Setting Up the Procurement System

This chapter provides overviews of system setup and the setup of Procurement next numbers, and discusses how to:

• Define order line types.

• Set up order activity rules.

• Set up procurement constants.

• Set up user-defined codes (UDCs).

• Set up automatic accounting instructions (AAIs).

• Create tolerance rules.

• Set up order hold information.

• Set up landed costs.

• Set up nonstock items.

• Define print messages.

• Set up templates for purchase orders.

• Create model logs.

• Set up hierarchical logs.

Understanding System Setup

Before you use the JD Edwards EnterpriseOne Procurement system, you must define setup information. This information directs the system to accommodate the specific business needs. For example, you must define the purchasing cycle through which the system processes each order type that you use, such as requisitions, blanket orders, and purchase orders.

You set up this information for JD Edwards EnterpriseOne Procurement:

You set up this information in other systems, including JD Edwards EnterpriseOne Inventory Management and JD Edwards EnterpriseOne General Accounting:

Understanding the Setup of Procurement Next Numbers

Next numbers enable the system to automatically assign document numbers. The Next Number Revisions program (P0002) provides 10 unique characters that enable different document types to be numbered independently. The next available number in the Next Numbers - Automatic table (F0002) is retrieved and assigned to the document.

For next numbers:

• Don't omit the next number value.

• Don't change the next number value after you begin processing transactions.

Document numbers can be assigned by next numbers by system or next numbers by company and fiscal year.

For the JD Edwards EnterpriseOne Procurement system, next numbers are set up by system number.

See Understanding Next Numbers.

See Setting Up Next Numbers by System.

Defining Order Line Types

This section provides an overview of order line types and discusses how to define order line types.

Understanding Order Line Types

Each purchase order that you enter must contain details about the items or services that you want to order. For each item or service, you must enter a line of detail information that describes the order, including the quantity and cost of the item or service. The system processes the detail line based on a line type.

The line type that you enter for a detail line determines how the transaction affects other systems, such as:

• JD Edwards EnterpriseOne General Accounting from Oracle

• JD Edwards EnterpriseOne Inventory Management

• JD Edwards EnterpriseOne Accounts Payable

For example, you might create a line type for stock items. When you set up the line type, you specify that it affects item availability in the JD Edwards EnterpriseOne Inventory Management system. You also specify that it affects the JD Edwards EnterpriseOne General Accounting and JD Edwards EnterpriseOne Accounts Payable systems. When you assign the line type to a purchase order detail line, the system:

• Increases the quantity of the item in the JD Edwards EnterpriseOne Inventory Management system (upon receipt).

• Creates ledger entries in the JD Edwards EnterpriseOne General Accounting system.

• Creates ledger entries in the JD Edwards EnterpriseOne Accounts Payable system.

The line type for a detail line also determines the cycle through which the system processes the line (based on order activity rules). Examples of other information that you can specify for a line type include:

• Whether the detail line is subject to taxes.

• Whether the system applies freight charges to the detail line.

• Whether a receipt is required for a detail line (this setting can apply to either two-way or three-way voucher match).

• Whether the system edits the F4101 table for nonstock items.

Form Used to Define Order Line Types

Defining Order Line Types

Access the Line Type Constants Revisions form.

Setting Up Order Activity Rules

This section provides an overview of order activity rules, lists prerequisites, and discusses how to set up order activity rules.

Understanding Order Activity Rules

For each item or service that you enter on a purchase order, you must enter a line of detail information that describes the order, including the quantity and cost of the item or service. You must set up order activity rules to establish the sequence of steps through which you process each detail line, for example:

1. Enter order

2. Approve order

3. Print order

4. Receive order

You can set up multiple sets of activity rules. You must assign each set of rules to a certain order type (purchase order, requisition, and so on) and line type. For example, you can specify that a set of activity rules apply only to purchase order detail lines that have a line type of S (stock items).

To save time, you can copy an existing order activity rule by accessing a current combination of an order type and a line type and making the necessary changes.

You must assign status codes to each step in activity rules. Status codes identify the current status of a detail line and the next status to which to advance the line. You must define status codes in ascending numerical order. For example, you can set up status codes for stock line types for purchase orders in the following way:

You can change the progression of steps by indicating alternate next status codes. For example, using the preceding activity rules, you can bypass the Print Purchase Order step for orders that you send electronically. To do this, you must assign an alternate next status code (400) to the Approval Process step. You can then assign the alternate code to detail lines in the approval process.

