Each order can contain multiple lines for the subcontracting products or purchased products (managed in stock or not). It can be drawn up from the purchased requests that have been recorded and signed, from the production or stock services requirements, and from the responses to issued requests for quotes.
Once signed, purchase orders can automatically generate reciprocal intersite or intercompany sales orders, if the entered supplier identifies a company site or a BP company site and if this is specified in the Intercompany flow management setup.
So as to satisfy every company legal context, posted amounts in expense accounts must correspond -depending on cases- to:
The application is used for the posting of expenses and the generation of pre-commitments, commitments and expenses according to one of theses three options. Corresponding budgetary postings are done according to the same rules.
This commitment mode is determined by the PURCMMTAX - Commitment type parameter (ACH chapter, CMM group). The posting of invoices and credit notes and their budget upload depends on the VAT rate and on the deduction percentage.
The supplier code contains the tax rule. Purchase requests can be entered without supplier code: therefore, the PURVACBPR- Default tax rule parameter (ACH chapter, CMM group) can be used to stock a default tax rule for the entry of purchase requests, for the company or the site.
Refer to documentation Implementation
The display of the entry screen depends on the setup of the selected transaction.
If a single transaction has been set up, no choice is suggested; otherwise, a window displays the list of transactions that you are authorized to use (the list can also be limited by access code).
According to the chosen transaction, the creation of an order can be broken down into header information and one to three sections:
Depending on the context, additional actions are available in the menu bar.
Presentation
Use the header to enter the general order information such as the order site, supplier code, date and order number, if required.
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Fields
The following fields are present on this tab :
| Code of the site issuing the order (request for quote, purchase request, order, subcontract order etc.). |
| This information cannot be modified and specifies whether the order has the type 'inter-site'.
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| This information cannot be modified and specifies whether the order has the type 'inter-company'. |
| Each order has its own order number. It is used to identify it. When you copy a purchase order and its order date is different from the current date, a messages suggests that you recalculate the prices and discounts according to the new order date. |
| This field cannot be entered. It is only loaded when order revisions are managed (PURREV - Revision management parameter (ACH chapter, ORD group)). It displays the last revision number created for the order. When you modify a signed and printed order, the original values (before modification) are kept in the history of revisions, and the revision number is incremented:
To view the history of revisions and detailed modifications, click:
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| The order date is initialized to the current date and can be modified (only in creation mode). The modification of this date during the creation leads to the display of a message offering the possibility to update the prices and potential discounts calculated for the order lines already entered. This modification also leads to the update of the expected receipt date of the order lines for which no requirement has been consumed. |
| To enter the supplier, enter the supplier code or click the Actions icon to:
This supplier cannot be defined as a ‘Prospect’ and must be ‘Active’. When the supplier entered is of the Miscellaneous type, a window automatically opens for the address to be entered. When the entered supplier is a Normalsupplier, you can view and potentially modify the address from the Actionsicon, as soon as the supplier code has been entered. After entering or modifying the supplier, the following messages may display:
If the supplier is modified and its units are different from those of the former supplier, the message "Do you want to order in US ?" is displayed. This enables the user to avoid any price setting inconsistency and keep a consistent order unit for the supplier.
In order duplication, changing suppliers is not authorized. Inter-company specificities: Within the framework of an inter-site or inter-company order, the supplier needs to be declared as being of the inter-site type and the site associated with this supplier must be a sales site (it defines the sales site in the mirror sales contract). The purchase site at the source of the order must determine an inter-site customer so as to define the ship-to customer on the corresponding sales order. When the supplier is identified as being an inter-site supplier, the inter-site flag of the order is automatically selected. If the site associated with the supplier belongs to another company than the purchase site of the order, the inter-company flag is also selected. A warning message can be displayed in this context if the customer linked to the purchase site is blocked. The generated sales order displays a blocked status. The inter-site orders are not themselves concerned with this operation. No WIP is managed for internal flows. |
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Presentation
Use this section to identify the sales conditions recorded on the order header, such as the payment term, delivery method, carrier, etc.
Most of this information is initialized by default and can be modified.
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Fields
The following fields are present on this tab :
BPs
| This field is used to enter the invoicing supplier code, initialized by default to the supplier code entered in the header. |
| This field is used to indicate an invoicing address code for the invoicing supplier. |
| This field is used to enter the paid supplier code, initialized by default to the supplier code entered in the header. The supplier can be another supplier chosen from the supplier table. |
| This field used to indicate a payment address code for the paid supplier. |
Project
Payment
| This field is used to enter an internal reference for the order that will be shown on the order document sent to the supplier. From this field, the contextual button gives access to the supplier's detailed address and can be used to select an alternative address for the supplier if necessary. This is the address to which the order document will be sent. |
| Use this field to enter a project code.
The management rules of this field are based on the PJTSNGDOC - One project by document- parameter (TC chapter, MIS group).
When the order has been generated using a back-to-back order from a sales order, the project code is automatically loaded based on the code of the sales order header. |
| This information is initialized to the supplier entered in the order header. It is used to identify the supplier's payment method as well as the payment scheduling. This information remains modifiable but is mandatory. From this field, it is possible to directly enter a payment code whose existence is controlled in the corresponding table or to use the contextual button to:
Only a discount code consistent with the legislation and company group of the document site can be entered. |
| The discount code is used to identify a series of discount and charge rates to be applied to a payment according to a number of early or late days with respect to the due date. Specificities linked to inter-companies: for an intercompany invoice generated from a sales invoices, the payment condition is intialized from the one of the sales invoice. |
| When the BUYFLT - Filter by buyer parameter (ACH chapter, AUZ group) is set to Yes, the Buyer code is set to the user code and its entry is mandatory.
