Procurement Setup

Creating Values in Directories

1. Create a number series for automatic numbering of Purchase Requests documents.

2. If you need to automatically populate the Vendor or Location fields in the request, create cards for the Vendor and Location in advance. If the purchasing initiator doesn't know the Vendor or location for the purchase, you can create technical cards with the code DEFAULT and select them in the request.

3. In the Request Categories directory, you can create values for each request category used by the company. For example, STANDART for standard requests and QUARTELY for quarterly requests. This is necessary for classifying requests and allows for configuring different approval processes.

4. In the Sales/Purchase Manager directory, create a card for the purchasing manager and fill in the necessary contact information.

Module Configuration

1. Click the button to open the Search function and enter Procurement Setup to navigate to the corresponding page.
2. On the configuration card, fill in the required fields:

Field	Description
Vendor for Purchase Request	Specify a value from the Vendors directory. This field is optional and is used if you want to automatically populate the Vendor field when creating a purchase request.
Location for Purchase Request	Specify a value from the Locations directory. This field is optional and is used if you want to automatically populate the Location field when creating a purchase request.
Check Deviation Percent	Select this option if you want the system to control the deviation of the new price from the planned price by a certain percentage. The percentage and deviation amount are set individually for each user.
Match Versions of Purchase Request	Select this option if you want the system to highlight changes in quantity, price, or item code in the Purchase Request document during the approval process.
Close Purchase Request without Invoice	Select this option if you want the status of a purchase request to be changed to "Closed" only when the purchase receipt is recorded without generating an invoice.
Purchase Request Closing Tolerance	Specify the deviation percentage of the actual purchase amount from the planned amount for automatically closing service purchase requests (for purchase type = G/L Invoice).
Purchase Request Nos.	Specify the number series for automatic numbering of Purchase Requests documents.
Archive Purchase Request when Reject	Select this option if you want the system to automatically create an archived copy of the document when the approval is rejected.
Archive Purchase Request when Approve	Select this option if you want the system to automatically create an archived copy of the document during the approval process.
Purchase Document Type	Select Order if purchasing in the company is done through the Purchase Order document, or select Invoice if purchasing is done through the Purchase Invoice document.
Budget Status Control	Select this option to control the filling of the Budget Status field when approving a request.
Allow Split Lines	Specifies whether the Split Lines feature will be available in the purchase order created from the request line.
Default In-Transit Code	Specify a value from the Locations directory. This field is optional and is used if you want to automatically populate the Transit Location field when creating a transfer order.
Direct Transfer	Indicates that no transit location is used during the transfer. When using direct transfer, the Quantity to Receive field will be blocked and will contain the quantity for shipment.
Transfer Control	Indicates the option for controlling the availability of items for transfer. The functionality of each option is described in the Creating Documents section. To enable automatic reservation of items in the item journal, you need to additionally enable the Allow Reservation of Doc. Lines feature in the Inventory Module Settings.

User Setup

To involve a user in the processes of creating, approving, or executing requests, assign the Procurement User Role in the User Setup directory. The assigned role affects the display of documents on the Purchase Requests and Purch. Request Worksheet Lines pages.

Available roles for assignment:

• Initiator: Only sees their own purchase requests.
• Manager: On the Purch. Request Worksheet Lines page, sees lines filtered by Status = In Progress|Waiting for Delivery and by the Manager Code field matching the user's current manager code.
• Head of Division Suppliers: On the Purch. Request Worksheet Lines page, sees lines filtered by Request Status = Open, and also has access to the Assign Manager function.

Set values for the Deviation Percentage and Deviation Amount fields to define the price deviation that the purchasing user can modify in the Purch. Request Worksheet Lines. Both values must be filled in. The system will use the lowest value as the limit.

For example, if the user has Deviation Percentage set to 10 and Deviation Amount set to 1000, and there is a line in the Purch. Request Worksheet Lines with Quantity = 1 and Unit Price = 100, the user will be able to increase the price by only 10.

Fill in the Manager Code field.

If you want one of the approvers of the purchase request to fill in the Budget Status field, select the Controller checkbox for that user.

Approval Workflow Settings

1. First, configure the users who will be responsible for approving requests. The system supports both single-user and multi-user approval options:

   • For single-user approval, you need to configure the substitute user, if applicable, and the approval limit. See Configuring Users for Approval for more information.
   • For multi-user approval, you need to create a user group for the workflow users. See Configuring Workflow User Group for more information.

2. Next, create a Workflow using the Blanket Purchase Order Approval Workflow template from the Purchase Documents directory.

3. In the first row, in the trigger condition filter column, add the following conditions:

   • Purchase Request = Yes
   • Request Category = Specify the request category for which the process is being configured. For example, STANDART (for standard requests) or QUARTELY (for quarterly requests).

4. In the same row, go to the actions-responses column and select Create an approval request for the record using approver type. In the settings, select and specify the users for approval.

5. Activate the workflow by selecting Enabled in the workflow header.

User Notification Settings

To enable users to receive notifications about the approval process, follow these steps:

1. Set up email settings.
2. Configure user notification settings for processes.