Execute Automatic Order Processing

Explanation

Automatic order processing can automate the release of purchase requisitions and purchase orders, convert purchase requisitions to purchase orders, and print/send/e-mail purchase orders, depending on which events are included. The events can either be directly performed or scheduled as a background job. 

When entering selection criteria, you can either enter a specific value or use a wildcard expression for selecting a group of records. You can use the wildcard character (%) to select all the available values for that field. For example, entering % in the Part No field will include all the part lines in the automatic order processing. Entering A% will include all part lines beginning with the letter A. 

The Default feature enables you to use the default settings. Default settings are derived from the Database Tasks window set by the administrator. 

Prerequisites

• Purchase requisition lines and purchase orders requiring authorization need to be authorized before they can be processed by the automatic order processing.
• If the purchase orders should be sent to the supplier using EDI, data must have been entered in the Supplier/Message Setup for the applicable supplier. If EDI communication has not been defined, the purchase orders will not be printed.
• If the purchase orders are to be sent to the supplier via e-mail as an attached PDF-file, the supplier contact used on the purchase order must have an e-mail communication method for the address entered in Supplier/Address/General Address Info tab. Also, the PDF_REPORT_CREATED event must be activated and an action with type E-Mail must have been created.

System Effects

• All requisitions and purchase orders that conform to the selection criteria will be automatically processed. Depending on which events are included in the order processing type, automatic order processing can release purchase requisitions and purchase orders, convert purchase requisitions to purchase orders, and print/send/e-mail purchase orders.
• If the event Release Purchase Requisition is included in the order processing type, the requisition lines are processed first so that all requisitions that conform are released. Note: When processing purchase requisition lines, all lines must conform to the input parameters if the entire requisition should be processed.
• If the event Requisition to Order is included in the order processing type and the supplier split function is used, a single requisition line may be split into multiple purchase orders. Multiple requisitions may be consolidated on a single purchase order. If the requisition contains requisition lines with different order processing types, the requisition lines are split to different purchase orders. The supplier contact entered on the purchase requisition line will be considered when the conversion to purchase order is done.
• If the event Release Purchase Order is included in the order processing type and the charge/no charge function is activated and used, a customer order is created based on the lines in Purchase Order Line Components. The CO No field on the purchase order line is updated with the customer order number. The customer order information is also displayed.
• If the Print Purchase Order event is included, all conforming purchase orders will be automatically printed, sent via EDI, or e-mailed as an attached PDF file (depending on the setup described in the Prerequisites above) and the Printed check box in the purchase order header selected. If the purchase orders were sent via EDI, the Order Sent check box in the purchase order header will be selected instead. When the PDF file is being created (if the purchase orders should be sent via e-mail), a job will be created in Agenda which will create the PDF file. In case the purchase orders have been printed or sent via e-mail, the created reports can then be found in the Archived Reports. If IFS/Print Server is used, the purchase order could be automatically sent to the printer.
• Errors while performing automatic order processing will be logged in the Background Jobs window.
• If you have scheduled the task as a background job, the task will be automatically performed based on the specified selection criteria.

Window

Automatic Order Processing

Related Window Descriptions

Automatic Order Processing

Procedure

You can either execute automatic order processing directly (procedure A), or schedule the task as a background job (procedure B).

A. To execute automatic order processing directly:

1. Open the Automatic Order Processing dialog box.
2. If you need to adjust the time span, enter an offset in the Offset from Normal Time Span field.
3. It is required to specify values for the Order Processing Type and Site fields. Do this either by entering a value or click List to select one from the List of Values.
4. It is required to specify values for the Coordinator. The default value is derived from the Default Coordinator ID field on the Site per User window if the field is set as default. Or you can either enter a value, click List to select one from the List of Values.
   Note: The coordinator is not used as a selection criteria for requisitions and orders.
5. Optionally, you can specify the following selection criteria: requisitioner, buyer, part number and supplier. Do this either by entering a value or click List to select one from the List of Values. (See the explanation text at the beginning of this document for detail information on how to use wildcards.) 
6. Click OK to complete the process. 

Note: Click Default if you want to use the default settings. 

B. To schedule automatic order processing as a background job:

1. Click Schedule to open the New Database Task Schedule window. Set the scheduling parameters as desired and save. Scheduled tasks can be seen in Scheduled Database Tasks window

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