Shared Applications - Duplicate Documents: Document Reference Copy

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.

Duplicate Documents

Three options all relating to the copying or duplication of documents are available on the option duplicate documents.

Reference Copy
Copy
Repeating Documents

Reference Copy

The purpose of this option is to query Purchase Order requisitions and to allow the user to reference copy requisition information into an order. If reference copied the order will refer to the requisition. The requisition will indicate that it was copied. On reference copy of a item form a requisition to an order the commitment is transferred from the requistion to the order. This is done by inserting a cancel commitment record on the requistion refering to the order line.

Block 1 is used to enter search criteria and a sort order while Block 2 displays all PO requisitions for the search criteria in Block 1.

Rules of Reference Copy.

For back office, type "R" documents or web (iEnabler) requests the Item (not the document) can be partly copied to an Order O or SO.
The creditor on the document from which the user copies does not have to be the same as the creditor on the order, the credictor can be the approved creditor on the request, one of the quotation creditors or any other creditor that does not even exist on the request.
The reference item cannot have more units (quantity) than the original item.
The order will refer to the requisition specified to be copied. (See FPMO2-5} - Query FID Originating Documents).
The requisition will indicate that it was copied to an order.
Type "R" documents or web (iEnabler) request Items can be partly copied to an Order O and/or SO.
A document may consist of a combination of Reference Copied, Copied and items Not Copied items..
On processing the reference copy, the program will process a cancel commitment for reference copy records..

Fields in the option:

Block 1: Item Reference Copy

The user may enter any of the fields in the "Query Criteria" block to refine the search of requests to be copied although it is not mandatory. On going to the next block all request adhering to the query criteria.not yet copied or partly copied will be queried and displayed.

Field	Type & Length	Description
Document Number	A10	The Document Number of the requisition to be queried.
Creditor Code	N9	The Creditor Code of the approved creditor on requisitions to be copied to the order.
Process Date	DD-MON-YYYY	The Process Date of the requisitions to be queried.
Description	A4000	The item description of items on requisitions to be queried.
Item Type	A1	The Item Type, Stock, General or Library, and item number to be queried.
Item Number	N8	The Item Number for the Item Type Stock, General or Library to be queried.
Buyer	A8	The buyer code linked to requisition to be queried..
User	A8	The originating user that create the requisition to be queried..
Sort Order	Tick Box	The user can indicate which fields should be used to sort the documents displayed in block 2.

Example:

Block 2: Line Reference Copy

On commit all lines flagged to be copied will be reference copied to an order.

Delivery Campus
If the campus on the lines copied differs from the campus on the order the following warning is displayed -

If the system operational definition code DL- is set to Requestor (L)ocation and the order campus is null the warning "Requested lines delivery campus differs - Default order delivery campus defaulted" is displayed and the campus on the order is set to the default campus, SOD code DK. If the order campus is not null the warning " Requested lines delivery campus differs - Order Campus will be used"

If the system operational definition code DL- is set to (R)equestor Campus and the order campus is null the warning "Requested lines delivery campus differs - Default order delivery campus defaulted" is displayed and the campus on the order is set to the default campus, SOD code DK. If the order campus is not null the warning " Requested lines delivery campus differs - Order Campus will be used"

If the system operational definition code DL- is set to (D)efault Campus and the order campus is null the warning is -"Requested Lines Delivery Campus Differs – Defaulted Order Delivery Campus Defaulted". If the order campus is not null the warning " Requested lines delivery campus differs - Order Campus will be used"

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.

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 "Creditor 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".

Field	Type & Length	Description
Reference Copy	Tick Box	The user must click on the tick box of the requisitions that the user wants to copy to the order.
Requisition Number	A10	Displays requisition numbers for the selection criteria in the query criteria block where the Purchase Order item was requested and not yet reference copied to an order. Pop Up Menu - available on field Requisition Number. Line Reference Copy - Selecting the option drills down to the Line Reference Copy screen. Copy All Items - Sets the reference copy flag on all items queried to copy. Reset Copy Indicator - Sets the reference copy flag on all items queried to null.
Creditor	N9	Displays the Creditor Number of the approved creditor. Pop Up Menu - available on field Creditor. Creditor Description - Displays the approved creditor name.
Process Date	DD-MON-YYYY	Displays the Process Date of the requisitions.
Item Type	A1	Displays the items Item Type.
Item	N8	Displays the Item Number if Stock, General or Library item.
Quantity	N9.3	Displays the item Quantity.
Unit	A8	Displays the Unit of the item.
Description	A4000	Displays the item Description.
Unit Price	N15.2	Displays the currency value of one unit of the item.
Total	N15.2	Displays the document total in local currency.

Example:

Line Reference Copy

The purpose of this option is to allow the user to reference copy selected lines on an item. The option can only be accessed from the requisition number field in Block 2 of the reference copy screen

Block 1: Line Reference Copy

Field	Type & Length	Description
Reference Document
Document Number	A10	The Document Number of the item from which the user drilled down in the reference copy field.
Document Type	A2	The Document Type of the item from which the user drilled down in the reference copy field.
Description	A4000	The Description of the item from which the user drilled down in the reference copy field.
Copy to Document
Document Number	A10	The Doument number to which the item lines will be copied.
Document Type	A2	The Document Type to which the lines will be copied.
Return	Button	After flagging the lines to be copied in Block 2 the return button returns the user to the reference copy screen.

Example:

Block 2:

Field	Type & Length	Description
Reference Copy	Tick Box	The user must click on the tick box of the requisitions the user wants to copy to the order.
Cost Centre	A4	Displays the Cost centre of the line.
Account	A8	Displays the account of the line.
Quantity	N9.3	Displays the quantity of the line. If the financing method of the item is percentage or cost the lines of the item cannot be copied individually and the item with all its GLAs are reference copied if copied by the user.
Total	N17.2	Displays the item unit total value in local currency, VAT inclusive for the line.
Job Number	N8	Displays the Job Number linked to the line.
Store	A2	Displays the Store Code linked to the line.

Example:

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
07-Jun-2007	v01.0.0.0	Amanda Nell	t134659	New manual format.
27-Jan-2009	v01.0.0.1	Marchand Hildebrand	t152121	Proof Read System Owner .....
22-Jun-2011	v01.0.0.2	Marchand Hildebrand	t169618	Add changes to SOD DL