Maintain Orders {FPMO2-1} 

   

This option allows for the input and maintenance of Order Documents, although orders can also be created in the option Place Orders from Requests {FPMO2-6}. The user either creates a new order document or queries an existing document to maintain. The main screen consists of two block, the first block being the document and the second block the items on the document. Should the user require additional functionality due to the complexity of the order the functionality is available on related fields on pop up menus. Drill downs are invoked by right clicking on a field. 

The user creates an order document by entering the elements of a order, namely:   

The user creates order item by entering the elements of an order, namely:

An can  order printed via option {FPMOR2-3}.  


Fields in the option:

Block 1:  Order Item Detail
Field Type
&
Length		 Description
Document Number  A10  Document number can either be entered by the user or can be generated by the program.  If the System Operational Definition Code AR is A or B and this field is blank when the user press the <NEXT FIELD> key or drill downs to an other document related screen then the program will insert the Document Number.  The following Auto Generated Numbers {FCSM-3} must be set if the above code is A:
    • K3   PO / SE ORDER NUMBER  
Pop up Menu - available on document number.
  • LOV Document Numbers - The list of values displays requisition document numbers where the processing status is Processing.
  • Change Commodity Code - By pre-setting the commodity code the user reduces the list of values on the item number field thus assisting the user in a quick selection of defined items.
  • Duplicate Documents - Selecting this option displays a content menu with the option to reference copy, copy a document or create repeating document.
    • Document Reference Copy - Selecting the option goes to the "Item Reference Copy" application allowing the user to do a reference copy of item from another documents in the document hierarchy.
    • Repeating Documents  - Selecting the option goes to the "Repeating Documents" application allowing the user to do create repeating documents.
    • Copy Document  - Selecting the option goes to the "Requisition / Order Copy " application allowing the user to do a copy of items from another document in the document. 
  • Document Detail - Selecting the option goes to the "Document Detail" application allowing the user to view and maintain the document on document level.
  • Do Budget Control - Selecting the option performs budget control on all items on the document and sets the funds indicator to Sufficient or  Insufficient
  • Resend or Follow-up
    • Resend Document Via Email - If the order was sent via email the option will open up a screen where the email address can be entered and emailed again. When new screen opens click on email button on the bottom of the page.
    • Resend This Document - If the order was placed electronically with a B2B vendor but the order information never reached the B2B supplier the option will resend the order information to the B2B exchange.
    • Follow Up Status of this Document - If the order was placed electronically with a B2B supplier the option will requests the order  status as per B2B exchange for the order..  
    • Resend or Follow Up of Multiple Documents - Selecting this option drills down to the Resend or Follow-Up of Orders Option {FPMEMM-2}
Document Type A2 The document type description is displayed in a combo box from which the user can select the type of document to be processed. Valid values are Order or Standing Order. The difference between an order and standing a order is that on year end all outstanding item lines are carried forward as outstanding commitments. In respect of standing orders apart from all outstanding item lines carried forward as outstanding commitments, a new line is created for every line of the previous year order .
Creditor Code N9 Enter the code of the creditor for whom goods will be purchased. The system will display the name and currency of the creditor. The user can be restricted form using a creditor, depending on the Creditor Status linked to the creditor. The user will not be allowed to use a creditor or will be warned or may us the creditor. The warning will further allow the user to view any documentation relating to the status stored in the DSR and linked to the status.

Pop up Menu - available on field creditor.
  • LOV Creditors - A list function will displays the creditor code, name, currency, lead time and payment terms.
  • Maintain Creditor Definition - Drill down to Creditor Maintenance option {FPMM-2}. Update and select access rules applies to this option.
Year / Cycle N4 , N2 Displays the year and cycle when the document was created.
When a order document is created the year and cycle fields defaults from the current PM subsystem year and cycle. If the user is linked to the restriction FPFD then the user  is allowed to change the year to the next year using the "Document Detail" application.
Process Date DD-MON-YYYY Display the process date of the document was created on. The default of this field is the current system date. The user is not allowed to change the date. 
Document Status A1 The document status of  the document is displayed in this field
Budget Status A1 The budget status of  the document is displayed in this field
Total N15.2 Displays the document total of in local currency.
How Placed A1 Indicates how the order was placed with the supplier. Order may be placed (E)lectronically or e(M)ailed or a (P)aper order could have been printed and sent to the supplier. Only an order placed through a B2B exchange can be placed electronically. 
B2B
Indicates if the Creditor is linked to the document is a "Business To Business" vendor, the document will automatically be sent to the "Business To Business" exchange agent as soon as the document status is "Normal" and the field how placed is set to electronically.