From this field, the Actions icon gives you access to the supplier's detailed address and can be used to select an alternative address for the supplier if necessary. This is the address to which the order document will be sent. |
Currency
| This field indicates the code of the currency in which the order or receipt prices and amounts are expressed. From this field, it is possible to directly enter a currency code whose existence is controlled in the currency table or to use the contextual button to:
Specificities linked to the inter-company: Within the framework of an inter-company or inter-site order, the currency entered in the sales order generated is initialized to the currency of the customer associated with the purchase site. |
| This field is controlled by local menu and can take the following values: current exchange rate/monthly exchange rate/average exchange rate. The exchange rate type proposed by default is the exchange rate type associated with the supplier entered in the order header. As long as the order has not been created, it can be modified except when a line with a cost structure has already been entered. An exchange rate type is used to determine the currency exchange rate in the exchange rate table taking into account the order date. This information is used to determine the prices and discounts on the basis of the price lists authorizing the conversion between currencies. If order lines have been entered, or during the copy of an order, a question will be posed to the user about whether to re-calculate the prices and discounts depending on the price lists. If the user decides not to apply the price lists, the prices and discounts will be simply converted into the new currency at the rate determined by the exchange rate type and the order date. If the currency is equal to the company currency, the exchange rate type will not be accessible since it will have no influence in this context. |
Transport
| This information is mandatory and is initialized to the tax rule associated to the supplier entered in the order header. It is used to define the tax rule to be applied to the order and is used to determine the tax codes to be used for the product lines. Only a tax rule consistent with the legislation and group of the company associated with the site can be entered. From this field, you can:
If this information is modified during the creation of the order or on its duplication and if the order lines exist, a question will be posed to the user about whether to re-calculate the prices and discounts for the order lines, namely when the price lists are expressed including taxes. When the order is created, this information is no longer accessible. Inter-company specificities: In the case of an inter-company or inter-site order, the tax rule entered in the generated sales order is initialized with the tax rule of the customer associated with the purchase site. |
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| Site for which the invoices of this order are intended, initialized by default by the code of the financial site associated with the order site. Inter-company specificities: In the case of an inter-company or inter-site order, the invoicing site is initialized to the site associated with the bill-to customer defined in the customer record for the purchase site. The invoicing site can be modified on the condition that it is associated with a customer. At the time of the sales order generation, the bill-to customer and the pay-by customer will be initialized to the customer associated with the invoicing site entered. In the case of a modification, the sales order will automatically be updated. |
| This is the storage site code from which the customer is generally delivered. This site, which is controlled in the site table, must be identified as a warehouse. This information can only be accessed if the order is of the inter-company or inter-site type. It is used to indicated which shipping site will be used by the sales company that the inter-site/inter-company supplier identified. It will then serve to initialize the shipment site for each line of the purchase order. It is mandatory in this context. The shipment site is initialized by order of priority, as follows:
If after this search, the site is still not identified, you must then manually enter it. A control is applied to check if the entered site belongs to the same company as the supplier site and if the site is a storing site. The Actions icon is used to view all the sites available for selection. Specificities linked to automatically-generated purchase orders: if the shipment site is still not identified after the execution of the previous steps, the shipment site is initialized using the first warehouse site found, in alphabetical order, in the list of storage sites for the company identified by the supplier. When generating the corresponding sales order, the shipping site of the sales order header is equal to the site defined here. |
| This is the carrier in charge of transporting the goods. It is initialized to the supplier's carrier entered in the order header. A selection window is used to choose another carrier. It is also possible to access the carrier table if the user's authorizations allow it. Inter-company specificities: In the case of an inter-company or inter-site order, the carrier entered in the generated sales order is initialized to the carrier from the ship-to customer and not by the information entered at this level (except if the carrier has not been entered in the ship-to customer). |
| This mandatory information is initialized by default to the supplier entered in the order header. It describes how the goods are transported. This information is used namely in the Exchange of goods declaration (Intrastat). From this field, you can directly enter a delivery method whose existence is controlled in the delivery method table or you can use the Actions icon to:
Inter-company specificities In the case of an inter-company or inter-site order, the delivery method of the generated sales order is initialized to the delivery method entered in the purchase order if the delivery method is not entered in the ship-to customer. The ship-to customer for the sales order is determined by the delivery address identifying the receipt site for the purchase order. |
| The Incoterm codes, set by the International Chamber of Commerce, seek to standardize the terms the most used in the international commerce by defining the respective responsibilities of the seller and the buyer agreed upon on establishement of the sales contract by a unique word similarly understood throughout the world. The Incoterm code, controlled in Incoterm table is used in the INTRASTAT file (Exchange of goods declaration). It can also be used to define the price lists. When creating an order, a receipt or an invoice, the Incoterm code is initialized by default with the Incoterm code of the supplier. You can jump to the Incoterm management function.
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| It is the city associated to some types of incoterm. For example: FOB Le Havre. A selection window is used to choose a city listed in the system. It is however possible to enter a city that is not listed. |
| This field, managed with an entry transaction, is used to indicate a freely selected code used to identify and group the documents having the same code. It is used, for instance, when importing goods, to accumulate the various documents corresponding to orders that have been grouped into the same journey for logistics and cost optimization reasons. |
Grid Analytical
| This table is used to enter or view the dimension types, depending on the parameters of the delivery entry transaction. |
| This field repeats the title of the dimension type. |
| These are the analytical dimensions initialized based on the setup of Default dimensions (POH dimension code). These dimension codes can be modified manually if authorized by the transaction. When an analytical dimension is used for project management tracking, any modification of the project code on the document header leads to the dimension code being reset based on the Default dimensions setup. If the project code is used onto the lines, the dimension code of impacted lines is also reset. According to the setup of the POP dimension code, the dimensions entered at the header level can be used as the default value for the lines of the purchase order. |
Status
| This information is used to identify the order situation from the signature management view point. The possible values are: 'No', 'Partially', 'Totally', 'No management', 'Yes automatic'.
If the type of the purchase order is defined in the setup and is equal to "inter-sites" or "inter-companies", the corresponding sales order will be automatically generated if the value of the signature is: 'No management', 'Totally' or 'Yes automatic'. |
| This information is used to identify if the order document has been printed. The order document can only be printed if the order has been totally signed, or if there is no signature management for this order or if the signature is automatic. |
| This information is used to identify whether the order is totally completed/closed (when all the order lines are closed, the order is automatically closed). |
| This information is used to identify the situation of the order from the point of view of the receipt of goods. |
| This information is used to identify the situation of the order from an invoicing point of view. The possible values are: 'No', 'Partially', 'Totally'. |
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Presentation
Use this section to enter the ordered product(s).
The essential information to enter is:
Fields
The following fields are present on this tab :
| Help common to the Order, Invoice and Buyer plan functions.
The entry of the product is used to initialize the Description fields that can be modified.
For products managed in stock, it is possible to take into account the suggestions coming from the MRP calculation or those from the statistical reordering calculations as well as the purchase requests. For products not managed in stock, only potential purchase requests can be taken into account. In the case of subcontract products, the subcontract orders generated by manufacturing releases are the ones to suggest what purchase to perform. To order a subcontract product, requirements must exist. Otherwise, an error message will display upon entering the product reference.
Requirement selectionWhen entering an order and depending on the entry transaction used, if there are purchase suggestions, subcontract orders or purchase requests for the entered product, a window can automatically open to suggest that requirements be taken into account. This window is displayed after entering the product reference, or if the product is of the 'Service' category, after selecting the Product type (service or subcontract), when modifications are available. Notes:
If you do not want to take into account the requirements, simply cancel this window to return to the line entry (except for sub-contract products where the selection of the requirement is mandatory). If you want to take requirements into account, select them in the corresponding window. This window shows the supplier code and name and the product code concerned along with its standard description. To view the requirements on all sites, including the sites where the product-supplier is blocked, select the All sites check box. Otherwise, leave the check box cleared or only the requirements of the receiving site will be displayed. If the receiving site is empty as a consequence of the supplier being blocked on the Product-site record, the requirements of the default receiving site are displayed. Likewise, you can adjust the display of the requirement lines according to the criterion of back-to-back orders. A date can also be entered to limit the proposition in time. This date will be applied by default to the requirement end date, but it can be applied to the requirement start date according to the Requirement selection section. If no date is specified, all suggestions, purchase requests or subcontract orders are suggested. Click Criteria to enter sorting criteria and additional selection criteria, including the entry of ranges related to the project code, the document or the original document, and a filter on the suggestion type. You must then enter the unit in which the requirements quantities must be expressed. By default, the stock unit is suggested but it can be modified if it was picked in one of the following units: Purchase Unit, Packing unit, Stock unit of the product. Requirement lines are then displayed with, for each one:
After entering the unit, you can automatically enter the quantity to be taken into account, which is the only information that can be entered on this screen. If you want to sort the suggested list by requirement start date (default sort), by requirement end date or by site, you have to exit the entry mode and use the Actions icon to choose the required sort. At this stage, if the requirement line is taken from a purchase request, you can also tunnel access the purchase request for inquiry. The suggested quantity taken into account can be modified on the condition that the quantity entered is less than or equal to the requirement quantity, which can be the case if, for instance, you wish to take into account only part of the requirement. If you wish to exclude requirement lines, enter a null quantity. Click the Actions icon to select the total requirement quantity. For subcontract products, always enter the required quantity in the screen dedicated to the taking into account of requirements. In fact, the creation of an order line for a subcontract product can only be made by consuming subcontract requirements. It remains possible to order a quantity greater than the requirement expressed by the manufacturing service. To do so, modify the ordered quantity once the order line has been generated. For products managed by direct back-to-back order, the quantity cannot be modified. Purchase back-to-back orders are prohibited when the PURCTLPRI0 - Purchase price existence control parameter (ACH chapter, PRI group) is set to 'Control' and the product has no price:
Once this process is complete, if when entering the product, you have previously selected an invitation to tender response, an additional check is carried out and a warning message appears when the total requirement quantity is less than that mentioned in the response. You can cancel or proceed with your entry. In addition, another message allows you to decide if the order lines must be valued or not at the price entered in the request for quote response. After validation, requirement lines taken into account are then sorted by product, by site, by supplier, and by project code and then lines are grouped by site, by analytical dimension, by project code and by description for generic products. Subcontract requirements are never grouped. By using an entry point, it is possible to modify the grouping of the these orders (see the entry point ECLBESOINS). For order lines generated from a requirement linked to a purchase request, after creating the order line, click the Actions icon to view all purchase request lines that have not be consumed. An inquiry screen appears and by tunnel it is possible to access each of the associated purchase requests. When the requirements taken into account in an order line concern more than one purchase request, it will not be possible to reduce the order line quantity (however it can be increased). When the requirements concern a single purchase request and the quantity is reduced, this reduction will update the WIP quantity in the purchase request and the order, as well as the consumption information in the purchase request. It will also update the precommitments if necessary. Inter-company specificities: Inter-site orders: You can only enter products of the Received / Deliverable type. Inter-company orders: You cannot enter a product of the Received / Not deliverable type. For the same inter-company purchase order, the product of the first entered line determines the category of the generated sales order. A control is applied to the type of each product that you add so consistency is ensured at the level of the sales order category.