You can specify that the system write a record to the F43199 table when a detail line enters a certain step in the activity rules.

You cannot delete an order activity rule if records are in the system for which the status matches any of the statuses that are assigned to the order activity rule.

Prerequisites

Before you set up order activity rules, you must:

• Verify that you have set up status codes in the Activity/Status Codes (40/AT) UDC table.

• Verify that you have set up order types in the Document Type (00/DT) UDC table.

• Verify that the correct order line types exist.

Form Used to Set Up Order Activity Rules

Setting Up Order Activity Rules

Access the Order Activity Rules - Revisions form.

Order Type Next Number	Enter a code that tells the system which next number series to use when creating order numbers for this order type. Ten Next Number series are available. This field addresses: Purchase requisitions that carry order numbers differently bid requests and purchase orders. Blanket sales orders numbered in a different number range from standard sales orders.
Other 1 - Other 5	Enter additional statuses that can be performed as the next step in the order process. These fields are optional. Although this is not the preferred or expected next step, this field is an allowed override. The system does not allow you to initiate an order line step or status not defined as either the expected next status or an allowed status. Other allowed status codes let you bypass processing steps. These codes are often referred to in processing options as override next status codes.
Ledger Y/N (ledger yes/no)	Enter a code that determines whether the system writes a record to the F42199 table for Oracle's JD Edwards EnterpriseOne Sales Order Management and to the F43199 table for JD Edwards EnterpriseOne Procurement. Values are: Y: The system writes a record for selected fields to the history table. N: The system does not write a record to the history table.

Setting Up Procurement Constants

This section provides an overview of procurement constants, lists prerequisites, and discusses how to:

• Define branch/plant constants.

• Define pricing constants.

• Define item availability.

• Define system constants.

• Define application control constants.

Understanding Procurement Constants

A constant is information that you associate with either the entire system or a specific branch/plant. The system uses constants as default information in many JD Edwards EnterpriseOne systems.

After you determine the information that you want to use throughout the system, you can enter the appropriate values or change any predefined values.

Prerequisites

Before you can set up procurement constants, you must:

• Create an address book record for each branch/plant.

• Set up a branch/plant named ALL.

• Set up each branch/plant as a business unit.

Forms Used to Set Up Procurement Constants

Defining Branch/Plant Constants

Access the Branch/Plant Constants form.

Branch/plant constants enable you to customize the processing of daily transactions for each branch/plant in the distribution and manufacturing systems.

Note. If you use the JD Edwards EnterpriseOne Warehouse Management system from Oracle, you must define the warehouse information on the Branch Location Definition form, which is contained in the Branch/Plant Constants program (P41001). Otherwise, you should define at least location length information.

Defining Pricing Constants

Access the Pricing Constants form.

You can define pricing constants to enable you to enter advanced pricing information in the JD Edwards EnterpriseOne Procurement and JD Edwards EnterpriseOne Sales Order Management systems.

Defining Item Availability

Access the Item Availability Definition form.

You must define how you want the system to calculate item availability for each branch/plant. Item availability affects how the system calculates back orders, cancellations, and customer delivery times.

Note. If you are using the JD Edwards EnterpriseOne Configurator system from Oracle, you must set the Check Availability field in the Configurator Constants program (P3209) to check availability during sales order entry. If the system finds the exact item and string match, a window displays all locations containing the specific configuration.

Defining System Constants

Access the System Constants form.

Set up system constants to determine how the system performs certain functions. For example, assume that you have several branch/plants and you use different units of measure for the items in each branch/plant. You can set a system constant to automatically convert units of measure by branch.

Defining Application Control Constants

Access the Application Constants form.

Defining application control constants prevents the system from applying changes that unauthorized personnel make to the general ledger. Also, you can define a constant that requires you to enter batch control information before the system runs a batch processing job. You might enter batch control information to compare the anticipated size of the job to the end result.

You must define management approval and batch control separately for each distribution and manufacturing system that you use.

