Place Orders from Requests {FPMO2-6}

The option allows the user to place orders from requisitions.

On entry of the application the user land in block 1 where the buyer can enter query criteria. On navigating to the next block the query is executed and displays requisitions in the status Normal not yet copied or partially copied to an order as per query criteria. Should the user prefer to do a more specific query the user may query on any of the fields on the screen. Records returned may be sorted by double clicking on the column description. The user selects items for which to create an order by marking the item in the select tick box. Clicking the Place Orders button creates an order or orders for the items. Once an order has been created in the option the order number and type of the order created are displayed in the order type and number fields. The functionality of this screen is the same as the reference copy available on the "Maintain Orders" {FPMO2-1}.

Not yet copied records are selected as follows:

Only Purchase Order requests
In the status "Normal"
The copied indicator of the line is No or Partially copied
The quantity already copied is less than the requested quantity on the line
Budget control flag on the item is "Sufficient" or "Forced"
All approvals on the line has been done and is approved
The line is not a additional or other line
An approved creditor with a unit price have been linked to the requested item
The user does not have an amount or department, cost centre, account category restricting the user to the line.

The GLA's on order lines created from this option is not updatable as the requisition line from which the line was created has already approved on the requisition.

Requested items are included in a order per creditor and external delivery instruction (campus, building, floor and room).

MyMarket B2B vendor
A instituition uses the MyMarket B2B vendor if the system operational definition code - "PZ- Use MyMarket B2B Vendor" = 'Y"

A creditor is a B2B creditor if a record exists in the option {FPMEMM-1} where the external body is MMM and external code type is MMC, the Internal Code equals the creditor code and the External Information field is not null. The external information field is the code used by the B2B vendor to uniquely identify the creditor on the B2B exchange. The user further indicates whether the creditor may only be used to download item catelogues or only place orders via the B2B exchange or do both by setting the external code field to (C)atelogue, (O)rders or (B)oth.

A instituition may allow only electornic orders to be palced for MyMarket B2B vendors or allow both electronic and paper orders to be placed, if the system operational definition code - "DM- Allow B2B Paper Orders" is set to (N)o, no paper order are not allowed else if (Y)es both paper and electronic orders are allowed.

If the instituition uses the MyMarket B2B vendor and the instituition does not allow MyMarket B2B paper orders and the item item type is not a general or stock item and no record exists on the general item creditor definition or stock item creditor definition with a part number the item will not be copied to the order. A warning will be dispalyed to warn the user of the items not copied, the warning is "Credit linked to external body MMM and code type MMC, Item type must be Store or General and exists with part number and unit of measure - Item will not be copied.

If the instituition does allow paper orders the lines will be copied but the "How Placed " indicator on the order will be updated from "Elecdtronic" to "Paper".

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}.

Sort Order:
To sort records on the application the user should double click on the field label.

User Restriction:
To process
The user restrictions FPDO, FPDOI and FPDOD applies to this option.

Fields in the option:
Block 1: Query Info

On navigating to the next block a query is executed using the query criteria in block 1. If no query criteria are entered the default values are used.

Field	Type & Length	Description
Buyer [ALL]	A8	The buyer linked to the requisitions may be used as query criteria, the default buyer is ALL, and ALL includes all buyers and document without a buyer in the query. The List of Values on field BUYER displays the user and name and includes the values "ALL".
Creditor [0]	A8	The creditor linked to an item on a requisitions may be used as query criteria, the default creditor is 0, and 0 includes all creditors. The List of Values on field CREDITOR displays creditor codes and names.
Document [ALL]	A10	Document number may be used as query criteria, the default document is ALL. The List of Values on field DOCUMENT displays the document number of PO requests to be copied to orders.

Block 2: Outstanding PO Requests

Displays requisitions in the status Normal not yet copied or partially copied to an order as per query criteria.