When creating a purchase order, even if you delete the product on the first line, the sales order category defined is kept as long as the table contains at least one line. In order to reinitialize the sales order and its category, you must delete all the entered lines. When modifying a purchase order, if the sales order has already been generated, its category can never be modified, even if you delete all the purchase order lines. You can only enter products of a type compatible with the initial category. However, if the sales order has not been generated yet (e.g. if the signature management is active and the purchase order has not been signed yet), you can delete all the lines, enter a product line of any other type and finally modify the category of the sales order to generated, if needed. The subcontract products are not allowed for this type of orders. |
| This is the description translated into the supplier's language. This description will be transmitted with any modifications on the receipt to stock or on the supplier invoice. When an order comes from a purchase request or a request for quote, the translated description will be inherited from the original line. This description will be printed on the order document.
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| This is the description entered in the product record. This description will be transmitted with any modifications on the receipt to stock or on the supplier invoice. In the case of an inter-site or inter-company order, the modified standard description will also be transmitted to the sales order generated. When an order comes from a purchase request or a request for quote, the standard description will be inherited from the original line.
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| The major version number can only be accessed if the tracking of major versions is activated at product setup level (in the Management section of the Product function, the value of the Stock version field is set to 'Major'). If the versions preloading is activated at the Product-supplier level, or otherwise, at the Product/Order level, the last active major version is preloaded automatically. Otherwise, the last major version with the 'Stopped' status will be preloaded. It can still be modified. |
| The minor version number can only be accessed if the tracking of the major and minor versions is activated at product setup level (in the Management section of the Product function, the Stock version field is set to 'Major and minor'). If the version preloading is activated at Product-supplier level, or at least, at Product-Order level, the last minor version is preloaded automatically. It can still be modified. |
| Site where you want the supplier to ship the order, initialized by the purchase site entered in the order header, when the site is also a warehouse site. Concerning an order for a product managed in stock:
If the product is managed in stock and the purchase site is not a storage site, then the system will propose the first storage site defined for the product. If you change the receiving site, a message suggests that you run the default supplier search again:
From this information, you can use the Actions icon to:
Inter-company specificities: When the purchase order is of the inter-site or inter-company type, the receipt site is initialized to the receipt site entered in the default delivery address of the customer order associated with the purchase site of the purchase order. If the default delivery address associated with the customer defined by the purchase site does not specify the receiving site, then the first delivery address will be used, in alphabetic order, to identify the receiving site. If no receiving site is defined for any of the delivery addresses for the customer associated with the purchase site, a blocking message is returned: Inter-sites: Delivery address not found for customer BP xxxx. In the same way, a blocking message is returned if the site identified does not belong to the same company as the purchase site (inconsistency in the database). When the order is saved, the receiving site displayed in the order header will be same as the receiving site that has been chosen in the first line of the purchase order. During the generation of the sales order, the delivery address used in the order line will be the delivery address identified by the receiving site entered on the purchase order line. The system may prohibit the entry of different receipt sites on the purchase order lines in this context. This depends on the parameters linked to sales: If the LINBPD - Ship-to clients on detail parameter (chapter VEN, group MIS) for the site defined by the supplier does not allow different addresses on the lines of a single sales order, then the receipt site is the same for all the lines in the purchase order. The receiving site entered on the first line of the purchase order will be automatically picked up by the next line without the possibility of modification. If the customer related to the purchase site only authorizes completed orders, you can only enter one receipt site and one shipping site on the purchase order, for all the lines of the purchase order. The receiving site and the shipment site entered first in the purchase order will be systematically used in the next lines entered without the option of modification. |
| This is the default address code for the receiving site chosen. This address will be printed on the order document sent to the supplier. |
| Use this field to specify the consumption place for the carrier or to define an address complement. Examples: Dock xx or Hall yy. The place of consumption is written on the order document.
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| This is the storage site code from which the customer is generally delivered. This site, which is controlled in the site table, must be identified as a warehouse. This information can only be accessed if the order is of the inter-company or inter-site type. It is used to indicated which shipping site will be used by the sales company that the inter-site/inter-company supplier identified. It will then serve to initialize the shipment site for each line of the purchase order. It is mandatory in this context. The shipment site is initialized by order of priority, as follows:
If after this search, the site is still not identified, you must then manually enter it. A control is applied to check if the entered site belongs to the same company as the supplier site and if the site is a storing site. The Actions icon is used to view all the sites available for selection. Specificities linked to automatically-generated purchase orders: if the shipment site is still not identified after the execution of the previous steps, the shipment site is initialized using the first warehouse site found, in alphabetical order, in the list of storage sites for the company identified by the supplier. When generating the corresponding sales order, the shipping site of the sales order header is equal to the site defined here. |
| This is the sub-contractor address code where the materials linked to a sub-contractor operation must be consumed. By default, this is the default supplier address that is used. This information is only accessible if the product entered on the order line is a sub-contractor product and if the sub-contractor supplier has also been defined as a customer. This address code corresponds to a shipment address code associated with a customer defined for the supplier. It is possible in this way to define a Sub-contractor location by address code. If a customer has not been defined for the sub-contractor supplier, the sub-contractor location defined in the supplier record will be taken. The sub-contractor address code will be initialized to the address code entered in the sub-contract operation. If it is not entered in the operation, the system will initialize this information with the default delivery address for the customer associated with the sub-contract supplier. It is possible to modify this sub-contractor address. The modification of this address will then be transferred to the sub-contracting operation. From this information, a contextual button can be used to:
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| Order or invoicing unit.
