Shared Applications - Document Detail


These applications are common to the requisition, order and goods received input applications although field attributes may differ depending on the type of document processed. These applications are normally not directly accessible from a menu but from related Pop Up Menus on fields in the Requisition, Order or Goods Received options. The ITS philosophy is that the user should be able to enter a request or order on the Requisition or Order options; should the user however require additional functionality the functionality is available and directly accessible from the record on a second or third level.


Fields in the option:

Block 1:  Document Detail

Field Type
&
Length		 Description
Document Number A10  Displays the document number created or queried by the user in the Requisition, Order or Goods Received options. If the system operational definition AR "Document Numbers set to A or B Auto Generated Numbers {FCSM-3} must be set for:
  • K2   PM / SE REQUISITION NUMBER
  • K3   PO / SE ORDER NUMBER
Documents cannot be created in the applications.
Document Type A2 Displays the type of document queried by the user.
On Appro A1 Valid values are (Y)es or (N)o.  If items are ordered on approval, then the user must set this indicator to (Y)es.  For these documents, the system will not allow the user to change the status from processing to any other status. If the items are on appro, the user will query the applicable document, change this indicator to (N)o and continue with procedures to change the document status. The document will then be handled in the normal manner.  The system defaults to (N)o in this field.
Print Indicator A1 Valid values are (Y)es or (N)o.  The system defaults to (N)o in this field.  Documents can only be printed if the document Status is Normal, budget control is Sufficient, Forced or Rejected, approval fields are set to Approved or Rejected and the background printing function has been created {GPRT-3}.  The user can force the printout by changing this field value to (Y)es and <COMMIT>, the same rule will be applicable as previous described.
Originate from A1 This field cannot be accessed by the user but the field can be queried.  Programs that create the document will assign a value to the field.  The following is a list of the values.
  • Print Costing {FPCO-1}
  • Distance Education. Registration programs {SDREGA-1}
  • Issue Request, (Post List) {FPMO4-25}
  • III - Millennium {IPACO-4}
  • Media Equipment {FMEO-1}
  • Purchase Order  {FPMO2-1}
  • Transfers from V10, by the install script.
  • Vehicle Tracking {FVTO-1}
Status A1 Displays the status of the document. Valid values are Processing, Verification, Insufficient Funds, Approval 1, Approval 2 Normal or Change.
  • Processing status
In this status the user can process a document over a period of time using different session. After creation the user queries the document and can continue adding items or changes to the document.  A document in this status cannot be printed and will not reflect as an outstanding order for the creditor. If budget control was performed on a line on the document and the budget was sufficient the line will reflect as an outstanding commitment on the General Ledger The document cannot be used in a higher hierarchy document.
  • Verification status
  • Buyer Verification
When a requisition changes status from processing and an item on the requisition exists where the subsystem of the item is purchase order (PO), the document will change status to the verification status. In this status buyers can add item quotations to requested PO items, update the approved creditor on PO items, accept or reject PO items on a request and perform budget control on the document {FPMO1-3}.  The document will not change status to a next status unless all items on the document including cheque request are accepted or rejected and the required number of quotations and an approved creditor has been linked  to each PO item. Rejecting an item sets the budget indicator and all approval fields on the item to rejected.
  • Cheque Verification
