Field help (ITMREF5)

Help common to the Order, Invoice and Buyer plan functions.
The entry of a product reference is mandatory. This field offers several possibilities.
You can:

• Directly enter a product reference.
  If the ITMFLG - Product/supplier ref. entry (ACH chapter, REF group) setup is active, you can enter either the internal reference of the product or the reference of the product at the supplier's.
  The existence of this reference is controlled in the Products file.
  The reference displayed is always the internal reference of the product and it must exist in the Product table, be active and of the Purchased product type. If the value of parameter BUYFLT - Filter by buyer (chapter ACH, group AUZ) is set to Yes, the product must be managed by the buyer. This filter is deactivated in invoice control.
  The product code is not mandatory for a line with the type Miscellaneous.
  
• Use the Actions menu to:
• Select a product from the file.
• Select a product from the list of supplier products.
• Select a product from the list of supplier-site products. From this selection window, the cursor is set by default on the first product referenced by the supplier for the chosen receiving site. You can select a different product from any other site, if it belongs to the same legal company.
• Create, according to the user's access rights, the product in the file.
• View and take into account the responses to the existing RFQs if the transaction used allows this.
  Click the Actions after the entry of the product reference to restrict the list to requests for quotes specific to this product. If you choose one of the answers linked to a request for quote, the order line is automatically loaded and the information is initialized with the elements from the original request and the answer made by the supplier.
  The quantity ordered, the unit, the descriptions, the project code and the analytical dimensions are initialized by the request for quotes. The prices and discounts and the planned due date are initialized with the information saved in the answer made to the request for quotes by the supplier.
• View and take into account the requirements related to the product (action not available in the invoice function). These requirements are expressed through purchase requests and suggestions created by the MRP calculation or the reordering schedules.
  In the Buyer plan function, you can display the requirement consideration window, even if the product reference is not entered. In all cases, all requirement types matching the selection are displayed, for all types of products. After selecting the lines and validating, the lines are automatically generated and display the proper product type, based on the origin of the requirement.
  In the Orders and Buyer plan functions, depending on the entry transaction used, the requirement consideration window can also open automatically. 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.

The entry of the product is used to initialize the Description fields that can be modified.
After entering the product, the following messages may display:

• When the product does not exist on the selected receiving site.
  This message allows you to create the site, depending on your user authorizations.
• When the product is not referenced by the supplier.
  This message can be blocking or a simple warning according to the choice made at the level of the ITMBPS - Supplier referencing (ACH chapter, REF group) general parameter.
• When the (receiving) product-site is not referenced by this supplier.
  This message can be blocking or constitute a simple warning according to the choice made at the level of the ITMBPSFCY - Supplier-site referencing (ACH chapter, REF group) general parameter.
  This control does not apply to inter-site orders.
• When the product is blocked for the supplier, or for the supplier on the receiving site.
  This can be a blocking message or a simple warning according to the value of the blocking code in the Product-Supplier or Product-Site record.
• The entered product is already subject to an open order.
  This message is a simple warning.
• The product cannot be directly ordered but must previously have been the object of a purchase request.
  This message is blocking.

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.

The work order can be accessed from the Actions menu on the product line. This order line must apply to a sub-contract product.

Requirement selection

When 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 the selected product type is 'Subcontract', the requirement consideration window opens regardless of the setup used in the entry transaction. In fact, the creation of an order line for a subcontract product can only be made by consuming subcontract requirements.
• If the supplier is blocked at the Product-sitelevel, the receiving site field is emptied and the requirement consideration window still opens.

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:

• The start and end dates of the requirement, the site and the buyer code.
• The requirement quantity as well as the considered quantity.
• The quantity taken into account. This quantity can be initialized by default in two different ways:

• by the requirement quantity when no supplier is assigned to the requirement or when the supplier specified in the requirement line is identical to the supplier in the order,
• to zero when the supplier specified in the requirement line is different from the supplier in the order.

• The 'Blocking' status being mentioned against the product-site-supplier.

• If the line is blocked, the Blocking field is set to 'Yes'. The line cannot be entered and cannot be considered.
• If the line is linked to a warning, the Blocking field is set to 'No'. The quantity is initialized to zero but you can still enter a quantity. You can only select this line manually. You cannot use the Include all action.

• The Exclude all and Include all actions apply to all requirement lines, except from blocked lines and lines with a warning. They make it possible to reset the selected quantity to zero or to preload it. If there is a minimum quantity in the product-supplier record for the considered product, this quantity is suggested for the selected quantity, even if it is greater than the requirement quantity. A blocking message prohibits the entry of a quantity inferior to this minimum quantity.

• Various information such as the weight and volume for the considered quantities, the purchase request line and number (if the requirement is related to a purchase request), the supplier, the order type and number in the WIP and the requirement origin (MRP, MPS, Purchasing or Manufacturing).
• The supplier (or back-to-back supplier) is set to the default supplier (or default back-to-back supplier) defined on the Product-site record or Product-supplier record> (for more information on the supplier initialization rules, please refer to the documentation on the Product record).
• If you modify the receiving site, a message is displayed suggesting that you search for the new default supplier (or default back-to-back supplier) for this product-site.
• If the product is not referenced by the supplier, a blocking or warning message can be displayed based on the value of the ITMBPS - Supplier referencing parameter (ACH chapter, REF group).
• If the (receiving) product-site is not referenced by the supplier, a blocking or warning message can be displayed based on the value of the ITMBPSFCY - Supplier-site referencing general parameter (ACH chapter, REF group). If this message is blocking, you can still proceed with your entry but the Receiving site field must be set as available for entry for the entry transaction. In this case, the Receiving site field is emptied. You must then enter a site where the product-supplier is referenced, or for which the ITMBPSFCY - Supplier-site referencingparameter is not defined as blocking.

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:

• the system has not found a purchase price list for the back-to-back order supplier,
• no purchase base price is entered on the product record,
• the product has no standard cost, or the PURPRICE - Price by default standard cost parameter (ACH chapter, PRI group) is set to 'No'.

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.

• If the first product is Received / Deliverable or Non received / Non deliverable, the category of the generated sales order is 'Normal'. You can only add products:

• of the Received / Deliverable type. These product lines use the Delivery/Sales invoice flow.
• of the Not received / Not deliverable type. These product lines are invoiced using the invoicing schedule.

• If the first product is Not received / Deliverable, the category of the generated sales order is 'Direct invoicing'. All lines are directly invoiced with no delivery. You can only add products:

• of the Not received / Deliverable type,
• of the Not received / Not deliverable type.

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.