Buttons on the option:
Name Description
Complete Button The user indicates that the users have completed the input of the document and that the document is ready to become a financial document. On clicking the Complete Button a validation program is started to validate that all the required fields on the document has been completed according to the system rules. If successful the document status is updated to the next status in the document life cycle. When the document status goes into Normal the Order Document is created and placed in the document storage and retrieval system which is obtainable from the right click on a blank part of the screen Document Storage and Retrieval.

MyMarket B2B Orders
Should the institution make use of a B2B exchange, and the creditor is a B2B creditor and the field "How Placed" is set to (E)lectronically, the program will,validate that the item type of all items are either (G)eneral or (S)tock items, the item number is not null and  for the creditor a record exists in the Item Definition options ({FPMM-3},{FPMM-23} where the fields supplier part number, and part number extension and unit of measure is not null. If the validation fails the following message will be displayed om the validation report.
"Electronic B2B Order RO5004 has invalid item(s). Only G/S items with Order Unit, Part Number and Part Number Ext. are valid. Invalid Items are: G 1;"

Automatic Emailing of the Order
Should the institution have the SOD to automatically mail orders set to Y in the Maintain System Operational Def. option {FCSM-1} (Code=PE, Subsystem=PM) the field "How Placed" will be set to e(M)ail. When the document status becomes Normal the program will create the order in pdf format and email it to the creditor's email address as specified in the Maintain Creditors option {FPMM-2} (Address Communication page Contact Sequence Number=0,Adress Reference Type = E
Communication Line = creditor email address.)

The From email address that is included in the email is derived as follows:
The program first looks in the External Conversion Codes option {GOPS-21} if there is a chief buyer email address specified (External Body: EML, External Code Type: EMF, Internal Code: PM, External Code: CHIEFBUYER, External Description=from email address). This allows the institution to specify that all emails will be replied to this one central address.
If the chief buyer email address is left empty the program will look if there is a default from email address specified in the External Conversion Codes option {GOPS-21} (External Body: EML, External Code Type: EMF, Internal Code: PM, External Code: DEFAULT, External Description=from email address).
If the both the chief buyer and default from email address is empty the program will look at the email address of the buyer if the order came from a Requisition or the email address of the user who made out the order as defined on {PBOP-1}.

If the SOD for BCC (Blind Carbon Copy) to the buyer is set to Y in the Maintain System Operational Def. option {FCSM-1} (Code=PP , Subsystem=PM) the order will be BCC'd to the From email address as described above.

The subject of the email is set up in the External Conversion Codes option {GOPS-21} (External Body: EML, External Code Type: EMS, Internal Code: PM, External Code: ORDER).

The body of the email is set up in the External Conversion Codes option {GOPS-21} (External Body: EML, External Code Type: EMB, Internal Code: PM, External Code: ORDER).

If the user wants to create their own subject and body and enter different email address to the ones derived from the system they can resend the order manually by email by right clicking on the Document Number (See above under Document Number).

The standard note that can be added to the order to include terms and conditions set up in the Maintain Document Text option {FPMR-1}. The code used to create the standard note must be entered in the SOD in the Maintain System Operational Def. option {FCSM-1} (Code=AJ, Subsystem=PM). An alternate note code can also be set up in the SOD in the Maintain System Operational Def. option {FCSM-1} (Code=AL, Subsystem=PM).

The Order document style sheet that is created and maintained by ITS is entered in the SOD in the Maintain System Operational Def. option {FCSM-1} (Code=PF, Subsystem=PM). If a client would like their own format for the Order, ITS may be contacted for a quote.

When the document is emailed automatically or with the resend functionality on the right click of the Document Number an ITS Note will be created showing the Email address, the Subject and the Body of the email. This is viewable by right clicking anywhere on a blank part of the screen canvas and selecting Notes. This allows you to see to whom and from whom an email was sent.

