, the system taxes based on the
GeoCode and records the pertinent information in the Quantum Tax Register.

OneWorld writes to the Quantum Tax Register at various times, depending on

what program application is calculating taxes. Three different OneWorld
product suites can create records in the Quantum Tax Register. They are the
Financial, Distribution, and CSMS product suite applications.

Financial Processes

When OneWorld financial applications like the Accounts Receivable and

Accounts Payable systems create financial records, the General Ledger Post
Report program (R09801) writes A/R and A/P information to the Quantum Tax
Register.

Distribution Processes

When financial records are created in a distribution application such as Sales

Order Management or Procurement, those applications write the records to the
Quantum Tax Register. OneWorld financial programs ignore these records and
do not write to the Quantum Tax Register.

For example, when the Sales Update program (R42800) creates A/R records, the
General Ledger Post Report program (R09801) ignores these A/R records and
does not write to the Quantum Tax Register. When the Voucher Match program
(P4314) creates A/P records, it also writes to the Quantum Tax Register. The
General Ledger Post Report program (R09801) ignores the Voucher Match
records.

CSMS Processes

With CSMS, the Service Billing system writes the tax information to the
Quantum Tax Register. Again the A/R and A/P Post program ignores the CSMS
tax records.

Contract and Service Billing Processes

If the financial records are created in the Contract or Service Billing systems, the
system writes the tax information to the Quantum Tax Register when you create
records in the Customer Ledger (F03B11) and Account Ledger (F0911) tables.
This occurs at Billing Invoice A/R Journal Generation (R48199). Unlike tax

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processing in the J.D. Edwards system, the system does not write the tax
information when you post the resulting batches.

See Also

 Voucher Processing in the Procurement Guide

 Updating Sales Information in the Sales Order Management Guide
 Billing Contracts in the Customer Service Management Guide
 Posting Journal Entries in the General Accounting Guide
 Posting Vouchers in the Accounts Payable Guide
 Posting Invoices in the Accounts Receivable Guide
 Setting Up Automatic Accounting Instructions for Quantum

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A–60 OneWorld Xe (9/00)

Index
Procurement

15–62 OneWorld Xe (09/00)

To access English documentation updates, see
https://knowledge.jdedwards.com/JDEContent/documentationcbt/overview/about_documentation_updates.pdf
Index

A Assigning GeoCodes to address book

records, A-21
global updates, A-23
AAIs. See Automatic accounting instructions manual updates, A-24
Account number, entering detail lines by, business units, A-25
2-25 customer, A-27
Activating receipt routing, 7-15 suppliers, A-26
Activity rules Assigning multiple locations and lots to
discussed, 1-21 receipt items, 3-11
setting up, 13-13 Assigning receipt routes to items, 7-15
Address Book Revisions (P01012) Assigning serial numbers, 3-13, 7-24
manually assigning GeoCodes to a Attaching discount rules to items and
customer, A-27 suppliers, 8-31
manually assigning GeoCodes to Audit trail, for commitments, 11-9
suppliers, A-26 Automatic accounting instructions
Agent Message Center - Approval contract cost types AAIs, 13-38
Notification, processing options, 6-11 default cost types, 13-38
AIA Application for Payment, printing, 4-63 for receipt routing, 7-7
Alternate currency, invoices received in an landed costs AAIs, 13-35
alternate currency, 4-22 Procurement AAIs, 13-33
Application control constants, defining, range of contract cost types AAIs, 13-39
13-29 receipt routing AAIs, 13-35
Approval Level Revisions, processing receipts AAIs, 3-30, 13-34
options, 6-6 retainage payables for subcontracts AAIs,
Approval processing 13-37
activating, 2-4 setting up, 13-33
approving orders, 6-16 Subcontract Management AAIs, 13-36
bypassing the budget approver, 6-4 tax liabilities AAIs, 13-35
rejecting orders, 6-16 variances AAIs, 4-52, 13-34
reviewing approval messages, 6-4, 6-9 VAT recoverables AAIs, 13-38
reviewing orders awaiting approval, 6-12 VAT tax payables AAIs, 13-37
reviewing persons responsible for vouchers AAIs, 13-34
approvals, 6-12 zero balance adjustments AAIs, 13-36
transferring approval authority, 6-7
Approval routes
assigning a budget approver to, 6-4 B
assigning to orders, 2-4, 6-6
changing, 6-4
creating, 6-3 Blanket orders
working with, 6-3 assigning tolerance rules for, 13-45
Approving or rejecting orders, 6-16 creating purchase orders from, 5-14
Ariba, E-Procurement, 1-15 entering, 5-13
As if currency, Open Orders, 2-117 printing, 5-13
Assigning approval route to an order, 6-6 releasing, 5-14

OneWorld Xe (09/00)
Procurement

working with, 5-13 Commitments

Branch/plant, printing purchase order change orders, 2-56
information by, 2-125 correcting an audit trail, 11-10
Branch/plant constants, defining, 13-18 creating, 2-71
Budget approver, 6-4 creating an audit trail, 11-9
Budget checking ledgers for, 2-76
activating, 2-83 posting to jobs, 11-13
understanding, 2-83 relieving, 11-4
Budget holds reviewing, 2-76
entering, 2-91 setting up, 11-3
releasing, 2-92 understanding, 2-72
releasing for orders awaiting approval, verifying, 2-74
6-17 working with, 2-71
Budgets Connection to Quantum, testing, A-12
reviewing, 2-86 Constants
working with, 2-83 defining application control, 13-29
defining for branch/plants, 13-18
defining for item availability, 13-27
C defining pricing, 13-25
setting up, 13-17
system, 13-28
Catalogs
Constants (P7306), A-10, A-14
default, 8-24
Contract Analysis report, reviewing, 8-49
electronic, 2-17, 2-60, 2-63
Contract cost types
entering, 8-23
automatic accounting instructions, 13-38
selecting items from, 2-63
automatic accounting instructions for
Change Order History Report, processing
ranges, 13-39
options, 5-35
Contract pricing, 8-27
Change orders
Conversion, flat files to Interoperability,
copying, 2-58
15-9
entering, 2-56
Converting flat files to the interface tables,
reviewing, 2-117
15-3
Changing the quantity or amount applied
Copying a change order, 2-58
to a rebate, 9-15
Copying log information from a model log,
Choosing a supplier from whom to
2-101
purchase an item, 2-62
Correcting, commitment audit trail, 11-10
Choosing order detail lines for freight
Cost performance, reviewing for suppliers,
charges to match to a voucher, 4-20
8-44
Choosing order detail lines to march to a
Costs
voucher, 4-16
entering for items, 8-23
Choosing receipt records to match to a
entering in multicurrencies, 2-17
voucher, 4-13
landed, 4-7, 13-53
Choosing requisition detail lines for orders,
recording cost changes to an invoice,
5-5
4-21
Closed Text Lines purge, running, 14-11
retrieving for items, 2-19
Columns, setting up for supplier summary
standard, 3-30
performance, 8-16
variances for, 4-50
Commitment audit trail, working with, 11-9
weighted average, 4-52
Commitment Inquiry, processing options,
Creating a commitment audit trail, 11-9
2-79
Creating a model log, 13-71

