Setup >  Purchasing >  Entry transactions >  Purchase requests  

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Use this function to manage the customization setups on the purchase request entry screens.

A standard purchase request entry transaction is initialized when installing the software.
You can:

  • Modify it
  • Delete it
  • Create a new one

You can set up several transactions for the purchase requests. Each transaction, identified by a code and a text description, is displayed in a selection window when opening the Purchase request function.

Prerequisite

SEEREFERTTO Refer to documentation Implementation

Screen management

Header

Presentation

Transaction header

The transaction header allows you to create new transaction codes or to look for existing transactions to be modified or deleted.

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Fields

The following fields are present on this tab :

Purchase request transaction

  • Transaction (field PTRNUM)

Code used to identify the transaction set up.

The setup of the entry transactions enables the user to fully set up the entry screens associated with a document (quote, invoice order, request for quotes etc.) or with a stock transaction type (receipt, issue etc.).

For each document or stock transaction type, it is possible to define as many entry transactions as necessary, each one being identified by a code.

Each transaction is used to define, both for fields located in the document header and fields entered in the lines, whether they must be:

  • entered,
  • only displayed,
  • or hidden.

Upon validation of this setup, dedicated entry screens are created, and then can be used by any user having been granted rights on the access code defined in this setup header.

  • If a given user has the right to use several transactions of a given type, the choice is presented to the user when entering the function.
  • If the user is only authorized one transaction, this transaction is automatically taken into account when entering the function.
  • Description (field DESAXX)

Transaction description.
  • Active (field ENAFLG)

This flag is used to activate or deactivate a transaction.
The inactive transactions are not presented in the transaction selection window.

Access code that is used to restrict access to data by user or group of users.
If this field is assigned, only users with this access code in their profile can use this transaction.
If several transactions are set up for a function, and the user only has access to one of them because of the access codes, the selection window is no longer suggested: the access is by direct entry. 

 

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Tab Page 1

Presentation

Parameters 1

On this tab, you need to define some elements, such as the automatic printing of the purchase request, the type of quantity that you want to enter, the display of some fields and the activation or not of some buttons.

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Fields

The following fields are present on this tab :

Purchase request form

Code of the standard document printed during an automatic printing at the end of entry.
  • Auto print (field DOCFLG)

Select this check box to automatically launch the printing of the document on entry completion.

The automatic printing only takes place in creation mode.

Line account entry

  • Input (field LEDTYPSCR)

 

Grid Line accounts

  • Ledger type (field LEDTYPINT)

This field specifies the ledger type(s) associated with the transaction.

  • Method (field LEDTYPCOD)

This field is used to specify whether the selected ledger type must be 'Invisible', 'To be entered' or 'Displayed'in the line accounts.

Buttons

  • RFQs (field QRQBUT)

Use this field to specify if this action must be activated or not in the screen generated from the setup of the entry transaction.
Using this action, you display the list of Request for Quote responses that will be available for consideration.
  • Close (field CLEBUT)

Use this field to specify if this action must be activated or not in the screen generated from the setup of the entry transaction.
This action closes one or several line(s) when a modification is in progress.
The pre-requisite conditions for using this action are the same as for the Close option.
  • Order (field GENBUT)

Use this field to specify if this action must be activated or not in the screen generated from the setup of the entry transaction.

This action converts a purchase request into an order.
  • field FIL3

 

Display

  • Project (field PJTHCOD)

This parameter used to define, for this entry transaction, whether the project must be:

  • Hidden:
    The field is not displayed in the entry screen and thus it remains empty.
  • Displayed:
    The field is displayed empty and cannot be modified.
  • Entered:
    The field is displayed empty but can be modified.
    The control of the entered value is based on the parameter CTLOPPCOD - Operator code control (pur/sal)
  • Line amount - tax (field LINAMTFLG)

Parameter that is used to define, for this entry transaction, if the ex-tax amount of an order, receipt or return line must be displayed or not.

This information may prove useful when displaying, or modifying, an order, receipt or return.
  • field LINAMTSCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Closed (field CLEFLG)

Parameter used to decide if the close indicator value must be displayed or not on the screen. This information must be used in display or in the modification of a line.
  • field CLESCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Signed (field APPFLG)

Action - Four possible choices :

  • None,
  • Signature: The line or the document should be signed,
  • Refusal: The signature of the preceding signatory is cancelled,
  • Total refusal: All the signatures of the preceding signatories are cancelled.
  • field APPSCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.

Product lines grid

  • No. of fixed columns (field NBRCOL)

The first N columns specified in this field remain visible on the screen when scrolling.