Only the packing or purchase units previously mentioned can be selected. Depending on the purchase order transaction used, you can access (or not) the order unit. If the transaction does not authorize the entry of the order unit, it is initialized to the purchase unit defined for the supplier or to the purchase unit of the product if this does not exist. In the case of an order arising from a requirement, the unit suggested by default is the purchase unit of the supplier for the product or the purchase unit of the product. It is possible to modify the order unit proposed. From the Actions icon, you can view the list of units including: the stock unit, the product packing units, the product purchase unit and the different units suggested for the supplier. When the order line originates from a direct order, the order unit is determined based on the value of the POHCTMPUU - Direct order in purchase unit parameter (ACH chapter, ORD group). In the buyer plan, if the supplier is modified and its units are different from those of the former supplier, a message is displayed suggesting to order in stock unit in order to avoid any price list inconsistency and keep a coherent order unit for the supplier. If you answer Yes, the order unit is readjusted into stock unit. If you answer No, the quantities are readjusted keeping the supplier's units. Inter-company specificities: In the case of an inter-company or inter-site order, the unit is checked to ensure that a correspondence exists in the Sales module. Otherwise, a blocking control prohibits the entry of this unit. |
| It is mandatory to mention the quantity of product to be ordered in order units. The order unit can be a purchase unit or a packaging unit to be found in the product-supplier or master product. The user will also obtain an error message when:
From the quantity field, use the Actions icon to access the stock inquiry for the receipt site previously entered. Inter-company specificities: For inter-company or inter-site orders, in addition to a control carried out in connection with the minimum purchase quantity, another control is to be performed in connection with the minimum and maximum sales quantities. This control can be blocked according to the value attributed to the user parameter SDACLOK - Ctr. non blocking price, margin, qt (VEN chapter, AUZ group). For intercompany orders related to a non-deliverable Service product in a progress billing project, you cannot enter a quantity below the total quantity including the already billed quantity and validated quantity on the billing plan. |
| This is the conversion factor expressed between the order unit and the purchase unit (supplier or product). This coefficient is used to calculate the quantity in PU from an order unit entered in OU: You can modify this conversion coefficient if the order unit is a product packing unit, whose coefficient can be modified (see Packing unit table on the Units section of the Product record) but cannot be used with the other units (product purchase unit, supplier purchase unit, supplier packing unit, stock unit). Inter-company specificities: In the case of an inter-company or inter-site order, the factor used in the generated sales order is always the one entered on the purchase order. |
| This is the purchase unit defined for the product-supplier combination, or for products that do not exist in the product-supplier record.
This purchase unit cannot be modified. It is used as the default value when entering an order, subcontract order or receipt. The supplier purchase unit is suggested by default when the product-supplier record exists. The purchase units are accessible depending on the type of category assigned.
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| This field indicates the product management unit in which are expressed:
This information is always displayed, regardless of the transaction used. It cannot be modified. |
| Quantity in stock unit calculated from the ordered quantity in order unit. If the entered quantity is not a multiple of the order unit, a warning message is displayed. By default the minimum purchase quantity or the quantity of considered requirements is suggested. Under no circumstances the quantity entered is lower than these quantities. You can modify this quantity if the order unit is a product packing unit, whose coefficient can be modified (see Packing unit table on the Units section of the Product record) but cannot be used with the other units (product purchase unit, supplier purchase unit, supplier packing unit, stock unit). If you modify the quantity in stock unit, the factor expressed between the order unit and the purchase unit is adjusted. |
| Use this field to enter a project code.
The management rules of this field are based on the PJTSNGDOC - One project by document- parameter (TC chapter, MIS group).
When the order has been generated using a back-to-back order from a sales order, the project code is automatically loaded based on the code of the sales order header. |
| Help common to the Orders, and Buyer plan functions. The expected receipt date must be entered. A date is automatically suggested by default. It can have various origins, including (in the following order):
This date is controlled with respect to the receiving site's calendar. If the site is unavailable on this date, a blocking message is displayed and you need to enter another date. You can also be returned a warning message when the entered date is prior to the calculated date. Once the order line has been validated, this date will not be modified by a price list re-initialization. The planned due date can also be automatically recalculated when the date entered corresponds to a non-working day for the site. It is then automatically proposed as the first working day. In any case, the minimum planned due date will be equal to the order date increased in the order by the lead-time from the price list, the Product-site or Product record. From this field, click the Actions icon to view the stock forecast. Inter-company specificities: Within the framework of an inter-site or inter-company order, the delivery date requested in the generated sales order header is initialized to the nearest expected receipt date from the purchase order lines. The expected receipt date for each sales order line is initialized to the expected receipt date from the corresponding purchase order line. |
| Help common to the Order and Buyer plan functions. Use this field to determine the gross and excluding tax unit price of the product. This price is expressed in order unit if the Unit field is declared as accessible at the time of entry in the transaction, if not, it is expressed in purchase unit. When the main information for the line has been given, a price list search process is automatically carried out. The objective of this search is to recover:
When the entered price is null, a message appears to request confirmation from the user. In the Price field, you can use the Actions icon to:
The entry of other data on the line depends on the selected transaction. This is the case for example for the Site information, Quality control code, etc. Inter-company specificities: Within the framework of an inter-site or inter-company order, if the inter-company price lists have been set up, they will be used in the same way as normal price lists. When the sales order is generated, the prices and the discounts calculated for the reciprocal sales order will be determined from the inter-company price lists or the normal price lists. In no case will the prices and discounts entered in the purchase order be transferred to the sales order. The prices between the sales and purchasing documents can change independently. The reconciliation is made at the time of invoicing. |
| Help common to the Sales and Purchase modules. The displayed discount and cost columns are linked to the setup of the price lists structure code associated with the supplier in said supplier's record. Access to these columns can depend on the setup of the reasons associated with the price lists as well as the value of the reason given to the
These discounts or costs are defined in amount or in percentage and they are applied with a totaling or cascading method to the gross price to determine the net price of the document line. From the Actions icon, you can:
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| This is the unit net price for the order line calculated from the gross price affected by any discounts and charges. |
| This is the unit net ex-tax price multiplied by the ordered quantity. |
| This is the currency of the document, in which the amounts displayed in the previous columns are expressed. |
| The management of landed costs makes it possible to quantify the routing costs of the goods ordered from a supplier and to allocate them to the products upon order, receipt or invoice. These costs are used for the calculation of the purchase cost and stock cost.
Only one method can be used, the choice of this method is performed at the level of the product management. The management of this field depends on the method used to determine the landed costs and on the entry transaction used. When it can be entered, the landed cost coefficient must be greater than or equal to 1. It is used to impact the purchase and stock costs by adding to the net price costs that have been previously estimated. If no record exists for the storage site of the product-supplier, the coefficient displayed on the Product-supplier record is used. In order to display the calculated landed cost amount, click Line cost from the Actions icon (this amount is displayed on the Cost detail section - Undetailed costs table). |
| The management of landed costs makes it possible to quantify the routing costs of the goods ordered from a supplier and to allocate them to the products upon order, receipt or invoice. These costs are used for the calculation of the purchase cost and stock cost.
Only one method can be used, the choice of this method is performed at the level of the product management. The management of this field depends on the method used to determine the landed costs and on the entry transaction used. When it can be entered, this value, which must be a positive value, is expressed in the company currency. It is initialized with the fixed cost per unit entered for the storage site of the product-supplier in the Landed costs - Site function. If no record exists for the storage site of the product-supplier, the fixed cost per unit displayed on the Product-supplier record is used. If the fixed cost per unit is not registered on this record, the value 0 is applied. In order to display the calculated landed cost amount, click Line cost from the Actions icon (this amount is displayed on the Cost detail tab - Undetailed costs table). |
| The management of landed costs makes it possible to quantify the routing costs of the goods ordered from a supplier and to allocate them to the products upon order, receipt or invoice. These costs are used for the calculation of the purchase cost and stock cost.