When a requisition changes status from processing and an item on the requisition exists where the subsystem of the item is counter system (CT), the document will change status to the verification status. In this status cashiers can add or remove lines on cheques request, update the cheques amount and perform budget control on the document {FCTO-11}. The document will not change status to a next status unless all items on the document including purchase order items are accepted or rejected. Rejecting an item sets the budget indicator and all approval fields on the item to rejected.
  • Insufficient Funds 
During this status the user can only force or reject the finds on items on the document wher the funds are insufficient. The document will not change status unless the budget indicator on all lines on the document are set to sufficient, forced or rejected. Rejecting an line sets the budget indicator and all approval fields on the line to rejected. If the financing method of the item is percentage or cost rejecting a line rejects the item.
  • First Approval
During this status approving users can only approve or reject items on the document.  The user cannot add or delete items in this status. Rejecting a line sets the approval fields on the line to rejected. If the financing method of the item is percentage or cost rejecting a line rejects the item.
  • Second Approval
During this status approving users can only approve or reject items on the document.  The user cannot add or delete items in this status. Rejecting a line sets the second approval fields on the line to rejected. If the financing method of the item is percentage or cost rejecting a line rejects the item.
  • Status Normal
In this status the document is a financial document.  A document in this status can be printed, reflected as an outstanding Commitment on the General Ledger if the budget flag is S or F and is an outstanding order for the creditor and can be used in a higher hierarchy document.  A document in this status can be changed as long as the item being changed was not used in a higher hierarchy document.  If the document is changed the system will force the user to create a change record in and then the program will reset the status flag to Change.  The change status is the same as the processing status.
  • Status Change
The program sets the status to change when the user makes any change a document which has the the status of normal. While the status is change, the user can change or add to a document. The user must query the document and make the required changes. A document in this status cannot be printed and will not reflect as an outstanding order for the creditor. If budget control was performed on the a line on the document and the budget was sufficient or forced, the line will reflect as an outstanding commitment on the General Ledger The document cannot be used in a higher hierarchy document.
Change/Cancel A1 Displays Complete, Cancel, Change or Null. This field is not a data base field.
The Change/Cancel indicators are:
  • Complete
This document was "Completed". Completing a document means that the document was used in a higher hierarchy document but not all units of the document were required and the not used units were cancelled.
Completing a document updates the units on the document to the total units used in higher hierarchy documents.
  • Cancel
This document was "Cancelled". Cancelling a document means that the document was not used in a higher hierarchy document and all the values were set to zero.
  • Change
After changing status to "Normal", changes  were to the document. 
  • Null
No changes have been made to the document after document status was set to "Normal" .
Document Updateable  A1 Valid values are (Y)es or (N)o.  The field indicates if there are Items of the document that are updateable.  This field is not a data base field and is not accessible by the user.  The system defaults (N)o in the field if all Items of the document were used in a higher hierarchy document else (Y)es.
Budget Control A1 The field indicates the status of the budget control fields on documents level for document GLA lines. Valid values are Incomplete Information, Sufficient, Insufficient, Forced, or Rejected.