  • field FIL4

 

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Tab Page 2

Presentation

Parameters 2

On this tab, you simply need to define the management mode of some headings within your entry screen. You must decide if these headings will be:

  • Hidden: the field is not shown on the screen, but it can be initialized with default values, according to other parameters that control its update.
  • Displayed: the field is displayed, but it cannot be accessed in entry mode. If parameters control the update of the heading, the default value is used and you cannot modify it.
  • Entered: the field is shown on the screen and can be accessed in entry mode. It can be initialized with a modifiable default value.
Note on quantity management

Multiple units are available for the entry of your purchase requests (product Stock unit, Purchase unit and any other unit from the Units table).

The user must absolutely select the Entry mode for at least one of the proposed quantities. Regardless of your choice, the quantity in stock unit is always stored in the file (irrespective of whether it is entered or calculated from the purchase unit).

If you chose to enter the quantity in purchase unit without changing the unit, the displayed unit (not modifiable) is the one associated with the product.

If you want to change units at will upon entry, chose the entry in purchase unit with unit change. In that case, the quantity in stock unit is systematically calculated using the conversion coefficient between the chosen unit and the stock unit, if such a coefficient exists, or using value 1 otherwise.  

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Fields

The following fields are present on this tab :

Entry

  • Translated description (field ITMDESCOD)

 Setup used to define, for this entry transaction, if the product description translated in the operator's language must be:

  • hidden: the field does not appear on the entry screen but the default value is attributed to it,
  • displayed: the default value is assigned to the field and displayed. It cannot be modified,
  • entered: the default value is assigned to the field and displayed. It can be modified.
  • field ITMDESSCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Standard description (field ITMDES1COD)

Parameter used to define, for this entry transaction, if the standard product description must be:

  • Hidden:
    The field does not appear on the entry screen but it is assigned a default value.
  • Displayed:
    The default value is assigned to the field and displayed. It cannot be modified.
  • Entered:
    The default value is assigned to the field and displayed. It can be modified.
  • field ITMDES1SCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Major version (field ECCCOD)

Use this parameter to define, for this entry transaction, whether the Major version number is displayed. You can set this field to one of the following values:

  • Hidden:
    The Major version field is not displayed on the entry screen
  • Displayed
    The version number is loaded automatically if the product is version managed. It cannot be modified.
  • Entered
    The version number can be entered. The version number is loaded automatically if the product is version managed but can be modified.
  • field ECCSCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Minor version (field ECCCODMIN)

Use this parameter to define, for this entry transaction, whether the Minor version number is displayed. You can set this field to one of the following values:

  • Hidden
    The Minor version field is not displayed on the entry screen.
    The minor version is always hidden if the major version is hidden.
  • Displayed
    The version number is loaded automatically if the product is version managed. It cannot be modified.
  • Entered
    The version number can be entered. The version number is loaded automatically when the product is version managed but it can be modified.
    The Minor version parameter can only have the 'Entered' value when the Major version also has the 'Entered' value.
  • field ECCSCRMIN

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Receiving site (field RCPFCYCOD)

Parameter that is used to define, for this entry transaction, if the site for the reception must be:

  • Hidden:
    The field does not appear in the entry screen but a default value is assigned to it.
  • Displayed:
    The default value is assigned to the field and displayed. It cannot be modified.
  • Entered:
    The default value can be modified. In that case, the site must be chosen from the list of sites with which the user normally works.
    If a product is managed in stock, this chosen site must be declared as a warehouse in the site table.

SEEINFO The default value assigned to the Reception site field is the request site (DA)/order entered in the header.
  • field RCPFCYSCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Supplier (field BPSCOD)

This parameter is used to define, for this entry transaction, whether the supplier must be:

  • Hidden: 
    The field is not displayed in the entry screen and thus it remains empty.
  • Displayed:
    The field is displayed empty and cannot be modified.
  • Entered: 
    The field is displayed empty and can be modified. The value is controlled in the supplier file.
  • field BPSSCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Project (field PJTCOD)

This parameter is used to define, for this entry transaction, whether the Project field must be:

  • Hidden :
    The field is not displayed on the entry screen.
  • Displayed :
    The field is displayed and cannot be modified.
  • Entered: :
    The field is displayed but can be modified.
    The control on the entered value is based on the CTLOPPCOD - Mandatory project code parameter (TC chapter, MIS group).