Automatic Printing of the Order
Should the institution have the SOD for automatic printing set to Y in the Maintain System Operational Def. option {FCSM-1} (Code=PA, Subsystem=PM) the field "How Placed" will be set to (P)aper. When the document status becomes Normal the program will create the order in pdf format and print it to the users printer linked to a function on Printers Dedicated to Functions option {GPRT-3} (System Code=Fin, Function Code=ORD, User Code=user name.)
The automatic printing and automatic email above works independently from each other.

Institutions VAT Code
The Institutions VAT number that appears on the order document is derived from the VAT code linked to the SOD (Code=AV, Subsystem=PM) as defined in the Maintain System Operational Def. option {FCSM-1}. VAT Codes are defined in the option Maintain VAT Registrations {FCSC-2}.




Block 2:  Order Item Detail Block

The user enters the order items in this block
There can be up to 999 item lines per document with the following features:
Type of lines namely a First, Additional and Other Lines. On right click on the line number, a pop up will show the request number and buyer.
Financing method (previously referred to as distribution)
        Quantity    
        Percentage
        Cost
The unique key of this block is field Document Number, Document Type and Line Number.


Field Type
&
Length		 Description
Item Type  A1 Requested item can either be Non-Defined or Defined. General items, Stock items, Package items and Library items are defined items.

Defined Items
  •  General items are goods or services defined but not held as stock. 
  • Stock items are goods held in stock.
  • Library Items are items created in the library system.
Valid values are G, S, L or N
  • G - General Items are maintained in {FPMM-3}
  • S - Stock Items are maintained in {FPMM-23}
  • L - Library Items are maintained in {LCAO-1}
Non Defined Items
  • Items not defined on the ITS System. No code structures exist from which to derived the description, approved vendors, prices etc for the item.
  • Pop up Menu - available on Item Type
    • Package Items - Package Items cannot be ordered from a supplier but its components can. When ordering a package item the user orders the comments a package item. 

Should the institution make use of a B2B exchange, and the creditor is a B2B creditor and the field "How Placed" is set to (E)lectronically, the item type will default to (G)eneral items and will only allow update of the item type to (S)tock or (G)eneral items. This is because orders can only be placed electronically for items defined in the PM system and linked to the supplier part number and unit of measure. Should the user wish to use the creditor but the item is not defined, the user must update the field “How placed" on the on block 1 of the order to (P)aper which will allow none defined and Library item to be added to the order. The user may be prohibited from changing the field “How placed" from (E)lectronically to (P)aper, it is controlled through the system operational definition code DM -  Allow B2B Paper Orders, that if set to (N)o does not allow update of the field "How Placed"  to (P)aper.     

 

A institution makes use of a B2B exchange if  the system operational definition code PZ -  Use MyMarket B2B Vendor is set to (Y)es

A creditor is a B2B creditor if a record exists in the option {FPMEMM-1} where the external body is  MMM, the external code type is MMC,  the Internal Code equals the creditor code and the External Information field is set to (B)oth  or (O)rders.
Item Number N8 Supply a valid stock, general or library item number depending on the item type selected. If the item type is Non-Defined the user is not allowed into the field.
  • Stock Items - Supply a valid stock item code for the item. Stock Item Codes are defined under option {FPMM-23},  TAB - Stock Item Definition and linked to a store code under option {FPMM-23}, TAB - Item Store Definition.
  • Pop up Menu - available on field item number if item type is Stock.