Mgmt Apprv (management approval)	Enter Y to assign a status of pending to each batch that you create within the listed systems. Enter N to assign a status of approved to each batch.
Batch Ctrl (batch control)	Enter Y to require entry of batch control information.

Setting Up UDCs

This section discusses the UDCs that you set up to process purchase orders.

Document Type (00/DT)

Set up this UDC with the values that you use to indicate document types used for procurement. For example, OP indicates a purchase order.

Schedule Name (40/AS)

Set up this UDC with names for price adjustment schedules that the system uses to identify advanced pricing adjustments. After defining a schedule name, you can attach pricing adjustments to the schedule. You can define adjustment names before or after setting up pricing adjustments.

Average Cost Calculation (40/AV)

Set up this UDC with the programs that the system runs to process taxes during purchase order processing.

Landed Cost Components (40/CA)

Set up this UDC with codes that indicate the types of landed costs applied to items or services. The system uses these values when you enter landed costs for receipts.

Commitment Document Types (40/CT)

JD Edwards EnterpriseOne software provides hard-coded values for the document types that the system uses when you process commitments. When you create an order detail line, the system automatically creates commitments and encumbrances if the document type exists in the Commitment Document Types (40/CT) UDC and the line type has an inventory interface of A or B.

Item Change Files - (P40821X) (40/IC)

Use this UDC to list tables that the system updates when you change item number information. The processing options for the Item Master program (P4101) and the Non Stock Item Master program (P4101N) use this UDC to specify which table the system updates if you select the option to update selected tables.

Order Templates (40/OT)

Set up values in this UDC with the names of order templates. The system uses the codes that you define when you use the Supplier Template Revisions program (P4015) to create purchase order templates.

Customer Price Groups (40/PC)

Set up this UDC with codes that identify the pricing groups that you associate with suppliers. You assign a pricing group to a supplier when you define the supplier billing instructions.

Item Price Groups (40/PI)

Set up this UDC with values that identify inventory price groups for items. Inventory price groups have unique pricing structures that direct the system to incorporate discounts or markups on items on sales and purchase orders. The discounts or markups are based on the quantity, monetary amount, or weight of the item ordered. When you assign a price group to an item, the item takes on the same pricing structure defined for the inventory price group.

You must assign an inventory price group to the supplier or customer, as well as to the item, for the system to interactively calculate discounts and markups on sales orders and purchase orders.

Print Messages (40/PM)

Set up this UDC with the text messages that the system prints on orders. Examples of text messages are engineering specifications, hours of operation during holiday periods, and special delivery instructions.

G/L Posting Category (41/9)

Set up codes for the general ledger class descriptions for the distribution AAIs. The G/L Posting Category UDC table (41/9) controls which general ledger accounts receive the currency amount of inventory transactions for an item.

Cross Reference Type Code (41/DT)

Set up values in this UDC to specify the type of cross-reference that the system uses when printing a supplier's item number. The system stores the cross-reference information in the F4013 table.

The special handling codes are used by JD Edwards EnterpriseOne Advanced Pricing for promotional items.

Commodity Class Codes (41/P1)

Set up values in this UDC that represent an item property type or classification, such as commodity type, planning family, and so forth. The system uses this code to sort and process like items.

Commodity Sub Class Codes (41/P2)

Set up values in this UDC that represent an item property type or classification, such as commodity type, planning family, and so forth. The system uses this code to sort and process like items.

Supplier Rebate Codes (41/P3)

Set up values in this UDC to describe different rebates negotiated with a supplier. You can use this UDC when entering purchasing classification codes in the Item Master program. The system uses these codes for sorting and categorizing items.

Master Planning Family (41/P4)

Set up values in this UDC to define master planning families for the items in the system. Master planning families enable you to group items for planning purposes.

Landed Cost Rule (41/P5)

Set up values in this UDC to identify types of landed costs. The landed cost rule determines purchasing costs that exceed the actual price of an item, such as broker fees or commissions. You set up landed cost rules on the Landed Cost Revisions form.

Price Category Type (42/CT)

Set up values in this UDC to identify the basis for price rules, for example, purchase order discounts or order repricing. In procurement, you select the appropriate value from this UDC when you set up price discount rules for suppliers.