Only one method can be used, the choice of this method is performed at the level of the product management. A cost structure details all the costs that are considered as fixed costs and can be identified at the time of the purchase. These costs are expressed in the currency of the company. When managed, this information is initialized based on the cost structure entered for the storage site of the product-supplier, in the Landed costs - Site function. In order to display the detail of costs included in the cost structure, click Cost structure detail from the Actions icon. It remains possible to adjust the calculated amounts. |
| This information, which cannot be modified, is displayed if the transaction authorizes it. The purchase cost per unit, which cannot be modified, is expressed in the company currency. It is equal to the result of the following calculation: Line purchase cost / Quantity (in STK)
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| The purchase cost corresponds to the total amount that the buyer has to pay: the amount of the line, all the costs and invoicing elements (valued or not), as well as the non-deductible taxes. The calculation method varies depending on the landed costs valuation method:
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| The actual purchase cost corresponds to the total amount of the invoices/credit memos allocated to the line. These are the supplier invoices/credit memos, as well as the additional invoices and the credit memos on additional invoices, as long as they are validated.
The actual purchase cost is not available for modification. It is only displayed if the entry transaction authorizes it. It is expressed in the currency of the company.
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| This is the stock cost per unit of the product, expressed in the currency of the company. This field cannot be modified. It is displayed if authorized by the transaction you selected.
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| This field, which cannot be modified, is displayed if the transaction authorizes it. Its calculation mode varies according to the method used to value the landed costs:
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| This is the currency in which the stock is valued (accounting currency of the company). The stock cost per unit and the order unit price are expressed in this currency. |
These fields indicate the purchase accounting accounts. The charts of accounts that can be accessed depend on the account core model associated to the company of the movement. |
| The presence of this information depends on the transaction setup. The different purchase types are: Purchases, Fixed assets and Services. The purchase type is initialized on the basis of the tax posting type associated to the GL account previously entered. The purchase type will be transmitted to the receipt or to the purchase invoice control. |
| This field displays the tolerance code of the order line. This field is loaded in the following way:
Field management (depends on the entry transaction setup)
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During the entry of an order line, the analytical dimension types are initialized according to the POP Default dimensions code. If the order line originates from a document line, the analytical dimension types are loaded by the analytical dimensions on the source document line. If analytical dimension types are not specified on the source document, an attempt to initialize these analytical dimension types is made according to the Default dimensions code. |
| This code is used to define whether this product must be controlled on receipt into stock.
When the quality control code associated with the product or with the product-supplier combination has the Non-changeable control value, the field that corresponds to the order line cannot be accessed in entry mode, irrespective of the transactions setup. This information will then be used at the receipt and cross-checked with the management rule defined for the product category and associated with the movement type Supplier receipt to determine the product status and to generate, if necessary, an analysis request. |
| This is the increase coefficient used in the INTRASTAT file (Exchange of goods declaration). |
| This is the country of origin where the goods have been manufactured. |
| This information is not accessible on the order line. When the date and number of the last acknowledgment of receipt sent by the supplier are entered on the Total section of the order, the order lines that do not have an acknowledgment date and number yet are automatically updated with the values entered. |
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| This information is used to indicate the order line situation. If the line is complete, it will not be accessible. |
| If revision management is activated (PURREV setup), the revision number is displayed on the line specifying that the order line has been modified under revision number x. |
| This information specifies the original sales order number when the purchase order has been generated by a direct order. |
| This non accessible information reminds the origin of the purchase order line. |
| This field, subject to an entry transaction, contains the weight of the ordered product. |
| The weight unit is the reference weight of the document. It is defined by parameter SALDSPWEU - Weight units to affect (chapter TC, group INV) for all the documents. |
| This field, subject to an entry transaction, contains the volume of the ordered product. |
| The volume unit is the reference volume of the document. It is defined by parameter SALDSPVOU - Volume unit to affect (chapter TC, group INV) for all the documents. |
| This field is used to enter a first tax code to apply to the ordered product. |
| This field is used to enter a second tax code to apply to the line. This concerns additional or special taxes. |
| This field is used to enter a third tax code to apply to the line. |
| This field is used to indicate the receipt tax to apply to the product. |
| This field is used to indicate the issue tax to apply to the product. |
| This field is used to indicate an additional tax to apply to the product. |
| This field is used to indicate an additional tax to apply to the product. |
| This information characterizes the line type by distinguishing a standard product from a subcontract BOM product.
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Amount
| This amount, which cannot be accessed, is a reminder of the minimum order amount defined for the Supplier. |
| This field displays the maximum order amount defined for the supplier in the folder currency. This amount is not stored and does not prevent you from saving. The field identifies the total purchase order amount needed to receive free freight. It is a display-only field and does not restrict POS creation. |
| The field identifies the total purchase order amount needed to receive free freight. It is a display-only field and does not restrict POS creation. |
| This field, which cannot be accessed, describes the type of control carried out with respect to the minimum order amount. The type of control (blocking, warning, no control) is defined by the parameter POHMINAMT - Order min amount control (ACH chapter, AUZ group). |
| This is the total ex-tax amount for the order expressed in the order currency. |
Block number 3
Container capacity
| Select the container that you want to use. It can simply be a "freight container" type. |
| This field displays the total weight capacity of the selected freight container(s). If a container is not selected, you can enter a weight without having to manage containers. |
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| This field displays the total volume capacity of the selected freight container(s). If a container is not selected, you can enter a volume without having to manage containers. |
Totals
| This field represents the total weight multiplied by the quantity ordered. |
| This field represents the total quantity ordered multiplied by the total volume. |
Available
| This is field displays the available weight for a container when the total weight of selected lines in the workbench do not equal zero. |
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| This is field displays the available volume for a container when the total volume of selected lines in the workbench do not equal zero. |
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Action icon
Click this action to view the budget details. According to your setup, the budget control can be carried out for information purposes at the level of each line or at the end of the order entry.
Once the line entry is complete, a message is displayed when the line budgetary control has been activated and the budget has been exceeded (see BUDCTLPOL parameter). A similar message, which can be blocking, can be displayed when creating the order (see the BUDCNTCMM and BUDCTLPOH parameters).
Click this action to copy the order line. The duplicated line is automatically inserted below the line selected for copy.
The copy of lines related to products of the Subcontract service type is not allowed.
Click this action to manually close the order line. If a commitment has been generated for this line, it is reversed automatically for the remainder.
When additional invoices on order have been recorded, if the order line is closed then all the additional invoices recorded on this order line are considered. Even if the order line has been received (at once or gradually) and it has been subject to one or many additional invoices, the invoices lines are only considered, and the stock adjustment movements applied, when closing the order line. The additional invoices are then distributed with respect to the received quantities of each receipt of the order line.
If the line is already closed and the order is not completely closed, you can use this function to reactivate the order line.
For an intersite or intercompany order, if the sales order has been generated, closing the purchase order line automatically closes the corresponding sales order line. You can only close a purchase order line when the reciprocal sales order line has not been allocated, shipped or invoiced.
Click this action to split an order line into multiple lines. It can only be accessed for order lines in creation progress, where the quantity in order unit is not equal to one (if the unit has not been decimalized).
It is used to split an order line into multiple lines and to modify the receiving site, the associated address, the quantity in order unit and the expected receipt date.
Different error messages can be generated; for example, when exiting the window and the line quantity has not been totally assigned, or if you attempt to insert a line but the quantity has been fully allocated.
