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.