Enter Message Defaults

Explanation

This activity is used to define default settings for various messages received from and sent to the supplier. This includes EDI default settings and settings for order change management and receiving advices.

The general default and price catalog default settings allows you to select automatic delivery notification approval, automatic order confirmation with differences approval, automatic order confirmation without differences approval and automatic price catalog approval, in which incoming EDI messages are automatically approved. You can define an approval user. The user will merely be used as the default approving user when the approval is set to automatic. It is important that the user is allowed to use the site to which the messages will arrive.

Order change management is used to keep the data consistent between the automatically pegged orders (e.g. internal order flow). This function controls whether the changes on incoming order confirmations should in turn update the pegged customer order (within the site). In a situation where the changes made to a customer order are replicated to a purchase order, the function also controls whether a change request should be automatically sent to the supplying site once the purchase order is changed.

A receiving advice is sent to the supplier informing about the arrived and approved quantities, and the receipt dates. This enables suppliers to confirm the deliveries that they have made to us. You can also send supplier self-billing invoices based on a receiving advice.

Use this activity to determine the type of receiving advice that is allowed to be sent to a given supplier. There are two types of receiving advice:

• The type Arrived Goods usually created upon arrival of goods, will only include the arrived quantities and the date when the goods arrived.
• The type Approved Goods is used to send the supplier information about the received and approved quantities, the dates on which the parts arrived and when they were fully inspected. Only receipts that have been approved can be included.

You can setup basic data to be able to send either one or both types of receiving advice to the supplier.

The date on which the AP/AR ledger is closed is to be entered in the Closing Day of Month field. This is used as the default date in the Date Until field of the Receiving Advice window.  Note that to be able to create, print and send receiving advice, IFS/Purchasing must be installed.

Supplier self-billing invoices are of two kinds: RASUPPINV (which uses invoice series RA) and AUTSUPPINV (using invoice series AS). You can use this activity to enable invoicing using invoice type RASUPPINV, which are based on information in receiving advice. For further details refer topic description on Self-Billing of Purchase Orders.

These tasks are to be performed by a systems administrator or equivalent personnel.

Prerequisites

• Basic data must be defined in the Purchase/General sub-tab in the Supplier window.

System Effects

• If automatic approval is used, incoming EDI/MHS messages are automatically set to Approved status.
• If approval user is defined, the approval user will be authorized to receive incoming EDI messages.
• If you selected Do Not Use from the Receiving Advice list box, you will not be allowed to create receiving advices for this supplier. Otherwise you will only be allowed to create receiving advices of the type(s) selected from the list box.
• If automatic replication of incoming changes is used, changes on incoming order confirmations will in turn update the pegged customer order (within the site) and changes made to a customer order are replicated to a pegged purchase order. If send automatic change request is used, a change request will be automatically sent to the supplying site once the purchase order is changed

Window

Supplier

Related Window Descriptions

Supplier
Supplier/Purchase  
Supplier/Purchase/Message Defaults

Procedure

1. Open the Supplier window.
2. In the Identity field, search for the supplier for whom you want to enter the default message settings.  
3. Click the Purchase tab, and then click the Message Defaults sub-tab.
4. To automatically approve incoming messages, in the General Defaults area, select Automatically from the list and then select the approval user's ID from the List of Values.
5. If you are using the EDI/MHS message function and you wish to have automatic approval of price catalogs on all the messages received from the supplier, select the Automatically option from the list in the Price Catalogue Defaults area. Select the approval user's ID from the List of Values.
6. Under Order Change Management , select the appropriate check box to indicate whether incoming changes should be automatically replicated or whether change requests should be automatically sent if the pegged purchase order is changed.
7. From the Receiving Advice list select either Arrived Goods or Approved Goods to specify the type of receiving advice that can be sent to the supplier. If you want to be able to send both types of receiving advices, select Arrived and Approved Goods. If want to disable the supplier for receiving advice, select Do Not Use.
8. Optionally, enter a value in the Closing Day of Month field or select the End of Month check box.
9. Select the Allow Self-Billing check box to allow the creation of self-billing invoices from the Receiving Advice window.
10. Save the changes.