OneWorld Xe (09/00)
 Index

Creating a permanent voucher from a Defining supplier prices and discount rules,
preliminary voucher, 4-57 8-23
Creating a purchase order template, 13-66 Defining supplier purchasing instructions,
Creating an approval route, 6-3 8-3
Creating discount rules for purchasing, 8-26 Defining system constants, 13-28
Creating multiple vouchers from receipt Defining tax information for items, A-19
records, 4-47 Delegating approval authority, 6-7
Creating order revisions, 5-29 Delivery performance
Creating orders from existing detail lines, reviewing for suppliers, 8-36
2-67 setting up guidelines for suppliers, 8-13
Creating orders from price quotes, 5-26 Detail lines
Creating purchase orders from blanet adding notes for, 2-17
orders, 5-14 canceling, 2-18
Creating receipt routes, 7-3 creating purchase orders from existing,
Creating supplier and item relationships, 2-67
8-10 defined, 2-17
Creating supplier template using order entering by account number, 2-25
history, 13-67 entering by item number, 2-19
Creating taxes for related addresses, A-29 entering discount terms for, 2-30
Creating tolerance rules, 13-45 entering reporting codes for, 2-32
Creating vouchers using records, 4-11 entering substitute or replacement items
Currency types, for contracts, viewing, on, 2-33
2-122 entering tax information for, 2-29
printing changes to, 2-127
printing voucher information for, 4-61
D reviewing
closed, 2-18
open, 2-113
Data Export Control Revisions form, 15-5
reviewing summary, 2-120
Data export controls, setting up, 15-4
Detailed Status Report by Supplier,
Dates, revising requested and promised for
reviewing, 8-48
multiple orders, 10-5
Dialog boxes. See Forms
Default cost types, automatic accounting
Discounts
instructions, 13-38
attaching to suppliers, 8-31
Defining a summary of supplier
entering for detail lines, 2-30
performance information, 8-16
entering rules for, 8-26
Defining application control constants,
Displays. See Forms
13-29
Dispositioning items from receipt routes,
Defining branch/plant constants, 13-18
7-12, 7-30
Defining conditions for obtaining a rebate,
Document processing, inbound, updating
9-6
applications, 15-13
Defining item availability, 13-27
Duplicating a requisition to create an order,
Defining operations in a receipt route, 7-3
5-4
Defining payment eligibility for item
Duplicating an order, 2-59
removal, 7-12
Defining pricing constants, 13-25
Defining purchase limits for rebate
amounts, 9-9
E
Defining sample requirements and item
specifications, 7-18 E-Procurement, about, 1-15

OneWorld Xe (09/00)
Procurement

EDI. See Electronic Data Interchange (EDI) Entering requisitions, 5-3

Effective Address Update (R01840), A-23 Entering reversals for items in a receipt
Electronic catalog, 2-17, 2-60, 2-63 route, 7-33
Electronic Data Interchange (EDI), 1-13 Entering shipment information, 2-28
storing purchase order information for, Entering substitute or replacement items,
2-110 2-33
Electronic mail messages, approval Entering supplier information for an order,
processing, 6-4, 6-9 2-4
Encumbrance rollover, creating, 2-80 Entering supplier price quotes, 5-22
Encumbrance Rollover (R4317), processing Entering supplier prices, 8-23
options, 2-80 Entering suppliers to provide quotes, 5-20
Encumbrances Entering tax information for a detail line,
See also Commitments 2-29
ledgers for, 2-76 Entering tax information for an order, 2-13
reviewing, 2-76 Entering voucher with retainage, 4-43
understanding, 2-72 Euro. See Euro Implementation Guide
verifying commitment integrity, 2-74 Evaluated receipt settlement, 4-48
working with, 2-71 Exchange rates, 2-122
Enter Purchase Orders (P4310), A-43 Extended costs, 2-26
Enter Voucher - Payment Information form, External systems, data exchange through
4-55 Interoperability, 15-1
Entering basic rebate agreement
information, 9-4
Entering blanket orders, 5-13 F
Entering change orders, 2-56
Entering dates for an order, 2-11
F4101Z1 Revisions form, 15-19
Entering detail lines by account number,
Financial status information, reviewing for
2-25
orders, 2-121
Entering detail lines by item number, 2-19
Flat File CrossĆReference form, 15-9
Entering discount terms for a detail line,
Flat files
2-30
converting to Interoperability, 15-3
Entering items for which to request quotes,
crossĆreference for Interoperability, 15-8
5-17
Formal receipt process, 3-1
Entering items using order templates, 2-65
Formats, setting up for supplier summary
Entering items using supplier catalogs, 2-63
performance, 8-17, 8-19
Entering kit orders, 2-34
Forms
Entering landed costs, 4-7
Account Revisions, 13-40
Entering log information, 2-97
Additional Selection Criteria, 2-115,
Entering order detail information, 2-17
2-119
Entering order header information, 2-3
Address Book Revision, 2-8, 2-10
Entering order holds, 2-91
Application Constants, 13-29
Entering orders for multiple suppliers, 2-60
Approval Level Revisions, 6-5
Entering origination information for an
Approval/Rejection Reasons, 6-18
order, 2-10
Blanket Order Release, 5-15
Entering receipt information, 3-8
Branch/Plant Constants, 13-19
Entering receipts, 3-7
Commitment Inquiry Detail, 2-78
Entering reference information for an order,
Cost Analysis, 8-44
2-14
Customer Pricing Rules, 8-32
Entering reporting codes for a detail line,
Data Export Control Revisions, 15-5
2-32