Document Budget Status
The following describes the document budget status indicator.
  • Incomplete Information
  • Budget control was not yet performed on the document.
  • Budget control was performed but items exist on the document where an approved creditor has not been linked to the item.
  • Sufficient
    • The validation program performed budget control on the document and GLAs have sufficient funds.
  • Insufficient
    • The validation program performed budget control and one or more GLAs linked to the document have insufficient funds. User intervention is required on GLAs where the budget flag indicates insufficient funds. The following user interventions are available.
  • The user can override insufficient funds by "Forcing" funds on the GLAs.
  • The user can reject the transaction.
  • Forced
    • At least one GLA exists on the document where the budget control indicator is "Forced" and all other budget control indicators on the document are "Sufficient". A report of all forced records can be printed using option {FPMOR2-30}.
  • Rejected
    • At least one GLA exists on the document where the budget control indicator is "Rejected" and all other budget control indicators on the document are "Sufficient" or "Forced".
Approved A1 The field summarizes the status of the approval fields of item lines on document level. Valid values are (N)o or (Y)es. This field is not a data base field, not accessible by the user and it summaries the  document approval status as follows:

(N)o
If (N)o, records exist on item detail lines which are rejected.
(Y)es
If (Y)es, at least one of the record was approved.
B2B A1 Indicates if the Creditor is linked to a "Business To Business" vendor. Creditors may be  linked to B2B vendor in {FPMEMM-1}
User A8 The User Code of the user who created the document.
Year YYYY The default of this field is the current PM subsystem year.  If the user is linked to the restriction FPFD then user is allowed to change the year to the next year.  If the document Status is  Processing and the user changes the document and the year is less than the current PM year, the year will be updated  to the current PM year.
Cycle N2 The default of this field is the current PM subsystem cycle.  If the user is linked to the restriction FPFD the user is allowed to change the cycle to any future cycle.  If the document status is processing and the user changed the document and the cycle is less than the current PM cycle, the cycle will be updated to the current PM cycle.
Process Date DD-MON-YYYY The default of this field is the current system date.  The user is not allowed to change the date but is allowed to query on the date.  If the document status is processing, and the date is less than the current system date and the user made changes to the document, the date will be updated by the program to the current system date.
Document Date  DD-MON-YYYY The default of this field is the current system date.  The user is allowed to change the date as long as the date is in the range of 01-JAN-1980 up to the default date.
Local Currency N15.2 Display the net total of all items on the document after VAT in field local currency.  Net total of the document before VAT in local currency.
VAT N15.2 Display the total VAT of items on the document . Document total for VAT in local currency.
Total N15.2 Display the total of items on the document. VAT Inclusive document total in local currency.
Buyer Code A8 Displays the user code of  the buyer linked to the document. A buyer can be allocated to a requisition through the pop up menu option "Allocate Buyer" on the document number in the Requisition Maintenance screen or in the finance i-Enabler.  

A user  is assigned buyer privilege by setting the field "Buyer Privileges" = 'Yes in the "Finance User Access Control" option {FCSM-5}.

Example:

Example of ...

 

Block 1:  Page 2:  Document Detail:  Creditor Detail

The creditor detail page is only available on Order and Goods Received Voucher.


Field Type
&
Length		 Description
Creditor N10 Displays the code, name, currency and preferred language of the creditor linked to the document.
Contact Sequence N2 The contract sequence number 0 (Zero) will default for the above creditor.  The contact type and description will be displayed.  The user may change this contact sequence to any valid contact sequence of the creditor code.  List function displays the contact sequence plus primary indicator, type code and contact name.
Address Type A2 The primary order address type will default for the above creditor and contact sequence.  The four address lines and postal code will be displayed.  The user may change this address type to any valid address type of the creditor code and contact sequence.  List function displays the address type plus address type description.
Telephone Type A2 The work telephone type (in other words, the communication details) will default for the above creditor and contact sequence.  The telephone type description and telephone number will be displayed.  The user may change this telephone type to any valid telephone type of the creditor code and contact sequence.  List function displays the telephone number plus type description.  The list function will exclude fax types.
Fax Type A2 The fax type (in other words, the communication details) will default for the above creditor and contact sequence.  The fax type telephone number will be displayed.  The user may change this fax type to any valid fax type of the creditor code and contact sequence.  List function displays the fax type plus telephone number and type description.  The list function will only include fax types.
Prefered Language A1 The language preferred by this creditor will default. Allowed codes are Alternative or English. Users should ensure that the name and address and other text fields of the specific creditor correspond with the language indicator.

Example:

Example of ...

 

Block 1:  Page 3:  Document Detail:  Notes

Field Type
&
Length		 Description
Note A160 A Note field for any relevant information concerning a document.  This information will not print on the order. For more detail notes per document refer to "Notes". 


Example:

Example of foeapp-b1p3

 