Field	Type & Length	Description
Place Order	Button	To place orders for the selected items the user will click the Place Orders Button. On clicking the Place Orders Button the same action will take place as when the user does a reference copy of a requisition to an order.
Buyer	A8	Displays the Buyer per line item of request captured, as per the Requisition document.
Creditor Code	N9	The approved creditor code linked to a purchase order request. This a query only field allowing the user to query a creditor code linked as an approved creditor to requested items. Pop Up Menu - available on field creditor. Creditor Description - Displays the approved creditor name.
Requisition Number	A10	Purchase order requisitions numbers in the status "Normal" where the line on the document has not yet been fully copied to an order. Pop Up Menu - available on field requisition number. Document Preview - Selecting the option drills down to the document query option.
Processed Date	DD-MON-YYYY	The date the requisition was created. This is a query only field allowing the user to query documents create on a specific day.
Item Type	A1	The type of the requested item i.e. Non-Defined, Stock, General or Library Item. This a query only field allowing the user to query an item type.
Item Number	N8	If the item type of the item is Stock, General or Library Item the user can query for the item type an item number. This a query only field allowing the user to query an item number. Should the user query an item number without an item type the query will return records for all three defined item types namely stock, general and library items should such items exist.
Description	A4000	The item description. This is a query only field allowing the user to query the description of the requested item.
Quantity	N9.3	The number of units that must be supplied. This a query only field allowing the user to query the quantity requested on an item.
Available Quantity	N9.3	This display field displays the quantity of the requisition line not yet copied to a order.
Unit	A8	The unit of the requested item. This is a query only field allowing the user to query the unit of the requested item. Pop Up Menu - available on the unit field. Description - Displays the unit code description if a defined item.
Unit Price	N15.2	The value of one unit of the item in the currency of the creditor. This is a query only field allowing the user to query the description of the requested item. Pop Up Menu - available on field creditor. Item Unit Price - Selecting the option drills down to item unit price screen in query mode displaying the items un it price.
Total	N15.2	The field displays the total converted item value.
Order 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 an order is that on year end all outstanding item lines are carried forward an outstanding commitment. In respect of standing orders apart from all outstanding item lines are carried forward as outstanding commitments, a new line is created for every line of the previous year order.
Order Number	A10	Order number is a display only field which displays the order number to which the item was copied. Orders created through this option can only be system allocated numbers, on "Place Order(s) the program will insert the next order document number for each order created. The System Operational Definition Code "AR" does not apply to this option. Where the creditor on the lines selected, for which order should be placed, from various requisitions are the same the lines will be included in the same order. For each creditor selected an order will be created. Pop Up Menu - available on field creditor. Document Status - Displays the document status i.e. processing, funds, first approval, second approval and normal. Process Order Status - Selecting the option drills down to the Maintain Order option allowing the user to continue the processing on the order. View Validation Report - Selecting the option displays the validation report create when the order was generated by clicking the Place Orders button.
Campus Code	N4	The campus where the goods or service must be delivered. The campus is a mandatory field on all iEnabler Requestsm, Requests {FPMO1-1} and Orders {FPMO2-1}.The procurement system uses the campus to derive the delivery address for a document if not entered by the user. When an order is created from this option the campus and delivery location is determined by the system operational definition code "DL- Delivery Campus/Location to Copy from Request to Orders". The SOD -DL has 3 valid namley D - Deafult Campus and Location R - Requesters Campus and default campus location L - Requesters Campus and Location iEnabler Request - campus defaults from the requests delivery instructions. The campus defaults from the user defaults as maintained on the iEnabler. If no defaults are defined the campus entered by the user. If no campus is entered, the campus defaults from the building code entered on the request. If no building or a invalid building and the campus has no value, the campus building floor and room defaults from the requesters office allocation on the persons service record, provided the requester is a staff member. If the personal member has no office allocation, the campus, building floor and room defaults from the campus as defined on system operational definition code 'DK' - Default Delivery Campus . Back Office Request - campus defaults from the lines delivery instructions on the requests. When a requisition is completed and the campus has not been entered on the document. The campus is derived from the building code entered on the document. If neither the campus nor the building has been entered on the document, the campus defaults from the personal members office allocation as defined on the persons service record. If the personal member has no office allocation or the office location is invalid the campus defaults from the campus as defined on system operational definition code 'DK' - Default Delivery Campus . The system determines delivery campus and location created on a order where requests are copied to a order as as follows: If this system operational definition is set to (D)efault. The campus defaults from the campus on the system operational definition code 'DK' - Default Delivery Campus and the building, floor and room from the delivery location on this campus definition. The user is not allowed to change the campus building floor or room. If the system operational definition is set to (R)equestor Campus. The campus is copied form the request and the building, floor and room from the campus definition of this campus. Orders are create per creditor and campus for the items flagged to be ordered. The user is allowed to change the campus but not the building floor and room. If the system operational definition is set to Requestor Campus (L)ocation. The campus, building,floor and room are copied from the request. Orders are create per creditor, campus, building floor and room for the items flagged to be ordered The user is allowed to change the campus, building, floor and room. Pop Up Menu - available on field campus. Campus Address - Displays the campuses physical and billing address.
Building	A4	The building code where the supplier must deliver the item. Pop Up Menu - available on field building.. Building Name - Displays the building name. A list function will be available only if a valid campus codes has been enetred. The user may change the value to any other valid value if the system operational definition code "DL- Use Requestor or Default Delivery Campus" is set to (D)efault.. Valid buildings are determined by the campus.
Floor	N2	The floor number in the building name where the supplier must deliver the item. A list function will be available only if a valid building codes has been enetred. The user may change the value to any other valid value if the system operational definition code "DL- Use Requestor or Default Delivery Campus" is set to (D)efault.. Valid floors are determined by the builing.
Room	A7	The room number of the building name where the supplier must deliver the item. A list function will be available only if a valid building and floor has been enetred. The user may change the value to any other valid value if the system operational definition code "DL- Use Requestor or Default Delivery Campus" is set to (D)efault. Valid rooms are determined by the builing and floor.
Select ALL	Button	Select all allows the buyer to select all requests displayed in a query to be placed as orders.
Select Tick Box	A1	Select the requested items to be included in orders. Requested items ticked as selected will be referenced copied to an order if the user clicks the "Place Orders" button.

Example:

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):

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
13-Jun-2007	v01.0.0.0	Amanda Nell	t134634	New manual format.
26-Jan-2009	v01.0.0.1	Marchand Hildebrand	t152121	Proof Read System Owner
18-Nov-2009	v01.0.0.2	Ernie van den Berg	t160074	Fix reference.
24-Nov-2010	v01.0.0.3	Hermien Hartman	t167804	Added the Buyer information and updated the image.
20-Jun-2011	v01.0.0.4	Marchand	t169618	Change SOD code DL
16-May-2012	v01.0.0.5	Marchand Hildebrand	t181718	New block with query criteria added to the option
02-Aug-2012	v02.0.0.0	Marchand Hildebrand	t183026	ATOV 181620 / 181718
28-Nov-2012	v03.0.0.0	Raymond Schoonraad	t181577	Add Automatic emailing of order