Ordering General Settings in Backoffice

Introduction

This article contains the explanations of all the settings that exist inside "General settings" page of "Ordering Settings" in Procurement & Ordering app. The explanations are categorised into three sections, based on what user sees inside the page.

Ordering Settings

General

• Send eMail to delivery

Sends a delivery notification to the buyer (delivery booking email, goods receipt notification).

• Allow Excess Delivery

Allows the delivery of product, beyond what was originally requested.

• Show manual approver selection

Makes the selection of manual approver mandatory in basket (for old P&O basket).

• Show Accounting combinations

Adds a button to create combinations of accounting types in old P&O.

• Export Delivery note path

Define the path to export the delivery note as an XML file.

• Max. age of OCI products in Shopping cart

Number of days after which products from OCI are deleted from SC (old app).

• Purchaser can book goods receipt

If the settings is checked all ordering users can make delivery notes. If unchecked, only the buyer can.

• WBS field length

Defines the maximum character validation for WBS field.

• Enable the link between P&O and Tender on internal phase

Shows a link to RFX that links a position to a grid. It's a new RFX button.

• Enable the link between P&O and Tender on external phase

Not used.

• Display Product Datasheet

Shows the data tab in product list (only for old app).

• Invoice address in Basket details is mandatory

Invoice address field in basket details is mandatory.

• XML Template

Any order can be exported to an XML file, based on a template.

• EDI Server URL

The XML is sent to this server.

• Login

User login to that server.

• Password

Password of that user.

• Users can use all accounting

All users have access to all accounting types.

• Use approval rule order by

Order by steps, is used when several workflow are supposed to be triggered.

• Purchaser approves in last step

If this and order by are checked, the buyer is auto-set as an approver on last step.

• MG is mandatory for last approver

Last approver must set a value for MG, otherwise gets an error on position.

• MG is editable for last approver

Only last approver can edit MG.

• Approver in Shopping cart details is mandatory

Mandatory field if checked.

• The order will be automatically sent via HTTP

The order export is automatically sent to the supplier server via HTTP, if not checked, it is sent via email.

• Only Role Approver can edit the Purchase order in Approval

Only users with approver role can edit the PO in approval.

• Open basket start tab

For old app-sets, it is the tab you choose as start tab in basket.

• Perform Additional Validation by Insert PR

Three additional validations:
1. Checks if the product takes part of an expired CAT
2. Checks if there is at least one product in basket which is not valid
3. Checks if another PR with this product exists

• Create delivery address

If checked, a button, to create a new delivery address, appears on basket details level.

• Invoice max deviation

The sum in % that can be raised from the specified invoice price.

• Name of new Shopping cart is empty

The name set for the new Shopping cart is null.

• Allow recalculation of approval workflow

If this is set, a new button appears in the positions list, and if an approver modifies something on a position and uses this button, it triggers the workflow again from first step 1.

• Purchaser can cancel Orders

Purchaser can see the cancel button on orders, but if the user has only ordering purchaser role, he/she cannot cancel the order.

• Print or mail the order in last approval step

In the last approval step, a list of documents appears that can be printed or sent via email, and if not sent, the email is sent to the supplier.

• Show order preview in order and approval menu

On order line, there is a button that generates an order preview.

• Show final order after last approval step if "print order" is checked

Final order button appears on the order list and opens the generated PDF.

• Purchaser can approve

Purchaser can approve, even if he/she is not in the approval user.

• Allow automatic Catalogue versioning

After updating a catalogue in ST6 and releasing it, the old version is replaced by the new version.

• Enable auto-complete feature

Searches items with auto-completion feature in product list.

• Manual approval process

All new PR remains in status new. A button appears on order list to start the approval process.

• Allow use of manual approver addition

An approver can add another approver to the workflow.

• Automatic document buyer access

When a document is uploaded, it has automatically set the buyer access checkbox and buyers can see the documents.

• Allow approver to replace products

Approver can replace a free request position with a catalogue product.

• Single currency PRs

Checks that all positions in PR have the same currency, and if not, it sends an error.

• Manually recalculation workflow for roles

User can recalculate the workflow only for certain selected roles.

• Use new regulation PR

New button appears which can create a new regulation PR.

• Hide "Insert new free form item" button

If selected, this option removes the ability to add new items to Goods Receipt.

• Use "Double amount"

This tab will be displayed in the product catalog or in a free position, only if it is associated to a fourth level (SAP material group) that has the unit of measurement.

• Use the catalog contract as blanket contract

If checked:
1. When a new catalog product is added in the shopping basket, the contract is automatically saved on shopping basket position.
2. When a new free from product is added in the shopping basket - no contract is set In the combobox - only the contract already set will be available.

• Quantity decimal number

Order quantity allows decimal places.

• Threshold value for workflow last approver not considered

Last approver is considered only when the threshold is exceeded.

• Split Purchase order by Free Form

All free forms positions in basket will be split in separate PR.

• Split Purchase order By Suppliers

All positions of the Order will be split in separate PR by supplier.

• Split Purchase order by cost types

All positions of the Order will be split in separate PR by cost types.

• Split purchase order by cost center

All positions of the Order will be split in separate PR by cost center.