    • LOV Item Number - Displays the item number, description, store, in stock value and cost price of stock items.
    • Change Commodity Code - Setting a commodity code reduces the list of values only displaying items linked to the set commodity.
    • Maintain Stock Items - Drill down to the "Maintain Stock Items" option {FPMM-23}. Update and select access rules apply to this option.
    • View Stock Levels - Drill down to the "Query Item Movement" option {FPMO4-21}. Update and select access rules apply to this option.
  • General Items - Supply a valid general item code for this item. General Item codes are defined under option {FPMM-3}, TAB - General Item Definition.
  • Pop up Menu - available on field item number if item type is General.
    • LOV Item Number - Displays the item number and description of general items.
    • Change Commodity Code - Setting a commodity code reduces the list of values displaying only items linked to the commodity set.
    • Maintain General Items - Drill down to the "Maintain General Items" option {FPMM-3}. Update and select access rules apply to this option.
  • Library Items - Supply a valid bibliographic number for this item.  Bibliographic numbers are defined under option {LCAO-2}.  All item detail type Master and Additional records of a line number must have the same bibliographic number.  If you want to create the Bibliographic Record use the option on the pop up menu. Also see Library manual for more detail on Creating Bibliographic Record. 
  • Pop up Menu - available on field item number if item type is Library Items.
    • LOV Item Number - Displays the bibliographical number and title of library items.
    • Create Bibliographical Numbers - Drill down to the "Create Bibliographical Records" option {LACO-1}. Update and select access rules apply to this option.
Quantity N9.3 The number of units that must be supplied. Unit can be up to 3 decimals.

Pop up Menu - available on field quantity.
  • Request number and Buyer
  • Maintain Internal Delivery Instructions - Selecting the option goes to the "Maintain Internal Delivery Instructions" application allowing the user to enter internal delivery instruction for the item.
Unit A8 An eight-character descriptor code e.g. Kg, Litres, etc. If the user enters a stock or general item the unit code as defined in options {FPMM-3}, TAB - General Item Definition, or {FPMM-23}, TAB - Stock Item Definition, the unit code will default into this field. On right click the unit code description as defined in {FPMC-9} displays if the item is a stock or general item.
Description A4000 The item description.  If the user enters a stock or general item then the item description, including the sundry description as defined on options {FPMM-3}, TAB - General Item Definition, or {FPMM-23}, TAB - Stock Item Definition, and Item Additional Identification {FPMM-3}, TAB - Supplier Item Information, or {FPMM-23}, TAB - Supplier Item Creditor Definition will default into this field and thereafter the user may change it.
  • Pop up Menu - available on description field.
  • Maintain Additional Lines - Selecting the option goes to the "Maintain Additional Lines" application allowing the user to enter additional description lines to the item description. Additional lines are used when the description field cannot hold the complete description of the Item. An additional line consists of 4000 characters and the user can enter up to 13 additional lines.  These lines will be part of a printed document.
    • Maintain Other Lines - Selecting the option goes to the "Maintain Other Lines" application allowing the user to enter other description lines to the item description. Other lines can have any use but will not be printed with the document and will not be carried forward to the next document in the hierarchy. Other lines consists of 4000 characters and the user can enter up to 12 other lines.
Unit Price   N17.4 The value of one unit of the item in the currency of the creditor.  
  • Pop up menu - available on field creditor.
    • Item Unit Price - By selecting the option the user goes to the "Item Unit Price" application. The item unit price structure is maintained in this application. The user can makes change to the item unit price structure in the Item Unit Price screen.
Total  N15.2 The field displays the total converted item value.
Financing  A1 The financing flag indicates the relationship/partnership of the GLA's that will finance the item when it is paid.  The system supports the following relationships:
  • Quantity - Each GLA will finance a specific number of units.
  • Percentage - Each GLA will finance a percentage of the total cost of the item irrespective of the number of units.
  • Cost - Each GLA will finance an advised amount of the total cost of the item irrespective of the number of units. Total cost implies the item quantity multiplied by the VAT inclusive unit price of the item in creditor currency.
The default financing method is quantity.  
Paid Receive A1 The paid receive flag indicates the method by which the item will be received or paid. The system supports the following methods:
  • Quantity - Goods or service will be received or paid based on the quantity.
  • Monetary - Goods or service will be received or paid based on a monetary value.
The value of the field will be copied form the Order to the "GRV" if "GRV's" are used and may be updated on the "GRV" provided that the item has not previously been received. Once any portion of an item has been received the paid received indicator of a line in no longer updateable.

If an "Order" is copied to an "Invoice" without a GRV the field is not updateable on the 'Invoice" and goods will be paid as per the value copied form the "Order". 
Expense GLA Cost Centre and Account  A4+A8 Supply the GLA who will fund the expense.

