<?xml version="1.0" encoding="utf-8"?>
<ManualTopic ID="/baanerp/td/onlinemanual/000406" xml:lang="en">
	<Header>
		<Title xmlns:ssa="http://www.ssaglobal.com" xmlns:HTML="http://www.w3.org/TR/REC-html40">Flexible purchase order processing</Title>
		<Keyword><Level1>flexible purchase order processing</Level1>
		</Keyword>
		<Keyword><Level1>process</Level1>
		</Keyword>
	</Header>
	<AimSection><Paragraph>In SSA ERP, the processing of purchase orders can be automated. For each activity that is linked to an order type, you can indicate its execution mode.</Paragraph>
		<List><ListIntro>Flexible purchase order processing enables you to:</ListIntro>
			<ListItem>Indicate for the <Link href="/baanerp/td/glossary/glossary#000056" role="glossary">purchase order type</Link> what <Link href="/baanerp/td/glossary/glossary#000129" role="glossary">activities</Link> must be executed automatically and what activities require manual intervention.</ListItem>
			<ListItem>Enter a default device to which the (error) reports for a certain activity must be sent.</ListItem>
		</List>
		<Paragraph>The execution of the order procedure activities can start when a user approves the order, either in a batch session, or by clicking a button that approves the particular order. After approval of an order, all automatic activities are executed successively until an activity is defined as not automatic. After you executed the non-automatic activity manually, SSA ERP executes the next automatic activity, and so on. As a result, for each order type you can indicate the activities that you want to automate and the activities that need your interference.</Paragraph>
		<Paragraph>To enable flexible order processing, you must first define the master data.</Paragraph>
	</AimSection>
	<ProcedureSection><SectionTitle>Master data</SectionTitle>
		<Steps><Step><StepTitle><GUIRef href="/baanerp/td/pur/tdpur0194m000" role="session">Purchase Order Types (tdpur0194m000)</GUIRef>
				</StepTitle>
				<Paragraph>Define purchase order types in the <GUIRef href="/baanerp/td/pur/tdpur0194m000" role="session">Purchase Order Types (tdpur0194m000)</GUIRef> session.</Paragraph>
			</Step>
			<Step><StepTitle><GUIRef href="/baanerp/td/pur/tdpur0560m000" role="session">Purchase Order Type - Activities (tdpur0560m000)</GUIRef>
				</StepTitle>
				<Paragraph>Link activities to these order types in the <GUIRef href="/baanerp/td/pur/tdpur0560m000" role="session">Purchase Order Type - Activities (tdpur0560m000)</GUIRef> session and indicate which of the activities must be executed automatically and which manually, by selecting or clearing the <GUIRef href="/baanerp/td/pur/tdpur0560m000#tdpur060.auto" role="formfield">Automatic</GUIRef> check box.</Paragraph>
				<List><ListTitle>Mandatory activities</ListTitle>
					<ListIntro>When you create an order type in the <GUIRef href="/baanerp/td/pur/tdpur0560m000" role="session">Purchase Order Type - Activities (tdpur0560m000)</GUIRef> session, SSA ERP automatically links the following predefined mandatory activities to the order type in the <GUIRef href="/baanerp/td/pur/tdpur0560m000#tdpur060.acti" role="formfield">Activity</GUIRef> field of the <GUIRef href="/baanerp/td/pur/tdpur0560m000" role="session">Purchase Order Type - Activities (tdpur0560m000)</GUIRef> session:</ListIntro>
					<ListItem><GUIRef href="/baanerp/td/pur/tdpur4246m000" role="session">Release Purchase Orders to Warehousing (tdpur4246m000)</GUIRef>
					</ListItem>
					<ListItem><GUIRef href="/baanerp/td/pur/tdpur4501m300" role="session">Purchase Order - Receipts (tdpur4501m300)</GUIRef>
					</ListItem>
					<ListItem><GUIRef href="/baanerp/td/pur/tdpur4223m000" role="session">Process Purchase Orders (tdpur4223m000)</GUIRef>
					</ListItem>
				</List>