Click this action to have a detailed view of an order line status against the shipment, receipt and invoicing processes. Three grids are displayed:
The invoices and additional invoices displayed in the invoice list are not necessarily validated: they are displayed as soon as they are saved. The list of the validated additional invoices included in the calculation of the actual purchase cost is displayed in the undetailed costs table, available in the Line cost window (Cost detail section). To display this window, click the Actions icon from the order line.
Click this action to enter text on each product line. The text contents is printed on the supplier order document.
If a purchase text has been defined in the Product-supplier record or in the Product record, this text is systematically displayed on the order line. Otherwise, it can be modified.
When the order line is from a purchase request line and a text has been entered in this request, this text is automatically printed if the PURTEXPSH - Use purchase request line text parameter authorizes it. If several purchase requests with different texts are grouped onto a single order line, the texts are not kept. The Purchase text defined on the Product-supplier or Product record is used in this case.
Click this action to jump to the commitment generated from the order line. This action is available when the management of commitments is enabled for purchase orders (parameter PURCMM - Update commitments).
This action is only available when at least one revision exists for the order line.
The management of revisions is subject to the general parameter PURREV - Revision management (ACH chapter, ORD group).
This action is only available if at least one purchase request has been considered for this line.
Click this action to view the list of considered purchase requests. The following information is displayed as a reminder:
For each purchase request line considered, the following information is specified:
From each line, and based on your authorizations, you can jump to the original purchase request.
Click this action to display the net price calculation of the order line, by applying the relevant discounts on the product gross price.
This action is only available when the order line refers to a product for which landed costs are managed with a Cost structure, provided that you have the necessary Functional authorizations for the selected site (option L).
It displays a window with the list of costs defined in the cost structure. The calculation detail is displayed on each cost line and you can adjust the calculated amount.
Header:
Cost detail:
For more information about the calculation mode of cost types, refer to the documentation on Costs and to the following field help: Product cost calculation.
Notes:
Click this action to display the cost and valuation detail of a given order line. The information displayed is the result of a calculation: You can only view this screen after saving the order line information.
For more information about the calculations, please refer to the following field helps:
Click this action to access the Document traceability inquiry function. You can view and browse through the hierarchy of entries from which the document was created, or which were created from the document.
Click this action to assign the requested quantity or part of the requested quantity to a requirement (sales order or work order).
Click this action in order to open a window displaying the note(s) associated with this product.
This information can relate to product availability, additional or substitute products, or a promotional message.
This window could open automatically depending on the setup defined when creating the notes.
Notes are limited to a screen inquiry and cannot be printed.
For further information, see the documentation on Notes.
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Presentation
This section contains information related to totals, tax and invoicing.
You can also use this section, once the supplier acknowledgment of receipt has been received, to enter the date and number of this acknowledgment along with the notes specified on the supplier document.
Once this information has been entered, the order lines with no acknowledgement date or order number are automatically updated with the entered values.
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Fields
The following fields are present on this tab :
Grid Invoicing elements
| This is the number of the invoicing element identifying the associated amount (charges, freight, packing, discount, etc.). |
| This field indicates the short title of the invoicing element. |
| Information related to the invoice footer. This information comes directly from the invoicing elements present in the supplier record concerned by the order for those that are declared as present in the order footer. |
| The system specifies whether the invoicing element is a percentage or an amount. |
| This field indicates the amount of the invoicing element. |
| This field indicates the amount of the invoicing element when the invoicing element is calculated using the document lines. |
| This field specifies the amount taken into account on the invoices linked with the order. |
| This field indicates the sign of the invoicing element.
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| This field indicates the tax code of the invoicing element. |
These fields indicate the purchase accounting accounts for the invoicing elements. The charts of accounts that can be accessed depend on the account core model associated to the company of the movement. If these fields are not entered, the accounts are automatically determined using the accounting code of the invoicing element (according to the setup of the automatic journal). |
| This is the analytical distribution key for the invoicing element. |
Analytical dimensions of the invoicing element. The analytical dimensions are initialized according to the setup of Default dimensions (POV dimension code), associated with the management of invoicing elements. These dimension codes can be modified manually if authorized by the transaction. Use the Actions icon to change the dimension codes of the dimension types. When an analytical dimension type is used for the Project management tracking, any modification of the project code on the document header leads to the dimension code being reset for this dimension type, except if a distribution key has been entered. |
Grid Taxes
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| This field indicates the tax code present on the lines of the document or in the invoicing element table. |
| This field contains the title of the tax code present on the lines of the document or in the invoicing element table. |
| This field indicates the basis liable to tax. It is comprised of the ex-tax amount of the invoice lines and/or the amount of the invoicing elements. |
| This is the tax amount calculated from the lines and/or invoicing elements. |
| When the tax is related to:
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Amount
| This field specifies the currency of the document. |
| This amount, which cannot be accessed, is a reminder of the minimum order amount defined for the Supplier. |
| This field, which cannot be accessed, describes the type of control carried out with respect to the minimum order amount. The type of control (blocking, warning, no control) is defined by the parameter POHMINAMT - Order min amount control (ACH chapter, AUZ group). |
| This is the total ex-tax amount for the order expressed in the order currency. |
| This is the total ex-tax amount of the order integrating the various invoicing elements expressed in the order currency. |
| This is the total amount of taxes for the order. |
| This is the Tax incl total amount of the invoice calculated by integrating the different invoicing elements and the different taxes. This amount is expressed in order currency. |
Acknowledgement notes
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| Once the supplier has received the order, enter the acknowledgement ID provided by the supplier. Inter-company specificities: For inter-company or inter-site contracts, the Order acknowledgement ID and date cannot be accessed and are initialized, when the sales contract has been generated, with the date and the number of the sales order. You can use the Actions icon available on the Ack. ID field to jump to the generated sales contract, provided you are granted the proper authorizations. |
| You can add two lines of comments on the acknowledgment of receipt. |
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Presentation
This section is available based on the selected entry transaction.
It displays a summary of the costs related to the document, both in the document currency and company currency.
The displayed information is the result of a calculation: the information is only displayed after the document has been created. If an existing document is modified, the data is updated, but only after the modification has been saved.
For the document, the Purchase cost block displays:
- The total of the tax excl. lines
- The total of the various cost types involved in the purchase cost calculation
- The total of additional invoices (and credit memos on additional invoices) impacting the document in progress, either directly or indirectly. These are the additional invoices that meet the two following conditions: they are validated and included in the actual purchase cost (New cost flag activated).
- The total of the invoicing elements increasing or decreasing the total amounts
- The Purchase cost total (total of the previous lines)
- The Actual purchase cost total (total of the supplier invoices and additional invoices, meeting the conditions above, applied to the order).
Reminder:
- The product cost total is loaded only if the current document is linked to at least one product for which landed costs are managed with a cost structure. You can open a window to distribute costs by cost nature from the Distribution of costs block.
- The landed cost total is only loaded if the current document is linked to at least one product for which landed costs are managed with a landed cost coefficient and/or a fixed cost per unit.
- When the order is of the inter-site type, the purchase cost calculation does not include the line amounts, nor deductible taxes or invoicing elements.
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Fields
The following fields are present on this tab :
Block number 1
Grid Purchase cost
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Distribution of costs
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After clicking Create to save the order, a warning message can be displayed when the tax-excluded order amount is less than the minimum threshold defined on the supplier record.
Similarly, according to the supplier record setup, a control on the order amount based on the authorized credit level is applied to the selected supplier. Based on the setup, this control can trigger a warning or blocking message.
