Settings - Purchase Order

This is an article covering settings related to the Purchase Order module in SEMINE.

Settings can be accessed by clicking on the gear icon at the bottom left, then navigating to "Purchase orders" Access to Settings is role-based and can be maintained from the Administration module in SEMINE.

Overview

1. Function
2. Deviation Parameters
3. Posting
4. Matching and Deviation Limits
5. Number of Decimals after Rounding of Unit Price

Function

When starting with the Purchase Order module for invoices in SEMINE, please consider enabling the checkboxes on the left hand side of the Purchase Orders' menu (hereafter "PO menu") and save the changes.

• Enable Purchase Order Module
  This must be checked to activate the Purchase Order module. Without this, no Purchase Orders would be received from you systems into SEMINE.
   
• Enable GL accounts in PO category
  PO categories are item charges - or charge codes - defined in the ERP system. When these are syncronized to SEMINE, you can with this setting choose if you want - or can (based on your ERP system) - have a G/L account associated with them.
   
• Enable Goods Receipt (GRN)
  This must be checked if you want Goods Receipt Notes (GRN) to SEMINE upon receiving goods. GRNs are dedicated, unique messages of receipt/return of goods with information about quantities received. It must be clarified in advance with the integration responsible if your integration supports this.

• Enable Generate Accounting Lines
  This must be used if the ERP system (only) supports the receipt of accounting lines. If disabled, the accounting lines will be generated in the ERP-system upon posting. When this function is activated, an additional tab with accounting lines will appear in the Details view of a Purchase Order Invoice. Using the "Generate AL" button will generate accounting lines in the same way as for cost invoices. These lines will be checked (validated) in the same way as regular accounting lines.
  
  
   
• Display Deviations on PO invoice lines
  This determines whether deviations should be displayed for quantity, unit price, net line total, and total including VAT. This means that these fields in the invoice line are checked against the corresponding fields in the associated order line. All deviations will be indicated with arrows and numbers with red (higher on invoice) or green (lower on invoice) below each value in the invoice line, and all deviation limits beyond set thresholds are also displayed with colored cells. Setting thresholds for deviations are explained below.
  The deviations can be shown as a percentage or as a numeric value. That setting is in the drop-down a bit further down in the PO menu: "Deviation Display Type".
  
  
   
• Calculate Accounting Line Amount
  
   
• Calculate Invoice Line amounts
  Enabling this will keep your Net Amount and Total Amount dynamic when changing Quantities, Unit price or VAT % on the Invoice Lines. Please be aware, that this can result in Amounts that not longer are aligned with the the ones stated by the supplier on the invoice. This can be helpful when you would use the Copy to invoice/Copy and replace invoice lines functionality in SEMINE when handling the invoice.
   
• Purchase Order VAT % from VAT Code
  
   
• Allow Matching of Closed Orders
  Enabling this allows matching Purchase Order lines from a Purchase Order with status Closed (at header level) with Invoice lines.
   
• Allow multiple PO-invoice suppliers
  
   
• Enable strict GTIN matching
  If your ERP-system sends PO lines with GTIN (EAN) information, enabling this will match those lines with invoice lines with the same GTIN information.

See also further details on accepted deviation limits.

Posting

• Enable Automatic Approval upon Arrival
  This checks the invoice match as soon as it arrives in SEMINE. If the invoice has a full match or deviations within the deviation limits set in the settings, the invoice will be automatically set to the "Approved" status.
   
• Enable Automatic Posting upon Completed Workflow
  This validates the invoice upon changing to the "Approved" status, i.e., after completing the workflow. If the invoice has a full match or deviations within the deviation limits set in the settings, the invoice will be automatically "Posted."

See also additional description in the article on workflow.

Matching and Deviation Limits

• Discount
• Quantity
  Purchase order invoices containing invoice lines with larger quantity deviations than the threshold require manual handling.
   
• Unit Price
  Purchase order invoices containing invoice lines with larger unit price deviations than the threshold require manual handling.
   
• Net Amount
  Purchase order invoices containing invoice lines with larger net amount deviations than the threshold require manual handling.
   
• Total Amount
  Purchase order invoices containing invoice lines with larger total amount deviations than the threshold require manual handling.
   
• Automatic Matching Deviation
  Matching suggestions exceeding the threshold will be automatically applied to the invoice line.
   
• Rounding Tolerance on Invoice
  Total amount on the invoice header vs. sum of total amounts on invoice lines. Purchase order invoices with larger rounding than the threshold cannot be posted.

If there are deviations on invoice lines that are greater than the accepted deviation limits, the deviation will be marked in red text, as shown in the unit price deviation below.

On this invoice, there are also deviations in the net amount and total amount, therefore in red text.

Number of Decimals After Rounding of Unit Price

• Specify the number of decimals after rounding of unit price

• Decimals in the quantity column
  Specify the number of decimals available in the quantity column.

Service Item

• Budget Category
  
  
   
• Dimension Code for Budget Category
  
  
   
• Supplier Service Order
  
  Purchase orders created for these suppliers will always be considered service items by SEMINE. This means that SEMINE does not check the remaining quantity during matching. Only the remaining amount is checked.

Standard Source for Exchange Rate