				<List><ListItem>For the consignment payment order type, the activities <GUIRef href="/baanerp/td/pur/tdpur4246m000" role="session">Release Purchase Orders to Warehousing (tdpur4246m000)</GUIRef>, and <GUIRef href="/baanerp/td/pur/tdpur4501m300" role="session">Purchase Order - Receipts (tdpur4501m300)</GUIRef> are not linked.</ListItem>
					<ListItem>For the direct delivery order type, the activity <GUIRef href="/baanerp/td/pur/tdpur4246m000" role="session">Release Purchase Orders to Warehousing (tdpur4246m000)</GUIRef> is not linked.</ListItem>
				</List>
				<Paragraph>Although the activities <GUIRef href="/baanerp/td/pur/tdpur4246m000" role="session">Release Purchase Orders to Warehousing (tdpur4246m000)</GUIRef> and <GUIRef href="/baanerp/td/pur/tdpur4501m300" role="session">Purchase Order - Receipts (tdpur4501m300)</GUIRef> can both be linked as a mandatory activity to the order type, either the <GUIRef href="/baanerp/td/pur/tdpur4246m000" role="session">Release Purchase Orders to Warehousing (tdpur4246m000)</GUIRef> activity or the <GUIRef href="/baanerp/td/pur/tdpur4501m300" role="session">Purchase Order - Receipts (tdpur4501m300)</GUIRef> activity is executed during the order procedure. You cannot execute both activities for the purchase order. This applies to purchase orders with a cost or service item. A purchase order is released to <GUIRef href="/baanerp/wh" role="package">Warehouse Management</GUIRef> if it contains an item whose <GUIRef href="/baanerp/tc/ibd/tcibd0101s000#tcibd001.kitm" role="formfield">Item Type</GUIRef> is set to <GUIRef href="/baanerp/tc/domains/kitm#cost" role="enum">Cost</GUIRef> or <GUIRef href="/baanerp/tc/domains/kitm#service" role="enum">Service</GUIRef> in the <GUIRef href="/baanerp/tc/ibd/tcibd0101s000" role="session">Item - General (tcibd0101s000)</GUIRef> session and for which the <GUIRef href="/baanerp/td/ipu/tdipu0101m000#tdipu001.retw" role="formfield">Release to Warehouse</GUIRef> check box is selected in the <GUIRef href="/baanerp/td/ipu/tdipu0101m000" role="session">Item - Purchase (tdipu0101m000)</GUIRef> session. If the <GUIRef href="/baanerp/td/ipu/tdipu0101m000#tdipu001.retw" role="formfield">Release to Warehouse</GUIRef> check box is cleared, you must manually maintain the receipts for the purchase order in the <GUIRef href="/baanerp/td/pur/tdpur4501m300" role="session">Purchase Order - Receipts (tdpur4501m300)</GUIRef> session.</Paragraph>
				<List><ListTitle>Optional activities</ListTitle>
					<ListIntro>To support you in setting up a flexible order processing procedure, in addition to the mandatory activities, SSA ERP also links the following optional activities to the <GUIRef href="/baanerp/td/pur/tdpur0560m000#tdpur060.acti" role="formfield">Activity</GUIRef> field, which you can delete again in the <GUIRef href="/baanerp/td/pur/tdpur0560m000" role="session">Purchase Order Type - Activities (tdpur0560m000)</GUIRef> session:</ListIntro>
					<ListItem><GUIRef href="/baanerp/td/pur/tdpur4401m000" role="session">Print Purchase Orders (tdpur4401m000)</GUIRef>
					</ListItem>
					<ListItem><GUIRef href="/baanerp/td/pur/tdpur4220m000" role="session">Generate Freight Orders (tdpur4220m000)</GUIRef>
					</ListItem>
					<ListItem><GUIRef href="/baanerp/td/pur/tdpur4420m000" role="session">Print Claims (tdpur4420m000)</GUIRef>
					</ListItem>
					<ListItem><GUIRef href="/baanerp/td/pur/tdpur4411m000" role="session">Print Return Notes (tdpur4411m000)</GUIRef>
					</ListItem>
					<ListItem><GUIRef href="/baanerp/td/pur/tdpur4404m000" role="session">Print Purchase Invoices (tdpur4404m000)</GUIRef>
					</ListItem>
				</List>
				<List><ListItem>For the consignment payment order type, the direct delivery order type, and the collect order type, the activity <GUIRef href="/baanerp/td/pur/tdpur4220m000" role="session">Generate Freight Orders (tdpur4220m000)</GUIRef> cannot be linked.</ListItem>
