Users set up as buyers with the proper authorization can automatically generate purchase orders with Unfinished, Ready for printing, or Approved status (or equivalent user codes) from existing requisitions on the Generate POs form.
To grant users the authorization to generate and/or approve purchase orders from existing requisitions, you must create the appropriate status change authorizations for generation for the PORD entity on the Status Authorization form. You can also create equivalent user codes for Unfinished, Ready for printing, or Approved status to which to assign to generated purchase orders.
You must also have sufficient monetary approval limits for the purchase order line or header level for Purchase Order or for PO Approval on the Users form to generate or approve the purchase order.
The LIMITLEV installation parameter determines whether approval limits are set at the header or line level. The system administrator can set LIMITLEV for Purchase Order and PO Approval at either the header level or the line level on the Installation codes form.
If you attempt to create a purchase order that exceeds your monetary approval limits for the purchase order line or header level, the system does not generate the purchase order.
The scenarios for automatic purchase order generation apply to both the purchase
order header and lines, and they are the same whether LIMITLEV is set to the header
or line level for Purchase Order Limit.
Additionally, if the ASSETASS installation parameter is set to P and any of the approved requisition lines include parts tracked By Asset that have not been associated with objects, you must create an asset for each part tracked By Asset.
When generating automatic purchase orders, the system may generate more than one purchase order. Based on the search criteria you specify on the Generate PO form, the system may return requisition lines with multiple store and/or supplier combinations. When you select Create PO, the system generates a different purchase order for each individual store/supplier combination. The following table illustrates this concept.
|
Requisition Number |
Line |
Store |
Supplier |
PO to be Created |
|---|---|---|---|---|
|
10000 |
1 |
Store 1 |
Supplier 1 |
10000 |
|
10000 |
2 |
Store 1 |
Supplier 1 |
10000 |
|
10001 |
1 |
Store 2 |
Supplier 1 |
10001 |
|
10002 |
1 |
Store 1 |
Supplier 2 |
10002 |
|
10002 |
2 |
Store 2 |
Supplier 2 |
10003 |
If a requisition line contains a repairable spare part to be repaired externally and there are no repair details assigned for the part via either the auto-assignment process or the Repair Details popup, the system processes external repair lines as follows:
-
If PO Status is Unfinished in Purchase Order Options, the system adds the external repair part to a new or existing purchase order
-
If the status of the purchase order is Ready for Printing, the system adds the external repair part to a new purchase order
-
If the status of the purchase order is Approved, the system does not add the external repair part to either a new or existing purchase order, because a purchase order cannot be Approved without repair details.
If an external repair part line has repair details assigned, the system adds the external repair line to a new or existing purchase order when you generate the purchase order(s). When the purchase order is Approved, the Requested Qty. of the part is moved from Core Qty. to Qty. at Supplier on the stock record of the part, and it is also removed from the Core Qty. on the bin stock record of the part.