If grouped price lists are managed (based on setup), you can be prompted (see parameter PURGRUDIS - Invoke group pricing) to run (or not) a new price list search for the grouped type, to determine the specific conditions linked to the global order. Once this processing is complete, some product lines can display the new gross price or new line discounts and charges.
A number is assigned to the order and is displayed if the sequence number is automatic. According to your transaction, the order document printing can be triggered automatically once the entry is complete, except when the management of order signatures is activated. The order document can only be printed after signature.
If the commitment management is activated on the orders (parameter PURCMM - Update budget - commitments), a commitment is generated for each order line. A warning or blocking message can be returned if budget controls are activated (parameters of the BUD chapter, CMM group: BUDCTLPOH - Complete PO budget control, BUDCNTCMM - Commitment control type and BUDQTY - Budget control by quantity) and if the order exceeds the authorized budget(s) (parameter BUP1 .. BUP9 - Controlled budget).
You can modify an order as long as it is not fully closed. Similarly, you can modify each order line as long as the line is not closed.
Otherwise, modifications are limited to specific conditions, for example an order that has already been received. You can modify the ordered quantity on each line, provided that the new entered quantity is greater than the previously received quantity.
If you modify an order whose revisions are managed automatically (PURREV - Revision management parameter (ACH chapter, ORD group)), the revision number of the order header is incremented as soon as you save the order. If revisions are managed manually (PURREV - Revision management parameter (VEN chapter, QUO group)), a message asks you if you want to create a revision for this modification. If you answer 'Yes', the revision number of the order header is incremented (as in automatic generation).
Different warning messages can appear according to the fields that you are in the process of modifying:
When a partially or totally signed order is modified, a message asks you if you wish to proceed with the modification. Depending on the setup, you may have to answer on whether the modification should lead to a revision. If your modifications affect specific fields (Unit, Quantity, Price, Discount, Charge, etc.), a message warns you when saving that all the signatures will be canceled. You can still cancel your modification. If you confirm your modification, the order will be processed again in the signature circuit from the start.
When you modify an order that has already been received or invoiced but has not been closed yet, a message warns you and suggests, according to the setup, to carry out a modification with a revision.
When you modify an order whose order form is printed or an acknowledgment of receipt has been recorded, a message warns you that the order has already been sent to the supplier. Based on the PURREV - Revision management parameter, a revision can be automatically generated; this can also be done by validating the message asking you to confirm the modification.
If you request the closing of an order line that has been subject to a shipment but never received, you receive a warning message.
When you modify the quantity or the expected receipt date for a back-to-back order line, you receive a message requesting the confirmation of this action.
If you attempt to modify the ordered quantity for an order line that has been partially received and the quantity entered is less than the total quantity already received for this line, a blocking message is displayed preventing the modification.
When the modified order is an intercompany or intersite order, some modification lead to a specific update of the corresponding sales order, and specific controls apply:
Modifying or deleting an order line is only possible if the corresponding sales order line is neither allocated, delivered nor invoiced.
Modifying the unit of an order line leads to the modification of the sales unit in the corresponding sales order, thus triggering a reset to zero of the packaging code and packaging capacity.
Modifying the ordered quantity is authorized and also leads to a modification of the sales order quantity. This modification can lead to a price modification on the purchase order, which is not applied to the sales order.
Modifying the receipt site of an order is possible only if the line is neither received nor invoiced and has no cost structure.
Modifying the receipt site for the order line leads to a modification of the ship-to customer in the sales order line. The information related to the shipment is recalculated based on the new ship-to customer (Lead time, Delivery date, Planned due date, Delivery contact, Delivery method, Carrier, Delivery priority, Route code). The requested delivery date corresponds to the planned receipt date and cannot be modified.
An order can be deleted as long as it has not been shipped, received or no prepayment has been made. Otherwise, a message is displayed when clicking the Delete action. Similarly, for each order line, deletion is possible as long as the line is not shipped or received.
Warning messages can be displayed when attempting to delete a signed order or back-to-back order.
Deletion is impossible when:
By default, the following reports are associated with this function :
BONCDE2 : Fixd footer purch order notes
BONTTC2 : Tx-inc fxd f purch order notes
PORDERE : PO listing/receiving worksheet
PORDERL : Detail purchase order list
This can be changed using a different setup.
This setup is performed at the Customization level of the current object, by associating a report code or a print code to it.
It is possible to further specify this setup:
This action can only be accessed when revisions are managed (PURREV - Revision management parameter (ACH chapter, ORD group)). Click this action in order to open a window displaying the history of revisions for the order. The list of revisions is available in the selection panel and sorted by revision number in descending order. Click a revision to display the detailed order information. Modified information is displayed in red. When calculating an order associated with a revision, the following tables are updated so that the updated revision information can be saved in the history:
Click Resynchronization to synchronize the window display with the information contained in the history tables. |
This action is only available when signature management is activated from the APPPOH - Manage signatures - POs parameter (ACH chapter, APP group). Click this action to view the signature flow and the current signature stage of the order. You can then view:
Use this action to enter an order header text. This text is printed on the order document.
Based on the PURTEXORD - Order text tracking parameter (VEN chapter, TEX group), the header text can be initialized by the Purchase text entered on the supplier record.
During the transformation of a document, this text is never propagated to the other documents.
Use this action to enter an order footer text. This text is printed on the order document.
Based on the PURTEXORD - Order text tracking parameter (VEN chapter, TEX group), the footer text can be initialized by the Purchase text entered on the supplier record.
During the transformation of a document, this text is never propagated to the other documents.
Click this action to access the detailed address for the order supplier. The address is initialized with the supplier default address. It is used to send the purchase order to the supplier.
Click this action to access the detailed address for the ship-from supplier. The address is initialized with the supplier default address. It is also used in the CDF to determine the origin of the goods.
Fields
The following fields are included in this window :
Transport
| The Incoterm codes, set by the International Chamber of Commerce, seek to standardize the terms the most used in the international commerce by defining the respective responsibilities of the seller and the buyer agreed upon on establishement of the sales contract by a unique word similarly understood throughout the world. The Incoterm code, controlled in Incoterm table is used in the INTRASTAT file (Exchange of goods declaration). It can also be used to define the price lists. |
| It is the city associated to some types of incoterm. For example: FOB Le Havre. A selection window is used to choose a city listed in the system. It is however possible to enter a city that is not listed. |
| The forwarding agent field is used to identify a BP appointed by the sender or the recipient to ensure transport continuity when the goods need to undergo several successive transports. The forwarding agent is controlled in the Carriers table. The forwarding agent and their address are used in the Intrastat file to declare the flows of goods between the forwarding agent’s address and the sender’s address, or between the forwarding agent’s address and the recipient’s address. For example, this situation applies to the shipment of goods abroad, since customs formalities are performed by a forwarding agent in another EU country. An Intrastat declaration needs to be submitted for the transfer of goods to this other EU country. |
| This is the address code of the forwarding agent. It is initialized with the default address of the BP corresponding to the forwarding agent. This address is used to determine whether submitting an Intrastat document is necessary for this flow. |
Intrastat information
| This is the VAT identification number of the BP. This European VAT number must be entered on all the invoices destined to or coming from the European Union. This number starts with two letters identifying the business partner country followed by a number depending on the country. In France the number is comprised of FR, then 2 numbers identifying the tax office of the place where the company conducts its activities, followed by the Company tax ID no.(SIREN) of the company. This information must necessarily be entered if the Company Registration number is set up as being mandatory for the country of the company. |
| A transport location must be specified in the EU exchange declaration. It is combined with the Incoterm code in order to determine the delivery conditions referring to the sales contract terms that specify the respective obligations of the buyer and seller.