					<ListItem>When you link <GUIRef href="/baanerp/td/pur/tdpur4220m000" role="session">Generate Freight Orders (tdpur4220m000)</GUIRef> as an activity to the order type, execution of this activity is actually controlled on the purchase order line, or the purchase order detail line. For more information on the <GUIRef href="/baanerp/td/pur/tdpur4220m000" role="session">Generate Freight Orders (tdpur4220m000)</GUIRef> activity, refer to <Link href="/baanerp/td/onlinemanual/000330" role="manual">Integration Freight Order Control and Purchase Control</Link>.</ListItem>
				</List>
			</Step>
			<Step><StepTitle><GUIRef href="/baanerp/td/pur/tdpur0143m000" role="session">User Profiles (tdpur0143m000)</GUIRef>/ <GUIRef href="/baanerp/td/pur/tdpur0140m000" role="session">Default Devices by User (tdpur0140m000)</GUIRef>
				</StepTitle>
				<Paragraph>Define a default device to which reports are printed for the user in the <GUIRef href="/baanerp/td/pur/tdpur0143m000" role="session">User Profiles (tdpur0143m000)</GUIRef> session.</Paragraph>
				<List><ListIntro>When you insert a user profile in the <GUIRef href="/baanerp/td/pur/tdpur0143m000" role="session">User Profiles (tdpur0143m000)</GUIRef> session, SSA ERP automatically inserts the following printing sessions in the <GUIRef href="/baanerp/td/pur/tdpur0140m000" role="session">Default Devices by User (tdpur0140m000)</GUIRef> session:</ListIntro>
					<ListItem><GUIRef href="/baanerp/td/pur/tdpur1401m000" role="session">Print Request for Quotations (tdpur1401m000)</GUIRef>.</ListItem>
					<ListItem><GUIRef href="/baanerp/td/pur/tdpur1402m000" role="session">Print RFQ Reminders (tdpur1402m000)</GUIRef>.</ListItem>
					<ListItem><GUIRef href="/baanerp/td/pur/tdpur1410m000" role="session">Print Letter for Unsuccessful Bidders (tdpur1410m000)</GUIRef>.</ListItem>
					<ListItem><GUIRef href="/baanerp/td/pur/tdpur3405m000" role="session">Print Purchase Contract Acknowledgments (tdpur3405m000)</GUIRef>.</ListItem>
					<ListItem><GUIRef href="/baanerp/td/pur/tdpur3406m000" role="session">Print Purchase Contract Termination Letters (tdpur3406m000)</GUIRef>.</ListItem>
					<ListItem><GUIRef href="/baanerp/td/pur/tdpur4401m000" role="session">Print Purchase Orders (tdpur4401m000)</GUIRef>.</ListItem>
					<ListItem><GUIRef href="/baanerp/td/pur/tdpur4411m000" role="session">Print Return Notes (tdpur4411m000)</GUIRef>.</ListItem>
					<ListItem><GUIRef href="/baanerp/td/pur/tdpur4420m000" role="session">Print Claims (tdpur4420m000)</GUIRef>.</ListItem>
				</List>
				<Paragraph>For each printing session, you can define the device that is used for printing in the <GUIRef href="/baanerp/td/pur/tdpur0140m000" role="session">Default Devices by User (tdpur0140m000)</GUIRef> session. You can start this session by clicking <GUIRef href="/baanerp/td/pur/tdpur0143m000#tdpur0140m000" role="formcommand">Default Devices by User</GUIRef> on the <GUIRef href="" role="menu">Specific</GUIRef> menu of the <GUIRef href="/baanerp/td/pur/tdpur0143m000" role="session">User Profiles (tdpur0143m000)</GUIRef> session. The <GUIRef href="/baanerp/td/pur/tdpur0140m000#tdpur040.devc" role="formfield">Device</GUIRef> in the <GUIRef href="/baanerp/td/pur/tdpur0140m000" role="session">Default Devices by User (tdpur0140m000)</GUIRef> session is defaulted from the <GUIRef href="/baanerp/td/pur/tdpur0143m000#tdpur043.devc" role="formfield">Device</GUIRef> in the <GUIRef href="/baanerp/td/pur/tdpur0143m000" role="session">User Profiles (tdpur0143m000)</GUIRef> session, but can be overwritten in the <GUIRef href="/baanerp/td/pur/tdpur0140m000" role="session">Default Devices by User (tdpur0140m000)</GUIRef> session.</Paragraph>
				<ProcedureList><ListIntro>The device search path for printing external documents is as follows:</ListIntro>
