8 Working With Purchase Orders for SPC in the United Kingdom

This chapter contains the following topics:

Section 8.1, "Understanding Subcontract Purchase Order Entry and Modification for SPC"
Section 8.2, "Entering and Modifying Additional Information for Purchase Orders for SPC"
Section 8.3, "Posting Subcontract Order Commitments"

8.1 Understanding Subcontract Purchase Order Entry and Modification for SPC

You use the standard Purchase Order Entry program (P4310) to enter standard information for a subcontract purchase order. After you enter the standard information, the system launches either the Purchase Order SPC Additional Information Header program (P74U4312) or the Purchase Order Detail SPC Additional Information program (P74U4316), in which you enter SPC-specific information. The system launches the additional information form only when this setup exists:

Your user profile is set to the UK (United Kingdom).
The SPC Activate System constant is selected.
The purchase order type that you used when you entered the base purchase order information is set up in the 74U/OT UDC table.

The MCD / Retention constant determines whether the system launches the Purchase Order SPC Additional Information Header or the Purchase Order Detail SPC Additional Information program. If you select Header level, the system launches Purchase Order SPC Additional Information Header program. If you select Detail level, the system launches the Purchase Order Detail SPC Additional Information program.

After you complete the additional purchase order information, the system launches the Requisition Template Answers Revisions program (P74U4321) and the CIS Operations program (P74U0126) if you set up your system to do so.

This process flow shows the programs that you use for subcontract purchase order entry in the JD Edwards EnterpriseOne SPC module:

Figure 8-1 Programs used for subcontract order entry

Description of ''Figure 8-1 Programs used for subcontract order entry''

After you complete the purchase order entry, including the SPC-specific information, you can:

Post the SPC purchase order commitments.

You post commitments only if you set up your system to track commitments for purchase orders.

See Posting Subcontract Order Commitments.
Use the Print Subcontract Order (R43500) program to print the purchase order.

See "Printing Orders by Batch" in the JD Edwards EnterpriseOne Applications Procurement Management Implementation Guide.

8.1.1 What You Should Know About the Standard Purchase Order Entry Program

These factors apply to the standard purchase order entry program:

The JD Edwards EnterpriseOne software for the SPC module provides version ZJDE7002 of the Purchase Order Entry program (P4310) on the Daily Processes (G74U0510) menu.

You can use version ZJDE7002 or set up your own version. You must set up a version of the Purchase Order SPC Additional Information Header program (P74U4312) and the Purchase Order Detail SPC Additional Information program (P74U4316) that corresponds to the version of the Purchase Order Entry program that you use.
Because you set a constant that determines the order in which MCD (main contractor discount), retention, and value-added tax (VAT) are calculated, you must use the fields for retention provided in the SPC-specific forms instead of the retention fields in the standard Purchase Order Entry program.

Caution:
Using the standard retention fields instead of the SPC-specific retention fields might compromise your data integrity.

8.1.1.1 Understanding the Alternate Tax Rate/Area Assignment Functionality for the Standard Purchase Order Entry Program (Release 9.1 Update)

When you have your system set up to use the alternate tax rate/area assignment functionality, the system retrieves the alternate tax rate/area based on how you have the error handling set up in the tax rate/area assignment definition. While entering a purchase order, when a warning results from the EU VAT logic, the system retrieves the tax rate area based on the setting in the Default Tax Rate/Area processing option. If the value in the processing option is 1, the system retrieves the tax rate/area from the Ship-to address and if the value in the processing option is 0, the system retrieves the tax rate/area from the supplier.

For further information about alternate tax rate/area assignments, please refer to "Setting Up Alternate Tax Rate/Area Assignment Functionality" in the JD Edwards EnterpriseOne Applications Tax Processing Implementation Guide.

8.1.2 Adding Additional Information for SPC Purchase Orders

The additional information that you enter for SPC purchase orders includes MCD and retention information, whether the purchase order is for labor only, and the surveyor for the project. Depending on how you set the constants and processing options, you can also indicate commitment information, whether an application is required, and other factors that affect the processing of the purchase order.

The system displays the PO Detail Entry Additional Info form if the MCD/Retention constant is set to Detail level, and displays the PO Entry Additional Information form if the constant is set to Header level. The fields for the forms are identical; however, the constants that you set up for the company and the processing option values that you set up for the additional information programs determine the fields that appear and whether the fields can be edited.

8.1.3 Questions and Answers About a Subcontract Order

The processing options for the Purchase Order SPC Additional Information Header and Purchase Order Detail SPC Additional Information programs include an option in which you specify the version of the Requisition Template Answers Revisions program (P74U4321) to run. The system launches the version of the program that you specify after you enter the additional purchase order information.

You specify the default question template in a processing option in the Requisition Template Answers Revisions program. You can use a different template by entering a different code in the PO Entry Requisition Answers Revision form launched by the Requisition Template Answers Revisions program. You must set up the template to use in the Requisition Questions Template Revisions program (P74U4320).

8.1.4 Including or Excluding a Purchase Order from the Construction Industry Scheme (CIS)

If you set the CIS Process Flow constant in the CIS Supplement Constants program (R74U0402) to 2 or 4, you enable the ability to include or exclude a purchase order from the CIS functionality. If the functionality is enabled, the system launches the CIS Operations program (P74U0126) after the requisitions program, or after the SPC additional information program if you did not set up your system to launch the requisition program.

The CIS Operations Included/Excluded form enables you to select a UDC value from the 74U/IO UDC table. The system asks you to confirm your selection.

If you exclude a purchase order now, you can later change the status. You use the CIS Tag File History Change program (R74U0134) to globally update records in the CIS tag table (F74U0116) with a new CIS voucher status code. To update one record only, set your data selection to include only the record to change.

