Purchase Order Created, Automatically
Explanation
This activity enables the automatic creation of a Purchase Order (PO) and PO lines for authorized payment lines
in a Contractor Order. Each Contractor Payment Line generates a corresponding PO line, ensuring that:
- Even if multiple tasks share the same Purchase Part, separate PO lines are created for each task.
- Each PO line includes a reference to the specific task it originates from.
- The PO reference is linked back to the contractor payment lines, allowing for traceability and ensuring
accurate invoicing.
This process is executed in the background, using the existing reference fields in the PO Line entity to
maintain the link between the Contractor Payment Line, Task, and Purchase Order.
Users can control this process through Automatically Create Purchase Order. When enabled, purchase order lines
are automatically created once payment lines are authorized. In parallel, PO lines are generated, payment lines and
the Contractor Order are set to Closed, and cost lines are created.
When used on a Request Bundle Task, the system can also automatically generate a single consolidated Purchase
Order that includes all eligible payment lines from all Contractor Orders associated with the tasks in the bundle.
This ensures bundle-related contractor costs are centrally managed.
Note: When the supplier invoice is posted, the payment line status changes to Invoice
Received. If the invoice is Cancelled, the status returns to Purchase Order
Created.
If the Self Billing toggle is enabled for the supplier connected to the Service Contractor,
then once the PO is created for the Contractor Order, an invoice is created based on the self billing.
- The self-billing invoice number is derived from the task number connected to the Contractor Order, combined
with the exact time of invoice creation to ensure uniqueness.
- These invoices are created according to the supplier’s self-billing criteria defined on the
Invoice page.
- You can view the generated invoices for a supplier by searching the Supplier ID/ Order No in the
Self Billing Analysis page.
Prerequisites
- Payment lines must be authorized before Purchase Order creation.
- The Contractor Order must be active and meet conditions for automatic PO creation.
- For bundle processing, all Contractor Orders within the bundle must contain authorized payment lines.
- For self-billing, the supplier connected to the Service Contractor must have the Self
Billing toggle enabled on the Supplier>Invoice page.
System Effects
- A PO and PO lines are automatically generated for authorized payment line.
- When applied to a bundle, all eligible payment lines across the included Contractor Orders are consolidated
into a single PO.
- Ineligible orders (not authorized or incomplete) are skipped or flagged.
- If Self Billing is enabled for the supplier, an invoice is created based on the self billing
and linked to the Contractor Order and PO.