OneWorld Xe (09/00)
 Index

Define Inquiry Columns, 8-16 Purchasing Tolerance Rules Revisions,

Define Inquiry Formats, 8-18 13-45
Define Inquiry Paths, 8-19 Quality Analysis, 8-42
Delivery Analysis, 8-36 Quality Analysis Details, 8-43
Enter Voucher - Payment Information, Quality Classification, 8-15
4-55 Quote Price Breaks, 5-19, 5-25
F4101Z1 Revisions, 15-19 Quote Response Entry, 5-24
Financial Status Inquiry, 2-122 Quote Supplier Entry, 5-21
Flat File CrossĆReference, 15-9 Receipt Routing Definition, 7-5
Inbound EDI Receiving Advice Revisions, Receipt Routing Movement, 7-24
15-17 Replacement Information, 7-32
Inclusion Rules Maintenance, 9-8 Routing Disposition, 7-31
Inspection/Sample Size Table, 7-19 Routing Disposition Setup, 7-12
Inventory Pricing Rules, 8-28 Select Item for Purchase, 10-9
Item Availability Definition, 13-27 Select Multiple Locations (for receipts),
Item Restriction Revisions, 8-7 3-11
Items Selected for Order, 2-69 Select Orders to Match, 4-18
Job Cost Constants, 11-6 Select Receipts to Match (invoices), 4-15
Journal Entry Prompt, 4-57 Substitute Items, 2-34
Kit Selection, 2-36 Supplier Analysis Details (Cost), 8-46
Landed Cost Revisions, 13-54 Supplier Analysis Details (Delivery), 8-37
Landed Cost Selection, 4-9 Supplier Catalog Maintenance, 8-24
Line Detail, 2-21 Supplier Catalog Search & Select, 2-64
Line Types Constants Revisions, 13-6 Supplier Catalogs - Item Selection, 2-64
Model Logs, 13-72 Supplier Ledger Inquiry, 4-14
Non Stock Item Revisions, 13-60 Supplier Master Revision, 8-5
Order Activity Rules - Revisions, 13-14 Supplier Quality Analysis, 8-15
Order Detail, 2-21, 2-57 Supplier/Item Relationships, 7-17, 8-11
Order Detail - Page 1, 2-22 Suppliers Selected for Order, 2-69
Order Detail - Page 2, 2-22 System Constants, 13-28
Order Detail Inquiry, 2-116 Threshold Maintenance, 9-10
Order Header, 2-5 Trial Balance/Ledger Comparison, 2-87
Order Header - Additional Information, Unedited Transaction Revisions, 15-18,
2-6 15-21
Order Hold Information, 13-50 Voucher Match, 4-14
Order Recap, 2-121 Work With AAIs, 13-40
Order Release, 5-7 Work With Addresses, 2-8
Order Requisition Approval, 6-17 Work With Approval Delegation, 6-8
Order Revision History, 5-34 Work With Approval Level Revisions, 6-5
Order Revisions Detail, 5-33 Work With Available Order Templates,
Order Template Revisions, 13-67 13-66
Order Templates, 2-67 Work With Blanket Order Release, 5-15
Password Confirmation (release orders), Work With Branch/Plant Constants,
2-93 13-18
Price Comparison, 2-62 Work With Commitment Inquiry, 2-77
Purchase Order Receipts, 3-10 Work With Data Export Controls, 15-5
Purchase Order Workbench, 2-61 Work With Flat File CrossĆReference,
Purchase Rebate Agreement Revisions, 15-8
9-5 Work With Freight Audit History, 4-20
Purchasing Date Revisions, 10-5 Work With Held Orders, 2-93

OneWorld Xe (09/00)
Procurement

Work With Hold Order Constants, 13-50 G

Work with Inbound EDI Receiving
Advice, 15-16
Work With Inquiry Columns, 8-16 Generate POs from Requisitions/Blanket
Work With Inquiry Formats, 8-17 Order Release (P43060), processing
Work With Inquiry Paths, 8-19 options, 5-8
Work With Landed Cost, 13-54 Generate Purchase Price by Currency,
Work With Line Types, 13-6 processing options, 14-9
Work With Model Logs, 13-71 Generating new price records in a different
Work with Model Logs, 2-101 currency, 14-7
Work With Non Stock Items, 13-60 Generating purchase orders, 10-7
Work With Order Activity Rules, 13-14
Work With Order Details, 2-56, 2-114,
2-118, 2-122, 13-68 H
Work With Order Headers, 2-3, 2-5
Work With Order Release, 5-7 Held Order Release, processing options,
Work With Order Revisions Summary, 2-95
5-32 Holds
Work With Orders Awaiting Approval, See also Order holds
6-13 assigning to subcontract payments, 4-16
Work With PO Speed Status Update, 10-3 soft warning, 4-16
Work with PO Unedited Transactions,
15-20
Work With Pricing Rules, 8-28 I
Work With Purchase Agreements, 9-5
Work With Purchase Order History,
Inbound edit/update program, 15-13
13-68
Inbound Flat File Conversion, processing
Work With Purchase Orders to Receive,
options, 15-10
3-9
Inbound transactions, 15-1
Work With Purchase Receipts, 3-27, 4-3
Interoperability overview, 15-1
Work With Purchasing Tolerance Rules,
Informal receipt process, 3-1
13-45
Interface tables
Work With Receipt Routing Codes, 7-5
conversion program for Interoperability,
Work With Receipt Routing Ledger, 7-34
15-9
Work With Routing Statuses, 7-22
converting flat files for Interoperability,
Work With Sample Size Tables, 7-19
15-3
Work With Stocked Item Reorder Point,
flat file crossĆreference for
10-9
Interoperability, 15-8
Work With Supplier Analysis Summary,
Interoperability
8-48
converting flat files, 15-3
Work With Supplier Catalogs, 8-24
inbound edit/update program, 15-13
Work With Supplier Master, 8-5
inbound transactions, 15-12
Work With Supplier/Item Relationships,
converting, 15-9
7-16, 8-11
receipt routing inbound processor,
Work With Suppliers, 5-23
15-13
Work with Unedited Transactions, 15-18
outbound transactions, 15-23
Work With User Defined Codes, 11-4
overview, 15-1
Work With Voucher Journal Entry
receiving advice edit/create, 15-12
Redistribution, 4-58
setup, 15-3