Freight Handling Code (42/FR)

Set up values in this UDC to indicate who is responsible for paying the freight charges to the carrier and at what point ownership is transferred. You use this UDC in the purchasing instructions for the supplier.

Hold Codes (42/HC)

Set up values in this UDC to identify why orders are on hold. This UDC is not hard-coded and has no special handling code logic.

Certification Status (43/CR)

Set up values in this UDC to indicate whether a supplier is certified to sell this item. The code that you enter determines how the system manages orders that you enter for the supplier and item.

Movement Code (43/MC)

JD Edwards EnterpriseOne provides hard-coded values for this UDC that the system uses when you use receipt routing.

Model Log Types (43/ML)

Set up values in this UDC to establish values that the system uses when you create model logs.

Operation Codes (43/OC)

Set up values in this UDC to identify operations or steps within a receipt route.

Outstanding Log Types (43/OL)

JD Edwards EnterpriseOne provides hard-coded values for this UDC that the system uses when you enter log information.

Procurement Rebate Order Type (43/RB)

Set up values in this UDC to identify types of rebates.

Route Codes (43/RC)

Set up values in this UDC to identify receipt routes. Each receipt route consists of a series of operations through which the system directs items upon receipt. The system uses the values that you establish when you set up receipt routes.

Rebate Status (43/RS)

Set up values in this UDC to define the status of the rebate agreement. The status can be pending or active. The value A (active) is hard-coded to indicate that the rebate information will be updated.

Rebate Type (43/RT)

JD Edwards EnterpriseOne provides hard-coded values that you use to indicate whether a rebate is a percentage of the quantity purchased or a fixed currency amount.

View Progress Payments (43B/VW)

Set up values in this UDC to use as the default for the type of voucher match that you specify in the Voucher Match program (P4314).

Transaction Set Purpose Code (47/PU)

Set up values in this UDC to define the purpose of JD Edwards EnterpriseOne Electronic Data Interchange (EDI) transactions that you send or receive.

Setting Up AAIs

This section provides an overview of AAI tables for the JD Edwards EnterpriseOne Procurement system, AAI tables for the financial system, and discusses how to:

• Set processing options for Distribution AAIs (P40950).

• Set up distribution AAIs.

Understanding AAI Tables for the JD Edwards EnterpriseOne Procurement System

You set up AAIs to determine the accounts to which the system distributes general ledger entries.

In the JD Edwards EnterpriseOne Procurement system, the system creates journal entries when you receive an inventory item. You set up AAIs to indicate the accounts for which the system creates the journal entries. You also can enter memo text for each AAI.

In the JD Edwards EnterpriseOne Subcontract Management system from Oracle, AAIs define the links among the JD Edwards EnterpriseOne Subcontract Management, JD Edwards EnterpriseOne Job Cost, and JD Edwards EnterpriseOne General Accounting systems.

The JD Edwards EnterpriseOne Procurement system uses multiple AAI tables, each of which applies to a certain type of transaction. In each table, you specify a general ledger account for each unique combination of company, document type, and general ledger class.

For example, you can set up an AAI table for inventory receipt transactions. Each time you enter a receipt for an inventory item, the system determines the general ledger account to which to debit the receipt based on the company, document type, and general ledger class for the receipt.

The system stores AAIs in the Distribution/Manufacturing - AAI Values table (F4095).

AAIs for Purchase Order Entry

These AAI tables determine which accounts are debited and credited when you enter a purchase order:

AAIs for Receipts and Voucher Match

These AAI tables determine which accounts are debited and credited when you enter purchase order receipts or create vouchers:

AAIs for Variances

These AAI tables determine which accounts are debited and credited when a variance exists in the cost of an item:

AAI 4338 (reprice variance/inventory) and AAI 4339 (reprice variance/non inventory) are used in Oracle's JD Edwards EnterpriseOne Grower Management and JD Edwards EnterpriseOne Procurement systems.

See Setting Up AAIs.

AAIs for Tax Liabilities

These AAI tables determine which accounts are debited and credited when you work with tax liabilities:

AAIs for Receipt Routing

This AAI table determines which accounts are debited and credited when you process items through a receipt route:

AAIs for Landed Costs

These AAI tables determine which accounts are debited and credited when you work with landed costs:

AAIs for Zero Balance Adjustments

These AAI tables determine which accounts are debited and credited when you work with zero balance adjustments:

Understanding AAI Tables for the Financial System

Two categories of AAIs relate to the JD Edwards EnterpriseOne Procurement Management system. Each of these categories has a unique prefix that defines the way it is used in the system.