SEEINFO Even if this setup makes this project code available for entry, entering the field is prohibited when a single-project management of documents is used (parameter PJTSNGDOC - One project per document set to Yes): in this case, the project code of the line automatically takes the value of the header code.
  • field PJTSCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Order date (field ORDDATCOD)

Setup used to define, for this entry transaction, if the theoretical order date must be:

  • hidden:
    The field does not appear on the entry screen but a default value is assigned to it.
  • displayed:
    The default value is assigned to the field and displayed but the value is non-modifiable.
  • entered:
    The default value is assigned to the field and displayed. It can be modified and in this case the entered value is controlled with respect to the supplier unavailabilities if the supplier was entered. This is a non-blocking control.
    The default value assigned to the theoretical order date is calculated based on the requested receipt date and the supplier or product lead-time depending on the context.
  • field ORDDATSCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Net price (field PRICOD)

Setup used to define if, for this entry transaction, the net price must be:

  • hidden:
    The field does not appear on the entry screen but the default value is attributed to it. This value is equal to the product standard price of the current year.
  • displayed:
    The default value is assigned to the field (same value as in previous case). The value is displayed but cannot be modified.
  • entered:
    The default value is assigned to the field and displayed. It can be modified. In this case the default value depends on the presence or absence of a price list. As a matter of fact, if a price list is present, it is the one suggested. Otherwise, the value of the standard price list of the current year is proposed.
  • field PRISCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Purchase type (field PURTYPCOD)

Setup that is used to define, for this entry transaction, if the purchase type must be:

  • hidden: the field does not appear on the entry screen but the default value is attributed to it,
  • displayed: the default value is assigned to the field and displayed. It cannot be modified,
  • entered: the default value is assigned to the field and displayed. It can be modified.

SEEINFO It is possible to act on the presence of the purchase type (Purchase/Fixed Assets/Service). The purchase type is initialized to the purchase type of the original receipt or to the purchase type of the account associated with the product.
  • field PURTYPSCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • PUR quantity (field QTYPUUCOD)

Parameter used to define, for this entry transaction, if the quantity in purchase unit must be:

  • entered without unit:
    The Purchase unit field is initialized by the purchase unit of the product-supplier record if it has been created otherwise it is created by the product report. It cannot be modified. The quantity can be then be entered in the proposed unit.
  • entered with unit:
    The Purchase unit field is initialized by the purchase unit of the product-supplier record if it has been created otherwise it is created by the product report. It can be modified. In that case, the unit must be chosen among those suggested, i.e.: the purchase unit of the product record and the purchase unit of the product-supplier record if it has been created. the quantity can be then be entered in the chosen unit.
  • STK quantity (field QTYSTUCOD)

Parameter used to define, for this entry transaction, if the quantity in stock units must be:

  • Hidden:
    The field is not displayed in the entry screen but its value is calculated from the ordered quantity in purchase unit and the corresponding PU/SU conversion coefficient.
  • displayed:
    Initially the field is displayed with a 0 value. Then, the default value is calculated as before and displayed but it cannot be modified.
  • entered:
    The Stock unit field is initialized by default to the product stock unit and is not modifiable. The quantity can be then be entered in the proposed unit.
  • field QTYSTUSCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Tax code 1 (field VAT1COD)

This parameter used to define, for this entry transaction, if this tax code field must be:

  • Hidden:
    The field does not appear on the entry screen but the default value is assigned to it.
     
  • Displayed:
    The default value is allocated to the field and displayed but the value is non-modifiable.
     
  • Entered:
    The default value is assigned to the field and displayed. It can be modified.
  • field VAT1SCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Tax code 2 (field VAT2COD)

This parameter used to define, for this entry transaction, if this tax code field must be:

  • Hidden:
    The field does not appear on the entry screen but the default value is assigned to it.
     
  • Displayed:
    The default value is allocated to the field and displayed but the value is non-modifiable.
     
  • Entered:
    The default value is assigned to the field and displayed. It can be modified.
  • field VAT2SCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Tax code 3 (field VAT3COD)

This parameter used to define, for this entry transaction, if this tax code field must be:

  • Hidden:
    The field does not appear on the entry screen but the default value is assigned to it.
     
  • Displayed:
    The default value is allocated to the field and displayed but the value is non-modifiable.
     
  • Entered:
    The default value is assigned to the field and displayed. It can be modified.
  • field VAT3SCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Receipt tax (field TAXRCPCOD)

 
  • field TAXRCPSCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Issue tax (field TAXISSCOD)

 
  • field TAXISSSCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Other tax 1 (field TAXOTH1COD)

 
  • field TAXOTH1SCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.
  • Other tax 2 (field TAXOTH2COD)

 
  • field TAXOTH2SCR

Setup used to define, for this entry transaction, if the field must be present in:

  • Form + Table mode,
  • Form mode,
  • Table mode.