OneWorld Xe (09/00)
 Index

Invoices vouchers, 4-49

entering, 4-55, 4-56 Journal Entry Prompts form, 4-57
logging prior to receiving goods, 4-55
managing invoices in an alternate
currency, 4-22 K
printing logged information for, 4-59
Item availability, updating during receipt
Kits
routing, 7-4
changing quantity and cost information,
Item Branch/Plant (P41026), A-20
2-35
Item costs, 2-19
components, 2-34
Item restrictions, 8-7
entering kit orders, 2-34
Items
parent items, 2-34
adding, 8-10
assigning receipt routes to, 7-15
choosing suppliers from whom to
purchase, 2-62
L
creating supplier relationships for, 8-10
defining availability guidelines for, 13-27 Landed costs
entering detail lines for, 2-19 automatic accounting instructions for,
entering discount rules for, 8-26 13-35, 13-53
entering supplier prices for, 8-23 creating vouchers for, 4-8, 4-16, 4-47
nonĆstock, 2-20, 2-26 entering, 3-7, 4-7
ordering reviewing for detail lines, 2-19
using order templates, 2-65 setting up, 13-53
using supplier catalogs, 2-63 Ledgers, PA and PU, 2-76
printing a receipt register for, 3-34 Limit amounts, converting limit amounts to
removing from receipt routes, 7-30 another currency, 14-5
reviewing items on order, 2-113 Line types
reviewing order summary information, commitments, 2-76
2-121 discussed, 1-20
reviewing summary, 2-120 setting up, 13-5
reviewing the receipt route status for, Locations, assigning receipt items to, 3-11
7-22 Log Information, Work with, 2-97
setting up guidelines for acceptable, 8-14 Log Report/Update, running, 2-100
setting up information for, 8-3 Logged Voucher Detail report, 4-59
setting up nonĆstock, 13-59 Logging, Quantum Sales and Use Tax, A-14
Logging invoices prior to receiving goods,
4-55
J Logging invoices to create preliminary
vouchers, 4-55
Logs
Journal entries
entering, 2-97
for items in a receipt route, 7-7
from a model log, copying, 2-101
items in a receipt route, 7-4
model, creating, 13-71
items removed from a receipt route,
outstanding log warning, 2-99
7-12, 7-30
Lots, assigning to receipt items, 3-11
receipts, 3-29
Lump sums, 2-26
variances, 3-30, 4-50

OneWorld Xe (09/00)
Procurement

M Open Purchase Order Status, processing

options, 3-34
Order activity rules. See Activity rules
Mailing address, adding for a supplier Order detail information
permanent, 2-8 default fields, 2-18
temporary, 2-10 discussed, 2-1
Match Voucher to Open Receipt (P0411), entering, 2-17
processing options, 4-23 Order Detail report, printing, 2-126
Matching records to create vouchers, 4-11 Order Entry, processing options, 2-36
Matching records to create vouchers for Order header information
retainage, 4-43 accessing, 2-3
Menu environments, 1-17 discussed, 2-1
Menu flows entering, 2-3
nonĆstock based procurement, 1-23 Order holds
services/expenditures based entering, 2-91
procurement, 1-23 releasing, 2-92
stock based procurement, 1-23 setting up, 13-49
subcontract based procurement, 1-23 working with, 2-91
Model logs Order line types. See Line types
copying, 2-101 Order processing cycle, 1-18
creating, 13-71 Order revisions
Multicurrency activating, 5-30
orders, 2-3, 2-17 creating, 5-29
receipts, 3-8 printing information about, 5-34
reviewing information for subcontracts, recording changes to, 5-29
2-126 reviewing, 5-32
vouchers, 4-17 working with, 5-29
Order Revisions History report, printing,
5-34
N Order Template Revisions, processing
options, 13-69
Non Stock Item Master, processing options, Order templates
13-63 creating, 13-66
Non-Stock Product Categories (P7307), creating using order history, 13-67
A-17 entering items using, 2-65
NonĆstock items revising, 13-69
entering on detail lines, 2-20, 2-26 setting up, 13-65
setting up, 13-59 Orders
Notes canceling detail lines on, 2-18
adding for detail lines, 2-17 duplicating, 2-59
adding for orders, 2-14 entering dates for, 2-11
entering detail information for, 2-17
entering header information for, 2-3
O entering in multicurrencies, 2-3
entering notes for, 2-14
entering origination information for, 2-10
Obsolete items, 2-33
entering reference information for, 2-14
Open orders
entering supplier information for, 2-4
reviewing, 2-113
entering tax information for, 2-13
summary, 2-120
financial status information, 2-121