See Setting Up Automatic Accounting Instructions.

AAIs for Freight Distribution (PCFRTD)

Use this AAI to determine which account to use when you enter freight distribution.

You must define the PCFRTD AAI before the Voucher Match program (P4314) can process freight distribution.

AAIs for Non-Billable Retainage (PCNBRT)

Use this AAI to determine which account to use for nonbillable retainage.

You must define the PCNBRT AAI before the Progress Payments program (P4314) can process vouchers with nonbillable retainage.

Form Used to Set Up AAIs

Setting Processing Options for Distribution AAIs (P40950)

Processing options enable you to specify the default processing for programs and reports.

Defaults

These processing options enable you to specify default information for the Distribution AAIs program (P40950).

Setting Up Distribution AAIs

Access the Account Revisions form.

Creating Tolerance Rules

This section provides an overview of tolerance rules and discusses how to create a tolerance rule.

Understanding Tolerance Rules

You create tolerance rules to determine how much a detail line can change before it exceeds tolerance. For example, you enter a receipt for which the quantity exceeds more than 10 percent of the quantity entered on the purchase order. You can have the system prevent the transaction from exceeding tolerance.

You can set the tolerance rule by item, item category code, or company. You create tolerance rules to specify the number or percentage by which these values can change:

• Quantity

• Unit cost

• Extended amount

You can set tolerance rules for three types of transactions:

• Receiving.

• Creating vouchers.

• Creating purchase orders through requisition consolidation and blanket release.

If a detail line exceeds tolerance, the system either displays an error message or prevents you from entering the transaction, depending on how you set the processing options. During voucher match, you can also specify that the system assign a pay status code to lines exceeding tolerance.

If you do not specify a percentage or amount for the quantity, unit cost, and extended amount categories, the system will not perform tolerance checking for the category that you leave blank. The system performs tolerance checking only for transactions that exceed the tolerance rule range.

You can prevent the system from allowing any tolerance by specifying a zero tolerance. When you select the option to enter a zero tolerance for a percentage or amount, you cannot receive, voucher, or release over the amount on the original purchase order line.

Form Used to Create Tolerance Rules

Creating a Tolerance Rule

Access the Purchasing Tolerance Rules Revisions form.

Setting Up Order Hold Information

This section provides an overview of order hold information, lists a prerequisite, and discusses how to enter order hold information.

Understanding Order Hold Information

You can put an order on hold to prevent it from being processed. When you assign a hold code to an order, the system does not allow you to process the order until you release the hold.

Note. Procurement holds must be set up at the order level. Procurement does not support line level holds.

You must set up the individual hold codes that you intend to assign to orders. Each hold code can identify a certain type of hold. For example, you might set up a hold code to identify orders that exceed budget. Administrative holds and approval holds also exist. You might set up another hold code to identify orders that exceed the maximum order amount.

Predefined system-assigned hold codes also exist. The system automatically assigns budget holds to orders if you set processing options for the Purchase Orders program (P4310) accordingly. The system automatically assigns approval holds after you have set the processing options for Purchase Orders (P4310) accordingly and the order is awaiting approval. The system also assigns a hold code to an order if you have entered a hold code for the supplier.

You can specify the person who is responsible for reviewing and releasing a certain type of order hold. You must specify a password for each hold code. Only those individuals who know the password can release an order to which the hold code is assigned.

Prerequisite

Verify that you have set up hold codes in the Hold Codes (42/HC) UDC table.

Forms Used to Set Up Order Hold Information

Entering Order Hold Information

Access the Work With Hold Order Constants form.

Setting Up Landed Costs

This section provides an overview of landed costs, lists prerequisites, and discusses how to set up landed costs.

Understanding Landed Costs

Landed costs are costs that exceed the purchase price of an item. They are generally associated with the expected delivery charges of an order, but might also be for broker fees, commissions, and so on. Landed costs are additional fees incurred to deliver an individual item into inventory. Landed costs cannot be applied to the total cost of a purchase order. Also, landed costs are not taxable.

