Maintain Orders - Intergraph Smart Materials - Version 2016 R4 (8.4.0) - Help - Hexagon PPM

Intergraph Smart Materials Classic Help (2016)

PPMProduct
Intergraph Smart Materials
PPMCategory_custom
Help
Version_SPMat
2016 R4 (8.4)

The P.50.16 Maintain Orders screen allows you to manage order cycles.

In most cases, an order cycle corresponds to a requisition supplement. The different order cycles are distinguished by a supplement number. One order cycle can contain several revisions. These revisions are internal supplement numbers that can only be seen in the third block of this screen, on P.30.02 Agreement Creation Results and P.50.07 Maintain Agreements. The revision of an order is only important in a special case for change orders. Each PO and each CO created manually results in a new order supplement.

The following examples show how order cycles are created if project default ZP_SUM_CO is set to Y (a prerequisite to use the P.50.16 screen).

Example 1

You have created a requisition 'R-100', with supplements 0, 1, and 2. With each of these supplements, you order more material, that is, only line items with shortage quantities. If you choose the ‘Create Supplement' option on the P.30.01 screen for 'R-100' supplement 0, the PO 'R-100' is created, with the supplement 0. If you approve this PO and select the 'Create Supplement' option on P.30.01 for 'R-100' supplement 1, the next PO within this order cycle is created: 'R-100' supplement 1. If you approve this PO and select the 'Create Supplement' option on P.30.01 for 'R-100' supplement 2, another cycle for this order is built. So in this example, each requisition supplement corresponds to an order supplement.

Req

Suppl

Order

Type

Suppl

R-100

0

R-100

PO

0

R-100

1

R-100

PO

1

R-100

2

R-100

PO

2

In this example, the revision is of no interest.

Example 2

Requisition 'R-100', supplements 0, 1, 2, and 3 have been released by engineering. On supplement 3, surplus quantities can be found. For each supplement, the ‘Create Supplement' option is chosen on P.30.01 after the previous supplement was approved. The result is shown below.

Req

Suppl

Order

Type

Suppl

Comment

R-100

0

R-100

PO

0

R-100

1

R-100

PO

1

R-100

2

R-100

PO

2

R-100

3

R-100

CO

3

CO for PO suppl 2

The last supplement is a CO for the PO supplement 2. In this example, the revision is of no interest.

Example 3

Requisition 'R-100', supplements 0, 1, 2, and 3 have been released by engineering. But this time supplement 3 contains surplus quantities that exceed the quantities released with the previous supplements 2 and 1. More than one change order must be created.

Req

Suppl

Qty

Order

Type

Suppl

Rev

Qty

Comment

R-100

0

10

R-100

PO

0

0

10

R-100

1

20

R-100

PO

1

1

20

R-100

2

30

R-100

PO

2

2

30

R-100

3

-55

R-100

CO

3

3

-30

CO for PO suppl 2

R-100

3

-55

R-100

CO

3

4

-20

CO for PO suppl 1

R-100

3

-55

R-100

CO

3

5

-5

CO for PO suppl 0

Each requisition supplement corresponds to an order cycle/order supplement. But order supplement 3 consists of three different revisions. In this case, the revision is needed in order to be able to distinguish the different change orders. The P.50.16 screen provides you with the ability to see each order cycle as one supplement (first and second block). And only on the last detail block, the distinction between different revisions must be made. Thus, it is easier to see which quantities have been cancelled by engineering. The quantities released by engineering are not split in the second block.

Example 4

When you create a manual CO for a PO by clicking the Create CO button on P.50.07, a new cycle is created. In other words, the supplement number for this CO is increased by one. If you select the 'Create Supplement' option on P.30.01 for the next requisition supplement, the order supplement will be increased again.

Req

Suppl

Order

Type

Suppl

Comment

R-100

0

R-100

PO

0

R-100

CO

1

CO for PO suppl 0, manually created

R-100

1

R-100

PO

2

One requisition supplement still corresponds to one order supplement. But the supplement numbers themselves are not the same any longer.

The P.50.16 Maintain Orders screen can only be opened and used when the project default ZP_SUM_CO is set to Y. If ZP_SUM_CO is set to N, you must work with the P.50.07 Maintain Agreements screen. We recommend that you set the project default ZP_CO_UNIQ to N if you use the P.50.16 screen.

The first (Orders) block shows all purchase orders and their change orders grouped by supplement numbers.

Orders for the corporate warehouse or FIM warehouses and manual orders (order type MP) are not available in this screen.

The displayed records are ordered by origin, order number, and supplement.

If you have the ASSIGN BUYER privilege granted, all orders of the login project are displayed. If you have the BUYER privilege granted, only the orders that are assigned to you as buyer are shown. If you don’t have any of these privileges, no order will be displayed.

The name (number) of the PO or CO is displayed in the Order Number field. In the Client Order Number field, the number of the client's associated order is shown (if available). The Suppl field shows the PO/CO supplement. The order type (PO or CO) is displayed in the Type field.

The total costs of all order supplements up to this supplement are displayed in the Total Cost field. The Total Cost of Suppl field shows the total costs for this supplement. The total costs include the other costs entered on the header and on the line item level. This field reflects the difference of the total costs compared to the previous supplement. The currency of the costs is displayed in the Currency field.