OneWorld Xe (09/00)
 Index

printing, 2-103 entering suppliers from which to obtain,

printing messages on, 2-110 5-20
putting on hold, 2-91 printing requests for, 5-22
reviewing change orders, 2-117 working with, 5-17
reviewing open, 2-113 working with delinquent, 5-27
reviewing open orders in an as if Price rule, entering for detail lines, 2-30
currency, 2-117 Prices
reviewing summary, 2-120 entering supplier, 8-23
reviewing summary information, 2-121 entering supplier discounts on, 8-26
using price quotes to create, 5-26 generating new prices in different
using requisitions to create, 5-4, 5-5 currency, 14-7
using special order entry features to Pricing constants, defining, 13-25
create, 2-59 Print messages, 2-110
Orders Awaiting Approval, processing Printing a history of order revisions, 2-127
options, 6-16 Printing items on order from a supplier,
Outbound transactions, 15-1 2-126
Interoperability overview, 15-1 Printing logged invoice information, 4-59
Outstanding log warning, 2-99 Printing open orders, 3-33
Overriding GeoCodes on a contract, A-44 Printing open voucher information by
Overriding GeoCodes on a purchase order, receipt, 4-62
A-43 Printing order revision information, 5-34
Overriding GeoCodes on a sales order, Printing orders by batch, 2-103
A-41 Printing orders individually, 2-110, 2-111
Overriding GeoCodes on a service order, Printing purchase order information by
A-45 supplier or branch, 2-125
Overriding GeoCodes on a voucher, A-40 Printing purchase receivers, 3-3
Overriding GeoCodes on an invoice, A-39 Printing quote order requests, 5-22
Printing receipt information, 3-33
Printing receipt information by supplier,
P 3-34
Printing receivers for individual orders, 3-5
Printing receivers in batch mode, 3-4
PA ledger, 2-76
Printing tax information, A-57
Performance information, reviewing for
Printing the AIA Application for Payment
suppliers, 8-35
report, 4-63
PO / Change Order Summary, processing
Printing the Order Detail report, 2-126
options, 5-34
Printing the status of open orders, 3-33
PO Receipts (P4312), processing options,
Printing the Subcontract Detail report,
3-15
2-126
Posting, vouchers, 4-49
Printing voucher information, 4-61
Posting committed costs to jobs, 11-13
Printing voucher information by detail line,
Posting receipts, 3-31
4-61
Posting tax information, A-58
Processing options
Price breaks, 2-63
Agent Message Center - Approval
Price quotes
Notification, 6-11
creating orders from, 5-26
Approval Level Revisions, 6-6
entering, 5-22
Change Order History Report, 5-35
entering items for which to request, 5-17
Commitment Inquiry, 2-79
Encumbrance Rollover (R4317), 2-80

OneWorld Xe (09/00)
Procurement

Generate POs from Requisitions/Blanket P0006 (Revise Single Business Unit),

Order Release (P43060), 5-8 A-25
Generate Purchase Price by Currency, P0026, job cost constants, 11-6
14-9 P0101
Held Order Release, 2-95 address book revision, 2-8, 2-10
Inbound Flat File Conversion, 15-10 work with addresses, 2-8
Match Voucher to Open Receipt (P0411), P01012 (Address Book Revisions)
4-23 manually assigning GeoCodes to a
Non Stock Item Master, 13-63 customer, A-27
Open Purchase Order Status, 3-34 manually assigning Geocodes to
Order Entry, 2-36 suppliers, A-26
Order Template Revisions, 13-69 P03B2002 (Standard Invoice Entry), A-39
Orders Awaiting Approval, 6-16 P0401, supplier master revision, 8-5
PO / Change Order Summary, 5-34 P0401I, work with supplier master, 8-5
PO Receipts (P4312), 3-15 P041051, journal entry prompt, 4-57
Purchase Order by Request Date, 2-126 P0411
Purchase Order Print, 2-104 enter voucher - payment information,
Purchase Receipts Inquiry, 3-28, 4-5 4-55
Purchase Receiver Print, 3-4 select orders to match, 4-18
Purchasing Date Revisions, 10-6 select receipts to match (invoices),
Quote Order Release, 5-28 4-15
Quote Response Entry, 5-25, 12-12 supplier ledger inquiry, 4-14
Rebate Agreement Maintenance, 9-9 voucher match, 4-17, 4-20
Receipt Routing Movement and P0411 (Standard Voucher Entry),
Disposition, 7-25 overriding a GeoCode on a voucher,
Received/Vouchered Status Report, 4-62 A-40
Reorder Point Purchase Order P042002, work with voucher journal
Generation, 10-11 entry redistribution, 4-58
Status Report by Supplier, 8-49 P04411, voucher match, 4-14
Suppler Catalog Revisions, 8-26 P09210, trial balance/ledger comparison,
Supplier Analysis, 8-41 2-87
Supplier History Template Rebuild, 13-70 P1720 (Service Contract Detail), A-44
Supplier/Item Relationships, 7-18, 8-12 P40131, item restrictions, 8-7
Supplier/Item Relationships Rebuild, P4015
14-3 order template revisions, 13-67
Trial Balance / Ledger Comparison, 2-89 work with available order templates,
Voucher Journal Report, 4-53 13-66
Voucher Match (P4314), 4-33 P40204
Processing orders, overview, 1-18 order activity rules (revisions), 13-14
Processing tax information, A-57 work with order activity rules, 13-14
posting, A-58 P40205
printing, A-57 line type constants revisions, 13-6
Procurement system work with line types, 13-6
environments, 1-17 P40215
features, terms, and concepts, 1-15 order templates, 2-67
purchasing methods, 1-15 work with purchase order history,
Programs and IDs 13-68
P0004A, work with user defined codes, P40230A
11-4 commitment inquiry detail, 2-78
work with commitment inquiry, 2-77