Pop Up Menu - available on fields Cost Centre and Account.
  • LOV Cost Centre - Displays cost centre code, name and VAT code linked to the cost centre. (Only available on the cost centre field).
  • LOV Accounts - Displays the account code and description of the account. (Only available on the account field).
  • Financial Item Detail - Selecting the option goes to the "Financial Item Detail" applications allowing the user to enter financing partnerships for the item.
    • The following Financial Item Detail applications can be accessed depending on the financing method and item type:
  • Override Insufficient Funds - Selecting the option goes to the "Override Insufficient Funds" applications allowing the user with the necessary access to "Force" or "Reject" funds on GLA's where funds are insufficient on the GLA's the user is restricted to.
  • Maintain Cost Centre Definitions - Drill down to the "Maintain Cost Centre Definition" option {FCSO-1}. Update and select access rules apply to this option (Only available on the cost centre field).
  • Maintain Account Definitions - Drill down to the "Maintain Cost Centre Definition" option {FCSO-3}. Update and select access rules apply to this option (Only available on the account field).
  • Maintain GL Allocations - Drill down to the "Maintain GL Allocations" option {FCSO-6}. Update and select access rules apply to this option (Only available on the account field).
  • Job Number - Selecting the option displays a list job number and tasks. Selecting job number, defaults the GLA of the job number into the expense GLA fields. (Only available on the cost centre field).
Budget Control A1 The budget control status of items are displayed in this column. Display values are Incomplete Information, Sufficient, Forced, Rejected or Insufficient. The displayed budget status of an item is updated when the user clicks the "Complete Button" on block 1 of this application or the user  "Forces" or "Rejects" a lines on the item using the " Override Insufficient Funds" application. The user can only change value Insufficient to Forced or Rejected if the user has a "Yes" in the field Override Insufficient Rule field of option {FCSM-5}.

The following describes each value:
  • Incomplete Information -  The budget control has not yet been  performed or budget control was performed but no unit price information was linked to the item when budget control was performed.
  • Sufficient - The budget control was performed and all GLA's linked to the item has sufficient funds.
  • Insufficient - The budget control was performed and one or more GLA's linked to the item has insufficient funds. User intervention is required on GLA's where the budget flag indicates insufficient funds. The following user interventions are available.
    • The user can override insufficient funds by "Forcing" funds on the GLA's
    • The user can reject the transaction
  • Forced - At least one GLA exist on the item where the budget control indicator is "Forced" and all other budget control indicators are "Sufficient". A report of all forced records can be printed using option {FPMOR2-30}.
  • Rejected - At least one GLA exist on the item where the budget control indicator is "Rejected" and all other budget control indicators are "Sufficient" or "Forced".
Job Number  N8 Supply a valid job number of a project to link this item to the  Job number.  Job numbers are defined under option {FJCO-1}. 
If entered, the GLA of the job number will default for the expense GLA fields.

Pop Up Menu - available on field creditor.
  • LOV Job Numbers - A list function will displays the job number and job description.
  • Maintain Projects and Jobs - Drill down to "Maintain Projects and Jobs" {FJCO -1}. Update and select  access rules applies to this option.
Store  A2 Supply a valid store code for the item if the item type is Stock This fields is not a data base field which defaults the store code from the stock number list of values. On query this field displays the store code linked to the master record of a store item. Store codes are defined under option {FPMM-22}. A list function of the store code will display all the valid store codes and descriptions for the item code.
Branch  A6 Supply a valid library branch for this item. This field is not a data base field, which defaults the library code from the user definition {USERS-5}. On query this field displays the library branch linked to the master record of a library item.  Library branches are defined under option {LCAO-2}. A list function of the library code will display all the valid branch codes and their description.
Location A3 Supply a valid library location for this item. This field is not a data base field. On query this field displays the library location linked to the master record of a library item. Library locations are defined under option {LPMC-2}. A list function of the library locations code will display all the valid locations codes and their description.

Example(s):

Image of fpmo2-1




Layout:  Order Document
The layout of the order is defined by ITS. It can be customized to an individual clients needs. The Order document style sheet that is created and maintained by ITS is entered in the SOD in the Maintain System Operational Def. option {FCSM-1} (Code=PF, Subsystem=PM). If a client would like their own format for the Order ITS should be contacted for a quote.

The Logo of the institution is on top. The logo should be kept in the itsimages directory and called InsImg.gif.
The Document date is the date that the document was created.
The Document number is the Order number.