• Split purchase order by indent

All positions of the Order will be split in separate PR by indent.

• Split purchase order by project

All positions of the Order will be split in separate PR by project.

• Split by Accounting type

Creates a PR for each accounting type selected.

• Split purchase order by business unit

All positions of the Order will be split in separate PR by BU.

• Split by role assignment

Split the basket in multiple PR. For each position in the Supplier Database, which has one of the according MGs single PR is created (If MG approver is selected).

• Contacts can view products from all Catalogues

Contacts can view products from all catalogues ignoring authorisation objects.

• Show recipient

A layout field on basket details and position details.

• "Delivery data" is a mandatory field

Set delivery date as a mandatory field.

• Local ERP No. unique in baskets

Shows Local ERP number in basket position and validates the products that are added in basket (checks ERP number to be unique).

• Allow free accounting

Allows creation of a new accounting for the selected items.

• Use the Content Quantity validation

In a BME cat, there is a field which handles the quantity validation (ex. user can order a minimum of 5 pieces of a certain product).

• Use system email

The supplier receives the confirmation email from the "user system" not from the buyer.

• Allow editing the price for open orders

User can edit the price in position details for open orders.

• Allow editing the quantity for open orders

User can edit the quantity in position details for open orders.

• Limit editability of PR to original total

User cannot add more positions to the order if the original total is achieved.

• Allow editing order data of purchase order

User can edit the order date for an order.

• Allow Sum 0 for Shopping cart

Allows the creation of a PR with total price of the Shopping cart = 0.

• Allow editing delivery date for goods receipt booking

User can edit the delivery date for Goods receipt booking.

• Activate link SRM --> P&O

A new column named "evaluation result" appears in the product list. It evaluates the supplier that created the product.

• Use tax code instead of tax percentage

Uses a tax code in the next field instead of tax percentage.

• Default product tax

Chooses the default tax from codes defined in Backoffice tax indicator.

• Confirmation email CC

After the final approval step, the confirmation email is sent to the chosen address as CC.

• Export mail -> Pdf From Html

User can choose the fields from HTML to be exported as a PDF and to be send to the supplier.

• Display Accounting Area

A new column "Accounting area", in accounting pop-up appears.

• Change 1'st step approver

Ordering admin or the first approver can change the first approver in approval page.

• Edit rights for Ordering admin

Ordering admin has rights to edit accounting information for open orders.

• Use Documents in P&O

The documents tab appears in shopping cart and in other screens.

• Print order or send email

In basket details, user can print or email the order before sending the order.

• Print order or send email is mandatory

Makes one of the above option mandatory.

• First enter Shopping cart details and after that the positions

The first tab become the "basket details" tab.

• Use popup for Shopping cart positions selection

User can select positions to copy from basket.

• Visible status for supplier's orders

Supplier can see all his orders depending on the chosen status.

• Empty delivery date on new new basket position

The delivery date for a new basket is empty.

• Show Approval users tab in approval

Shows a new tab in approval "Approval user name", the same as in Purchase order status.

• Display of submenus in product details open

The submenus on product list details are opened by default.

• Hide SAP message in header

Hides the SAP field in header.

• Check mandatory fields on SAP export

Adds a supplementary validation of the PR before exporting it to SAP.

• Display SAP Number

This column is shown in the accounting list.

• Show "Barcode scan"

Shows the button "new barcode scan" and the tab "barcode scan" in shopping basket.

• Allow empty deliveries

User can create an empty delivery note.

• Display column "Approval username"

It shows the user name that must approve the step, in approval list.

• Allow positions in Goods Receipt to be booked to a date set in the past

If unchecked, positions in Goods Receipt can only be booked to the current date.

• Show Header tab in Orders for Open orders/Closed orders/Purchase orders and Good receipt

Header tab will be visible for the above mentioned settings.

• Supplier mandatory in Free request

It make the supplier selection in "Who from" phase of Free request, mandatory.

• Calculate delivery target date

Automatically calculates the delivery target date.

• Cancel PR roles

The roles, which are selected in these forms, can cancel a Purchase request from the list.

• List of roles for last approver not considered workflow

Last approver will not be put in the approval list in the moment, when the approvers are calculated for a Purchase Request.

• Split order by Delivery Address

All positions of the Order will be split in separate PR by delivery Address.

• Split order by currency

All positions of the Order will be split in separate PR by currency.

Show settings

• Select MG level(s) to be shown In Ordering settings

Shows only the MG's of the chosen level.

• Select MG level(s) to be selected in Ordering settings

User can select only the MG's from the chosen level.

• Supplier companies to be invited in the project are restricted by BU assignment

Any BU -> All suppliers are shown
Main BU of the user -> only suppliers set to that BU are shown
Any BU of the user -> see suppliers that have at least one of your BU's

• Select OU level(S) to be shown in Ordering settings

Shows only the OU's of the chosen level.

• Select OU level(s) to be selected in Ordering settings

User can select only the OU's from the chosen level. According to the selected option, the trees are shown in MG menu.

BU Tree settings (module)

• Show all BU's with specific MG trees

If unchecked, only assigned BU's will be shown to users.

• Following trees are shown in MG menu

According to the selected option, the trees are shown in MG menu.