AutoCreate Document Options
The AutoCreate Documents window has features that simplify purchase order and blanket release creation into a few steps:
- In the AutoCreate Documents window, select the Document Type: Standard Purchase Order, Planned Purchase Order, Blanket Release, or RFQ. See: Selecting AutoCreate Criteria.
- Choose the Grouping method: Default - requisition lines for the same item, revision, line type, unit of measure, and transaction reason are combined into individual purchase order lines; and requisition lines for the same item, revision, and line type are combined into individual RFQ lines. Requisition - the autocreated documents parallel the structure of the requisition from which they were created. See: Selecting AutoCreate Criteria.
- Choose Automatic or Manual creation mode to place the requisition lines onto a document. Based on the results of your search and on how you want the autocreated document to look, you can decide whether Automatic or Manual creation mode is more appropriate. See: Selecting AutoCreate Criteria.
Selecting Requisition Lines
In the Find Requisition Lines window, enter search criteria to narrow the selection of requisition lines. Purchasing chooses all requisition lines from the requisition pool that meet your search criteria and displays them in the AutoCreate Documents window. Requisition lines for the same item and item category are grouped together, but they are not necessarily in order alphabetically. Within each grouping of item and item category, requisition lines are ordered by need-by date.
Creating a Purchase Order, Release, or RFQ
In the AutoCreate Documents window, you can create a new planned purchase order, standard purchase order, blanket release, or RFQ. Also, depending on your security criteria, you can add lines to an existing document. For example, if standard purchase orders have an access level of View Only, you cannot add lines to an existing standard purchase order unless you are the document owner. See: Defining Document Types. See: Selecting AutoCreate Criteria
- To create a new document, select Create New in the Action field.
- To add to an existing document, choose Add To as the and select the document number in the Document Number field.
Using Automatic Creation Mode
Use the Automatic creation mode when any of the following conditions occur:
- A majority of the requisition lines that your search criteria located are items you want to place on the document
- You want Purchasing to determine where to place the requisition lines on the document
- You want Purchasing to combine similar requisition lines automatically onto a single document line
- You are creating or adding to a release
- You are using Requisition grouping
Automatic Creation Mode lets you create documents with a minimum number of keystrokes. If you want to place on a document all the requisition lines that you selected from those which met your search criteria, select the Automatic button. Purchasing creates in a new document or adds to an existing document all the requisition lines you selected, and these lines are removed from the requisition pool if you are placing them on a purchase order. Lines that you did not select and lines placed on an RFQ remain in the requisition pool. Purchasing also copies the notes from the requisition lines and the corresponding requisition headers, but not descriptive flexfields, to the document lines you create.
When creating a purchase order, Purchasing combines the quantities of all requisition lines that have the same item, item revision, line type, transaction reason, and unit of measure onto a single document line. For RFQs, quantities of all requisition lines that have the same item, revision, and line type are combined. The lowest unit price from the combined requisition lines becomes the actual price of the purchase order line. If the items on the requisition lines you combine have different prices, you may want to use Manual creation mode to ensure you get the price you want. See the discussion of Manual creation mode below.
For purchase orders and releases, Purchasing combines shipment information only if the requisition lines have the same need-by date, ship-to location, organization, Accrual type (period-end or on-line), and shipment type. Each purchase order distribution corresponds to only one requisition distribution. Purchasing does not add to an existing purchase order shipment if that shipment has been encumbered. For RFQs, Purchasing combines shipment information only if the requisition lines have the same ship-to location, need-by date, and unit of measure.
For new documents, Purchasing places the items on document lines in the same order that they are displayed, and the shipments will be ordered by need-by date if all requisition lines share a common unit price. Additions to existing documents or document lines will be placed after any existing lines or shipments.
If the items you selected are not predefined items, Purchasing does not combine the lines. To combine lines that do not have predefined items, you must use Manual creation mode. See the discussion of Manual creation mode below.
If the profile option PO: Display the Autocreated Document is set to Yes, Purchasing displays the Purchase Orders, Releases, or RFQ window, as appropriate, after creating your document lines. See: Profile Options in Purchasing.
Using Manual Creation Mode
Use Manual creation mode when any of the following conditions occur:
- You want to manually choose the requisition lines to combine onto a single document line
- You want to specify the location of the items on the document (for example, specify which purchase order lines the requisition lines will become)
- You want to ensure you get the negotiated price when combining multiple requisition lines with different prices
Manual creation mode lets you take control of the actual placement of requisition lines on purchase order lines. You move each line into the position you want it on the document by using the Document Builder. See: Using the Document Builder.
You can combine requisition lines that have the same predefined item and lines that have one-time items onto a single document line. If you want to combine two requisition lines for the same item, one with an item number and one without, use Modify on the Special menu to add the predefined item to the requisition line for the one-time item.
Note: You cannot use Modify with outside processing items or if you are using encumbrance or budgetary control. See: Modifying Requisition Lines.
Purchasing copies only the notes from the remaining selected requisition lines (and their corresponding headers).
Adding Lines to Existing Documents
You can add lines to existing documents only if your security criteria allow you to modify them. However, you can always create new releases against blanket purchase agreements - even if your security criteria do not permit you to access the document elsewhere in the system. To add lines to an existing planned or standard purchase order, specify the purchase order number:
If you use Automatic creation mode, Purchasing creates new lines beginning with the next available line number or combines your requisition lines with existing document lines
If you use Manual creation mode, you can select any displayed line and place it onto a line in the Document Builder region
Entering Document Information
Once you have completed specification of all criteria (and used the Document Builder for Manual creation mode), you add document information to complete the autocreate process. See: Entering Document Information and Completing AutoCreate.