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Tab Analytical

Presentation

In this function, the following fields cannot be accessed:

  • Header sections,
  • Stock movement sections,
  • Line distribution.

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Fields

The following fields are present on this tab :

Block number 1

  • Header dimensions (field HEACCECOD)

Parameter used to define if, for this transaction, the analytical dimensions fields of the document header must be:

  • Hidden: The options/analytical dimensions menu of the main window will be hidden.
  • Displayed: It will be possible to access the options/analytical dimensions menu of the main window, the fields will appear but it will not be possible to access them.
  • Entered: It will be possible to access the options/analytical dimensions menu of the main window, the fields will appear and it will be possible to access them.
  • Distribution line (field DSPCOD)

This setup is used to define, for this entry transaction, if the analytical distribution key at line and invoicing element level must be:

  • Hidden: the field does not appear on the entry screen but the default value is attributed to it,
  • Displayed: The default value is assigned to the field and displayed but the value cannot be modified.
  • Entry: The default value is assigned to the field and displayed. It can be modified.
  • field DSPSCR

Parameter used to define, for this entry transaction, if the field must be present in:

  • Record + Table modes,
  • Record mode,
  • Table mode.
  • Stock movement dimensions (field STOCCECOD)

Specify for this transaction if the analytical dimension fields related to stock movements must be:

  • Hidden
  • Displayed: The menu Analytical sections, accessible from the menu in the movement detail window, will be available. The fields are displayed but cannot be accessed.
  • Entered: The Analytical dimensions menu, accessible from the menu in the movement detail window, will be available. The fields are displayed and can be accessed.
This screen is common to the entry transactions for the orders and open orders. In the open orders entry transaction, this field is not available.

Entry

  • Input (field CCESCR)

 

Grid Dimension line

You can enter an analytical dimension type code on each table line.
Use the function available from the Actions icon to preload all the dimension types defined for the sites of a given group of sites.
  • Method (field CCECOD)

Parameter used to define, for this entry transaction, if the analytical dimension must be:

  • Hidden: The field is not displayed in the entry screen. However, it is possible to initialize this field with a default section code.
  • Displayed: The default value is assigned to the field and displayed but the value is non-modifiable.
  • Entered: The default value is assigned to the field and displayed. It can be modified, and, in that case, the entered value is checked in the analytical dimension table.
    The default value assigned to the analytical dimension is based on the dimension setup performed.

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Action icon

Preload dimensions

Click the Preload dimensions action to load the default dimensions defined for a selected group of sites or companies.

 

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Reports

By default, the following reports are associated with this function :

  PRTSCR : Screen print

This can be changed using a different setup.

Specific buttons

The Validation button is used to save the setup performed and trigger the generation of the corresponding screens: a warning message appears suggesting the user to view each generated window. You will be able to generate your set up screen and check the result. If you answer No to this question, the corresponding screen is still generated without you being able to view the screen. To return to the setup in order to modify them, the 'Cancel' answer should be selected.

The following fields are included on the window opened through this button :

Block number 1

  • field OBJET

 
  • field CLES

 

Block number 2

  • From folder (field DOSORG)

Use this field to define the folder from which the record will be copied. The possible syntaxes are described in the Dedicated appendix.
  • All folders (field TOUDOS)

Use this option to copy the record to all the folders defined in the dictionary (ADOSSIER table of the current solution).
  • To folder (field DOSDES)

Use this field to define the folder to which the record will be copied. The possible syntaxes are described in the Dedicated appendix.

Close

This button is used to copy the record definition from or to another folder.

Use the RFQ button to display the list of Request for Quote responses that will be available for consideration.

The Close button is used during modification to close one or several lines. The conditions needed to use this button are the same as for the Close option. (See the Close documentation).

Local menus

In addition to the generic error messages, the following messages can appear during the entry :

You do not have access to this code.

This message appears when the access code entered does not exist in your user profile. To solve this problem, it is necessary to choose an access code from the list displayed or (provided you have the authorization) to add the requested access code to the user profile.

At least one quantity must be available for entry.

This message is displayed when saving the setup and none of the 'Quantity' fields have been declared as Entered (the 'Quantity' fields are Hidden or Displayed). To solve this problem, at least one of the quantity fields needs to be declared as entered.

Tables used

SEEREFERTTO Refer to documentation Implementation