You can assign landed costs to a specific item and branch/plant or to a cost rule (a group of landed costs to which you assign a name). You set up landed cost rules in the Landed Cost Rule (41/P5) UDC table. After you create a cost rule, you can assign it to an inventory item, a supplier, a purchase order, or a detail line. By assigning landed costs, you can track the actual cost of purchasing an item.

When you assign landed costs to an item or cost rule, you define the calculation for each landed cost on a per item basis. You can add landed costs for an item based on:

• A percentage of the unit price.

• A monetary amount.

• A specific rate multiplied by the weight or volume of the item.

For each landed cost, you can specify:

• The effective dates.

• The supplier to which the cost is paid.

• The general ledger class code to which you apply the cost.

The general ledger class code determines the general ledger accounts for which the system creates journal entries for landed costs. You use AAI tables 4385 and 4390 to specify landed cost accounts.

You can also specify:

• Whether to match the cost using the voucher entry program.

• Whether to include the cost in item cost updates.

The system searches for landed costs that apply to a detail line in this order:

1. Landed costs that are assigned to the item/branch on Landed Cost Revisions.

2. A cost rule assigned to the detail line.

3. A cost rule assigned to the purchase order.

4. A cost rule assigned to the item and branch/plant on the Item/Branch Plant Info form.

5. A cost rule assigned to the item on the Item Master Revisions form.

You determine at which point the system adds landed costs to a detail line. For example, you can add landed costs during the receipt process, the voucher match process, or as a standalone process.

Prerequisites

Before you can set up landed costs, you must:

• Set up the landed cost rules in UDC table 41/P5.

• Set up the landed cost level in UDC table 40/CA.

Forms Used to Set Up Landed Costs

Setting Up Landed Costs

Access the Landed Cost Revisions form.

You associate the parameters of a landed cost, such as the general ledger category code, with a landed cost rule or an item. To associate the parameters with a landed cost rule, complete the Landed Cost Rule field. To associate the parameters with an item, complete the Item Number and Branch/Plant fields.

Setting Up Nonstock Items

This section provides an overview of nonstock items and discusses how to:

• Set processing options for Non Stock Item Master (P4101N).

• Set up nonstock items.

Understanding Nonstock Items

You can define information for items that you do not account for as part of the inventory. You add and maintain nonstock item information only at the item level, not at the branch/plant level. The Non Stock Item Revisions form is similar to the Item Master Revisions form. However, it contains only those fields that pertain to nonstock items.

Operating resources are the nonstock goods and services and other internal business processes that a company manages that are necessary for the day-to-day operations of an enterprise. This table lists examples of operating resources:

You can access additional forms that enable you to define and maintain further information about a nonstock item, including:

• Default units of measure

• Multiple language descriptions

• Text messages

For each nonstock item that you set up, the system creates a record in the F4101 table.

Form Used to Set Up Nonstock Items

Setting Processing Options for Non Stock Item Master (P4101N)

Processing options enable you to specify the default processing for programs and reports.

Defaults

These processing options specify default information that the system uses in the Non-Stock Item Master program (P4101N).

Process

This processing option specifies how the system processes information in the Non-Stock Item Master program (P4101N).

Versions

This processing option specifies a version of the Non-Stock Item Master program (P4101N).

Setting Up Nonstock Items

Access the Non Stock Item Revisions form.

Preferred Carrier	Enter the address book number that the system uses as the default carrier for the item.
Commodity Class	Enter a value from the Commodity Class (41/P1) UDC that represents an item property type or classification, such as commodity type, planning family, and so forth. The system uses this code to sort and process like items. This field is one of six classification categories that are available primarily for purchasing purposes.
Commodity Sub Class	Enter a value from the Commodity Sub Class Codes (41/P2) UDC table that represents an item property type or classification, such as commodity type, planning family, and so forth. The system uses this code to sort and process like items. This field is one of six classification categories that are available primarily for purchasing purposes.
Master Planning Family	Enter a value from the 41/P4 UDC table that represents an item property type or classification, such as commodity type or planning family. The system uses this code to sort and process like items. This field is one of six classification categories that are available primarily for purchasing purposes.
Commodity Code	Enter a value to be used for reporting purposes only. If JD Edwards EnterpriseOne Requisition Self Service is purchased, you can set up a commodity tree and attach items to the tree. Then the commodity code is supplied on the PO Detail automatically.
UNSPSC Code (United Nations Standard Products and Services Code)	Displays a value for information only. The UNSPSC code has standard settings. A download of these values is stored. If JD Edwards EnterpriseOne Requisition Self Service is purchased, you can associate this code with the commodity code tree.