See Working with the CIS Tag Table.

8.1.5 Modifying SPC Information for a Purchase Order

You use the Purchase Order Entry program to modify standard information for a purchase order.

You use the SPC-specific forms to modify SPC-specific information. You can modify this data:

Data to Modify	Program and Navigation	Comments
Header information	On the Work With Order Headers form, select a purchase order and select Regional Info from the Row menu. Click the SPC Add'l Row Info button.	You can modify SPC information at the header level only when you have your constants set up to work with orders at a header level. If you click the SPC Add'l Row Info button when your constants are set to the detail level, the system displays an error message.
Detail information	On the Work With Order Headers form, select a purchase order and click Select. On the Order Detail form, select a record and select Regional Info from the Row menu. The system displays the Purchase Order Detail Additional Information form.	You can modify this data on the Purchase Order Detail Additional Information form: The fields and options that are not disabled by constants or processing options. Labor Indicator field. Select Chng Lab Only from the Form menu, then select a value from the Labour Indicator (74U/LI) UDC table and click Update. The system changes the values for all lines of the purchase order. Monthly YN field Select Change Non Monthly from the Form menu. The system changes the value from Y to N or from N to Y for all lines of the purchase order.
Answers for question template	On the Work With Order Headers form, select a purchase order and select Regional Info from the Row menu. Click the Q/A Template button.	You cannot change the question template that appears. However, you can add or change the questions and answers in the template and then save the changes for the records associated with the purchase order.
Include/Exclude in CIS	CIS Tag File History Change program	See Working with the CIS Tag Table.

8.2 Entering and Modifying Additional Information for Purchase Orders for SPC

This section lists prerequisites and discusses how to:

Set processing options for Purchase Order SPC Additional Information Header (P74U4312) and Purchase Order Detail SPC Additional Information (P74U4316).
Set processing options for Requisition Template Answers Revisions (P74U4321).
Enter additional information.

8.2.1 Prerequisites

Before you complete the tasks in this section:

Verify that appropriate UDC values exist in your system.
Verify that corresponding versions exist for the Purchase Order Entry program (P4310) and the Purchase Order SPC Additional Information Header (P74U4312) or Purchase Order Detail SPC Additional Information (P74U4316) programs.

The system calls the Purchase Order SPC Additional Information Header program when the SPC constants are set to work at the header level and calls the Purchase Order Detail SPC Additional Information program when the SPC constants are set to work at the detail level.
Set up commitments if you use them.

8.2.2 Forms Used to Enter and Modify Additional Information for Purchase Orders for SPC

Form Name	Form ID	Navigation	Usage
Work With Order Headers	W4310I	Daily Processes (G74U0510), Enter Subcontract Order	Review and select existing orders.
Order Detail	W4310A	Click Add on the Work With Order Headers form.	Add the subcontract information in the base software form.
SPC - Purchase Order Additional Information	W74U4312B	Click OK on the Order Detail form. On the Work With Order Headers form, select a purchase order and select Regional Info from the Row menu. Click the SPC Add'l Row Info button.	Complete the additional purchase order header information for a subcontract order. Note: The system displays the SPC - Purchase Order Additional Information form only when your SPC constants are set to work at the header level.
PO Detail Entry Additional Info	W74U4316C	Click OK on the Order Detail form.	Enter SPC information for the purchase order. Note: The system displays the PO Detail Entry Additional Info form only when your SPC constants are set to work at the detail level.
PO Entry Requisition Answers Revision	W74U4321C	Click OK on the SPC - Purchase Order Additional Information form. Click OK on the PO Detail Entry Additional Info form.	Enter answers to the questions that were set up in the Requisition Template Questions Revision program (P74U4320). The system displays this form only when you specify a version in the processing options for the Purchase Order SPC Additional Information Header program. You can specify a default template in the processing options of the Requisition Template Answers Revisions program (P74U4321). You can change the question template to associate to the purchase order on the PO Entry Requisition Answers Revision form.
CIS Operations Included/Excluded	W74U0126A	If your system is set up to use the requisition question template, click OK on the PO Entry Requisition Answers Revision form, then confirm that the data is saved. If your system is not set up to use the requisition question template, click OK on the SPC - Purchase Order Additional Information form or the PO Detail Entry Additional Info form, then confirm that the data is saved.	If your system is set up to enable the inclusion or exclusion of purchase orders from the CIS, you use this form to select a value from the 74U/IO UDC table to include or exclude the purchase order. Select a value with Exc in the Special Handling Code field to exclude the purchase order from the CIS. Select a value that does not have Exc in the Special Handling Code field to include the purchase order in the CIS.
SPC-PO Detail Entry Additional Info	W74U4316A	Select a detail line, and then select Regional Info from the Row menu.	Access retention, MCD, and other information for the detail line. You might have to scroll down to access the Regional Info option from the Row menu on the Order Detail form.
Change To/From Labour Only Contract	W74U4316D	Select Chng Lab Only from the Form menu on the SPC - Purchase Order Detail Additional Information. Click Update to update the record.	Select the labor indicator code and update the subcontract record.

8.2.3 Setting Processing Options for Purchase Order SPC Additional Information Header (P74U4312) and Purchase Order Detail SPC Additional Information (P74U4316)

Processing options enable you to specify default processing values.

8.2.3.1 Processing

Protect MCD (protect main contract discount)

Enter 1 to enable a user to change the MCD percentage on the detail lines.

Leave this processing option blank to prevent changes to the MCD percentage.

Protect Purchase Order Commitment

Enter 1 to enable a user to change the option that specifies whether commitment amounts are accumulated when the purchase order is entered. Leave this processing option blank to prevent changes to the Purchase Order Commitment option.