					<ListItem>From the <GUIRef href="/baanerp/td/pur/tdpur0140m000" role="session">Default Devices by User (tdpur0140m000)</GUIRef> session.</ListItem>
					<ListItem>From the <GUIRef href="/baanerp/td/pur/tdpur0560m000" role="session">Purchase Order Type - Activities (tdpur0560m000)</GUIRef> session.</ListItem>
					<ListItem>If no device can be found, you must select a device from a pop-up screen.</ListItem>
				</ProcedureList>
				<ProcedureList><ListIntro>The device search path for printing internal documents is as follows:</ListIntro>
					<ListItem>From the <GUIRef href="/baanerp/td/pur/tdpur0143m000" role="session">User Profiles (tdpur0143m000)</GUIRef> session.</ListItem>
					<ListItem>From the <GUIRef href="/baanerp/td/pur/tdpur0560m000" role="session">Purchase Order Type - Activities (tdpur0560m000)</GUIRef> session.</ListItem>
					<ListItem>If no device can be found, you must select a device from a pop-up screen.</ListItem>
				</ProcedureList>
			</Step>
		</Steps>
	</ProcedureSection>
	<Note><SectionTitle>Note</SectionTitle>
		<List><ListItem>If an error report is printed, SSA ERP always uses the device that is entered in the <GUIRef href="/baanerp/td/pur/tdpur0143m000#tdpur043.devc" role="formfield">Device</GUIRef> field of the <GUIRef href="/baanerp/td/pur/tdpur0143m000" role="session">User Profiles (tdpur0143m000)</GUIRef> session. If no device is entered, you must select a device from a pop-up screen.</ListItem>
			<ListItem>For automatically executed activities, no process reports are printed.</ListItem>
		</List>
	</Note>
	<GeneralSection><SectionTitle>Relation between purchase order status and flexible purchase order processing</SectionTitle>
		<Paragraph>The starting moment on which the defined order procedure activities are executed, is when the purchase order receives the <GUIRef href="/baanerp/td/domains/pur.hdst#approved" role="enum">Approved</GUIRef> status.</Paragraph>
		<List><ListIntro>You can approve purchase orders by:</ListIntro>
			<ListItem>Running the <GUIRef href="/baanerp/td/pur/tdpur4210m100" role="session">Approve Purchase Orders (tdpur4210m100)</GUIRef> session, in which you can approve a range of purchase orders.</ListItem>
			<ListItem>Selecting a purchase order and clicking <GUIRef href="/baanerp/td/pur/tdpur4500m000#appr.specific.order" role="formcommand">Approve</GUIRef> on the <GUIRef href="" role="menu">Specific</GUIRef> menu of the <GUIRef href="/baanerp/td/pur/tdpur4500m000" role="session">Purchase Orders (tdpur4500m000)</GUIRef> session, or the <GUIRef href="/baanerp/td/pur/tdpur4100s000" role="session">Purchase Order (tdpur4100s000)</GUIRef> session.</ListItem>
		</List>
		<Note><SectionTitle>Note</SectionTitle>
			<Paragraph>Only orders that are <GUIRef href="/baanerp/td/domains/pur.hdst#approved" role="enum">Approved</GUIRef> are taken into account in the flexible order processing functionality.</Paragraph>
		</Note>
		<ExampleSection><SectionTitle>Example</SectionTitle>
			<TABLE border="1"><TBODY><TR><TH width="137">Order type sequence</TH>
						<TH width="430">Activity</TH>
						<TH width="75">Automatic</TH>
					</TR>
					<TR><TD width="137">1</TD>
						<TD width="430">
							<GUIRef href="/baanerp/td/pur/tdpur4401m000" role="session">Print Purchase Orders (tdpur4401m000)</GUIRef>
						</TD>
						<TD width="75">Yes</TD>
					</TR>
					<TR><TD width="137">2</TD>
						<TD width="430">
							<GUIRef href="/baanerp/td/pur/tdpur4246m000" role="session">Release Purchase Orders to Warehousing (tdpur4246m000)</GUIRef>
						</TD>
						<TD width="75">Yes</TD>
					</TR>
					<TR><TD width="137">4</TD>
						<TD width="430">
							<GUIRef href="/baanerp/td/pur/tdpur4223m000" role="session">Process Purchase Orders (tdpur4223m000)</GUIRef>
						</TD>
						<TD width="75">No</TD>
					</TR>
				</TBODY>
			</TABLE>