OneWorld Xe (09/00)
 Index

P40950 P43041, additional selection criteria,

account revisions, 13-40 2-115, 2-119
work with AAIs, 13-40 P43060
P41001 blanket order release, 5-15
application constants, 13-29 order release, 5-7
branch/plant constants, 13-19 select item for purchase, 10-9
item availability definition, 13-27 work with blanket order release, 5-15
system constants, 13-28 work with order release, 5-7
work with branch/plant constants, P43070
13-18 password confirmation, 2-93
P4101N work with held orders, 2-93
non stock item revisions, 13-60 P43081
work with non stock items, 13-60 approval/rejection reasons, 6-18
P41026 (Item Branch/Plant), A-20 order requisition approval, 6-17
P41043, substitute items, 2-34 work with approval status summary,
P41061 6-14
supplier catalog maintenance, 8-24 work with orders awaiting approval,
work with supplier catalogs, 8-24 6-13
P41061C, supplier catalog search & P43090
select, 2-64 supplier/item relationships, 7-17, 8-11
P41061W, supplier catalogs item work with supplier/item relationships,
selection, 2-64 7-16, 8-11
P41291 P43091
landed cost revisions, 13-54 receipt routing definition, 7-5
work with landed cost, 13-54 work with receipt routing codes, 7-5
P42053, select multiple locations for P43093
receipts, 3-11 inspection/sample size table, 7-19
P42090 work with sample size tables, 7-19
order hold information, 13-50 P4310
work with hold order constants, 13-50 line detail, 2-21
P4210 (Sales Order Detail), A-41 order detail, 2-21, 2-57
P4271 order detail - page 1, 2-22
customer pricing rules, 8-32 order detail - page 2, 2-22
inventory pricing rules, 8-28 order header, 2-5
work with pricing rules, 8-28 order header - additional information,
P43008 2-6
approval level revisions, 6-5 work with order details, 2-56, 2-114,
work with approval level revisions, 2-118, 2-122
6-5 work with order header, 2-5
P43011, work with stocked item reorder work with order headers, 2-3
point, 10-9 work with purchase order details,
P43025, work with PO speed status 13-68
update, 10-3 P4310 (Enter Purchase Orders), A-43
P4303, 2-101 P43100, purchasing date revisions, 10-5
create model log, 13-71 P43101, purchase order workbench, 2-61
P430301, order detail inquiry, 2-116 P43103, price comparison, 2-62
P43032 P4312
items selected for order, 2-69 purchase order receipts, 3-10
suppliers selected for order, 2-69 work with purchase orders to receive,
3-9

OneWorld Xe (09/00)
Procurement

P4319, work with order revisions P51COL

summary, 5-32 define inquiry columns, 8-16
P4320, order revisions detail, 5-33 work with inquiry columns, 8-16
P43205, order revision history, 5-34 P51FMT
P43214, work with purchase receipts, define inquiry formats, 8-18
3-27, 4-3 work with inquiry formats, 8-17
P4322 P51PT
purchasing tolerance rules revisions, define inquiry paths, 8-19
13-45 work with inquiry paths, 8-19
work with purchasing tolerance rules, P7306 (Constants), A-10, A-14
13-45 P7307 (Non-Stock Product Categories),
P43230 A-17
cost analysis, 8-44 R01840 (Effective Address Update), A-23
quality analysis, 8-42 R04305, accounts payable voucher
quality analysis details, 8-43 journal report, 4-53
quality classification, 8-15 R04602, supplier analysis, 4-62
supplier analysis details (cost), 8-46 R43412, receive/voucher status, 4-61
supplier analysis details (delivery), R43415, purchase order summary, 2-125
8-37 R43420, order journal, 2-127
supplier delivery analysis, 8-36 R43428, logged voucher detail, 4-59
supplier quality analysis, 8-15 R43450, received not vouchered
work with supplier analysis summary, reconciliation report, 4-62
8-48 R4350, quote request report, 5-22
P43250 R43500, print orders, 2-103
receipt routing movement, 7-24 R43510, print purchase receivers, 3-3
work with routing statuses, 7-22 R43512, inventory receipts register, 3-34
P43252, work with receipt routing ledger, R43525, open purchase order status, 3-34
7-34 R43535, order revisions history, 5-34
P43253 R43632, open purchase orders by
replacement information, 7-32 supplier, 3-33
routing disposition, 7-31 R43640, purchase order by request date,
P43280, work with approval delegation, 2-126
6-8 R4401P, Subcontract Detail report, 2-126
P43291, landed cost selection, 4-9 R4401P (subcontract detail report), 2-126
P4330, quote supplier entry, 5-21 R730101 (Update Address Book
P4331, quote price breaks, 5-19, 5-25 Geocodes), A-23
P4334 PU ledger, 2-76
quote response entry, 5-24 Purchase Order by Request Date,
work with suppliers, 5-23 processing options, 2-126
P4340, purchase rebate agreement, 9-4 Purchase Order Print, processing options,
P434201, Contract Analysis report, 8-49 2-104
P43900, supplier analysis regeneration, Purchase Order Summary report, printing,
14-3 2-125
P43DA, routing disposition setup, 7-12 Purchase orders
P44440, AIA Application for Payment approving, 6-16
report, 4-63 awaiting approval, 6-12
P470412, evaluated receipt settlement, entering for multiple suppliers, 2-60
4-48 generating automatically, 10-7
P48201 (Service Order Entry), A-46 receiving. See Receipts
rejecting, 6-16

OneWorld Xe (09/00)
 Index

reviewing approval status for, 6-9 Quote Order Release, processing options,
reviewing open, 3-33 5-28
setting up default values for, 8-3 Quote orders
tracking commitments and encumbrances See also Price quotes
for, 2-71 closing, 5-26
using blanket orders to create, 5-14 entering, 5-17
Purchase Receipts Inquiry, processing using requisitions to create, 5-18
options, 3-28, 4-5 working with, 5-17
Purchase Receiver Print, processing Quote Request report, printing, 5-22
options, 3-4 Quote Response Entry, processing options,
Purchase receivers 5-25, 12-12
discussed, 3-1
printing, 3-3
for individual orders, 3-5 R
in batch mode, 3-4
Purchasing
R4106101, generate purchase price by
inventory, 1-15
currency, 14-7
methods, 1-15
Rebate Agreement Maintenance, processing
nonĆinventory, 1-16
options, 9-9
Purchasing Date Revisions, processing
Rebate agreements
options, 10-6
changing the quantity or amount applied
Purges
to, 9-15
Closed Text Lines purge, 14-11
defining inclusion rules for, 9-6
running, 14-11
defining thresholds for, 9-9
Purging data, 15-25
entering, 9-4
reviewing purchasing transactions for,
9-14
Q reviewing summary information for, 9-14
setting up, 9-3
Quality performance updating information for, 9-17
reviewing for suppliers, 8-41 Rebate information, working with, 9-13
setting up guidelines for suppliers, 8-14 Receipt information
Quantum printing, 3-33
Sales and Use Tax, A-1 printing by supplier, 3-34
AAIs, A-15 Receipt routes
activating logging, A-14 assigning alternate, 7-15, 7-18
assigning GeoCodes, A-21 assigning to items, 7-15
components, A-4 creating, 7-3
constants, A-10 defining operations for, 7-3
interface considerations, A-6 defining sample requirements for, 7-18
interface overview, A-3 defining specifications for, 7-18
item tax information, A-19 removing items from, 7-30
overriding GeoCodes, A-37 replacing returned items, 7-30
overview, A-1 reversing item removals, 7-30
posting tax information, A-57 reversing item transfers, 7-33
setup, A-9 reviewing item specifications for, 7-30
testing the quantum connection, A-12 reviewing sample requirements for, 7-30
Vertex documentation, A-2 setting up disposition categories for, 7-12