The Accepted indicator is selected if all line items of this order supplement have been marked as accepted. A line item should be marked as accepted if you have adjusted its quantity and want the order to be approved with that quantity for this line item. As long as this order supplement is not approved, you can select or clear this check box. If you select this check box, the Accepted indicator of all line items of the supplement will be set. If you clear this check box, the line items will be set back to 'not accepted'; that is, the Accepted check boxes will be cleared on the line item level.

An order supplement can only be approved on P.50.16 if all line items have been marked as accepted.

The Ready for Approval indicator shows whether this order is ready for approval. If the project default ZP_ADV_APP is set to Y, you can approve an order only if the Ready for Approval check box is selected. If ZP_ADV_APP is set to N, the check box does not have any functionality.

The Approved indicator shows whether this order supplement has been approved. If a supplement consists of several revisions (internal supplements), this indicator is only set if all revisions have been approved. This check box cannot be set or cleared manually.

Click the Approve button to approve the selected order supplement. This button is enabled if the following prerequisites are fulfilled:

  • You must have the PO APPROVAL privilege granted, depending on the order type.

  • All line items of this supplement must be accepted; that is, the Accepted check box must be selected.

  • All orders within the supplement must be ready for approval if the project default ZP_ADV_APP is set to Y; that is, the Ready for Approval check box must be selected.

  • At least one order within the supplement must not be approved; that is, the Approved check box is not marked.

When an order is approved, the same processing is started as on P.50.07. See the description of the Approve button of P.50.07 in Agreement Header.

If some orders of the supplement have already been approved, only the remaining ones are processed. In case of an error, the approval is performed and saved for all orders until the error occurs. For example, if five orders are to be approved and the third order causes an error, the first two orders are approved, but the last three orders remain unapproved. After you have corrected the third order, you can click the button again to approve the remaining three orders. An error can occur if the quantities placed on the item shipments differ from the quantities on the order line items.

In the second (Order Line Items (Summarized)) block, all line items of the selected order supplement are displayed. If more than one requisition line item is associated with an order line item, the same position / sub position is shown several times although only one order line item exists. Such a case cannot be displayed as a summary because it is not possible to show the data in this block once grouped by requisition line items and once grouped by order line items.

Master tags are displayed with a dark blue color. Detail tags are only shown in the third block. For more information about master and detail tags, see Split Tag.

The Pos field shows the line item number, and the Sub field shows the sub line item number. In the Quantity field, the aggregated quantity ordered or cancelled for this line item along with the selected order supplement is displayed. The Ident Code field shows the ident code of this line item, and the Commodity Code field shows the commodity code of this line item.

In the third (Order Line Items (Details)) block, you can see how the aggregated quantities of the second block are distributed on the different orders. For POs, there is a 1:1 relation between the second and third block. That is, each line item in the second block corresponds to exactly one line item in the third block. But for COs, there may be more than one line. An example is if engineering has cancelled a quantity that exceeds the quantity that has been purchased by the previous order cycle/supplement. In this case, as many COs are created as are needed to cancel the entire quantity.

Master tags are displayed with a dark blue color, and detail tags with a light blue color.

The name (number) of the PO or CO is displayed in the Order Number field. You can double-click in this field to open the P.50.07 Maintain Agreements screen where the details of this order are viewed. In the Client Order Number field, the number of the client's associated order is shown (if available). The Rev field shows the internal supplement of the PO/CO. This field is displayed with a red background color if the attribute defined by project default ZP_DEVATTR is assigned to this order line item. The attribute associated with this project default is intended to be used as an indicator that the order description of this ident has been changed. If the displayed ident short description is not correct anymore, the new description is stored in the attribute value of the above mentioned attribute.

The Quantity field shows the actual quantity on the order. In the case of a PO, this quantity is the same as the quantity in the Changed Qty field. For COs, this field contains the new (adjusted) quantity on the PO due to the change that can be seen in the Changed Qty field.

The Changed Qty field shows the quantity by which the PO is adjusted. For POs, it shows the same value as the Quantity field. For COs, it shows the quantity by which the corresponding PO is adjusted; usually a negative value due to quantity reduction. The value in this field can be changed as long as the order is not approved. For COs, the quantity adjustment is restricted by the quantity placed on the corresponding PO. For example, if a quantity of 10 was ordered with the PO, you can enter -10 at most. Other COs that already exist for this PO will also be taken into account. The main purpose of allowing you to change the quantities is to give you the ability to decide on which order you would like to cancel quantities based on the unit price. So you can cancel the quantities on the order with the higher price. When you approve an order, it will be checked if enough material has been cancelled. If not, a warning appears with the options to continue or to cancel.

The quantity of a master tag cannot be updated.

Select the Accepted check box if you have checked/adjusted the quantity of this line item. Only if all line items of an order supplement have been marked as accepted will you be able to approve the order.

The Approved indicator shows you whether the order header of this line is approved. If this check box is marked, you cannot change the line item any longer.

The Unit Price field displays the unit price of the line item, including packing and discount, with its currency in the Currency field.

The origin of the order is shown in the Origin field. The name of the assigned supplier is displayed in the Supplier field. The order descriptions are shown in the Short Desc and Description fields.

The ident short description is derived by calling the CIP procedure m_pck_standard_custom.ident_desc and displayed in the Ident Short Description field.

The values for the first to fifth group-by attributes are displayed in the Attr Group1 to 5 fields.