Creating P/Os from the Procurement Confirmation Queue

Use the Procurement Confirmation Queue to add the items listed to existing purchase orders. You can create an individual purchase order for a procurement request or you can add items to existing purchase orders. Adding items to a purchase order eliminates some of the cost of a non-stock order or purchase request. For example, a purchasing agent may already have a purchase order open and set for a particular vendor. If you have a request that can be processed on this order, the company saves the cost of opening a new order. This savings includes the time to open a new order, the physical cost involved, and the shipping and handling charges related to the order.

If the quantities ordered are less than the buy package quantity as set on the Primary Inventory Maintenance window, then the purchase order is not rounded to buy package quantity. For example, product A has 4 items in a case, which is the buy package. You require that when procured, product A must be ordered in case per the buy package quantity and  unit of measure. If you create a purchase order with 2 each of product A, then the purchase order quantity stays at 2 each. If you create a purchase order with 4 each of product A, then the purchase order quantity converts to the buy package quantity of a case.

To add a purchase request to a purchase order, a current purchase order must exist for that vendor in that branch.

You can ensure that a purchase order for a vendor that has exceeded their credit limit is not created. To do this, the Check Customer Credit On Procurementcontrol maintenance record must be set to Yes. If this record is set, then before a purchase order is created from Procurement Confirmation, the system verifies that the vendor has credit approval in the system before allowing a purchase order to be entered. If the user has authorization, the system does one of the following:

If released from credit hold, the release and user ID are recorded in the change log.

If a purchase order is created from the Procurement Confirmation Queue and that purchase order is canceled, the ship via defaults set by the Default Ship Via For Purchase Orderscontrol maintenance record. If the control maintenance record is not set or null, the system uses the ship via set in Vendor Maintenance.

Use the Commit Qty From Display Locationcontrol maintenance record to indicate whether users can commit products from a display location to a sales order.

ClosedAbout Authorization

Users are restricted to viewing only that information for which they are authorized by branch. If users are not authorized, the system masks the data with asterisks (***). Users must be assigned and S or T status to view branches that are outside their home branch assignments. Check the authorizations setup in the User Accessible Branches from User Maintenance.

Note: If the PROCURE.QUEUE.T.ACCESS authorization key is not assigned, the system only displays those branches to which the user has full access. If this authorization key is assigned, users can create purchase orders and edit the purchase order until the order is submitted. Once submitted, users need additional purchase order edit authorization.

Additionally, use the PROCURE.COST.EDIT and PROCURE.COGS.EDIT authorization keys to limit users to only editing cost or COGS on procured items on orders.

ClosedClick here to view the possible masked fields .

To create a purchase order for procurement request:

  1. From the Purchase > Queues menu, select Procurement Confirmation to display the Procurement Confirmation Queue window.

  2. Display the queue with the parameters you want.

  3. Select the item for which you want to create a purchase order.

  4. From the Line Items menu, select Create P/O.

The system creates the P/O with the procurement request and the procurement item moves from the list.

Note: If there is more than one price matrix associated with the product, the Vendor Matrix Cell Selection window displays. For more information see Creating Buy Matrix Cells.

  1. At the dialog box, indicate if you want to combine all items on the purchase order for the vendor.

  2. Edit the purchase order as needed.

  3. Save your changes and exit the window.

To add a purchase request to a purchase order:

  1. From the Purchase > Queues menu, select Procurement Confirmation to display the Procurement Confirmation Queue window.

  2. Display the queue with the parameters you want.

  3. Select the item you want to add to an existing purchase order.

  4. From the Line Items menu, select Add to PO hot key to display the list of open P/Os.

Note: If you receive a warning message, check your permission level for the  PROCUREMENT.CONFIRMauthorization key. You must have permission to add a procured item to an existing purchase order.

  1. At the dialog box, select the purchase order to which you want to add the purchase request.

The system adds the item to the purchase order and displays the Purchase Order Entry window.

  1. Verify the purchase order was updated with the item.

  2. Click the Status tab to update the status.

  3. Save your changes and exit the window.

See Also:

Procurement Confirmation Overview