The Vendor (Creditor) address appears on the left hand side as defined in option {FPMM-2}.
The Shipping address consists of the Campus and the physical address in option {SPCS-1} as well as the the building, floor and room as defined in option {SPOPS-1} .
The Currency as defined for the creditor in {FPMM-2}.

The Institutions VAT number as defined in the SOD in the Maintain System Operational Def. option {FCSM-1} (Code=AV, Subsystem=PM).
The Item, Quantity, Unit, Trade Discount, VAT%, Unit Price, VAT Inclusive or Exclusive Indicator and the Amount of the line item.
The Name, Telephone number and Email address of the Buyer who made out the requisition or the User who placed the order.
The Total of the order and the VAT amount that was either included or excluded.
The Note which is the Terms and Conditions that can be added to the order to include terms and conditions set up in the Maintain Document Text option {FPMR-1}. The code used to create the standard note must be entered in the SOD in the Maintain System Operational Def. option {FCSM-1} (Code=AJ, Subsystem=PM). An alternate note code can also be set up in the SOD in the Maintain System Operational Def. option {FCSM-1} (Code=AL, Subsystem=PM).

 Example(s):

Order Document




Processing
Pop Up Block 2:  Create Package Items

Package items cannot be ordered from a supplier but its components can. By defining a package the user can create a order for the components of a package. Creating an package item will create a line on the order for each component of the package item provided all the items are supplied by the same supplier. Once the items are received from the suppliers the stock levels of the individual items are adjusted through the GRV process. The user can also create a request for the issue of the components of a package to issue directly to students or staff. The components can also be packaged as a single item and return to the store as a stock item. On selecting the creating the package item the user will enter the store, package item, quantity, and on pressing the create button the system will insert the components of the package as separate items of the order. Once the components are created in the order the user may maintain the items on the order as normal.


Field Type
&
Length		 Description
Store Code  A2 Supply a valid store code for which the package item components are ordered. Store codes are defined under option {FPMM-22}.  The list function on the store code field will display all the valid store codes plus their description.
Package Item Number N8 Supply a valid stock item code for the package. Package  items are defined in the Maintain Package Item option {FPMM-24}. A package consist of stock items linked together as a package using a stock item code.  Stock Item Codes are defined under option {FPMM-23},  TAB - Stock Item Definition and linked to a store code under option {FPMM-23}, TAB - Item Store Definition and .
Quantity N6.3 The number of packages requested. The quantity entered will be multiplied by the component's item quantity to get the requested quantity for each item on the request. 

Buttons on the pop up screen :
Name Description
Create Package Item Pressing the "Create Package Item" button creates the components of the package as items in the order. If the item store combination of a component of the package is invalid or inactive the component will not be created for the item on the order. Once the package items have been created the button becomes inactive and the user can only return to order application. 
Return Button Pressing the "Return" button returns the user to the item block, block 2, of the order screen


Example(s):

Image of fpmo2-1





Processing
Rules		  
  If the SOD PT for subsystem PM 

is set to Y the user must be able to amend the order on {FPMO2-1}

is set to N the program must not allow the user to amend he Order.


See Also:



History Of Changes

Date System Version By Whom Job Description
20-Sep-2006 v01.0.0.0 Marchand Hildebrand 110154 New manual format + packages items
24-Mar-2007 v01.0.0.0 Charlene van der Schyff t134643 Update manual
26-Sep-2007 v01.0.0.1 Magda van der Westhuizen t145071 Insert New Image
20-May-2008 v01.0.0.2 Charlene van der Schyff t150589 Update Creditor Status by Creditor Code
27-Jan-2009 v01.0.0.2 Marchand Hildebrand t152121 Proof Read System Owner...........
24-Nov-2010 v01.0.0.3 Hermien Hartman t167804 Added Buyer info on right click to block 2.
08-Jun-2012 v02.0.0.0 Jabu Mokonene t183491

Add screen field Location description.    
11-Sep-2012 v03.0.0.0 Raymond Schoonraad t181577 Add automatic email and printing.
13-Feb-2020
 v04.1.0.0
 Raylene Lapin
 t238827
 Updated processing rules - Allow Amendment Of Orders and updated Images