Defining Print Messages

This section provides an overview of print messages and lists the forms used to define print messages.

Understanding Print Messages

Print messages can be used internally and externally to notify employees and suppliers about specific information. Print messages consist of predefined text that you can attach to:

• Item records

• Supplier master

• Purchase order header

• Purchase order header clauses

  See Forms Used to Enter Order Header Information.

• Purchase order detail lines

Print messages are shared with the JD Edwards EnterpriseOne Inventory Management and JD Edwards EnterpriseOne Sales Order Management systems. Examples of text used in messages are:

• Engineering specifications.

• Hazardous materials safety sheets.

• Hours of operation during holiday periods.

• Special delivery instructions.

A print message consists of a message name, description, and corresponding attachments.

After a print message has been created, you need to specify on which documents the message will appear.

Forms Used to Define Print Messages

Setting Up Templates for Purchase Orders

This section provides an overview of purchase order templates, lists prerequisites, and discusses how to:

• Set processing options for Order Template Revisions (P4015).

• Create a purchase order supplier template.

• Create a purchase order user template.

• Revise a template in batch mode.

• Set processing options for Supplier History Template Rebuild (R43815).

Understanding Purchase Order Templates

You can set up templates to streamline the order entry process. Templates contain items that you frequently order and the quantity in which you usually order them. You can access templates during purchase order entry to select items to order.

Each template contains a specific group of items. You can create standard templates for general use, or you can specify the supplier to which a template applies. You can also create a user template based on the user's most commonly ordered items.

When you set up an order template, you enter the items and item quantities to include on the template. You can have the system enter items on a template based on existing purchase orders that you select. You can also create or revise a template in batch mode using information from existing purchase orders.

An order template is a group of items that you order frequently. You use order templates during purchase order entry to select items to order.

You can create templates that are specific to a certain supplier. This kind of template is useful when you frequently order the same items from a supplier. You can also create standard templates that are not specific to a supplier. Instead, they contain items that are ordered frequently from different suppliers. You may also want to create a template based on a specific user and the items most commonly ordered by that user.

You can quickly create a supplier template or update an existing template based on items and item quantities on existing purchase orders. Based on the purchase orders that you select, the system adds items and item quantities to a template.

Prerequisites

Before you can create purchase order templates, you must:

• Set up names of order templates in the Order Temple (40/OT) UDC table.

• Set the processing option for the Supplier History Template Rebuild program (R43815) so that the system can retrieve historical purchase-order information and add it to the purchase order template.

• If you are creating a purchase order user template based on a user's most commonly ordered items, in the Supplier Template Revisions program (P4015), set the processing option for Desired Format to 4, or User.

Forms Used to Set Up Templates for Purchase Orders

Setting Processing Options for Order Template Revisions (P4015)

Processing options enable you to specify the default processing for programs and reports.

Display

These processing options specify how the system displays information in the Order Template Revisions program (P4015).

Versions

These processing options determine which version of various programs the system uses. If you leave either of these processing options blank, the system uses version ZJDE0001.

Creating a Purchase Order Supplier Template

Access the Order Template Revisions form.

Supplier Name

Leave this field blank if the order template that you are creating is not specific to a supplier.

Creating a Purchase Order User Template

Access the Order Template Revisions form.

Revising a Template in Batch Mode

Select Procurement Advanced & Technical Ops (G43A31), Supplier Template Rebuild.

Use the Supplier History Template Rebuild program (R43815) to create a new order template in batch mode. The system adds items to the new template based on existing orders. Use processing options to define the criteria that the system uses to build a new template.

The Supplier History Template Rebuild program creates templates by compiling and applying the supplier item history from the F4311 table.

Setting Processing Options for Supplier History Template Rebuild (R43815)

Processing options enable you to specify the default processing for programs and reports.