Block 1:  Page 4 - Document Detail:  External Delivery Instructions

The delivery instructions are only available on Order and Goods Received Voucher


Field Type
&
Length		 Description
Department Code  A4 Enter the code of the department where the delivery must take place by the supplier.  The system will display the description.
Person Type A1 Valid values are Null, Other, Personnel or Student.  The following describes each value:
  • Null
If the user left the field null then the user will not be allowed to complete the fields Person Number, Person Name and Person Telephone Type.
  • Other
The user can only enter Other Users information, as defined in option {GOPS-3}, TAB - Maintain Other Users, for the system code FIN, in the fields Person Number, Person Name and Person Telephone Type.
  • Personnel
The user can only enter Personnel information, as defined in option {PBOP-1}, in the fields Person Number, Person Name and Person Telephone Type.
  • Student
The user can only enter Student information, as defined in option {SREGB-1} and is registered in the current year, in the following fields Person Number, Person Name and Person Telephone Type.
Person Number N9 Enter the Person Number that can be contacted by the supplier or is responsible for the order at the Institution.  A list function will display all the valid numbers and their names.  The name of the person number will be displayed in the Person Name field.
Person Name A40 After the user has entered the Person Number, the person name will default and display in this field,  the user is allowed to to change the person name.  This name will print on the order document.
Telephone Type  A2 Only valid telephone types of the person number can be used.  A list function displays all the valid telephone types and numbers.  The telephone number will be displayed.
Delivery Date DD-MON-YYYY hh24mm This date is an indication to the supplier when the Institution expects the delivery.  The system will display the delivery date using the document date and adding the lead time from the creditor definition.  The hour and minutes will be displayed as 00:00.  The user can change the information of this field as long as the date is greater than the system date.
Campus Code N2 The campus where the goods or service must be delivered. The procurement system uses the campus to derive the delivery address for a document if not entered by the user. The campus is a mandatory field on all Requests and Orders.

When an order is created the campus that defaults on the order is determined by the system operational definition code "DL- Delivery Campus/Location to Copy from Request to Orders ".

The procurement system uses the campus to derive the delivery address for a document if not entered by the user. The campus is a mandatory field on all Requests {FPMO1-1} and Orders {FPMO2-1}.

  • 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.
  • If the  system operational definition is set to (R)equestor Campus.
    • The campus defaults from the buyers service record and the building, floor and room from the campus definition of the bayures campus.
    • If the buyer has no campus or an invalid office allocation the campus defaults from the campus as defined on system operational definition code 'DK' - Default Delivery Campus and the building, floor and room from the delivery location on this campus definition.
  • If the  system operational definition is set to Requestor  Campus (L)ocation.
    • The campus, building,floor and room defaults from the buyers office allocation.
    • If the buyer has no campus or an invalid office allocation the campus defaults from the campus as defined on 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 allowed to change the campus.
Building Code A4 The building code where the supplier must deliver the order.  This is not a mandatory field or a prerequisite for the building name field.  A list function will display all the valid building codes and description.  The building name will be displayed in the Building Name field.
Building Name A30 The building name where the supplier must deliver the order.  The user may change any value that was displayed by the system or if null enter the building name.
Floor N2 The floor number of the building name where the supplier must deliver the order.  A list function will be available only if valid building codes exist.  The user may change the valid values to any other value.
Room A7 The room number of the building name where the supplier must deliver the order.  A list function will be available only if valid building and floor codes exist.  The user may change the valid values to any other value.
Space Descriptrion Displays the space description of the building floor and room as defined in the space inventory system.
Delivery Address Displays the physical address of the campus. The physical address as linked to sequence 0  is displayed.


Example:

Example of foeapp-b1p4

 

Block 1:  Page 5 - Document Detail:  Billing Instructions

Field Type
&
Length		 Description
Campus Code N2 Display the Campus Name
Billing Address 4 x A80 Display the Billing Address as defined for teh campus
City A80 Display the City
Province Code   Display the Province
Country Code N4 Display the Country
Postal Code N4 Display the Postal Code


Example:

Example of ...

 


Processing
Rules		  
  No special processing rules


See Also:



History of Changes

Date System Version By Whom Job Description
07-Jun-2007 v01.0.0.0 Amanda Nell t134659 New manual format.
29-Jan-2009 v01.0.0.0 Marchand Hildebrand t152121 Proof Read System Owner
18-Nov-2009 v01.0.0.1 Ernie van den Berg t160074 Fix reference to option {FPMO4-25}
21-JUn-2011 v01.0.0.2 Marchand Hildebrand t169618 Add chnages to SOD DL