			<Paragraph>Because <GUIRef href="/baanerp/td/pur/tdpur4401m000" role="session">Print Purchase Orders (tdpur4401m000)</GUIRef> is an automatic activity, the purchase order is printed as soon as it is approved. Next, SSA ERP automatically executes the activity <GUIRef href="/baanerp/td/pur/tdpur4246m000" role="session">Release Purchase Orders to Warehousing (tdpur4246m000)</GUIRef>. However, you must manually process the purchase order in the <GUIRef href="/baanerp/td/pur/tdpur4223m000" role="session">Process Purchase Orders (tdpur4223m000)</GUIRef> session.</Paragraph>
		</ExampleSection>
		<GeneralSection><SectionTitle>Purchase order line changes</SectionTitle>
			<Paragraph>If a line of an approved purchase order is modified, the order header status changes to <GUIRef href="/baanerp/td/domains/pur.hdst#modified" role="enum">Modified</GUIRef> and SSA ERP clears the <GUIRef href="/baanerp/td/pur/tdpur4101s000#tdpur401.appr" role="formfield">Approved</GUIRef> check box in the <GUIRef href="/baanerp/td/pur/tdpur4101s000" role="session">Purchase Order - Line (tdpur4101s000)</GUIRef> session. As a result, the unapproved purchase order line is excluded from the automatic execution of order activities. To re-approve the purchase order line, click <GUIRef href="/baanerp/td/pur/tdpur4500m000#appr.specific.order" role="formcommand">Approve</GUIRef> on the <GUIRef href="" role="menu">Specific</GUIRef> menu of the <GUIRef href="/baanerp/td/pur/tdpur4101s000" role="session">Purchase Order - Line (tdpur4101s000)</GUIRef> session. As a result, SSA ERP selects the <GUIRef href="/baanerp/td/pur/tdpur4101s000#tdpur401.appr" role="formfield">Approved</GUIRef> check box in the <GUIRef href="/baanerp/td/pur/tdpur4101s000" role="session">Purchase Order - Line (tdpur4101s000)</GUIRef> session and changes the purchase order header status to <GUIRef href="/baanerp/td/domains/pur.hdst#approved" role="enum">Approved</GUIRef> again.</Paragraph>
		</GeneralSection>
	</GeneralSection>
	<GeneralSection><SectionTitle>Purchase order line detail changes</SectionTitle>
		<List><ListItem>When an approved purchase order line changes to a <GUIRef href="" role="manual">Total Line</GUIRef> with line details, the <GUIRef href="" role="manual">Total Line</GUIRef> and line details remain approved. The reason for this is that the new line details are a copy of the approved purchase order line.</ListItem>
			<ListItem>You must manually approve a line detail that is added or modified. The purchase order header status that, as a result, was set to <GUIRef href="/baanerp/td/domains/pur.hdst#modified" role="enum">Modified</GUIRef>, changes to <GUIRef href="/baanerp/td/domains/pur.hdst#approved" role="enum">Approved</GUIRef> again.</ListItem>
			<ListItem>When all line details are approved, SSA ERP also approves the <GUIRef href="" role="manual">Total Line</GUIRef>. When one or more line details are unapproved, SSA ERP also unapproves the <GUIRef href="" role="manual">Total Line</GUIRef>. This applies to both line details, and back order lines.</ListItem>
			<ListItem>When a <GUIRef href="" role="manual">Total Line</GUIRef> line is approved, SSA ERP also approves the linked line details.</ListItem>
			<ListItem>When the line detail is a back order line, SSA ERP automatically approves the back order line when the back order line’s <GUIRef href="/baanerp/td/pur/tdpur4101s200#tdpur401.qoor" role="formfield">Ordered Quantity</GUIRef> does not exceed the <GUIRef href="/baanerp/td/pur/tdpur4101m700#form.qfbp.qty" role="formfield">Potential Backorder Quantity</GUIRef>, as displayed in the <GUIRef href="/baanerp/td/pur/tdpur4101m700" role="session">Potential Purchase Back Orders (tdpur4101m700)</GUIRef> session. If the ordered quantity exceeds the potential back order quantity, or if the back order line is changed, you must approve the back order line manually.</ListItem>
		</List>
	</GeneralSection>
</ManualTopic>