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| The transport method by which the goods are presumed to leave their national territory on shipment (export) or to have arrived in on receipt (import). This information is used in the Customs document file. |
Physical flow
| This is the economic information on the performed transaction. The nature of the transaction is used in the Intrastat. |
| The EU or statistical rules are used to specify the nature of the EU transaction from a tax or statistical point of view. The EU rule is used in the Intrastat. |
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Fields
The following fields are included in this window :
Block number 1
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Block number 2
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Click this action to view and modify the customs information and the information necessary to the creation of the Intrastat declaration.
The EU Information used only for the Intrastat is linked to the Intrastat activity code (DEB):
Click this action to view the prepayments to be made (initialized by the payment condition) and to modify, or even create, the pre-payment due dates for this order.
Click this action to have a detailed view of an order status against the receipt and invoicing processes.
Click this action to access the Order inquiry for suppliers.
Click this action to view the order entry transaction used.
Click this action to access the Document traceability inquiry function. This function is used to view and browse through the hierarchy of journals at the origin or coming from the document.
In addition to the generic error messages, the following messages can appear during the entry :
This message is displayed when the assignment of the sequence number counters for the Purchasing module has not been completed. To correct this problem, check if the required sequence numbers exist (if this is not the case, they should be created), then assign them to the different documents using the appropriate function. See the Prerequisites paragraph for this documentation.
This message appears when you are not in Creation mode and the order number that you have entered does not exist in the table. To correct this problem, it is possible to use a selection window to search more easily for the correct code.
This message is displayed when entering the order site or receipt site and when the site code entered is absent from the sites table. To correct this problem, you can use the selection window to run a search.
This message appears during the entry of the order site, when the signature management is active and no setup exists for the signature rule for the legal company to which the order site is attached.
This message appears in creation mode when the reading of the specified sequence number counter is invalid and the system has been unable to get a sequence number.
This message is displayed when entering the supplier code if this supplier is specified as a Prospect in the supplier record.
This message is displayed during the entry of the supplier code when the supplier is declared as being Not active in the supplier record.
This message is displayed when the entered supplier has been specified to be 'on-hold' in the supplier record. This message can be a simple warning message or a blocking massage depending on the value given to the dispute code in the supplier record.
This message is displayed when the invoicing site code entered is not declared as financial site in the sites table. To correct this problem, use the selection window and pick a site code in the list displayed.
This message is displayed when entering the invoicing or receipt site and when the site code entered does not belong to the same legal company as the order site. To correct this problem, you need to select a site from the suggested list.
This message is displayed during the entry of the product reference when the latter is declared to be non-active (in development, not renewed...) in the Product record.
This message appears during the entry of the product reference when the latter does not belong to a category of purchased product.
This message is displayed when the ordered product has been declared as Blocked in the product record for the supplier entered. This message can be a simple warning message or a blocking message depending on the value given to the Blocking code in the product record (Product-Supplier section).
This message appears when the ordered product is not referenced for the entered supplier. This message can be a simple warning message or a blocking message according to the value given to the ITMBPS - Supplier referencing parameter (ACH chapter, REF group).
This message is displayed when the ordered product is not referenced by the entered supplier at the Product-site level. This message can be a simple warning message or a blocking message according to the value given to the ITMBPSFCY - Supplier-site referencing parameter (ACH chapter, REF group) previously defined.
This message is displayed when the filter by buyer is active (BUYFLT - Filter by buyer parameter) and the product ordered is not managed by the buyer specified in the order header.
This message is displayed when the product entered is managed in stock and has not been declared for the receiving site (No corresponding Product-site record).
This message is displayed when the product you want to order is prohibited in direct ordering. This blocking message depends on the value assigned to the Mandatory PR indicator in the Purchase section of the Product record.
This message is displayed when the entered product is a subcontract product and production has no purchase requirement for this product.
This message is displayed when you modify the quantity of a generated line after requirements have been taken into account and the quantity entered is smaller than the sum of the quantities of the considered requirements. It the requirements taken into account contain more than one purchase request.
This message is displayed when the ordered product is a subcontract product and the screen of requirement suggestions is exited with no requirement being taken into account. Subcontract products are ordered after expressing requirements originating from a production release.
This message is displayed when the quantity you enter is smaller than the minimum quantity requested by the supplier, as stated in the product record.
This message is displayed when the planned due date entered falls within one of the unavailable periods for the receiving site.
This message is displayed when you are trying to create or insert a new line although the supplier has been declared as not accepting orders containing more than one line. (Data entered at the supplier record level).
This message is displayed when you are trying to split a line with a quantity is equal to 1 and expressed in a unit managed without decimals. The split is impossible.
This message is displayed when you are trying to validate the distribution window for a line although the original quantity has not been completely processed. This message prevents validation as long as there is a difference between the original quantity and the sum of the line quantities following the split. To remedy this problem, you must enter a new line, modify an existing line or abandon the split.
This message is displayed when you are trying to validate the distribution window for a line and the interval between the line numbers where the new lines resulting from the distribution should be inserted is not sufficient.
This message is displayed when you are trying to split an order line generated from a sales order (Back-to-back order): a back-to-back order line cannot be divided into several lines.
This message is displayed when validating the order and no line has been entered. To correct this problem, enter a product line or cancel the entry using the corresponding key.
This message appears during the budget check when the account or nature search was not successful. The line number is specified when the control is performed at the end of the order, and not on line entry.
This message is displayed at the time of order update (creation or deletion of the line) and indicates that the purchase request taken into account in one of the order lines and carrying the number indicated is logically blocked by another user. The order update is canceled and you need to restart the operation on the order at a later time.
This message is displayed when an attempt is made to insert a line or duplicate a line or splitting a line into multiple ones, when the maximum number of lines for an order, defined by the appropriate activity code, has been reached.
This message is displayed when you are trying to create an order or to save a modification and at least one of the lines has exceeded the budget and a blocking control has been requested (see the BUDCNTCMM - Commitment control type parameter - BUD chapter, CMM group). Order lines are still displayed so you can have the possibility to modify a line in excess.
This message is displayed on completing the order entry when the authorized credit amount for the supplier, as indicated in the supplier record, is reached. This message can be a simple warning message or a blocking massage depending on the value given to the control code used in the current supplier record.
This message is displayed when an attempt is made at modifying an order line when the order is already completely closed.
This message is displayed when trying to modify a closed order line. To correct this problem, you must cancel the line closing, if this is still possible, then return to line modification mode.
This message is displayed you attempt to modify an order line that has been subjected to a shipment. To solve this problem, you must first cancel the shipment.
This message is displayed when the revision management is active and you attempted to modify, without a revision, an order line that has been subject to one or many receipts and/or invoices. To correct this problem, cancel the action in progress and choose an order modification with revision.
This message is displayed when an attempt is made at deleting a closed order line or of one having been the object of one or more receipts and/or invoices.
This message is displayed when an attempt is made to delete an order that is partially or totally received.
This message is displayed you attempt to delete an order for which at least one line has been shipped.
This message is displayed when attempting to delete an order for which at least one prepayment has been made.
This message is displayed in operational budgets when attempting to close an order with a partial receipt that has not been invoiced yet.
This message is displayed in operational budgets when attempting to close an order subject to a return that has not been posted yet (credit memo receivable not generated ) or not fully invoiced (credit memo on return not entered).
A minimum order amount can be specified in the supplier record.
The level of control linked to this amount is defined by the parameter POHMINAMT - Order min amount control (ACH chapter, AUZ group).