OneWorld Xe (09/00)
Procurement

setting up item removal categories for, Receiving advice into purchasing, 15-12
7-12 Receiving to different locations, 3-11
transferring items to operations in, 7-23 Receiving transactions into OneWorld,
understanding journal entries for, 7-7 15-11
Receipt routing Record information, entering, 4-14, 4-17,
activating, 7-15 4-20
automatic accounting instructions for, Recording cost changes to an invoice, 4-21
13-35 Records
discussed, 7-1 creating vouchers using, 4-11
journal entries for items, 7-4 matching to create vouchers, 4-11
ledger, 7-34 Rejecting orders, 6-16
reversing receipts, 3-27 Releases, reversing, 2-70
reviewing the current status of items in, Releasing blanket orders, 5-14
7-22 Releasing order holds, 2-92
reviewing the history of items in, 7-34 Releasing requisitions, 5-5
working with items in, 7-21 Releasing retainage, 4-44
Receipt Routing Movement and Disposition, Removing items from a receipt route, 7-30
processing options, 7-25 Reorder Point Purchase Order Generation,
Receipts processing options, 10-11
assigning lots to, 3-11 Replacement items, 2-33
assigning serial numbers to, 3-13 Replacing returned items, 7-30
assigning tolerance rules for, 13-45 Reporting codes, entering for detail lines,
automatic accounting instructions for, 2-32
3-30, 13-34 Reports
canceling, 3-11, 4-18 A/P Voucher Journal, 4-53
closing the balance of, 3-11, 4-18 AIA Application for Payment, 4-63
creating routes for, 7-3 Contract Analysis, 8-49
entering in multiple units of measure, Logged Voucher Detail, 4-59
3-9 Order Revisions History, 5-34
formal, 3-1 Purchases Journal, 2-127
informal, 3-1 Quote Request, 5-22
journal entries for, 3-29 Received/Vouchered Status, 4-61
performing partial, 3-11, 4-18 Status Report by Supplier, 8-48
posting, 3-31 Subcontract Detail, 2-126
printing open, 3-33 Supplier Analysis, 4-62
printing open voucher information for, Waiver of Lien, 4-64
4-62 Request date, printing purchase orders by,
printing the status of, 3-33 2-126
reversing, 3-27 Requisitions
reversing items out of receipt routing, approving, 6-16
7-33 assigning tolerance rules for, 13-45
reviewing open, 4-3 creating orders from, 5-5
Received Not Vouchered Reconciliation creating quote orders from, 5-18
report, printing, 4-62 duplicating, 5-4
Received/Vouchered Status Report, entering, 5-3
processing options, 4-62 printing, 5-4
Received/Vouchered Status report, printing, rejecting, 6-16
4-61 releasing, 5-5
Receivers. See Purchase receivers reviewing orders awaiting approval, 6-12
Receiving inbound transactions, 15-12 working with, 5-3

OneWorld Xe (09/00)
 Index

Retainage Reviewing the history of items in a receipt

entering vouchers, 4-43 route, 7-34
releasing, 4-44 Revise Single Business Unit (P0006), A-25
retainage payables AAIs, 13-37 Revising a template, 13-69
Retainage records Revising purchase dates, 10-5
creating vouchers using, 4-43 Running the conversion program, 15-9
matching to create vouchers, 4-43 Running the Log Report/Update, 2-100
Reversing, releases, 2-70
Reversing a receipt, 3-27
Reversing receipts, 3-27 S
Reversing vouchers, 4-12
Reviewing a summary of supplier
Sales Order Detail (P4210), A-41
performance information, 8-47
Sales orders, types of, kits, 2-34
Reviewing and posting journal entries for
Screens. See Forms
voucher transactions, 4-49
Sending transactions from OneWorld, 15-23
Reviewing approval messages, 6-9
Sending transactions to external systems,
Reviewing change orders, 2-117
15-23
Reviewing commitment information, 2-76
Serial numbers
Reviewing financial status information,
assigning, 7-24
2-121
assigning to receipt items, 3-13
Reviewing journal entries for receipts, 3-29
Service Contract Detail (P1720), A-44
Reviewing multicurrency information for
Service Order Entry (P48201), A-46
subcontracts, 2-126
Setting up AAIs for Quantum, A-15
Reviewing open order summary, 2-120
Setting up automatic accounting
Reviewing open orders, 2-113
instructions, 13-33
Reviewing open receipts, 4-3
Setting up budget checking, 2-83
Reviewing order revisions information,
Setting up commitment relief, 11-4
5-32
Setting up commitments, 11-3
Reviewing order summary information,
Setting up constants, 13-17
2-121
Setting up data export controls, 15-5
Reviewing orders awaiting approval, 6-12
Setting up guidelines for acceptable items,
Reviewing purchasing transactions for a
8-14
rebate, 9-14
Setting up guidelines for delivery
Reviewing summary information for rebate
performance, 8-13
agreements, 9-14
Setting up landed costs, 13-53
Reviewing supplier cost performance, 8-44
Setting up nonĆstock items, 13-59
Reviewing supplier delivery performance,
Setting up order activity rules, 13-13
8-36
Setting up order hold information, 13-49
Reviewing supplier performance
Setting up order lines types, 13-5
information, 8-35
Setting up order templates, 13-65
Reviewing supplier quality performance,
Setting up rebate agreements, 9-3
8-41
Setting up supplier and item information,
Reviewing the budget, 2-86
8-3
Reviewing the Contract Analysis report,
Setting up the flat file crossĆreference, 15-8
8-49
Setting up the J.D. Edwards/Quantum
Reviewing the current operation for items,
interface, A-9
7-22
AAIs, A-15
Reviewing the Detailed Status Report by
activating Quantum constants, A-10
Supplier, 8-48
item tax information, A-19