Default

These processing options specify default information for the Supplier History Template Rebuild program (R43815).

Process

These processing options determine how the system processes information in the Supplier History Template Rebuild program (R43815).

Creating Model Logs

This section provides an overview of model logs, lists a prerequisite, and discusses how to create a model log.

Understanding Model Logs

A model log is a set of standard submittal and transmittal information or other information that you can copy into an order. A submittal is information that you need to receive from a subcontractor or supplier, such as proof of insurance and so on. A transmittal is information that you need to send to a subcontractor, such as permission to proceed and so on. You create a model log if you have many orders that use the same standard log information.

Prerequisite

Verify that you have set up model logs in the Model Log Types (43/ML) UDC table.

Form Used to Create Model Logs

Creating a Model Log

Access the Model Logs form.

Model Log	Enter a value from the Model Log Types (43/ML) UDC table to identify the model log to which you add log types. You must complete this field before you access the Model Logs form.
Log Type	Enter a value from the Commitment Log Type (00/LG) UDC table to identify the type of information in a log entry. The log type is used to group similar types of entries.
Status Type	Enter a code from the STSC (H00/SX) UDC table to specify whether the requirements for the log line have been satisfied. Values are: Blank: The requirements have not been satisfied, the log line is not active, or no status is required. Y: The requirements have been satisfied. N: The requirements have not been satisfied.
Issue Date	Enter the date that the log entry was issued. For example, the effective date for an insurance policy is entered in the Issue Date field.
Expired Date	Enter the expiration date of the log entry. For example, in the case of a submittal requirement for an insurance certificate, the termination date for the policy would be entered in the Expired Date field. The termination date would then be used by the Log Report/Update program (R43300) or the Logs (F4305) Report/Update program (R43540) to update the status field. If the expired date is earlier than the date that you run the program, the system sets the status to N for the log entry.
P E (pay effect)	Enter Y to issue a warning message if log requirements are not met. Various warning messages appear during progress payment entry when outstanding log requirements exist. Generally, you enter Y when the submittal requirement is of such importance that regular payments to the subcontractor can be suspended if the submittal requirement is not properly satisfied. This code is normally used in conjunction with submittal log entries.
ID Code (identification code)	Enter an identification code associated with the log entry. The field can be used for abbreviated report identification.

Setting Up Hierarchical Logs

This section provides an overview of hierarchical logs and discusses how to:

• Set up log hierarchy levels.

• Activate log functionality.

• Set up log view options.

Understanding Hierarchical Logs

Log information is supplemental to the information contained in an order. Checks and balances are put in place during the progress payment function to enforce compliance with the logs. Log information is typically specific to the vendor and not on a contract-by-contract basis. However, bonding can be at a job or contract level. Logs can be entered and modified at multiple hierarchical levels. Log details can be added at an individual contract level or at global levels, such as company, subcontractor, project, or job. These individual levels can then be activated or deactivated based on the business process.

Entry of logs is available from contract entry as well as any time during the project. The logs and hierarchies are maintained in the Log Master table (F4305).

See JD Edwards EnterpriseOne Subcontract Management Reports.

Note. If you currently use the Log Master Revisions program (P4303) for single-level logs at the contract level, you can run conversion programs and use the hierarchical logs feature.

Note. You can use either the Log Master Revisions program (P4303) or the Logs Entry program (P4305) to create and maintain log information. You cannot use both log programs in the system. Purchase Order Entry and Voucher Match read UDC 40/VF and call the Log Master Revisions program or the Logs Entry program based on the setting in the UDC.

Forms Used to Set Up Hierarchical Logs

Setting Up Log Hierarchy Levels

Access the Work With User Defined Codes form.

Find UDC 43/LL and set up the log hierarchy levels.

Activating Log Functionality

Access the Work With User Defined Codes form.

Find UDC 40/VF and activate log functionality for the system by specifying the 04 - Logs code in the Vertical Feature UDC.

Note. Purchase Order Entry and Voucher Match read UDC 40/VF and call the Log Master Revisions (P4303) program or the Logs Entry (P4305) program based on the setting in the UDC.

Setting Up Log View Options

Access the Work With User Defined Codes form.

Find UDC 43/VO and set up the log view options for procurement.