Execute Automatic Order Processing
Explanation
Automatic order processing can automate the release of purchase requisitions
and purchase orders, convert purchase requisitions to purchase orders, and print/send/e-mail
purchase orders, depending on which events are included. The events can either
be directly performed or scheduled as a background job to run on a scheduled
basis that is specified in step two of the process.
When entering selection criteria, you can either enter a specific value or
use a wildcard expression for selecting a group of records. You can use the
wildcard character (%) to select all the available values for that field. For
example, entering % in the Part No field will include all the part lines
in the automatic order processing. Entering A% will include all part lines beginning
with the letter A.
The Offset from Normal Time Span
feature is for specifing a number of days, prior to latest order date. Purchase
orders and requisitions with an order date prior to the number of days specified
in this field would be included in the process.
Prerequisites
- Purchase requisition lines and purchase orders requiring authorization
need to be authorized before they can be processed by the automatic order
processing.
- If the purchase orders should be sent to the supplier using EDI, data
must have been entered in the Supplier/Message
Setup for the applicable supplier. If EDI communication has not
been defined, the purchase orders will not be printed.
- If the purchase orders are to be sent to the supplier via e-mail as
an attached PDF-file, the supplier contact used on the purchase order must
have an e-mail communication method for the address entered in
Supplier/Address/General Address Info
tab. Also, the PDF_REPORT_CREATED event must be activated and an action
with type E-Mail must have been created.
System Effects
- All requisitions and purchase orders that conform to the selection criteria
will be automatically processed. Depending on which events are included
in the order processing type, automatic order processing can release purchase
requisitions and purchase orders, convert purchase requisitions to purchase
orders, and print/send/e-mail purchase orders.
- If the event Release Purchase Requisition is included in the order processing
type, the requisition lines are processed first so that all requisitions
that conform are released. Note: When processing purchase requisition
lines, all lines must conform to the input parameters if the entire requisition
should be processed.
- If the event Requisition to Order is included in the order processing
type and the supplier split function is used, a single requisition line
may be split into multiple purchase orders. Multiple requisitions may be
consolidated on a single purchase order. If the requisition contains requisition
lines with different order processing types, the requisition lines are split
to different purchase orders. The supplier contact entered on the purchase
requisition line will be considered when the conversion to purchase order
is done.
- If the event Release Purchase Order is included in the order processing
type and the charge/no charge function is activated and used, a customer
order is created based on the lines in Purchase
Order Line Components. The CO No field on the purchase
order line is updated with the customer order number. The customer order
information is also displayed.
- If the Print Purchase Order event is included, all conforming purchase
orders will be automatically printed, sent via EDI, or e-mailed as an attached
PDF file (depending on the setup described in the Prerequisites above) and
the Printed option in the purchase order header is enabled. If the
purchase orders were sent via EDI, the Order Sent option box in the
purchase order header will be enabled instead. When the PDF file is being
created (if the purchase orders should be sent via e-mail), a job will be
created in Agenda which will create
the PDF file. In case the purchase orders have been printed or sent via
e-mail, the created reports can then be found in the
Archived Reports.
If IFS/Print Server is used, the purchase order could be automatically sent
to the printer.
- Errors while performing automatic order processing will be logged in
the Background Jobs
page.
- If you have scheduled the task as a background job, the task will be
automatically performed based on the specified selection criteria.