OneWorld Xe (09/00)
Procurement

Soft warning, 4-16 entering prices for, 8-23

Standard cost, variance, 3-30 generating new prices in a different
Standard Invoice Entry (P03B2002), A-39 currency, 14-7
Standard Voucher Entry (P0411), overriding printing items on order for, 2-126
a GeoCode on a voucher, A-40 printing purchase order information for,
Status codes 2-125
setting up, 13-13 printing quote order requests for, 5-22
updating, 10-3 printing receipt information for, 3-34
Status Report by Supplier, processing reviewing cost performance for, 8-44
options, 8-49 reviewing delivery performance for, 8-36
Subcontract Detail report, printing, 2-126 reviewing performance information for,
Subcontract Management system, overview, 8-35
1-16 reviewing quality performance for, 8-41
Subcontract orders reviewing summary performance for,
approving, 6-16 8-47
awaiting approval, 6-12 setting up contract pricing for, 8-27
rejecting, 6-16 setting up delivery performance
reviewing approval status for, 6-9 guidelines for, 8-13
Subcontract payments, holds, 4-16 setting up information for, 8-3
Substitute items, 2-33 setting up item restrictions for, 8-7
Suppler Catalog Revisions, processing setting up purchasing instructions for,
options, 8-26 8-3
Supplier Analysis, processing options, 8-41 setting up quality performance
Supplier Analysis report, printing, 4-62 guidelines for, 8-14
Supplier catalogs. See Catalogs setting up summary performance
Supplier History Template Rebuild, information for, 8-16
processing options, 13-70 System constants, defining, 13-28
Supplier information, managing, 8-1 System integration, overview, 1-11
Supplier/Item Relationships, processing
options, 7-18, 8-12
Supplier/Item Relationships Rebuild, T
processing options, 14-3
Suppliers
Tables
accessing electronic catalog information,
F4301 (Subcontract Management
2-60
Heading), 2-126
attaching discount rules to, 8-31
F4303 (Contract Log Detail), 2-126
capturing performance information for,
F4304 (Contract Log Text), 2-126
8-35
F4311 (Subcontract Management Detail),
converting limit amounts to another
2-126, 4-63, 8-48
currency, 14-5
Tax information
creating item relationships for, 8-10
entering for detail lines, 2-29
defining certification status for, 2-60
entering for orders, 2-13
entering a permanent mailing address
vouchers, 4-17
for, 2-8
Taxes, automatic accounting instructions
entering a temporary mailing address for,
for, 13-35
2-10
Templates. See Order templates
entering for quote orders, 5-20
Testing the Quantum Connection, A-12
entering order information for, 2-4
Tolerance rules, creating, 13-45
entering price discounts for, 8-26
Transferring approval authority, 6-7
entering price quotes for, 5-22

OneWorld Xe (09/00)
 Index

Transferring items to operations, 7-23 Vertex. See Quantum

Trial Balance / Ledger Comparison, Voucher Journal Report, processing
processing options, 2-89 options, 4-53
Voucher Match (P4314), processing options,
4-33
U Vouchers
adding new purchase order detail lines
for, 4-16
UDCs. See User defined code lists
assigning tolerance rules for, 13-45
Understanding budget checking, 2-83
automatic accounting instructions for,
Understanding encumbrances, 2-72
13-34
Understanding journal entry creation for
creating for landed costs, 4-8, 4-16
items in a receipt route, 7-7
creating from preliminary vouchers, 4-57
Update Address Book Geocodes (R730101),
creating preliminary, 4-55
A-23
creating using receipt records, 4-47
Updating applications with EDI data, 15-13
creating using records, 4-11
Updating rebate information, 9-17
creating using retainage records, 4-43
Updating status codes, 10-3
journal entries for, 4-49
Updating supplier and item analysis
matching individual records to create,
records, 14-3
4-13
User defined code lists
matching order detail lines to create,
catalog names (40/CN), 8-24
4-16, 4-20
commitment order types (40/CT), 11-3
printing information about, 4-61
hold codes (42/HC), 13-49
reversing, 4-12
landed cost levels (41/CA), 13-54
landed cost rules (41/P5), 13-54
model logs (43/ML), 13-71
order templates (40/OT), 13-65
W
order types (00/DT), 13-14
price groups (40/PC), 8-31 Waiver of Lien, printing, 4-64
price rules (40/PI), 8-27 Warnings
rebate order types (43/RB), 9-4 outstanding log, 2-99
receipt route operations (43/OC), 7-5 soft, 4-16
receipt routes (43/RC), 7-4 subcontract payments, 4-16
status codes (40/AT), 13-14 Windows. See Forms
Work With Data Export Controls form, 15-5
Work With Flat File CrossĆReference form,
V 15-8
Work With Voucher Journal Entry
Redistribution form, 4-58
Variances
Workbench
actual costs, 4-50
about the Purchase Order Workbench,
standard costs, 3-30
2-60
weighted average costs, 4-52
entering orders for multiple suppliers,
VAT tax payables, automatic accounting
2-60
instructions, 13-37
Working with a commitment audit trail,
VAT tax recoverables, automatic accounting
11-9
instructions, 13-38
Working with approval routes, 6-3
Verifying commitment integrity, 2-74
Working with blanket orders, 5-13
Verifying that voucher amounts balance,
Working with budgets, 2-83
4-53

OneWorld Xe (09/00)
Procurement

Working with commitments and

encumbrances, 2-71
Working with items in a receipt route, 7-21
Working with journal entries for receipt
transactions, 3-29
Working with journal entries for voucher
transactions, 4-49
Working with order information, 2-113
Working with order revisions, 5-29
Working with orders awaiting approval, 6-9
Working with orders on hold, 2-91
Working with Quantum taxes, A-37
Working with quote orders, 5-17
Working with rebate status information,
9-13
Working with requisitions, 5-3
Working with retainage, 4-43
Working with special order entry features,
2-59

OneWorld Xe (09/00)