Enter Message Defaults
Explanation
This activity is used to define default settings for
various messages received from and sent to the supplier. This includes EDI default settings
and settings for order change management and receiving advices.
The general default and price catalog default settings allows you to select
automatic delivery notification approval, automatic order confirmation with
differences approval, automatic order confirmation without differences approval
and automatic price catalog approval, in which incoming EDI messages are
automatically approved. You can define an
approval user. The user will merely be used as the default approving user when
the approval is set to automatic.
It is important that the user is allowed to use the site to which the messages
will arrive.
Order change management is used to keep the data
consistent between the automatically pegged orders (e.g. internal order flow). This
function controls whether the changes on incoming order confirmations should in
turn update the pegged customer order (within the site). In a situation where
the changes made to a customer order are replicated to a purchase order, the
function also controls whether a change request should be automatically
sent to the supplying site once the purchase order is changed.
A receiving
advice is sent to the supplier informing about the arrived and approved
quantities, and the receipt dates.
This enables suppliers to confirm the deliveries that they have made to us. You can also send supplier
self-billing invoices based on a receiving advice.
Use this activity to determine the type of
receiving advice that is allowed to be sent to a given supplier.
There are two types of receiving advice:
- The type Arrived Goods usually created upon arrival of goods, will only include the arrived
quantities and the date when the goods arrived.
- The type Approved Goods is used to send the supplier information about the received and
approved quantities, the dates on which the parts arrived and when they were fully
inspected. Only receipts that have been approved can be included.
You can setup basic data to be able to send either one
or both types of receiving advice to the supplier.
The
date on which the AP/AR ledger is closed is to be entered in the Closing Day
of Month field. This is used as the default date in the Date Until
field of the
Receiving Advice window. Note that to be able to create, print
and send receiving advice, IFS/Purchasing must be installed.
Supplier self-billing invoices are of two kinds: RASUPPINV (which
uses invoice series RA) and AUTSUPPINV (using invoice series AS). You can use
this activity to enable invoicing using invoice type RASUPPINV, which are based
on information in receiving advice. For further details refer topic description
on Self-Billing of Purchase Orders.
These tasks are to be performed by a systems administrator
or equivalent personnel.
Prerequisites
- Basic data must be defined in the
Purchase/General
sub-tab in the
Supplier window.
System Effects
- If automatic approval is used, incoming EDI/MHS
messages are automatically set to Approved status.
- If approval user is defined, the approval user
will be authorized to receive incoming EDI messages.
- If
you selected Do Not Use from the Receiving Advice list box, you will
not be allowed to create receiving advices for this supplier. Otherwise you
will only be allowed to create receiving advices of the type(s) selected
from the list box.
- If automatic replication of incoming changes is
used, changes on incoming order confirmations will in turn update the pegged
customer order (within the site) and changes made to a customer order are
replicated to a pegged purchase order. If send automatic change request is
used, a change request will be automatically sent to the supplying site once
the purchase order is changed
Window
Supplier
Related Window Descriptions
Supplier
Supplier/Purchase
Supplier/Purchase/Message
Defaults
Procedure
- Open the
Supplier window.
- In the Identity field, search for the supplier for
whom you want to enter the default message settings.
- Click the
Purchase tab, and then click the
Message Defaults sub-tab.
- To automatically approve incoming messages, in the General Defaults
area, select Automatically from the list and then
select the approval user's ID from the List of Values.
- If you are using the EDI/MHS message function and
you wish to have automatic approval of price catalogs on all the messages
received from the supplier, select the Automatically option from the
list in the Price Catalogue Defaults area. Select the approval
user's ID from the List of Values.
- Under Order Change Management , select the appropriate check box
to indicate
whether incoming changes should be automatically replicated or
whether change requests should be automatically sent if the pegged purchase
order is changed.
- From the Receiving Advice list select
either Arrived Goods or Approved Goods to specify the type of receiving advice
that can be sent to the supplier. If you want to be able to send both types
of receiving advices, select Arrived and Approved Goods. If want to disable
the supplier for receiving advice, select Do Not Use.
- Optionally, enter a value in the Closing Day of Month field
or select the End of Month check box.
- Select the Allow Self-Billing check box to
allow the creation of self-billing invoices from the
Receiving Advice
window.
- Save the changes.